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HomeMy WebLinkAboutCS Congregate Meal Program; County of Marin 2015miry of Agenda Item No: 3. f n' Meeting Date: September 8, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Services Prepared by: Carlene McCart, Director City Manager Approval: TOPIC: Financial support for senior adult programs, with provision of lunch, at the Albert J. Boro Community Center SUBJECT: A Resolution of the City Council of the City of San Rafael to Enter into, and Authorize the Community Services Director to Execute, a Contract for Professional Services with the County of Marin to Provide Multi -Cultural Senior Activities/Congregate Meal Program at the Albert J. Boro Community Center EXECUTIVE SUMMARY: This contract supports the personnel and material costs for the provision of senior adult programs and lunch at Albert J. Boro Community Center. RECOMMENDATION: Approve Resolution BACKGROUND: The City has received funding support for senior adult programming from the County of Marin, Marin County Area on Aging since 2008. Originally the contract was approximately $25,000 and supported general senior programming provided by the City of San Rafael and the Goldenaires Senior Club. Reductions in Federal and State allocation for aging services resulted in the contract now addressing only the multi -cultural senior adult activities currently offered by the City. The contract is part of the Resolution attached to this agenda report. ANALYSIS: The Community Services Department conducts activities for senior adults at the Albert J. Boro Community Center on Wednesdays. Activities include exercise classes, speakers, music, picnics, games, dancing, crafts and topical discussions. Lunch is provided, subsidized by this contract. Attendance ranges from 25-45 seniors per week. Hispanic, Vietnamese and Eastern European individuals regularly attend. The contract funding pays expenses for two activity directors, provided by Whistlestop and a Program Director contracted by the Community Services Department, plus the costs associated with the Congregate Meal Program. The Community Services Department provides the facility at no cost. The program is open to the public, with minimal, occasional, activity fees requested of participants. FOR CITY CLERK ONLY File No.: 1-}" b —36v - Council Meeting: /9b /5 - Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 2 This contract is separate and distinct from the Contract for Professional Services with the County of Marin to Provide Multi -Cultural Senior Activities in that the funding sources differ, thus requiring two contracts. COMMUNITY OUTREACH: None applicable. FISCAL IMPACT: Funding for the services outlined in the contract is $8,332. which is recorded in the Recreation Division, Community Services fund and appropriated in Fiscal Year 2015-2016. OPTIONS: The City Council has the following options to consider on this matter: 1. Approve the Resolution 2. Adopt the Resolution with modifications 3. Direct staff to return with more information 4. Take no action RECOMMENDED ACTION: Approve Resolution of the City Council of the City of San Rafael to Enter into, and Authorize 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. Boro Community Center ATTACHMENTS: 1. Resolution with attached Marin County Department of Health and Human Services Contract: FY 2015/2016 for Multi -Cultural Senior Activities/Congregate Meal Program in the amount of $8,332. RESOLUTION NO. 13998 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO ENTER INTO, AND AUTHORIZE THE COMMUNITY SERVICES DIRECTOR TO EXECUTE, A CONTRACT FOR PROFESSIONAL SERVICES WITH THE COUNTY OF MARIN TO PROVIDE MULTI -CULTURAL SENIOR ACTIVITIES/CONGREGATE MEAL PROGRAM AT THE ALBERT J. BORO COMMUNITY CENTER WHEREAS, the County of Marin desires to retain professional services to provide multi -cultural activities for senior adults at the Albert J. Boro Community Center; and WHEREAS, the City of San Rafael Community Services Department provides such services; and; WHEREAS, the City of San Rafael Community Services Department has contracted with the County of Marin, Department of Health and Human Services, Division of Social Services, Aging & Adult Services in the past to provide social, recreational, nutritional, fitness and educational activities for senior adults at the Albert J. Boro Community Center; and WHEREAS, the County of Marin, in exchange for said services will pay the City $8,332 for the one-year term of the Professional Services Contract for Multi -Cultural Senior Activities; and WHEREAS, there are sufficient 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 RESOLVE, DETERMINE AND ORDER AS FOLLOWS: To enter into, and authorize the Community Services Director to execute, the Contract for Professional Services with the County of Marin, attached hereto and incorporated herein by reference, to provide multi -cultural senior activities and congregate meals at the Albert J. Boro Community Center, and appropriate $8,332 from the proceeds of the Contract in the Recreation Division, Community Services fund to support the services provided. I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Tuesday, the 8`h of September 2015, by the following vote, to wit: AYES: Councilmembers: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: None /�t� c . ,8e../e . - Esther C. Beirne, City Clerk CAO Contract Log # 16 " /57 COUNTY OF MARIN Dept. Contract Log #, PROFESSIONAL SERVICES CONTRACT 2012 - Edition 1 THIS CONTRACT is made and entered into this 1st day of July, 2015, 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: Congregate Meal Program; 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 $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 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, 2015, and shall terminate on June 30, 2016. 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. 2 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. 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.qov. 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 Carlene McCart, Director, Community Services Director 618 B Street Address: San Rafael, CA 94901 Telephone No.: (415) 485-3333 Contractor: Address: Telephone No.: 22. ACKNOWLEDGEMENT OF EXHIBITS: IN Check applicable Exhibits CONTRACTOR'S INITIALS 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�� IN WITNESS WHEREOF, the parties have executed this Contract on the date first above written. CONTRACTOR: APPROVED BY COUNTY OF MARIN: Name: Title: By: /1, C' 11 i'llil t�/Illdlllril �IfllSat��lii ' X-.