HomeMy WebLinkAboutCS Multi-Cultural Senior Activities; County of Marin 2015Agenda Item No: R 3. e
IOICCLIny DaLC: SCpLCmBCr �, ZU15
5AN RAFAEE CITY COUNCIL AGENDA REPORT
Deparftment: community 5erviues
Prepared By: Carlene Mucarft, Director city Manager Approval:
TuPIG: Financial support for senior adult programs at the Albert J. Boro Community Center
SUBJECT: A Resolutio,, of the City Council of the City of San Rafael to t utei ;,,to, and
Authorize the Community Services Director to Execute, a Contract for Protessional Services with the
county of Marin to Provide Multi -cultural Senior Activities at the AIbert J. Boro Community center
EXECu I WE SUMMARY: This contract supports the personnel and material costs for the provision of senior
adult programs at Albert J. Boro Community Center.
RECuIG MEIVDA I IuA: Approve Resolution
BACKGROUND: The city has received funding support for senior adult programming trom the county of
Mat;n, Marin Ceunry A,ea on Aging 5;nce 2008. O�;g;nally the CvntraM vva3 appivn;mately $25;000 and
supported general senior programming provided by the city of San Ratael and the Goldenaires Senior Club.
Reductions ;n Federal and State allocation fog aging services resulted ;n the contract now addressing only the
multi -cultural senior adult activities currently offered by the City. The contract i., part of the R�;scjlution
attauhE�d tv this agenda report.
ANALYSIS: Tne Community Services Department conducts activities for senior adults at the Albert J. Boro
Cmnnnun;ty Cerate, en Wedneaday5. AMv;LE., ;nilude C,%MC;ae ClaSaca; apeakeia, mus;C; picnics; gawCS, dauumg,
crafts and topical discussions. Attendance ranges from 25-45 seniors per week. Hispanic, Vietnamese and
Eastern European individuals regularly attend.
The MuLarl funding pays enpei►oeo fv, TWO aCtivity ducCTvi�; piuv;ded by Whiodeomp mud a Pingram DuC%tul
contracted by the Community Services Department, plus supplies and equipment. The Community Services
Department provides the facility at no cost. The program is open to the public, with minimal, occasional, activity
tees requested of participants.
This contract w aepaiate and di3t;nct Eon, the Contract to, Professional Services With the County of Marin to
Provide Multi -Cultural Senior Activities7Congregate Meal Program, in that the tunding sources ditter, thus
requiring two contracts.
FOR CITY CLERK ONLY
File No.: 14— ` � b Fs
Council Meeting:-IW;Zv�5
Disposition: �'' �a`r za"" 13`f`I 'q
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
COMMUNITY OUTREACH: None applicahle.
FISCAL IMPACT: Funding for the services outlined in the contract is 't8,332. which is recorded in the
ReCrent;Qn D;v;sion. Community Services fund and appropriated in Fiscal Year 2015-2016.
OPTIONS: The City Council has the following options to consider on this matter:
1. Appro-e the Resolution
2. Adopt the Resolution with modifications
3. Direct staff to return with more information
4. Take no action
REc'nMMr-NnEn orIlnhl: Approve Resolution of the City Council of the City of San Rafael to Enter into,
and Authorize the Community Cervices Director to Execute, a Contract for Professional Cervices with the County
of Marin to Provide Multi -Cultural Senior Activities at the Alhert J. Boro Community Center
oIIor_HMFpIIS:
1. Peecolllt;nn w;th attached Marin County Department of Health and Human Services Contract: FY 2015/2016
for Multi -Cultural Cenior Activities in the amount of $R.T12.
