HomeMy WebLinkAboutCS Multi-Cultural Senior Center Activities Addendum 1l5 -30i
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COUNTY OFb1ARIN - FIRST ADDENDUM TO CONTRACT
BY AND BETWEEN THE
COUNTY OF MARIN AND THE CITY OF SAN RAFAEL
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THIS ADDENDUM is made and entered into the 1ST day of January 2019, by and between the
COUNTY OF MARIN, a political subdivision of the State of California (hereinafter referred to as
"County") and The City of San Rafael (hereinafter referred to as "Contractor")
RECITALS
WHEREAS, the County and the Contractor entered into a contract for Multi -Cultural
Senior Center Activities dated July 1, 2018 ("Contract'); and
WHEREAS, Exhibit A of the contract obligated Contractor to complete services in the amount of
$10,000 by June 30, 2019; and
WHEREAS, the parties desire to amend the contract to complete services in the amount of
$11,200 by June 30, 2019;
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 revised scope of services.
IN WITNESS WHEREOF, the parties hereto have executed this FIRST Addendum on the day
first written above.
CONTRACTOR:
COUNTY OF MARIN:
By cLt-vet
Contract9 are Coun y Administrator
COUNTY COUNSEL REVIEW AND APPROVAL (required if template content has been modified)
County Counsel
y -3 --72>2-
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EXHIBIT "A" AMENDED
MARIN COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES
DIVISION OF SOCIAL SERVICES
AGING AND ADULT SERVICES
SCOPE OF SERVICES
July 1, 2018 — June 30, 2019
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:
Original Contract: $10,000
One -Time Increase 200
Amended Contract Total: $11,200
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
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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. 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 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 101h 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
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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 because 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:
a. 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
b. Publicize programs and events to older adults, service providers, and community agencies
in Central Marin
c. Maintain volunteer sign -in sheets to track the number of volunteers, volunteer hours, staff
time working on activities, staff supervising staff or volunteers working on activities
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EXHIBIT "B" AMENDED
FEES AND PAYMENT SCHEDULE
B.1. BASE CONTRACT FEE:
COUNTY shall pay CONTRACTOR during the term of this contract (January 1, 2019 through June 30,
2019). 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 111,200 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.
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CALIFORNIA JOINT POWERS
RISK MANAGEMENT AUTHORITY
Accredited witb Excellence from the California Association of Joint Powers Authorities
Certificate Holder and
Additional Covered Party:
CERTIFICATE OF COVERAGE
County of Marin
Health and Human Services
10 N. San Pedro Road, Suite 1023
San Rafael, CA 94903
Attn: Gary Lara
This certifies that the coverage
Described herein has been issued to: City of San Rafael
Description of Activity: County of Marin Professional Services Contract July 1, 2018 to provide Multicultural
Senior Center Activities
Date(s) of Activity: 07-01-2018 to 06-30-2019
Location of Activity: Al Boro Community Center 50 Canal Street
San Rafael, CA
Entity Providing Coverage
Excess Coverage
Certificate
Expiration Date
California Joint Powers Risk Management Authority
$ 500,000
excess of
June 30, 2019
$ 500,000
The following coverage is in effect and is provided through participation in a risk sharing joint powers authority:
general liability and automobile liability pooled self-insurance, 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.
07-01-2018
Date
V•
Authorized Signa re
Certificate Number: 2018-2019-COC1932
David J. Clovis, ARM, General Manager
Name and Title (Print or type)
3201 Doolan Road, Suite 285 • Livermore, CA 94551 • Phone (925) 837-0667 e FAX (925) 290-1543
y0
lYwITH Pd`
County of Marin
Dept. of Health and Human Services
Division of Social Services
Aging & Adult Services
Attention: Gary Lara
10 N. San Pedro Road, Suite 1023
San Rafael, CA 94903
Office of the City Attorney
Robert F Epstein, City Attorney
Lisa A Goldfien, Assistant City Attorney
Lauren M. Monson, Deputy City Attorney II
Phone: (415) 485-3080
Fax: (415) 485-3109
Email: city.attorney@cityofsanrafael.org
June 12, 2018
Re: City of San Rafael Self -Insurance, Multicultural Senior Activities 2018-2019
Dear Mr. Lara:
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. Additional insurance for the coverage required by your contract
is provided by a public entity excess liability pool in which the City participates. The pool, the California
Joint Powers Risk Management Authority (CJPRMA) provides the City's coverage in excess of $500,000
under a Memorandum of Coverage. Since CJPRMA's 2018-19 program year begins on July 1, and the
agreement between the City and Marin County runs from July 1, 2018 to June 30, 2019, a Certificate of
Coverage will be issued on June 25`h and forwarded to you showing the County of Marin as an additional
insured.
