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HomeMy WebLinkAboutAgreement A-24-427 with CDVA.pdf SCO ID: 8955-24XS0010 Agreement No. 24-427 STATE OF CALIFORNIA-DEPARTMENT OF GENERAL SERVICES STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER(If Applicable) STD 213(Rev.04/2020) 24XS0010 1.This Agreement is entered into between the Contracting Agency and the Contractor named below: CONTRACTING AGENCY NAME California Department of Veterans Affairs CONTRACTOR NAME County of Fresno 2.The term of this Agreement is: START DATE July 1,2024 THROUGH END DATE June 30,2026 3.The maximum amount of this Agreement Is: $70,000.00 Seventy Thousand 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 2 Exhibit A 1 Program Narrative 6 Exhibit B Budget Detail and Payment Provisions 3 Exhibit-B 1 Budget Form/Narrative 4 Exhibit C` General Terms and Conditions(GTC 04/2017) Exhibit D Special Terms and Conditions 7 Items shown with an asterisk( ,are hereby incorporated byreference and made part of this agreement as if attached ereto. These documents can be viewed at htrps;Mwww.dgsca.gov/OLS/R�sources IN WITNESS WHEREOF THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO. CONTRACTOR CONTRACTOR NAME(if other than an individual,state whether a corporation,partnership,etc.) County of Fresno CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP 2281 Tulare,Room#301 Fresno CA 93721 PRINTED NAME OF PERSON SIGNING TITLE Chairman of the Board of Supervisors Nathan Magsig of the County of Fresno CONTRACTOR Ah T HORIZ€D SIGNATURE DATE SIGNED ................. io -a oa ATTEST: BERNICE E.SEIDEL Clerk of the Board of Supervisors County of Fresno,State of California By_ Deputy Page 1 of 2 SCO ID: 8955-24XS0010 STATE OF CALIFORNIA-DEPARTMENT OF GENERAL SERVICES _ ---- STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER(If Applicable) STD 213(Rev.04/2020) 24XS0010 STATE OF CALIFORNIA CONTRACTING AGENCY NAME California Department of Veterans Affairs CONTRACTING AGENCY ADDRESS CITY STATE ZIP 1227 O Street Sacramento CA 95814 PRINTED NAME OF PERSON SIGNING TITLE John Medeiros Chief,Facilities and Business Services Division CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED ge:�� 08/16/2024 LIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION(If Applicable) SCM Vol.1 §4.04 AA Page 2 of 2 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A- Scope of Work County of Fresno VETERAN MENTAL HEALTH OUTREACH 1. INTRODUCTION/SERVICES A. This is an Agreement in which the County of Fresno, hereafter referred to as the Contractor shall provide mental health outreach services, as specified within Exhibit A-1, in accordance with the Mental Health Services Act, for the California Department of Veterans Affairs, (CalVet). B. Contractor must be able to perform the tasks associated with providing services under the scope of their license. Contractor will provide services in accordance with federal and state laws and regulations and CalVet policies. C. Contractor is not authorized to disperse or promise any services as described in the Agreement until written approval has been obtained from CalVet Contract Manager and Contractor has received an executed Agreement from CalVet. Any delivery or performance of service commenced prior to Contractor obtaining all written approvals shall be considered voluntary on the part of Contractor. 2. CONTRACTOR'S RESPONSIBILITIES Contractor shall provide the following services. A. Expand and/or enhance mental health services to include treatment, and other related recovery programs to veterans currently residing in or returning to the community from their military service as they transition back to civilian life. B. Provide the following performance measures on a quarterly and annual basis: 1. Provide eight (8)quarterly progress reports to include the following: a) Performance table that includes the goal for each performance measure and the source of collecting the performance measure (See Exhibit B — Budget Detail and Payment Provisions for periodic progress report/metric due dates). b) Any narrative related to Performance Assessment and Data. 2. Provide a mid-program review at the end of the 1 st funding year, as well as a final report at the end of the 24-month grant cycle. Both the mid-program review and final report must summarize information from the quarterly reports, describe the accomplishments of the project, and describe next steps for implementing any plans for additional work identified during the funding period. 3. INDEPENDENT CONTRACTOR STATUS A. Contractor shall be considered "Independent Contractors" in relation to CalVet and the State. Therefore, Contractor shall not be considered employee(s) of CalVet and shall not be entitled to any employee benefits from CalVet or the State including, but not limited to, the following: 1. Premium Pay, Overtime Pay, or Holiday Pay 2. Medical Insurance 3. Vacation or Sick Leave 4. Worker's Compensation 5. Other employee benefits Page 1 of 2 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A- Scope of Work County of Fresno 4. CONTACT INFORMATION A. The Contract representatives during the term of this Agreement will be: 1. CalVet Home Representative: Veterans Services- Headquarters Phillip Leggett, Mental Health Coordinator 1227 O Street Sacramento, CA. 95814 Phone: (916) 503-8327 Email: phillip.leggett(cD_calvet.ca.gov 2. Contractor Representative: County of Fresno Kyle Pennington 1320 E. Shaw Ave. Ste 105 Fresno, CA 93710 Phone: (559) 600-5436 Email Address: kpennington@fresnocountyca.gov B. Contract Representatives, addresses, and phone/fax numbers may be changed by issuing a 20-day prior written notification and shall not require a formal amendment to this Agreement. The notifying party shall provide complete contact information for the replacement Contract Representative including, name, title, mailing address, phone/fax numbers, and email address. All other changes require a formal written amendment to this Agreement. Page 2 of 2 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A-1 Program Narrative County of Fresno Appendix A—Program Narrative Section A Statement of Need Fresno County, one of California's largest and most diverse counties, boasts an estimated population of 1,022,707, including around 50,000 veterans and 4,500 National Guard and Reserve members, as reported by the California Department of Finance. Prioritizing veteran services, the County's