RESOLUTION NO. 13997
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
TO ENTER INTO, AND AUTHuRIZE THE COMMUNITY SERVICES
DIRECTOR TO EXECUTE_ A CONTRACT FOR PROFESSIONAL
SERVICES WITH THE COUNTY OF MARIN TO PROVIDE MULTI-
CULTURAL SENIOR ACTIVITIES AT THE ALBERT j. tsOxO
COMMUNITY CENTER
WHEREAS, the County of Marin desires to retain professional services to provide multi -cultural
art,vaie5 fo, ,,euio, adults at the Albert J. Bom Community Centel; and
WHEREAS, the City of San Rafael Community Se, vice,, Department p,ovide5 Such 5e, viee5;
and,
WHEREAS, the City of San Ratael Community Services Department has contracted with the
County of Marin_ Department of Health and Hu,na„ Se, viee5, Divi,,ion of Social Se, vices, Aging & Adult
Services in the past to provide social, recreational, nutritional, fitness and educational activities for senior
adults at the Albert J. Bolo Community Centel; and
WHEREAS, the Cou„ty of Ma,;,,, in cAcha„ge fo, Said se, viCe5 Will pay the Cay $87332 fo, the
one-year term of the Professional Services Contract for Multi -Cultural Senior Activities; and
WHEREAS, there are sutticient resources from the proceeds of the Professional Services
Contract to provide said services;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES
REbuLvE, DETERMuNh ANI) UkWhK AS FOLLOWS:
To ante, into; and autho,iae the Community Services Director to execute, a Contract for Professional
Services with the County of Marin, auached hereto and incorporated her-;,, by ,efe,a,ee, to p,ovide
multi -cultural senior activities at the Albert J. Boro Community Center and appropriate $8,332 from the
vinceed,, of the Cunt,am n, the R'ce,erzt,vu Divi,,;u,n, Co,nnn,un,ity Services fund to support the services
provided.
I, Esther C. Beirne, clerk of the City of San Ratael, hereby certify that the foregoing Resolution was duly
and ,egulaily i„t,uduced and adopted at a ,egulan ineeeti ng of the City Council of the city of San Ratael,
held on Tuesday, the 8`° of September 2015, by the following vote, to wit:
AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: Councilmembers: None
ABSENT: Cou,nC;l,ne,,,be,s: None
Esther C. Beirne, City Clerk
CAO Contract Log # �t'v "�5 7 COUNTY OF MARIN Dept. Contract Cog #
PROFESSIONAL SERVICES CONTRACT
2012 - Edition 1
I 1915 CON i RAV i is made and entered into this 15t day of July, 2015: by and between the COUNTY OF MARIN.
hereinafter referred to as "County" and City of San Rafael, hereinafter rcrerned to as �Zontractai.`
RECITALS:
WHEREAS, County desires to retain a person or firm to provide the following service: Multk;ultural Seniur Autivities;
and
WHEREAS, Contractor warrants that it is qualified and competent to render the aforesaid services;
ROW, 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.
Z. FURNISHED SERVICES:
i he County agrees to:
A. Guarantee access to and make provisions for the Contractor to ej.ter upon public a, ,d private lands as required
to perform their work.
B. Make available all pertinent data and records for review.
G. rioviae geiieral did 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 tniz Were ice 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 $8,332 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 tMia rrldAiMUm cost to County may be amended by written notice from County to reflect
that reduction.
o. TIME OF CONTRACT:
This Contract shall commence on July 1, 2015; and shall terminate on June 30, 2016. Certificate(a) 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 Liability:
The Contractor shall maintain a commercial general liability insurance policy in the amount of $1,00000;0000 ($27000;000
aggregate). The County shall be named as an additional insured on the commercial general liability policy.
Commercial Automobile [iadility:
Where the services to be provided under this Contract involve or require the use of any type of vehicle by Cojitractor,
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 afiail de provided tu 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
inaarance policies in tliis 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 aeaactii5leo shall de 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 waa not ij, 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 a,,y 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 Peraoimei
Management Regulation (PMR) 21.
8. SUBCON i RAC i IIQG:
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 OT IGIaj in ao 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
a,,d all permito vvMicM migrit oe regaired 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
urlecks, receipts and invoices Tor au items. i Hose 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. Co,,tractor orlail refund any
monies erroneously charged.
12. WORK PRODUC i /PRE-Exl5 i IRG wuRK PRODUU i OF COR i RAC i OR:
Any and all work product resulting from this Contract is comm6aioned Dy the C;oanty of marin as a vvcrR for nire. i Me
County of Marin shall be considered: for all purposes; tMe aatnor of tMe vvork product and sMail Mave all rights of authorship
to the vvo,K, including, oat ,,ot limited tv, the aAcloaive right to use; publish, reproduce; copy and make derivative use of,
the worR product or oirle, vise grant uther5 limited rights to use the work product.
