HomeMy WebLinkAboutAgreement A-23-237 Grant Agreement with CalVCB.pdf SCO ID: 7870-S23020 Agreement No. 23-237
STATE OF CALIFORNIA-DEPARTMENT OF GENERAL SERVICES
STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER(If Applicable)
STD 213(Rev.04/2020) S23-020 VCB-7870
1.This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
CALIFORNIA VICTIM COMPENSATION BOARD
CONTRACTOR NAME
FRESNO COUNTY DISTRICT ATTORNEY'S OFFICE
2.The term of this Agreement is:
START DATE
JULY 1,2023
THROUGH END DATE
JUNE 30,2026
3.The maximum amount of this Agreement is:
$269,109.00(TWO HUNDRED SIXTY NINE THOUSAND,ONE HUNDRED NINE DOLLARS AND ZERO CENTS)
4.The parties agree to comply with the terms and conditions of the following exhibits,which are by this reference made a part of the Agreement.
Exhibits Title Pages
Exhibit A SCOPE OF WORK 6
Exhibit B BUDGET DETAIL AND PAYMENT PROVISIONS 5
Exhibit B-1 BUDGET WORKSHEET 1
Exhibit C* GENERAL TERMS AND CONDITIONS GTC
04/2017
Exhibit D SPECIAL TERMS AND CONDITIONS 11
Attachment CRC PERFORMANCE PLAN MONTHLY 5
1
Attachment CRC SPECIALIST MONTHLY ACTIVITY TIMESHEET 1
2
Attachment MONTHLY ACTIVITY AND INVOICE FACT SHEET 1
3
Attachment CALVCB CONFIDENTIALITY STATEMENT AND CERTIFICATION 3
4
Attachment ACCEPTABLE USE OF TECHNOLOGY RESOURCES 5
5
Attachment INFORMATION SYSTEMS SECURITY AND CONFIDENTIALITY ACKNOWLEDGMENT 2
6
Attachment ACKNOWLEDGMENT OF POLICIES 1
7
Attachment INFORMATION SECURITY POLICY 6
8
Attachment PRIVACY POLICY 4
9
Attachment PASSWORD POLICY 6
10
Attachment COUNTY INVENTORY FORM 2
11
Attachment BOARD RESOLUTION
12
Items s own with an astens (*),are hereby incorporated by reference and made part of this agreement as if attached ereto.
These documents can be viewed othttps://www.dgs.ca.gov/OLS/Resources
Page 1 of 2
SCO ID: 7870-S23020
STATE OF CALIFORNIA-DEPARTMENT OF GENERAL SERVICES r _ _-7
STANDARD AGREEMENT AGREEMENTNUMBER PURCHASING AUTHORITY NUMBER(If Applicable)
STD 213(Rev.04/2020) S23-020 VCB-7870
IN WITNESS WHEREOF,THIS AGREEMENT HAS BEEN EXECUTED BYTHE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME(if other than an individual,state whether a corporation,partnership,etc.)
FRESNO COUNTY DISTRICT ATTORNEY'S OFFICE
CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
2100 TULARE STREET ATTEST: FRESNO CA 93721
PRINTED NAME OF PERSON SIGNING BERNICE E.SEIDEL TITLE
Sal Quintero Clerk of the Board of Supervisors Chairman, Board of Supervisors
CONTRACTOR AUTHORIZED SIGNATURE County of Fresno,State of California DATE SIGNED
By_ Yea Deputy June 6, 2023
STATE OF CALIFORNIA
CONTRACTING AGENCY NAME
CALIFORNIA VICTIM COMPENSATION BOARD
CONTRACTING AGENCY ADDRESS CITY STATE ZIP
400 R STREET SUITE 400 SACRAMENTO CA 95811
PRINTED NAME OF PERSON SIGNING TITLE
LYNDA GLEDHILL EXECUTIVE OFFICER
CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED
Lynda Gledhill Digitally signed by Lynda Gledhill
Date:2023.06.21 13:30:32-07'00' 6/21/23
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION(If Applicable)
APPROVED-
JUL 20 2023
BD:SM:abs
OFFICE OF LEGAL SERVICES
DEPT. OF GENERAL SERVICES
Page 2 of 2
Fresno County District Attorney's Office
Agreement Number S23-020
Page 1 of 6
EXHIBIT A
SCOPE OF WORK
1 _ This Agreement is entered between Fresno County District Attorney's Office
(Contractor or District Attorney's Office) and the California Victim Compensation
Board (CalVCB).
2. The purpose of this Agreement is to increase the amount of restitution imposed on
CalVCB'S behalf. This Criminal Restitution Compact (CRC) contract assists in
funding the work of CRC Specialists (hereinafter, `Specialist") in Fresno County
District Attorney's Office who assist with the imposition of restitution on behalf of
CaIVCB for benefits paid to victims. This work helps maintain the health of the
Restitution Fund for future victims.
3_ Services shall be provided during the term of July 1, 2023, or upon final approval
from the CaIVCB, whichever occurs later, through June 30, 2026. No work shall
begin before that time. The services shall be provided during the working hours of
8:00 AM through 5:00 PM, Monday through Friday, excluding State holidays. The
parties may amend this Agreement as permitted by law.
4_ The services shall be performed throughout the State of California at designated
sites as agreed upon by CaIVCB and Contractor.
5_ All inquiries during the term of this Agreement will be directed to the project
representatives listed below:
CONTRACTING AGENCY CONTRACTOR
California Victim Compensation Board Fresno County District Attorney's
Office
Attention: Kim L. Gauthier, Chief Attention: William Lacy
Counsel
Address: 400 R Street, Suite 400 Address: 2100 Tulare Street,
Sacramento, CA 95811 Fresno. CA 93721
Phone: 916-491-3507 Phone: (559) 600-7008
Fax: 916-491-6441 Fax: (559) 600-4400
Email:
Criminal RestitutionCompact _victims. Email: wlacy@fresnocountyca.gov
ca.clov
Fresno County District Attorney's Office
Agreement Number S23-020
Page 2 of 6
EXHIBIT A
SCOPE OF WORK
For additional information, direct your inquiries to:
CaIVCB CONTACT INFORMATION
Email:
Genoveva Manzo, CRC Analyst Genoveva.Manzo(a7victims.ca.gov
Phone: 916 491-3851
Email.-
Marjorie Rogers, CRC Analyst Marjorie.Roce� rsavictims.ca. ocovv
Phone: 916 491-3707
Email:
Gabriella Bellamy, CRC Analyst Gabriella.Bel lamya_victims.ca.gov
Phone: 916 491-3671
Philippa Belliveau, CRC Unit Email:
Manager Philippa.Belliveauavictims.ca.gov
Phone: 916 491-3546
Custodian of Records Email:
custodianofrecords victims.ca. ov
6. Either party may change any portion of the above contact information by providing
thirty (30) days written notice of the change to the other party. No amendment of this
agreement is needed to make such a change.
7. Contractor agrees to provide all labor, materials and incidentals necessary to provide
the services described in this Agreement.
8. The CaIVCB and the District Attorney's Office agree:
A. The Specialist shall assist the prosecuting attorney to ensure proper
imposition of the following:
1) Restitution orders in all cases involving an applicant who has filed an
application with CalVCB and where monies have been paid or are
expected to be paid on behalf of the direct victim or any other applicant;
2) Restitution fines on all convicted offenders;
3) Parole revocation restitution fines in all cases in which the offender
receives a sentence that includes a period of parole,
4) Diversion restitution fees in all cases in which the offender is diverted;
5) Probation revocation restitution fines in all cases in which the offender
receives a sentence that includes a period of probation;
6) Post-release community supervision revocation restitution fines in all
cases in which the offender receives a sentence that is subject to post-
release community supervision; and
Fresno County District Attorney's Office
Agreement Number S23-020
Page 3 of 6
EXHIBIT A
SCOPE OF WORK
7) Mandatory supervision restitution revocation fines in all cases in which
the offender receives a sentence that is subject to mandatory
supervision.
B. The Specialist shall be an employee of the District Attorney's Office, preferably
at a level equivalent to a paralegal or above.
C. The Specialist shall report to a supervisor designated by the District Attorney's
Office, preferably a Chief Assistant or Deputy District Attorney (DDA), and
agreed to by CaIVCB.
D. The District Attorney's Office (or their designee) and CaIVCB's Executive
Officer(or their designee) shall meet as necessary to discuss the scope of work
(SOW) or any other aspect of this contract.
E. The Specialist shall have access to the necessary court records to monitor
cases associated with any applications filed with CaIVCB as they proceed
through the adult and juvenile criminal justice systems. The Specialist must
immediately contact CaIVCB's CRC Analyst with specific information to prevent
any potential overpayments on initial or subsequent applications if it is
discovered the victim, derivative victim, or applicant is no longer eligible as
defined under Government Code sections 13954 and/or 13956, including but
not limited to any of the following reasons:
1) Involvement in the crime
2) Lack of cooperation with law enforcement or CaIVCB
3) Convicted of a violent felony or required to register as a sex offender
(Penal Code section 290 registrants).
F. The DDA assigned to prosecute the criminal case, or their designee, may
complete and provide defense counsel with the CaIVCB Disclosure Form,
which discloses that a victim or witness may have submitted an application for
services to CaIVCB. The Specialist may disclose, pre-conviction, the
applicant's name, category of expense, and the amount of compensation
disbursed for each victim in a pending, criminal case. Such disclosure is limited
to either the district attorney or probation department upon written request. If
either the DDA or defense desires additional information regarding the
application or services provided prior to the conviction of an offender, they must
personally serve a subpoena on CaIVCB at 400 R Street, Sacramento, CA
95811 . After the associated offender has entered a guilty plea or been
convicted, the Specialist shall provide the District Attorney's Office with the
amount of assistance granted by CaIVCB, if any, for the purpose of obtaining
a restitution order.
Fresno County District Attorney's Office
Agreement Number S23-020
Page 4 of 6
EXHIBIT A
SCOPE OF WORK
G. The District Attorney's Office shall submit CaIVCB's payment information (initial
and subsequent), as described under SOW (Exhibit A) to the court and request
the court impose one or more of the following, as appropriate: a restitution fine;
a diversion restitution fee; a probation revocation restitution fine; a parole
revocation restitution fine; a post release community supervision revocation
restitution fine; a mandatory supervision revocation restitution fine; a restitution
order for an amount equal to that amount which CaIVCB has paid on the
associated application(s); and/or a restitution order for an amount "to be
determined" (if CaIVCB has not made a payment on the associated
application(s)).
H. If a case is forwarded to the probation department for completion of a pre-
sentence investigation (PSI) report, the Specialist shall provide CaIVCB's
payment information and request the probation department include the
information in the PSI. The Specialist shall contact parole, probation, or other
supervising post-release agencies to modify orders.
I. The Specialist shall enter into CaIVCB's Compensation and Restitution
Computer System's (Cares2) Criminal Disposition Tracking System (CDTS),
the final disposition status of juvenile and/or adult criminal cases associated
with applications filed with CaIVCB within thirty (30) calendar days of the judge
imposing the restitution order and fine. This deliverable may be used to assess
a CRC's effectiveness, and failure to enter the information may impact current
and future contract funding.
J. After sentencing has occurred, the Specialist is required to ensure that the
court's final decision (via the CR-110 and/or Minute Order) is uploaded to
CDTS and forwarded to the California Department of Corrections and
Rehabilitation, Office of Victim and Survivor Rights' and Services (CDCR-
OVSRS) at P.O. Box 942883, Sacramento, CA 94283-0001, or the local
collection entity.
K. The Specialist is required to scan and upload to CDTS the Pre-Conviction
Disclosure Form, the Restitution Request Form, and other documents relevant
to the restitution order and fine. Additionally, the Specialist is required to use
the "Notes" feature in CDTS to document the status of the case.
L. The Specialist shall monitor in Cares2 CaIVCB's applications associated with
restitution orders imposed for an amount "to be determined" (TBD). The
Specialist shall monitor TBD restitution orders via CDTS in the Post-Disposition
Follow-Up Queue. CaIVCB's Custodian of Records (COR) shall assist the
Specialist and other appropriate District Attorney's Office staff in preparing to
Fresno County District Attorney's Office
Agreement Number S23-020
Page 5 of 6
EXHIBIT A
SCOPE OF WORK
have an offender returned to court for the imposition or modification of a
restitution order by providing redacted bills, when necessary to substantiate
any restitution orders requested.