Veterans Service Office (CVSO), led by Kyle Pennington, provided mental health support to about 2,000 veterans in FY 2022-2023, including 150 women. The CVSO team is dedicated to identifying and aiding veterans, newly discharged service members, and retirees in need of mental health services (MHS). They focus on high-risk individuals, offering comprehensive assistance with claims and benefits. The team educates veterans about available services and conducts assessments for conditions like Post- Traumatic Stress Disorder (PTSD), Military Sexual Trauma (MST), and Traumatic Brain Injury (TBI), referring them to appropriate agencies like local Vet Centers or Veterans Affairs Medical Centers (VA Hospitals). Spanning over 6,000 square miles and encompassing 15 towns/cities, the CVSO prioritizes outreach, ensuring access to services even in remote areas. The team actively participates in events like Yellow Ribbon, Stand Downs, The Women Veteran Stand Up, and various fairs and briefings to raise service awareness. The CVSO's proximity to the Fresno Vet Center facilitates collaboration in supporting veterans with mental health issues. Collaborations extend to professionals like Susan Basmajian, Fresno's Veterans Justice Outreach (VJO) specialist, working to prevent the criminalization of veterans due to mental illness and aiding in securing necessary mental health support. The CVSO continually seeks partnerships with agencies capable of providing additional veteran services such as Adult Protective Services (APS), In-Home Supportive Services (IHSS) and Fresno-Madera Agency on Aging (FMAAA) to serve aging and homeless veterans. The CVSO, along with the Cal Vet Local Interagency Network Coordinator and VA Central California Health Care system professionals, has identified key barriers to accessing veteran services, such as stigma and legal or career concerns. The CVSO and its Veteran Service Representatives (VSR) focus on building trust with veterans, encouraging open communication and facilitating access to needed help. Section B: Proposed Service/Project Project Goal: County Veteran Service Officer (CVSO) and their team aim to efficiently identify and refer veterans and service members requiring mental health services (MHS) to appropriate agencies. The team will focus on facilitating access to aid for high-risk veterans, assisting with claim-related barriers, and guiding them through the process of securing necessary services for a successful transition to civilian life. Page 1 of 6 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A-1 Program Narrative County of Fresno Project Objectives: To be achieved by June 30, 2025, the CVSO and team will: • Conduct 600 in-house screenings to effectively refer veterans to mental and physical healthcare providers, specifically targeting serious mental health conditions. • Provide 8,000 outreach referrals for veterans needing MHS. • Implement a Referral Screening Tracking system to log details such as date, client name, case number, screening outcomes (PTSD/MST,TBI), and referral destinations. • Assist 300 veterans and their families with Service-Related Disability Compensation claims and Non-Service-Related Disability Pensions pertaining to mental health issues. • Participate in various outreach events (200) across the county, such as: o Three Yellow Ribbon Reintegration Program events. o Two Stand Downs, collaborating with The Fresno County Misdemeanor Court to address veterans' misdemeanors and traffic cases. o The Central Valley Women's Stand Up for approximately 100 women veterans, focusing on MST issues. o Three Strategic Hiring Events aiming for a 50%job placement rate for veterans. o Six events focused on National Guard and Reserve Servicemembers. o Six Homeless Veterans Program presentations. • Collaborate with the Transition Goals, Plans, Success (TGPS) program to empower retiring service members and their families with skills and confidence for civilian reintegration, including attending Muster and Retirement/Separation Briefings at local bases. • Monthly partnership visits to local colleges for presentations and support to student veterans using Military Education Benefits, offering screening, referrals, and claim assistance. • Work with the Veteran Justice Outreach (VJO) to assist 20 veterans in avoiding criminalization due to mental illness and refer those in need to the Fresno Veteran Treatment Court. • Support the verification of 100 MIL100 forms in collaboration with the VJO. Partner with the Vet Center and Central California Legal Services (CCLS) to offer bimonthly pro bono legal aid at Vet Centers, addressing issues like housing, employment, discharge upgrades, criminal, consumer, and civil law. • Transition eligible veterans from Medi-Cal to the VA medical system for mental health care. • Provide feedback to CalVet on healthcare access, customer and clinician satisfaction, efficiency, and quality. • Foster collaborations with mental health agencies for veteran mental health assessment days. Page 2 of 6 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A-1 Program Narrative County of Fresno • Build trusting relationships with veterans to create a safe environment for open communication, aiming to destigmatize mental health support and emphasize its importance in successful civilian reintegration. • Collaboration with Fresno-Madera Agency on Aging (FMAAA) to assist veterans with aging services and assisted living support. • Collaborate with Fresno County Department of Social Services to assist Veterans with o Housing Support through programs such as Housing and Disability Advocacy (HDAP), West Care and Fresno Madera Continuum of Care (FMCOC) when other Housing Support is not available. o Medi-Cal for additional medical services and eligibility to IHSS. o CalFresh for those who are food insecure. o CalWORKs for families while VA benefits are pending. o Adult Protective Services to support elderly veterans that maybe in abuse or self-neglect situations, some that may have MH related issue or be homeless. In-Home Supportive Services to support elderly veterans with home health care assistance to support elderly veterans. Section C: Proposed Implementation Approach Experience and Anticipated Impact Transitioning from military to civilian life poses significant challenges. Reconnecting with family and readjusting to civilian life, compounded by job searches or injury recovery, can hinder