services or a treatment facility. The Vallejo Police Department Police Chief or his/her department designee may approve ride-a-longs under special circumstances. At no time shall more than four (4) persons employed by, or under training with, IHART ride in a City vehicle. This does not include a patient being transported in the vehicle. The City reserves the right to reject any Consultant employee assigned to the IHART program and/or any trainee observer from riding in the IHART vehicle or participating in the provision of services under this contract, on the basis of the individual's driving record, criminal history record, or their inability to fulfill the requirements of the position. Consultant shall immediately notify the VPD Program Director (VPD Supervisor) should any employee providing services under this contract be arrested or identified as being under criminal investigation.
VII. Service Exclusions/Restrictions
If there is any indication of violence or weapons involved with a call for service, then IHART cannot respond.
IHART personnel are not armed and do not perform any law enforcement duties. Any time a request for service involves a crime, a potentially hostile person, a potentially dangerous situation (to the subject or the public in general), or an emergency medical problem, the call is not appropriate for IHART and it will be referred to VPD and/or VFD for appropriate dispatch. IHART is only available inside Vallejo city limits unless the VPD Chief approves traveling outside the city limits. IHART cannot transport subjects that require a wheelchair or children that require a car seat.
VIII. Use of Equipment
A. The City will provide the IHART program with a modified passenger van type vehicle and portable radios for use during the duration of this contract. Equipment shall be provided in good working order and Consultant agrees to return any vehicle(s), radios, and other equipment the City provides for IHART program use, in good working order and in the same general condition at the completion of the contract. City shall provide necessary fuel, maintenance, and repairs of equipment, except Consultant shall be strictly responsible for all physical damage to the City -provided vehicles while in their care, custody and control.
City shall provide ongoing maintenance for the equipment according to standard maintenance schedules.
B. All Consultant personnel operating the IHART program will keep their radios on and at a volume to hear dispatch communications. If a call for service dictates a quiet environment, one radio must be kept on and at a volume so that Consultant personnel can hear and acknowledge dispatch. If a radio does not work properly, Consultant staff will make immediate arrangements with VPD to have the radio repaired or replaced.
Consultant will notify the VPD Program Coordinator or Program Director when a radio or vehicle is out of service for maintenance.
C. Consultant’s personnel will not carry any firearms, as defined by California Penal Code section 16520, or dirk or dagger as defined by California Penal Code section 21310, or pepper spray, upon their person while working.
D. Consultant will ensure its employees wear the appropriate uniform, clearly identifying them as a member of IHART as defined in this contract.
IX. Training
Consultant shall recommend to City relevant training opportunities for IHART staff. No training expenses shall be incurred without prior written approval from the VPD Program Coordinator. City shall fund or provide IHART personnel with training the City determines, in its sole discretion, is necessary to successful implementation of the IHART Program, including, but not limited to, training in the use of IHART vehicles, radio procedures, and other operational necessities. Consultant agrees that its employees providing services under this contract will have successfully completed any City -required training in a reasonable period as determined by the City.
X. Services Guidelines
While providing services in accordance with this contract, all Consultant personnel shall observe the following rules:
A. Consultant personnel shall not use force while observing, contacting, detaining or transporting persons unless such force is necessary for the protection of a person from bodily harm, and a police officer cannot be summoned or cannot respond quickly enough to provide protection.
B. Consultant personnel shall summon a police officer when a dangerous situation appears to exist. Personnel shall request VPD dispatch to have an ambulance respond whenever it appears the person(s) contacted need emergency medical treatment.
C. Consultant personnel shall not provide emergency medical transportation to injured or ill persons. The IHART EMT/paramedic may provide first aid and/or basic life support to person(s) within the scope of their training. Consultant personnel may provide courtesy transportation to persons evaluated by the IHART EMT/paramedic if the patient is determined to not need or refuses to receive medical transport by ambulance.
D. Under no circumstances shall City-owned vehicles be used:
1. By Consultant’s employees for personal use,
2. For the transportation of intoxicated person(s) to their place of residence,
3. Outside the designated geographic corporate boundaries of the City of Vallejo (unless specifically approved by the VPD Chief, VFD Chief, or an authorized designee).
City vehicles shall be parked at the designated IHART office or City Corp/Fleet facility when not in-service.
XI. Vehicular Accident Report
A. If Consultant’s employee(s) operating the IHART program is involved in a motor vehicle accident in a City vehicle, the following steps should occur:
1. If the accident involves an injury, Consultant staff shall contact VPD dispatch or 9-1-1 as quickly as possible.
2. If the accident does not involve an injury, but does involve a traffic violation, another vehicle, or damage to private property, Consultant staff shall call the police non-emergency business number, 707-552-3285 and the VPD Program Coordinator or Program Director.
