HomeMy WebLinkAboutCS Multi-Cultural Senior Activities 2017i
DEPARTMENT OF HEALTH AND HUMAN SERVICES
........................................................... .
COUNTY OF MARIN Promoting and protecting health, well-being, self•suffic'ency. and sofery of oli. n hiar ;i
MARIN July 19, 2017
HEALTH &
HUMAN
SERVICES Carol Jacobs-Courtz, Sr. Recreation Supervisor
.;,: t;_•;.h: r_:, City of San Rafael Community Services Dept.
618 "B" Street
Grant Nash Colfax, MD San Rafael, CA 94901
DIRECTOR
Kari Beuerman Re: Department of Health and Human Services Contract: FY 2017/2018
HHS ASSISTANT DIRECTOR
Dear Carol,
SOCIAL SERVICES
Lee Pullen
Enclosed, please find three copies of the agreement between the City of San Rafael
DIVISION DIRECTOR
and the County of Marin, Department of Health and Human Services for July 1, 2017
through June 30, 2018 to provide Multi -Cultural Senior Activities in the amount of
$10,000.
Aging and Adult Services
10 North Son Pedro Road
Insurance
Suite 1023
Please obtain a current Certificate of General Liability Insurance, and Automobile
San Rafael, CA 94903
Liability on ACORD Form 25 from your insurance carrier and a current Schedule B,
415 473 7118 T
which designates the County of Marin, Department of Health and Human Services as
415 473 7042 F
the "Additional Insured," and submit with your three signed contract agreements.
415 473 3232 TTY
Please note that the Schedule B is also known as Additional Insured.
www.marinhhs.org/aging-
adAservices
Budget
Please prepare and submit your program budget by August 1, 2017. The Grant
Award column should reflect your Area Agency on Aging Grant from the Older
Americans Act.
Please sign the agreements along with initialing each checked exhibit on page 5, and
return all three agreements, program budget documents, and proof of insurance
coverage to the Department of Health and Human Services by August 1, 2017. The
enclosed scope of services from the California Department of Aging should be
retained with your contract files.
We look forward to working with you and your staff to provide critical services to
Marin's older adults. Please contact your contract liaison, Michele McCabe, if you
have any questions about the contract process.
Sincerely,
,tj - (�>Z6L(4._
Gary Lara,
Administrative Assistant II
Enclosures
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CAO Contract Log # COUNTY OF MARIN Dept. Contract Log #
PROFESSIONAL SERVICES CONTRACT
2012 - Edition 1
THIS CONTRACT is made and entered into this 1 st day of July, 2017, by and between the COUNTY OF MARIN,
hereinafter referred to as "County" and City of San Rafael, hereinafter referred to as "Contractor."
RECITALS:
WHEREAS, County desires to retain a person or firm to provide the following service: Multi -Cultural Senior Center
Activities; and
WHEREAS, Contractor warrants that it is qualified and competent to render the aforesaid services;
NOW, THEREFORE, for and in consideration of the Contract made, and the payments to be made by County, the parties
agree to the following:
1. SCOPE OF SERVICES:
Contractor agrees to provide all of the services described in Exhibit A attached hereto and by this reference made a part
hereof.
2. FURNISHED SERVICES:
The County agrees to:
A. Guarantee access to and make provisions for the Contractor to enter upon public and private lands as required
to perform their work.
B. Make available all pertinent data and records for review.
C. Provide general bid and Contract forms and special provisions format when needed.
3. FEES AND PAYMENT SCHEDULE:
The fees and payment schedule for furnishing services under this Contract shall be based on the rate schedule which is
attached hereto as Exhibit B and by this reference incorporated herein. Said fees shall remain in effect for the entire term
of the Contract. Contractor shall provide County with his/her/its Federal Tax I.D. number prior to submitting the first
invoice.
4. MAXIMUM COST TO COUNTY:
In no event will the cost to County for the services to be provided herein exceed the maximum sum of $10,000 including
direct non -salary expenses. As set forth in section 14 of this Contract, should the funding source for this Contract be
reduced, Contractor agrees that this maximum cost to County may be amended by written notice from County to reflect
that reduction.
