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CS Multi-Cultural Senior Activities 2014a FIRST ADDENDUM TO CONTRACT y BY AND BETWEEN THE COUNTY OF MARIN AND CouMYOFMA N\ 1 CITY OF SAN RAFAEL THIS ADDENDUM is made and entered into the 1st day of April 2014, by and between the COUNTY OF MARIN, a political subdivision of the State of California (hereinafter referred to as "County") and City of San Rafael (hereinafter referred to as "Contractor") RECITALS WHEREAS, the County and the Contractor entered into a contract for Multi -Cultural Senior Activites dated July 1, 2013 ("Contract"); and WHEREAS, Exhibit A of the contract obligated Contractor to $8,332; and WHEREAS, the parties desire to amend the contract to $9,984; NOW, THEREFORE, the parties agree to modify Exhibits A and B as set forth below. AGREEMENT 1. Except as otherwise provided herein all terms and conditions of the agreement shall remain in full force and effect. 2. ® Updated Certificate of Insurance(s) attached hereto. 3. Exhibits A and B are hereby amended as follows: See attached. IN WITNESS WHEREOF, the parties hereto have executed this FIRST Addendum on the day first written above. CONTRACTOR: COUNTY OF MARiN: Byl Contractor Name C unty Administrator COUNTY COUNSEL REVIEW AND APPROVAL (required if template content has been modified EXHIBIT "A" Amended MARIN COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES DIVISION OF SOCIAL SERVICES AGING AND ADULT SERVICES SCOPE OF SERVICES April 1, 2014 - June 30, 2014 1. Provider: City of San Rafael 2. Program Name: Multicultural Senior Center Activities 3. Program Goal: Arrange or provide organized art, educational, health, recreational, social, and volunteer opportunities for multicultural and older persons with Limited English Proficiency 60 years and older in order to promote their wellness and enhance their quality of life. 4. Performance Objectives: At least 75% of clients will report "high" to "very high" satisfaction with the program. 5. Program Definition: Services designed to enable older individuals to attain and/or maintain physical and mental well-being such as recreation, music, creative arts, physical activity, education, leadership development and other supportive services not covered under other service categories. Development and provision of new volunteer opportunities and services, and creation of additional services and programs to remedy gaps and deficiencies in existing services. Entertainment costs such as tickets to shows or sporting events, meals, lodging, rentals, transportation and gratuities are not allowable. 6. Minimum Units of Service Required and Contract Award: Program: Unit of Service: Three Months (7/1/13 - 9/30/13) Minimum number of hours: Contract Award: AAA Funding Nine Months (10/1/13 - 6/30/14) Minimum number of hours: Contract Award: AAA Funding OTO Total Amended Contract Amount 2 Multicultural Senior Center Activities One hour 250 $2,083 750 $6,249 $1,652 $9,984 4. Geographic Area/Persons to be Served: Countywide. Services to target multicultural Lunited English Proficient older adults. 5. Service Provider shall have the capacity to conduct and comply, at a minimum, to the following: a. Cooperate with Aging and Adult Services in its annual monitoring of the funded program. b. Perfonn the activities in the agency's bid/proposal in response to the Request for Proposal for the contracted service. However, Aging and Adult Services may negotiate, modify, or revise the scope of the service from the original proposal in order to assure that all necessary service and program requirements are covered. In the event the service levels specified in the bid/proposal are not attained, Aging and Adult Services will be pennitted to reduce the provider's contract award. The scope of service outlined in this exhibit reflects the service level agreed upon between Aging and Adult Services and the contractor. C. Agree not to use contract funds to pay the salary or expenses of any individual who is engaging in activities designed to influence legislation or appropriations pending before the Congress. d. Submit a detailed program budget within 15 days of receiving the budget template provided by the County. The program budget inust be submitted prior to issuance of the County Contract. All required elements in the budget including, but not lunited to, the agency's matches, project income, and in-kind contributions must be identified. Indirect costs are lunited to a maxunum indirect cash cost of 8°'0 of the direct cash costs, less Capital Equipment. e. Monthly invoice data must be submitted to Aging and Adult Services no later than