3. If another vehicle is involved, Consultant staff shall remain at the scene, obtain all necessary insurance information, and file a traffic collision report with VPD . A VPD supervisor must be notified to respond and document an on-duty employee's vehicle collision incident report.
4. IHART staff shall not leave the scene until given permission to do so by his or her IHART supervisor.
B. The VPD Fleet Manager will provide instructions regarding the transportation and repair of any damaged vehicle.
C. Any damage to a City vehicle should be reported to a supervisor and the VPD Program Coordinator.
D. Consultant agrees to use City vehicles only when they are in service as mobile crisis intervention team vehicles, or when they are transporting the vehicles to and from maintenance. When IHART vehicles are being used for these functions listed above, they shall notify dispatch of their service type, beginning of their shift, to and from calls, at the end of their shift, and to and from maintenance. Any use of the vehicles outside its IHART intended purpose is prohibited.
E. Use of drugs and/or alcohol by C onsultant's on- duty employees, trainees, officers, or agents assigned to the IHART Program is strictly prohibited and constitutes a material breach and grounds for termination. Said individuals are also strictly prohibited fr om r
eporting for duty with a noticeable presence or effects of alcohol or drugs.
XII. Disposition of Contraband
All drugs, paraphernalia, and alcohol discovered by during IHART personnel's duties shall be removed from patients by IHART personnel before transport. Personnel shall make all reasonable efforts to discover and remove weapons and other objects capable of being used to inflict injury prior to transportation. IHART personnel s hall ensure security of these items in the vehicle and shall inventory each item as it is secured.
At t he conclusion of the workday, personnel shall submit any contraband collected to VPD and reconcile items against the inventory list maintained.
XIII. Cooperative Planning Requirements
Consultant recognizes that planning within the City and other state and local agencies is essential to the success of a coordinated service delivery system. C onsultant agrees to attend and participate in a reasonable number of meetings and planning efforts initiated by the City, and to provide non-confidential data already in the Consultant's possession which may be required by the City and is reasonably necessary to achieve compliance with City programmatic goals. Consultant agrees to maintain open and responsive working relations with the Vallejo Police Department, the Vallejo Fire Department, and the City of Vallejo.
XIV. Statistical Reporting
Each month, Consultant’s Program Manager will provide the VPD Program Coordinator with a summary of calls. The report will detail whether the activity was a VPD or VFD divert (IHART handling instead of VPD or VFD personnel) or if it was a joint response; time on call; disposition, the transport-pick up location, patient problem, time, estimated age of client, sex of client, race/ethnicity of client, language spoken, destination of transport, any pertinent history/treatment, and all of the criteria established by the VPD Program Coordinator.
T
he Monthly Program Reports will include the above information, as well as recommendations that reflect ongoing data collection and analysis for continuous improvement of the IHART program. VPD may, from time to time, require additional content and analysis in any such Monthly Program report.
Consultant represents it has:
1) Experience successfully providing culturally responsive and linguistically appropriate services and resources to diverse individuals and families in the City of Vallejo; 2) Through a collaborative approach, demonstrated capacity for service delivery across all neighborhoods of the City of Vallejo;
3) Experience collaborating with other community-based organizations and a commitment to building a network of providers and resources for residents of the City of Vallejo; 4) Successful equity process design and delivery experience, ensuring cultural relevance of engagement an d services.
Consultant and Professional Services Agreement (Revised 05-2025) Page 1 of 4 Exhibit B - Compensation
EXHIBIT B
COMPENSATION
1. Consultant’s Compensation.
A. Services: City agrees to pay Consultant, amounts specified below, for those services set forth in Exhibit A of this Agreement including, all overtime costs, indirect costs, and for all authorized reimbursable non-personnel costs, for a total not-to-exceed amount of One Million Seven Hundred Ninety Four Thousand, Seven Hundred Ninety Dollars ($1,794,790). The parties understand that no costs set forth herein that exceed the total amount set forth in the previous sentence will be paid to the Consultant without further approval by the Vallejo City Council.
Budget Summary
$1,388,511 Personnel Costs (Salary and Benefits)
$78,900 Non-Personnel Costs
$327,379 Indirect Costs (please see definition
immediately below)
$1,794,790 TOTAL PROGRAM BUDGET
Personnel Costs
(Salary & Benefits) Breakdown
$807,579 Crisis Intervention Workers / Community
Responders / EMTs (7.0 FTE)
$113,900 Program Lead (1.0 FTE)
$147,400 Program Manager (1.0 FTE)
$122,899 Mental Health Rehab Specialist (0.75 FTE)
$113,900 Administrative Analyst (1.0 FTE)
$32,803 Division Director (0.10 FTE)
$50,029 Case Manager / Navigator (0.50 FTE)
Non-Personnel Costs Breakdown
$10,000 Office Expenses
$19,800 IT & Communications
$12,000 Client-Related Expenses
$4,000 Internal Training Costs
$7,000 External Training (Family & Caregiver) Costs
$5,600 Education to Improve Public Health
(including overdose prevention)
$8,000 Marketing & Outreach
$10,000 Community Engagement
$2,500 Team Professional Development / Training
Consultant and Professional Services Agreement (Revised 05-2025) Page 2 of 4 Exhibit B - Compensation
When Consultant bills for the Indirect Costs set forth in the chart above, those costs are limited to a prorate share of administrative salaries for departments such as human resources, fiscal, information technology, facilities, communications and training as well as administrative operating costs including occupancy (rent and utilities), liability insurance, professional services (legal fees, audit fees, website maintenance), depreciation and other administrative overhead costs.
