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Home My WebLink AboutCOM 0369.000 2014-2016 -'NtY� ' <P�'•' OF N,w+.'. Deanna S. Sako William P.Kenoi `� X14,7c; Director Mayor •.: � :� 1.c• . • Lisa K.Miura if. ,,;;�'�.� • Deputy Director • County of Hawaii Finance Department 25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720 (808)961-8234 • Fax(808)961-8569 July 7, 2015 Dru Kanuha, Council Chair and Members of the Hawai`i County Council Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 Re: Operating Budget The State of Hawai`i Department of Health is providing $7,500 of federally derived funds to the County of Hawaii towards providing Complete Streets training and capacity building for Hawaii County staff. Complete Streets is a nation-wide program to help local jurisdictions design, build and operate streets which enable safe access for all users, including pedestrians, bicyclists, motorists, and transit riders of all ages and abilities. Enclosed is a resolution authorizing the Mayor to enter into a Memorandum of Agreement (MOA) with the State of Hawai`i Department of Health for these funds. Also enclosed is a bill for an ordinance amending the Operating Budget by appropriating this $7,500 to the Planning Department's DOH Complete Streets program account. If there are any questions, please do not hesitate to contact April Surprenant, of the Planning Department, at 961-8131. frwke Deanna S. Sako Director of Finance Enc. cc: Planning <Rts. tot, Comm. No. 3 ( 1 Hawaii County is an Equal Opportunity Provider and Employer Ref. To: C(JIA.CW) FL) Ref. Date JUL 0 1Z015 Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Planning DATE: 6-25-2015 STAFF CONTACT: April Surprenant PHONE: 961-8131 A. REQUEST: To enter into a Memeorandum of Agreement with the State Department of Health, Chronic Disease Prevention and Health Promotion Division. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED Complete Streets is a nationwide program to help local jurisdictions design, build and operate streets to enable safe access for all users, including pedestrians, bicyclists, motorists, and transit riders of all ages and abilities. The County of Hawaii passed a Complete Streets Policy in October of 2011 (Res-171-11). The County of Hawaii Planning Department has set aside funds and has engaged a consultant to develop the Hawaii County Complete Streets Manual. The State Department of Health, Chronic Disease Prevention and Health Promotion Division is providing funds to allow key staff to attend Complete Streets trainings to further the County's capacity to plan for, design, and build complete streets. SIGNED: 6)(/CV‘ DATE: 6-25-2015 Department Head GRANT SUMMARY (Supplement to B-52, Request for Council Action) Type of Grant Appropriation being requested: (New or an additional appropriation) 1 New(for this fiscal year period). OR ❑ Additional appropriation(to an existing grant); Is a draft agreement attached? Has the original grant notification been transmitted to ® Yes ❑ No Council? n Yes n No Name of Grant Program: Dept of Health Complete Streets Grant Grantor: Dept of Health County Grantee Department or Agency: Planning Departemnt County Grantee Contact Person: April Surprenant Phone Number: 961-8131 Amount of Grant: $7,500.00 Grant Period (Commencement& Completion): July 1, 2015 to June 30,2016 Purpose of Grant: to provide training for county staff regarding complete streets programs County Match required?: ❑ Yes N 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: n Part-time: n, Time Element: Qty: Contractual: n Explain: Explanation: Additional Comments about Grant: B-52 Grant Summary Form STATE OF HAWAII DEPARTMENT OF HEALTH MEMORANDUM OF AGREEMENT This Memorandum of Agreement (hereinafter "MOA"), executed on the respective date of the signature of the parties shown hereafter, is effective as of July 1, 2015, between the DEPARTMENT OF HEALTH, Chronic Disease Prevention and Health Promotion Division, STATE OF HAWAII (hereinafter "STATE"), by its Project Manager, (hereinafter "CHIEF"), and Hawaii County Planning Department, (hereinafter "CONTRACTOR"), a county agency, under the laws of the State of Hawaii, whose business address and taxpayer identification number are as follows: 101 Pauahi Street, Suite 