veterans from seeking Mental Health Services (MHS). The Fresno County Veterans Service Office (CVSO) leverages its extensive experience in aiding veterans and their families in Fresno County. The CVSO team conducts mental health outreach, guiding veterans towards necessary care. The outreach goals detailed in Section B will yield impactful results, which will cause an increase in veterans receiving essential help. This assistance helps prevent homelessness, potentially reduces crime, facilitates overcoming employment barriers, and promotes healthier lifestyles. Through proactive engagement at events, the CVSO team reaches veterans and conduct mental health outreach to those who might not otherwise access their services, linking them to vital resources for a smoother transition. In this manner, VSO is increasing access to several services to the veteran community through referrals, screenings, which can connect to treatment, housing, MH linkage, referrals to homeless services and linking aging veterans to APS when needed. The CVSO team actively participates in various outreach events, leading to numerous veterans requesting follow-up meetings. In these sessions, the team assesses for potential PTSD, Military Sexual Trauma (MST), or Traumatic Brain Injury (TBI). They also direct homeless veterans to the Fresno VA Hospital for immediate services and refer combat veterans with mental health issues to the local Vet Center. VA mental health regulations enable the CVSO to assist every veteran, regardless of their discharge status which increases the eligible veteran population to services. Page 3 of 6 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A-1 Program Narrative County of Fresno The CVSO team will also refer veterans to additional service to aid in stabilization based on their need. Services include connections to APS, IHSS and homeless programs such as HDAP, West Care and FMCOC. Veterans will also be aided with obtaining services for Medi-Cal and CalFresh to provide basic medical care and food, as well as CaIWORKs for families without a source of income. Number of Participants The program aims to provide MHS referrals to approximately 600 unique clients. This includes assisting approximately 20 incarcerated veterans in avoiding criminalization due to mental health issues. The CVSO also collaborates with local military bases to offer early assistance to 4,500 active members transitioning to civilian life. Organization Partnerships The CVSO has established strong partnerships with the Vet Center and the Fresno VA hospital, facilitating a comprehensive range of services, including counseling, legal aid, and assistance in applying for benefits. The collaboration with Central California Legal Services (CCLS) at the Vet Center provides pro bono legal services to veterans. Additionally, the CVSO works with the Veteran Justice Outreach (VJO) specialist to support incarcerated veterans and conducts educational outreach at California State University of Fresno and local community colleges. The CVSO also partners with San Joaquin Valley Veterans (SJVV) and Central Valley Veterans (CVV) to offer a range of services, from transitional housing to assistance with everyday needs. These partnerships enhance the CVSO's ability to address various veteran needs, from mental health to practical support. Our newest partnership the CVSO has established a strong relationship with is the Clovis Veterans Memorial District which has resulted in various events that present excellent outreach opportunities and has resulted in Hiring Events leading to employment opportunities for Veterans. The CVSO also works with Fresno County Department of Social Services with the Adult Services peers in APS and IHSS that provide elderly resources to aging veterans. CVSO also has access to eligibility staff to connect food insecure veterans to CalFresh food benefits and Medi-Cal. If a veteran has minor dependent children in their custody, VSO can connect these families to CalWORKs for cash assistance,job training, childcare, housing support and other services. Potential Barriers A major challenge is the lack of awareness among veterans about available services. To address this, the CVSO focuses on education and outreach before and after deployment. The team is trained to expertly navigate and refer veterans to appropriate resources, overcoming potential barriers through trust and support. Page 4 of 6 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A-1 Program Narrative County of Fresno Due to the size of our region, the number of rural cities with limited transportation options and the high poverty rate result in limited access to information and services which includes veterans living in rural communities. This barrier to access is why funding for outreach is so crucial for veteran access to services, poverty also contributes to poor health, including MH and homelessness. The CVSO provides employment and education service referrals to provide better opportunities for the veteran community. Mental Health Service Future Plan Post-funding, the CVSO will maintain its outreach efforts and continue developing new partnerships to offer comprehensive MHS. This proactive, comprehensive approach underscores the CVSO's commitment to effectively transitioning veterans into civilian life, addressing mental health and practical needs through robust partnerships and community engagement. Section D: Performance Assessment and Data The CVSO will use multiple methods to track MHS provided to veterans using logs and VetPro. The CVSO and Staff will utilize a referral tracker and update on a weekly basis, all incoming and outgoing referrals, describing the action taken. The goal is to inform and assist veterans in getting the services they need, which will be tracked using event logs and referral screening logs. Event Log The CVSO team will attend a minimum of 200 outreach events annually, providing presentations to veterans and service members transitioning back to civilian life. These events will inform attendees about available services and assist with service and claim access. Each event will be documented in a log, recording details like date, event title, type, participant count, attending CVSO staff, and duration. This log aims to track the outreach's reach, with a goal of engaging 8,000 veterans/service members. The CVSO will use this data to evaluate event effectiveness, particularly