To the extent Contractor incorporates into the work product any prr-eAi�ting worR prodout owned dy Contractor, Coiaractor
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 cervi,,ea required ander thin Contract or otnerwise 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 vvritte,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 eves a 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 payment after the
termination date will cease.
vvhere the funding source rr thia 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 e.&pressly under,,tood 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 sMail be in marin County, California.
19. INDEMNIFICATION:
Contractor agrees to indemnify, defend, and hold County; iia employees, officers; and agents; harmless from any and all
liabilities including, but not limited to, litigation costs a,id attorney's fees arising from any and all claims and losses to
anyone who may be injured or damaged ay 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 .
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 tnat 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 fog or otRerwise criminally or civilly charged by a governmental entity
(Federal, State, or Local) with commisaion 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 e.&cluded 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: Cec Ndllen, Direutur, Aging and Adult Services
Dept./Location: Depalffmcnt of FlcaltM and Raman Ser lct:s
Division ut Suulal Services, Aging & Adult Services
Telephone No.: (415) 4 t 3-t 11 is
ICotice5 sRall be given to Contractor at the following address(es):
Contractor: Dity ut San Ratael
Darlene McCarff, Director; Community Services Director
b18 13 Stn=t
Address: San Ratael, DA 94901
Telephone No.: (415) 485-333:
Contractor:
Address:
Telephone No.:
22. ACKNOWLEDGE NT OF EXHIBITS:
Check applicable Exhibirs CON i KAD i UR -S
INITIALS
EXHIBIT A. ® Scope of Services�^�
EXHIBIT B. ® Fees and Payment
EARIBI i C.
❑
Insurance Reduction/Waiver
EXHIBIT D.
®
Contractor's Debarment Certification
EXHIBIT E. ❑ Subcontractor's Debarment Certification _
OTHER REQUIRED ® Exhibit H: Audits/Non-Discrimination
EXHIBITS (HHS USE Exhibit K: Aging & Adults Programs
ONLY) Exhibit K1: Terms & Conditions
IN wl i NESS wnEREOF, the parties have executed this Contract on the date first above written.
CONTRACTOR:
By:
Name:
Title:
APPROVED BY
COUNTY OF MARIN:
By:f 4L.�41
/
oa' .y Administrator
y t
..........................................................................................................................................1
COUNTY COUNSEL REVIEW AND APPROVAL (required if remp/are conrenr has been modified)
County Counsel: Date:
5
EXHIBIT "A"
SCOPE OF SERVICES
MARIN COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES
DIVISION OF SOCIAS SEKVIGES
AGIIQG AND ADUET SEKVIGES
July 1, 2015 - June 30, 2016
Provider: city UT San RataCl
Pr ogram IQame: Multicultural Senior Center Activities
Program Goal: Arrange or provide organized art, educational, health, recreational, social, and voiuiiteer
oppurffunitics Tor multicultural and ulder penins with Limited English Proticiency 60 years and older in order to
promote their wellness and enhance their quality of life.
Performance Objectives: At least Su"A. ut clients will reputi "high'" to "very high" satistaction with the program.
Prugram Detinition: Services designed to enable older individuals to attain and/or maintain physical and mental
well-being such as racrumation, music, ureative arffs, physical activity, eaucatiun, leadership development and
other supportive services not covered under other service categories. Development and p, uvision of new
vuluntCer upportunities and ser vices, and creation ut additional services and programs to remedy gaps and
deficiencies in existing services. Entertainment costs such as tickets to sryuws or sportingevents, meals,
lodging, rentals, ti at and gratuities are not allowable.
Minimum units of Service Required and Contract Award:
Program: Multicultural Seniur Center Au-tivities
unit ut Service: Une hour
Minimum nurrmber of huurs: Suu
AAA t-undiny
$8,331
Geographic Area/Persons to 6e Served: countywide. Services to target multicultural Limited English Proficient
ulder adults.