Consultant shall notify City in writing no later than sixty (60) days prior to the estimated date when Consultant will have billed City the maximum payment amount permitted under this Agreement, and Consultant shall provide City with an estimate of the additional compensation required to complete the project.
B. Additional Services:
Additional Services are those services related to the scope of Services of Consultant as set forth in Exhibit A but not anticipated at the time of execution of this Agreement. Additional Services shall be provided only when a Supplemental Agreement authorizing such Additional Services is approved by the City Manager, or his or her designee. City reserves the right to perform any Additional Services with its own staff or to retain other Consultants to perform said Additional Services.
C. Compliance with Funding Laws and Regulations
Consultant shall comply with all federal, state, and/or local laws and regulations, as applicable, governing the funding of the IHART program , including, without limitation, the provisions set forth in Exhibit D, which is incorporated herein by this reference.
2. Consultant’s Reimbursable Personnel Costs. Reimbursable Personnel Costs shall be limited to actual expenditures of Consultant for the provision of services relating to the IHART (Integrated Health and Resource Team) Program, as detailed in Exhibit A. Consultant’s Personnel Costs budget incorporates costs associated with Consultant’s staff taking time off for various reasons and for overtime and double -time. Accordingly, Consultant will not seek separate reimbursement for overtime, holiday time, or double-time.
3. Consultant’s Reimbursable Non-Personnel Costs. Reimbursable Non- Personnel Costs shall be limited to the actual reasonable expenditures of Consultant described below that are necessary for the proper completion of the Services.
Food and beverage expenses are reimbursable only if: (a) provided in an emergency situation, and (b) after all other avenues for acquiring the food and/or beverage by other means have been exhausted. Notwithstanding the foregoing, monthly expenses for food and beverages shall not exceed $1,500.
Consultant and Professional Services Agreement (Revised 05-2025) Page 3 of 4 Exhibit B - Compensation
Shelter expenses are reimbursable only if: (a) provided in an emergency situation, and (b) after all other avenues for acquiring the shelter by other means have been exhausted. Notwithstanding the foregoing, monthly shelter expenses shall not exceed $1,000.
Consultant's monthly invoices shall include separate line items for food, beverage, and shelter expenses. These line items shall be subtotaled in a distinct section of each invoice.
Expenses relating to public storage and gasoline are specifically excluded and will not be reimbursed by the City. IHART vehicles may obtain gasoline at pumps in the City of Vallejo corporation yard located behind the Vallejo Police Station at 111 Amador Street.
Any single purchase over $250 must receive prior written approval from authorized Vallejo Police Department staff listed hereafter : Chief Jason Ta, Deputy Chief Sanjay Ramrakha, Captain Jeremy Huff, Awab Manzoor, or Claudia Williams.
4. Format of Monthly Invoicing
There are three funding sources for the IHART program in Fiscal Year 2026-2027.
Consultant shall prepare three invoices per month – one invoice for each funding source. Each invoice shall include a cost allocation summary. City shall provide Consultant with an invoice template for each funding source after Consultant’s last invoice for Fiscal Year 2025- 2026 has been submitted to, and paid by, City.
Consultant shall not submit an invoice to City in any other format.
5. Payments to Consultant.
A. Payments to Consultant shall be made within a reasonable time after receipt of Consultant’s invoice, said payments to be made in proportion to services performed. Consultant may request payment on a monthly basis. Consultant shall be responsible for the cost of supplying all documentation necessary to verify the monthly billings to the satisfaction of City.
B. All invoices submitted by Consultant shall contain the following information:
1. Description of services being invoiced
2. Description and amount of personnel costs, separated by position
3. Description and amount of non- personnel costs, separated by budget category , with food, beverage, and shelter expenses separated and subtotaled as described in Section B(3), above
4. Cost allocation summary for all non-personnel costs
5. Invoice date
6. Timeframe for which the invoice covers
Consultant and Professional Services Agreement (Revised 05-2025) Page 4 of 4 Exhibit B - Compensation
7. Sequential invoice number
8. Consultant’s Taxpayer Identification Number
9. Total amount previously billed
10. Total amount billed to date
C. Invoices that do not conform to the format outlined above shall be returned to Consultant for correction. City shall not be responsible for delays in payment to Consultant resulting from Consultant’s failure to comply with the invoice format and requirements described above.
