HomeMy WebLinkAboutCOM 0129.000 2002-2004 Mir os
HacryKim 1~~ William Takaba
Mn}'nr Director
Nancy E. Crawford
q!•'J Deput}'Director
1!f q~M~~
County of Hawaii
Finance Department
25 Aupuni Strccy Room 118 • I lilu, Hawaff 96720
(2108)961-8234 • Fax (808) 961-8248
January 30, 2003 ~
Honorable James Arakaki, Chairperson and
Members of the County Council
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720 -
Re: Operating Budget
The State of Hawaii, Hawaii Tourism Authority has authorized a $40,000 Visitor Aloha Program
Grant to the Department of Research and Development. This program will provide services related
to assisting visitors victimized by crime and other adversities while on the Big Island. Presently,
nonprofit organizations established under the Visitor Aloha Society of Hawaii (VASH), serve as
clearinghouses to which visitors of crimes, serious accidents, or other adversities may be referred
by police, hospitals, and others. The County will contract these organizations to continue their
services under this program.
Enclosed is a resolution to authorize the Mayor to enter into an agreement with the State of
Hawaii, Hawaii Tourism Authority.
Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this
$40,000 Visitor Aloha Program Grant.
If there are any questions, please do not hesitate to call the Department of Research and
Development.
William Takaba
Director of Finance
AP VED ff
l~
Harry Ki Comm. No.
Mayor File No. Op
Enc. Ref. To: F~..+
cc: R&D Ref. Date_.~0_z...2QQ~__
,Bi /l 5 3
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Research and Development DATE: January 28, 2003
STAFF CONTACT: Lori Andrade PHONE: 961-8366
A. REQUEST:
To authorize Mayor Harry Kim to enter into an agreement with the State of Hawaii, Hawaii Tourism Authority
for the 2003 Visitor Aloha program for Hawaii County and amend the Operating Budget to increase revenue
and expenditure accounts in the amount of $40,000.00.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDEDI:
Revenue account: State Grant Visitor Aloha Program 3305.30
Expenditure account: State Visitor Aloha Program 010-161-5163.02-115
Visitor Aloha program provides services related to assisting visitors victimized by crime and other adversities
while in the County of Hawaii.
Hawaii County currently has non-profit organizations in both east and west Hawaii established under Visitor
Aloha Society of Hawaii (VASH) whose mission is to serve as a clearinghouse to which visitors of crimes,
serious accidents, or other adversities may be referred by police, hospitals, and others.
The primary mission of VASH is to provide aloha and assistance to these visitors so they may experience,
despite an unfortunate accident, the true meaning of the aloha spirit, and plan to return to Hawai'i's Big
Island someday.
Serving as administrator of the State grant, the County's Department of Research and Development plans to
contract with VASH West Hawaii and East Hawaii to continue these services in Hawaii County.
The State, through the Hawaii Tourism Authority has determined the total funding for Hawaii County and
appropriated based on proposals submitted by VASH the amount to be distributed to East and West Hawaii.
Previously, the State contracted with VASH-Oahu for the overall statewide Visitor Aloha Program and
through discussions with each of the island providers determined contracting with an entity within each
county would better serve the visitors and the program.
SIGNED: ~ _-`7~~ DATE: r1~8/Cy
°Department Head
GRANT SUMMARY
(Supplement to B-52, Request for Council Action)
Type of Grant Appropriation being requested: (New or an additional appropriation)
X New (for this fiscal year period). OR ~ Additional appropriation (to an existing grant);
!s a draft agreement attached? Has the original grant notifacadon been transmitted to
X Yes ~ No Council? ~ Yes ~ No
Name of Grant Program: Visitor Aloha Program
Grantor: State of Hawaii Hawaii Tourism Authority
County Grantee Department or Agency: Department of Research and Development
County Grantee Contact Person: Lori Andrade Phone Number: 961-8366
Amount of Grant: $40,000.00
Grant Period (Commencement & Completion): January 1, 2003 through December 31, 2003
Purpose of Grant: To provide funding for the Hawaii County Visitor Aloha Program
County Match required?: ~ Yes X No
If yes, Matching Amount? Budgeted in account#
In-kind? Explain:
Explanation:
County's personnel requirements: Amount of new position(s)?