M. The Specialist shall notify CaIVCB when they decline to seek a removal order
to have an inmate transported to court for the imposition or modification of a
restitution order when the amount of restitution sought is greater than
$1,500.00. The Specialist shall provide the following information to CalVCB's
CRC Unit at Criminal RestitutionCompact(cr victims.ca.gov:
1) Application I D
2) Defendant Name
3) Court Case Number
4) Sentencing Date
5) Restitution Amount
6) Reason a removal order was not sought
7) Whether the trial court retained jurisdiction under Penal Code section
1202.46 to determine the amount of restitution at a later date
N. The Specialist will cooperate with CDCR staff in the modification of restitution
orders. The Specialist will upload the amended CR-110, Abstract of Judgment,
and/or Minute Order to CDTS and forward a copy to the CDCR-OVSRS at P.O.
Box 942883, Sacramento, CA 94283-0001, or the local collection entity.
O. The Specialist shall notify CalVCB's CRC Analyst, upon discovery, that the
applicant filed a civil suit, vehicle insurance claim, workers' compensation
claim, or any other type of recovery that could be used to offset losses the
applicant incurred as a direct result of the crime.
P. The Specialist shall respond to CaIVCB on probate-related matters within three
(3) business days of a request for imposed and/or outstanding restitution fine,
order and offender information.
Q. The Specialist shall respond to CalVCB's COR on restitution-related matters
and/or CalVCB's Hearing and Appeals staff within three (3) business days of a
request.
R. The Specialist shall facilitate contact, provide training, and attend meetings
between the county collection entity(ies) to identify and discuss ways to ensure
the collection of, as well as increase the collections of, restitution orders and
fines.
Fresno County District Attorney's Office
Agreement Number S23-020
Page 6 of 6
EXHIBIT A
SCOPE OF WORK
S. The Specialist shall serve as a county resource on restitution issues, statutes,
and case law.
T. The Specialist and their supervisor shall review and acknowledge all CaIVCB
policies as referenced in Special Terms and Conditions (Exhibit D) and
attachments outlined on the front cover of this contract (STD 213), in
accordance with the duties being performed under this contract.
U. The Specialist must perform the work described in the SOW (Exhibit A). The
Specialist shall document their time and activities by using the CaIVCB CRC
Specialist Monthly Activity Timesheet (Attachment 2). The District Attorney's
Office shall bill CaIVCB only for the actual percentage of time the Specialist
dedicates to CaIVCB activities. Actual time is the time spent on CRC contract
duties. This time includes vacation, sick, holidays or annual leave hours only if
the staff person accrued the leave during the time the staff person was
performing the functions described in this contract. Other time, including but
not limited to, jury duty and industrial leave are not considered time worked on
this contract and are to be paid by the county.
9_ If there is any conflict between Attachments 1 through 12, and any provisions in
the STD 213 Agreement, including Exhibits A, B, B-1, C, and D, the provisions
in the Agreement shall prevail over the Attachments.
Fresno County District Attorney's Office
Agreement Number S23-020
Page 1 of 5
EXHIBIT B
INVOICING AND PAYMENT PROVISIONS
1. Invoicing and Payment
A. For services satisfactorily rendered, and upon receipt and approval of the
invoices, CaIVCB agrees to compensate the District Attorney's Office for actual
expenditures permitted by the terms of this contract, and as reflected in the
Budget Worksheet (Exhibit B-1).
B. Invoices shall include the Agreement Number S23-020 and shall be submitted,
upon completion of the invoice to: accountingmailbox(a�-victims.ca.gov .
C. Invoices shall include the contract number, billing month and year, employee
name, position/classification, time base, salary and/or hourly rate, benefits, and
all other applicable line items as reflected in the Budget Worksheet (Exhibit 13-
1). The District Attorney's Office will not invoice for more than the actual time
the staff person(s) dedicated to CaIVCB activities in a specific pay period (see
Budget Worksheet (Exhibit B-1) detailing actual time). (Refer to the CaIVCB
Monthly Activity and Invoice Fact Worksheet (Attachment 3) for guidance on
completing the timesheet.) The District Attorney's Office shall submit the
following backup documentation with each of their invoices:
1) Only one CaIVCB CRC Specialist Monthly Activity Timesheet
(Attachment 2) for each employee for the calendar month;
2) County timesheets for each employee for the month;
3) Copy of the County's Accounting or Human Resources report itemizing
salaries/wages and benefits paid to each employee for the month; and
4)A copy of current leave balances showing beginning leave balances and
time accrued for annual leave, vacation, and sick leave.
D. Eligible salary items include regular pay, approved overtime and bilingual pay
differential. Ineligible items include all types of bonus pay, monetary awards,
and cash out of leave credits. Items not listed are subject to approval and
payment at CaIVCB's discretion.
E. Invoices must be based on the hours worked in the calendar month, not on any
other time period for which Specialists are paid.
F. CaIVCB reserves the right to deny any monetary adjustments to the contract,
during the contract term, including Cost-of-Living Adjustments issued by the
county.
G. Fringe benefits charged to this contract are subject to CaIVCB approval and
Fresno County District Attorney's Office
Agreement Number S23-020
Page 2of5
EXHIBIT B
INVOICING AND PAYMENT PROVISIONS
will be authorized only when consistent with benefits provided to or on behalf
of State employees. Fringe benefits in excess of seventy-five percent (75%)
will be subject to additional scrutiny.
H. The District Attorney's Office must provide a breakdown of fringe benefits paid
to each Specialist on the Budget Worksheet (Exhibit B-1). CaIVCB may request
backup documentation to support the amount billed.
Eligible fringe benefits include, but are not limited to:
1) Standard Retirement
2) OASDI (Old-Age, Survivors and Disability Insurance)
3) Health Insurance Contribution Regular, including health, dental and
vision
4) Workers' Compensation Insurance
5) Unemployment Insurance
6) Life Insurance
7) Federal Insurance Contributions Act (FICA)/Medicare
8) Long Term Disability
9) Short Term Disability
10) Employee Assistance Program
11) Survivor Benefits
12) Other, as approved by CaIVCB
Ineligible benefits include, but are not limited to:
1) Other Post-Employment Benefits (OPEB)
2) Pension Obligation Bond (POB)
3) Post-Employment Payoff
4) Retiree Health
5) Retiree Medical
6) Deferred Compensation
7) Parking
8) Cafeteria
9) General Liability
10) Wellness Dividend Program
11) Cash Allowance
12) Housing Fund
13) Retirement Debt Service
14) Choices
15) Savings Plan
Fresno County District Attorney's Office
Agreement Number S23-020
Page 3of5
EXHIBIT B
INVOICING AND PAYMENT PROVISIONS
16) Flex Benefit Plan and Contributions
17) Risk Management Administration
18) CaIPERS Unfunded Actuarial Accrued Liability
19) Individual Security
20) Bonuses and monetary awards
I. Invoices and backup documentation shall be emailed no later than the 15th of
each month to: accountingmailbox(c)-victims.ca.gov
J. Failure to provide the required backup documentation may result in a
processing delay and/or denial of payment.
K. The District Attorney's Office shall submit an invoice for the month of June within
thirty (30) calendar days after June 30th of each year during the term of this
contract. The final reimbursement to the District Attorney's Office shall be
contingent upon the receipt and approval of the final year-end invoice received
by CaIVCB.
2. Budget Contingency Clause
A. It is mutually agreed upon between CaIVCB and District Attorney's Office that
if the Budget Act of the current year and/or any subsequent years covered
under this contract does not appropriate sufficient funds for the program, this
contract shall be of no further force and effect. In this event, CaIVCB shall have
no liability to pay any funds to the District Attorney's Office or to furnish any
other considerations under this contract and the District Attorney's Office shall
not be obligated to perform any further provisions of this contract.
B. If funding for any fiscal year is reduced or deleted by the Budget Act for
purposes of this program, the State shall have the option to either cancel this
Agreement with no liability occurring to the State or offer an agreement
amendment to Contractor to reflect the reduced amount.
C. The District Attorney's Office shall be paid by CaIVCB from the Restitution
Fund. Any payments shall be contingent upon the availability of funds in the
Restitution Fund. Any funds paid shall not be a charge upon any federal monies
or State General Fund monies. Funds provided under this contract are not to
be used for other activities and shall not be used to supplant those activities
Fresno County District Attorney's Office
Agreement Number S23-020
Page 4 of 5
EXHIBIT B
INVOICING AND PAYMENT PROVISIONS
currently provided by county funds, or grants administered by the Public Safety
and Victim Services Branch, California Office of Emergency Services.
D. CaIVCB reserves the right to disencumber contract monies at any time during
the contractual relationship for reasons substantiated by CaIVCB. Notification
will be provided to the county before any action is taken.
3. Payment of Invoices
CaIVCB shall endeavor to pay all properly submitted and undisputed invoices within
forty-five (45) days of receipt.
4. Period of Performance
The period of performance for this contract shall be three (3) years. Any and all
amendments to this contract shall be made in writing.
5. Cost Limitation
A. The total cost of this Agreement shall not exceed $269,109.00.
B. It is understood and agreed that this total is an estimate and that CaIVCB shall
pay for only those services actually rendered as authorized by the CaIVCB
Contract Manager or designee up to the amount set forth in Invoicing and
Payment Provisions (Exhibit B).
C. Funding shall be contingent upon availability of funds and shall be at the sole
discretion of CaIVCB. Funding may only be expended in the fiscal year the
funds are encumbered. The funding of this contract may be changed by written
amendment to the contract and upon approval of the designee approved by
CaIVCB.
D. The District Attorney's Office shall submit a Budget Worksheet (Exhibit B-1)
listing all Fiscal Years included in the contract term and shall provide it with the
contract package. Each modification to the Budget Worksheet shall be subject
to scrutiny. The CRC Analyst or designee shall provide advance, written
approval of any budget modifications.
Fresno County District Attorney's Office
Agreement Number S23-020
Page 5 of 5
EXHIBIT B
INVOICING AND PAYMENT PROVISIONS
6. Reduction of Contract Amount
A. CaIVCB reserves the right to reduce the amount of the contract if CaIVCB's
fiscal monitoring indicates that the District Attorney's Office rate of expenditure
will result in unspent funds at the end of the fiscal year or when deemed
necessary. If a reduction does occur, CaIVCB will provide a written explanation
to the District Attorney's Office within thirty (30) days of said decision.
B. CaIVCB reserves the right to reduce the amount of the contract if the dollar
amount of restitution orders imposed by the county on behalf of CaIVCB in a
given fiscal year is less than the amount paid to the county in that same fiscal
year. If a reduction does occur, CaIVCB will provide a written explanation to the
District Attorney's Office within thirty (30) days of said decision.
7. Indirect Costs
If billing for indirect costs, the District Attorney's Office shall submit a copy of its Indirect
Cost Plan (ICP) with the budget. The ICP must identify the number of employees it
covers and include a breakdown and calculation specifying which costs are associated
to the Specialist position included in the monthly charge (for example, payroll and
accounting services). All costs included in the plan must be supported by formal
accounting records, which substantiate the propriety of such charges. Indirect costs
will be reimbursed at a maximum rate of ten (10) percent of the total salary billed.
CaIVCB reserves the right to deny any expense deemed ineligible by the State.
Fresno County District Attorney's Office
EXHIBIT B-1 Agreement Number S23-020
BUDGET WORKSHEET Page 1 of 1
County and Agency: FRESNO COUNTY DISTRICT ATTORNEY
PERSONNEL EXPENSES 2023-2024 2024-202S 2025-2026 Salary/Hourly Rate Range Percentage Time Spent on CaIVCB Matters
BUDGET BUDGET BUDGET
SALARIES AND WAGES
Name: Jacqulyn Tovar $56,765.00 $59,602.00 $62,580.00 (4,632.33-5,175.18)mol(26.72-29.86)hr. 100%
Name:
Name:
Name:
PERCENTAGE OF SALARY
FRINGE BENEFITS
Name: Jacqulyn Tcvar $32.938.00 $30,101.00 $27,123.00 43 34%-58.0252%
Name:
Name:
Name:
TOTAL PERSONNEL EXPENSES $89,703.00 $69,703.00 $89,703.00
DESCRIPTION OF FRINGE BENEFITS List percentage for each category
Standard Retirement 27,139.00 28,495.36 27,123.00 43 34%-47.8094%
Health Insurance,Workers'Compensation Insurance 1,456.00 - - 0%-2.565%
OASDI,Unemployment Insurance,FICA/Medicare 4,343.00 1,605.64 0%-76508%
Long Term Disability,Short Term Disability
Employee Assistance Program
Life Insurance,Survivor Benefits
Other(subject to CaIVCB approval)
Costs such as aaantiig,human resources and7or administration type services.List indirect costs end attach
Indirect Costs(<_10%salary) calculation aith supporting documentation.
S32,938.00 $30,101.00 $27,123.00
TOTAL BUDGET $89,703.00 $89,703.00 $89,703.00
Revised December 2022
7
Exhibit C
Contractor Certification Clauses
CCC 04/2017
CERTIFICATION
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am
duly authorized to legally bind the prospective Contractor to the clause(s) listed
below. This certification is made under the laws of the State of California.