- COUNTY COUNSEL REVIEW AND APPROVAL (required if template content has been modified) County Counsel: 5 Date: EXHIBIT "A" SCOPE OF SERVICES MARIN COUNTY DEPARTMENT OF HEALTH & HUMAN SERVICES DIVISION OF SOCIAL SERVICES AGING AND ADULT SERVICES July 1, 2015 - June 30, 2016 Provider: City of San Rafael Program Name: Multicultural Senior Center Activities: Congregate Meal Program Program Goal: To maintain or improve the physical, psychological, and social well-being of older persons in Marin County through appropriate nutrition services along with enrichment activities for multicultural and older persons with Limited English Proficiency 60 years and older. Performance Objectives: At least 80% of clients will report "high" to "very high" satisfaction with the program. Program Definition: Multicultural Senior Center Activities are 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. This includes the development and provision of new volunteer opportunities and services and the 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: Program: Multicultural Senior Center Activities Unit of Service: One hour Minimum number of hours: 800 HHS Funding $8,332 Geographic Area/Persons to be served: Countywide. Services to target multicultural Limited English Proficient older adults attending congregate meals. Service Provider 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. 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. N. 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 costs, less Capital Equipment. 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. Prepare and submit, in a timely manner, monthly service unit data and other reports as requested using the forms provided by the Area Agency on Aging. Submit monthly service unit data report by the 10th working day of the month for the prior month. Contractor's scope of service performance will be evaluated on a quarterly basis. Should the contractor fail to meet performance targets, the County may request a plan of action to be submitted, outlining the contractor's planned strategies and activities to meet contract obligations. The plan of action will be within 30 days of receiving notification from the County. Offer opportunity for clients to make voluntary contributions to the agency for services received. Contribution request must include the following information, "There is no obligation to contribute. Contributions are voluntary, and service will not be denied based on ability to make contributions." Maintain a Client Grievance Policy and process which is approved by Aging and Adult Services prior to being put into use. Revise the policy as necessary. On an annual basis, agency staff that handle personal, sensitive, or confidential information must attend a Security Awareness training conducted by the California Department of Aging. Maintain a log of attendees and completion certificates for those staff attending. Written materials and promotional campaigns developed by the contractor specifically for the funded program must be reviewed and approved by the County prior to their release. All other materials developed by the contractor that are unrelated to the funded program would not be subject to the County's approval. Attend all mandatory contractors' meetings scheduled by 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. Evaluation of outreach efforts to gay, lesbian, bisexual, and transgender older adults will be included in Aging and Adult Services contract monitoring requirements. Develop targeted outreach methods to locate individuals age 60 or older, especially the low-income, geographically isolated, and minority elderly. Service to minority elders, at a minimum, should be in the same proportion as represented in Marin's older population as reported in the most recent census information. Program evaluations to be conducted annually using template provided by Aging and Adult Services 7 Service Provider will ensure compliance with the following programmatic requirements as well as other conditions established by the AAA specific to this funded program by providing the service directly or procuring services from a qualified entity that meets these requirements: Services to be targeted to Limited English Proficient older adults speaking Marin's threshold languages, Vietnamese and Spanish. Provide culturally appropriate activities to be conducted by bilingual persons. E»1 EXHIBIT "B" FEES AND PAYMENT SCHEDULE B.1. BASE CONTRACT FEE: COUNTY shall pay CONTRACTOR during the term of this contract (July 1, 2015 through June 30, 2016). 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 $8,332 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. 1±1 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, Penalties that may be imposed upon employees for drug abuse violations 11 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # 3,,P Date of Meeting: 9/8/2015 From: Carlene McCart, Director Department: Community Services Date: 8/12/2015 Topic: A Resolution Of The City Council Of The City Of San Rafael To Enter Into, And Authorize The Community Services Director To Execute, A Contract For Professional Services With The County Of Marin To Provide Multi -Cultural Senior Activities/Congregate Meal Program At The Albert J. Boro Community Center Subject: Financial support for the ongoing senior adult program at Albert J. Boro Community Center Type: M Resolution ❑ Ordinance ❑ Professional Services Agreement M Other: APPROVALS ® Finance Director Remarks: no changes after those suggested by the CA's office ® City Attorney Remarks: LG -approved 8/21/15 with minor revisions. Contract should be an attachment to resolution. I've also inserted language that lunch is provided, to distinguish this contract from the other CS item on this agenda. To avoid confusion, you might want to even include additional explanation _............... .... about why these aren't duplicate contracts, since they are so similar. ❑ Author, review and accept City Attorney / Finance changes Remarks: City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: DEPARTMENT OF HEALTH AND HUMAN SERVICES .....................................S.0 . .l. L S E.R.YI.0 E S. COUNTY OF MARIN ti` Promoting and protecting health, well-being, self-sufficiency, and safety of all in Morin M A R I N HEALTH & HUMAN SERVICES Health. Well -Geon, c .Sal"en, Grant Nash Colfax, MD October 7, 2015 DIRECTOR Heather Ravani Carol Jacobs-Courtz, Sr. Recreation Supervisor CHIEF ASSISTANT DIRECTOR City of San Rafael Community Services Department 618 B Street Lee Pullen San Rafael, CA 94901 DIVISION DIRECTOR Dear Carol, Aging and Adult Services 10 North San Pedro Road Enclosed, please find one copy of the fully executed contract for Fiscal Year Suite 1023 2015-2016 with the County of Marin, Department of Health and Human San Rafael, CA 94903 Services and the City of San Rafael to provide Congregate Meal Program 415 473 7118 T Services in the amount of $8,332. 415 473 7042 F 415 473 3232 TTY www.marinhhs.org/aging We look forward to working with you in the future to coordinate community- based services for older adults in Marin County, and we appreciate the additional resources that your agency provides for the operation of this important service for older adults. Sincerely, Gary Lara, Administrative Asst. II encl.