Request for Qualifications â Healthy Schools RFQ - County of Sonoma

COUNTY OF SONOMA 

DEPARTMENT OF HEALTH SERVICES 

Rita Scardaci, PHN, MPH – Director 

Date: January 17, 2013 

To: All Sonoma County Elementary Schools with at least 50% of the student population 

qualifying for the Free and Reduced Priced Meal Program (FRPM) 

From: County of Sonoma, Department of Health Services 

REQUEST FOR QUALIFICATIONS 

The Sonoma County Department of Health Services (Department, DHS) announces the release 

of a request for qualifications (RFQ) for elementary schools in Sonoma County interested in 

implementing the SNAP-Ed Nutrition Education Program. This RFQ complies with all funding 

source recommendations and requirements. 

The Department reserves the right to issue an award under this RFQ to a single or multiple 

individuals or firms, at its sole discretion. If the Department determines that no proposer meets 

the requirements of this RFQ, the Department, at its sole discretion, reserves the right to reject all 

proposals. The Department may award all, or a portion thereof, of services at its sole discretion. 

More information about the County’s purchasing policies can be found on: 

http://www.sonoma-county.org/purchasing/selling.htm 

Qualifications Due: February 19, 2013 3:00 PM 

Responses to this RFQ must be received on or before February 19, 2013. Proposers may submit 

(1) electronic copy of the full responses via email OR one (1) original hard copy of the full 

responses. Electronic copy proposals shall be submitted to: PreventionInfo@sonoma-county.org. 

Hard copy responses must be enclosed in a sealed envelope or package and clearly marked 

“Department of Health Services, HPPE, Healthy Schools RFQ” and submitted to the address 

below. Responses are due on or before 3:00pm on February 19, 2013. Any responses received 

after that time and date may, at the County’s sole discretion, be deemed non-responsive. 

Sarah Underwood 

Sonoma County Department of Health Services 

Health Policy, Planning & Evaluation Division 

490 Mendocino Ave., Suite 202 

Santa Rosa, CA 95401 

Rev. Oct. 2011 Page 1 of 73

Pre-Application Support Call (90-minute conference call) 

Potential applicants may participate in pre-application conference calls for information on this 

RFQ. The calls will be held on January 24, 2013 at 3:30pm. The conference call can be 

accessed by calling (707) 565-7582. Please note that participation is limited to 30 callers. 

Questions pertaining to this RFQ may be submitted prior to the Pre-Application Support Call via 

email by 12:00pm on January 22, 2013 to: PreventionInfo@sonoma-county.org 

When the County has completed its review of the questions, all questions and answers will be e- 

mailed to school representatives that were originally sent the RFP, including individuals that 

submitted questions, and will be posted on the Request for Proposals/Request for Qualifications 

page on the County’s purchasing web page on or before January 28, 2013: 

http://www.sonoma-county.org/purchasing/rfps.htm 

PROJECT BACKGROUND 

The Sonoma County Department of Health Services (DHS) is soliciting request for qualifications 

from schools to assist with the implementation of the following project: 

SNAP-Ed Nutrition Education: The Supplemental Nutrition Assistance Program- 

Education (SNAP-Ed) is a comprehensive public health nutrition program to promote the 

2010 Dietary Guidelines, increase fruit and vegetable consumption, and increase physical 

activity among the SNAP eligible population. Selected proposers will implement 

classroom nutrition education as described in the Attachment B: SNAP-Ed Scope of 

Work. 

Supplemental Nutrition Assistance Program-Education (SNAP-Ed) 

In May 2012, California’s Departments of Public Health (CDPH) released a Funding Application 

Packet (FAP) inviting Local Health Departments and Local Health Jurisdictions (LHJs) to 

receive funding from the Network to implement comprehensive Supplemental Nutrition 

Assistance Program-Education (SNAP-Ed) programs for the 2013 Federal Fiscal Year (October 

1, 2012 – September 30, 2013). California’s SNAP-Ed Plan is funded federally by the United 

States Department of Agriculture (USDA) and administered at the state level by the CDPH’s 

Network for a Healthy California (Network). The SNAP-Ed program is intended to provide 

nutrition education and obesity prevention to low-income households. 

As the local lead health agency, the County of Sonoma’s Department of Health Services (DHS) 

will coordinate implementation of countywide, multi-level nutrition education interventions to 

SNAP-eligible families as described in the Scope of Work (SOW) located at the following 

address: www.cdph.ca.gov/programs/cpns/Pages/Network-LHD-FAP2013.aspx. The SOW must 

be implemented in accordance with the allowable services outlined in the USDA SNAP-Ed Plan 


Guidance located at the following link: www.nal.usda.gov/fsn/Guidance/FY2013SNAP- 

EdPlanGuidance.pdf. The 2013 guidelines reflect the public health program approaches deemed 

allowable in the Healthy Hunger Free Kids Act of 2010 (S. 3307; PL 111-296). Specific CDPH 

guidelines for program administration can be found at: 

www.cdph.ca.gov/programs/cpns/Pages/ProgramLetters.aspx and 

www.cdph.ca.gov/programs/cpns/Pages/GuidelinesManual.aspx. 

The goal of the SNAP-Ed Program in California is to “empower and enable SNAP-Ed 

participants to select healthy foods and beverages and increase physical activity through nutrition 

education, social marketing and environmental supports.” 

The LHJ funding opportunity is a result of CDPH's planning process to maximize the health 

impact for low-income populations. 

PROJECT SCOPE 

If a proposer is selected, it is anticipated that the selected proposer will be responsible for 

assisting with the implementation of the SNAP-Ed Nutrition Education project. Please see 

Attachment B for the SNAP-Ed scope of work, which outlines the activities, responsible party, 

deliverables, and timeframe for the project. 

TERM OF AGREEMENT 

The term of agreement for the SNAP-Ed Nutrition Education project will be from August 2013 

through June 2016. The total funding available for the SNAP-Ed Nutrition Education is up to 

$98,172 per school for the term of the agreement. 

PLEASE NOTE: SNAP-Ed Nutrition Education funding is subject to an annual appropriation 

by the U.S. Department of Agriculture and the availability of funds as determined by the 

California Department of Public Health. If full funding is not available, DHS will either cancel 

the resulting agreement or amend it to reflect reduced funding and reduced activities. 

The Department will be responsible, at its sole discretion, for issuing awards under this RFQ. 

Funding will be distributed directly by the Department subject to County policies and 

procedures. 

DESIRED QUALIFICATIONS 

The Department seeks Sonoma County schools with proven expertise and experience in 

delivering public health and wellness programs. Desired qualifications include: 

1. Elementary school located in Sonoma County 

2. At least 50% of the student population qualifying for the Free and Reduced Priced Meal 

Program (FRPM) 

3. Existing wellness committee or ability to convene a wellness committee 


4. Ability to secure school board, administrative, teacher, and nutrition services support for 

program(s) selected 

5. Ability to work collaboratively with partners and stakeholders 

REQUIREMENTS OF THE STATEMENT OF QUALIFICATIONS 

Please complete the Statement of Qualifications Survey (Attachment A) and submit it with your 

application. Also, provide a brief response to each of the following questions. Limit your 

response to these questions to a total of two (2) typed pages. 

1. What are the key factors to consider when implementing a school-wide health or wellness 

program? If applicable, please provide examples. 

2. Describe how your school will secure administrative, teacher, and nutrition services staff 

support for program implementation. 

3. What relationship do you see your wellness committee having with the program(s)? 

4. Describe your experience building and maintaining collaborative partnerships with other 

organizations and agencies. 

ADDITIONAL REQUIRED INFORMATION 

1. Cover Letter 

Provide a cover letter that includes the following: 1) confirmation of acceptance of the 

terms of the agreement (Attachment D), including the provision of required insurance 

endorsements (Attachment E), Department of Public Health (CDPH) Special Terms and 

Conditions (Attachment F), CDPH Additional Provisions (Attachment G), and CDPH 

Travel Reimbursement Information (Attachment H) ; or submit requested revisions; 2) 

the proposer’s name or DBA, full mailing address, e-mail address, telephone number, and 

the name of the primary contact person; and 3) the name, title and organization of the 

individual authorized to bind contract with the County of Sonoma, and if applicable. 

2. Firm Description 

Provide a description of the firm, IRS status, number of years in business, its core 

competencies, list of board of directors, officers and their term, current year budget, 

organizational funding by source (including percentage of budget funded by the Sonoma 

County Department of Health Services), a list of all contracts in effect with the County of 

Sonoma, and a copy of the most recent independent financial audit, articles of 

incorporation, and bylaws. 

4. Key Personnel 

Identify the key personnel and their back-ups that will be assigned to the program. 

5. Quality Control 


Describe the level of quality control that you recommend for this program. What 

characteristics define this level of quality? 