Contractor/Bidder Firm Name (Printed) Federal ID Number
Fresno County District Attorney's Office
By (AuthorizedSignature) ATTEST:
BERNICE E.SEIDEL
Clerk of the Board of Supervisors
County of Fresno,State of California
Pri to 4me and Title of Person Signing By Deputy
Deputy
Sal Quintero, Chairman, Fresno County Board of Supervisors
Date Executed Executed in the County of
June 6, 2023 Fresno
CONTRACTOR CERTIFICATION CLAUSES
1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the
nondiscrimination program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2,
Section 11102) (Not applicable to public entities.)
2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the
requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free
workplace by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution,
dispensation, possession or use of a controlled substance is prohibited and specifying
actions to be taken against employees for violations.
b. Establish a Drug-Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug-free workplace;
3) any available counseling, rehabilitation and employee assistance programs; and,
4) penalties that may be imposed upon employees for drug abuse violations.
c. Every employee who works on the proposed Agreement will:
1) receive a copy of the company's drug-free workplace policy statement; and,
Exhibit C
2) agree to abide by the terms of the company's statement as a condition of employment
on the Agreement.
Failure to comply with these requirements may result in suspension of payments under
the Agreement or termination of the Agreement or both and Contractor may be ineligible
for award of any future State agreements if the department determines that any of the
following has occurred: the Contractor has made false certification, or violated the
certification by failing to carry out the requirements as noted above. (Gov. Code §8350 et
seq.)
3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that
no more than one (1) final unappealable finding of contempt of court by a Federal court
has been issued against Contractor within the immediately preceding two-year period
because of Contractor's failure to comply with an order of a Federal court, which orders
Contractor to comply with an order of the National Labor Relations Board. (Pub. Contract
Code §10296) (Not applicable to public entities.)
4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO
REQUIREMENT: Contractor hereby certifies that Contractor will comply with the
requirements of Section 6072 of the Business and Professions Code, effective January 1 ,
2003.
Contractor agrees to make a good faith effort to provide a minimum number of hours of
pro bono legal services during each year of the contract equal to the lessor of 30
multiplied by the number of full time attorneys in the firm's offices in the State, with the
number of hours prorated on an actual day basis for any contract period of less than a full
year or 10% of its contract with the State.
Failure to make a good faith effort may be cause for non-renewal of a state contract for
legal services, and may be taken into account when determining the award of future
contracts with the State for legal services.
5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an
expatriate corporation or subsidiary of an expatriate corporation within the meaning of
Public Contract Code Section 10286 and 10286.1, and is eligible to contract with the
State of California.
6. SWEATFREE CODE OF CONDUCT:
a. All Contractors contracting for the procurement or laundering of apparel, garments or
corresponding accessories, or the procurement of equipment, materials, or supplies,
other than procurement related to a public works contract, declare under penalty of
perjury that no apparel, garments or corresponding accessories, equipment, materials, or
supplies furnished to the state pursuant to the contract have been laundered or produced
in whole or in part by sweatshop labor, forced labor, convict labor, indentured labor under
penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor,
or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under
penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor.
The contractor further declares under penalty of perjury that they adhere to the Sweatfree
Code of Conduct as set forth on the California Department of Industrial Relations website
located at wvvw.dir.ca.gov, and Public Contract Code Section 6108.
b. The contractor agrees to cooperate fully in providing reasonable access to the
contractor's records, documents, agents or employees, or premises if reasonably
Exhibit C
required by authorized officials of the contracting agency, the Department of Industrial
Relations, or the Department of Justice to determine the contractor's compliance with the
requirements under paragraph (a).
7. DOMESTIC PARTNERS: For contracts of $100,000 or more, Contractor certifies that
Contractor is in compliance with Public Contract Code section 10295.3.
8. GENDER IDENTITY: For contracts of $100,000 or more, Contractor certifies that
Contractor is in compliance with Public Contract Code section 10295.35.
DOING BUSINESS WITH THE STATE OF CALIFORNIA
The following laws apply to persons or entities doing business with the State of California.
1 . CONFLICT OF INTEREST: Contractor needs to be aware of the following provisions
regarding current or former state employees. If Contractor has any questions on the
status of any person rendering services or involved with the Agreement, the awarding
agency must be contacted immediately for clarification.
Current State Employees (Pub. Contract Code §10410):
1). No officer or employee shall engage in any employment, activity or enterprise from
which the officer or employee receives compensation or has a financial interest and
which is sponsored or funded by any state agency, unless the employment, activity or
enterprise is required as a condition of regular state employment.
2). No officer or employee shall contract on his or her own behalf as an independent
contractor with any state agency to provide goods or services.
Former State Employees (Pub. Contract Code §10411):
1). For the two-year period from the date he or she left state employment, no former state
officer or employee may enter into a contract in which he or she engaged in any of the
negotiations, transactions, planning, arrangements or any part of the decision-making
process relevant to the contract while employed in any capacity by any state agency.
2). For the twelve-month period from the date he or she left state employment, no former
state officer or employee may enter into a contract with any state agency if he or she was
employed by that state agency in a policy-making position in the same general subject
area as the proposed contract within the 12-month period prior to his or her leaving state
service.
If Contractor violates any provisions of above paragraphs, such action by Contractor shall
render this Agreement void. (Pub. Contract Code §10420)
Members of boards and commissions are exempt from this section if they do not receive
payment other than payment of each meeting of the board or commission, payment for
preparatory time and payment for per diem. (Pub. Contract Code §10430 (e))
2. LABOR CODE/WORKERS' COMPENSATION: Contractor needs to be aware of the
provisions which require every employer to be insured against liability for Worker's
Compensation or to undertake self-insurance in accordance with the provisions, and
Exhibit C
Contractor affirms to comply with such provisions before commencing the performance of
the work of this Agreement. (Labor Code Section 3700)
3. AMERICANS WITH DISABILITIES ACT: Contractor assures the State that it complies
with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on
the basis of disability, as well as all applicable regulations and guidelines issued pursuant
to the ADA. (42 U.S.C. 12101 et seq.)
4. CONTRACTOR NAME CHANGE: An amendment is required to change the
Contractor's name as listed on this Agreement. Upon receipt of legal documentation of
the name change the State will process the amendment. Payment of invoices presented
with a new name cannot be paid prior to approval of said amendment.
5. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:
a. When agreements are to be performed in the state by corporations, the contracting
agencies will be verifying that the contractor is currently qualified to do business in
California in order to ensure that all obligations due to the state are fulfilled.
b. "Doing business" is defined in R&TC Section 23101 as actively engaging in any
transaction for the purpose of financial or pecuniary gain or profit. Although there are
some statutory exceptions to taxation, rarely will a corporate contractor performing within
the state not be subject to the franchise tax.
c. Both domestic and foreign corporations (those incorporated outside of California) must
be in good standing in order to be qualified to do business in California. Agencies will
determine whether a corporation is in good standing by calling the Office of the Secretary
of State.
6. RESOLUTION: A county, city, district, or other local public body must provide the State
with a copy of a resolution, order, motion, or ordinance of the local governing body which
by law has authority to enter into an agreement, authorizing execution of the agreement.
7. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the Contractor shall
not be: (1) in violation of any order or resolution not subject to review promulgated by the
State Air Resources Board or an air pollution control district; (2) subject to cease and
desist order not subject to review issued pursuant to Section 13301 of the Water Code for
violation of waste discharge requirements or discharge prohibitions; or (3) finally
determined to be in violation of provisions of federal law relating to air or water pollution.
8. PAYEE DATA RECORD FORM STD. 204: This form must be completed by all
contractors that are not another state agency or other governmental entity.
Fresno County District Attorney's Office
Agreement Number S23-020
Page 1 of 11
EXHIBIT D
SPECIAL TERMS AND CONDITIONS
1. Settlement of Disputes
A. Any dispute concerning a question of fact arising under this Agreement that is
not disposed of by mutual agreement shall be decided by CaIVCB's
Administration Division Chief or designee, who may consider any written or
verbal evidence submitted by the Contractor. The decision of the Administration
Division Chief, issued in writing, shall be CaIVCB's final decision regarding the
dispute.
B. Neither the pendency of a dispute nor its consideration by the Administration
Division Chief will excuse the Contractor from full and timely performance in
accordance with the terms of the Agreement.
2. Termination
A. If, after award and execution of the Agreement, the Contractor's performance
is unsatisfactory, the Agreement may be terminated for default. Default is
defined as the Contractor failing to perform services required by the Agreement
in a satisfactory manner.
B. CaIVCB reserves the right to terminate this Agreement without cause upon
thirty (30) days written notice to the Contractor or immediately in the event of
default or material breach by the Contractor.
3. Termination For Convenience
CaIVCB or the District Attorney reserves the right to terminate this contract upon
thirty (30) days written notice to the other party. In such an event, the District
Attorney's Office shall be compensated for actual costs incurred in accordance with
the terms of this contract up to the date of termination. Invoicing of the above-
mentioned costs must be submitted to CaIVCB within thirty (30) calendar days of the
date of termination.
4. Amendments
This Agreement may be amended in writing by mutual written consent of both parties.
5. Executive Order N-6-22 — Russia Sanctions
On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the
EO) regarding Economic Sanctions against Russia and Russian entities and
individuals. "Economic Sanctions" refers to sanctions imposed by the U.S.
Fresno County District Attorney's Office
Agreement Number S23-020
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SPECIAL TERMS AND CONDITIONS
government in response to Russia's actions in Ukraine, as well as any sanctions
imposed under state law. The EO directs State agencies to terminate contracts with,
and to refrain from entering any new contracts with, individuals or entities that are
determined to be a target of Economic Sanctions. Accordingly, should the State
determine Contractor is a target of Economic Sanctions or is conducting prohibited
transactions with sanctioned individuals or entities, that shall be grounds for
termination of this Agreement. The State shall provide Contractor advance written
notice of such termination, allowing Contractor at least 30 calendar days to provide
a written response. Termination shall be at the sole discretion of the State.
6. Personnel Services
A. The District Attorney's Office shall ensure there is sufficient staff to perform the
services required under this contract. The District Attorney's Office shall notify
CalVCB of the resignation or termination of any staff person assigned to
perform the functions of this contract within five (5) business days of notification
of the resignation of that staff person or of issuing the notice of termination.
B. The District Attorney's Office shall obtain written authorization from CalVCB
prior to filling vacant or new positions; upgrading the classification of a position;
changing the time base of existing positions, even though funding was
previously requested and made part of the budget; and prior to making any staff
changes that may affect the provision of services under this contract. Approval
for filling the vacant or new positions, upgrading the classification, and/or
changing the time base will be based upon CalVCB's review of the District
Attorney's Office's workload and upon funding availability within the contract
amount.
C. The District Attorney's Office shall obtain CalVCB's prior written permission if
staff persons assigned to functions under this contract will perform any other
county function that will change the percentage of time devoted to CalVCB as
reflected in the Budget Worksheet (Exhibit B-1). Should the District Attorney's
Office assign a staff person to perform functions other than those described in
the SOW (Exhibit A), the District Attorney's Office shall request written
authorization from CalVCB ten (10) days prior to the staff person(s) beginning
other county functions. CalVCB shall not reimburse the District Attorney's
Office for duties performed outside the scope of the contract. The District
Attorney's Office shall submit a budget modification to CalVCB, for approval,
reflecting the revised percentage of time the staff person(s) will devote to
CalVCB activities.
D. The District Attorney's Office shall notify CalVCB when a staff person assigned
Fresno County District Attorney's Office
Agreement Number S23-020
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
to perform the functions of this contract has been absent, or is expected to be
absent, for any reason, longer than two (2)weeks. When the staff person retires
or is on leave, including vacation, sick, and annual leave, CalVCB shall
compensate the District Attorney's Office for the leave, only if the staff person
accrued the leave during the time the staff person was assigned to perform the
functions described in this contract. Further, the District Attorney's Office
agrees to provide, at CaIVCB's request, documentation verifying leave accrued
under the contract.
E. The District Attorney's Office shall ensure staff persons assigned to the
functions under this contract do not participate in criminal investigations or
prosecutions.
F. For each staff person(s) performing services under this contract, the District
Attorney's Office shall provide the name, business address, telephone number,
email address, job title, and description of duties, the name of their supervisor,
the names of staff supervised, and any other information required by CaIVCB.
G. The Specialist may work overtime, but it must be noted on the CalVCB Monthly
Activity Timesheet with an explanation as to why the overtime was necessary.
CalVCB reserves the option of not reimbursing overtime that exceeds the
approved budget for the fiscal year.
7. Performance Assessment
A. CalVCB may assess and evaluate the Specialist's performance based on data
from Cares2. This includes completed disposition information, inventory, notes,
amended orders, uploaded documents, and all activity.
