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HomeMy WebLinkAbout2024-11-26 - AGENDA REPORTS - SCV CMTE AGING FY 24 25 AGMTAgenda Item• 15 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: Li DATE: November 26, 2024 SUBJECT: SANTA CLARITA VALLEY COMMITTEE ON AGING FISCAL YEAR 2024-25 AGREEMENT DEPARTMENT: Recreation and Community Services PRESENTER: Noely Allevato RECOMMENDED ACTION City Council approve an agreement with the Santa Clarita Valley Committee on Aging in the amount of $525,000 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 Committee on Aging (SCVCOA). During Fiscal Year 2023-24, the SCVCOA utilized funds to serve over 61,400 seniors through recreation and wellness programs. They served 537,796 meals through the Meals on Wheels Program - Santa Clarita and the Bella Vida Drive Thru. Of those, over 10,000 meals were provided as a direct result of the funding provided by the City. Additionally, SCVCOA successfully provided over 3,250 bus trips to meet the medical, grocery shopping, and other essential needs of the senior community. As part of the City's Fiscal Year 2024-25 budget, the City Council allocated $525,000 to the SCVCOA. This is an ongoing annual commitment. This appropriation will provide support for the following senior services administered by the SCVCOA: $275,000 for recreation, health, and wellness programs; $150,000 for transit -related services; and $100,000 for home -delivered meals. In response to a request from the SCVCOA, the City Council approved a $50,000 ongoing increase to the grant for recreation and wellness services during the Fiscal Year 2024-25 annual budget process, increasing the appropriation from $225,000 to $275,000. This request resulted from increased attendance, expanded class offerings, and growing community demand. Page 1 Packet Pg. 380 Additionally, the annual grant had remained unchanged for the past 10 years. ALTERNATIVE ACTION Other action as determined by the City Council. FISCAL IMPACT Adequate funds have been appropriated in the Fiscal Year 2024-25 budget in accounts 1005000- 516101 ($375,000) and 1001010-516102 ($150,000). ATTACHMENTS Fiscal Year 2024-25 SCV Committee on Aging Agreement Draft Page 2 Packet Pg. 381 15.a rAOt SI,XTd CL*�JW AGREEMENT BETWEEN " THE CITY OF SANTA CLARITA AND a ` SANTA CLARITA VALLEY COMMITTEE ON AGING CO) FOR FISCAL YEAR 2024-2025 z THIS AGREEMENT, dated for purposes of identification only this lsT day of July 2024, 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 $525,000 in Fiscal Year 2024-25 annual funds to Grantee to provide programs and services to Santa Clarita seniors: $275,000 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 $525,000, to be distributed as follows: a) For recreation and wellness programs, home -delivered meals, and transit -related services, the payment will be divided into two equal payments of $262,500. The first payment shall cover the period from July 1, 2024, through December 31, 2024, and the second payment shall cover the period from January 1, 2025, through June 30, 2025. 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 Paae 1 of 7 Packet Pg. 382 15.a 2. Grantee agrees that services to be provided under this Agreement must be W 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 ofCO v City. M 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: Paae 2 of 7 Packet Pg. 383 15.a A. General Liability and Property Damage Insurance: Grantee agrees to W 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, Q U including death therefrom, suffered or alleged to be suffered by any person or persons CO 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 z c� liability imposed by law for damages to any property of any person caused directly or indirectly Q by or from acts or activities of Grantee, or its subconsultants, or any person acting for Grantee, p or under its control or direction. Such public liability and property damage insurance shall also w w 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 p $1,000,000 per occurrence will be considered equivalent to the required minimum limits. U 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 b) 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. c) 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. Paae ; of 7 Packet Pg. 384 15.a d) Grantee agrees that provisions of this paragraph as to maintenance of W 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 v activities, the activities of its subconsultants, or the activities of any person or persons for which D Grantee is otherwise responsible. a e) A Certificate of Insurance and an additional insured endorsement (for z cD general and automobile liability) evidencing the above insurance coverage with a company Q acceptable to the City's Risk Administrator shall be submitted to City prior to execution of this p Agreement on behalf of the City. w w f) 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 p amendment or cancellation to City. In the event the said insurance is canceled, Grantee shall, v prior to the cancellation date, submit new evidence of insurance in the amounts heretofore LU established. Q g) 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 Q and renew coverage or to provide evidence of renewal may be treated by the City as a material v 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 z obtain such insurance in Grantee's name and shall be compensated by Grantee for the cost of CO the insurance premiums. h) Should Grantee, for any reason, fail to obtain and maintain the o insurance required by this Agreement, City may obtain coverage at Grantee's expense and c 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. Q i) 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 Q hours of receipt of notice of cancellation. Furthermore, Grantee must obtain replacement c coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of a°, 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. Paae 4 of 7 Packet Pg. 385 15.a 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, 2024, and expire on June 30, 2025. 