6. Proposed Approach 

Describe your approach to accomplish the work specified in the Project Scope section of this 

RFQ. The response should include: 

(i) Project organization and staffing; complete the responsibility column of the 

proposed scope of work(s) in Attachment B. 

(ii) Estimated budget for proposed project(s), including key personnel, rates, and 

operating expenses; use the budget template(s) located in Attachment C. 

7. Billing Rates 

Provide a copy of the current hourly billing rates. 

8. Other 

Provide any other information regarding your qualifications that you feel is appropriate 

for consideration for this specific program or your particular services. 

EVALUATION AND SELECTION CRITERIA 

Proposals will be reviewed by the Department and evaluated using the following criteria 

(note that there is no value or ranking implied in the order of this list): 

1. Demonstrated ability to perform the services described. 

2. Proposed budget and staffing. 

3. Proposed approach to project. 

4. Completeness of proposal. 

5. Ability to implement multiple programs at one school site to support a more 

comprehensive approach. 

6. Any other criteria deemed relevant to evaluation at Department’s sole discretion. 

TENTATIVE SELECTION SCHEDULE 

January 17, 2013 

January 24, 2013 @ 3:30PM 

January 28, 2013 

February 19, 2013 3:00 PM 

Issue RFQ 

Pre-Application Support Call 

Response to questions 

Statement of Qualifications due 


February 20-22, 2013 

February 28, 2013 

March 7, 2013 

March 7-April 30, 2013 

Responses evaluated 

Issue Notice of Intent to Award 

Protest period expires 

Contract negotiation and execution 

(subject to change without notice to proposers) 

GENERAL INFORMATION 

1. Rights and Regulations 

The Department reserves the right to accept any proposal and to negotiate an 

agreement with any proposer. The successful proposer will be required to comply 

with all applicable equal opportunity laws and regulations. 

The Department reserves the right to reject any or all proposals or to waive any 

defect or irregularity in a proposal. The Department further reserves the right to 

award an agreement to the proposer or proposers that, in the Department’s 

judgment, best serves the needs of Sonoma County. All proposers submit their 

responses to this RFQ to the Department with the understanding that the 

Department’s selection is final. Upon submission, all proposals shall be treated as 

confidential documents until the selection process is completed. Once the 

selections are made, and the applicable protest period is exhausted, all proposals 

shall be deemed public record. In the event that a proposer desires to claim 

portions of its proposal exempt from disclosure, it is incumbent upon the proposer 

to clearly identify those portions with the word “Confidential” printed on the top 

right hand corner of the page. The Department will consider a proposer’s request 

for exemptions from disclosure; however, the Department, with advice from 

County Counsel, will make a decision based upon applicable laws. An assertion 

by a proposer that the entire proposal, or large portions, is exempt from disclosure 

will not be honored. 

2. Pre-contractual Expenses 

Neither the County nor the Department shall be liable for any pre-contractual 

expenses incurred by the proposer or selected contractor or contractors. The 

County and the Department shall be held harmless and free from any and all 

liability, claims, or expenses whatsoever incurred by, or on behalf of, any person 

or organization responding to this RFQ. 

3. Alternatives 

If proposers take exception or make alterations to any requirement of the RFQ, 

alternatives must be submitted as separate proposals and so noted on the cover of 

the proposal. The Department reserves the right to consider such alternative 

proposals, and to award an agreement based thereon if it is determined to be in the 

County’s best interest and such proposal satisfies all minimum qualifications 


specified in the RFQ. Proposers must indicate in the cover letter that the proposal 

offers an alternative to the RFQ. 

4. Lobbying 

Any party submitting a proposal or a party representing a proposer shall not 

influence or attempt to influence any member of the Board of Supervisors, or any 

employee of the County of Sonoma, with regard to the acceptance of a proposal. 

Any party attempting to influence the RFQ process through ex-parte contact may 

be subject to rejection of their proposal at the Department’s sole discretion. 

5. Agreement 

Proposers shall be willing to provide the required insurance and accept the terms 

of the Agreement. A sample of the Agreement is included as Attachment D. With 

few exceptions, the general terms will not be negotiated. Indemnification 

provisions in the Agreement, will not be negotiated. Proposers must include in the 

cover letter a statement as to their willingness to sign an agreement with the 

existing contractual language. Statements must include specifics as to any 

contractual language the proposer wishes to change. Please note that any 

exceptions or changes to the Agreement may constitute grounds to reject the 

proposal. Please note that if you submit a proposal that does not address 

exceptions to the agreement you are accepting all terms and conditions contained 

therein. False, incomplete, or unresponsive statements in a proposal may be 

sufficient cause for its rejection at the Department’s sole discretion. 

DURATION 

All proposals will remain in effect and legally binding for at least ninety (90) days. 

CANCELLATION OF INTENT TO AWARD 

Time is of the essence in awarding the agreement(s). The County reserves the right to 

cancel any intent to award and proceed with the award to other contractors if any selected 

contractor has not signed the agreement within two weeks after the notification of intent of 

award. 

PROTEST PROCESS 

Any and all protests must be in writing and must comply with the timelines and 

procedures set forth at: http://www.sonoma-county.org/purchasing/selling.htm 


Statement of Qualifications Survey 

Attachment A 

Please answer the following questions, submitting one survey per school for which you 

are submitting a proposal. Your responses will provide the review committee with 

information on your school’s capacity and interest in implementing components of the 

identified program(s). Submit the completed survey with your application. 

1. What is the name and address of the school for which you are submitting a proposal? 

__________________________________________________________________ 

2. How many students are currently enrolled at the school? 

____________________ 

3. How many Latino/Hispanic students are currently enrolled at the school? 

____________________ 

4. How many students are eligible for the Federal Free and Reduced Priced Meal 

Program? ____________________ 

5. Is your school currently participating in programs aimed at increasing physical 

activity, decreasing calorie consumption, or increasing fruit and vegetable 

consumption among school-aged children and perhaps their families? 

The HEAL Zone Project 

Healthy for Life 

Network for a Healthy California 

Safe Routes to School 

Other: _____________________________________________________ 



Attachment A 

6. Does your school/district have a wellness policy that 

includes language on nutrition and physical activity? 

YES 

NO, but 

we have in 

the past 

NO, but we are 

interested in 

this activity 

NO, we 

are not 

interested 

7. Does your school/district have a wellness committee that 

meets regularly? 

8. Does your school provide Harvest of the Month 

education in the classroom? 

(www.harvestofthemonth.cdph.ca.gov) 

9. Does your school provide Harvest of the Month 

education in the cafeteria? 

(www.harvestofthemonth.cdph.ca.gov) 

10. Does your school provide classroom education to reduce 

consumption of sugar-sweetened beverages (e.g. 

Rethink Your Drink)? 

11. Does your cafeteria participate in farm to school (i.e. 

securing produce or food products from local producers 

and/or distributers)? 

12. Does your school meet state requirements for providing 

free, fresh drinking water during meal times in school 

food service areas? 

(www.cde.ca.gov/ls/nu/he/water.asp) 

13. Does your school currently implement a Safe Routes to 

School program to promote students walking/bicycling 

to and from school? 

14. Does your school have worksite wellness policies and/or 

programs in place? 

15. How many teachers at your school are currently teaching 

each grade (grades K-6)? 

Kindergarten 

First 

Second 

Third 

Fourth 

Fifth 

Sixth 



Attachment A 

16. How many students are currently enrolled in each grade 

(grades K-6) at your school? 

Kindergarten 

First 

Second 

Third 

Fourth 

Fifth 

Sixth 


SNAP-Ed Scope of Work 

August 1, 2013 – September 30, 2016 

Attachment B 

GOAL 1: 

Objective 1: 

The target population (Supplemental Nutrition Assistance Program-Education (SNAP-Ed)/Nutrition Education and Obesity 

Prevention (NEOP) participants and those eligible up to 185% Federal Poverty Level (FPL)) is empowered and enabled to select 

healthy foods and beverages and increase physical activity through nutrition education, social marketing and environmental 

supports. 

School will increase nutrition education and physical activity opportunities and social marketing strategies that increase access 

and consumption of healthy food and beverages on campus. 

Activities 

1. Attend SNAP-Ed project meetings and Community Activity and Nutrition Coalition 

(CAN-C) Healthy Students Subcommittee meetings, as needed, to strategically 

implement the County of Sonoma’s Department of Health Services (DHS) scope of 

work. 

Responsible 

Party 

Timeframe 

Aug 2013 – 

Sept. 2016 

Deliverables 

Record of 

participation 

2. Annually, attend up to two Network-sponsored meetings, trainings and conferences 

regionally and/or in Sacramento that may include the following: Community 

Engagement trainings, Regional Network Collaborative meetings, Networksponsored 

state and/or regional trainings and any other non-Network sponsored 

trainings that have been pre-approved by State Program Managers. 