Service Pruvider shall have the capacity to conduct and comply; at a minimum; to the following:
Cooperate with Aging and Adult Services in its annual monitoring of the funded program.
Perform the activities in the agency's bid/p, oposal in response to the Request tui Proposal Tor the contracted
service. Rowever; Aging and Adult Services may negotiate, modify, or revise the scupe of the service frum the
uriginal proposal in urder to assure that all necessary service and program requirements are covered. In the
event the service levels specified in the bid/proposal are nut attain red, Aging ana Adult Services will 6e
permitted to redace the provider's contract award. The scope of service outlined in this exhibit reflcGis the
Service level ayieCa upon octwccn Aying and Adult Services and the contractor.
Agree not to use contract tunas to pay the salary or expenses of any individual who is engaging in activities
designed to influence legislatiun ui appropr iatiur is per rain rg deture the cungress.
0
Submit a detailed program budget within 15 days of rc%eiving the budget tcrrrplate provided By the County. I he
program Gadget mast be submitted prior to issuance at the County Contract. All required elements in the
budget including, but not limited To, the agency's matches, pruject income, and in -Rind contributions most Be
identitied. Indirect costs are limited to a maximum indirect cash cost of 10% of the dircut uasM costs, less
Capital Equipme►it.
munthly invoice data must be submitted to Aging and Adult Services no later than the 10th wurking day of trye
month fur the prior month.
Prepare and submit, in a timely manner, monthly service unit data and other reporfts as requested. Submit
monthly service unit data report by the 10th wurkin-g aay ut the munth To, the prior month. Enter data directly in
the uutcare/CARS or submit a manual paper reparff to Aging and Adult Services in order to uumply with the
CaliforniaiDepal7mcnt of Agii ig, National Aging m ugram Information System and Aging and Adult Services
reporffing requirements. This requirement does not apply to the Title V program, and spcuitic data reporting
puliuies ut this program r—vast be tolluwed. I his requirement is also not applicable to the Home -Delivered Meal
Program Meal Production conirattur.
Contracaui's scope ut service perffurmance will Be evaluated on a quarterly Basis. Should the contractor fail to
meet pertarmance targets; the County may request a plan of autiun to Be su6mittea, uatlininy the cuntractor's
plane ped st, ategies and Wivities to meet contract obligations. The plan of action will be within 30 days of
receiving notificatiun from the County.
Offer Uppppurnanity tur clients to maKe vuluntary uont►iBations to the agency for services received. Contribution
request most include the following informatiun, "There is no o5ligation to uuntri6ute. c;untribations are voluntary,
and ser vice will not be denied Based on ability to make contributions." This requirement dues not apply to the
Title V program. This requirement is also nut applicable to the Rome -Delivered Meal Program Meal Production
contractor.
Maintain a Client Grievance Policy and prut ess which is appruved by Aging and Adult Services prior to Being
put into use. Revise the policy as necessary atter the annual program monitoring tu be 111 uumplianee with the
requirements of the California Deparffment ut Aging.
On an annual Basis, agency statt that handle personal. sensitive; or contidential information must attend a
Security Awareness training conducted by the Califurnia DGparfFment ut Aging. maintain a log of attendees and
completion certitrcates for those statt attending. This requirement is not applicable to the Flume -Delivered Plum
Program Meal Pruauctiui i uui rtrautur.
vvritten materials and promotional campaigns developed by the contractor specifically fur the funded program
must be reviewed a, id appruved by the Uoanty prior to their release. All other materials developed By the
contractor that are unrelated to the funded program wuuld not be subjeut to the t;o-unty`s approval.
All publications and written materials developed By the prugram must include the tollowing statement: "Funding
Tor this program; at least in part; is made available by the Older Amerivans Aut, administered lucany By the
Marne DepaFtment uT Realm and Roman Services, Division of Social Services, Aging and Adult Services."
Attend all mandatory contractors' meetings scheduled by Aging and Adult ServieGs.
Maintain an updated organizational emergency/disaster prepareaness ur cuntinaity uT uperations plan.
