24014101_SOW.pdf

Peace Officer Standards & Training and

Certified Electronic Reporter and Transcriber Agreement # ___________________

Exhibit A

SCOPE OF WORK

Contractor agrees to provide for the Commission on Peace Officer Standards and Training (POST), with Certified Electronic Reporter and Transcriber (CERT) services during the public Advisory, Finance, Commission Closed Session, and Commission held quarterly, and for the Peace Officer Standards and Accountability Board (POSAAB) meetings held as needed for a (12) twelve-month period commencing July 2024 and concluding June 2025.

The Project Representatives during the term of this agreement will be:

State Agency: Commission on POST Contractor:

Name/Title: Chandler Knapp Name/Title:

Phone: (916) 227-6882 Phone:

Email: Chandler.Knapp@post.ca.gov Email:

Direct all inquiries to:

State Agency: Commission on POST Contractor:

Frank Petropoulos, Contract Analyst Attn:

Address: 860 Stillwater Rd, Suite 100 West Sacramento, CA 9560

Address:

Phone: (916) 227-3937 Phone:

Email: contracts@post.ca.gov Email:

STATEMENT OF WORK

1. Contractor agrees to an initial kick-off meeting with POST staff, within two weeks of the execution of contract, to discuss logistics and set up. Meeting date/time (TBD) will be held online or at POST headquarters.

2. Contractor agrees to arrive, set up, in place, and ready to begin 30-minutes prior to the scheduled start time of each meeting. This contract may be rescinded at any time if transcriber in unable to meet these requirements.

REQUIRED DELIVERABLES

1. The public Advisory, Finance, Commission Closed Session, and Commission meetings are generally conducted on Wednesday and Thursday during the first (1st) week of June, September, December, and March annually pending Holidays.

The following are the projected dates and areas for these Meetings:

July 24‐25, 2024, POST HQ, West Sacramento POSAAB Meeting September 12, 2024 – Tentative Southern California Commission Meeting Only November 20‐21, 2024 – POST HQ, West Sacramento Commission/Committee Meetings March, 2025, Tentative Southern California Commission/Committee Meetings June, 2025, POST HQ, West Sacramento Commission/Committee Meetings

**Up to (5) additional meetings, TBD for POSAAB and up to (2) additional meetings for Commission only. POSAAB meetings will be held at POST Headquarters in West Sacramento with dates announced 45 days prior to the meeting. Both meetings should be scheduled for (1) day, however, unforeseen circumstances may require an extra day.

Agreement # ___________________

Exhibit A

2. Routinely, the Finance and Advisory meetings are scheduled on Day One from 9:00 p.m. to 12:00 p.m. and Commission meetings are scheduled on Day One from 1:00 p.m. to 5:00 p.m. If the Commission Agenda is not completed on Day One, the Commission Meeting will resume on Day Two from 9:00 a.m. to 1:00 p.m. Unforeseen circumstances may require the Commission to hold an emergency meeting.

3. POSAAB meetings will be head from 9:00 a.m. to 5:00 p.m. at POST in West Sacramento.

4. The CERT services commence one-half (1/2) hour prior to the scheduled start time of each meeting and conclude at the time each meeting adjourns for the day. Such services shall include, at a minimum:

5. Transcript Preparation (Pursuant to Division 24 of Title 16 of the California Code of Regulations):

A minimum of 25 text lines per page.

Five (5) space indent, including exhibit listings.

1 ½ inch margins (a minimum of 56-character spaces per line, time-stamping no fewer than 52).

Submit edited transcripts to the POST Contract Manager for final review, to ensure transcript credibility.

6. Transcript Production:

**Deliver one audio copy, one certified copy, and one electronic copy of final transcript within fifteen (15) business days.

7. Transcript Confidentiality:

Contractor shall be bound to strict confidentiality pertaining to transcripts under the terms of the resulting agreement. Violation of such confidentiality shall be subject to contract termination.

8. Transcript Ownership:

POST will maintain ownership of any transcript prepared under the terms of the resulting agreement. Any transfer or sale of transcripts is strictly prohibited without express written permission of POST.

* Transcript Deliverables – 15 business days: One hard copy transcript and one e-mailed copy of transcript with appearance page, index, errata page, signed certificate; USB thumb drive with transcript in PDF format and digital audio recording for each meeting; (closed session confidential transcript and audio recording delivered in sealed envelope);

complimentary delivery.