Aug 2013 – 

Sept. 2016 

Copies of agendas, 

record of 

participation 

3. Use the United States Department of Agriculture (USDA) regulations and guidelines 

to ensure all activities are allowable and appropriately documented. 

- http://www.nal.usda.gov/fsn/Guidance/FY2013SNAP-EdPlanGuidance.pdf 

Aug 2013 – 

Sept. 2016 

Documents (on file) 

4. Comply with the Network Guideline Manual and Program Letter updates. 

- http://www.cdph.ca.gov/programs/cpns/Pages/ProgramLetters.aspx 

- http://www.cdph.ca.gov/programs/cpns/Pages/GuidelinesManual.aspx 

Aug 2013– 

Sept. 2016 

Documents (on file) 

5. Establish commitment of support for nutrition education interventions, wellness 

policy expansion, and staff development from school staff, administration, nutrition 

services, parents, and school board to increase healthy food and beverage access and 

increase opportunities for physical activities throughout the day. 

Aug 2013– 

Sept. 2016 

Record of activities 

and communications 

on file 




Attachment B 

Activities 

6. Recruit, hire and/or assign a School Wellness Coordinator, teacher liaison(s), and/or 

food service staff to coordinate the grant and ensure school meets required activities 

and report outcomes. 

Responsible 

Party 

Timeframe 

Aug 2013– 

Oct. 2013 

Deliverables 

Staff assignment/Job 

description 

7. Work with SNAP-Ed staff to set up a tracking system to collect data on the nutrition 

education obesity prevention interventions at school site. 

Aug 2013– 

Sept. 2016 

EARS/ATF 

8. Work with SNAP-Ed staff to conduct evaluation. Aug 2013– 

Sept. 2016 

9. Assist SNAP-Ed staff with disseminating and collecting school wellness assessments 

April: 

at the end of every academic year from principals, food service, teachers and 

2014 

wellness committee representative. 

2015 

2016 

Report on evaluation 

results 

Annual school 

wellness assessment 




Attachment B 

Objective 2: School will increase the number of robust wellness policy provisions adopted by the school and/or district to improve eating and 

physical activity environments of the school. 

Activities 

1. Communicate current school wellness policies to parents, students, teachers and other 

staff throughout the school year. 

2. Staff will provide technical support to classroom teachers, child nutrition personnel, 

administrators on school wellness policy updates that support the nutrition education 

obesity prevention messages. 

3. Convene and attend district wellness committee meetings which will meet at least 

three times per school year (at least one in the fall and at least two in the 

winter/spring) to establish school wellness plan for implementing, updating and/or 

measuring programs and policies. 

4. Involve parents, students, school board, school administrators, and school nutrition 

services in developing, identifying, and/or modifying school/district wellness policies 

that may include, but are not limited to, the following: 

• Healthy breakfast and lunches 

• Harvest of the Month 

• Cafeteria water stations 

• Structured nutrition and physical activity classroom education 

• Farm to school 

• School Garden and Garden to Cafeteria 

• School salad bars 

• Healthy food procurement (i.e. vending machines, fundraisers, events) 

• Competitive food standards 

Person 

Responsible 

Timeline 

Aug 2013 – 

Sept. 2016 

Aug 2013 – 

Sept. 2016 

Aug 2013 – 

Sept. 2016 

Aug 2013 – 

Sept. 2016 

Deliverables and 

Outcomes 

Summary of 

communication 

efforts 

Log of technical 

support 

District Wellness 

Committee minutes 

Modified school 

wellness policies 

5. Recommend adoption of new or updated school/district wellness policies to the 

School Board. 

Aug 2015 – 

June 2016 

Board minutes 

Adopted policy 




Attachment B 

Objective 3: School will integrate Harvest of the Month (HOTM) program into child nutrition services. 

Activities 

1. Work with the Network for Healthy California to train school nutrition services staff 

on nutrition education, food safety, and Harvest of the Month. 

Person 

Responsible 

Timeline 

Annually: Aug 

– Sept 


Outcomes 

Training sign-in 

sheet 

2. Create breakfast and lunch meals and salad bars that incorporate, as much as 

possible, HOTM featured produce each month. 

3. Display educational and promotional materials in the cafeteria to promote HOTM 

each month. 

4. Promote HOTM featured produce each month by providing teachers, parents, and 

students with educational materials (e.g. newsletters, menu slicks, posting on school 

website, etc.). 

Aug 2013 – 

Sept. 2016 

Aug 2013 – 

Sept. 2016 

Aug 2013 – 

Sept. 2016 

School breakfast, 

lunch and salad bar 

menus will reflect 

incorporation of 

HOTM produce 


cafeteria 

promotional 

materials 


communication 


5. Coordinate with child nutrition services staff, teachers and/or in-class insturctors at 

the beginning of each semester to determine the best days and times to pick up 

prepared HOTM produce for in-class nutrition education. 

Aug 2013 – 

Sept. 2016 

HOTM school 

schedule 

6. Provide prepared HOTM produce for 2 nd -5 th grade classrooms each month. Aug 2013 – 

Sept. 2016 

HOTM school 

schedule 




Attachment B 

Objective 4: All 2 nd -5 th grade teachers will provide students with 30 minutes of structured classroom-based nutrition and physical activity education 

curriculum twice a month. 

Activities 

1. Collaborate with DHS, Network for a Healthy California, teachers and other partners 

to identify best-practice curriculum (e.g., Harvest of the Month, PowerPlay, Rethink 

Your Drink, Dairy Council) and develop a program for 2 nd - 5 th graders. 

Person 

Responsible 

Timeline 

Aug 2013 – 

Dec. 2013 


Outcomes 


collaboration effort 

2. Coordinate the review of any newly proposed curriculum. Aug 2013 – 

Dec. 2013 

3. Obtain posters, recipes, materials and food supplies to conduct nutrition education and 

Aug 2013 – 

tasting demonstrations for students, including one HOTM classroom tasting each month. 

Sept 2016 

(Note: All nutrition education materials, including curricula, must be approved by the Network 

prior to use and distribution. DHS staff will coordinate the approval process and will purchase 

educational materials, displays/models, and equipment for all contractors. DHS will also provide 

duplication and printing of materials, as needed.) 

5. Train 2 nd -5 th grade teachers/in-class instructors to provide nutrition education to 

students, including Harvest of the Month. 

6. Provide nutrition education to students in grades 2 nd -5 th , including monthly HOTM 

tastings. 

7. Coordinate the distribution of a mid-year survey to teachers to assess nutrition 

education implementation. 

8. Partner with DHS to set-up teacher focus groups to assess implementation and plan for 

teachers to conduct in-class education the following year. 

9. Coordinate the distribution of the school wellness assessment to the teachers, who will 

comment on nutrition education and physical activity education. 

Aug 2013 

Aug 2014 

Aug 2015 

Aug 2016 

Sept 2013 – 

May 2016 

Dec 2013 

Dec 2014 

Dec 2015 

Apr-May 2014 

Apr-May 2015 

Apr-May 2016 

April 2014 

April 2015 

April 2016 


curriculum review 

Invoice records (on 

file) 

List of materials 

provided with dates 

Intern schedule 

HOTM produce 

order 

Completed midyear 

surveys 

Focus group 

schedule 

School wellness 

assessment 




Attachment B 

Objective 5: School will institutionalize a parent education program to promote school/district wellness policies (i.e. healthy school parties or 

events, healthy fundraisers, healthy snacks, etc.). 

Activities 

1. Inform and engage parents on classroom and afterschool nutrition education obesity 

prevention interventions and campaigns, and provide the results of the school 

wellness assessment (e.g., during school and afterschool events such as Back-to- 

School nights, Open House, health fairs, PTA meetings). 

Person 

Responsible 

Timeline 

Aug 2013 – 

Sept. 2016 

2. Recruit parents to serve on school/district wellness committees. Aug 2013 – 

Sept. 2016 


Outcomes 

Log of meetings 

and activities 

completed 

ATF 


recruitment efforts 

3. If applicable, provide space for community partners to conduct parent nutrition 

education workshops. 

4. Provide educational materials to parents, based on selected parent forums topics or 

classroom education (e.g. Rethink Your Drink, Harvest of the Month, MyPlate, 

healthy cooking). 

Aug 2013 – 

Sept. 2016 

Aug 2013 – 

Sept. 2016 

Schedule of parent 

forums 


communication 





Attachment B 

Objective 6: School will implement trainings and strategies to increase nutrition education and access and consumption of healthy foods. 

