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HomeMy WebLinkAbout2017-08-22 - AGENDA REPORTS - SCV CMTE ON AGING FY 2017-18 AGMT (2)Agenda Item: 15 CITY OF SANTA CLARITA Q:° AGENDA REPORT CONSENT CALENDAR 7, CITY MANAGER APPROVAL: 1 j4 _ " DATE: August 22, 2017 SUBJECT: SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR 2017-18 AGREEMENT DEPARTMENT: Neighborhood Services PRESENTER: Rebecca Widdison RECOMMENDED ACTION City Council approve an agreement with the Santa Clarita Valley Committee on Aging in the amount of $475,000, and authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) supports opportunities for recreation and wellness programs, transit -related services, and home delivered meals for seniors through annual funding provided by the City to the Santa Clarita Valley (SCV) Committee on Aging. As part of the City's Fiscal Year 2017-18 budget, the City Council allocated $475,000 to the SCV Committee on Aging. This is an ongoing annual commitment. This appropriation will provide support for the following senior services administered by the SCV Committee on Aging: $225,000 for recreation and wellness programs, $150,000 for transit -related services, and $100,000 for home -delivered meals. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Funds for this expenditure, in the amount of $475,000, are available in expenditure accounts numbers 15000-5161.001 ($325,000) and 17000-5161.002 ($150,000). Page 1 Packet Pg. 137 ATTACHMENTS FY 2017-18 SCV Committee on Aging Agreement FY 2017-18 SCV Committee on Aging Agreement Exhibits A -C Page 2 Packet Pg. 138 aoSArrA ct'� AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND '0& 0") 75 DECEMOEP`y0 SANTA CLARITA VALLEY COMMITTEE ON AGING FOR FISCAL YEAR 2017-2018 THIS AGREEMENT, dated for purposes of identification only this 1 ST day of July 2017, made and entered into by and between the CITY OF SANTA CLARITA, a municipal corporation, hereinafter referred to as "City," and SANTA CLARITA VALLEY COMMITTEE ON AGING (SCVCOA) hereinafter referred to as "Grantee." WITNESSETH WHEREAS, the City supports opportunities for recreation and wellness programs, transit -related services, and home -delivered meals for Santa Clarita Valley seniors; and WHEREAS, the City has appropriated $475,000 in Fiscal Year 2017-18 annual funds to Grantee to provide programs and services to Santa Clarita seniors: $225,000 for recreation and wellness programs, $150,000 for transit -related services, and $100,000 solely and exclusively for home -delivered meals; and WHEREAS, Grantee represents that it is capable of providing such services. NOW, THEREFORE, FOR AND IN CONSIDERATION OF THE MUTUAL PROMISES, COVENANTS, AND CONDITIONS HEREIN CONTAINED, THE PARTIES HERETO AGREE AS FOLLOWS: 1. City agrees to award to Grantee and Grantee agrees to accept from City the City Council -approved award of $475,000, to be distributed in two equal payments of $237,500, which shall constitute full and complete compensation for Grantee's services under this Agreement. The first payment shall cover the period from July 1, 2017 through December 31, 2017, and the second payment shall cover the period from January 1, 2018 through June 30, 2018. Expenditures made by the Grantee in the implementation of this Agreement will be made for the purpose of providing the services as outlined in the attached exhibits: Exhibit A: Service Description - Recreation and Wellness Exhibit B: Transit -Related Services Exhibit C: Reporting Requirements 15.a Page 1 of 7 Packet Pg. 139 15.a 2. Grantee agrees that services to be provided under this Agreement must be adequate to ensure the maximum utilization of Grantee's facility and services by Santa Clarita seniors and that the use of Grantee's facility and services shall be granted to eligible seniors of City. 3. Grantee agrees to provide City a copy of the agency's single independent audit report and other narrative and statistical reports, as detailed in Exhibit C - Reporting Requirements. 4. Grantee agrees that City may, at any time, audit any and all of Grantee's books, documents, or records relating to this Agreement. 5. City and its respective elected and appointed boards, officials, officers, agents, employees, and volunteers (individually and collectively, "Indemnities") shall have no liability to Grantee or any other person for, and Grantee shall indemnify, defend, protect, and hold harmless Indemnities from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs, and expenses of whatever nature, including reasonable attorney's fees and disbursements (collectively, "Claims"), which Indemnities may suffer or incur or to which Indemnities may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the Grantee's performance of or failure to perform any services under this Agreement, or by the negligent or willful acts or omissions of Grantee, its agents, officers, directors, or employees, committed in performing any of the services under this Agreement. If any action or proceeding is brought against indemnities by reason of any of the matters against which Grantee has agreed to indemnify indemnities as provided above, Grantee, upon notice from City, shall defend indemnities at its expense by counsel acceptable to City, such acceptance not to be unreasonably withheld. Indemnities need not have first paid for any of the matters to which indemnities are entitled to indemnification in order to be so indemnified. The limits of the insurance required to be maintained by Grantee in this Agreement shall not limit the liability of Grantee hereunder. The provisions of this section shall survive the expiration or earlier termination of this Agreement The provisions of this section do not apply to claims occurring as a result of the City's active negligence or willful acts of omission. 