Agreement #________________________ Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing and Payment

A. The State agrees to compensate Contractor for actual expenditures based upon services satisfactorily rendered and upon receipt of undisputed invoices. Such compensation shall be in accordance with the rates specified in the Cost Proposal Worksheet, Exhibit B, Attachment I, which is attached hereto and incorporated herein.

B. If emergency meetings exceed the estimation as stated in the Cost Proposal Worksheet, it is the intent of POST to augment the resulting agreement by formal amendment.

C. The Contractor shall submit invoices to the California Commission on POST within thirty

(30) days of completing deliverable(s). Invoices shall set forth in detail the services performed under this proposal. Full payment for services rendered shall be made within thirty (30) days after presentation of an invoice to the California Commission on POST.

D. Upon completion of each presentation, the Contractor agrees to submit a detailed invoice in duplicate with the following information before payment will be authorized:

Agreement Number Title of Agreement Date(s) of Service Detailed line item of each service provided

Invoices not containing the above bulleted information will be disputed and payment will be held until complete information and/or documentation is submitted. The Contractor shall submit invoices not more frequently than monthly in arrears to the address provided below before the 15th of the upcoming month:

invoicereceived@post.ca.gov

Commission on POST Accounting Section

860 Stillwater Road, Suite 100 West Sacramento, CA 95605-1630

Agreement #________________________ Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Budget Contingency Clause

A. It is mutually agreed that if the California Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

B. If funding for any fiscal year is reduced or deleted by the California Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an agreement amendment to Contractor to reflect the reduced amount.

2. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

Agreement #____________________ Exhibit D

SPECIAL TERMS AND CONDITIONS

1. SETTLEMENT OF DISPUTES: Except as otherwise provided in this Agreement, any dispute concerning a question of fact arising under this Agreement which is not disposed of by compromise shall be decided by POST, who shall produce its decision notification decision in writing and mail or otherwise furnish a copy thereof to the Contractor. The Contractor shall have fifteen (15) calendar days after receipt of such a decision to submit a written protest to POST specifying in detail in what particulars the Agreement requirements were exceeded. If the Contractor fails to submit such a protest within the period specified above shall constitute a waiver of any and all rights to adjustment in the Agreement terms and POST's decision shall be final and conclusive. Pending POST final decision of a dispute hereunder, the Contractor shall proceed diligently with the performance of this Agreement.

2. AMENDMENTS: This Agreement may be amended for time, scope, increase or decrease of funds by mutual written consent.

3. TERMINATION CLAUSE: This Agreement may be terminated by either party, at any time, with or without cause, by delivering thirty days written notice to the other party. In addition, POST reserves the right to require the Contractor to terminate any employee, representative or approved subcontractor providing services on behalf of the Contractor under this Agreement (a) at any time, with or without cause, by delivering thirty day written notice to the Contractor; or (b) immediately, with cause, which for purposes hereof means such employee, representative or approved subcontractor has engaged in conduct deemed to be illegal, immoral, fraudulent, inappropriate or unprofessional as determined by POST. The Contractor shall provide timely evidence to POST of its compliance with the foregoing employee, representative or approved subcontractor terminations. Failure to comply may result in the de-certification of the Contractor’s presentation.

4. CONTRACTOR EVALUATION (if applicable): In accordance with provisions of the Pubic Contract Code, PCC § 10367, 10369 and 10370, the Contractor's performance under this Agreement will be evaluated. The evaluation will be prepared by POST within 60 days after completion of the Agreement.

5. TRAVEL (if applicable): Travel expenses and per diem related to the services provided under this Agreement are subject to prior approval by the POST representative and shall not exceed the rates paid to State non-represented/excluded employees.

Rate information may be viewed at http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx.

Agreement #____________________ Exhibit D

6. SUBCONTRACTING (if applicable): The Contractor is expected to perform the services contemplated with the resources available within its own organization.

Subcontracting of work pertinent to this Agreement shall be upon prior written consent by POST and subject to the permissive conditions set forth in the State Contracting Manual Section 3.06.

Based on “reasonable effort” to the best of its ability, the Contractor warrants, represents and agrees that it and its subcontractors, employees and representatives will, at all times when performing services under this Agreement

(a) comply with all applicable local, city, county, state and federal laws, codes, statutes, ordinances, rules and regulations; and (b) fulfill student course expectations.

The Contractor shall notify POST in writing immediately upon termination of any such subcontract(s).