the 10`h working day of the month for the prior month. f. For Fiscal Year 13/14, a fiscal close-out is required for services provided from 7/1/2013 - 9/30/13 on 10/10/13. A second fiscal close-out will be required for services provided between 10/1/13 - 6/30/14. g. Prepare and submit, in a timely manner, monthly service unit data and other reports as requested. Submit monthly service unit data report by the 10`h working day of the month for the prior month. Enter data directly in the GetCare/CARS or submit a manual paper report to Aging and Adult Services in order to comply with the California Department of Aging, National Aging Program Infonnation System and Aging and Adult Services reporting requirements. This requirement does not apply to the Title V program, and specific data reporting policies of this prograin must be followed. This requirement is also not applicable to the Home - Delivered Meal Program Meal Production contractor. h. Contractor's scope of service performance will be evaluated on a quarterly basis. Should the contractor fail to meet perfonnance targets, the County may request a plan of action to be submitted, outlining the contractor's planned strategies and activities to meet contract obligations. The plan of action will be within 30 days of receiving notification from the County. Offer opportunity for clients to snake voluntary contributions to the agency for services received. Contribution request must include the following information, "There is no obligation to contribute. Contributions are voluntary, and service will not be denied based on ability to make contributions." This requirement does not apply to the Title V program. This requirement is also not applicable to the Home - Delivered Meal Program Meal Production contractor. Maintain a Client Grievance Policy and process which is approved by Aging and Adult Services prior to being put into use. Revise the policy as necessary after the annual program monitoring to be in compliance with the requirements of the California Department of Aging. k. On an annual basis, agency staff that handle personal, sensitive, or confidential information must attend a Security Awareness training conducted by the California Department of Aging. Maintain a log of attendees and completion certificates for those staff attending. This requirement is not applicable to the Home -Delivered Meal Program Meal Production contractor. Written materials and promotional campaigns developed by the contractor specifically for the funded program must be reviewed and approved by the County prior to their release. All other materials developed by the contractor that are unrelated to the funded program would not be subject to the County's approval. In. All publications and written materials developed by the program must include the following statement: "Funding for this program, at least in part, is made available by the Older Americans Act, administered locally by the Marin Department of Health and Human Services, Division of Social Services, Aging and Adult Services." n. Attend all mandatory contractors' meetings scheduled by Aging and Adult Services. o. Maintain an updated organizational emergency/disaster preparedness or continuity of operations plan. R Minority Service Priority [pursuant to Older Americans Act Sec. 306.(a)(5)(A)(ii)] Provider must prioritize services to low income minority individuals. In order to satisfy the service needs of this population, the provider will give priority to minority persons when hiring new staff or recruiting new volunteers. q. Services to lesbian, gay, bisexual, and transgender older adults: [pursuant to the Older Californians Equity and Protection Act (AB 2920)]: Provider must ensure that programs and services are available to all older adults regardless of sexual orientation and gender identity. Evaluation of outreach efforts to gay, lesbian, bisexual, and transgender older adults will be included in Aging and Adult Services contract monitoring requirements. r. Develop targeted outreach methods to locate individuals age 60 or older, especially the low-income, geographically isolated, and minority elderly. Service to minority elders, at a ininimum, should be in the saine proportion as represented in Marin's older population as reported in the most recent census infonnation. S. Program evaluations to be conducted annually using template approved by Aging and Adult Services. 9. Service Provider will comply with the following programmatic requirements as well as other conditions established by the AAA specific to this funded program: a. Services to be targeted to Limited English Proficient older adults speaking Marin's threshold languages, Vietnamese and Spanish. b. Culturally appropriate activities to be conducted by bilingual persons. 