With respect to Worker's Compensation liability, the City is self-insured for the first $1,000,000
and has a separate excess liability policy from Safety National Casualty Corporation, as detailed on the
enclosed copy of the City of San Rafael's Certificate for Specific Excess Workers' Compensation and
Employers' Liability Insurance. An updated certificate for 2018-19 for excess Workers' Compensation
and Employers' Liability Insurance will be forwarded to you after it is issued.
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, for the
arrangement or provision of Multicultural Senior Center Activities.
Please call the City Attorney's Office at 485-3080 should you have any questions regarding
insurance.
V ry truly yours,
,
LISA A. GOLDFIEN
Assistant City Attorney
Enclosure
cc: Susan Andrade -Wax, Community Services Director
Carol Jacobs-Courtz, Program Director/Older Adult Services
CITY Or SAN RAFAEL i 1400 FIFTH AVENUE, SAN . RAFAEL. CALIFORNIA 94961 -f CITYOFSANRAFAEL.ORG
Gary O. Phillips, Mayor • John Gamblin. Vice Mayor • Kate Colin, Councilmember • Maribeth Bushey Councilmember • Andrew Cuyugan McCullough, Councilmember
A membt-r of thc• Tokio N1 +nnc 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 Department of Industrial Relations
Ms. Jamie L. Meyers
Office of Self -Insurance Plans
11050 Olson Drive
Suite 230
Rancho Cordova, CA 95670-5600
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 Should 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 mad 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 4054929
TYPE OF INSURANCE. Specific Excess Workers' Compensation and Employers' Liability Insurance
LOCATION(S): CALIFORNIA
POLICY LIABILITY PERIOD: July 01, 2016 through July 01, 2018
POLICY PAYROLL
REPORTING PERIOD July 01, 2017 through July 01, 2018
Self -Insured Retention Per Occurrence $ 1,000,000
Maximum Limit of Indemnity Per Occurrence Statutory
Employers' Liability Maximum Limit of Indemnity Per Occurrence and Aggregate $ 2,000,000
SAFETY NATIONAL CASUALTY CORPORATION
!�� Z,45�_:;4
By: Seth A Smith
Senior Vice President Workers Compensation Underwriting
Date July 18, 2017
SAFETY NATIONAL CASUALTY CORPORATION
EXCESS WORKERS COMPENSATION INSURANCE BINDER
NAME INSURED EMPLOYER: CITY OF SAN RAFAEL
ADDRESS: 1400 FIFTH AVENUE, SAN RAFAEL, CA 94901
POLICY NUMBER: SP 4059040
TYPE OF INSURANCE: Specific Excess Workers' Compensation and Employers' Liability Insurance
LOCATION(S): CALIFORNIA
POLICY LIABILITY PERIOD: July 01, 2018 through July 01, 2019
POLICY PAYROLL
REPORTING PERIOD: July 01, 2018 through July 01, 2019
This is to certify that the above named Insured Employer is covered by Specific Excess Workers' Compensation
and Employers' Liability Insurance by the CORPORATION.
Self -Insured Retention Per Occurrence $ 1,000,000
Maximum Limit of Indemnity Per Occurrence Statutory
Employers' Liability Maximum Limit of Indemnity Per Occurrence and Aggregate $ 2,000,000
Premium Rate $ 0.4473 per $100 of Payroll
Minimum Premium for the Liability Period $ 162,542
Deposit Premium for the Payroll Reporting Period $ 180,602
Commission 15.00%
This binder is effective July 01, 2018 and is subject to all the forms, terms and conditions of bound quote
number 2733208362, and shall be automatically terminated and superseded by the Excess Workers'
Compensation Agreement and Employers' Liability Insurance Agreement when issued.
Issued at St. Louis, Missouri, on June 29, 2018.
SAFETY NATIONAL CASUALTY CORPORATION
!�� Z,��4
By: Seth A. Smith
Senior Vice President Workers' Compensation Underwriting
1832 Schuetz Road St. Louis MO 63146-3540 314-995-5300 fax 314-995-3843
January 10, 2019 6:37 PM https://www.sam.gov Page 1 of 1
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ENTITY SAN RAFAEL, CITY OF Status: Active
DUNS: 198423832 +4:
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Has Active Exclusion?: No Debt Subject to Offset?: No
Address: 1400 5TH AVE
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