3, Hilo, Hawaii 96720; Federal Tax ID # 99-6000567 RECITALS A. The STATE is in need of the goods and services, or both, described in this MOA and its attachments. The CONTRACTOR is agreeable to providing the goods and services. B. This MOA is for: [ ] (1) an emergency procurement of goods and services; [ ] (2) a small purchase procurement of goods and services; or [X] (3) a procurement expenditure of public funds for goods and services that is expressly exempt from public bidding by section 103D-102(b), (3) HRS, because it is a contract to procure goods and services from a governmental body. C. Money is available to fund this MOA in the following amounts: (1) State $ [ ] general or [ ] special (2) Federal $ 7,500.00 NOW, THEREFORE, in consideration of the promises contained in this MOA, the STATE and CONTRACTOR agree as follows: 1. Scope of Services. The CONTRACTOR shall, in a proper and satisfactory manner as determined by representatives from the State and Contractor, provide all the goods and services set forth in Attachment 1, which is hereby made a part of this MOA. 2. Time of Performance. The performance required of the CONTRACTOR DOH REF.NO. J-IHI-17-2015 under this MOA shall be completed in accordance with the Time Schedule set forth in Attachment 2, which is hereby made a part of this MOA. 3. Compensation. The CONTRACTOR shall be compensated in accordance with the Compensation and Payment Schedule set forth in Attachment 3, which is hereby made a part of this MOA. 4. Other Terms and Conditions. Any other applicable terms and conditions set forth in Attachment 4, if attached, is hereby made a part of this MOA. IN VIEW OF THE ABOVE, the parties execute this MOA by their signatures, on the dates below, to be effective as of the date first above written. STATE (Signature) Lola H. Irvin, M.Ed. (Print Name) Administrator, Chronic Disease Prevention and Health Promotion Division (Print Title) (Date) CONTRACTOR County of Hawaii Department of Planning (Name of Contractor) (Signature) William P. Kenoi (Print Name) Mayor (Print Title) APPROVED AS TO FORM: (Date) County Attorney DOH REF.NO. HHI-17-2015 Attachment 1 SCOPE OF SERVICES Project: Complete Streets training and capacity building for Hawaii County Staff(hereinafter "COUNTY STAFF") involved in implementing Complete Streets policy. Description: The State Department of Health will provide funding to Hawaii County Department of Planning (hereinafter"HCDP") for the purpose of capacity building through training opportunities for COUNTY STAFF to implement Complete Streets principles and include design elements into planning, projects and programs. As part of this agreement: 1. HCPD will send COUNTY STAFF to specific training events where they will learn how to design and implement Complete Streets, to see completed projects and to meet and train with experts involved in the implementation of projects. 2. HCDP may also bring experts to Hawaii to lead training exercises and provide recommendations for specific projects and locations. 3. HCDP agrees to participate in evaluation activities which may include and is not limited to: evaluation forms or surveys, and a phone call follow-up survey. 4. HCDP will submit documentation of work completed including; reports on trainings, participation,trainer reports, and other documentation as attachments such as but not limited to, agendas, sign in sheets, and training presentations, that will show proof of work. The result will be more capable COUNTY STAFF with the understanding and skills to carry out the requirements of the Complete Streets Ordinance and provide internal training opportunities. Trained staff will become the "trainers" of other HCDP staff as well as staff in other agencies and counties. The capacity building events will allow HCDP to institutionalize internal capacity and sustainability in its complete streets implementation efforts. DOH REF. NO. HHI-17-2015 Attachment 2 TIME OF PERFORMANCE 1. The HCDP shall provide the services required under this MOA from July 1, 2015 to and including June 30, 2016, unless this Agreement is extended or sooner terminated. Either party may terminate this Agreement at any time, with or without cause, upon thirty (30) days prior written notice to the other party. 