6. Without limiting City's right to indemnification, it is agreed that Grantee shall secure prior to commencing any activities under this Agreement, and maintain during the term of this Agreement, insurance coverage (if applicable) and consistent with standards in such agencies as follows: V Gl Page 2 of 7 Packet Pg. 140 15.a A. General Liability and Property Damage Insurance: Grantee agrees to procure and maintain general liability and property damage insurance at its sole expense to protect against loss from liability imposed by law for damages on account of bodily injury, including death therefrom, suffered or alleged to be suffered by any person or persons whomsoever, resulting directly from any act or activities of Grantee, its subconsultants, or any person acting for Grantee or under its control or direction, and also to protect against loss from liability imposed by law for damages to any property of any person caused directly or indirectly by or from acts or activities of Grantee, or its subconsultants, or any person acting for Grantee, or under its control or direction. Such public liability and property damage insurance shall also provide for and protect City against incurring any legal cost in defending claims for alleged loss. Such general liability and property damage insurance shall be maintained in the following minimum limits: A combined single -limit policy with coverage limits in the amount of $1,000,000 per occurrence will be considered equivalent to the required minimum limits. B. Automotive Insurance: Grantee shall procure and maintain public liability and property damage insurance coverage for automotive equipment with coverage limits of not less than $1,000,000 combined single limit. If Grantee does not own automobiles, Grantee shall provide a waiver releasing City from all liability resulting from Grantee's use of personal vehicles on project. C. Worker's Compensation Insurance: Grantee shall procure and maintain Worker's Compensation Insurance in the amount of $1,000,000 per occurrence or as will fully comply with the laws of the State of California and which shall indemnify, insure, and provide legal defense for both Grantee and City against any loss, claim, or damage arising from any injuries or occupational diseases happening to any worker employed by Grantee in the course of carrying out the Agreement. D. Professional Liability Insurance: Grantee shall procure and maintain Professional Liability Insurance coverage (if applicable) in an amount not less than $1,000,000, and Grantee shall maintain such coverage for at least one (1) year from the termination of this Agreement. E. General Insurance Requirements a) All insurance shall be primary insurance and shall name the City of Santa Clarita as an additional insured with exception to Worker's Compensation. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under the policy if not named as an additional insured, and an additional insured shall not be held liable for any premium or expense of any nature on the policy or any extension thereof solely because they are an additional insured thereon. b) If the operation under this Agreement results in an increased or decreased risk in the opinion of the City's Risk Administrator, then Grantee agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by the Risk Administrator. V Gl Page 3 of 7 Packet Pg. 141 15.a C) Grantee agrees that provisions of this paragraph as to maintenance of insurance shall not be construed as limiting in any way the extent to which Grantee may be held responsible for the payment of damages to persons or property resulting from Grantee's activities, the activities of its subconsultants, or the activities of any person or persons for which Grantee is otherwise responsible. d) A Certificate of Insurance and an additional insured endorsement (for general and automobile liability) evidencing the above insurance coverage with a company acceptable to the City's Risk Administrator shall be submitted to City prior to execution of this Agreement on behalf of the City. e) The terms of the insurance policy or policies issued to provide the above insurance coverage shall provide that said insurance may not be amended or canceled by the carrier, for nonpayment of premiums otherwise, without 30 days prior written notice of amendment or cancellation to City. In the event the said insurance is canceled, Grantee shall, prior to the cancellation date, submit new evidence of insurance in the amounts heretofore established. I) All required insurance must be in effect prior to awarding the grant, and it or a successor policy must be in effect for the duration of the Agreement. Maintenance of proper insurance coverage is a material element of the Agreement, and the failure to maintain and renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract. If Grantee, at any time during the term of this Agreement, should fail to secure or maintain any insurance required under this Agreement, City shall be permitted to obtain such insurance in Grantee's name and shall be compensated by Grantee for the cost of the insurance premiums. g) Should Grantee, for any reason, fail to obtain and maintain the insurance required by this Agreement, City may obtain coverage at Grantee's expense and deduct the cost of such insurance from payments due to Grantee under this Agreement or terminate. In the alternative, should Grantee fail to meet any of the insurance requirements under this Agreement, City may cancel the Agreement immediately with no penalty. h) Should Grantee's insurance required by this Agreement be cancelled at any point prior to expiration of the policy, Grantee must notify City within 24 hours of receipt of notice of cancellation. Furthermore, Grantee must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. Grantee must ensure that there is no lapse in coverage. 