Qty: Permanent: ~ Temporary: Duration:
Full-time: ~ Part-time: Time Element:
Qty: Contractual: ~ Explain:
Explanation:
Additional Comments about Grant:
B-52 Grant Summary Form
STATE OF HAWAII
CONTRACT FOR GOODS AND SERVICES Contract No. BT-03-27
(IN THE FOLLOWWG CATEGORIES: EXEMPT; SMALL PURCHASE;
SOLE SOURCE; OR EMERGENCS~
This Contract, executed on. the respective dates indicated below, is ef}-ective as of
,20 between Hawaii Tourism Authority
(lnserfnomC ojxats depasaneaG agency, board or tommissionJ
State of Hawaii (hereinafter"STATE"); bylts Pre~,ident_and Ch_ief__FJCecuthve Officer
(Jnrer! fills ojjxrron algningjor Slatef
(hereinafter "PROCUREMENT OFFICER', whose address is 1801 xalakaua Avenue,
County of Hawaii, Department of Researc
Honolulu, Hawaii 96815 and anA nayol nnmanr
- ~ (litserf name ojcamparry/person)
(hereiiafter"CONTRACTOR'~,.a .Government entity
(/nxrtcarpwalton,psaxrshiµjdNVeanve.roleproprktarshfO. or ather/ego[joml ojthr Co+taivcroiJ
under the laws of the State of xawaii ,whose business address and taxpayer
identificationaumberareaSftillows: 25 Aupuni Street, Room 219, Hilo, Hawaii 96720
R7CCITALS
A. The STATE is in need of the goods or services, or both; (also refernd to as
"goods and services', described in-this Contract and its .attachments. The CONTRACTOR is
agreeable to providing the goods and services.
B. This Contract is for (check one box):
®clc (1) A procurement- expenditure of public funds for goods and services
that is otherwise exempt from public bidding'as set forth in section 103D-.102, Hawaii. Revised
Statutes (HRS), and chapter 3-120, Hawaii Administrative Rules (HAR); or section 2018-12, xRs
or
? (2) A small purchase procurement of goods and services as set forth
in section 103D-305, HRS, and subchapter.8, chapter 3-122, HAR; or
? (3) A sole source procurement of goods and services as set. forth in
section 103D-306, HRS, and subchapter 9, chapter 3-122, HAR; or
? (4) An emergency procurement of goods and services as set forth in
section 103D-307, HRS, and subchapter 10, chapter 3-122, HAR.
I AG/SPO FORM-K(2) (1/Ol)
C. Money is available to fiend this Contract pursuant to:
(l) [i~t 177 SLH 2002
(Idenr~ State aovreesy
Or (2) n/a
(!denims ederalrovrceJ
or both, in the following amounts: State $ , 40 , o00 . o0
Federal $ n/,a
D. The agency's Chief Procurement Officeris per 1o3D-203 (a) (.6)
who ~ has approved this procurement or leis not required to approve this procurement:
NOW, THEREFOR}3; in consideration oftiie promises contained in tlii's Contract,
the STATE and the CONTKACTOR:agree as follows:
1. ScoQg of Sezvices. ~'7ie C~CTOR shall; in a proper and satisfactory
manner as determined liy.the STAB
E; prav'?de a#T goods er services seY forth ia' Attachffient 1,
w111ich: is hereby made a parto~tliis Contract
2. Corrttein: The'CONTKACTVR shall lie compensated it1 a total araotmY
not t0 exceed FORTY THOUSAND AND NO/100
DEJ1iLAI2S 40,000.00 inclutliilg approved costs iacimred-and taxes, according to tfie' .
Gompe~sation and,Payment Schedule set forth in`Aitaehmertt 2, whiieh is hereby ,made a part-of thus.
Contract:
3. Bands: The CONTRt1CT(7It Clis required to provide not required to
provide a a performance Bond Q a payment bond. ~ a performance and payment bond in the
amount of "/a
DOLLARS n/a
4. Standards of Conduct Declaration. The Standards of Conduct Declaration of
the CONTRACTOR, is attached and is made a part of this Contract.
