Welcome to the State of California 

Regional Networks Guidelines Manual Introduction

A. General Information

Regional Network contractors will conduct activities in three major areas within the Network for a Healthy California (Network) operations including:

  1. maximizing local agency impact through trainings, coordination and communication support to all Network-funded programs;
  2. promoting community action through Regional Network Collaboratives; and
  3. implementing the targeted Fruit, Vegetable, and Physical Activity Campaigns and Programs. 

Additional programmatic direction is provided through other specialized guidelines and tools (Toolbox for Community Educators, School Idea and Resource Kit, etc.) and will be clarified by staff when needed to keep current with the fast-paced, changing issues related to nutrition and physical activity. 

B. Purpose of Manual

The purpose of this manual is to guide fiscal and program administrative management of these contracts funded by the Network in the California Department of Public Health (CDPH) and to ensure contractors have a clear understanding of all contract requirements.

C. Contract Compliance

Contractors are responsible for meeting all contract requirements as outlined in their fully executed contracts.  This includes, but is not limited to the following:

1) Timely submission of:

  • Invoices
  • Annual Financial and Compliance Audits
  • Progress Reports
  • Subcontracts – Prior Approval Requests
  • Subcontracts – Copies of Executed Subcontracts
  • Mini-grants (FFY 2012 Only) – Prior Approval
  • Consultant Agreements – Prior Approval Requests
  • Consultant Agreements – Copies of Executed Agreements
  • Equipment Purchase Documents
  • News Releases – Prior Approval Requests
  • Training Seminars, Workshops, and Conferences – Prior Approval Requests
  • 2) Keeping on File:

  • Signed Duty Statements for all 100% Full Time Equivalent (FTE) personnel dedicating 100% of their FTE to the contract.
  • Bi-Weekly Time-Logs or Quarterly Time Studies (with prior approval) for all staff not dedicating 100% of their FTE to the contract.
  • Supporting documents for all expenditures
  • Appropriate key deliverables items as noted in Scope of Work (SOW).
  • 3) Adherence to:

  • Program Letters
  • Current USDA Guidance, Allowable and Unallowable Costs
  • Attribution/Acknowledgement Guidelines
  • Educational Materials and Promotional Items CDPH Guidelines
  • Travel and Per Diem Reimbursement Policies
  • All other contract boilerplate requirements not specifically identified here
  • 4) Attendance at:

  • All required trainings/meetings as outlined in the approved SOW
  • Assigned State Network Team Members will be monitoring the contractors for responsiveness to the above listed contract requirements.  If difficulties in meeting any contract requirements are encountered, it is incumbent upon the contractor to promptly notify the assigned State Network Team Members of any potential problems.

    If the assigned State Network Team Members determine that there is a pattern of non-compliance with contract requirements, and remedial efforts are not successful, corrective actions will be taken.  Corrective actions may include:  withholding invoice payments, requesting return of payments, and in cases of continued contract non-compliance, possible contract termination.

    D. Guidelines Manual Organization

    This Guidelines Manual is organized to provide the easiest access possible to the information needed by Project Directors and other contract staff regarding contract compliance, procedures, and policies.  This manual contains the following sections:

    1. Fiscal Section (Section I. 100 – 900) 
      This section includes fiscal information relative to invoicing, budget revision requirements, and audits.  Project Directors, as well as fiscal personnel, must carefully review and understand this section.
    2. Program Administrative Section (Section II. 100 – 900)  
      This section includes program administrative information to assist with the overall management of the Regional Network contract.  This section outlines the policies and procedures required to meet the various conditions and contract compliance requirements of the Regional Network contract.

    E. Guidelines Manual Format

    This Guidelines Manual is broken out into the following two sections:  Fiscal, and Program Administrative.  The chapters within each section are numbered, with the pages numbered sequentially within the specific chapter.  The footer section of each page also indicates the date the page was last updated.

    F. Manual Updates/Revisions

    Updates or revisions to this Guidelines Manual will be provided as needed.  When updates/revisions are necessary, a Program Letter transmitting the updates/revisions will be issued and will provide instructions for identifying the changes. This Guidelines Manual will only be maintained electronically on the State Network website.  Should the contractor maintain a hard copy version of this manual it will be the contractor’s responsibility to assure that all updates are made as they become available.

    G.  Assigned Network Team Members

    The Network assigns a Program Manager (PM), a Contract Manager (CM) and Fruit, Vegetable, and Physical Activity Campaign and Program Leads to each Regional Network contract.  The PM, CM, and Campaign and Program Leads make up the assigned State Network Team Members who together work as a team on all issues related to the Regional Network contracts.  Responsibilities of each State Network Team Member include the following:

    The Program Manager (PM) has overall program responsibility for the assigned Regional Network contracts, which include but is not limited to:

    1. ensure that the goals and objectives of the contract’s SOW are fulfilled,
    2. review and analyze components of the progress reports,
    3. review and approve the development of educational materials, and
    4. provide programmatic technical assistance to contractors.

    The Contract Manager (CM) has overall fiscal and administrative responsibility for the assigned Network contracts, which include but is not limited to:

    1. ensure overall contract compliance,
    2. review, approve and process invoices,
    3. review, approve, and process budget revisions and amendments,
    4. process SOW revisions,
    5. and provide administrative technical assistance to contractors.

    The Fruit, Vegetable, and Physical Activity Campaign and Program Leads oversee specific requirements applicable to the assigned Regional Network contract as well as ensure that the goals and objectives of the specific campaigns are fulfilled.  The Leads review and analyze components of the progress reports, review and approve the development of educational materials, review budget revisions, and provide programmatic technical assistance to Contractors as it relates to the specific Campaign or Program.

    In addition to the assigned State Network Team Members, other State Network staff will have involvement in the contracts as relative to specific areas such as Physical Activity, Media/Communications, Partnerships and Planning, Training, Research & Evaluation, Community Development, etc.

    H. Network Mailing Address

    If sending regular mail:

    (Network contact person’s name here)
    California Department of Public Health
    Network for a Healthy California
    Mail Station 7204
    P.O. Box 997377, Suite 74.516
    Sacramento, CA  95899-7377
    Note: Regular mail can take up to two weeks for delivery.

    If sending overnight mail:

    (Network contact person’s name here)
    California Department of Public Health
    Network for a Healthy California
    Mail Station 7204
    1616 Capitol Avenue, Suite 74.516
    Sacramento, CA  95814

     
     
    Last modified on: 12/7/2012 11:06 AM