7. Nothing herein contained shall be construed as limiting in any way the extent to which Grantee may be held responsible for payments of damages to persons or property resulting from Grantee's or its subcontractor's performance of the work covered under this Agreement. V 20: Page 4 of 7 Packet Pg. 142 8. This Agreement supersedes any and all agreements, either oral or written, between the parties hereto with respect to the services by the Grantee for City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, either orally or otherwise, have been made by any party, which are not embodied herein, and that no other agreement, statement, or promise not contained in this Agreement shall be valid or binding. Any modification of this Agreement will be effective only if it is in writing signed by the party to be charged. 9. The period of this Agreement shall extend from July 1, 2017 and expire on June 30, 2018. However, this Agreement may be extended year to year after its initial expiration, based upon the same terms and conditions, and upon request by the Grantee, approval by the City Council, and appropriation of funds. 10. This Agreement may be suspended or terminated at any time by either party upon giving thirty (30) days written notice. City may immediately suspend or terminate this Agreement verbally (followed by written confirmation) or in writing with or without cause. In such event, Grantee will be compensated for all services rendered and all necessarily incurred costs performed in good faith in accordance with the terms of this Agreement that have not been previously reimbursed, to the date of said suspension or termination to the extent that funds are available. 11. Grantee agrees that funds shall be disbursed or encumbered no later than June 30, 2018. Any and all funds remaining as of June 30, 2018, which have not been disbursed or encumbered, shall be returned to City unless a written extension is requested of the City. 12. Grantee agrees to indemnify and hold City, its officers, agents and employees harmless from any and all claims of the United States of America for reimbursements of funds or any portion thereof due to the improper use of funds. 13. Pursuant to Senate Bill 542, chaptered in 1999, the Employment Development Department (EDD) of the State of California requires that a W-9 Form be filed by all vendors for all contracts entered into with the City. Grantee agrees to complete all required forms necessary to comply with EDD regulations. This requirement became effective January 1, 2001. 14. Notices and communication concerning this Agreement shall be sent to the following addresses: City of Santa Clarita 23920 Valencia Boulevard, Suite 120 Santa Clarita, CA 91355 Attn: Rick Gould (for Recreation/Wellness/Meals) Attn: Adrian Aguilar (for Transit) Grantee SCV Committee on Aging SCV Senior Center 22900 Market Street Santa Clarita, CA 91321 Attn: Executive Director 15.a V Gl Page 5 of 7 Packet Pg. 143 15. The effective date of this Agreement shall be the latest date of execution hereinafter set forth opposite the names of the signatures hereto. In the event Grantee fails to set forth a date of execution opposite the name(s) of Grantee's signature, Grantee hereby authorizes City, by and through its representative, to insert the date of execution by Grantee's signator(s) as the date said Agreement, as executed by Grantee, is received by City. [SIGNATURES ON NEXT PAGE] 15.a V 20: Page 6 of 7 Packet Pg. 144 ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree that this Agreement may be transmitted and signed by electronic mail by either/any or both/all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California Government Code section 16.5 and Civil Code section 1633.7. IN WITNESS WHEREOF, the parties hereto have executed this contract on this date of FOR GRANTEE: SANTA CLARITA VALLEY COMMITTEE ON AGING: Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN. CITY MANAGER C City Manager Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY City Attorney Date: 15.a V Gl Page 7 of 7 Packet Pg. 145 15.b Exhibit A Santa Clarita Valley Committee on Aging Recreation and Wellness Service Description FY 2017/18 The Santa Clarita Valley Committee on Aging, d.b.a. Santa Clarita Valley Senior Center ("SCV Senior Center") operates a wide range of recreation and health and wellness programs that promote the quality of life of seniors in the City of Santa Clarita by encouraging socialization, physical fitness, lifelong learning, advocacy, and emotional support. The Recreation and Wellness Program extends beyond the main building of the SCV Senior Center through collaboration with the City of Santa Clarita, other non-profit organizations and senior housing sites, coordination of approximately 250 intergenerational community volunteers, and transportation to other services in the City of Santa Clarita. Recreation and Wellness funding from the City of Santa Clarita