5. TIME OF CONTRACT:
This Contract shall commence on July 1, 2017, and shall terminate on June 30, 2018. Certificate(s) of Insurance must
be current on day Contract commences and if scheduled to lapse prior to termination date, must be automatically updated
before final payment may be made to Contractor. The final invoice must be submitted within 30 days of completion of the
stated scope of services.
6. INSURANCE:
Commercial General Liabilitv:
The Contractor shall maintain a commercial general liability insurance policy in the amount of $1,000,000 ($2,000,000
aggregate). The County shall be named as an additional insured on the commercial general liability policy.
Commercial Automobile Liabilitv:
Where the services to be provided under this Contract involve or require the use of any type of vehicle by Contractor,
Contractor shall provide comprehensive business or commercial automobile liability coverage, including non -owned and
hired automobile liability, in the amount of $1,000,000.00.
Workers' Compensation:
The Contractor acknowledges the State of California requires every employer to be insured against liability for workers'
compensation or to undertake self-insurance in accordance with the provisions of the Labor Code. If Contractor has
employees, a copy of the certificate evidencing such insurance, a letter of self-insurance, or a copy of the Certificate of
Consent to Self -Insure shall be provided to County prior to commencement of work.
Errors and Omissions. Professional Liabilitv or Malpractice Insurance.
Contractor may be required to carry errors and omissions, professional liability or malpractice insurance.
All policies shall remain in force through the life of this Contract and shall be payable on a "per occurrence" basis unless
County specifically consents to a "claims made" basis. The insurer shall supply County adequate proof of insurance and/or
a certificate of insurance evidencing coverages and limits prior to commencement of work. Should any of the required
insurance policies in this Contract be cancelled or non -renewed, it is the Contractor's duty to notify the County immediately
upon receipt of the notice of cancellation or non -renewal.
If Contractor does not carry a required insurance coverage and/or does not meet the required limits, the coverage limits
and deductibles shall be set forth on a waiver, Exhibit C, attached hereto.
Failure to provide and maintain the insurance required by this Contract will constitute a material breach of this Contract. In
addition to any other available remedies, County may suspend payment to the Contractor for any services provided during
any time that insurance was not in effect and until such time as the Contractor provides adequate evidence that Contractor
has obtained the required coverage.
7. ANTI DISCRIMINATION AND ANTI HARASSMENT:
Contractor and/or any subcontractor shall not unlawfully discriminate against or harass any individual including, but not
limited to, any employee or volunteer of the County of Marin based on race, color, religion, nationality, sex, sexual
orientation, age or condition of disability. Contractor and/or any subcontractor understands and agrees that Contractor
and/or any subcontractor is bound by and will comply with the anti discrimination and anti harassment mandates of all
Federal, State and local statutes, regulations and ordinances including, but not limited to, County of Marin Personnel
Management Regulation (PMR) 21.
8. SUBCONTRACTING:
The Contractor shall not subcontract nor assign any portion of the work required by this Contract without prior written
approval of the County except for any subcontract work identified herein. If Contractor hires a subcontractor under this
Contract, Contractor shall require subcontractor to provide and maintain insurance coverage(s) identical to what is required
of Contractor under this Contract and shall require subcontractor to name Contractor and County of Marin as an additional
insured under this Contract for general liability. It shall be Contractor's responsibility to collect and maintain current
evidence of insurance provided by its subcontractors and shall forward to the County evidence of same.
9. ASSIGNMENT:
The rights, responsibilities and duties under this Contract are personal to the Contractor and may not be transferred or
assigned without the express prior written consent of the County.
10. LICENSING AND PERMITS:
The Contractor shall maintain the appropriate licenses throughout the life of this Contract. Contractor shall also obtain any
and all permits which might be required by the work to be performed herein.