B. CalVCB reserves the right to revoke the logon of any District Attorney's Office
staff whose performance is consistently poor or below average based on the
performance criteria used by CalVCB or who does not comply with the contract
provisions. CalVCB may monitor performance under the contract and report
performance to the Specialist and their supervisor/manager.
C. CalVCB may set performance and production expectations or goals for the
Specialist related to the fulfillment of the services in this contract. The
expectations may include but are not limited to: specific time frames for
completion of work; specific amount of work to be completed within given time
frames; specific standards for the quality of work to be performed; and the
amount of restitution imposed. CalVCB may provide written notice of the
performance and production expectations to the Specialist and their
Fresno County District Attorney's Office
Agreement Number S23-020
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
supervisor/manager. If the Specialist fails to achieve the performance and
production expectations set by CaIVCB, CaIVCB may reduce the amount of the
contract or terminate the contract.
D. The CRC Performance Plan (Attachment 1) is hereby incorporated into this
contract.
8. Program Evaluation and Monitoring
The Specialist shall make available to CaIVCB, and its representatives, for purposes
of inspection, audit, and review, any and all books, papers, documents, financial
records, and other records pertaining to the operation of this contract. The records
shall be available for inspection and review during regular business hours
throughout the term of this contract, and for a period of three (3) years after the
expiration of the term of this contract.
9. Moving
A. CaIVCB shall not reimburse any costs associated with the relocation of the
District Attorney's Office staff who perform services under this contract.
B. Notification of relocation shall be provided at least 30 days in advance and shall
include the following:
1) Name of staff
2) New address, including room number
3) Contact person, including title, address, and phone number
10. Regulations and Guidelines
All parties agree to abide by all applicable federal and state laws and regulations,
and CaIVCB guidelines, directives, and memos as they pertain to performance of
this contract.
11. Utilization of Computer System
The District Attorney's Office shall ensure all Specialists performing the duties
described in this contract comply with CaIVCB policies, guidelines, procedures,
directives, and memos, pertaining to the use of Cares2, regardless of whether the
services of such staff persons are paid for by CaIVCB. CaIVCB reserves the right to
revoke access to Cares2 at any time and to amend this agreement to align with
changing or updating requirements around procurement, usage, disposition, and
security of State Information Technology (IT) assets, which may include, but are not
Fresno County District Attorney's Office
Agreement Number S23-020
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
limited to, computer systems, software, and equipment.
12. Information Technology Equipment and Software
A. The District Attorney's Office is responsible for the purchase, configuration,
installation, and support of all personal productivity computer equipment used
for CaIVCB data processing activities.
B. The District Attorney's Office shall certify that it has appropriate systems and
controls in place to ensure that computer software is acquired, operated, and
maintained in a manner that complies with applicable copyrights.
C. The District Attorney's Office agrees to apply all security patches and upgrades
and keep anti-virus software executed and up to date on any machine CaIVCB
data may be accessed or used. The District Attorney's Office shall apply
appropriate end point protection, data encryption, and data loss prevention
technologies. All machines must be configured to accept and apply software
and security updates for all software installed on the computer. This includes
the operating system, applications, programs, utilities, and anti-virus software.
D. CaIVCB reserves the right to access and audit all IT assets including software,
equipment, and computers, to ensure they are patched, used, and operated in
a manner consistent with State policy and the terms of this contract.
E. All personal computers should use the following hardware, or an approved
equivalent, which is the current standard for CaIVCB:
1) Intel current Generation Multi-Core i7 Processor
2) 16 GB RAM or better
3) 256 GB Hard Drive or better
4) Network Port
5) USB Port(s)
6) 24" Flat Panel monitor
7) USB Keyboard
8) USB Mouse or Trackball
Fresno County District Attorney's Office
Agreement Number S23-020
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
F. All personal computers should use the following software, or an approved
equivalent, which is the current standard for CaIVCB:
1) Current Windows Enterprise Operating System
2) Current version of Microsoft Edge or Google Chrome
3) Windows Media Player or equivalent
4) Current supported version of Microsoft Office
5) Current supported version of Adobe Acrobat Reader or Professional
6) Current anti-virus protection software
G. The District Attorney's Office must notify by email CaIVCB's Information
Technology Division at servicedesk@victims.ca.gov and the Contract Manager
or designee of any change of a public internet protocol (IP) address within one
(1) business day of the change.
13. Inventory
All equipment procured or supplied under prior contracts, whether capitalized or non-
capitalized, shall remain the property of CaIVCB and shall bear a State asset
identification tag. The asset tag is supplied by CaIVCB. The District Attorney's Office
shall prepare an inventory listing as of June 30th, of each year for the term of this
contract, using the County Inventory Form (Attachment 11). The completed form
shall be submitted to CaIVCB's CRC Analyst electronically by July 15th of each fiscal
year.
CaIVCB reserves the right to request current and complete inventory listings and to
remotely access (if applicable), for audit purposes, all IT equipment provided or
procured through prior contracts.
In the event of termination of this contract, CaIVCB shall take possession of its
property. The District Attorney's Office shall hold the items (identified on the County
Inventory Form) in storage until CaIVCB can retrieve its property. Payment of
storage and retrieval shall be the responsibility of CaIVCB.
All equipment procured or supplied under this contract, will be the property of
CaIVCB and will be handled according to State policy for the duration of its lifecycle,
from procurement through disposal. Equipment that has reached its functional end
of life, must be returned to CaIVCB for disposal, unless preapproval is obtained from
CaIVCB for using an alternate method of disposal, such as recycle or donation. All
hard drives must be encrypted or cleansed prior to their shipment. Contact CaIVCB
for instructions on handling, shipping, and disposal by sending an email to:
servicedesk@victims.ca.gov and CRC Analyst.
Fresno County District Attorney's Office
Agreement Number S23-020
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SPECIAL TERMS AND CONDITIONS
14. Confidentiality of Records
All financial, statistical, personal, technical and other data and information related to
the State's operations, which are designated confidential by the State and made
available to the District Attorney's Office in order to carry out this contract, or which
become available to the District Attorney's Office in carrying out this contract, shall
be protected by the District Attorney's Office from unauthorized use and disclosure
through observance of the same or more effective procedural requirements as
applicable to the State. This includes the protection of any extractions of CaIVCB's
confidential data for another purpose. Personally Identifiable Information (PII) shall
be held in the strictest confidence and shall not be disclosed except as required by
law or specifically authorized by CaIVCB (refer to Information Security Policy
Attachment 8). The Specialist, their supervisor/manager, and staff shall not print any
documents containing PII from CDTS and/or Cares or keep records separate from
those in CDTS and Cares.
CaIVCB's COR in Sacramento shall be notified when an applicant or an applicant's
representative requests a copy of any document in or pertaining to the claimant's
file. The District Attorney's Office shall not disclose any document pursuant to any
such request unless authorized to do so by CaIVCB's Executive Officer, Chief
Deputy Executive Officer, or Chief Counsel.
CaIVCB's Custodian of Records at CaIVCB Headquarters in Sacramento is to be
immediately notified of any request made under the Public Records Act (Gov. Code,
§ 7920.000, et. seq.) or the Information Practices Act (Civ. Code, § 1798, et. seq.)
for information received or generated in the performance of this contract. No record
shall be disclosed pursuant to any such request unless authorized by CaIVCB's
Legal Division. Please contact (916) 491-3651 or CPRA@victims.ca.gov with any
requests.
The District Attorney's Office shall ensure that all staff are informed of and comply
with the requirements of this provision and any direction given by CaIVCB. The
Specialist, their supervisor/manager, and staff whose salary or a portion thereof is
paid through this contract, or who supervises staff members performing services
under this contract, shall be provided a copy of and shall be compliant with the
CaIVCB Confidentiality Statement and Certification (Attachment 4).
Fresno County District Attorney's Office
Agreement Number S23-020
Page 8 of 11
EXHIBIT D
SPECIAL TERMS AND CONDITIONS
The District Attorney's Office shall be responsible for any unauthorized access or
disclosure by District Attorney Office staff persons performing duties described in
this contract, regardless of whether or not the services of such staff persons are paid
for by CaIVCB, and shall indemnify, defend and save harmless the State, its officers,
agents and employees from any and all applications, losses, damages, penalties,
fines, and attorney fees resulting from the unauthorized disclosure of CaIVCB's
records by such staff persons.
15. Compliance With CaIVCB Policies
The District Attorney's Office shall ensure that all staff review and comply with the
requirements of the Acceptable Use of Technology Resources (Attachment 5),
Privacy Policy (Attachment 9) and Password Policy (Attachment 10). Staff is
required to fill out and submit signed copies of the CaIVCB Confidentiality Statement
and Certification (Attachment 4), the Information Systems Security and
Confidentiality Acknowledgement (Attachment 6), and CaIVCB Acknowledgement
of Policies (Attachment 7) to:
California Victim Compensation Board
Probate & Settlement Recovery and CRC Unit
criminal restitution compact(a-)-victims.ca.gov
In the event fraud is suspected, go to CaIVCB's website at victims.ca.gov/contact-
us/ to submit your referral immediately.
Additionally, the Specialist assigned to perform services for CaIVCB must adhere to
the following provisions in addition to all other policies and procedures set forth by
CaIVCB.
The Specialist should not:
A. Attempt to access the Cares2 application from any location other than the
assigned work location.
B. Share individual login ID and password with anyone.
C. Allow the computer to remember a password to the Cares2 application.
D. Walk away from the computer without locking the screen (Ctrl-Alt-Delete).
E. Send any PII via email. Staff should use application numbers, bill numbers, and
initials only (if necessary). Staff should use encrypted email if they must send
email containing PII information.
F. Leave documents with PII unattended on printers, fax machines, in cubicles,
offices or conference rooms.
G. Visit untrusted websites or open any attachments/links from untrusted emails.
Fresno County District Attorney's Office
Agreement Number S23-020
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SPECIAL TERMS AND CONDITIONS
H. Uninstall or disable anti-virus software and automatic updates.
I. Install any unauthorized or unlicensed software.
J. Plug a mobile phone, personal USB drive, or other peripheral device into the
network system or desktop computer.
K. Disclose any PII information to unauthorized users.
Any virus attacks, security violations, or privacy breaches should be reported
immediately to your county Information Security Officer (ISO) and your supervisor.
You must also notify CaIVCB's CRC Analyst and copy CaIVCB's IT Help Desk and
ISO by sending an email to: servicedesk(a'Dvictims.ca.gov and to
InfoSecurityOfficeAvictims.ca.gov.
The Specialist and all District Attorney's Office staff with access to CaIVCB
computer systems are required to complete Information Security and Privacy
Training, including at a minimum training regarding Social Engineering and
Phishing, Privacy and Password Protection, Browsing Safely, and Ransomware at
least annually.
The Specialist and staff shall submit the self-certification demonstrating completion
of the required training within thirty (30) days of the contract start date to the
CaIVCB Contract Manager and annually thereafter. All new Specialists and District
Attorney's Office staff with access to CaIVCB computer systems must complete
the training within thirty (30) days from the date of hire.
Any training costs incurred by the District Attorney's Office for compliance with this
section will be the responsibility of the District Attorney's Office.
In case of non-compliance, CaIVCB may suspend access to CaIVCB computer
systems (including but not limited to Cares2 and CaIVCB online) until such time as
compliance is achieved and proof provided to CaIVCB.
All other terms and conditions under this contract shall remain the same, in full
force, and effect.
16. Subpoenas
The District Attorney's Office is not the Custodian of Records for any of the materials
it creates or receives pursuant to this contract. The District Attorney's Office shall
post a notice in its receiving department or other appropriate location stating that
subpoenas for all records from CaIVCB must be personally served on CaIVCB at the
California Victim Compensation Board, Attn: Legal Division at 400 R Street. Ste.
Fresno County District Attorney's Office
Agreement Number S23-020
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EXHIBIT D
SPECIAL TERMS AND CONDITIONS
500, Sacramento CA 95811. The District Attorney's Office may also contact the
Legal Division at (916) 491-3651 for assistance or questions.
When documents are subpoenaed, the District Attorney's Office shall provide
CaIVCB with all requested documents in the most expedient manner to meet the
time constraints of the subpoena, including the use of overnight express mail.
The District Attorney's Office is not the Custodian of Records and may not testify in
court on behalf of CaIVCB.
17. Incompatible Work Activities
The Specialist assigned to perform services for CaIVCB must not:
A. Engage in any conduct that is clearly inconsistent, incompatible, or in conflict
with, their assigned duties under the contract.
B. Use information obtained while doing work under the contract for personal gain
or the advantage of another person.
C. Provide confidential information to anyone not authorized to receive the
information. Confidential information obtained during the performance of
contract duties must be held in strict confidence.
D. Provide or use the names of persons or records of CaIVCB for a mailing list
that has not been authorized by CaIVCB.
E. Represent themselves as a CaIVCB employee.
F. Take any action with regard to a CaIVCB applicant or restitution matter with the
intent to obtain private gain or advantage.