for mental health assessments, and make necessary adjustments in collaboration with partners to identify outreach events with the most return on investment. If this grant is awarded, the log will also report hours and costs associated with these outreach events Referral Screening Health care service referrals, including for MHS (e.g., PTSD, MST, and TBI), will be tracked using the VetPro system.Additionally, a referral screening log will be maintained for each veteran/service member referred for MHS.This log will include details like date,veteran's name, last four digits of their Social Security Number, service branch, screening type (PTSD/MST/TBI), and referral details.This log aims to track progress towards the goal of 600 screenings, helping the CVSO evaluate and improve outreach and screening processes. Grant funding, if received,will be used to report the time and cost involved in these screenings. Page 5 of 6 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit A-1 Program Narrative County of Fresno VetPro VetPro is a case management, claim creation, and submission software for Veteran Service Officers. VetPro can streamline and standardize veteran tracking, allowing for the collection of electronic signatures and submissions. The CVSO will assist 300 veterans and their families in filing Service-Related Disability Compensation claims and Non-Service-Related Disability Pensions related to PTSD through VetPro. An ad-hoc report from VetPro will provide data on the number of PTSD claims filed over a specified period. Additionally, the CVSO, in collaboration with the VJO, will support 20 veterans in avoiding criminalization due to mental illness and assist in MHS claims and MIL100 form verification. VetPro will track and report on the number of incarcerated veterans and the status of their MIL100 forms. Financial System Cost tracking for the CVSO will be managed through Fresno's PeopleSoft financial system.Administrative staff will use quarterly labor distribution data to calculate the CVSO's hourly rate for event and referral participation.Travel and supply expenses will be tracked using specific cost account types. Support staff costs, including tasks like phone calls, photocopies,follow-ups, and other reception duties, will also be calculated using quarterly labor distribution data to determine the hourly rate for the staff supporting the CVSO's MHSrelated efforts. Page 6 of 6 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B - Budget Detail and Payment Provisions County of Fresno 1. STANDARD BUDGET DETAIL AND PAYMENT PROVISIONS A. Invoicing and Payment 1. For services satisfactorily rendered, and upon receipt and approval of the invoices, the CalVet agrees to compensate Contractor for services rendered in accordance with the rate specified in Exhibit B-1- Budget Form/Narrative. a) Total cost of the contract is $70,000.00. b) The first quarterly payment shall be made upon approval of the contract in the amount of$8,750.00, the remaining seven (7) payments shall be made upon receipt of quarterly invoices by the CalVet Contract Manager. c) Quarterly invoices shall be submitted no later than the following dates: FY24/25 starts July 1, 2024 1st Quarter Invoice and Metrics Due October 31, 2024 (07/01/2024—9/30/2024) 2"d Quarter Invoice and Metrics Due January 30, 2025 (10/01/2024— 12/31/24) 3rd Quarter Invoice and Metrics Due April 28, 2025 (01/01/2025—03/31/2025) Due July 31, 2025 4tn Qtr. Invoice and Metrics The mid-program report must summarize information from Annual Progress Reports the quarterly reports, describe the accomplishments of the (04/01/25—06/30/25) project, and describe next steps for implementing any plans for additional work identified during the funding period (mid- program reports are due with 4t"Quarter invoices and metrics.) Page 1 of 3 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B - Budget Detail and Payment Provisions County of Fresno FY25/26 starts July 1, 2025 1st Quarter Invoice and Metrics Due October 31, 2025 (07/01/2025—9/30/2025) 2nd Quarter Invoice and Metrics Due January 30, 2026 (10/01/2025— 12/31/25) 3rd Quarter Invoice and Metrics Due April 28, 2026 (01/01/2026—03/31/2026) Due July 31, 2026 4t"Qtr. Invoice and Metrics The final report must summarize information from the Annual Progress Reports quarterly reports, describe the accomplishments of the (04/01/26—06/30/26) project, and describe next steps for implementing any plans for additional work identified during the funding period (Annual Progress Reports are due with 4tn Quarter invoices and metrics.) 2. Quarterly payments shall only be approved upon quarterly invoices that shall include the Agreement Number, County name, address and telephone number. Quarterly invoices shall also be accompanied by the quarterly reports identified in Exhibit A—Scope of Work, and shall be submitted in duplicate not more frequently than listed above to: 3. Invoices shall include the Agreement Number and shall be submitted in not more frequently than monthly in arrears to: Ori inal Invoice Approval Copy Department of Veterans Affairs Department of Veterans Affairs CalVet Accounting Office Attn: Phillip Leggett 1227 O Street, Room 402 1227 O Street Sacramento, CA 95814 Sacramento, CA 95814 B. Budget Contingency Clause 1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further form and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement. 2. 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. Prompt Payment Clause Payment will be made in accordance with, and within the time specified in, Government Code, Chapter 4.5, commencing with Section 927. Page 2 of 3 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B - Budget Detail and Payment Provisions County of Fresno 2. SPECIAL BUDGET DETAIL AND PAYMENT PROVISIONS A. Submissions of Invoices/Claims 1. All invoices/claims must be completed thoroughly and legibly, with all applicable fields completed. Invoices/claims that are submitted to the appropriate location but have been altered, or are inaccurate, or do not provide all necessary information will not be accepted and will be returned to the Contractor for correction. 2. Any changes to this provision relating to the invoice/claim submittal process, including but not limited to an address, form, or process change, shall be an administrative change managed through the appropriate designated CalVet office and shall not require a contract amendment. 