Activities 

1. Coordinate with DHS and other partners to prepare nutrition education obesity prevention 

trainings at the school site. Training topics must include the following: 

Person 

Responsible 

Timeline 

Aug 2013 – 

Sept. 2016 

Deliverables 

Log of trainings 

conducted 

a. Orientation to the Network program, the results of the school wellness assessment and 

how it relates to the school or district wellness policy, including information on new 

or updated policies or provisions. 

Training materials 

ATF 

b. Utilizing Harvest of the Month and Farmer of the Month materials in the classroom, 

afterschool programs, parent education, and in the cafeteria (e.g. posters, displays, 

Farm to School/Harvest of the Month workbooks). 

c. Effective nutrition education resources and strategies including but not limited to: 

Harvest of the Month, ReThink Your Drink, Children’s PowerPlay! Campaign, Dairy 

Council materials, garden-based nutrition education, integrating physical activity, 

food safety, and how to conduct cooking lessons and food demonstrations. Trainings 

will include model teaching strategies, lessons, and best practices. 

Additional training topics may include: 

d. Information on promotion of evidence based physical activity programs and how they 

can be linked with nutrition education (e.g. Sports, Play, and Active Recreation for 

Kids (SPARK) and Coordinated Approach to Child Health (CATCH)). 

e. Creating a healthy school environment (e.g. healthy school parties or events, healthy 

school fundraisers, not using food for rewards, recess before lunch). 




Attachment B 

2. Collaborate and coordinate with DHS, school administration, teachers, school wellness 

committee, parent organizations, after school administrators, child nutrition services, and 

community partners. Promote implementation of strategies to increase access and 

consumption of healthy foods which may include, but are not limited to, the following: 

a. Actively engage local farmers and growers to establish a Farm to School program 

and provide Harvest of the Month produce items in the school cafeterias. 

b. Develop a school gardening project that includes garden-base nutrition education. 

c. Provide information and training to school food service and schools on how to make 

use of garden grown produce in school cafeterias. 

d. Support implementation of salad bars at school sites. 

e. Support implementation of healthy food procurement policies in vending machines, 

fundraiser activities, school events. 

f. Encourage participation in Child and Adult Care Food Program (CACFP) snack and 

meal programs in afterschool programs. 

g. Promote implementation of healthy food and beverage standards for competitive 

foods at schools and afterschool sites. 

h. Encourage implementation of marketing strategies to increase healthier food 

selection and consumption. 

Aug 2013 – 

Sept. 2016 

Collaboration Log 

Copy of districts 

updated wellness 

policy (if 

applicable) 

Success story 


SNAP-Ed Budget and Budget Justification 


Attachment C 

Proposers must provide a SNAP-Ed budget (not to exceed $2,665 for FFY 2013, $36,580 for FFY 2014, $31,535 for FFY 2015, and $27,392 

FFY 2016, for a maximum total of $98,172 per school) and budget justification needed to accomplish the work. Please provide a detailed and 

itemized cost proposal to complete this project, including but not limited to the title, full time equivalent (FTE), rate per hour and estimated 

number of hours for all personnel, operating costs, and indirect costs. The amounts listed below for Travel-Annual Network Conference, Travel – 

Network Trainings, and Evaluation and Assessment are non-negotiable. All other amounts are negotiable. 

PERSONNEL 

Budget 

Hourly 

Rate Hrs FFY 2013 Hrs FFY 2014 Hrs FFY 2015 Hrs FFY 2016 

Aug 2013 – Oct 2013 – Oct 2014 – Oct 2015 – 

Sept 2013 

Sept 2014 

Sept 2015 Sept 2016 

Personnel Subtotal 

Fringe Benefits @ __% 

(No more than 25% of Personnel) % 

TOTAL PERSONNEL 

NON-PERSONNEL / OPERATING EXPENSES 

Travel – Annual Network Conference in Sacramento $0 $287 $0 $287 

Travel - Network Trainings in Sacramento $134 $267 $267 $267 

Travel – Mileage ($0.555 per mile) $24 $141 $141 $141 

Office Supplies $100 $1,200 $1,200 $1,200 




Attachment C 

OTHER COSTS 

TOTAL NON-PERSONNEL 

Evaluation and Assessment $0 $720 $720 $720 

Supplies – Harvest of the Month $0 

TOTAL OTHER COSTS 

TOTAL DIRECT COSTS 

(Personnel + Non-Personnel + Other Costs) 

Indirect Costs @ __ % 

(Based on indirect cost certification - 

no more than 25%.) % 

TOTAL BUDGET 




Attachment C 

Budget Justification 

PERSONNEL 

Positions and position descriptions 

(Instructions: the following duties must be assigned to at least one staff person, such as teachers, teacher’s aide, school wellness coordinator, 

food services staff. Additional duties may be added, as needed.) 

• Develop and/or update of school or district wellness policy. 

• Promote implementation of strategies to increase access and consumption of healthy foods. 

• Participate in Network sponsored webinars, trainings, teleconferences, and conferences (as needed), Wellness Committees, and monthly 

Healthy Students Subcommittee meetings. 

• Schedule and train teachers on classroom nutrition education interventions, campaigns and resources. 

• Assists with planning and preparing healthy food taste tests in the school setting in conjunction with classroom based nutrition education 

intervention. 

• Work with teachers to increase student, teacher and parent knowledge of the importance of consuming more servings of fruits and 

vegetables and being active daily. 

• Inform and engage parents. 

• Distribute nutrition education materials. 

• Compile documentation on taste testing activities and all reporting required for nutrition grants. In some cases, supervises staff that carry 

out activities. 

• Assist with evaluation and assessment efforts. 

NON-PERSONNEL / OPERATING EXPENSES 

Travel – Annual Network Conference in Sacramento: $574 

For one staff to attend the Annual Network Conference in Sacramento up to two (2) days. Mileage reimbursement rate is set at $0.555/mile. 

• FFY 2013: $0 (No conference) 

• FFY 2014: $287 ( $40 / day x 1 staff + $96 = $84 x 1 night/1 staff + $12 tax + $115 = 206 miles RT x $0.555 x 1 car+ $36= $18 / day 

parking x 2 days ) 

• FFY 2015: $0 (No conference) 

• FFY 2016: $287 ( $40 / day x 1 staff + $96 = $84 x 1 night/1 staff + $12 tax + $115 = 206 miles RT x $0.555 x 1 car+ $36= $18 / day 

parking x 2 days ) 




Attachment C 

Travel –Network Trainings in Sacramento: $935 

For one staff to attend Network-Sponsored Skills Trainings in Sacramento, such as facilitation, sustainability, and program delivery trainings. 

Mileage reimbursement rate is set at $0.555/mile. 

• FFY 2013: $134 ($208.1 miles round trip x 1 meetings x $0.555 cents + $18 parking for one car) 

• FFY 2014: $267 ($231=208.1 miles round trip x 2 meetings x $0.555 cents + $36= parking for one car ($18 daily fee x 2 days) 

• FFY 2015: $267 ($231=208.1 miles round trip x 2 meetings x $0.555 cents + $36= parking for one car ($18 daily fee x 2 days) 

• FFY 2016: $267 ($231=208.1 miles round trip x 2 meetings x $0.555 cents + $36= parking for one car ($18 per daily fee x 2 days) 

Travel – Mileage: $447 

Mileage for travel for staff to attend team meetings, local trainings, meeting with stakeholders, community forums, conduct site visits & TBD. 

Mileage reimbursement rate is set at $0.555/mile. 

• FFY 2013: $24 (21.2 miles / month x 0.555 cents/mile x 2 months) 




Office Supplies: $3,700 

For supplies such as pens, pencils, postage, notepads, paper as needed for nutrition education and promotion activities ($150/month x 12 months). 

• FFY 2013: $100 ($50/month x 2 months) 

• FFY 2014: $1,200 ($100/month x 12 months) 

• FFY 2015 $1,200 ($100/month x 12 months) 

• FFY 2016 $1,200 ($100/month x 12 months) 

Evaluation and Assessment: $ 2,160 

Cost for 2-5 grade teachers providing classroom nutrition and physical activity education to participate in focus groups in Aug and May (12 

teachers x $40 / hour x 1.5 hours / focus group x 2 focus groups). 

• FFY 2013: $0 

• FFY 2014: $720 (6 teachers x $40 / hour x 1.5 hours / focus group x 2 focus groups) 






Attachment C 

Supplies – Harvest of the Month (HOTM): 

Monthly HOTM classroom taste-testing supplies for grades 2-5 (e.g., food, paper towels, napkins, cups, etc.) 