D. Invoices shall be sent to:
Claudia Williams
Administrative Analyst II
Vallejo Police Department
[email protected]
5. Accounting Records of Consultant . Consultant shall maintain for three (3) years after completion of all services hereunder, all records under this Agreement, including, but not limited to, records of Consultant’s direct salary costs for all Services and Additional Services performed under this Agreement and records of Consultant’s Reimbursable Expenses, in accordance with generally accepted accounting practices. Consultant shall keep such records available for audit, inspection and copying by representatives of the City’s Finance Department or other government agencies during regular business hours upon twenty-four (24) hours’ notice.
The obligations of Consultant under this section shall survive this Agreement.
6. Taxes. Consultant shall pay, when and as due, any and all taxes incurred as a result of Consultant ’s compensation hereunder, including estimated taxes, and shall provide City with proof of such payments upon request.
7. Taxpayer Identification Number. Consultant shall provide City with Consultant’s complete Request for Taxpayer Identification Number and Certification, Form W-9, as issued by the Internal Revenue Service, and any other State or local tax identification number requested by City.
Consultant and Professional Services Agreement (Revised 05-2025) Page 1 of 3 Exhibit C – Insurance Requirements
EXHIBIT C
INSURANCE REQUIREMENTS
Consultant shall procure and maintain for the duration of this Agreement, including any extensions thereto, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of services hereunder by the Consultant , their agents, representatives, or employees or subcontractors.
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
A. Insurance Services Office form number GL 0002 covering Comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
B. Insurance Services Office form number CA 0001 covering Automobile Liability, code 1 any auto and endorsement CA 0025.
C. Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
D. Professional Liability insurance appropriate to the Consultant ’s profession (Errors and Omission).
2. Minimum Limits of Insurance . Consultant shall maintain limits no less than:
A. General Liability: $2 ,000,000 per occurrence for bodily injury, personal injury, and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
B. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. Consultant’s automobile coverage shall include, but not be limited to, Hired Auto Physical Damage to fund damage repairs to city -provided vehicles.
Consultant’s automobile coverage shall be primary and non-contributory coverage for claims arising from Consultant’s employees operating City-owned vehicles.
C. Workers’ Compensation and Employer’s Liability: $1,000,000 per accident for bodily injury or disease. If Consultant is not subject to California Workers ’ Compensation requirements, Consultant shall file a completed certificate of
Consultant and Professional Services Agreement (Revised 05-2025) Page 2 of 3 Exhibit C – Insurance Requirements
exemption form which may be obtained from the City prior to commencing any activity authorized hereunder.
D. Professional Liability (Errors and Omission): $2 ,000,000 combined single limit per occurrence, and annual aggregate.
3. Deductible and Self-Insured Retention. Any deductibles or self -insured retention must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self -insured retention as respects the City of Vallejo , its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
4. Other Insurance Provisions. The general liability and automobile liability policies, as can be provided, are to contain, or be endorsed to contain, the following provisions:
A. The City of Vallejo, its officers, officials, employees, agents and volunteers are to be covered as additional insureds as respects; liability, including defense costs, arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant ; premises owned, occupied or used by the Consultant ; or automobiles owned, leased hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City of Vallejo, its officers, officials, employees, agents or volunteers. The insurance is to be issued by companies licensed to do business in the State of California.
B. For any claims related to this project, the Consultant ’s insurance coverage shall be primary insurance as respects the City of Vallejo , its officers, officials, employees, agents, and volunteers. Any insurance or self -insurance maintained by the City of Vallejo, its officers, officials, employees, agents, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
C. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents, or volunteers.
D. The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
E. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days ’ prior written notice by certified mail, return receipt requested, has been given to the City.
Consultant and Professional Services Agreement (Revised 05-2025) Page 3 of 3 Exhibit C – Insurance Requirements
F. The w orkers’ compensation and e mployer’s liability policy required hereunder shall be endorsed to state that the workers’ compensation carrier waives its right of subrogation against City, its officers, officials, employees, agents and volunteers, which might arise by reason of payment under such policy in connection with Consultant’s performance under this Agreement.
5. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII.
6. Verification of Coverage. Consultant shall furnish the City with certificates of insurance and original endorsements effecting general and automobile liability insurance coverage required by this clause. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.
7. Subcontractors. Consultant shall include all sub contractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
8. Payment Withhold. City will withhold payments to Consultant if the certificates of insurance and endorsements required in Paragraph F, above, are canceled or Consultant otherwise ceases to be insured as required herein.
EXHIBIT D
Mandatory Grant Provisions