3. Invoices/claims submitted shall include the following information in order to be considered complete and acceptable for processing, or the invoice/claim will be returned: a) Contractor's Company name b) Contractor's Company address, phone number and e-mail c) Date of invoice/claim d) Invoice/claim number e) CalVet location where services were performed f) Agreement Number g) Date(s)of Service h) Total dollar amount being billed i) First and Last name of Contractor or Provider performing services, if applicable j) Contractor's or Provider's Classification, whichever is applicable k) When applicable, contractors shall include the following information on the invoice/claim submitted for hourly reimbursement: 1. Hourly Rate 2. Time in and time out 3. Total hours worked 4. Any other information or documentation reasonably required to verify and substantiate the provision of services and the charges for such services. Page 3 of 3 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B-1- Budget Form/Narrative County of Fresno BUDGET FORM/NARRATIVE The Budget Form/Narrative may not represent the actual dollar amount allotted for this Agreement. The Budget Form is the Contractor's response to Program's Request for Application and shall be attached as a reference for Contractor's proposal of how expenses will be addressed as part of this agreement. Budget Form Fresno County Veterans Service Office Veterans Outreach Proposition 63 Budget Form A. Personnel Position Hourly Hrs/Mo Spent Mo/Yr Cost Wage on Program Spent on Program County Veterans Service Officer(CVSO) $47.61 55 12 $31,422.60 Veterans Service Representative(VSR)II $25.20 85 12 $25,704.00 Total $57,126.60 B. Fringe Benefits Component Rate Annual Wage Cost SDI (CVSO) 7.68% $31,422.60 $2,413.26 U I B &WC (CVSO) 0.07% $31,422.60 $22.00 Retirement (CVSO) 45.26% $31,422.60 $14,221.87 Health/Life (CVSO) 0.82% $31,422.60 $257.67 SDI (VSR) 6.97% $25,704.00 $1,791.57 UIB&WC(VSR) 0.14% $25,704.00 $35.99 Retirement (VSR) 51.28% $25,704.00 $13,181.01 Health/Life (VSR) 17.93% $25,704.00 $4,608.73 Total $36,532.10 C.Travel Page 1 of 4 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B-1- Budget Form/Narrative County of Fresno Location Purpose Rate(Mileage Only) Cost Various Outreach Locations Outreach $0.63 $5,676.31 Various Collaborative Events Collaborative $0.63 $2,838.16 Total $8,514.47 D. Supplies Items Rate (Cost x Months) Cost Printing Cost for Brochures $19*12 $228.00 Mailing Costs $81*12 $972.00 Community Engagement Mate ials $100*12 $1,200.00 Total $2,400.00 E. Contracting Name Service Rate (Cost/Individual x Cost Individual x Days) N/A Total $0 F. Other Item Rate Cost Support Staff $34.64*208 $7,205.12 Total $7,205.12 Totals Section A: Personnel $57,126.60 Section D: Supplies $2,400.00 Section B: Fringe Benefits $36,532.10 Section E: Contracting $0 Section C:Travel $8,514.47 Section F: Other $7,205.12 Total Requesting $1111778.29 Budget Narrative Page 2 of 4 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B-1- Budget Form/Narrative County of Fresno Fresno County Veterans Service Office Veterans Outreach Proposition 63 Budget Narrative Section A: Personnel The CVSO (Kyle Pennington) and VSRs (Michelle Blevins, Rebecca Hawkins, Theresa Reese, Aimee Taylor, and two vacancies to be fill in 2024) are involved in outreach hours totaling 1,680. Details: These hours include: • 924 hours of outreach at events like Yellow Ribbon, Reintegration Program, Stand Downs, Job Fairs, Muster Briefings, Retirement Briefings, local college and homeless veterans program presentations, and National Guard Reserve Armories events. • 554 hours for one-on-one follow-ups with veterans. • 202 hours for preparation and planning. Section B: Fringe Benefits The benefits for the CVSO &VSRs for the 1,680 outreach hours. • Benefits include Retirement, Unemployment and State Disability Insurance, Workers' Compensation, Life and Health Insurance, and Administrative Benefits. These are calculated based on Fresno County's benefit rates for the fiscal year 2023-24. Section C: Travel Travel is necessary as events are located outside the Veterans Service Office. • Costs include mileage (at Fresno County's current rate) for the CVSO to attend approximately 200 outreach events, including those mentioned in Section B. Section D: Supplies Supply costs include materials for mental health outreach. • Details: This involves printing tri-fold color brochures and business cards, community engagement materials (like pens,pencils, bags,banners, tarps), and postage for follow- up materials. Costs are calculated based on the average of actuals, with 65% of Page 3 of 4 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit B-1- Budget Form/Narrative County of Fresno the time dedicated to mental health outreach and collaborative events, and 100% of community engagement materials costs allocated to mental health outreach. Section E: Contracting N/A Section F: Other Average support staff costs. • Salary and benefit cost at $34.64 per hour for 4 hours of administrative support weekly, covering tasks like phone calls,photocopies, and follow-ups. Page 4 of 4 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno 1. EXCISE TAX The State of California is exempt from Federal Excise Taxes, and no payment will be made for any taxes levied on employees' wages. The State will pay for any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this Contract. California may pay any applicable sales or use tax imposed by another state. 2. STATUTORY AND REGULATORY PROVISIONS A. This Contract shall be governed and construed in accordance with all applicable statutory and regulatory provisions including, but not limited to: 1) Title XVI II of the Federal Social Security Act 2) Title XIX of the Federal Social Security Act 3) Chapters 7 and 8(commencing with Section 14000), Part 3, Division 9,Welfare and Institutions Code 4) Division 3, Title 22, California Code of Regulations (CCR) 5) Health and Safety Code Section 1340 et seq. 6) All applicable Federal provisions which regulate the administration of health care programs and budget revisions, as contained in the Code of Federal Regulations (CFR), Title 42, and Title 45, Part 74, Title 42 United States Code, Sections 1395 et seq. and 1396 et seq. 7) Sub-chapter 13 (commencing with Section 6800), Chapter 4, Part 1, Title 17, CCR; and 8) All other applicable laws and regulations. B. Any provision of this Contract in conflict with the applicable laws and regulations is hereby amended to conform to the provisions of those laws and regulations. Such amendment of the Contract shall be effective on the effective date of the statutes or regulations necessitating it, and shall be binding on the parties even though the amendment may not have been reduced to writing and formally agreed upon and executed by the parties. If, due to amendment in laws of regulations, Contractor is unable or unwilling to comply with the provisions of the amendment(s), State or Contractor may terminate this Contract in accordance with the Termination provision of this Contract. 