11. BOOKS OF RECORD AND AUDIT PROVISION:
Contractor shall maintain on a current basis complete books and records relating to this Contract. Such records shall
include, but not be limited to, documents supporting all bids, all income and all expenditures. The books and records shall
be original entry books with a general ledger itemizing all debits and credits for the work on this Contract. In addition,
Contractor shall maintain detailed payroll records including all subsistence, travel and field expenses, and canceled
checks, receipts and invoices for all items. These documents and records shall be retained for at least five years from the
completion of this Contract. Contractor will permit County to audit all books, accounts or records relating to this Contract or
all books, accounts or records of any business entities controlled by Contractor who participated in this Contract in any
way. Any audit may be conducted on Contractor's premises or, at County's option, Contractor shall provide all books and
records within a maximum of fifteen (15) days upon receipt of written notice from County. Contractor shall refund any
monies erroneously charged.
12. WORK PRODUCT/PRE-EXISTING WORK PRODUCT OF CONTRACTOR:
Any and all work product resulting from this Contract is commissioned by the County of Marin as a work for hire. The
County of Marin shall be considered, for all purposes, the author of the work product and shall have all rights of authorship
to the work, including, but not limited to, the exclusive right to use, publish, reproduce, copy and make derivative use of,
the work product or otherwise grant others limited rights to use the work product.
To the extent Contractor incorporates into the work product any pre-existing work product owned by Contractor, Contractor
hereby acknowledges and agrees that ownership of such work product shall be transferred to the County of Marin.
13. TERMINATION:
A. If the Contractor fails to provide in any manner the services required under this Contract or otherwise fails to
comply with the terms of this Contract or violates any ordinance, regulation or other law which applies to its
performance herein, the County may terminate this Contract by giving five (5) calendar days written notice to
the party involved.
B. The Contractor shall be excused for failure to perform services herein if such services are prevented by acts of
God, strikes, labor disputes or other forces over which the Contractor has no control.
C. Either party hereto may terminate this Contract for any reason by giving thirty (30) calendar days written notice
to the other parties. Notice of termination shall be by written notice to the other parties and be sent by
registered mail.
D. In the event of termination not the fault of the Contractor, the Contractor shall be paid for services performed to
the date of termination in accordance with the terms of this Contract so long as proof of required insurance is
provided for the periods covered in the Contract or Amendment(s).
14. APPROPRIATIONS:
The County's performance and obligation to pay under this Contract is contingent upon an annual appropriation by the
Marin County Board of Supervisors, the State of California or other third party. Should the funds not be appropriated
County may terminate this Contract with respect to those payments for which such funds are not appropriated. County will
give Contractor thirty (30) days' written notice of such termination. All obligations of County to make payments after the
termination date will cease.
Where the funding source for this Contract is contingent upon an annual appropriation or grant from the Marin County
Board of Supervisors, the State of California or other third party, County's performance and obligation to pay under this
Contract is limited by the availability of those funds. Should the funding source for this Contract be eliminated or reduced,
upon written notice to Contractor, County may reduce the Maximum Cost to County identified in section 4 to reflect that
elimination or reduction.
15. RELATIONSHIP BETWEEN THE PARTIES:
It is expressly understood that in the performance of the services herein, the Contractor, and the agents and employees
thereof, shall act in an independent capacity and as an independent Contractor and not as officers, employees or agents of
the County. Contractor shall be solely responsible to pay all required taxes, including but not limited to, all withholding
social security, and workers' compensation.
16. AMENDMENT:
This Contract may be amended or modified only by written Contract of all parties.
17. ASSIGNMENT OF PERSONNEL:
The Contractor shall not substitute any personnel for those specifically named in its proposal unless personnel with
substantially equal or better qualifications and experience are provided, acceptable to County, as is evidenced in writing.
18. JURISDICTION AND VENUE:
This Contract shall be construed in accordance with the laws of the State of California and the parties hereto agree that
venue shall be in Marin County, California.
