HomeMy WebLinkAboutAgreement A-19-161 with LA DCFS.pdfAgreement No . 19-161
OPERATIONAL AGREEMENT NUMBER 18-0014-03 . Date: -----
BY AND BETWEEN
COUNTY OF FRESNO OFFICE OF THE DISTRICT ATTORNEY
AND COUNTY OF LOS ANGELES
DEPARTMENT OF CHILDREN AND FAMILY SERVICES
FOR
ELECTRONIC SUSPECTED CHILD ABUSE REPORT SYSTEM CONSULTING AND
TRAINING SERVICES
Electronic Suspected Child Abuse Report System (eSCARS) Operational Agreement
(hereinafter referred to as Agreement).
This Agreement is made and entered into this 9th day of April 2019 , by and between
County of Fresno Office of the District Attorney
hereinafter referred to as "CFDA"
and
County of Los Angeles Department of Children and Family Services
hereinafter referred to as "LAC DCFS "
RECITALS
WHEREAS, all parties of this Agreement are public governmenta l entities and are tax
exempt under 501 (c) (3) of the Internal Revenue Code ; and
WHEREAS, LAC DCFS warrants that it possesses the competence , expertise , and
personnel necessary to provide such consulting services ; and
NOW THEREFORE, in consideration of the mutual promises , covenants and conditions set
forth herein , the parties hereto do agree as follows:
Agreement# 18-0014-03
LAC DCFS/CFDA
I.PURPOSE
Page 2 of 11
The purpose of this Agreement is to establish guidelines for consultation and training
services by LAC DCFS to assist the County of Fresno in their acquisition,
development, and implementation of their eSCARS application to streamline and
automate mandated reporting of suspected child abuse.
GENERAL TERMS
1.The term of this Agreement shall be effective upon County of Los Angeles Board
approval, or the date of execution by all parties, whichever is later, and shall expire
one year from the effective date, with an option to extend for two additional one
year options, unless terminated earlier.
2.This Agreement may be modified or amended by written consent of all parties.
3.Either party may terminate this Agreement at any time, but will endeavor to give
the other parties thirty (30) days prior written notice.
Ill. OVERVIEW/BACKGROUND
The Child Abuse and Neglect Reporting Act (CANRA) requires any mandated reporter
who has knowledge of or observes a child, in their professional capacity or within the
scope of their employment, whom they know or reasonably suspect has been the
victim of child abuse or neglect, shall report the suspected abuse or neglect to a
designated agency immediately or as soon as practically possible by telephone and
shall prepare and send a written report thereof within 36 hours of receiving the
information concerning the incident [California Penal Code Section 11166(a)]. Written
mandated reports are made by completing the Suspected Child Abuse Report
(SCAR). The current system of sharing SCARs among designated agencies is a
manual and labor-intensive process that is error prone and does not ensure the
consistent and timely sharing and coordination of information.
County of Los Angeles developed and implemented the eSCARS, a secure, web
based application, to streamline and automate cross reporting allegations of
suspected child abuse and neglect among all affected agencies to comply with the
CAN RA. The eSCARS application links LAC DCFS, County of Los Angeles
Sheriff's Department, and 45 independent law enforcement agencies in the County of
Los Angeles, the District Attorney's Office, and other relevant government agencies
with each other. The eSCARS supports the secure electronic transmission and
receipt of SCARs, and achieves operational efficiencies by reducing reporting
backlogs, errors, and costs of manual, paper based processes.
The California Governor's Office of Emergency Services (CalOES), Victim Services
and Public Safety Branch awarded federal Children's Justice Act (CJA) funds to
CFDA to develop and implement an Electronic System (ES) Program similar to the
Agreement# 18-0014-03
LAC DCFS/CFDA Page 3 of 11
County of Los Angeles' eSCARS application. LAC DCFS shall consult CFDA on
development and implementation of their eSCARS application.
CONSULTATION AND TRAINING
LAC DCFS shall provide up to 240 hours annually to CFDA for consultation and
training services during the term of this Agreement. The aggregate total of services
provided by LAC DCFS staff to CFDA shall not exceed 720 hours during the three
year term of this agreement.
INVOICES AND PAYMENTS
1.The cost for consultation and training services will be billed at the rate set forth in
the attached Pricing Sheet (Exhibit B-1) and Budget Narrative
(Exhibit B 2) for consulting services, training services, and travel time for the
following classification of staff, hereinafter known as "Consultant(s)":
•Principal Information Systems Analyst
•Senior Information Systems Analyst
•Information Technology Supervisor
•Information Technology Specialist
•Principal Application Developer
2.The compensation rate does not include travel expenses, inclusive of lodging,
transportation costs, airfare, and per diem sums incurred by Consultants in
accordance with cost reimbursement guidelines applicable within LAC DCFS
(Exhibit A). These line-item costs shall be annotated on invoices by LAC DCFS
staff members, and shall be reimbursed by counties receiving the services.
If these line-item costs are not allowable by the CJA federal funding, CFDA shall
be obligated to fund them from other eligible funding sources.
3.CFDA shall reimburse LAC DCFS for any hours that eSCARS consultant staff
dedicate exclusively for an CalOES SCARS grant county's benefit, including hours
spent in meetings, trainings, and travel.
4.For work performed in accordance with the terms of this Agreement, LAC DCFS
shall invoice CFDA monthly for the specified rate of compensation and line-item
costs for the services rendered in the previous month. LAC DCFS shall make its
best efforts to submit all invoices within 30 days of the last day of the month in
which the services were rendered.
5.CFDA shall review and pay LAC DCFS invoices within 30 days of receipt of the
invoices and shall notify LAC DCFS of any discrepancies noted on the invoice in
writing within 30 days from the date of receipt. LAC DCFS will be allowed 30
business days to provide any additional documentation to address the
discrepancies. For disputed charges only the obligation to pay invoices within 30
Agreement# 18-0014-03
LAC DCFS/CFDA Page 4 of 11
days of receipt shall be extended for additional 30 days past the date of resolution
of discrepancies raised by CFDA in good faith.
6.LAC DCFS shall submit the completed original monthly invoice to the address
below:
•For services provided to CFDA at:
Attention: Stephen Rusconi, Business Manager
County of Fresno Office of the District Attorney
2220 Tulare Street, Suite 1000
Fresno, CA 93721
VI.CFDA RESPONSIBILITIES
1.CFDA shall obtain a copy of LAC DCFS eSCARS source code and technical
documentation to deploy the eSCARS application within their own information
technology environments;
2.CFDA shall work with LAC DCFS in their replication of the eSCARS technical
environment so that LA County Consultants can effectively advise and support the
CFDA ES Program development efforts;
3.CFDA shall coordinate their eSCARS project implementations with their required
participating entities (i.e., the County's District Attorney's Office, Child Welfare
Department, and Sheriff's Office);
4.CFDA shall be responsible for coordinating eSCARS training for their key
managers and program staff, including training materials and locations;
5. CFDA provide leadership, oversight and support to ensure project success; and
6.CFDA shall be responsible for ongoing maintenance and support of their eSCARS
application.
VH. LAC DCFS RESPONSIBILITIES
1.LAC DCFS shall provide CFDA with a copy of LAC DCFS's eSCARS source code
and technical documentation;
2.LAC DCFS shall provide consultation services to CFDA to support the
implementation of their respective eSCARS applications;
3.LAC DCFS shall consult CFDA with the development of end user guidelines and
training materials, and conduct train the trainer sessions for key managers and
program staff who in-turn will train users; and
Agreement# 18-0014-03
LAC DCFS/CFDA Page 5 of 11
4.LAC DCFS shall provide CFDA any updates or upgrades to the eSCARS source
code so they can take advantage of new system functionality and features.
LIABILITY
LAC DCFS and CFDA understand and agree that, except as otherwise noted in this
Agreement or allowed by California law, they will each be responsible for their own
liability and bear their own costs with regard to their property and resources, or
personnel expenses incurred by reason of death, injury, or incidents giving rise to
liability.
IX.INSURANCE REQUIREMENTS
LAC DCFS and CFDA shall each maintain their own expense insurance and general
liability coverage satisfying the requirements for liabilities which may arise from or
relate to this Agreement.
CONFIDENTIALITY
All parties to this Agreement shall maintain the confidentiality of all records and
information in accordance with all applicable federal, State and local laws, rules,
regulations, ordinances, directives, guidelines, policies and procedures relating to
confidentiality, including, without limitation, their policies concerning information
technology security and the protection of confidential records and information.
All parties to this Agreement shall comply with all applicable laws pertaining to
confidentiality. This shall include, but is not limited to, the confidentiality provisions of
California Welfare and Institutions Code §§ 827 and 10850, as well as California
Department of Social Services Manual of Policies and Procedures Division 19.
The eSCARS is designated to comply with California law in the area of protecting
children and preventing child abuse or neglect. By adopting the best practices set
forth in this document and fulfilling all responsibilities herein, the parties act on behalf
of the children of LAC DCFS and CFDA to keep them safer through a commitm ent to
act collectively and with commitment to assist one another in advancing the child
protection mission of each agency.
XI.MODIFICATIONS
Any changes or modifications to the Agreement shall be submitted to the other Parties
for consideration at least ninety (90) days prior to the Agreement end date. This
Agreement may be modified or amended only upon the mutual written consent of the
Parties and, if applicable, upon approval of their respective Boards of Supervisors or
their delegates.
Agreement# 18-0014-03
LAC DCFS/CFDA
AMENDMENTS
Page 6 of 11
No alteration or variation of the terms of this Agreement shall be valid unless made in
writing and signed by the Parties; no oral understanding or agreement not
incorporated herein shall be binding on either of the Parties; and no exceptions,
alternatives, substitutes or revisions are valid or binding on Parties unless auth orized
by each Party in writing.
TERMINATION
In addition to any other remedies or rights it may have by law, each Party has the right
to terminate this Agreement without penalty immediately with cause or after 30 days'
written notice without cause, unless otherwise specified. Cause shall be defined as
any breach of agreement, any misrepresentation, or fraud on the part of the Party.
Termination with or without cause by any Party shall relieve all Parties of all further
obligations towards the withdrawing Party except for any outstanding financial
payment for services rendered prior to such termination.
AUTHORITY
The Parties to this Agreement represent and warrant that this Agreement has been
duly authorized and executed and constitutes the legally binding obligation of their
respective organization or entity, enforceable in accordance with its terms.
INDEMNIFICATION PROVISIONS
1.The Parties agree that, pursuant to Government Code 895.4, each of the Parties
shall fully indemnify, and hold the other party's officers, board members,
employees and agents, special districts harmless from any claim, expense or cost
(including attorneys' fees), damage or liability imposed for injury, occurring by
reason of that party's negligent acts, omissions, or willful misconduct of its officers,
board members, employees or agents, under or in connection with or arising out
of any work, authority or jurisdiction delegated to such party relating to this
Agreement.
2.Notwithstanding any other provision in this Agreement and to the fullest extent
allowed by law, County of Fresno and CFDA shall hold harmless County of Los
Angeles from and against any and all claims, demands, suit actions, proceedings,
judgments, losses, damages, injuries, penalties, costs (including attorneys' fees),
expenses and liabilities resulting from claims that the eSCARS system, as
operated by County of Fresno and CFDA , in whole or in any part, infringes the
intellectual property rights of any third party, including without limitation copyrights,
patents, or trademarks.
3.Notwithstanding any other provision in this Agreement and to the fullest extent
allowed by law, County of Fresno and CFDA shall hold harmless County of Los
Angeles from and against any and all claims, demands, suit actions, proceedings,
Agreement# 18-0014-03
LAC DCFS/CFDA Page 7 of 11
judgments, losses, damages, injuries, penalties, costs (including attorney's fees),
expenses and liabilities resulted from the implementation and usage of eSCARS
system in County of Fresno, in whole or in any part.
XVI.MANDATORY DISCLOSURE
LAC DCFS must disclose, in a timely manner, in writing to CFDA, all violations of
Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting
the award. LAC DCFS is required to report certain civil, criminal, or administrative
proceedings to the System for Award Management (SAM) located at www.sam.gov.
Failure to make required disclosures can result in any of the remedies described in 2
CFR §200.338 Remedies for noncompliance, including suspension or debar ment.
(See also 2 CFR part 180 and 31 U.S.C. 3321.)
PROCUREMENT OF RECOVERED MATERIALS
LAC DCFS shall comply with Section 6002 of the Solid Waste Disposal Act, as
amended by the Resource Conservation and Recovery Act. The requirements of
Section 6002 include procuring only items designated in guidelines of the
Environmental Protection Agency (EPA) at 40 CFR Part 247 that contain the highest
percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds
$10,000 or the value of the quantity acquired during the preceding fiscal year
exceeded $10,000; procuring solid waste management services in a manner that
maximizes energy and resource recovery; and establishing an affirmative
procurement program for procurement of recovered materials identified in the EPA
guidelines.
JOHN NAIMO AUDITOR-CONTROLLER
January 29, 2019
COUNTY OF LOS ANGE LES
DEPARTMENT OF AUDITOR-CONTROLLER
KENNETH HAHN HALL OF ADMINISTRATION
500 WEST TEMPLE STREET, ROOM 525
LOS ANGELES, CALIFORNIA 90012-3873
PHONE: (213} 974-8301 FAX: {213) 626-5427
TO: Administrative Deputies
Fiscal Officers
FROM:
Disbursem
SUBJECT: TRAVEL EXPENSE REIMBURSEMENTS EFFECTIVE
FEBRUARY 1, 2019
Exhibit A
ADDRESS ALL CORRESPONDENCE TO: DISBURSEMENTS DIVISION
GENERAL CLAIMS SECTION
500 W. TEMPLE ST., ROOM 502
LOS ANGELES. CA 90012-3873
Section 5.40.095 of the County Code allows for an annual adjustment of the maximum
reimbursement rates for travel, meals, lodging, and incidental expenses based on a minimum
annual change in the National Consumer Price Index (CPI) published by the Bureau of Labor
Statistics. Specifically, the percentage change must be 3% or greater to cause a rate
adjustment, or will be accumulated in the subsequent year(s) until that criteria is met. As of
January 2019, the published changes in the CPI is as follows:
Cumulative %
2.1% No ad·ustment needed.
4% Rate ad'ustment needed.
The cumulative annual percentage change of 4% now exceeds 3%. Therefore, the adjusted
maximum reimbursable amounts for lodging and meals incurred on or after February 1, 2019
through January 31, 2020 are as follows:
LODGING: $229.25 (plus corresponding taxes included on the receipt) for a single
occupancy hotel accommodation.
Note: Hotel receipt is required, and must be submitted with the expense claim form.
MEALS: $13.75 for breakfast, $18.00 for lunch, and $44.50 for dinner; not to exceed
$76.25 combined per day when authorized for all three meals.
Help Conserve Paper -Print Double-Sided
'To Enrich Lives Through Effective and Caring Service"
Administrative Deputies
Fiscal Officers
January 29, 2019
2
An additional allowance for incidental expenses are claimable if the business conducted
required presence in the following capital and primary cities:
Sacramento
Atlanta, Boston, Chicago, Dallas, Detroit, Houston,
Miami, Minneapolis, New York, Philadelphia, Phoenix,
San Diego, San Francisco, Seattle, Washington D.C.
$15.75 per day
$80.25 per day
Note: Except for Sacramento, the cities listed above are the primary cities of major metropolitan areas with populations exceeding 3,000,000 based on the latest decennial census of 2010.
Incidental expenses are only claimable to the extent incurred, and each claim shall be
reviewed and approved on its own merits. Incurring expenses greater than the normal
reimbursement amounts is not sufficient justification for approval of a claim. Generally,
employees must demonstrate that additional incidental expenses were unavoidable or
necessary for the efficient conduct of business.
Additional travel expense information:
Reimbursement for Porterage (County Code §5.40.060.C)
Sample Airport Parking Rates (receipt required)
that receipts and/or other reasonable documentation to
$1.00 per day
See Attachment A
reimbursement claim should retained and may subject to audit.
In addition to this memo, travel related information and resources, such as policies, memos,
FAQs, etc., can be accessed on the Travel Website at http://travel.auditor.lacounty.gov. For
questions regarding this memo, please contact the Travel Administrative Unit at
travel@auditor.lacounty.gov or (213) 974-8441.
CKC:KK:sg
Attachment
c: A-C Executive Management A-C Shared Services Division
Matthew McGloin, CEO
Attachment "A"
AIRPORT LONG TERM PARKING INFORMA T/ON
as of January 29, 2019
LAX (LOS ANGELES AIRPORT)
(310)646-2911
1 World Way
Los Angeles, CA 90045
Lot E
BURBANK-BURBANK AIRPORT AUTHORITY
(818} 840-8838
Standard Parking
2627 Hollywood Way
Burbank, CA 91505
Lot A
LotC
LONG BEACH AIRPORT
(562)425-9665
ABM Parking
4100 Donald Douglas Drive
Long Beach, CA 90808
Lot B
ONTARIO AIRPORT
(909)937-1240
Parking Concepts, inc
Ontario, CA 91716
Lot 3
Lot 5
JOHN WAYNE (ORANGE COUNTY) AIRPORT
(949)252-6260
Parking Concepts
18601 Airport Way
Santa Ana, CA 92707
Lot A1, A2, 82 and C
Main Street Parking Lot
$12.00/Day
$10.00/Day
$12.00/Day
$17.00/Day
$13.00/Day
$11.00/Day
$20.00/Day
$14.00/Day
Disclaimer: This material is given for general informational purposes only. LA County is not affiliated with
and does not endorse the above-referenced organizations and resources.
PRICING SHEET
eSCARS Consultation with Fresno County
I.CONSULT ANT COSTS -DCFS
Contract Year Detail -Contract Year April 1, 2019-March 31, 2020
DCFS Consultant Staff
Information Technology
Manager II
Information Technology
Supervisor
Principal Information
Systems Analyst
Senior Application
Developer
Fiscal Period Detail
DCFS Consultant Staff #of
Staff
Information Technology 1.0
Manager II
Information Technology 1.0
Supervisor
Principal Information 1.0
Systems Analyst
Senior Application· 1.0
Developer
Total Salary Hourly Rate 4.0
Employee Benefits
Hourly Rate
Total Salaries &
Employee Benefits
Hourly Rate
Consultant Average
Hourly Rate (Total S&EB
Rate)/4)
Contract Year Maximum
Total @ Consultant
Average Hourly Rate
#of
Staff
1.0
1.0
1.0
1.0
Salary Detail Across 2 Fiscal Periods* • •
(4/1/19-(07 /01/19-3/31/20)
06/30/19)
$70/hour $74/hour
$63/hour $67/hour
$61/hour $65/hour
$51/hour $54/hour
$245 $260
$118 $125
$363 $385
$91 $96
$10,920 $11,520
(120 Hours) (120 Hours)
Exhibit B-1
Fresno County
For the Contract Year April 1, 2019 thru March 31, 2020, two (2) Fiscal Periods are spanned. The Los Angeles County
eSCARS Consultant Staff will offer consultation to Fresno County as necessary and mutually agreed to up to a maximum
of 240 hours (120 hours per Fiscal Year).
*Dollar amounts are rounded to nearest dollar
Exhibit B-2
Fresno County
BUDGET AND BUDGET NARRATIVE
eSCARS Consultation with Fresno County
II.CONSULT ANT COSTS -DCFS
Contract Year Detail -Contract Year April 1, 2019-March 31, 2020*
DCFS Consultant #of Consultant Tasks
Staff Staff
Information 1.0 The IT Manager II will oversee technical consultants, provide management guidance
Technology and review, and approve shared technical code and documentation.
Manager II
Information 1.0 The IT Supervisor will oversee and provide technical advice, system architecture
Technology consultation, and database structure and design consultation.
Supervisor
Principal 1.0 The Principal Systems Analyst will provide consultation to County administrators
Information and managers on project planning, communications, and implementation and
Systems Analyst training planning. Will also be LA County Point of Contact to CalOES Grant
Administrators and to County project managers and administrators regarding billing
and fiscal Inquiries.
Senior Application 1.0 The Senior Application Developer will provide primary consultation to County
Developer development staff on application workflow, Windows Services, stored procedures,
data tables, etc.
Fiscal Period Detail Salary Detail**
DCFS Consultant Staff #of (4/1/19-06/30/19) (7 /1/19-3/31/20)
Staff
Information Technology 1.0 $70/hour $74/hour
Manager II
Information Technology 1.0 $63/hour $67/hour
Supervisor
Principal Information 1.0 $61/hour $65/hour
Systems Analyst
Senior Application 1.0 $51/hour $54/hour
Developer
Total Salary 4.0 $246 $260
Hourly Rate
Total Employee $119 $125
Benefits Hourly Rate
Total Salaries & $365 $385
Employee Benefits
Hourly Rate
Consultant Average $91 $96
Hourly Rate
(Total S&EB Rate/4)
Contract Year $23,040
Maximum Total (240 Hours)
*For the Contract Year April 1, 2019 thru March 31, 2020, two (2) Fiscal Periods are spanned. The maximum contract
sum/budget for April 1, 2019 thru March 31, 2020 contract period is $23,040 (240 hours X $96). Amount invoiced will
be based on the Consultant Average Hourly Rate of the applicable fiscal year when service was rendered, in addition to
any travel expenses, inclusive of lodging, transportation costs, airfare, and per diem sums incurred by Consultants in
accordance with cost reimbursement guidelines applicable within LA DCFS.
** Dollar amounts are rounded to nearest dollar.