To calculate the amount needed for HOTM each school year, estimate the number of 2 nd , 3 rd , 4 th , and 5 th grade students each school year and use 

the following formula to estimate the amount needed: 

• FFY 2013: $0 (No HOTM lessons in Aug-Sept 2013) 

• FFY 2014: # 2-5 grade students x 9 months (Oct 2013-May 2014 & Sept 2014) x $2.5 per student = $XXXX 

• FFY 2015:# 2-5 grade students x 9 months (Oct 2014-May 2015 & Sept 2015) x $2.5 per student = $XXXX 

• FFY 2016:# 2-5 grade students x 8 months (Oct 2015-May 2016) x $2.5 per student = $XXXX 


Sample: Agreement of Services 

Attachment D 

COUNTY OF SONOMA 

AGREEMENT FOR SERVICES 

This agreement ("Agreement"), dated as of __________, 20__ (“Effective Date”) is by 

and between the County of Sonoma, a political subdivision of the State of California (hereinafter 

"County"), and _______________ (hereinafter "Contractor"). R E C I T A L S 

WHEREAS, Contractor represents that it is a duly qualified 

the preparation of _______________________ and related services; and 

, experienced in 

WHEREAS, in the judgment of the ____________________ , it is necessary and 

desirable to employ the services of Contractor for . 

NOW, THEREFORE, in consideration of the foregoing recitals and the mutual covenants 

contained herein, the parties hereto agree as follows: 

l. Scope of Services. 

A G R E E M E N T 

1.1 Contractor's Specified Services. Contractor shall perform the services described in 

“Exhibit A – Scope of Work” attached hereto and incorporated herein by this reference 

(hereinafter "Exhibit A"), and within the times or by the dates provided for in Exhibit “A” and 

pursuant to Article 7, Prosecution of Work. In the event of a conflict between the body of this 

Agreement and Exhibit A, the provisions in the body of this Agreement shall control. 

1.2 Cooperation With County. Contractor shall cooperate with County and County staff in 

the performance of all work hereunder. 

1.3 Performance Standard. Contractor shall perform all work hereunder in a manner 

consistent with the level of competency and standard of care normally observed by a person 

practicing in Contractor's profession. County has relied upon the professional ability and training 

of Contractor as a material inducement to enter into this Agreement. Contractor hereby agrees to 

provide all services under this Agreement in accordance with generally accepted professional 

practices and standards of care, as well as the requirements of applicable federal, state and local 

laws, it being understood that acceptance of Contractor’s work by County shall not operate as a 

waiver or release. If County determines that any of Contractor's work is not in accordance with 

such level of competency and standard of care, County, in its sole discretion, shall have the right 

to do any or all of the following: (a) require Contractor to meet with County to review the quality 

of the work and resolve matters of concern; (b) require Contractor to repeat the work at no 

additional charge until it is satisfactory; (c) terminate this Agreement pursuant to the provisions 

of Article 4; or (d) pursue any and all other remedies at law or in equity. 

1.4 Assigned Personnel. 

a. Contractor shall assign only competent personnel to perform work hereunder. In the 

event that at any time County, in its sole discretion, desires the removal of any person 

or persons assigned by Contractor to perform work hereunder, Contractor shall 

Rev. Oct. 2011 

Page 28 of 73


Attachment D 

remove such person or persons immediately upon receiving written notice from 

County. 

b. Any and all persons identified in this Agreement or any exhibit hereto as the project 

manager, project team, or other professional performing work hereunder are deemed 

by County to be key personnel whose services were a material inducement to County 

to enter into this Agreement, and without whose services County would not have 

entered into this Agreement. Contractor shall not remove, replace, substitute, or 

otherwise change any key personnel without the prior written consent of County. 

c. In the event that any of Contractor’s personnel assigned to perform services under 

this Agreement become unavailable due to resignation, sickness or other factors 

outside of Contractor’s control, Contractor shall be responsible for timely provision 

of adequately qualified replacements. 

2. Payment. For all services and incidental costs required hereunder, Contractor shall be paid in 

accordance with the following terms: 

For all services and incidental costs required hereunder, Contractor shall be paid on a time and 

material/expense basis in accordance with the budget set forth in Exhibit [A/B/C] , provided, 

however, that total payments to Contractor shall not exceed $_____________________, without 

the prior written approval of County. Contractor shall submit its bills in arrears on a monthly 

basis in a form approved by County's Auditor and the Head of the County Department receiving 

the services. The bills shall show or include: (i) the task(s) performed; (ii) the time in quarter 

hours devoted to the task(s); (iii) the hourly rate or rates of the persons performing the task(s); 

and (iv) copies of receipts for reimbursable materials/expenses, if any. Expenses not expressly 

authorized by the Agreement shall not be reimbursed. 

Unless otherwise noted in this agreement, payments shall be made within the normal course of 

county business after presentation of an invoice in a form approved by the County for services 

performed. Payments shall be made only upon the satisfactory completion of the services as 

determined by the County. 

Pursuant to California Revenue and Taxation code (R&TC) Section 18662, the County shall 

withhold seven percent of the income paid to Contractor for services performed within the State 

of California under this agreement, for payment and reporting to the California Franchise Tax 

Board, if Contractor does not qualify as: (1) a corporation with its principal place of business in 

California, (2) an LLC or Partnership with a permanent place of business in California, (3) a 

corporation/LLC or Partnership qualified to do business in California by the Secretary of State, 

or (4) an individual with a permanent residence in the State of California. 

If Contractor does not qualify, County requires that a completed and signed Form 587 be 

provided by the Contractor in order for payments to be made. If Contractor is qualified, then the 

County requires a completed Form 590. Forms 587 and 590 remain valid for the duration of the 

Agreement provided there is no material change in facts. By signing either form, the contractor 

agrees to promptly notify the County of any changes in the facts. Forms should be sent to the 




Attachment D 

County pursuant to Article 12. To reduce the amount withheld, Contractor has the option to 

provide County with either a full or partial waiver from the State of California. 

2.1 Overpayment. If County overpays Contractor for any reason, Contractor agrees to return 

the amount of such overpayment to County or at County’s option, permit County to offset the 

amount of such overpayment against future payments owed to Contractor under this Agreement 

or any other agreement. 

3. Term of Agreement. The term of this Agreement shall be from to 

unless terminated earlier in accordance with the provisions of Article 4 below. 

4. Termination. 

4.1 Termination Without Cause. Notwithstanding any other provision of this Agreement, at 

any time and without cause, County shall have the right, in its sole discretion, to terminate this 

Agreement by giving 5 days written notice to Contractor. 

4.2 Termination for Cause. Notwithstanding any other provision of this Agreement, should 

Contractor fail to perform any of its obligations hereunder, within the time and in the manner 

herein provided, or otherwise violate any of the terms of this Agreement, County may 

immediately terminate this Agreement by giving Contractor written notice of such termination, 

stating the reason for termination. 

4.3 Delivery of Work Product and Final Payment Upon Termination. In the event of 

termination, Contractor, within 14 days following the date of termination, shall deliver to County 

all materials and work product subject to Section 9.11 (Ownership and Disclosure of Work 

Product) and shall submit to County an invoice showing the services performed, hours worked, 

and copies of receipts for reimbursable expenses up to the date of termination. 

4.4 Payment Upon Termination. Upon termination of this Agreement by County, Contractor 

shall be entitled to receive as full payment for all services satisfactorily rendered and expenses 

incurred hereunder, an amount which bears the same ratio to the total payment specified in the 

Agreement as the services satisfactorily rendered hereunder by Contractor bear to the total 

services otherwise required to be performed for such total payment; provided, however, that if 

services which have been satisfactorily rendered are to be paid on a per-hour or per-day basis, 

Contractor shall be entitled to receive as full payment an amount equal to the number of hours or 

days actually worked prior to the termination times the applicable hourly or daily rate; and 

further provided, however, that if County terminates the Agreement for cause pursuant to Section 

4.2, County shall deduct from such amount the amount of damage, if any, sustained by County 

by virtue of the breach of the Agreement by Contractor. 

4.5 Authority to Terminate. The Board of Supervisors has the authority to terminate this 

Agreement on behalf of the County. In addition, the Purchasing Agent or 

____________Department Head, in consultation with County Counsel, shall have the authority 

to terminate this Agreement on behalf of the County. 

4.6 Obligations After Termination. The following shall remain in full force and effect after 

termination of this Agreement: (1) Article 5, Indemnification; (2) Section 9.5, Records 




Attachment D 

Maintenance; (3) Section 9.5.1, Right to Audit, Inspect and Copy Records; (4) Section 9.15, 

Confidentiality; and (5) Section 13.5, Applicable Law and Forum. 

4.7 Change in Funding. Contractor understands and agrees that County shall have the right to 

terminate this Agreement immediately upon written notice to Contractor in the event any state 

and/or federal agency and/or other funder(s) reduce, withhold or terminate funding which the 

County anticipated using to pay Contractor for services provided under this Agreement or 

County has exhausted all funds legally available for payments due under this Agreement. 

5. Indemnification. Contractor agrees to accept all responsibility for loss or damage to any 

person or entity, including County, and to indemnify, hold harmless, and release County, its 

officers, agents, and employees, from and against any actions, claims, damages, liabilities, 

disabilities, or expenses, that may be asserted by any person or entity, including Contractor, that 

arise out of, pertain to, or relate to Contractor’s or its agents’, employees’, contractors’, 

subcontractors’, or invitees’ performance or obligations under this Agreement. Contractor agrees 

to provide a complete defense for any claim or action brought against County based upon a claim 

relating to such Contractor’s or its agents’, employees, contractors, subcontractors, or invitees 

performance or obligations under this Agreement. Contractor’s obligations under this Section 

apply whether or not there is concurrent negligence on County’s part, but to the extent required 

by law, excluding liability due to County’s conduct. County shall have the right to select its legal 

counsel at Contractor’s expense, subject to Contractor’s approval, which shall not be 

unreasonably withheld. This indemnification obligation is not limited in any way by any 

limitation on the amount or type of damages or compensation payable to or for Contractor or its 

agents under workers' compensation acts, disability benefits acts, or other employee benefit acts. 

6. Insurance. With respect to performance of work under this Agreement, Contractor shall 

maintain and shall require all of its subcontractors, Contractors, and other agents to maintain 

insurance as described in Exhibit [B/C/D], which is attached hereto and incorporated herein by 

this reference. 

7. Prosecution of Work. The execution of this Agreement shall constitute Contractor's authority 

to proceed immediately with the performance of this Agreement. Performance of the services 

hereunder shall be completed within the time required herein, provided, however, that if the 

performance is delayed by earthquake, flood, high water, or other Act of God or by strike, 

lockout, or similar labor disturbances, the time for Contractor's performance of this Agreement 

shall be extended by a number of days equal to the number of days Contractor has been delayed. 

8. Extra or Changed Work. Extra or changed work or other changes to the Agreement may be 

authorized only by written amendment to this Agreement, signed by both parties. Minor changes, 

which do not increase the amount paid under the Agreement, and which do not significantly 

change the scope of work or significantly lengthen time schedules may be executed by the 

Department Head in a form approved by County Counsel. The Board of Supervisors/Purchasing 

Agent must authorize all other extra or changed work. The parties expressly recognize that, 

pursuant to Sonoma County Code Section 1-11, County personnel are without authorization to 

order extra or changed work or waive Agreement requirements. Failure of Contractor to secure 

such written authorization for extra or changed work shall constitute a waiver of any and all right 

to adjustment in the Agreement price or Agreement time due to such unauthorized work and 




Attachment D 

thereafter Contractor shall be entitled to no compensation whatsoever for the performance of 

such work. Contractor further expressly waives any and all right or remedy by way of restitution 

and quantum meruit for any and all extra work performed without such express and prior written 

authorization of the County. 

9. Representations of Contractor. 

9.1 Standard of Care. County has relied upon the professional ability and training of 

Contractor as a material inducement to enter into this Agreement. Contractor hereby agrees that 

all its work will be performed and that its operations shall be conducted in accordance with 

generally accepted and applicable professional practices and standards as well as the 

requirements of applicable federal, state and local laws, it being understood that acceptance of 

Contractor's work by County shall not operate as a waiver or release. 

9.2 Status of Contractor. The parties intend that Contractor, in performing the services 

specified herein, shall act as an independent contractor and shall control the work and the manner 

in which it is performed. Contractor is not to be considered an agent or employee of County and 

is not entitled to participate in any pension plan, worker’s compensation plan, insurance, bonus, 

or similar benefits County provides its employees. In the event County exercises its right to 

terminate this Agreement pursuant to Article 4, above, Contractor expressly agrees that it shall 

have no recourse or right of appeal under rules, regulations, ordinances, or laws applicable to 

employees. 

9.3 No Suspension or Debarment. Contractor warrants that it is not presently debarred, 

suspended, proposed for debarment, declared ineligible, or voluntarily excluded from 

participation in covered transactions by any federal department or agency. Contractor also 

warrants that it is not suspended or debarred from receiving federal funds as listed in the List of 

Parties Excluded from Federal Procurement or Non-procurement Programs issued by the General 

Services Administration. If the Contractor becomes debarred, Contractor has the obligation to 

inform the County. 

9.4 Taxes. Contractor agrees to file federal and state tax returns and pay all applicable taxes 

on amounts paid pursuant to this Agreement and shall be solely liable and responsible to pay 

such taxes and other obligations, including, but not limited to, state and federal income and FICA 

taxes. Contractor agrees to indemnify and hold County harmless from any liability which it may 

incur to the United States or to the State of California as a consequence of Contractor's failure to 

pay, when due, all such taxes and obligations. In case County is audited for compliance 

regarding any withholding or other applicable taxes, Contractor agrees to furnish County with 

proof of payment of taxes on these earnings. 

9.5 Records Maintenance. Contractor shall keep and maintain full and complete 

documentation and accounting records concerning all services performed that are compensable 

under this Agreement and shall make such documents and records available to County for 

inspection at any reasonable time. Contractor shall maintain such records for a period of four (4) 

years following completion of work hereunder. 




Attachment D 

9.5.1 Right to Audit, Inspect and Copy Records. Contractor agrees to permit County and 

any authorized state or federal agency to audit, inspect and copy all records, notes and writings 

of any kind in connection with the services provided by Contractor under this Agreement, to the 

extent permitted by law, for the purpose of monitoring the quality and quantity of services, 

accessibility and appropriateness of services, and ensuring fiscal accountability. All such audits, 

inspections, and copying shall occur during normal business hours. Upon request, Contractor 

shall supply copies of any and all such records to County. Failure to provide the above noted 

documents requested by county within the requested time frame indicated may result in County 

withholding payments due under this Agreement. In those situations required by applicable 

law(s), Contractor agrees to obtain necessary releases to permit county or governmental or 

accrediting agencies to access patient medical records. 

9.6 Conflict of Interest. Contractor covenants that it presently has no interest and that it will 

not acquire any interest, direct or indirect, that represents a financial conflict of interest under 

state law or that would otherwise conflict in any manner or degree with the performance of its 

services hereunder. Contractor further covenants that in the performance of this Agreement no 

person having any such interests shall be employed. In addition, if requested to do so by County, 

Contractor shall complete and file and shall require any other person doing work under this 

Agreement to complete and file a "Statement of Economic Interest" with County disclosing 

Contractor's or such other person's financial interests. 

9.7 Statutory Compliance. Contractor agrees to comply with all applicable federal, state and 

local laws, regulations, statutes and policies applicable to the services provided under this 

Agreement as they exist now and as they are changed, amended or modified during the term of 

this Agreement. 

9.8 Nondiscrimination. Without limiting any other provision hereunder, Contractor shall 

comply with all applicable federal, state, and local laws, rules, and regulations in regard to 

nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, 

marital status, age, medical condition, pregnancy, disability, sexual orientation or other 

prohibited basis, including without limitation, the County’s Non-Discrimination Policy. All 

nondiscrimination rules or regulations required by law to be included in this Agreement are 

incorporated herein by this reference. 

9.9 AIDS Discrimination. Contractor agrees to comply with the provisions of Chapter 19, 

Article II, of the Sonoma County Code prohibiting discrimination in housing, employment, and 

services because of AIDS or HIV infection during the term of this Agreement and any extensions 

of the term. 

9.10 Assignment of Rights. Contractor assigns to County all rights throughout the world in 

perpetuity in the nature of copyright, trademark, patent, right to ideas, in and to all versions of 

the plans and specifications, if any, now or later prepared by Contractor in connection with this 

Agreement. Contractor agrees to take such actions as are necessary to protect the rights assigned 

to County in this Agreement, and to refrain from taking any action which would impair those 

rights. Contractor's responsibilities under this provision include, but are not limited to, placing 

proper notice of copyright on all versions of the plans and specifications as County may direct, 

and refraining from disclosing any versions of the plans and specifications to any third party 




Attachment D 

without first obtaining written permission of County. Contractor shall not use or permit another 

to use the plans and specifications in connection with this or any other project without first 

obtaining written permission of County. 

9.11 Ownership and Disclosure of Work Product. All reports, original drawings, graphics, 

plans, studies, and other data or documents (“documents”), in whatever form or format, 

assembled or prepared by Contractor or Contractor’s subcontractors, Contractors, and other 

agents in connection with this Agreement shall be the property of County. County shall be 

entitled to immediate possession of such documents upon completion of the work pursuant to 

this Agreement. Upon expiration or termination of this Agreement, Contractor shall promptly 

deliver to County all such documents, which have not already been provided to County in such 

form or format, as County deems appropriate. Such documents shall be and will remain the 

property of County without restriction or limitation. Contractor may retain copies of the abovedescribed 

documents but agrees not to disclose or discuss any information gathered, discovered, 

or generated in any way through this Agreement without the express written permission of 

County. 