19. INDEMNIFICATION:
Contractor agrees to indemnify, defend, and hold County, its employees, officers, and agents, harmless from any and all
liabilities including, but not limited to, litigation costs and attorney's fees arising from any and all claims and losses to
anyone who may be injured or damaged by reason of Contractor's negligence, recklessness or willful misconduct in the
performance of this Contract.
20. COMPLIANCE WITH APPLICABLE LAWS:
The Contractor shall comply with any and all Federal, State and local laws and resolutions: including, but not limited to the
County of Marin Nuclear Free Zone, Living Wage Ordinance, and Board of Supervisors Resolution #2005-97 prohibiting
the off -shoring of professional services involving employee/retiree medical and financial data affecting services covered by
this Contract. Copies of any of the above -referenced local laws and resolutions may be secured from the Contract
Manager referenced in section 21. In addition, the following NOTICES may apply:
1. Pursuant to California Franchise Tax Board regulations, County will automatically withhold 7% from all
payments made to vendors who are non-residents of California.
2. Contractor agrees to meet all applicable program access and physical accessibility requirements under
State and Federal laws as may apply to services, programs or activities for the benefit of the public.
3. For Contracts involving any State or Federal grant funds, Exhibit D must be attached. Exhibit D shall
consist of the printout results obtained by search of the System for Award Management at www.sam.00v.
Exhibit D - Debarment Certification
By signing and submitting this Contract, the Contractor is agreeing to abide by the debarment requirements as
set out below.
• The certification in this clause is a material representation of fact relied upon by County.
• The Contractor shall provide immediate written notice to County if at any time the Contractor learns that its
certification was erroneous or has become erroneous by reason of changed circumstances.
• Contractor certifies that none of its principals, affiliates, agents, representatives or contractors are excluded,
disqualified or ineligible for the award of contracts by any Federal agency and Contractor further certifies to the
best of its knowledge and belief, that it and its principals:
• Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded by any Federal Department or Agency;
• Have not been convicted within the preceding three -years of any of the offenses listed in 2 CFR
180.800(a) or had a civil judgment rendered against it for one of those offenses within that time period;
• Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State, or Local) with commission of any of the offenses listed in 2 CFR 180.800(a);
• Have not had one or more public transactions (Federal, State, or Local) terminated within the
preceding three -years for cause or default.
The Contractor agrees by signing this Contract that it will not knowingly enter into any subcontract or covered
transaction with a person who is proposed for debarment, debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered transaction.
• The Contractor to this Contract and any subcontractor will provide a debarment certification that includes the
debarment clause as noted in preceding bullets above, without modification.
21. NOTICES:
This Contract shall be managed and administered on County's behalf by the Department Contract Manager named below.
All invoices shall be submitted and approved by this Department and all notices shall be given to County at the following
location:
Contract Manager: Lee Pullen, Director, Aging and Adult Services
Dept./Location: Department of Health and Human Services
Division of Social Services, Aging & Adult Services
Telephone No.: (415) 473-7118
Notices shall be given to Contractor at the following address(es):
Contractor: City of San Rafael
Debbie Younkin, Interim Director, Community Services
618 B Street
Address: San Rafael, CA 94901
Telephone No.: (415) 485-3333
Contractor:
Address:
Telephone No.:
22. ACKNOWLEDGEMENT OF EXHIBITS:
JZJ Check applicable Exhibits
EXHIBIT A. ® Scope of Services
EXHIBIT B. ® Fees and Payment
EXHIBIT C. ❑ Insurance Reduction/Waiver
EXHIBIT D. ® Contractor's Debarment Certification
EXHIBIT E. ❑ Subcontractor's Debarment Certification
OTHER REQUIRED ® Exhibit G: Audits/Non-Discrimination
EXHIBITS (HHS USE ® Exhibit K: Aging & Adults Programs
ONLY) ® Exhibit K1: Terms & Conditions
CONTRACTOR'S
INITIALS
IN WITNESS WHEREOF, the parties have executed this Contract on the date first above written.