Minority Surviue Priu, ity (pursuant to ulcer Amei ivans Act Sec. W6.(a)(5)(A)(ii)] Provider must prioritize services
to low income minority individuals. In order to satisfy the service needs of this pupolatiun, the piuvider will -give
priu►ity to minority per suns when hiring new staff or recruiting new volunteers.
Services to lesbian, gay; bisexual, and transyundur molder adults: [pursuant to the tilde, calitornians Equity and
PrutCctiun Hct (A6 zyzu)): Pi uvide► mast ensure that programs and services are available to ah older adalts
regardless of sexual urientaticn and gender identity. Evalaation of outreach ettorffs to gay; lesbian, bisexual,
and ti ansgender older adults will be included in Aging and Adult Sarviues contract monitoring requirements.
Develop targeted outreach methods to locate individuals age du or ulder, especially the low-income;
geographically isolated, and minority elderly. Service to minority elders, at a minimum, shuuld 5e in the same
proportion as reppprusenied in Mann's ulaar population as repurffed in the most recent census information.
Program evaluations to Be wriducted a►►nnally using template provided by Aging and Adult Survivas.
Service Provider will comply with the toilowing programmatic requirements as yell as other cunditio►►s
established by the AAA Spcuitiu to this tandea program:
Services to be targeted to limited English Proticient older adults speaking Marin's thrushuld languages,
Vietnamese and Spanish.
Culturally appropriate activities to be condacted by bilingual persons
E
EXHIBIT "B"
FEES AND PAYMENT SCHEDULE
8.1. BASE CONTRACT FEE:
COUNTY shall pay c;ulq i FAV i uR during the term of this contract (July 1; 2015 thrvauh Jana su, z0e).
Contractor shall submit requests for payment. No costs incurrud by CUN I RAC I OR prior to the effective date
uf the uontract shuuld Be included in the invoices; nor paid by the COUNTY.
e.z. cuNSWERATIUNS:
In nu event shall total compensation paid to Cuntrautur unaer this provision exceed $8,332 without a written
amendment to this Agreement. approves by the County of Marin. Said sum to 5e payable as tuliuws: subject to
the availability of funds, compliance with inauiance requirements as hereinafter provided, and uumpletion of the
cunt "du services to County's satisfaction. Payment amuom will be ussea upon receipt of contractor's tinancial
statement and request for tands, as expended. Payment will 5e made following Cuunty'a receipt ut a timely,
accurate and accepted invoice to be submitted i w later tnaan the I Oth of the tollowing month.
txRltilI "M"
AUDITS, NON-DISCRIMINATION
1. AUDITS/REuuRDS:
1.1 uoi aractur snap maintain booRs, records; tiles; documents and other evidence dig eutly peffincnt iu all wurK
under this Agreamm it in aieurdanue with ac;tepted prutessiunal practices and accounting procedures and
according to statutory agreements for the applicable time mandated, and in no Lase less than seven (i) years
after the termination ut the Ayreement. cuuunty, or any of its duly authorized representatives, shall have acuess
to such Books, records, files, dui;uMlcnts and other evidem;E ter pui poses ut inspection, evaluation, audit or
uupyir ig. Cuntractur will tarnish County a ceffitied copy of an Audit Report from an independent CPA tirm by
October 31, fur the uapo f uuvering the t;ounty a tiscal year that ended the previous .lune 30.
2. NON-uISCRIMlIgA l lUn Ilq l HE PRuvl5lulq uF SERvictS:
z.l Contractor and/or any permitted subcontractor shall not unlawfully discriminate against any individual based
upon rata, religivas urCea, cvlur, natiunal u►igin, ancestry, medical condition; marital status; sex, sexual
orientation; age or condition of disability. Contractor and/ur any permitted subcontractor understands and
agrees tfiat Luntractur anatur any permitted subcontractor is Bound By and will comply with the
nondiscrimination mandates of all Federal, State and lural statutes, regulations and ordinances. In the
peffiurmance of the terms of this Agreement; Contractor shall not disurimindte against any empiuyee or
applicant for empluyment, or against any applicant tar or Beneficiary of services, because of race, sex, sexual
orientation, HIV status, color, religion, antwstiy, natiunal origin, age, disability, or any other unlawtal basis.