9.12 Authority. The undersigned hereby represents and warrants that he or she has authority 

to execute and deliver this Agreement on behalf of Contractor. 

9.13 Sanctioned Employee. Contractor agrees that it shall not employ in any capacity, or 

retain as a subcontractor in any capacity, any individual or entity that is listed on either the 

Suspended and Ineligible Contractor List published by the California Department of Health 

Services, or any list published by the Federal Office of Inspector General regarding the 

sanctioning, suspension or exclusion of individuals or entities from the federal Medicare and 

Medicaid programs. Contractor agrees to periodically review said State and Federal lists to 

confirm the status of current employees, subcontractor and contractors. In the event Contractor 

does employ such individual(s) or entity(s), Contractor agrees to assume full liability for any 

associated penalties, sanctions, loss or damage that may be imposed on County by the Medicare 

or Medicaid programs. 

9.14 Compliance with County Policies and Procedures. Contractor agrees to comply with all 

County policies and procedures as they may relate to services provided hereunder. 

9.15 Confidentiality. Contractor agrees to maintain the confidentiality of all patient medical 

records and client information in accordance with all applicable state and federal laws and 

regulations. This Paragraph 9.15 shall survive termination of this Agreement. 

10. Demand for Assurance. Each party to this Agreement undertakes the obligation that the 

other's expectation of receiving due performance will not be impaired. When reasonable grounds 

for insecurity arise with respect to the performance of either party, the other may in writing 

demand adequate assurance of due performance and until such assurance is received may, if 

commercially reasonable, suspend any performance for which the agreed return has not been 

received. "Commercially reasonable" includes not only the conduct of a party with respect to 

performance under this Agreement, but also conduct with respect to other agreements with 

parties to this Agreement or others. After receipt of a justified demand, failure to provide within 

a reasonable time, but not exceeding thirty (30) days, such assurance of due performance as is 




Attachment D 

adequate under the circumstances of the particular case is a repudiation of this Agreement. 

Acceptance of any improper delivery, service, or payment does not prejudice the aggrieved 

party's right to demand adequate assurance of future performance. Nothing in this Article limits 

County’s right to terminate this Agreement pursuant to Article 4. 

11. Assignment and Delegation. Neither party hereto shall assign, delegate, sublet, or transfer 

any interest in or duty under this Agreement without the prior written consent of the other, and 

no such transfer shall be of any force or effect whatsoever unless and until the other party shall 

have so consented. 

12. Method and Place of Giving Notice, Submitting Bills and Making Payments. All notices, 

bills, and payments shall be made in writing and shall be given by personal delivery or by U.S. 

Mail or courier service. Notices, bills, and payments shall be addressed as follows: 

TO: COUNTY: 

TO: CONTRACTOR: 

When a notice, bill or payment is given by a generally recognized overnight courier service, the 

notice, bill or payment shall be deemed received on the next business day. When a copy of a 

notice, bill or payment is sent by facsimile or email, the notice, bill or payment shall be deemed 

received upon transmission as long as (1) the original copy of the notice, bill or payment is 

promptly deposited in the U.S. mail and postmarked on the date of the facsimile or email (for a 

payment, on or before the due date), (2) the sender has a written confirmation of the facsimile 

transmission or email, and (3) the facsimile or email is transmitted before 5 p.m. (recipient’s 

time). In all other instances, notices, bills and payments shall be effective upon receipt by the 

recipient. Changes may be made in the names and addresses of the person to whom notices are to 

be given by giving notice pursuant to this paragraph. 

13. Miscellaneous Provisions. 

13.1 No Waiver of Breach. The waiver by County of any breach of any term or promise 

contained in this Agreement shall not be deemed to be a waiver of such term or provision or any 

subsequent breach of the same or any other term or promise contained in this Agreement. 

13.2 Construction. To the fullest extent allowed by law, the provisions of this Agreement 

shall be construed and given effect in a manner that avoids any violation of statute, ordinance, 




Attachment D 

regulation, or law. The parties covenant and agree that in the event that any provision of this 

Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the 

remainder of the provisions hereof shall remain in full force and effect and shall in no way be 

affected, impaired, or invalidated thereby. Contractor and County acknowledge that they have 

each contributed to the making of this Agreement and that, in the event of a dispute over the 

interpretation of this Agreement, the language of the Agreement will not be construed against 

one party in favor of the other. Contractor and County acknowledge that they have each had an 

adequate opportunity to consult with counsel in the negotiation and preparation of this 

Agreement. 

13.3 Consent. Wherever in this Agreement the consent or approval of one party is required to 

an act of the other party, such consent or approval shall not be unreasonably withheld or delayed. 

13.4 No Third Party Beneficiaries. Nothing contained in this Agreement shall be construed to 

create and the parties do not intend to create any rights in third parties. 

13.5 Applicable Law and Forum. This Agreement shall be construed and interpreted 

according to the substantive law of California, regardless of the law of conflicts to the contrary in 

any jurisdiction. Any action to enforce the terms of this Agreement or for the breach thereof shall 

be brought and tried in Santa Rosa or the forum nearest to the city of Santa Rosa, in the County 

of Sonoma. 

13.6 Captions. The captions in this Agreement are solely for convenience of reference. They 

are not a part of this Agreement and shall have no effect on its construction or interpretation. 

13.7 Merger. This writing is intended both as the final expression of the Agreement between 

the parties hereto with respect to the included terms and as a complete and exclusive statement of 

the terms of the Agreement, pursuant to Code of Civil Procedure Section 1856. No modification 

of this Agreement shall be effective unless and until such modification is evidenced by a writing 

signed by both parties. 

13.8. Survival of Terms. All express representations, waivers, indemnifications, and 

limitations of liability included in this Agreement will survive its completion or termination for 

any reason. 

13.9 Time of Essence. Time is and shall be of the essence of this Agreement and every provision 

hereof. 




Attachment D 

IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the 

Effective Date. 

CONTRACTOR: 

________________________________________________ Date ___________________ 

Name, Title, Organization 

COUNTY OF SONOMA: 

________________________________________________ Date ___________________ 

Rita Scardaci, MPH, Director 

Department of Health Services 

________________________________________________ Date ___________________ 

Sonoma County Purchasing Agent (If Applicable) 

Certificates of Insurance on File with and Approved as to Substance: 

________________________________________________ Date ___________________ 

Division Director or Designee 

Approved as to Form: 

______________________________________________ Date ___________________ 

County Counsel (If Applicable) 



Sample: County of Sonoma Contract 

Insurance Requirements 

Attachment E 

With respect to performance of work under this Agreement, Contractor shall maintain and shall 

require all of its subcontractors, Contractors, and other agents to maintain insurance as described 

below unless such insurance has been expressly waived by the attachment of a Waiver of 

Insurance Requirements. 

1. Workers Compensation and Employers Liability Insurance 

a. Required if Contractor has employees. 

b. Workers' Compensation insurance with statutory limits as required by the Labor Code of 

the State of California. 

c. Employers' Liability with limits of 1,000,000 per Accident; 1,000,000 Disease per 

employee; 1,000,000 Disease per policy. 

d. Required Evidence of Coverage: 

i. Certificate of Insurance 

If Contractor currently has no employees, Contractor agrees to obtain the above-specified 

Workers’ Compensation and Employers' Liability insurance should any employees be 

engaged during the term of this Agreement or any extensions of the term. 

2. General Liability Insurance 

a. Commercial General Liability Insurance on a standard occurrence form, no less broad 

than ISO form CG 00 01. 

b. Minimum Limits: 1,000,000 per Occurrence; 2,000,000 General Aggregate; 2,000,000 

Products/Completed Operations Aggregate. 

c. Contractor shall disclose any deductible or self-insured retention in excess of $25,000 

and such deductible or self-insured retention must be approved in advance by County. 

Contractor is responsible for any deductible or self-insured retention. 

d. County of Sonoma, its Officers, Agents and Employees shall be additional insureds for 

liability arising out of operations by or on behalf of the Contractor in the performance of 

this agreement. 

e. The insurance provided to County, et al. as additional insureds shall apply on a primary 

and non-contributory basis with respect to any insurance or self-insurance program 

maintained by them. 

f. The policy definition of “insured contract” shall include assumptions of liability arising 

out of both ongoing operations and the products-completed operations hazard (broad 

form contractual liability coverage including the “f” definition of insured contract in ISO 

form CG 00 01, or equivalent). 

g. The policy shall cover inter-insured suits between County and Contractor and include a 

“separation of insureds” or “severability” clause which treats each insured separately. 

h. Required Evidence of Coverage: 

i. Copy of the additional insured endorsement or policy language granting additional 

insured status and 

ii. Certificate of Insurance. 