CONTRAC OR: APPROVED BY
COUNTY OF MARIN:
By: r''
Name: A
Title: By:
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COUNTY COUNSEL REVIEW AND APPROVAL (required if template content has been modified)
County Counsel: Date:
EXHIBIT "A"
SCOPE OF SERVICES
MARIN COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES
DIVISION OF SOCIAL SERVICES
AGING AND ADULT SERVICES
July 1, 2017 - June 30, 2018
Provider: City of San Rafael
Program Name: Multicultural Senior Center Activities
Program Goal: Arrange or provide organized art, educational health, recreational, social and volunteer
opportunities for persons 60 years and older in order to promote their wellness and enhance their quality of life.
Performance Objectives: At least 80% of clients will report "high" to "very high" satisfaction with the program.
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.
Minimum Units of Service Required
Units of service: hours
Minimum number of hours: 1,000
Contract Award: $10,000
Geographic Area/Persons to be served: Marin County
Service Provider shall have the capacity to conduct and comply, at a minimum, to the following:
Cooperate with Aging and Adult Services in the annual monitoring of the funded program, including monitoring
for compliance with program, fiscal, and regulatory requirements and standards.
Perform the activities in the agency's bid/proposal in response to the Request for Proposal for the contracted
service, as negotiated and approved by Aging and Adult Services. In the event the service levels specified in
the bid/proposal are not attained, Aging and Adult Service will be permitted to reduce the contractor's budget.
The scope of service outlined in this exhibit reflects the service level agreed upon between Aging and Adult
Services and the contractor.
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.
Submit a detailed program budget within 15 days of receiving the budget template provided by the County. The
program budget must be submitted prior to issuance of the County Contract.
9
All required elements in the budget including, but not limited to, the agency's matches, project income, and in-
kind contributions must be identified. Indirect costs are limited to a maximum indirect cash cost of 10% of the
direct cash cost, less Capital Equipment. The program match for III B supportive services is 10%.
Contractor must show proof of meeting match cash or in-kind match by documenting on the program budget as
described above and on monthly invoices.
Monthly invoice data must be submitted to Aging and Adult Services no later than the 10th working day
of the month for the prior month. Each monthly invoice must include documentation to support the
expenditures claimed for payment. There must also be supporting documentation for all monthly Match Cash,
Match In -Kind, Non -match Cash, and Non -Match In -Kind, program income claiming. The invoice request for
funds must be accompanied by supporting documentation before payment. During the fiscal year an in-depth
fiscal monitoring will be performed. At this time the County will verify expenditures, revenue, and match, and
general ledger items for selected samples among other documentation. After the end of the fiscal year a
contract resolution will be conducted where expenditures, payments, and match for the full fiscal year are
verified via independent single audit, contractor general ledger, or both. The omission or lack of supporting
documentation may result in contract noncompliance and/or nonpayment.
Submit monthly service unit data report by the 10th working day of the month for the prior month. Enter
data directly in the Get Care/CARS in order to comply with the California Department of Aging, National Aging
Program Information System and Aging and Adult Services reporting requirements.
Offer opportunity for clients to make voluntary confidential 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.
Maintain a Client Grievance Policy and Procedure that is approved by Aging and Adult Services prior to being
put into use. Policy must have specific timelines for every level of the grievance. Revise the Policy as
necessary after the annual program monitoring to be in compliance with the requirements of the California
Department of Aging. Notify all clients of the grievance process. Provider's Client Grievance Policy and
Procedure must be posted in a visible area accessible to clients and distributed at time of intake. Provide a
copy of Client Grievance Policy and Procedure to all clients who are homebound.
On an annual basis, agency staff that handle personal, sensitive, or confidential information must complete a
Security Awareness training conducted by the California Department of Aging. This can be completed online.
Maintain a log of attendees and completion certificates for those staff attending.
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, Aging and Adult Services."
Attend all mandatory contractors' meetings scheduled by the Aging and Adult Services.
Maintain an updated organizational emergency/disaster preparedness or continuity of operations plan.
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.
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.
Service priority for frail, homebound or isolated elderly 45CFR1321.69 Persons age 60 or over who are frail,
homebound by reason of illness or incapacitating disability, or otherwise isolated, shall be given priority in the
delivery of services.