2.2 Contrauiur shall take affirmative actiun to cnsar a tHat applicants are employed and that employees are
treated tairly during employment without regard to their race, sex, sexual orientation, FIN status, culur, religion,
ancust,y, national origin, age, or disability. Such action shall include, But not be limited to, empluyment,
upgrading, demotion or transfer, retruitr r rent yr reurahment cava isir ig, lay-ott ur termination_ rates of pay or
other torms of compensation, and selection tar training: including apprenticeship. Cuntrattur shali pust in
conspicuous plac;Gs, avaiiamu to ampiuyees and applicants tui employment; notices setting forth Fair
employment Practices outlined in this section. Contractor shall permit au'ess to its rCcuras of employment,
empluyment advertisements, application terms, and other perffinent data and records by the State Fair
Employment Practice Commissiun, ur any other agerrty ut Vie State of calitornia designated By the awarding
authority, Tor the purpose of investigation to ascertain compliance with the Fair Empluy,rrent vrautices section ut
this Agreement. z.3 L;untractur snail develop and implement policies and procedures to ensure that all
services provided under this Agreement are rendered in a canner that cuntor ms to all local, State and tederal
nor rdiscrimination statutes, regulations and ordinances, including but not limited to roue, gel raui, r ratiunal
origin; disability or medival condition such as a Magi usis of Acquired Immune Deficiency Syndrome (AIDS); or
upon testing positive for Human Immunodeficiency Virus (HIV), or all utner applicable nondiscrimination
prvvisioi is. Cuntractor shall ensure that its staff is adequately trained regarding these nun-disc;rimi, ratios
provisions, policies and pi uuvduras, inuluaing those that involve speuitiu disease -related problems, issues and
special recovery needs.
lu
3. DISA5 i EK PAIS:
3.1 contractor shall have in place, and shall provide to the c;uunty, its plan for the referral anwor treatment of
oliGnts in the case ut a disaster.
4. Drag -Fre workplace Requirements:
4.1 contractor will comply with the requirements ut the Drag-t-ree worRplace Act of 1 aau and will provide a
drug -Tree worKptace 6y taRing the following actions:
Pu6lisM a statement notifying employees that onlawrul manaraacture, distribution; dispensation, possession or
use of a uui itruuCd substance: is prohibited and specifying actions to be taaRen ayainst employees for violations.
E5ta6iish a Drag -Free Awareness Program to inform cmpiuyee6 about:
I Fie danger of drug abuse in the wurkplaue
The pe, son's or organization's policy of maintaining a drug-free wurKplace
Any available uuunseiing, r0liabilitation ai id employee assistance programs, and,
Fenalities that may be imposed upon employees Tor drug abase violations
11
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cove, sheet with each sub,,iittal of a staff repalT before approval
6y the city uumiuil. Save starr iepurt (including this cover sheet) along
with all related attachments in the 1 earn Drive (1 :) � GI I Y GUUNL;IE
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS -i� [DEPT -
AGENDA TOPIC]
Ayanda Item # .
Date of Meeting: 9/8/2015
From: Carlene McCart_ Director
Deparftment: community Services
Date: 8/12/2015
Topic: A Resolution of the City Council of the City uf San Rafael to Enter into, and Authorize
the Community Services Director to Execute, a Contract for Professional Services with the County of
Marin to Yrovii1e Multi -Cultural Senior Activities at the Albert J. Boro Community Center
S06jeut: Financial support for the ongoing senior adult program at Albert J. koro Community
Center
Type: ® Resolution ❑ Ordii lance
❑ Professional Services Agreement ® Other:
APPROVALS
® Finance uiiector
Remarks: no changes
M City Attorney
Remarks: W -approved 8/21/15 with minor revisions. Contract should be an attachment to
resolution. You might want to explain how this contract sitters from the other US contract.
❑ Author, review ana auuupt City Attoh ney i Finance unanyes
Rammaai k5:
City Manager
Rarkc: —a
'06, � /?,A -k, 0 �lz ff1 ��—'� �J
c/
File No.:
Council Meeting:
Disposition:
FOR CITY CLERK ONLY