3. EXAMINATION AND AUDIT A. Contractor shall allow the State and its related entities, the Comptroller General of the United States, Department of Justice(DOJ), and the Bureau of Medi-Cal Fraud, or their duly authorized representatives, to inspect or otherwise evaluate the quality, appropriateness, and timeliness of services performed under this Contract, and to inspect, evaluate, and audit any and all books, records, and facilities maintained by the Contractor and Subcontractors pertaining to services under this Contract at any time during normal business hours. B. Contractor shall be subject to the examination and audit of the State Auditor for a period of three(3)years after final payment under this Contract in accordance with Government Code, Section 85467.7. The examination and audit shall be confined to those matters directly connected with the performance of the contract, including, but not limited to, the costs of administering the Contract. C. Books and records include, but are not limited to, all physical records originated or prepared pursuant to the performance under this Contract, including working papers, reports, financial records, and books of account, Medical Records, prescriptions files, Subcontracts, and any other documentation pertaining to medical and non-medical services for residents of the Home. Upon request, at any time during the term of this Contract, the Contractor shall furnish any record or copy. Page 1 of 7 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno 4. RESOLUTION OF DISPUTES A. The Contractor may dispute and appeal a decision or action by the State arising out of the Interpretation or administration of this Contract. A written dispute notice shall be submitted to the Contract Manager within thirty (30) calendar days from the date the Contractor receives notice of the decision or action in dispute. The Contractor's dispute notice shall state the following, based on the most accurate information available to the Contractor: 1) That it is a dispute pursuant to this Section. 2) The date, nature, and circumstances of the conduct, which is the subject of dispute. 3) The names,telephone numbers,function,and activity of each contractor,subcontractor,State official, or employee involved in or knowledgeable about the conduct. 4) The identification of any documents and the substance of any oral communications involved in the conduct. Copies of all identified documents shall be attached. 5) The reason why the Contractor is disputing the conduct. 6) The cost impact to the Contractor directly attributable to the alleged conduct, if any. 7) The Contractor's desired remedy. B. The State and the Contractor agree to try to resolve all contractual issues by negotiation and mutual agreement at the Contract Manager level. The parties recognize that the implementation of this policy depends on open-mindedness, and the need for both sides to present adequate supporting information on matters in question. The Contract Manager, in a written decision stating the factual basis for the decision, will decide any disputes concerning performance of this Contract. Before issuance of the Contract Manager's decision, informal discussions between the parties by the individuals who have not participated substantially in the matter in dispute will be considered by the parties in efforts to reach mutual agreement. C. The Contract Manager will render a decision or request additional substantiating documentation from the Contractor within thirty (30) days of receipt of the Contractor's appeal. A copy of the decision will be provided to the Contractor. The decision shall be final and conclusive unless, within thirty(30)days from the date of the decision, the Contractor files a written appeal addressed to the Undersecretary, California Department of Veterans Affairs. D. The Undersecretary's decision shall be final and conclusive unless the decision is arbitrary, capricious, grossly erroneous or if any determination of fact is unsupported by substantiating evidence. The Undersecretary's decision will be in writing and may encompass facts, interpretations of the Contract, and determination or application of law. The Contractor may, prior to the Undersecretary's decision, present oral or documentary evidence,and arguments in support of the Contractor's appeal. The decision will either: 1) Find in favor of the Contractor, in which case the Undersecretary may: a) Countermand the earlier conduct which caused the Contractor to file a dispute; or b) Reaffirm the conduct and, if there is a cost impact sufficient to constitute a change in obligations pursuant to the payment provisions, direct the State to comply with that Section. 2) Deny the Contractor's dispute and, where necessary, direct the manner of future performance; or 3) Request additional substantiating documentation in the event the information in the Contractor's dispute or appeal is inadequate to permit a decision to be made under paragraphs (1) or(2) above, advise the Contractor as to what additional information is required, and establish how that information will be furnished. The Contractor shall have thirty (30) days to respond to the Undersecretary's request for further information. Upon receipt of this additional requested information, the Page 2 of 7 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno Undersecretary will have thirty (30) days to respond with a decision. Failure to supply additional information required by the Undersecretary within the time period specified above shall constitute waiver by the Contractor of all claims. E. Attorney's fees and costs for any dispute or subsequent trial shall be borne by the respective parties. Both parties waive trial by jury, and any trial in superior or municipal court shall be by a judge alone. Any litigation arising out of this Contract shall be conducted in a California Court pursuant to California law. F. Contractor shall continue with the responsibilities under this Contract during any dispute. 