G. Involve themselves in the handling of any application or restitution matter when
they have a relationship (business or personal) with an applicant or other
interested party.
H. Knowingly initiate any contact with an applicant, person for whom restitution
may be sought, or person against whom restitution may be collected, unless
the contact is for the purposes of carrying out the services under this contract
and is done in an appropriate manner.
It shall be the District Attorney's Office responsibility to ensure every staff
person assigned to provide contracted services to CaIVCB is made aware of
and abides by these provisions. If an assigned staff person is unwilling or
unable to abide by these provisions, the staff person shall no longer be
assigned to perform the services required by the contract. Any questions
should be directed to CaIVCB's Legal Division at (916) 491-3605.
Fresno County District Attorney's Office
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SPECIAL TERMS AND CONDITIONS
18. Retention of Records
The District Attorney's Office will scan all case documents and retain them for 365
days from the scan date. The hard copy documents will be destroyed after the 365
days have passed via confidential destruct. The electronic records will be retained
indefinitely in Cares/CDTS.
19. Subcontracting
All subcontracting must comply with the requirements of the State Contracting
Manual, Volume 1 , Section 3.06. Nothing contained in this agreement or otherwise
shall create any contractual relation between the State and any sub-contractors, and
no subcontract shall relieve the District Attorney's Office of their responsibilities and
obligations herein. The District Attorney's Office agrees to be as fully responsible to
the State for the acts and omissions of its subcontractors and of persons either
directly or indirectly employed by any of them as it is for the acts and omissions of
persons directly employed by the District Attorney's Office. The District Attorney's
Office's obligation to pay its subcontractors is an independent obligation from the
State's obligation to make payments to the District Attorney's Office. As a result, the
State shall have no obligation to pay or to enforce the payment of any moneys to
any subcontractor.
Attachment 1
CRC Performance Plan Monthly
Performance Statistics
Monthly Performance Statistics will be provided by the CRC Contract Analysts on the 1511,of the
month for the prior month. The statistics will be sent by email to the CRC Specialist and their
supervisor.
Monthly Performance Statistics will contain four categories
1. Application Notification (AN) is the initial work item and first notice that a victim
application has been filed with CaIVCB. The CRC Specialist will open each AN and
research to determine if a criminal court case exists. Subcategories include "New,"
"Completed," "In Process," "Transferred", and "Benefits Paid." Except for "Benefits
Paid," these subcategories capture their entire AN queue inventory.
Example:
AN
New -
/P 380
Transferred 3
Com feted 166
Benefits Paid $ 34,319.40
2. Criminal Disposition Case (CD case) is how the CRC Specialist tracks their cases. The
CRC Specialist will convert an AN to a CD case if a criminal court case exists for the
application filed with CaIVCB. The CRC Specialist will associate the offender(s) to the
CD case, follow the criminal case, pend the CD case until conviction, request
restitution, input the restitution order, and close the CD case. CaIVCB is able to run
reports based on the data entered into the Criminal Disposition Tracking System
(CDTS) to determine how much restitution each CRC county imposed. Subcategories
include "In Process," "Transferred," "Completed," and "Restitution Ordered." These
subcategories capture their entire CD case queue inventory and the amount of
restitution imposed.
Example:
CD Case
I/P 638
Transferred 12
Completed 60
Restitution Ordered $ 53,391.35
1
3. Post Disposition Case (PD case) is how a CRC Specialist tracks cases that need
modified restitution orders. This queue also contains cases that were closed prior to
benefits being paid by CaIVCB and now require the CRC Specialist to obtain a restitution
order. If benefits are paid after a CD case is closed, and the county's threshold is met, $0
- $2,000, then a PD work item will generate in the CRC Specialist's queue. The CRC
Specialist will determine if the court still has jurisdiction to impose restitution, and if there
is jurisdiction, request the case be put back on calendar to modify the original restitution
order to include additional benefits paid or to request an initial restitution order.
Subcategories include "New," "In Process," "Transferred," "Completed," "User Blank," and
"Restitution Ordered." Subcategory "User Blank" identifies PD work items that the system
was unable to automatically assign and require the CRC Specialist to manually assign to
themselves. These subcategories capture the CRC Specialist's entire PD case queue
inventory and the amount of additional restitution imposed.
Example:
PD Case
New 39
I/P 125
Transferred 5
Completed 12
User Blank 37
Restitution Ordered $ 8,099.10
4. Year-to-Date Impositions. The monthly performance statistics will include the sum of
restitution orders imposed by the county on behalf of the Board from the beginning of the
fiscal year to the end of the prior month. We will also show the amount encumbered for
the county for that fiscal year. This information will be used as a tracker to help the county
meet its overall goal.
Determining Measurements
We will group the CRC counties by how many ANs they receive on average each month
based on a three-year reporting period. This average and county groups will be reevaluated at
the start of each contract term. We will tell each group how many ANs, CD cases, and PD
cases, are in process and completed on average each month for their group size. These
numbers show it is possible to complete this number of work items in a month.
The Group Categories
Receives fewer than 100 ANs per month
Receives 100-150 ANs per month
Receives 150-200 ANs per month
Receives 200-1,000 ANs per month
Receives 1,000+ ANs per month
AN Queue
We will provide each county with the average number of ANs they receive a month based on a
three-year fiscal reporting period. We expect each county to complete the same number of new
ANs that they receive monthly to prevent incurring a backlog.
CD and PD Queues
We expect each county to complete their group's average of monthly completed CD and PD
cases each month to stay current.
Example
County X receives an average of 43 ANs a month and so CaIVCB expects County X to
complete approximately 43 ANs each month. County X has been grouped with other counties
who receive fewer than 100 ANs per month. On average, this group completes 16 CD cases
and 4 PD cases per month and so CaIVCB expects County X to complete 16 CD cases and 4
PD cases each month.
Year-to-Date Impositions
At a minimum, we expect each county to impose on behalf of the Board an amount equal to the
amount paid to the county in that same fiscal year. The monthly statistics will provide the total
imposed to date from the beginning of the fiscal year to the end of the prior month as well as
the amount encumbered for the county for that fiscal year.
Backlogs
AN backlog
A county has a backlog in the AN queue if the "New" ANs are double the amount the county
receives in a month. Additionally, a county has a backlog if the number of ANs "In Process" and
"Transferred" is double the average amount of"In Process" and "Transferred" ANs in their
county group. If a county has a backlog, we will divide the amount of"New" and/or"In Process"
and "Transferred" ANs by 12 months and ask the CRC Specialist to add this amount to their
workload until the backlog is completed.
CD Case backlog
A county has a backlog in the CD queue if the number of CD cases "In Process" and
"Transferred" is double the average amount of"In Process" and "Transferred" CD cases in the
county group. If a county has a backlog, we will divide the amount of"In Process" and
"Transferred" CDs by 12 months and ask the CRC Specialist to add this amount to their
workload until the backlog is completed.
PD Case backlog
A county has a backlog in the PD queue if the "New" PDs are double the amount the county
should complete in a month. Additionally, a county has a backlog if the number of PD cases "In
Process" and "Transferred" is double the average amount of"In Process" and "Transferred" PD
cases in the county group. If a county has a backlog, we will divide the amount of"New" and/or
"In Process" and "Transferred" PDs by 12 months and ask the CRC Specialist to add this
amount to their workload until the backlog is completed.
Performance Issues in Queues
If a county does not meet the expectations set forth in their AN, CD, or PD queues, CaIVCB will
first examine their queues to see if there is a backlog. If there is no backlog, there is no
performance issue. If there is a backlog in one or more of the queues, then an initial email (See
Step One below) will be sent to the CRC Specialist.
If after any step there is improvement, then we will not move on to the next step. Improvement
is defined as meeting the work queue expectations, providing a plan to meet the expectations,
or taking tangible steps to meet the expectations. A county may remain on a step if there is
3
improvement but will not be taken off an internal monitoring list until the issue is completely
resolved. If there is no improvement, then the county will move to the next step.
1. Step One: CRC Contract Analyst will email the CRC Specialist and ask why they are
having an issue in the queue(s). The email will provide CaIVCB's inventory performance
expectations moving forward to ensure the queue stays current and the backlog decreases.
Additionally, the CRC team will schedule a phone call with the CRC Specialist to discuss
the inventory performance expectations, offer training, and discuss their plan for moving
forward. The CRC Specialist/county will be given three months to show improvement.
Within one week of the call, the CRC will provide their plan for improvement in writing.
2. Step Two: CRC Contract Analyst will email the CRC Specialist and their Supervisor to
reiterate our inventory expectations, provide updated inventory counts, discuss steps
taken to resolve the issue, and discuss a new inventory plan. Additionally, the CRC
Contract Analyst will schedule a conference call with the CRC Specialist, their supervisor,
and the CRC team to discuss how we can work together to improve the work queue(s).
The CRC Specialist/county will be given sixty days to show improvement.
3. Step Three: CRC Contract Analyst will email a Corrective Action Plan (CAP) to the
CRC Specialist and their Supervisor for review. The CRC Specialist and their
Supervisor will sign the plan and commit to meeting the inventory performance
expectations set forth. The CRC Specialist/county will be given sixty days as outlined in
the CRC Contract, Exhibit D (2)(c), to show improvement.
4. Step Four: If the CRC Specialist and the county do not meet the performance
expectations as stated in the CAP and do not show improvement, the contract analyst
will provide a proposal to Executive Management to decrease or cancel the contract
within sixty days of the expiration of the CAP.
Yearly Performance Statistics
Yearly performance statistics will be provided by the CRC Contract Analysts on or before August
1stof each fiscal year. The statistics will be sent by email to the CRC Specialist and their
supervisor. They will be comprised of AN, CD, and PD statistics and the yearly amount imposed.
At a minimum, we expect each county's restitution order impositions on behalf of the Board to
match the annual contract amount. The Board reserves the right to reduce the amount of the
contract if the dollar amount of restitution orders imposed by the county on behalf of the Board
in a given fiscal year is less than the amount paid to the county in that same fiscal year.
Performance Issues with Impositions
At the conclusion of the fiscal year, if a county is not meeting its imposition targets, the CaIVCB
will send an email (See Step One below) to the CRC Specialist.
If after any step there is improvement, we will not move on to the next step. Improvement is
defined as meeting the imposition expectations, providing a plan to meet them, or taking
tangible steps to meet them. A county may remain on a step if there is improvement but will
not be taken off an internal monitoring list until the issue is completely resolved. If there is no
improvement, the county will move to the next step.
4
1. Step One: The CRC Contract Analyst will email the CRC Specialist and ask why they are
having an issue with impositions. CaIVCB will reiterate the contract expectations, offer
assistance, and discuss the county's plan for improvement. The Specialist and county will
be given three months to show improvement.
2. Step Two: The CRC Analyst will email the CRC Specialist and their Supervisor to
reiterate CaIVCB's expectations, discuss steps taken to resolve the issue, and discuss a
new plan for improvement. The Specialist and county will be given sixty days to
demonstrate improvement.
3. Step Three: The CRC Analyst will email a Corrective Action Plan (CAP) to the CRC
Specialist and their Supervisor. The Specialist and Supervisor will sign the plan and
commit to meeting the performance expectations in the CAP. The Specialist will be given
sixty days to show improvement.
4. Step Four: If the CRC Specialist and county do not meet the performance expectations
outlined in the CAP and do not show improvement, the CRC Analyst will provide a
proposal to Executive Management to decrease or cancel the contract within sixty days of
the termination of the CAP.
5
• - • � - - -
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•� • •
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Attachment 3
Monthly Activity and Invoice Fact Sheet
CaIVCB work and activities are described in the contract, Scope of Work (Exhibit A). The
Specialist may complete county work during the remaining time for which the county is not
working on CaIVCB activities. The category "Other" should not be used for direct victim work or
non CaIVCB work. Categories listed on our Monthly Activity Timesheet are listed and defined as
follows:
Duties
1. Securing Orders- Submitting the Board's payment information to the prosecuting
attorney, to the court, and probation department to include in Pre-Sentence
Investigation report. Creating CR-110s or CR-111s to be filed with the court.
2. Modifying Orders- Assist CaIVCB's COR, DA staff, probation & CDCR staff in the
modification of restitution orders. Creating CR-110s or CR-111 s to be filed with
the court.
3. Court Appearances- Attending court to serve as a resource on restitution issues,
statutes, and case law.
4. Restitution Training/Outreach- Serve as a county resource on restitution issues,
statutes, and case law. Contact with county collection entities regarding
collection of orders and fines.
5. CDTS/Data Entry- Reviewing ANs to locate a criminal court case. Creating a CD
case to link the application to the criminal case. Entering the final disposition
status on criminal cases associated with applications filed with the CaIVCB.
Uploading CR-110/CR-111/Minute Orders and other restitution documentation
into CDTS.