supports volunteer and paid instructors who provide over 250 classes and services per month to over 57,000 attendees annually. Classes and services provided to seniors at the SCV Senior Center include, but are not limited to the following: Health & Wellness Alzheimer's Day Program Assessment & Case Management Assistance with Form Completion Blood Pressure Checks Caregiver Resource Day Caregiver Support Groups Consumer Education & Information Durable Power of Attorney Information Grief Support Groups Health & Wellness Lectures Information & Referral Legal Assistance Lending Library Medicare & MediCal Advocacy Nutrition Counseling Psychological Counseling Tax Preparation Telephone Reassurance Calls Transportation Services Performance Projections FY 2017-2018 Lifelong Learning 55 -Alive (AARP Drivers' Course) Archaeology Art Appreciation Computer & Internet Fundamentals Conversational French Fine Arts: Watercolor, Pastels, Oils, Acrylics HAM Radio Club Health Rhythms Drum Circle Live, Love, and Laugh Mindful Meditation Music: Orchestra and Silvertone Singers Needlework, Crochet, & Knitting Self -Esteem, Assertiveness & Stress Reduction Physical Fitness Jazz, Tap; Ballroom, & Line Dancing Low Impact Aerobics Ping Pong Sit -N -B -Fit Exercise Tai Chi Ch'uan & Hatha Yoga Wii Bowling Zumba & Zumba Gold The SCV Senior Center Recreation and Wellness program expects to assist approximately 9,000 individual seniors during fiscal year 2017-2018 through a program of diversified recreational activities, lifelong learning classes, advocacy, and physical fitness programs. Outreach and education about the SCV Senior Center Recreation and Wellness program is primarily through newspaper articles and press releases, network meetings such as the Tri -Valley Aging Network, the "Connections" Senior Center newspaper, local radio and cable television, and referral by other seniors or community members and geriatric care professionals. a w Packet Pg. 146 15.b Exhibit B Transit -Related Services by W w The Santa Clarita Valley Committee on Aging (Grantee) for } J The City of Santa Clarita U N LL The City and the Grantee agree thatthe Grantee will provide the following transit -related services z during Fiscal Year 2017-2018. Q Z O 1. Grantee agrees to administer the "Reduced Fare Program" for eligible low-income Dial -a- W Ride (DAR) customers. This shall include qualifying individuals, based on current Department of Housing and Urban Development (HUD) and Community Development Block g Grant (CDBG) established income levels, as established by HUD annually. 2 O U 2. Grantee agrees to the "low-income" qualifying procedures mutually agreed upon between the w City and Senior Center, and acting as the sole agent to sell reduced fare tickets. 3. Grantee agrees to provide for customers who cannot be accommodated on Dial -a -Ride, through the use of taxi vouchers or urgent -need service when Dial -a -Ride is not in operation. J Documentation will be turned into the City on a quarterly basis listing names and the number U of vouchers or urgent -need services provided. z 4. Grantee agrees to coordinate services available to locations outside the Dial -a -Ride service N area for Dial -a -Ride customers. Documentation will be turned into the City on a quarterly U basis listing the names and the number of services provided. 5. Grantee agrees to provide yearly updated emergency information cards that contain the emergency family contacts of Senior Center transit users. 6. Grantee agrees to be atemporary staging location in the event a Dial -a -Ride customer cannot be transported to their final destination. 7. Grantee agrees to provide a singular contact person for the marketing of transit programs to Senior Center clients, as well as distributing transit schedules, flyers, and user handbooks. 8. Grantee agrees to network with healthcare providers and Senior Center participants to improve Dial -a -Ride service provided for medical appointment trips. 9. The City and Grantee agree to independently develop new group ride services providing fixed -schedule links between senior complexes and popular destinations, and to jointly promote all group ride services. Ridership numbers from group ride services must be turned into the City on a quarterly basis. 10. Grantee agrees to increase the knowledge and understanding of Santa Clarita's fixed -route local bus system through daily contact between staff and senior citizens. Packet Pg. 147 11. Grantee agrees to be an active participant in the Accessibility Advisory Committee as a member agency which provides service to seniors or people with disabilities who use Santa Clarita Transit, and to have a representative at each committee meeting. 12. The City agrees to be an active participant on the Grantee Advisory Council as a member agency which provides service to seniors or people with disabilities, and to have a representative at each committee meeting. 13. The City agrees to provide annual training for Grantee volunteers regarding proper pass sale procedures, and qualifying standards. 14. Grantee agrees to allow the City to inspect, evaluate and monitor its facilities and have access to program operation and activities including the interviewing of Grantee and Reduced Fare Program participants as required by the City. Facilities include all files, records, and other documents related to the performance of this Agreement. Activities include attendance at staff, board of directors, advisory committee, and advisory board meetings, and observation of ongoing program functions. Grantee will ensure the cooperation of its staff and board members in such efforts. City Project Coordinator or his/her designee will conduct periodic program progress reviews. These reviews will focus on the extent to which the planned program has been implemented and measurable goals achieved effectiveness of program management, and impact of the program. 