5. AGENCY LIABILITY (Applies only to Federally Funded Contracts) The Contractor warrants by execution of this Contract, that no person or selling agency has been employed or retained to solicit or secure this Contract upon Contract or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, the State shall, in addition to other remedies provided by law, have the right to annul this Contract without liability, paying only for the value of the work actually performed, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee. 6. POTENTIAL SUBCONTRACTORS For all Agreements,with the exception of Interagency Agreements and other governmental entities/auxiliaries exempt from bidding, nothing contained in this Contract or otherwise shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of Contractor's responsibilities and obligations hereunder. The Contractor 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 Contractor. The Contractor's obligation to pay its subcontractors is an independent obligation from the State's obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or enforce the payment of any moneys to any subcontractor. 7. INSURANCE REQUIREMENTS A. Upon contract award, contractor must furnish to the State an original certificate(s) of insurance stating that the contractor has the following types of coverage, if applicable: 1) Commercial General Liability: Combined Single Limit (CSL) for no less than $1,000,000 per occurrence for bodily injury and property damage. The policy must include coverage for liabilities arising out of premises, operations, independent contractors, products/completed operations, personal & advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the contractor's limit of liability. 2) Professional Liability: (Applies to any contract in which the work is of a professional nature such as, but not limited to, physicians, architects, engineers, accountants, or consultants) Covering any damages caused by an error, omission, or any negligent acts. Limits of not less than $1,000,000 per occurrence and $3,000,000 aggregate. 3) Automobile Liability (Applies to any contract in which the contractor will likely use a vehicle to complete the project or drive a vehicle onto State property): Limits of not less than $1,000,000 per accident. Such insurance shall cover liability arising out of an automobile including owned, hired, and non-owned autos. a) MCS90 endorsement on the Automobile policy (required whenever contractor will be transporting Hazardous materials i.e. Pest Control and Waste contracts.) Page 3 of 7 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno 4) Pollution Liability/Environmental Impairment Liability (Applies only to Pollution Contracts — i.e. Pest Control and Waste Contracts): In addition, the certificate evidencing general liability must include evidence of one of the following if applicable to the service: a) Pesticide/Herbicide Endorsement, OR b) An endorsement deleting the general liability pollution exclusion, OR c) A separate environmental/pollution liability policy with limits not less than $1,000,000 covering bodily injury and property damage from pollution and related clean-up costs incurred arising out of the work or services to be performed under this contract. 5) Workers' Compensation (Mandatory for all Contractors who have at least one employee): Contractor shall maintain workers' compensation and employer's liability coverage for all its employees who will be engaged in the performance of the contract, including special coverage extensions where applicable. Contractor shall furnish a certificate for Workers' Compensation issued by an insurance carrier licensed to write Workers' Compensation insurance in the State of California, including the name of the carrier and the date of expiration of insurance, or a Certificate of Consent to Self-Insure issued by the Department of Industrial Relations. 6) Fidelity Bond/Crime Insurance: (Applies only to contracts handling State money or securities — i.e. Armored Car Service Contracts) Contractor shall maintain Employee Dishonesty and, when applicable, Inside/Outside Money & Securities coverages for state-owned property in the care, custody and control of the Contractor. Coverage limits shall not be less than the amount scheduled in the contract. The policy shall include as Contractor. Coverage limits shall not be less than the amount scheduled in the contract. The policy shall include as loss payee the California Department of Veterans Affairs 7) The certificate(s) of insurance shall be on an ACORD form, or equivalent, and must show "occurrence"coverage. The certificates of insurance must also contain all of the following provisions: a) Name and address of the insurance company, policy number, and beginning and ending dates of the policy. b) Statement that the insurer will not cancel the insured's coverage without 30 days prior written notice to the State. c) Statement that the State of California, its officers, agents, employees, and servants are included as additional insured on the policy, but only insofar as the operations under this contract. 8) Contractor agrees that any insurance herein provided shall be in full force and effect at all times during the term of the contract. In the event said insurance coverage expires at any time during the term of this contract, Contractor agrees to provide, at least ten (10)days prior to said expiration date, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than the remainder of the term of the contract, or for a period of not less than one (1) year. In the event contractor fails to keep in effect at all times insurance coverage herein provided, State may, in addition to any other remedies it may have,terminate the contract upon the occurrence of such event, subject to the provisions of the contract. 9) Contractor shall notify the State within five(5)days if any insurance coverage identified in the contract is altered in any way. 8. RIGHT TO TERMINATE A. The State reserves the right to terminate this Contract subject to thirty (30) days written notice to the Contractor. Contractor may submit a written request to terminate this Contract only if the State should substantially fail to perform its responsibilities as provided herein. However, the Contract can be immediately terminated for cause. The term "for cause" shall mean that the Contractor fails to meet the Page 4 of 7 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno terms, conditions, and/or responsibilities of the contract. In this instance, the contract termination shall be effective as of the date indicated on the State's notification to the Contractor. B. This Contract may be suspended or cancelled without notice, at the option of the Contractor, if the Contractor or State's premises or equipment are destroyed by fire or other catastrophe,or so substantially damaged that it is impractical to continue service,or in the event the Contractor is unable to render service as a result of any action by any governmental authority. 9. FORCE MAJEURE Neither party shall be liable to the other for any delay in or failure of performance, nor shall any such delay in or failure of, performance constitute default, if such delay or failure is caused by"Force Majeure." As used in this section, "Force Majeure" is defined as follows: Acts of war and acts of god such as earthquakes, floods, and other natural disasters such that performance is impossible. 10. EVALUATION OF CONTRACTOR Performance of the Contractor under this Agreement will be evaluated. The evaluation shall be prepared on Contract/Contractor Evaluation Sheet (STD 4), and maintained in the Agreement file. For consultant agreements, a copy of the evaluation will be sent to the Department of General Services, Office of Legal Services, if it is negative and over$5,000. 11. SB/DVBE PARTICIPATION In accordance with requirements set forth by the State,the CalVet shall enforce all laws, rules,and regulations pertaining to this program. It is the Contractors responsibility to provide CalVet with all required documents as outlined in this agreement. The CalVet reserves the right to contact each SB and DVBE identified by the Contractor to verify compliance. Failure to meet SB/DVBE requirements under Exhibit B, and Exhibit C(GTC 04/2017), paragraphs 19.a and 19.b. may deem the Contractor to be non-responsible and rejected from future bid and contract opportunities with the CalVet. 12. LICENSES AND PERMITS The Contractor shall be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this contract. If you are a Contractor located within the State of California, a business license from the city/county in which you are headquartered is necessary; however, if you are a corporation, a copy of your incorporation documents/letter from the Secretary of State's Office can be submitted. If you are a Contractor outside the State of California, you will need to submit to the California Department of Veterans Affairs a copy of your business license or incorporation papers for your respective State showing that your company is in good standing in that state. In the event any license(s) and/or permit(s) expire at any time during the term of this contract, Contractor agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the Contractor fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this contract upon occurrence of such event. 13. CONSULTANT—STAFF EXPENSES The Contractor represents that it has or shall secure at its own expense, all staff required to perform the services described in this Agreement. Such personnel shall not be employees of or have any contractual relationship with any governmental entity. Page 5 of 7 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno 14. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) STANDARDS FOR PRIVACY OF INDIVIDUALLY IDENTIFIABLE HEALTH INFORMATION For the purpose of this contract, contractor shall comply with the federal Health Insurance Portability and Accountability Act(HIPAA), as well as State and Federal requirements for privacy protection. The definitions and obligations required by the HIPAA Standards for Privacy of Individually Identified Health Information (U.S.C. 1320d et seq.), and implementing regulations including but not limited to 45 Code of Federal Regulations parts 142, 160, 162, and 164, hereinafter referred to as the Privacy Rule, remain enforce and applicable for access to protected health information, including electronic protected health information. 15. 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.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. 16. LEGAL CONTRACTS (applies only to Legal Services Contracts) In accordance with (Public Contract Code Section (10353.5)The Contractor shall: A. Agree to adhere to legal cost and billing guidelines designated by the State. B. Adhere to litigation plans designated by the state agency. C. Adhere to case phasing of activities designated by the state agency. D. Submit and adhere to legal budgets as designated by the state agency. E. Maintain legal malpractice insurance in an amount not less than the amount designated by the state agency. F. Submit to legal bill audits and law firm audits if requested by the state agency. The audits may be conducted by employees and designees of the state agency or by any legal cost control providers retained by the state agency for purpose. G. Submit to a legal cost and utilization review, as determined by the state agency. 17. Generative Artificial Intelligence (GenAl) Disclosure Notification "The State of California seeks to realize the potential benefits of GenAl, through the development and deployment of GenAl tools, while balancing the risks of these new technologies. Bidders/Proposers/Offerors must notify the State in writing if their solution or service includes, or makes available, any GenAl technology, including GenAl from third parties or subcontractors. The State has developed a GenAl Disclosure & Factsheet (STD 1000) to be completed by the Bidder/Proposer/Offeror. Failure to disclose GenAl to the State and submit the GenAl Disclosure& Factsheet will result in disqualification of the Bidder/Offeror and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure. Page 6 of 7 California Department of Veterans Affairs Agreement Number: 24XS0010 Exhibit D—Special Terms and Conditions County of Fresno Upon receipt of a Bidder/Proposer/Offeror GenAl Disclosure & Factsheet the state reserves the right to incorporate GenAl Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state." Page 7 of 7 FOR ACCOUNTING USE ONLY: ORG No.: 1125 Account No.: 3480 Subclass: 17230 Fund: 0065