Sample: County of Sonoma Contract 

Insurance Requirements 

Attachment E 

3. Standards for Insurance Companies 

Insurers shall have an A.M. Best's rating of at least A:VII. 

4. Documentation 

a. The Certificate of Insurance must include the following reference: 

Agreement #____________________. 

b. All required Evidence of Coverage shall be submitted prior to the execution of this 

Agreement. Contractor agrees to maintain current Evidence of Coverage on file with 

County for the required period of insurance. 

a. The name and address for Additional Insured endorsements and Certificates of Insurance 

is: Department of Health Services, 490 Mendocino Ave, Suite 202, Santa Rosa, CA 

95401. 

c. Required Evidence of Coverage shall be submitted for any renewal or replacement of a 

policy that already exists, at least ten (10) days before expiration or other termination of 

the existing policy. 

d. Contractor shall provide immediate written notice if: (1) any of the required insurance 

policies is terminated; (2) the limits of any of the required policies are reduced; or (3) the 

deductible or self-insured retention is increased. 

e. Upon written request, certified copies of required insurance policies must be provided 

within thirty (30) days. 

5. Policy Obligations 

Contractor's indemnity and other obligations shall not be limited by the foregoing insurance 

requirements. 

6. Material Breach 

If Contractor fails to maintain insurance coverage which is required pursuant to this 

Agreement, it shall be deemed a material breach of this Agreement. County, at its sole 

option, may terminate this Agreement and obtain damages from Contractor resulting from 

said breach. Alternatively, County may purchase the required insurance coverage, and 

without further notice to Contractor, County may deduct from sums due to Contractor any 

premium costs advanced by County for such insurance. These remedies shall be in addition 

to any other remedies available to County. 



CA Department of Public Health 

Special Terms and Conditions 

Attachment F 

The Contractor agrees to comply with the following provisions outlined in the California 

Department of Public Health (CDPH) Special Terms and Conditions: 

• Provision 1: Federal Equality Opportunity Requirements 

• Provision 2: Travel and Per Diem Reimbursement 

• Provision 3: Procurement Rules 

• Provision 4: Equipment Ownership / Inventory / Disposition 

• Provision 5: Subcontract Requirements 

• Provision 6: Income Restrictions 

• Provision 7: Audit and Record Retention 

• Provision 8: Site Inspection 

• Provision 10: Intellectual Property Rights 

• Provision 11: Air or Water Pollution Requirements 

• Provision 12: Prior Approval of Training Seminars, Workshops or Conferences 

• Provision 13: Confidentiality of Information 

• Provision 14: Documents, Publications and Written Reports 

• Provision 17: Human Subjects Use Requirements 

• Provision 19: Debarment and Suspension Certification 

• Provision 20: Smoke-Free Workplace Certification 

• Provision 24: Officials Not to Benefit 

• Provision 31: Lobbying Restrictions and Disclosure Certification 

The CDPH Special Terms and Conditions can be found at the following web address: 

www.cdph.ca.gov/programs/cpns/Documents/CCOI-RFA2013-ExhD(F)- 

SpecialTermsConditions.doc 



Additional Provisions 

Attachment G 

Additional Incorporated Documents 

A. The following documents and any subsequent updates are not attached, but are 

incorporated herein and made a part hereof by this reference. These documents may 

be updated periodically by CDPH, as required by program directives. CDPH shall 

provide the Grantee with copies of said documents and any periodic updates thereto, 

under separate cover. CDPH will maintain on file, all documents referenced herein 

and any subsequent updates. 

1. Network Local Projects Network for a Healthy California Guidelines Manual and 

any revisions thereto. (Revision October 2011) 

http://www.cdph.ca.gov/programs/cpns/Pages/GuidelinesManual.aspx 

2. Network for a Healthy California Program Letters and any revisions thereto. 

http://www.cdph.ca.gov/programs/cpns/Pages/ProgramLetters.aspx 

3. United States Department of Agriculture, Supplemental Nutrition Assistance 

Program Education (SNAP-Ed) Plan Guidance. 

(Revision Date FFY 2013) 

http://www.nal.usda.gov/fsn/Guidance/FY2013SNAP-EdPlanGuidance.pdf 

1. Cancellation / Termination 

A. This agreement may be cancelled by CDPH without cause upon 30 calendar days 

advance written notice to the Grantee. 

B. CDPH reserves the right to cancel or terminate this agreement immediately for cause. 

The Grantee may submit a written request to terminate this agreement only if CDPH 

substantially fails to perform its responsibilities as provided herein. 

C. The term “for cause” shall mean that the Grantee fails to meet the terms, conditions, 

and/or responsibilities of this agreement. Causes for termination include, but are not 

limited to the following occurrences: 

1) If the Grantee knowingly furnishes any statement, representation, warranty, or 

certification in connection with the agreement, which representation is materially 

false, deceptive, incorrect, or incomplete. 

2) If the Grantee fails to perform any material requirement of this agreement or 

defaults in performance of this agreement. 

3) If the Grantee files for bankruptcy, or if CDPH determines that the Grantee 

becomes financially incapable of completing this agreement. 




Attachment G 

D. Agreement termination or cancellation shall be effective as of the date indicated in 

CDPH’s notification to the Grantee. The notice shall stipulate any final performance, 

invoicing or payment requirements. 

E. In the event of early termination or cancellation, the Grantee shall be entitled to 

compensation for services performed satisfactorily under this agreement and expenses 

incurred up to the date of cancellation and any non-cancelable obligations incurred in 

support of this agreement. 

F. In the event of termination, and at the request of CDPH, the Grantee shall furnish 

copies of all proposals, specifications, designs, procedures, layouts, copy, and other 

materials related to the services or deliverables provided under this agreement, 

whether finished or in progress on the termination date. 

G. The Grantee will not be entitled to reimbursement for any expenses incurred for 

services and deliverables pursuant to this agreement after the effective date of 

termination. 

H. Upon receipt of notification of termination of this agreement, and except as otherwise 

specified by CDPH, the Grantee shall: 

1) Place no further order or subgrants for materials, services, or facilities. 

2) Settle all outstanding liabilities and all claims arising out of such termination of 

orders and subgrants. 

3) Upon the effective date of termination of the agreement Grantee shall transfer, 

assign and make available to CDPH all property and materials belonging to 

CDPH, all rights and claims to any and all reservations, grants, and arrangements 

with owners of media/PR materials, or others, and shall make available to CDPH 

all written information regarding CDPH’s media/PR materials, and no extra 

compensation is to be paid to Grantee for its services. 

4) Take such action as may be necessary, or as CDPH may specify, to protect and 

preserve any property related to this agreement which is in the possession of the 

Grantee and in which CDPH has or may acquire an interest. 

I. CDPH may, at its discretion, require the Grantee to cease performance of certain 

components of the Scope of Work as designated by CDPH and complete performance 

of other components prior to the termination date of the agreement. 




Attachment G 

2. Avoidance of Conflicts of Interest by Grantee 

A. CDPH intends to avoid any real or apparent conflict of interest on the part of the 

Grantee, subgrantees, or employees, officers and directors of the Grantee or 

subgrantees. Thus, CDPH reserves the right to determine, at its sole discretion, 

whether any information, assertion, or claim received from any source indicates the 

existence of a real or apparent conflict of interest; and, if a conflict is found to exist, 

to require the Grantee to submit additional information or a plan for resolving the 

conflict, subject to prior CDPH review and approval. 

B. Conflicts of interest include, but are not limited to: 

1) An instance where the Grantee or any of its subgrantees, or any employee, officer, 

or director of the Grantee or any subgrantee has an interest, financial or otherwise, 

whereby the use or disclosure of information obtained while performing services 

under the agreement would allow for private or personal benefit or for any 

purpose that is contrary to the goals and objectives of the agreement. 

2) An instance where the Grantee’s or any subgrantee’s employees, officers, or 

directors use their positions for purposes that are, or give the appearance of being, 

motivated by a desire for private gain for themselves or others, such as those with 

whom they have family, business or other ties. 

If CDPH is or becomes aware of a known or suspected conflict of interest, the Grantee will be 

given an opportunity to submit additional information or to resolve the conflict. A Grantee with 

a suspected conflict of interest under this agreement will have five (5) working days from the 

date of notification of the conflict by CDPH to provide complete information regarding the 

suspected conflict. If a conflict of interest is determined to exist by CDPH and cannot be 

resolved to the satisfaction of CDPH, the conflict will be grounds for terminating the agreement. 

CDPH may, at its discretion upon receipt of a written request from the Grantee, authorize an 

extension of the timeline indicated herein. 



Travel Reimbursement Information 

Attachment H 



Travel Reimbursement Information 

Attachment H 

Travel Reimbursement Information (continued)

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