6. Other- Notifying CaIVCB of a civil suit filed by an applicant. Responding to
CaIVCB on probate-related matters. Please use note section to detail activities
being listed under this field.
Administration
1. Training- Communicating with county collection entities to discuss ways to
ensure and increase the collections of orders and fines.
2. Meetings- Attending CaIVCB/restitution related meetings.
3. Other- Use this section to document overtime worked. The Specialist may work
overtime but it must be noted in "Other" with an explanation as to why the
overtime was necessary. Please use notes section to detail activities being listed
under this field.
Leave
1. Vacation, Other- Only if the staff person accrued the leave during the time the
staff person was assigned to perform the functions described in the contract.
2. Sick Leave- Only if the staff person accrued the leave during the time the staff
person was assigned to perform the functions described in the contract.
3. Holiday- Only if the staff person accrued the leave during the time the staff
person was assigned to perform the functions described in the contract.
c A L I P O R N I A I„
Confidentiality Statement Ca1VCB ,:,'.-vw
VCB-22-20012 (Rev. 03/2023) VICTIM COMPENSATION BOARD
Purpose of Confidentiality Statement
It is the policy of the California Victim Compensation Board (CaIVCB) that all computerized files and data that contain
CaIVCB client information, as well as all information and documents associated with such files and data, are
"confidential" and shall not be disclosed except as required by law or specifically authorized by CaIVCB.
I also acknowledge that it is the policy of CaIVCB to ensure that all information is secured as set forth in the CaIVCB's
Information Security Policy, Memo Number 17-008 and that all CaIVCB employees and contractors must respect the
confidentiality of CaIVCB data by not disclosing any files or data accessible to them through their employment,
contract, or affiliation with CaIVCB.
CaIVCB Employees and Contractors
Initial each section.
s
I, agree to protect confidential information in the following ways:
• Access, inspect, use, disclose, or modify information only to perform job duties.
• Never access, inspect, use, disclose, or modify information, including my own, for curiosity, personal
gain, or any non-CaIVCB business related reason.
• Never attempt to access, use,disclose,or modify information, including my own,for any non-CaIVCB business
or personal reason.
• Secure confidential information in approved locations and dispose of confidential information or
confidential materials using the confidential destruction receptacle. Not destroy any original copies of
information submitted to CaIVCB without prior authorization from the Executive Officer, Chief Deputy
Executive Officer, Deputy Executive Officer, or Legal Counsel.
• Log off of computer access to CaIVCB data and information when not using it.
• Never remove confidential information from my work site without prior authorization from the Executive
Officer, Chief Deputy Executive Officer, Deputy Executive Officer or Legal Counsel.
• Never disclose personal information regarding anyone other than the requestor unless authorized to do so
by the Executive Officer, Chief Deputy Executive Officer, Deputy Executive Officer or Legal Counsel. "Personal
Information" means any information that identifies or describes an individual, including but not limited to,
his or her name, social security number, physical description, home address, home telephone number,
education, financial matters, or medical or employment history.
• Never disclose any information related to a victim compensation application, including whether an individual
has filed a CaIVCB application, unless it is under the following circumstances:
1. The request for information is from an applicant or the applicant's authorized representative
regarding his or her own application,
2. The disclosure is for the purpose of verifying claims and the applicant has provided a signed
authorization to release information, or
3. Are authorized to disclose the information by the Executive Officer, Deputy Executive Officer,
or Legal Counsel.
C A L I F O R N I A ,,r
Confidentiality Statement C a IVC B
VCB-22-20012 (Rev. 03/2023) VICTIM COMPENSATION BOARD
m Never release a copy of a law enforcement report to any individual, including a CalVCB applicant. Law
enforcement reports include, but are not limited to, reports by police, California Highway Patrol, sheriff
departments, Department of Justice (DOJ), Federal Bureau of Investigation, Child Protective Services, and
the Department of Social Services.
Never disclose a Felon Status Verification Request completed by DOJ to any individual outside of CaIVCB.
Never disclose any other information that is considered proprietary,copyrighted,or otherwise protected
by law or contract.
• Inform the CaIVCB Custodian of Records at CaIVCB Headquarters in Sacramento immediately of any
request made under the Public Records Act (Gov. Code, § 7920.000, et seq.) or the Information Practices
Act (Civ. Code, § 1798, et seq.). No record shall be disclosed pursuant to any such request unless
authorized by CaIVCB's Legal Division. Contact (916)491-3651 or CPRA@victims.ca.gov with any requests.
• Inform a server of a subpoena that the subpoena requesting records from CalVCB must be personally
served on CaIVCB at the California Victim Compensation Board at 400 R Street, Suite 500, Sacramento, CA,
95811. Contact the CaIVCB Legal Office at (916) 491-3651 or custodianofrecords@victims.ca.gov
regarding any subpoena received by CaIVCB.
• Immediately report any suspected security incidents, virus attacks, security violations, or privacy
breaches to the CalVCB Information Security Officer (ISO) and your supervisor.
I, 0 acknowledge that as a state employee or individual performing work pursuant to a contract with CaIVCB,
I required to know whether the information I have been granted access to is confidential and to comply with this
statement and the CaIVCB's Information Security Policy, Memo Number 17-008. If I have any questions, I will contact
CaIVCB's Legal Office or Information Security Officer.
I, % acknowledge that the unauthorized access, inspection, use, or disclosure of confidential information is a
vi ation of applicable laws, including but not limited to, the following: Government Code sections 13954, 7923.755,
and 19990, subdivision (c), Civil Code section 1798, et seq., and Penal Code section 502. 1 further acknowledge that
unauthorized access, inspection, use, disclosure, or modification of confidential information, including my own, or
any attempt to engage in such acts can result in:
• Administrative discipline, including but not limited to: reprimand, suspension without pay, salary
reduction, demotion, and/or dismissal from state service.
• Criminal prosecution.
• Civil lawsuit.
• Termination of contract.
9r
I, expressly consent to the monitoring of my access to computer-based confidential information by
C VCB or an individual designated by CalVCB.
C A L I f O R N I A4,1�
Confidentiality Statement CaIVCB :,w
VCB-22-20012 (Rev. 03/2023) VICTIM COMPENSATION BOARD
Certification
I have read, understand, and agree to abide by the provisions of the Confidentiality Statement and CaIVCB's
Information Security Policy, Memo Number 17-008.
1 also understand that improper use of CaIVCB files, data, information, and systems could constitute a breach of
contract. I further understand that I must maintain the confidentiality of all CaIVCB files, data, and information once
my employment, contract, or affiliation with CaIVCB ends.
I f I a m a St at e e m p l o y e e, this signed Certification will be retained in my Official Personnel File in Human
Resources.
If I am a contractor, I understand that it is my responsibility to share these contract provisions with any staff under my
supervision and ensure that they comply with its provisions. This signed Certification will be retained by the Contract
Manager and Business Services Unit as part of the contract file.
/ems, 5/10/23
nat a Date
Jacqulyn Tovar VCB-7870
Name (Print) Contract Number (If applicable)
Attachment 5
POLICY MEMO C A L I F O R N I A
CaIVCB, '-09
VICTIM COMPENSATION BOARD
Acceptable Use of Technology
Resources
Memo Number: 17-005
Date Issued: 1/11/17
Supersedes: 15-003
Effective Date: Immediately
Expires: Indefinite
Issued By: Information Technology Division
Purpose
The Victim Compensation Board's (CaIVCB)Acceptable Use of Technology Resources Policy does
the following:
• Defines the rules for the use of the CaIVCB network, wireless network, computer
systems, Internet, and other technology resources such as email, desktop workstations,
mobile devices, and telephones.
• States clearly that state technology resources are to be used for state business
purposes; and,
• Establishes that the Information Technology Division (ITD) routinely monitors CaIVCB
technology resources to identify improper use.
Policy
It is the policy of the CaIVCB that:
• Use of technology resources must comply with the laws and policies of the United
States Government and the State of California.
• Each user's assigned job duties and responsibilities are appropriate and regulated.
• Restrictions to CaIVCB ITD assets are based on a staff person's business need (need-to-
know).
• CalVCB's ITD staff may monitor the network continuously and/or periodically to ensure
compliance.
Page 1 of 5
POLICY MEMO C A L I F O R N I A
Ca1ycB
VICTIM COMPENSATION BOARD
Applicability
This Policy applies to:
• All employees, temporary staff, contractors, consultants, and anyone performing work
on behalf of the CaIVCB.
Note: If any provisions of this Policy are in conflict with a Memoranda of Understanding (MOU),
the applicable sections of the MOU will be controlling.
Management Responsibilities
• Authorize staff to use the network-based resources for appropriate business need.
• Ensure that staff has reviewed all appropriate policies, and signed the Acceptable Use
of Technology Resources Policy Acknowledgement form.
• Report any violations to the CaIVCB Information Security Officer (ISO).
User Responsibilities
• Act in the best interest of the CaIVCB by adhering to this Policy.
• Use discretion when using CaIVCB information technology assets.
• Access only the CaIVCB resources that they are authorized to use.
• Use the system only for its designed purposes.
• Keep all passwords confidential.
• Refrain from illegal activities, including unethical or obscene online behavior.
• Access only acceptable material on the Internet.
• Report any violations to a supervisor/manager and ISO.
Requests for Exception
Requests for exceptions must be submitted to the CaIVCB Help Desk via email
at Helpdesk@victims.ca.gov or call x3800 during business hours from 8:00 AM to 5:00 PM.
Acceptable Activities
The following are examples of acceptable activities:
• Access only those systems and information assets required to perform current CaIVCB
duties.
Page 2 of 5
POLICY MEMO C A L I F O R N I A
CaIVCB -4
�,W
VICTIM COMPENSATION BOARD
• Using a CaIVCB state-issued IT asset to connect to CaIVCB services to conduct CaIVCB
business activities.
• Accessing folders, files, and images stored on the CaIVCB network for business
purposes that are consistent with the staff person's job duties and network privileges.
• Using approved training material related to a user's duties for business-related
knowledge or professional growth.
• Use the Internet to view sites, such as governmental and professional societies.
• Incidental use of Internet during breaks and lunch. (Incidental use must be minimal and
must comply with all applicable CaIVCB policies, practices, and guidelines).
Restriction on the Use of State IT Resources
The following are examples of unacceptable activities:
• Per Government Code section 8314, the following restrictions apply: incidental
personal use that may create legal action, embarrassment, or interferes with the
employee's normal work.
• Use of CaIVCB IT resources for personal business, or personal gain.
• Intentionally attempting to access information resources without authorization.
• Accessing another employee's IT resource without permission.
• Using another employee's log-on identification credentials.
• Use for any illegal, discriminatory, or defamatory purpose, including the transmission
of threatening, obscene, or harassing messages.
• Interfering with another employee's ability to perform their job duties or
responsibilities.
• Browsing inappropriate websites such as those that contain nudity or sexual content,
malicious content, or gambling.
• Installing or connecting unauthorized software or hardware on a CaIVCB-owned and/or
managed information resource.
• Storing personal nonbusiness-related data, such as pictures and multi-media files, on
any CaIVCB IT resource.
• Transmitting confidential information to external recipients without using encryption
approved by the CaIVCB ISO, and being necessary to execute the employee's specified
job duties and responsibilities.
Page 3 of 5
POLICY MEMO C A L I F o R N I A
CaIVCBI"
VICTIM COMPENSATION BOARD
Incident Reporting
Any incident must be reported immediately to a supervisor/manager and the ISO.
Violations
Employees who violate this Policy may be subject to revocation of their access to the network,
and disciplinary action up to, and including, dismissal.
The CaIVCB will investigate all alleged violations and take appropriate action.
Compliance
All employees must read the CaIVCB Acceptable Use of Technology Resources Policy, and sign
an acknowledgement form upon appointment, and annually thereafter.
Authority
• Government Code sections 19572 and 19990.
• State Administrative Manual (SAM) sections 5300 through 5365.3
• Government Code Section 8314
• Applicable employee Memoranda of Understanding
• State Information Management Manual (SIMM)
Other Applicable CalVCB Policies
All employees, temporary staff, contractors, vendors, and consultants who access the CaIVCB
network for business purposes must comply with all State and CalVCB policies and procedures,
including, but not limited to:
• Information Security Policy
• Password Policy
• Mobile Device Policy
• Telework Policy
• Privacy Policy
• Mobile Device Policy
• Wireless Access Policy
Page 4 of 5
POLICY MEMO C A L I F o R N I A
CaIVCBI, '
VICTIM COMPENSATION BOARD
Contact
For any questions about this Policy, please contact your immediate supervisor/manager or the
CaIVCB ISO.