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, 2025. Any and all funds remaining as of June 30, 2025, 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: Kenneth W. Striplin Grantee SCV Committee on Aging SCV Senior Center 27180 Golden Valley Road Santa Clarita, CA 91350 Attn: Kevin MacDonald Q w Paae 5 of 7 Packet Pg. 386 15.a 15. The effective date of this Agreement shall be the latest date of execution w 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 v authorizes City, by and through its representative, to insert the date of execution by Grantee's co signator(s) as the date said Agreement, as executed by Grantee, is received by City. a [SIGNATURES ON NEXT PAGE] Paae 6 of 7 Packet Pg. 387 15.a ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. The Parties agree W 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 Q U accordance with California Government Code section 16.5 and Civil Code section 1633.7. nn 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 By: City Manager Date: APPROVED AS TO FORM: JOSEPH M. MONTES, CITY ATTORNEY By: City Attorney Date: Paae 7 of 7 Packet Pg. 388 15.a ' SCV Exhibit A ■ SENIOR CENTER —J Savra Clarita Valley C—m tt- — Aging Q Recreation and Wellness Service Description Fiscal Year 2024-25 The Santa Clarita Valley Committee on Aging, d.b.a. Santa Clarita Valley Senior Center ("SCV Senior Center") operates a wide range of recreation, 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 funding from the City of Santa Clarita partially supports over 30 different classes, activities and support programs for Seniors. The goal is to offer a variety of options and support to meet the needs of all levels of Seniors. The Fiscal Year (FY) 2024-25 we will be introducing new classes and activities for those attending the SCV Senior Center. In addition, we will complete a major project to bring some of our classes and activities "virtually" through a variety of mediums to those who are homebound, specifically those in our Meals on Wheels program. "Senior Center without Walls" Classes and services provided to seniors at the SCV Senior Center both Live and via Zoom include: Health & Wellness Health & Wellness Lectures (weekly) Assessment & Case Management Senior Resource Day Caregiver Support Groups Grief & Emotional Support Groups Health Screenings: Blood Pressure, Hearing and Flu/Covid Clinic Medicare & MediCal Advocacy Nutrition Counseling Psychological Counseling Senior Center Orientation Beauty Bus (Quarterly) Lifelona Learnina Fine Arts: Watercolors and Drawing Creative Writing Archaeology & Anthropology Physical Fitness/Activities Chair Pilates Flex & Flow Yoga Sit-N-B-Fit Exercise Tai Chi Ch'uan Tai Chi/Meditation/Acupressure Zumba Gold and Zumba Gold Toning Fitness Center Pickleball Lessons Line Dancing Social Recreation Bella Vida Concert Series (Monthly) Billiards Pinochle/Mah Jong and other games Wii Bowling League Silvertones — chorus Bella Vida Bingo (Monthly) Needle Crafter Club Trips and Tours Performance Projections FY 2024-25 The SCV Senior Center Recreation and Wellness program expects to engage and assist thousands of individuals this year and we are on track for a record setting year with most classes at capacity once again. In addition to our "Senior Center without Walls" program - we will introduce a new quarterly "Lecture" Series bringing in notable speakers of interest to Seniors of Santa Clarita. Packet Pg. 389 15.a Exhibit B Transit -Related Services by LU The Santa Clarita Valley Committee on Aging (Grantee) for The City of Santa Clarita v Fiscal Year 2024-2025 nn The City and the Grantee agree that the Grantee will provide the following transit -related services during Fiscal Year 2024-2025. Grantee agrees to administer the "Reduced Fare Program" for eligible low-income Dial -a - Ride (DAR) and Access customers. This shall include qualifying individuals, based on current Department of Housing and Urban Development (HUD) and Community Development Block Grant (CDBG) established income levels, as established by HUD annually. A list of eligible individuals shall be sent to the City on a monthly basis. 2. Grantee agrees to sell the "Reduced Fare Program" fare media to eligible individuals on TAP and remit all proceeds to the City no later than the 201h day of each month. 3. Grantee agrees to provide for customers who cannot be accommodated on Dial -a -Ride, taxi, rideshare, or Transportation Network Companies (e.g. Uber and Lyft) vouchers or urgent -need service when Dial -a -Ride is not in operation. Documentation will be turned into the City on a quarterly basis listing names and the number of vouchers or urgent -need services provided. 4. Grantee agrees to coordinate services available to locations outside the Dial -a -Ride service area for Dial -a -Ride customers. Documentation will be turned into the City on a quarterly basis listing the names and the number of services provided. 5. Grantee agrees to be a temporary staging location in the event a Dial -a -Ride customer cannot be transported to their final destination. 6. 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. 7. Grantee agrees to network with healthcare providers and Senior Center participants to improve Dial -a -Ride service provided for medical appointment trips. 8. 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. 9. 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. 10. 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. Packet Pg. 390 15.a Q w 11. 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 v representative at each committee meeting. CO 12. The City agrees to provide annual training for Grantee volunteers regarding proper pass sale procedures, and qualifying standards. 13. 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. 14. 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 Year 2024-2025. Packet Pg. 391 15.a Exhib Reporting Requirements Fiscal Year 2024-2025 Grantee agrees to provide City a copy of the agency's single independent audit report and 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. A copy of the agency's single independent audit report. Home -Delivered Meals Program Grantee shall submit two reports to City: 1) one progress report covering July 1, 2024, to December 31, 2024, due by January 15, 2025; and 2) a final report covering January 1, 2025 to June 30, 2025, due by July 15, 2025. 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, 2024, and the second report covering January 1, 2025, 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. 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. a w Packet Pg. 392 15.a Q w 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. 393