Program evaluations to be conducted annually using template provided by Aging and Adult Services.
Program Specific Requirements:
Provide programs and activities targeting the population of low- income older adults including minorities and
limited English —proficient residents focusing on recreation, health, nutrition and education.
Publicize programs and events to older adults, service providers, and community agencies in Central Marin.
Maintain volunteer sign -in sheets to track the number of volunteers and volunteer hours.
0
EXHIBIT "B"
FEES AND PAYMENT SCHEDULE
B.I. BASE CONTRACT FEE:
COUNTY shall pay CONTRACTOR during the term of this contract (July 1, 2017 through June 30, 2018).
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 $10,000 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 timely,
accurate and accepted invoice to be submitted no later than the 10th of the following month.
EXHIBIT "G"
AUDITS, NON-DISCRIMINATION
AUDITS/RECORDS:
1.1 Contractor shall maintain books, records, files, documents and other evidence directly pertinent to all
work under this Agreement in accordance with accepted professional practices and accounting procedures and
according to statutory agreements for the applicable time mandated, and in no case less than seven (7) years
after the termination of the Agreement. County, or any of its duly authorized representatives, shall have access
to such books, records, files, documents and other evidence for purposes of inspection, evaluation, audit or
copying. Contractor will furnish County a certified copy of an Audit Report from an independent CPA firm by
October 31, for the report covering the County's fiscal year that ended the previous June 30. The Audit Report
will cover the County's fiscal year and include the independent CPA firm's review of each program operated by
Contractor, with review of both expenditures and revenues for each program.
1.2 Contractor will provide County with a letter from the chair of the Contractor's Board of Directors certifying
that the Board of Directors has reviewed the Audit Report.
2. NON-DISCRIMINATION IN THE PROVISION OF SERVICES:
2.1 Contractor and/or any permitted subcontractor shall not unlawfully discriminate against any individual
based upon race, religious creed, color, national origin, ancestry, medical condition, marital status, sex, sexual
orientation, age or condition of disability. Contractor and/or any permitted subcontractor understands and
agrees that Contractor and/or any permitted subcontractor is bound by and will comply with the
nondiscrimination mandates of all Federal, State and local statutes, regulations and ordinances. In the
performance of the terms of this Agreement, Contractor shall not discriminate against any employee or
applicant for employment, or against any applicant for or beneficiary of services, because of race, sex, sexual
orientation, HIV status, color, religion, ancestry, national origin, age, disability, or any other unlawful basis.
2.2 Contractor shall take affirmative action to ensure that applicants are employed and that employees are
treated fairly during employment without regard to their race, sex, sexual orientation, HIV status, color, religion,
ancestry, national origin, age, or disability. Such action shall include, but not be limited to, employment,
upgrading, demotion or transfer, recruitment or recruitment advertising, lay-off or termination, rates of pay or
other forms of compensation, and selection for training, including apprenticeship. Contractor shall post in
conspicuous places, available to employees and applicants for employment, notices setting forth Fair
Employment Practices outlined in this section. Contractor shall permit access to its records of employment,
employment advertisements, application forms, and other pertinent data and records by the State Fair
Employment Practice Commission, or any other agency of the State of California designated by the awarding
authority, for the purpose of investigation to ascertain compliance with the Fair Employment Practices section of
this Agreement.
2.3 Contractor shall develop and implement policies and procedures to ensure that all services provided
under this Agreement are rendered in a manner that conforms to all local, State and federal non-discrimination
statutes, regulations and ordinances, including but not limited to race, gender, national origin, disability or
medical condition such as a diagnosis of Acquired Immune Deficiency Syndrome (AIDS), or upon testing
positive for Human Immunodeficiency Virus (HIV), or all other applicable nondiscrimination provisions.
Contractor shall ensure that its staff is adequately trained regarding these non-discrimination provisions,
policies and procedures, including those that involve specific disease -related problems, issues and special
recovery needs.
10
3. Disaster Plan:
3.1 Contractor shall have in place, and shall provide to the County, its plan for the referral and/or treatment
of clients in the case of a disaster.
4. Drug -Free Workplace Requirements:
4.1 Contractor will comply with the requirements of the Drug -Free Workplace Act of 1990 and will provide a
drug-free workplace by taking the following actions:
Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or
use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.
Establish a Drug -Free Awareness Program to inform employees about:
The danger of drug abuse in the workplace
The person's or organization's policy of maintaining a drug-free workplace
Any available counseling, rehabilitation and employee assistance programs, and,
Penalities that may be imposed upon employees for drug abuse violations
11
EXHIBIT "K"
AGING AND ADULT SERVICES PROGRAMS
1. Contractor's Compliance with Provisions of State Contract
Contractor acknowledges that this Agreement is a subcontract to an Agreement between the County and the
State (hereinafter "State Contract"). The State Contract requires that the County contractually obligate any of
its subcontractors to also comply with the terms and conditions of the State Contract. Contractor hereby agrees
to comply with the terms and conditions of the State Contract, a copy of which is attached hereto as Exhibit K-1.
In addition, funds available under this Contract are depending upon funding from the state. Lack of funding
from the State will result in termination of this Agreement.
In the event the State Contract requires the County to notify the State of a breach of privacy and/or security of
personally identifiable information (hereinafter "Pll") and/or protected health information (hereinafter "PHI"),
Contractor shall immediately upon discovery of a breach of privacy and/or security of P11 and/or PHI by
Contractor, notify County of such breach by telephone and email or facsimile. Contractor further agrees that it
shall notify County of any such breaches prior to the time the County is required to notify the State pursuant to
the State Contract.
In the event the State Contract requires the County to pay any costs associated with a breach of privacy and/or
security of PII and/or PHI, including but not limited to the costs of notification, Contractor shall pay on Count's
behalf any and all such costs arising out of a breach of privacy and/or security of PI and/or PHI by Contractor.
12
EXHIBIT "K.1"
STATE OF CALIFORNIA AREA PLAN TERMS AND CONDITIONS AND
TITLE V TERMS AND CONDITIONS
Contractor will comply with the requirements of the California Department of Aging Area Plan Terms and
Conditions (AP Scope of Work: Exhibits A, B, D and E) from the Area Agency on Aging (PSA 5) or if applicable,
a copy of the Title V Terms and Conditions (TV Scope of Work: Exhibits A, B, D and E). By signing below, the
contract administrator at the office of the Area Agency on Aging confirms this document has been delivered with
the contract package.
The Area Agency on Aging will maintain a hard copy of the Area Plan (AP) Terms and Conditions and Title V
(TV) Terms and Conditions in the office of the Area Agency on Aging's State Contract folder. Copies of the
Area Plan (AP) Terms and Conditions and Title V (TV) Terms and Conditions are also maintained at the Board
of Supervisor's Office.
This is to confirm the Area Plan Terms and Conditions or Title V Terms and Conditions have been sent to the
provider as part of the contract. Due to the size of the document, a copy is not being made for each contract
file. A hard copy and electronic copy are available in the program office at the Area Agency on Aging.
AAA Contract Administrator's Signature Date signed and documents mailed
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Community Services
Project Manager: Debbie Younkin
Extension: ext 3347
Contractor Name: County of Marin
Contractor's Contact: Lee Pullen, Director, Aging & Adult Services
Contact's Email: GLara@marincounty.org
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. PINS notice sent
DY
b. Email contract (in Word) & attachments to City
Atty c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
❑ LAG
and return to Project Manager
❑ LAG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Project Manager
Forward three (3) originals of final agreement to
Click here to
❑
contractor for their signature
enter a date
4
Project Manager
When necessary, * contractor -signed agreement
❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
Click here to
Date of Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
Q I
agreement
7
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8
City Manager/ Mayor
Agreement executed by Council authorized official('
f .�
I
9
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
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-12
Hyl
L4, 10-S69