Page 5 of 5
Attachment 6
C A L I F O R N I A
CaIVCB '
-09
�,W
VICTIM COMPENSATION BOARD
Information Systems Security and Confidentiality
Acknowledgement
I have read and understand the Ca1VC81nformation Systems Security and Confidentiality
requirements listed below. If an issue arises regarding these requirements during my daily
work, I understand that I should refer to the Acceptable Use of Ca1VC8 Technology Resources
Policy, Information Security Policy, or contact my manager/supervisor to seek further
clarification. I understand that failure on my part to comply with these requirements may result
in punitive and/or disciplinary action up to, and including, termination.
I understand that I must:
• Read and understand the CaIVCB Information Security Policy.
• Use CaIVCB information assets and computer resources only for CaIVCB business-related
purposes.
• Ensure that my personal use of the internet is minimal and incidental use shall not
violate other terms of established policy, be used in an unethical manner, or incur
additional costs to the State.
• Access CaIVCB systems and networks using only my assigned confidential user
identifiers and passwords.
• Notify the CaIVCB Information Security Officer immediately of any actual or attempted
security violations including unauthorized access, theft, and destruction; misuse of
systems equipment, software, or data.
• Take precautions to prevent virus contamination of CaIVCB data files, and report any
suspected virus or other destructive programs immediately to the Information
Technology Section Help Desk.
• Exercise care in protecting confidential data including the use of encryption technology
whenever it is required and/or provided by the CaIVCB.
• Not attempt to monitor or tamper with another user's electronic communications or
read, copy, change, or delete another user's files or software without the explicit
agreement of the owner or per management direction.
• Change passwords at the prescribed expiration intervals.
• Not perform any act that interferes with the normal operation of computers, terminals,
peripherals, or networks at CaIVCB.
• Comply with all applicable copyright laws.
• Not disable the virus protection software installed on the CaIVCB network and personal
computers.
VCB-ITD-08 (Rev. 1/17) Page 1 of 2
C A L I F O R N I A'/,�
CaIVCB '-w
VICTIM COMPENSATION HOARD
• Not attempt to circumvent data protection schemes and report to the Information
Security Officer immediately any newly identified security vulnerabilities or loopholes.
• Follow certified destruction procedures for information disposal to prevent the
unauthorized disclosure of data.
• Use only CaIVCB approved hardware and software and never download from the
internet or upload from home.
• Not use CaIVCB electronic systems to send, receive, or store material that violates
existing laws or is of a discriminating, harassing, derogatory, defamatory, threatening, or
obscene nature.
• Not illegally use or copy CalVCB software.
• Use care to secure physical information system equipment from unauthorized access,
theft, or misuse.
• Access only system areas, functions, or files that I am authorized to use.
• Not share individual account passwords.
I understand that CaIVCB reserves the right to review electronic files, electronic messages,
internet data and usage at its facility, and those files and messages stored on CalVCB systems
may be disclosed under the California Public Records Act, discovered in legal proceedings, and
used in disciplinary actions.
Jacqulyn Tovar CaIVCB Restitution
User Name (Print) Division or Unit
ia�, S/�o/2z3 SS9-,oDO-�3So
efisedigaiture Date Phone Number
(,{J� 5/10/23 559-600-7008
Manager/Supervi or Date Phone Number
Signature
Filing Instructions
Staff/Contractor: Once completed, forward the form with original signature to your
supervisor/manager.
Supervisor/Manager: Forwards the original to Human Resources to be filed in the staff's
Official Personnel File.
VCB-ITD-08 (Rev. 1/17) Page 2 of 2
Attachment 7
C A i. I F 0 R N I A
STATE OF CALIFORNIA --"
Acknowledgement of Policies CaIVCB
VCB-22-10013 (Rev. 03/2023) VICTIM COMPENSATION BOARD
Contractor Acknowledgment of Policies
By checking each box below, I hereby acknowledge I have read, understand, and agree to adhere to the listed policies.
ATTACHMENTS
171 Confidentiality Statement (Attachment 4)
R1 Acceptable Use of Technology Resources (Attachment S)
0 Information Systems Security and Confidentiality Acknowledgment (Attachment 6)
O Information Security Policy (Attachment 8)
El Privacy Policy (Attachment 9)
21 Password Policy (Attachment 10)
INCOMPATIBLE WORK ACTIVITIES
D I have read, understand, and agree to abide by the provisions of Exhibit D, Section 17, Incompatible Work
Activities. I understand that I shall not engage in any work activity that is clearly inconsistent, incompatible, in conflict
with, or adverse to my duties. I also understand that if I am unwilling or unable to abide by the provisions, I shall no
longer be assigned to perform the services required by the contract.
Jacqulyn Tovar VCB-7870
Contractor Name Contract Number
is S/1%3
ontr cto Signature Date
Page 1 of 1
Attachment 8
POLICY MEMO
C A L I F O R N I A
CaIVCB, '-09
VICTIM COMPENSATION BOARD
Information Security Policy
Memo Number: 17-008
Date Issued: 1/1/17
Supersedes: 15-001
Effective Date: Immediately
Expires: Indefinite
Issued By: Information Technology Division
Purpose
The Victim Compensation Board's (CaIVCB) Information Security Policy defines the rules for
information security that apply to our business activities. This Policy also provides a foundation
for additional practices and standards that will more specifically communicate CaIVCB rules
related to information security.
Information Security Program
The CaIVCB has established an Information Security Program to protect the confidentiality,
availability, integrity, and privacy of CaIVCB information and supporting assets. The
Information Security Program provides an integrated set of requirements that complement the
CaIVCB strategic goals and securely achieves its objectives and priorities.
Responsibility
The Information Security Officer (ISO) is responsible for developing, implementing, and
operating the Information Security Program. The ISO reports directly to the CaIVCB ITD Chief
Information Officer.
The ISO will develop and implement policies, practices, and guidelines that protect the
confidentiality, availability, and integrity of all CaIVCB information and supporting assets. The
ISO also promotes information security awareness, measures adherence to information security
policies, and coordinates the response to information security incidents.
The ISO chairs the Information Security Advisory Committee that includes members
representing all CaIVCB divisions. The Information Security Advisory Committee is responsible
Page 1 of 6
POLICY MEMO C A L I F O R N I A
CaIVCB
�'W
VICTIM COMPENSATION BOARD
for reviewing, advising, and recommending approval of information security practices and
standards.
The Information Technology Division is responsible for the implementation and administration
of CaIVCB information security policies, practices, and guidelines for all CaIVCl3 information
systems and networks.
All CaIVC6 employees, consultants, and contractors are responsible for protecting CaIVCl3
information assets and complying with CaIVCB information security policies, practices, and
guidelines. All CaIVCB employees, consultants, and contractors are also responsible for
reporting any suspected or known security violations or vulnerabilities to the ISO.
Compliance
All CaIVC6 employees, consultants, and contractors must comply with CaIVCB information
security policies, practices, and guidelines.
Failure to comply with CaIVCB information security policies, practices, and guidelines by State
employees may result in disciplinary action up to, and including, termination of State
employment.
Failure to comply with CaIVCB information security policies, practices, and guidelines by
consultants or contractors may result in punitive action up to, and including, termination of
their contract.
In some cases, the failure to comply with CaIVCB information security policies, practices, and
guidelines may result in additional civil and criminal penalties.
Compliance of CaIVCB divisions and offices with CaIVCB information security policies, practices,
and guidelines must be enforced by the supervisors and managers of these divisions and
offices. The CaIVCB overall compliance with information security policies, practices, and
guidelines will be monitored by the ISO.
Risk Management
The CaIVCB will identify and mitigate risks to the confidentiality, availability, and integrity of
CaIVCB information assets. Information security risks must be reported to the owner of the
information or the information system asset and the owner of that asset will ultimately
determine the impact of the risk and the appropriate mitigation approach.
Page 2 of 6
POLICY MEMO C A L I F O R N I A
Ca1VCB
VICTIM COMPENSATION BOARD
The ISO operates the Information Security Risk Management program. Under this program, the
ISO participates in the development of new information systems and periodically assesses
existing information systems to identify and mitigate information security risks. The ISO works
with the appropriate CaIVCB divisions and offices to determine the impact of the risk, identify
the appropriate mitigation activities, and monitor the successful completion of the mitigation
activities.
Life Cycle Planning
The CaIVCB will address information security as part of new projects involving major business
activities or significant enhancements to existing business.
Projects will comply with all applicable information security policies and practices, and include
provisions for the effective implementation and administration of the information security
processes required for compliance.
Awareness and Training
The CaIVCB maintains a mandatory information security awareness program. The ISO will
ensure that the appropriate information security awareness training is provided to all CaIVCB
employees, consultants, and contractors.
Physical Security
The CaIVCB safeguards its business areas and resources to protect and preserve the availability,
confidentiality, and integrity of the department's information assets. Only authorized
individuals are granted physical access to sensitive CaIVCB business areas.
Contingency and Disaster Preparedness
The CaIVCB Business Services Section ensures that the CaIVCB has sufficient plans, resources,
and staff to keep critical CaIVCB business functions operating in the event of disruptions.
Contingency plans must be tested at a frequency sufficient to ensure that they will work when
needed.
Page 3 of 6
POLICY MEMO C A L I F O R N I A
CaIVCB -4
�,W
VICTIM COMPENSATION BOARD
Incident Handling
The CaIVCB ISO implements practices to minimize the risk associated with violations of
information security and ensure timely detection and reporting of actual or suspected incidents
or violations.
All CaIVCB employees, consultants, and contractors are responsible for reporting any suspected
or confirmed security violations and incidents in a timely manner. The CaIVCB investigates
information security violations and incidents and refers them to state and federal authorities
when appropriate.
Identification and Authentication
All users are individually identified to the information system(s) they use. Their identity is
verified in the system by using information that is only known by the individual user and the
system. The user and the system will protect this verification information with sufficient care to
prevent its disclosure and ensure its integrity.
The identification and verification process must be strong enough to establish a user's
accountability for their actions on the information system.
Access Control
Access to all CaIVCB information systems and information assets is controlled and the owner of
each system or information asset must approve all user access. Users are provided access to
only those systems and information assets required to perform their current CaIVCB duties.
The CaIVCB information systems must have the capability to restrict a user's access to only
information and/or functions necessary to perform their CaIVCB duties.
Audit Trail
All information system activities are subject to recording and routine review. Audit trail records
must be sufficient in detail to facilitate the reconstruction of events if a compromise or
malfunction occurs.
Audit trail records must be provided whenever access to a CaIVCB information system is either
permitted or denied; or whenever confidential or sensitive information is created or modified.
Page 4 of 6
POLICY MEMO C A L I F O R N I A
Ca1VCB
VICTIM COMPENSATION BOARD
Audit trail records are created and stored with sufficient integrity and duration to hold a user
accountable for their actions on a CaIVCB information system.
Data Ownership
All information assets have a Data Owner who is assigned by CaIVCB management. The Data
Owner is responsible for authorizing access to the information, assignment of custody for the
information, classifying the information, and approving any contingency plans affecting the
information.
Information Classification
All CaIVCB information assets are classified by their Data Owner according to the confidentiality
of the information and its importance to CaIVCl3 operations. In addition to any classification of
information required for business purposes, the classification identifies if the information is
confidential or subject to release as a public record as required by law. It also identifies
information critical to the continuance and success of CaIVCB operations.
Information System Security Practices
All CaIVCB information systems and information system infrastructure elements will have
specific practices, guidelines, and procedures that govern their operation relative to
information security. All CaIVCB information systems and information system infrastructure
elements will conform to these practices, guidelines, and procedures unless the ISO has
approved a specific exception.
Authority
• Government Code sections 19572 and 19990
• State Administrative Manual (SAM) sections 5300 through 5365.3
• Government Code section 8314
• Applicable employee Memoranda of Understanding
• State Information Management Manual (SIMM)
Page 5 of 6
POLICY MEMO
C A L I F O R N I A
CaIVCB
VICTIM COMPENSATION BOARD
Contact
For any questions about this Policy, please contact your immediate manager/supervisor or the
ISO by e-mail at InfoSecurityandPrivacy@victims.ca.Pov.
Distribution List
All CaIVCB staff
Page 6of6
Attachment 9
POLICY MEMO C A L I F O R N I A
CaIVCB, '-09
VICTIM COMPENSATION BOARD
Privacy Policy
Memo Number: 17-010
Date Issued: 1/1/17
Supersedes: 16-007
Effective Date: Immediately
Expires: Indefinite
Issued By: Information Technology Division
Purpose
The purpose of this Policy is to protect employees and the California Victim Compensation
Board (CaIVCB) from actions that would:
• Damage the reputation of the CaIVCB.
• Endanger employees, contractors, or citizens that rely on CaIVCB.
• Present a legal risk to CaIVCB.
Policy
It is the Policy of CaIVCB that:
• All personal, and personally identifiable information (PII) collected by CaIVCB is
necessary for the organization to perform its function.