5 EXHIBIT "B" Amended FEES AND PAYMENT SCHEDULE (required) B.1. BASE CONTRACT FEE: COUNTY shall pay CONTRACTOR during the tenn of this contract (April 1, 2014 through June 30, 2014). Contractor shall submit requests for payment. No costs incurred by CONTRACTOR prior to the effective date of the contract should be included in the invoices, nor paid by the COUNTY. B.2. CONSIDERATIONS: In no event shall total compensation paid to Contractor under this provision exceed $9,984 without a written amendment to this Agreement, approved by the County of Marin. Said sum to be payable as follows: subject to the availability of funds, compliance with insurance requirements as hereinafter provided, and completion of the contract services to County's satisfaction. Payment amount will be based upon receipt of contractor's financial statement and request for funds, as expended. Payment will be made following County's receipt of a tiunely, accurate and accepted invoice to be submitted no later than the 10th of the following month. CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY Accredited with Excellence from the California Association of Joint Powers Authorities CERTIFICATE OF COVERAGE Certificate Holder and Additional Covered Party: County of Marin c/o Department of Health & Human Services 10 North San Pedro Road, Suite 1012 San Rafael, CA 94903 Attention: Lee Pullen, Manager This certifies that the coverage Described herein has been issued to: City of San Rafael Description of Activity: Multi -cultural senior center activities program providing organized art, educational, health, recreational, social and volunteer opportunities for multicultural and older persons with limited English proficiency 60 year or older. Date(s) of Activity: 7/1/2013-6/30/14 Location of Activity: Marin County Certificate Entity Providing Coverage Excess Coverage Expiration Date California Joint Powers Risk Management Authority $ 500,000 6/30/2014 excess of $ 500,000 The following coverage is in effect and is provided through participation in a risk sharing joint powers authority: comprehensive general liability, automobile liability, and public officials errors and omissions, as defined in the Memorandum of Coverage on file with the entity and which will be made available upon request. The coverage being provided is limited to the activity and the time period indicated herein and is subject to all the terms, conditions and exclusions of the Memorandum of Coverage of the California Joint Powers Risk Management Authority. Pursuant to Section II, subsection 8, relating to the definition of a covered party, the certificate holder named herein is only an additional covered party for covered claims arising out of the activity described herein and is subject to the limits stated herein. Coverage is in effect at this time and will not be cancelled, limited or allowed to expire at a date other than that indicated herein except upon 30 days written notice to the certificate holder. 9/12/2013 Date Authorized signature David J. Clovis, ARM, General Manager Name and Title (Print or type) Form C - Revised 0312412010 3201 Doolan Road., Suite 285 9 Livermore, CA 94551-7570 • Phone (925) 837-0667 • FAX (925) 290-1543 N11 -10d Cit) J ar111uRtl .d{^" 6ze MAYOR GARY O. PHILLIPS VICE MAYOR BARBARA HELLER COUNCILMEMBER KATE COLIN COUNCILMEMBER DAMON CONNOLLY r'OUNCILMEMBER ANDREW CUYUGAN MCCULLOUGH ' i ii ', ', u.,M �,,� Y A � ��., A 1 i �' i" • I*II , i ��„�u;IC a 'rqP�"� � "'"T°I,,, „wwi,� i �, r^ ,� ,,,,.. ,,,,,,,, W OFFICE OF THE CITY ATTORNEY Robert F. Epstein, City Attorney Lisa A. Goldtien, Assistant City Attorney Eric T. Davis, Deputy City Attorney 11 September 11, 2013 Lee Pullen, Manager Dept. of Health and Human Services Division of Aging & Adult Services 10 N. San Pedro Road, Suite 1012 San Rafael, CA 94903 Re: City of San Rafael Self -Insurance, San Rafael Goldenaires Dear Mr. Pullen: The City of San Rafael, as permitted under State law, is self-insured for general liability, including automobile liability, for the first $500,000. Accordingly, the City does not have a commercially issued general liability insurance policy. Additionally, the City participates in a public entity excess liability pool for additional liability coverage of $24,500,000 in excess of $500,000. The pool, the California Joint Powers Risk Management Authority (CJPRMA) provides the City's excess coverage under a Memorandum of Coverage. I have requested that a Certificate of Coverage be forwarded to you showing County of Marin, Department of Health & Human Services as the additional insured. With respect to Worker's Compensation liability, the City is self-insured for the first $750,000 and has a separate excess liability policy from Safety National Casualty Corporation, as detailed on the enclosed memorandum of coverage. Because it is a local governmental agency existing in the State of California and because it is entitled to self -insure under the Government Code, the City assumes that this letter will satisfy the insurance requirements of the Agreement between the County of Marin and the City of San Rafael— San Rafael Goldenaires, for activity scheduling and implementation programs. Please call the City Attorney's Office at 485-3080 should you have any questions regarding insurance. Very truly yours, ERIC T. DAVIS Deputy City Attorney II Enclosure cc: Carol Jacobs-Courtz, Senior Recreation Supervisor 1400 Fifth Avenue (P.O. Box 151560) San Rafael, CA 94915-1560 PHONE: (415) 485-3080 / FAX: (415) 485-3109 / EMAIL: city.attomey@cityofsanrafael.org 4& Fyc►1-1411 el:19I#Jel;1 l A member of the Tokio Marine Group CERTIFICATE OF INSURANCE 1832 Schuetz Road St Louis, MO 63146-3540 Telephone (888) 995-5300 (314) 995-5300 Fax (314) 995-3843 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICY LISTED BELOW. NAME AND ADDRESS OF CERTIFICATE HOLDER: California Dept Of Industrial Relations Office Of Self -Insurance Plans 2265 Watt Avenue, Suite #1 Sacramento, California 95825 Attn: Mr. Jon Wroten This is to certify that the policy of insurance listed below has been issued to, the insured named below and is in force at this time. Notwithstanding any requirement, term or condition:of any contract or any other document with respect to which this certificate may be issued or may pertain, the insurance,,' afforded by the policy described herein is subject to all the terms, exclusions and conditions of such policy., Sbould any of the policy described herein be canceled before expiration date thereof the CORPORATION will endeavor to mail sixty (60) days written notice to the above named certificate holder, but failure to mail such notice shall impose no obligation or liability of any kind upon the CORPORATION. NAME INSURED EMPLOYER: CITY OF SAN RAFAEL ADDRESS: 1400 FIFTH AVENUE, SAN RAFAEL, CA 94901 POLICY NUMBER: SP 4048860 TYPE OF INSURANCE: Specific Excess Workers" Compensation and Employers' Liability Insurance LOCATION(S): POLICY LIABILITY PERIOD: POLICY PAYROLL REPORTING PERIOD: CALIFORNIA July 01, 2013 through July 01, 2014 July 0.1, 2013 through July 01, 2014 Self -Insured Retention Per Occurrence Maximum Limit of Indemnity Per Occurrence Employers' Liability Maximum Limit of Indemnity Per Occurrence and Aggregate $ 1,000,000 Statutory $ 2,000,000 SAFETY NATIONAL CASUALTY CORPORATION By: Gene R. Maier Senior Vice President of Workers' Compensation Underwriting Date: June 20, 2013 SAM Search Results List of records matching your search for Functional Area: Entity Management Record Status: Active Entity Name: City of San Rafael City: "San Rafael' Zip Code: 94901 ENTITY ISAN RAFAEL, CITY OF Status:Active DUNS: 198423832 +4: CAGE Code: 4TB82 DoDAAC: Expiration Date: Jul 11, 2014 Has Active Exclusion?: No Delinquent Federal Debt?: No Address: 1400 5TH AVE City: SAN RAFAEL State/Province: CALIFORNIA ZIP Code: 94901-1943 Country: UNITED STATES May 06, 2014 6:53 PM Page 1 of 1 i DEPARTMENT OF HEALTH AND HUMAN SERVICES " ...... .. D.I.V.LS.LQ,N .QF .�O�IAL..SERV.L�.ES COUNTY OF MARIN ` rri nrid rrr� tv'c hrL; brnith ,wa,-ll hur n j d','f "1 0 r io- rr '`J rvid nr3hr ' � f n n �I G{ N,' HEALTH & ;e'`] SERVICES Sincerely, �GL(� G*aL Sr. Secretary encl. June 5, 2014 Larry Meredith, Ph.D. DIRECTOR Carol Jacobs-Courtz, Sr. Recreation Supervisor Heather Ravani City of San Rafael Community Services Department DIVISION DIRECTOR 618 B Street San Rafael, CA 94901 Aging and Adult Services Dear Carol, 10 North San Pedro Road Suite 1023 San Rafael, CA 94903 Enclosed, please find one copy of the fully executed contract amendment for 415 473 7118 T Fiscal Year 2013-2014 with the County of Marin, Department of Health and 415 473 7042 F Human Services and the City of San Rafael to provide Multi -Cultural Senior 415 473 3232 TTY Activities in the amount of $9,984. www.marincounty.org/aging We look forward to working with you in the future to coordinate community- based services for older adults in Marin County, and we appreciate the additional resources that your agency provides for the operation of this important service for older adults. Sincerely, �GL(� G*aL Sr. Secretary encl.