2. Option to Extend Agreement. Unless terminated, this Agreement may be extended at no additional cost for not more than one (1) additional twelve (12) month period upon mutual agreement in writing at least thirty (30) days prior to expiration of this Agreement and execution of a supplemental agreement. This Agreement may be extended providing that the terms and conditions are mutually acceptable. The HCDP or the STATE may terminate the extended Agreement at any time upon thirty (30) days prior written notice. DOH REF.NO. HHI-17-2015 Attachment 3 COMPENSATION AND PAYMENT SCHEDULE In full consideration for the services performed by the HCDP under this MOA, the STATE agrees, subject to allotments to be made by the Director of Finance, State of Hawaii, pursuant to Chapter 37, Hawaii Revised Statutes, and subject to the availability of Federal funds, to pay to the DPW a total sum of money not to exceed SEVEN THOUSAND, FIVE HUNDRED AND NO/100 DOLLARS ($7,500.00), in accordance with and subject to the following: a. Payment shall be made on a quarterly basis upon submission by the HCDP of an invoice for the services to be provided in accordance with Attachment 1, "Scope of Services". b. The HCDP shall submit to the STATE a final report providing an update and listing of trainings and numbers trained at the end of the project. The level of detail required on the final report shall be mutually agreed to by the HCDP and STATE. c. Completion of this Agreement shall include submission and acceptance of a final report by the HCDP to the STATE, and resolution of all discrepancies in expenditures or performance of services. d. In the event there is or are no Federal funds available, to provide or complete the goods and/or services agreed to, the STATE and CONTRACTOR agree that the CONTRACTOR is no longer obligated to provide or complete any goods and/or services as described in the MOA. DOH REF.NO. HHI-17-2015 Attachment 4 SPECIAL CONDITIONS 1. The HCDP may subcontract any portion of the services to be provided to the STATE in accordance with established procurement statutes, administrative rules, policies and procedures that govern the DPW's subcontracting practices, and any other applicable laws. Any subcontracting under this Agreement shall be reported in writing to the STATE. 2. Any modification, alteration, amendment, change, or extension of any term, provision, or condition of this Agreement shall be made by written amendment to this Agreement, signed by the STATE and the HCDP. 3. The validity of this Agreement and any of its terms or provisions, as well as the rights and duties of the parties to this Agreement, shall be governed by the laws of the State of Hawai'i, to include but is not limited to any county related rules and regulations. 4. In the event that a court declares any provision of this Agreement invalid or unenforceable, such invalidity or unenforceability shall not affect the validity or enforceability of the remaining terms of this Agreement. DOH REF.NO. J-IHI-17-2015 KAREN EOFF o"`�.°i"4+i� AARON S. Y. CHUNG `P ``. � MAILE"MEDEIROS" DAVID Chairperson '- . .?6� •!'•-,f/, i.• GREGGOR ILAGAN VALERIE T. POINDEXTER '1°'�Aks DRU MAMO KANUHA Vice Chair •r•`' - DENNIS"FRESH"ONISHI DANNY PALEKA MARGARET WILLE HAWAI`I COUNTY COUNCIL County of Hawai'1 Hawai`i County Building 25 Aupuni Street Hilo, Hawaii 96720 July 8, 2015 Dru Mamo Kanuha, Chairperson Hawai`i County Council 25 Aupuni Street Hilo, Hawai`i 96720 RE: Resolution No. 218-15 : Resolution authorizing the Office of the Mayor to enter into a Memorandum of Agreement with the State of Hawai`i Department of Health, Pursuant to HRS 46-7, for funds to provide complete streets training and capacity building for Hawai`i County Staff; and Bill No. 66 : An Ordinance to amend Ordinance No. 15-57, as amended, the Operating Budget for the County of Hawai`i for the fiscal year ending June 30, 2016. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawai`i, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, s_tr_j_idligi.410Karen Eoff, Chair Committee on Finance Approvate/Waive to Council: Disapproved/Date/Refer to FC: Dru Mamo Kanuha, C airperson Dru Mamo Kanuha, Chairperson Hawai`i County Council Hawai`i County Council KE/wb Hawai`i County is an Equal Opportunity Provider and Employer