• CaIVCB will not retain PH for any longer than necessary to comply with the law, policy,
regulations, and/or to perform its function.
• Staff will be trained on appropriate methods, classification of, and purposes for
collecting PII.
• PH will be disposed of by confidential destruct.
• Users who violate the Policy will be subject to disciplinary action up to, and including,
dismissal. Further, CaIVCB will report suspected breaches of privacy to law
enforcement, and the CA Information Security Office.
• Staff has the right to access their information that is gathered, stored, or used by
CaIVCB. Staff may request and view their information according to the Information
Practices Act and State Policy.
Page 1 of 4
POLICY MEMO C A L I F O R N I A
CaIVCB -4
�,W
VICTIM COMPENSATION BOARD
Definition
• Privacy is defined as the freedom from secret surveillance, or unauthorized disclosure of
one's personal data or information, as by a government, corporation, or individual.
• Privacy is the right of people to be free from unwarranted viewing, recording,
photographing, and invasion into one's personal life. Ordinary citizens have a qualified
right to privacy.
Applicability
• This Policy applies to all employees, temporary staff, contractors, consultants, and
anyone performing work on behalf of CaIVCB.
• If any provisions of this Policy are in conflict with a Memorandum of Understanding
(MOU) with a State employee union, the applicable sections of the MOU will be
controlling.
Management Responsibility
• Establish a Privacy Officer who will be responsible for maintaining the privacy program
at CaIVCB.
• Authorize staff to collect appropriate forms of personal and personally identifiable
information.
• Ensure that staff has appropriate training.
• Ensure that staff has reviewed all appropriate policies.
• Ensure that staff has signed the Privacy Policy Acknowledgement Form upon
appointment and annually thereafter.
• Report abuse or suspected privacy violations immediately to the Information Security &
Privacy Officer.
Staff Responsibility
• Read the Privacy Policy and sign the acknowledgment form upon appointment and
annually thereafter.
• Follow all privacy procedures and processes.
• Immediately report any privacy violation to their supervisor and/or Information Security
& Privacy Officer.
• Secure all PII so no unauthorized person can obtain access.
Page 2 of 4
POLICY MEMO C A L I F O R N I A
Ca1VCB "W
VICTIM COMPENSATION BOARD
• Properly dispose of PII.
Privacy Officer Responsibility
• To manage the privacy program.
• To ensure that privacy training is taken by all staff annually.
• To respond to privacy breaches in a timely manner and report to appropriate
authorities.
• To maintain a robust privacy program that protects the privacy of staff and participants.
• The Information Security Officer will have the dual role as the CaIVCB Privacy Officer.
Acceptable Use
Official CaIVCB business needs only.
Monitoring
Managers will monitor staff to ensure that no PII is left exposed.
Incident Reporting
All incidents must be reported immediately to a manager/supervisor and the Information
Security & Privacy Officer.
Violations
All employees who violate this Policy may be subject to disciplinary action up to, and including,
dismissal.
Compliance
• All employees must read and sign a Privacy Policy Acknowledgement Form before being
allowed to handle PII.
• The form will be retained in the staff's Official Personnel File.
Authority
• Government Code sections 11019.9, 13952 to 13954
Page 3 of 4
POLICY MEMO C A L I F o R N I A
CaIVCBI"
VICTIM COMPENSATION BOARD
• Information Practices Act of 1977 (Civil Code section 1798 et seq.)
• SAM 5310
• SIMM 5310
Other Applicable CalVCB Policies
• Acceptable Use of CaIVCl3 Technology Resources Policy
• Information Security Policy
• Telework Policy
• Mobile Device Policy
Contact
For any questions about this Policy, please contact your immediate manager/supervisor or
Information Security & Privacy Officer at InfoSecurityandPrivacy@victims.ca.gov
Distribution
All CaIVCl3 staff
Page 4 of 4
Attachment 10
POLICY MEMO C A L I F O R N I A
CaIVCB,
VICTIM COMPENSATION BOARD
Password Policy
Memo Number: 17-012
Date Issued: March 24, 2017
Supersedes: 07-00-013
Effective Date: Immediately
Expires: Indefinite
Issued By: Information Technology Division
Policy
Any passwords used for User shall be complex and protected from unauthorized disclosure.
Purpose
To provide information regarding the minimum level of password protection required for
CaIVCB information assets.
Requirements
Passwords shall always be kept confidential.
Passwords shall not be viewable on a display device.
Password Standards
Passwords shall not contain personal information associated with the user that could be easily
guessed.
Passwords shall not be words contained in English or foreign language dictionaries, spelling
lists, or other lists of words. Passwords shall not be familiar acronyms, or slang expressions in
common use.
Passwords shall not be the same as the User Identification (user id).
Passwords shall not consist solely of a repeating or sequential set of characters or numbers (i.e.
11111111, 12345678, ABCDEF, etc.)
Page 1 of 6
POLICY MEMO C A L I F O R N I A
Ca1VCB
VICTIM COMPENSATION BOARD
Passwords shall contain characters from each character type indicated in the Password
Character Type table that is appropriate to the level of security required for a specific role.
Changing Passwords
A password shall be changed immediately if it is suspected or discovered to be known by
another individual.
Passwords shall be changed regularly. Refer to the Password Standards table for the maximum
time allowed before a password must be changed.
All new passwords shall be significantly different from previous passwords (i.e. 1FONSE &
21FONSE are not significantly different).
Passwords protecting group accounts shall be changed immediately when a member of the
group no longer needs access to the group account.
Initial Passwords
The distribution of initial user passwords shall use methods that ensure only the intended user
learns the passwords.
Initial User Passwords shall conform to password practice requirements and standards.
Initial User Passwords shall be unique to each user.
The Initial User Password shall be changed by the user the first time it is used.
Session Inactivity Protection
After a user's login session has been inactive for the period of time specified in the Password
Standards table, they must either re-enter their password or login again before the login
session can be resumed.
Lockout
A User shall be locked out of the system when the standard threshold of unsuccessful attempts
has been reached. Refer to the Password Standards table for those values.
Users that are locked out of the system as a result of too many unsuccessful attempts to enter a
password must have their identity verified before they will be permitted access to that system.
Stored or Transmitted Passwords
Passwords that are stored on a system or transmitted across external networks shall be
encrypted using a method that meets current 3-level Data Encryption Standards or hashed
Page 2 of 6
POLICY MEMO C A L I F O R N I A
CaIVCB -4
�,W
VICTIM COMPENSATION BOARD
using a message-digest algorithm is 3DES (or equivalent) or hashed using a method that is MD5
(or equivalent).
Business Partners Passwords
Access to business services provided by the CalVCB Internet sites by Employers and Business
Partners shall be protected with a Business Partners Password.
User Passwords
User Passwords shall be used to authenticate a user's access to the CalVCB internal systems,
applications, or resources.
Remote Access Passwords
Remote Access Passwords shall be used to authenticate a user's access to CalVCB internal
systems and/or applications via Internet or inbound dial methods. Remote Access Passwords
shall be randomly generated and valid for only one use.
Administration Passwords
Administration Passwords shall be used by administrators to authenticate themselves for
access to restricted information and resources (i.e. administrator accounts or configuration files
for critical system components).
Stored and Embedded Passwords
Systems and/or applications that must authenticate to each other shall use stored or
embedded passwords.
Access to Stored and Embedded Passwords shall be restricted to the minimum number of staff
necessary to support the systems and/or the applications that use them.
Stored passwords shall be contained in a file or database that is external to the application and
can only be accessed by authorized systems, applications, and users.
Embedded passwords shall be contained within the system or application.
Default Passwords
Before any hardware and/or software are put into production at the CalVCB, any default
passwords that it uses shall be set to values that conform to the Password Policy.
Page 3 of 6
POLICY MEMO C A L I F o R N i A
CaIVCBI. '
VICTIM COMPENSATION BOARD
Exception Approval
Any non-compliance with the Password Policy shall be approved by the Chief Information
Officer and Information Security Officer and should be documented.
Password Standards
Role Business User Remote CaRES Admin Stored Embedded
Partners Access User (Service
Accounts)
Minimum 8 8 6 8 and 8 8 8
password (Hardware max of
length Token) 32
(characters)
Maximum time None 90 60 sec 90 90 None None
between
password
changes (days)
Minimum time None 1 60 sec none 1 None None
between
password
changes (days)
Threshold of 3 5 3 5 3 5 3
unsuccessful
login attempts
before account
is disabled
Passwords Based on 1, 2 2 1,2,3 1,2,3, 1,2,3 1,2,3
must contain Business
characters from partner
each specified password
type of the policy
Password
Character Type
Table
Inactivity 20 20 20 20 20 None None
duration for
session
protection
(maximum
minutes)
Page 4 of 6
POLICY MEMO C A L I F O R N I A
CaIVCB -4
�'w
VICTIM COMPENSATION BOARD
Password Character Type Table
Types Description Example
Type 1 Letters (upper and lower case) A, B, C, ... Z
a, b, c, ... z
Type 2 Numerals 0, 1, 2, ... 9
Type 3 Special characters (category Symbols in the top row of the
1) keyboard: '—!@#$%A&*()-_+
Guidelines
Automatic System Enforcement
Systems and/or applications should automatically enforce the password requirements and
standards when automatic enforcement is possible.
Encrypted Transmission
Passwords should be encrypted when transmitted across internal networks.
Writing Down Passwords
Users should memorize their passwords and not write them down. If a password must be
written down, the following precautions should be observed:
• Do not write down your password while you are in a public area where others could
observe your writing.
• Do not identify your password as being a password.
• Do not include the name of the account and the dial-in telephone number of the system
on the same piece of paper.
• Mix in extra characters or scramble the written version of the password in a way that
you will remember, making the written version different from the real password.
• Do not attach the password to your terminal, keyboard, or any part of your computer or
office furniture.
• Store a written password in a secure place like a wallet or purse.
Minimizing the Number of User Passwords
Systems shall be developed in a manner so the number of different passwords a user must
know is minimized.
Page 5 of 6
POLICY MEMO
C A L I F O R N I A
CaIVCB
VICTIM COMPENSATION BOARD
Change Embedded Password
Embedded passwords shall be changed when the programs they affect are also changed for
routine enhancements or maintenance.
Accounts associated with stored or embedded passwords shall have account names that are
difficult to guess to lessen the likelihood that these accounts can be disabled by unauthorized
logon attempts as outlined in the Passwords Standards table.
Account Names for Stored and Embedded Passwords
Passwords shall be changed when a system/application is put into production so that the
production passwords are known only to the Production Control staff and the
system/application/data owner.
Compliance and Authority
Refer to the CaIVCB Information Security Policy.
Who to contact for questions
For any questions about this Memo please contact your supervisor or manager, or the CaIVCB
Information Security Officer by e-mail at ifoSecurityandPrivacy@victims.ca.gov.
Page 6of6
Attachment 11
STATE OF CALIFORNIA /'o C A L I F O R N I A',
County Inventory CaIVCB
��'qw
VCB-22-10014 (Rev. 03/2023) VICTIM COMPENSATION BOARD
In accordance with the California Victim Compensation Board (CaIVCB) contract with the County, the CaIVCB Inventory Form must be completed and
returned to the designated CaIVCB Criminal Restitution Compact (CRC) Analyst in July of each year.
Please complete all requested information. The only assets to be inventoried on this form are those purchased by CaIVCB or with funds from CaIVCB. See
below for additional instructions. For any questions on this form, please contact your designated CaIVCB CRC Analyst.
County Name Contract Number
ASSET INVENTORY
*Asset Type Description Location Serial # Model # Manufacturer Asset Tag # Comments
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
Instructions
1. Asset Type — Is it an IT and Non-IT asset?
a. Examples of IT assets: computer, monitor, copier, fax machine, desktop or network printer, scanner, laptop, etc.
b. Examples of Non-IT assets: shredder, recorder, TV, any type of furniture— chair, bookcase, cart, credenza, file cabinet, hutch, etc.
2. Description — Is it a computer? Monitor? Copier? Chair? Bookcase?
3. Location — Is it located at the DA's office or a staff's home?
4. Serial #— Please provide serial number if available.
5. Model #— Please provide model number if available.
6. Manufacturer— Name of the manufacturer if available.
7. Asset Tag: Please locate barcode on item. The asset tag should be 8-digits.
Page 1 of 2
C A L I F O R N I A',I'�
STATE OF CALIFORNIA
County Inventory CaIVCB
��'qw
VCB-22-10014 (Rev. 03/2023) VICTIM COMPENSATION BOARD
*Asset Type Description Location Serial Number Model Manufacturer Asset Tag# Comments
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
❑ IT ❑ Non-IT
Page 2 of 2
Attachment 12
PLACE HOLDER -
THE BOARD RESOLUTION WILL BE AVAILABLE AFTER THE COUNTY RETURNS
THE SIGNED CONTRACT.