5. Other Terms and Conditions. The General Conditions and any Special
Provisions aze attached hereto and made apart of this Contract. In the event of a conflict between
the General Conditions and the Special Provisions, the Special Provisions shall control.
6. Liquidated Damaees. Liquidated damages shall be assessed in the amount
of n/a DOLLARS °/a )
per day, in accordance with the terms of paragraph 9 of the General Conditions.
2 AG/SPO FORM-K(2) (1/Ol)
2003 Visitor Aloha Program -County of Hawaii
Contrail No. BT-03-27
ATTACHMENT)
SCOPE OF SERVICES
The CONTRACTOR shall perform and provide, in a satisfactory and proper
manner as determined by the STATE, all goods and services described below end in the
CONTRACTOR'S accepted proposal, dated December 31, 2002 ("PROPOSAL"),
attached hereto and incorporated herein as Exhibit A, including the following:
1. The CONTRACTOR shall plan, promote, develop and conduct a "Visitor
Aloha" program to provide services related to assisting visitors victimized
by crime and other adversities while in the County of Hawaii hereinafter
referred to as the VICTIM(S)) for the period of January through December
2003, and as further described in the PROPOSAL (hereinafter referred to
as the "PROGRAM").
2. STATE funds shall be used for marketing, promotion, operational, and
administrative expenses related to the PROGRAM according to the
CONTRACTOR's 2003 budget, attached hereto and incorporated herein as
Exhibit B. Any change to this budget shall require prior written approval
by the STATE.
3. The CONTRACTOR shall submit for STATE approval a schedule and
copy of all advertising and promotional activities. The HAWAII
TOURISM AUTHORITY shall be credited as a sponsor on all advertising
and promotional materials.
4. Prepare and maintain financial records which sufficiently and properly
reflect all income and other sources of funds, and all direct and indirect
expenditures of any nature related to the CONTRACTOR'S performance
of this Contract. These records shall be subject to any inspection, review
or audit by the STATE.
5. Submit a financial report to the STATE upon completion of the
PROGRAM and prior to the completion of the contract period. The
financial report shall include, but not be limited to, a certification by the
CONTRACTOR that all financial statements represented in the report are
accurate and that STATE funds allocated under this Contract have been
expended in accordance with the provisions set forth in this Contract,
including the budget made a part of this Contract. The report shall also
specify the expenses for which STATE funds were utilized. All STATE
funds not expended in accordance with the provisions set forth in this
Contract and the budget shall be returned to the STATE.
1
2003 Visitor Aloha Program -County of Hawaii
Contract No. BT-03-27
ATTACHMENT 1 -continued
6. The CONTRACTOR shall provide any progress report requested by the
STATE describing the status of all work required to be completed under
[his Contract and as may be required in Attachment 2. The
CONTRACTOR shall maintain monthly tracking reports to include vital
statistics (as described below) throughout the term of this Contract.
7. Prepare and submit for STATE approval, two (2) written semi-annual
reports for the periods of January to June 2003 and July to December
2003, and a final written report for the period of January to December
2003, according to the schedule specified in Attachment 2, on the
operation of the PROGRAM including, but not limited to, the following
information by month:
a. Number of referrals on VICTIMS received and the identity of each
party providing such referrals;
b. Number and resident country of each VICTIM served;
c. The outcome of each VICTIM'S case, including the type of assistance
provided and gifts presented;
d. The type and extent of assistance provided to other related
organizations and visitors;
e. A description of all efforts to raise funds in order to cover operating
expenses;
f. Suggestions for improving the program for the future; and
g. An actual versus budgeted income and expense statement for each
respective month, including the estimated value of donated goods and
services that have been presented as gifts to VICTIMS, and the
previous months' actual income and expenses. This report shall also
contain any information related to the CONTRACTOR'S efforts [o
provide improved or expanded service offerings to VICTIMS and
visitors alike.
8. Furnish any additional reports or information that the STATE may, from
time to time, require or request, including a progress report describing the
status of all work required to be completed under this Contract.
2