15. Grantee agrees to establish and maintain on a current basis an adequate accounting system in accordance with generally accepted accounting principles and standards. This satisfies the requirement of the MOU executed in March 1992 for an annual agreement by the City of Santa Clarita and the Santa Clarita Valley Committee on Aging. The Grantee agrees to the above list of services for Fiscal 2017-2018. 15.b Packet Pg. 148 15.b Exhibit C A. Demographic Data — Total number of new clients assessed for Program participation; number of completed reassessments for existing Program clients; number of new clients served by the Program; number of clients discharged from the Program; number of clients moved from the wait list to Program participation; number of emergency clients in the Program; and number of meals delivered by the Program to City senior residents. All demographic information shall be broken down for each month within the contract period, with the first report covering the start of the contract period to December 31, 2017, and the second report covering January 1, 2018 to the end of the contract period. B. Purchases Made/Services Provided — In detail, purchases made, services provided, and progress toward the specific purpose of the City grant funding during the first reporting period, and then for the entire reporting period in the second report. This information shall include food and materials purchased, salaries of staff that directly prepare or provide home -delivered meals, and vehicle costs associated with Program service delivery. C. Program Effectiveness — In detail, describe the difference that the grant has made towards helping seniors who otherwise would not have been helped absent this grant. Packet Pg. 149 W Reporting Requirements w Fiscal Year 2017-18 } J U Grantee agrees to provide City a copy of theagency's sin le independent audit report and the LLQ 0 following narrative and statistical reports: z t7 Q Recreation and Wellness Programs z Grantee shall provide the City the following reports upon completion of this Agreement: w W A. A detailed listing of actual costs incurred for all activities listed herein. B. Statistical reports on number of seniors served through the Recreation and Wellness U Programs, including a comparison to prior years. w J J C. A final year-end statistics report in narrative form providing description of Recreation and > Wellness services provided and success of program during the term of the Agreement. a D. A copy of the agency's single independent audit report. U Q F Home -Delivered Meals Program Z N Grantee shall submit two reports to City: 1) one progress report covering July 1, 2017 to U December 31, 2017, due by January 10, 2018; and 2) a final report covering January 1, 2018 to ¢ June 30, 2018, due by July 10, 2018. The reports shall be submitted in narrative format and shall contain the following: t A. Demographic Data — Total number of new clients assessed for Program participation; number of completed reassessments for existing Program clients; number of new clients served by the Program; number of clients discharged from the Program; number of clients moved from the wait list to Program participation; number of emergency clients in the Program; and number of meals delivered by the Program to City senior residents. All demographic information shall be broken down for each month within the contract period, with the first report covering the start of the contract period to December 31, 2017, and the second report covering January 1, 2018 to the end of the contract period. B. Purchases Made/Services Provided — In detail, purchases made, services provided, and progress toward the specific purpose of the City grant funding during the first reporting period, and then for the entire reporting period in the second report. This information shall include food and materials purchased, salaries of staff that directly prepare or provide home -delivered meals, and vehicle costs associated with Program service delivery. C. Program Effectiveness — In detail, describe the difference that the grant has made towards helping seniors who otherwise would not have been helped absent this grant. Packet Pg. 149 15.b D. Number Served by Grant — Number of City residents served by the grant during the reporting period as well as the total number of City residents who received home -delivered meal service by Grantee whether related to the grant or not. E. Total Expenditures — Amount spent to -date. F. Additional Documentation — Copies of documentation (invoices, receipts) showing expenses paid by City grant and any color photographs, if available, of any of the services that were provided because of the grant. Transit -Related Services Grantee shall provide the City the following reports: A. A detailed listing of actual costs incurred for all activities listed herein. B. Statistical reports on number of seniors served and the amount of Dial -A -Ride passes sold, including a comparison to quarters. C. Quarterly reports in narrative form providing description of services provided and success of program during the term of the Agreement. Packet Pg. 150