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HomeMy WebLinkAbout2021-09-14 - AGENDA REPORTS - SCV CMTE ON AGING FY 2021-22 AGMT (2)7 Agenda Item:6 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: September 14, 2021 SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL SUBJECT: YEAR 2021-22 AGREEMENT DEPARTMENT: Recreation and Community Services PRESENTER: Amy Seyerle RECOMMENDED ACTION City Council: 1. Approve an agreement with the Santa Clarita Valley Committee on Aging in the amount of $325,000, and authorize the City Manager or designee to execute all documents, subject to City Attorney approval. 2. Approve the continuation of funding provided to the Santa Clarita Valley Committee on Aging during Fiscal Year 2020-21 in the amount of $93,968 for unused funding provided to them for transit related services. 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. During Fiscal Year 2020-21, the SCV Committee on Aging utilized funds to serve 37,446 seniors through recreation and wellness programs, which included telephone reassurance calls, - Wheels Program - Santa Clarita and the Bella Vida Drive Thru, a record year for their Meals Program. While modifications to the Meals Program and the recreation and wellness programs were able to be made to address the challenges introduced as a result of the COVID-19 pandemic, such modifications were not as easily made to the transit-related services. As a result, the SCV Committee on Aging is requesting to continue unused funds in the amount of $93,968 into Fiscal Page 1 Qbdlfu!Qh/!48 7 Year 2021-22. As part of the City's Fiscal Year 2021-22 budget, the City Council allocated $475,000 to the SCV Committee on Aging. This is an ongoing annual commitment. However, as a result of the request to carry over unused funds from last fiscal year, the appropriation will total $325,000, as it will not include the $150,000 allocated for transit-related services. Instead, this appropriation will provide support for the following senior services administered by the SCV Committee on Aging: $225,000 for the recreation and wellness programs; and $100,000 for home-delivered meals. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Adequate funds have been appropriated in the Fiscal Year 2021-22 budget in account 1005000- 516101 ($325,000). ATTACHMENTS Full FY 2021-22 Senior Center Contract FINAL Page 2 Qbdlfu!Qh/!49 7/b AGREEMENT BETWEEN THE CITY OF SANTA CLARITA AND SANTA CLARITA VALLEY COMMITTEE ON AGING FOR FISCAL YEAR 2021-2022 ST THIS AGREEMENT, dated for purposes of identification only this 1 day of July 2021, made and entered into by and between the CITY OF SANTA CLARITA, a municipal CitySANTA CLARITA VALLEY COMMITTEE ON AGING (SCVCOA) Grantee W I T N E S S E T H 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 $325,000 in Fiscal Year 2021-22 annual funds to Grantee to provide programs and services to Santa Clarita seniors: $225,000 for recreation and wellness programs 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 $325,000, to be distributed in two equal payments of $162,500, which shall constitute full and complete compensation for Grantee services under this Agreement. The first payment shall cover the period from July 1, 2021, through December 31, 2021, and the second payment shall cover the period from January 1, 2022, through June 30, 2022. 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: Reporting Requirements Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Page 1 of 7 Qbdlfu!Qh/!4: 7/b 2. Grantee agrees that services to be provided under this Agreement must be adequate to ensure the maximum utilization of Grantee facility and services by Santa Clarita seniors and that the use of Grantee facility and services shall be granted to eligible seniors of City. 3. Grantee agrees to provide City report and other narrative and statistical reports, as detailed in Exhibit B - Reporting Requirements. 4. Grantee agrees that City may, at any time, audit any and all of Grantee books, documents, or records relating to this Agreement. 5. City and its respective elected and appointed boards, officials, officers, agents, Indemnities 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, 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 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 active negligence or willful acts of omission. 6. Without limiting City 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: Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Page 2 of 7 Qbdlfu!Qh/!51 7/b 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 use of personal vehicles on project. C.!: Grantee shall procure and maintain 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 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 Risk Administrator, then Grantee agrees that the minimum limits hereinabove designated shall be changed accordingly upon written request by Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* the Risk Administrator. Page 3 of 7 Qbdlfu!Qh/!52 7/b 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 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 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. f) 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 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 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 Granteeurance 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 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 Agreement. Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Page 4 of 7 Qbdlfu!Qh/!53 7/b 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, 2021 and expire on June 30, 2022. 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, 2022. Any and all funds remaining as of June 30, 2022, 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 Grantee 23920 Valencia Boulevard, Suite 120 SCV Committee on Aging Santa Clarita, CA 91355 SCV Senior Center Attn: Frank Oviedo 27180 Golden Valley Road Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Santa Clarita, CA 91350 Attn: Kevin MacDonald Page 5 of 7 Qbdlfu!Qh/!54 7/b 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 Granteesignature, Grantee hereby authorizes City, by and through its representative, to insert the date of execution by Grantee signator(s) as the date said Agreement, as executed by Grantee, is received by City. \[SIGNATURES ON NEXT PAGE\] Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Page 6 of 7 Qbdlfu!Qh/!55 7/b 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: By: Print Name & Title Date: FOR CITY OF SANTA CLARITA: KENNETH W. STRIPLIN, CITY MANAGER By: City Manager Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY By: City Attorney Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Date: Page 7 of 7 Qbdlfu!Qh/!56 7/b Exhibit A Sfdsfbujpo!boe!Xfmmoftt Tfswjdf!Eftdsjqujpo!GZ!3132033 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 classes and services. The FY 2021/22 provides a set of unique challenges due to the Covid-19 pandemic. The Senior Center started a slow re-opening of live classes in July 2021. We will be continuing all virtual classes at the same time. Our over 40 last year will continue with concerts and comedy nights in our courtyard and hopefully movie nights inside the Bella Vida ballroom. Our team will continue to survey seniors who are homebound and do everything possible to keep them engaged and to avoid isolation. Classes and services provided to seniors at the SCV Senior Center on-line either by computer or phone include: Mjgfmpoh!Mfbsojoh Ifbmui!'!Xfmmoftt Fine Arts: Watercolors and Drawing Assessment & Case Management Creative Writing Assistance with Form Completion Current Events Discussion Group Caregiver Virtual Resource Day Archaeology & Anthropology Discussion Caregiver Support Groups Group Ask the Nurse Grief & Emotional Support Groups Qiztjdbm!Gjuoftt0Bdujwjujft Health & Wellness Lectures Chair Pilates Health Screenings: Flex & Flow Yoga Blood Pressure Sit-N-B-Fit Exercise Hearing Tai Chi Ch'uan Flu Clinic Tai Chi/Meditation/Acupressure Legal Assistance Zumba Gold and Zumba Gold Toning Medicare & MediCal Advocacy Drive-In Movies Nutrition Counseling Courtyard Concerts Psychological Counseling Drive-In Bingo Reassurance Calls Courtyard Entertainment Table Talks Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* !Tpdjbm!Sfdsfbujpo! Pinochle Wii Games Mah Jong ! Qbdlfu!Qh/!57 ! 7/b Qfsgpsnbodf!Qspkfdujpot!GZ!3132.33 The SCV Senior Center Recreation and Wellness program expects to assist thousands of individuals this year despite many obstacles. This year will include the Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Qbdlfu!Qh/!58 7/b Exhibit B Reporting Requirements Fiscal Year 2021-22 Grantee agrees to provide City the following narrative and statistical reports: Recreation and Wellness Programs Grantee shall provide the City the following reports upon completion of this Agreement: 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 Programs, including a comparison to prior years. 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. D. single independent audit report. Home-Delivered Meals Program Grantee shall submit two reports to City: 1) one progress report covering July 1, 2021, to December 31, 2021, due by January 15, 2022; and 2) a final report covering January 1, 2022, to June 30, 2022, due by July 15, 2022. The reports shall be submitted in narrative format and shall contain the following: 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, 2021, and the second report covering January 1, 2022, 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. Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* 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. Qbdlfu!Qh/!59 7/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. Buubdinfou;!Gvmm!GZ!3132.33!Tfojps!Dfoufs!Dpousbdu!GJOBM!!)TDW!Dpnnjuuff!po!Bhjoh!Bhsffnfou!3132.33* Qbdlfu!Qh/!5: