HomeMy WebLinkAboutRequest For ProposalAttachment 4
Request for Proposal for the
Operation of the George H.
Waters Nutrition Center
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City of National City
1243 National City Boulevard
National City, CA 91950
(619) 336-4279
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INCORPORATED
REQUEST FOR PROPOSAL
FOR THE OPERATION OF THE
GEORGE H. WATERS NUTRITION CITY
LOCATED AT MORGAN TOWER
1415 "D" AVENUE, NATIONAL CITY, CA
Key RFP Dates:
Issued: February 1, 2012
Walk- Thru: February 9, 2012 (4 p.m.)
Submittal: February 29, 2012 (4 p.m. deadline)
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BRIEF BACKGROUND OF CITY OF NATIONAL CITY
National City (see location map) is located in San Diego County, approximately five miles south
of downtown San Diego and eleven miles north of the Mexican border. It encompasses 9.2 square
miles and is considered almost fully developed. It is bordered by the City of San Diego to the
north and east, the San Diego Bay to the west, and the City of Chula Vista to the south. In
addition, a small unincorporated community, known as Lincoln Acres, is located to the southeast
of National City, generally north of SR-54 and east of I-805. I-5 and I-805 cross National City
from north to south, and SR-54 traverses the southern edge. National City is San Diego County's
second oldest city and was incorporated on September 17, 1887.
NUTRITION CENTER BACKGROUND
The George H. Waters Nutrition Center, located at 1415 D Avenue, National City, 91950 is an
anchor in the National City community where a wide segment of older adult population have
outlived their social circles and for whom isolation is a critical issue; those that may be exhausted
by the idea of meal preparation; those that have lost their sense if taste and have become
indifferent to cooking; and all of whom need one warm, well -balance meal daily.
There are two components fundamental to the operation of the George H. Waters Nutrition
Center: One is to recognize that wholesome food is essential to maintain a sense of physical well-
being and two, to create an atmosphere where food is a shared social experience that offers
companionship, creates a sense of daily comfort and security, and encourages fellowship through
peer involvement.
The George H. Waters Nutrition Center served its first meals in both the congregate setting and
home delivered meals in 1979. For many years the center has provided meals to the Adult Day
Health Care Centers under the auspices of Adult Protective Services. Home delivered meals have
been a part of the center program since 1980 serving over 100 homebound, frail or otherwise
disabled or handicapped seniors. The George H. Waters Nutrition Center is funded thru the Older
American Act Title III. This federal program is administered by both State and County and is
regulated by the California Department of Agriculture (CDA.)
On site, off street parking consist of open parking stalls and disabled stalls and are shared with
residents of the 151 unit Morgan Tower. Additional parking is typically accommodated along
either side of D Avenue and Kimball Way.
DINING CENTERS
The Senior Nutrition Program at the George H. Waters Nutrition Center offers one on -site
(congregate) nutritionally balanced meal per day for senior adults sixty (60) years and older. The
current average daily congregate meal count is 162.
Since its inception, the Nutrition Center has provided hot meals to thousands of senior residents at
reduced costs. Meals are prepared on -site by an Executive Chef and a team of food service
professionals.
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The current staff at the Nutrition Center consist of the following:
Position Title Number
Nutrition Center Manager 1.00
Executive Chef 1.00
Sous Chef 1.00
Kitchen Aide 1.00
Food Service Worker 3.25
Dish Washer 0.50
Home Deliver Meal Coord. 1.00
Nutrition Driver 1.50
Office Assistant 1.00
Total 11.25
Meals are primarily served at the Morgan Tower location, but are also delivered to the Granger
Avenue Cafe and the Summercrest Apartments. The suggested contribution per meal is $3.50.
The Towers Granger Avenue Cafe Summercrest
1415 D Avenue in National 2717 Granger Avenue in Lincoln 2616 E. Plaza
City Acres Blvd.
HOME DELIVERED MEALS PROGRAM
The Home Delivered Meals Program brings delicious meals to the homes of senior adults
who are unable to come to one of the City's locations for lunch. In addition to providing
a nutritionally balanced meal, it also helps to keep this often -isolated group of senior
adults socially engaged. Meals are delivered on Mondays, Wednesday and Fridays. The
meal recipients have contact with a delivery person who not only greets them, but is also
there to check on their well-being. The suggested per meal contribution is $4.50
TARGETED CLIENTELE
People eligible for participation in the Senior Nutrition Programs, as defined by the Older
Americans Act, are 60 years of age or older. Eligibility is the same for all without regard
to race, color, origin, sex or handicap.
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REQUEST FOR PROPOSALS
1. INTRODUCTION
A. Purpose of the RFP
CITY is seeking proposals from qualified and experienced nonprofits interested and willing to
assume the services specified in the attached County of San Diego Contract No. 533563 in
consideration for the balance of compensation in Contract No. 533563. The contractor selected
will assume all obligations of Contract No. 533563. The selected Contractor will be required to
enter into a Novation Agreement (attached) between the County of San Diego, the City of
National City, and the Contractor.
The Nutrition City building has been diligently maintained through consistent efforts to provide
modernization upgrades to the buildings and the site. During the term of this agreement, the
exterior shell of the building will be maintained by the City of National City Community
Development Commission and the company providing management services to Kimball Tower
and Morgan Tower. The interior shell of the Nutrition City will be the sole responsibility of the
contractor including, but no limited to interior walls, equipment, utility, and supplies.
Your firm is invited to submit a written proposal outlining your organization's ability and
willingness to assume the services specified to Contract No. 533563 in consideration for the
balance of compensation in Contract No. 533563. The expiration date of the contract, if the
annual one-year incremental extensions are granted by the County is June 30, 2014. The contract
value is approximately $330,000 per year.
B. Ownership Goal and Objectives
The stated goal of the George H. Waters Nutrition Center is to assist individuals sixty (60) years
and older to live independently because of better health and reduced isolation as a result of the
Senior Nutrition Program, a program of coordinated congregate meals, home -delivered meals,
and referral to appropriate supportive services.
Individuals, communities, local and national governments are burdened by rising health cost,
medications and the cost of nursing care. The mandate of the George H. Waters Nutrition Center
is to provide good nutrition combined with exercise and education to delay numerous conditions
to which elderly adults are vulnerable, but that are preventable.
The CITY has multiple objectives with regard to the Nutrition Center that we expect the selected
Contractor to achieve:
• Assist individuals sixty (60) years and older to live independently because of better
health and reduce isolation as a result of the Senior Nutrition Program, a program of
coordinated congregate meals, home -delivered meals, and referrals to appropriate
supportive services.
• Maintain and/or improve the current level of service provided by the Nutrition Center
Program
• Review the current menu of nutritionally balanced meals provided to senior adults and
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guests to ensure compliance with the latest dietary recommendations.
• Comply with all contractual requirements and performance standards of the County
Agreement.
• Maintain a clean, well -maintained, physically appealing nutrition City building.
• Eliminate the need for funding from the City of National City through operational
efficiencies and increased revenues.
2. SCOPE OF SERVICES
A. Statement of Work
Contractor shall perform the work described in Article 2, Scope of Work, and the
"Statement of Work" attached as Exhibit "A" to the attached County Agreement
Number 533563.
3. PROPOSALS
Candidates should have proven management expertise in the following areas:
• Nutrition City Operations
• Senior resident services and programs
• Resource development and fiscal management
The CITY proposes to award the contract on a basis of demonstrated qualification and experience
in managing this scale of nutritional programs for functional elderly and disabled person. The
CITY is seeking excellence in management of this program. Therefore, the award will be based
on licenses and permits, experience in providing the service, current and/or past litigations, other
government contracts involved, and fiscal solvency.
NOTE: The CITY will no longer be providing funding for the Nutrition Center. The Nutrition
Center operations, in prior years, were augmented by the CITY'S General Fund but that funding
source is no longer available. The selected contractor will need to evaluate operations and,
perhaps, seek additional funding from other sources.
The selected Contractor is expected to execute a Novation Agreement (sample attached) for
Contract No 533673 assigning and assuming all obligations in respect to Contract No. 533563.
4. SELECTION PROCESS
A walk-thru of the Nutrition City will be conducted on Thursday, February 9, 2012 at 4:00 p.m.
Responses are due no later than February 29, 2012 at 4 p.m. No late submittals will be accepted.
The City of National City will hold interviews with the top 2-4 prospective candidates on or
about March 12-13, 2012. The County of San Diego must approve the new contractor.
Final selection of a nonprofit is expected to occur by April 17, 2012 if the County of San Diego
has completed their review of qualifications. The selected nonprofit will begin working with the
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current management team immediately after their selection to begin the transition of operational
responsibilities. The selected nonprofit will develop operating budgets and management plans
and must begin operational management on July 1, 2012.
Questions regarding this invitation of proposals should be directed to Alfredo Ybarra
5. PROPOSAL TERMS
The City reserves the right to reject any and all proposals received as a result of this RFP. If a
proposal is selected, it will be the most advantageous regarding quality of service, experience,
financial solvency, the Contractor's qualifications and capabilities to provide the specified
service, and other factors that the City may consider. The City does not intend to award a contract
fully on the basics of any response made to the proposal; the City reserves the right to consider
proposals for modifications at any time before a contract would be awarded, and negotiations
would be undertaken with that contractor whose proposal is deemed to best meet the City's
specifications and needs.
The City reserves the right to reject any or all bids, to waive or not waive informalities or
irregularities in bids or bidding procedures, and to accept or further negotiate cost, terms, or
conditions of any bid determined by the City to be in the best interests of the City even though
not the lowest bid.
Proposals must be signed by an official authorized to bind the contractor to its provisions for at
least a period of 90 days. Failure of the successful bidder to accept the obligation of the contract
may result in the cancellation of any award.
In the event it becomes necessary to revise any part of the RFP, addenda will be provided.
Deadlines for submission of RFP's may be adjusted to allow for revisions. The City will not be
liable for any costs associated with the preparation, transmittal, or presentation of any materials
submitted in response to this RFP
To apply, please send 5 copies, by 4 p.m. on February 29, 2012, of the following:
1. Responses to all questions in the "Questionnaire" (attached)
2. Provide a resume of the organization's experience within the last five
years in providing the services for which the organization is applying
as described in Exhibit A, Statement of Work, or comparable services.
3. Articles of Incorporation and By-laws.
4. Letter of good standing with the State of California, Department of
Corporations and federal and state non-profit certifications.
5. List of similar programs, with descriptions, currently managed.
Identify if the organization is currently a contractor with the County of
San Diego for the Senior Nutrition Program, state such in the response.
6. List of steps taken to ensure that its license will remain current and in
good standing with the State California.
7. Current and valid health permits issued by the County of San Diego,
Department of Environmental Health, for all proposed production sites
and contracted caterers for the proposed program.
8. Current and valid driving licenses issued by the State of California for
those staff proposed to provide home delivery services.
9. The most recent two years of financial audits.
10. Provide a description of any litigations and their resolution, if resolved,
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in the past five (5) years related to the organization's performance. If
there is none, state as such in your submittal response.
The proposal shall include all the following information. Failure to include all of the required
information could result in the disqualification.
A. The vendor's qualification, years in business, staff profile and experience with providing the
services required by the City. Include verification that at least one of your personnel has
completed some form of Food Service Management Training and the date of completion.
B. The address of the location at which the food would be prepared and the distribution location,
if different.
C. The number of food service staff assigned on a permanent full time/part time basis that will be
involved in the service of this contract. Identify staff position for primary contact for this contract.
D. State the number of years working with a Senior Nutrition Food Program.
E. Provide a copy of current food Establishment Inspection Report for all your food preparation
establishments.
G. Provide a Sample Five Day Menu.
Submissions should be addressed to:
Alfredo Ybarra, Manager
Housing and Grants Division
Administrative Services Department
1243 National City Boulevard
National City, CA 91950
(619) 336-4279
Proposals should be prepared simply and economically providing a straightforward, concise
description of the vendor's ability to meet the requirements of the RFP. Proposals shall be written
in ink or typewritten. No erasures are permitted. Mistakes may be crossed out and corrected and
must be initialed in ink by the person signing the proposal.
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Questionaire
1. Please provide a description of your organization
2. Provide a business plan to demonstrate how your organization will reorganize the
nutrition center to make the nutrition center financially self-sufficient.
3. Discuss if your organization will consider retaining any of the existing staff?
4. Provide a transition plan.
5. How will your organization obtain the views of participants regarding the services
received?
6. Please provide information detailing your experience with managing senior nutrition
programs funded by the County of San Diego.
7. Please provide information on your organization's experience securing grant funding
for senior nutrition services and program.
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County Agreement Number
533563
Request for Proposal for the
Operation of the George H.
Waters Nutrition Center
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
This Agreement ("Agreement") is made and entered into on the date shown on the signature page ("Effective Date") by and
between the County of San Diego, a political subdivision of the State of California ("County") and Contractor City of National
City, located at 1243 National City Boulevard, National City, CA 91950 ("Contractor"), with reference to the following facts:
RECITALS
A. The County, by action of the Board of Supervisors on October 13, 2009 (Minute Order No. 6) authorized the Director of
Purchasing and, to award a Contract for the Senior Nutrition Program.
B. Contractor is specially trained and possesses certain skills, experience, education and competency to perform these
services.
C. The Chief Administrative Officer made a determination that Contractor can perform the services more economically and
efficiently than the County, pursuant to Section 703.10 of the County Charter.
D. The Agreement shall consist of this pro forma Agreement, Exhibit A Statement of Work, Exhibit A-1, Revised Statement
of Qualifications, Exhibit B Insurance Requirements and Exhibit C, Payment Schedule or budget. In the event that any
provision of the Pro Forma Agreement or its Exhibits, A, A-1, B or C, conflicts with any other term or condition,
precedence shall be: First (1st) the Pro Forma: Second (2nd) Exhibit B; Third (3rd) Exhibit A; Fourth (4th) Exhibit C; Fifth
(5th) Exhibit A -I.
NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree
as follows:
ARTICLE I
PERFORMANCE OF WORK
1.1 Standard of Performance. Contractor shall, in good and workmanlike manner and in accordance with the highest
professional standards, at its own cost and expense, furnish all of the labor, technical, administrative, professional and all
other personnel, all supplies and materials, equipment, printing, transportation, facilities, and all other means whatsoever,
except as herein otherwise expressly specified to be furnished by County, necessary or proper to perform and complete the
work and provide the services required of Contractor by this Agreement.
1.2 Contractor's Representative. The person identified on the signature page ("Contractor's Representative") shall ensure that
Contractor's duties under this Agreement shall be performed on behalf of the Contractor by qualified personnel; Contractor
represents and warrants that (I) Contractor has fulfilled all applicable requirements of the laws of the State of California to
perform the services under this Agreement and (2) Contractor's Representative has full authority to act for Contractor
hereunder. Contractor and County recognize that the services to be provided by Contractor's Representative pursuant to
this Agreement are unique: accordingly, Contractor's Representative shall not be changed during the Term of the
Agreement without County's written consent. County reserves the right to terminate this Agreement pursuant to Clause 7.1
"Termination for Default", if Contractor's Representative should leave Contractor's employ, or if, in County's judgment,
the work hereunder is not being performed by Contractor's Representative.
1.3 Contractor as Independent Contractor. Contractor is, for all purposes of this Contract, an independent Contractor, and
neither Contractor nor Contractor's employees or subcontractors shall be deemed to be employees of the County.
Contractor shall perform its obligations under this Contract according to the Contractor's own means and methods of work
which shall be in the exclusive charge and under the control of the Contractor, and which shall not be subject to control or
supervision by County except as to the results of the work. Neither Contractor nor Contractor's employees or
subcontractors shall be entitled to any benefits to which County employees are entitled, including without limitation,
overtime, retirement benefits, workers' compensation benefits and injury leave.
1.4 Contractor's Agents and Employees or Subcontractors. Contractor shall obtain, at Contractor's expense, all agents,
employees and subcontractors required for Contractor to perform its duties under this Contract, and all such services shall
be performed by Contractor's Representative, or under Contractor's Representatives' supervision, by persons authorized by
law to perform such services. Retention by Contractor of any agent, employee or subcontractor shall be at Contractor's
sole cost and expense, and County shall have no obligation to pay Contractor's agents, employees or subcontractors; to
support any such person's or entity's claim against the Contractor; or to defend Contractor against any such claim.
Any subcontract, or a combination of subcontract to the same individual or firm for the Contract period which is in excess
of fifty thousand dollars ($50,000) or twenty five percent (25%) of the value of the Contract, whichever is less must have
prior written concurrence of the Contracting Officer's Technical Representative ("COTR"). Contractor shall provide the
County's COTR with copies of all other subcontracts relating to this Contract entered into by Contractor within 30 days
after the effective date of the subcontract. Such subcontractors of Contractor shall be notified of Contractor's relationship
to County. "Subcontractor" means any entity, other than County, that furnishes to Contractor services or supplies relevant
to this Contract other than standard commercial supplies, office space, and printing services.
ps_serv_contract_template.doc Agreement - Page 1 of 18 Revised 6/30/09
City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
1.4.1 Contractor Responsibility. In the event any subcontractor is utilized by Contractor for any portion of the project,
Contractor retains the prime responsibility for carrying out all the terms of this Agreement, including the responsi-
bility for performance and insuring the availability and retention of records of subcontractors in accordance with
this Agreement. No subcontract utilizing funds from this Agreement shall be entered into which has a term
extending beyond the ending date of this Agreement.
1.4.2 Mandated Clause. All subcontracts shall include the Standard Terms and Conditions required of Contractor herein.
ARTICLE 2
SCOPE OF WORK
2.1 Statement of Work. Contractor shall perform the work described in the "Statement of Work" attached as Exhibit "A" to
this Agreement, and by this reference incorporated herein, except for any work therein designated to be performed by
County.
2.2 Right To Acquire Equipment and Services. Nothing in this Agreement shall prohibit the County from acquiring the same
type or equivalent equipment and/or service from other sources, when deemed by the County to be in its best interest.
2.3 Responsibility For Equipment. For cost reimbursement Agreements, County shall not be responsible nor be held liable for
any damage to persons or property consequent upon the use, misuse, or failure of any equipment used by Contractor or any
of Contractor's employees, even though such equipment may be furnished, rented, or loaned to Contractor by County. The
acceptance or use of any such equipment by Contractor or Contractor's employees shall be construed to mean that
Contractor accepts full responsibility for and agrees to exonerate, indemnify and hold harmless County from and against
any and all claims for any damage whatsoever resulting from the use, misuse, or failure of such equipment, whether such
damage be to the employee or property of Contractor, other Contractors, County, or other persons. Equipment includes,
but is not limited to material, computer hardware and software, tools, or other things.
2.3.1 Contractor shall repair or replace, at Contractor's expense all County equipment or fixed assets that are damaged
or lost as a result of Contractor negligence.
2.4 Non -Expendable Property Acquisition. County retains title to all non -expendable property provided to contractor by
county, or which Contractor may acquire with funds from this Agreement if payment is on a cost reimbursement basis,
including property acquired by lease purchase Agreement. Contractor may not expend funds under this Agreement for the
acquisition of non -expendable property having a unit cost of $5,000 or more and a normal life expectancy of more than one
year without the prior written approval of Contracting Officer Technical Representative. Contractor shall maintain an
inventory of non -expendable equipment, including dates of purchase and disposition. Inventory records on non -expendable
equipment shall be retained, and shall be made available to the County upon request, for at least three years following date
of disposition. Non -expendable property that has value at the end of a contract (e.g. has not been depreciated so that its
value is zero), and which the County may retain title under this paragraph, shall be disposed of at the end of the Agreement
as follows: At County's option, it may: 1) have Contractor deliver to another County contractor or have another County
contractor pick up the non -expendable property; 2) allow the contractor to retain the non -expendable property provided that
the contractor submits to the County a written statement in the format directed by the County of how the non -expendable
property will be used for the public good; or 3) direct the Contractor to return to the County the non -expendable property.
ARTICLE 3
DISENTANGLEMENT
3.1 General Obligations
At County's discretion, Contractor shall accomplish a complete transition of the services as set forth in Exhibit A to this
Agreement (for purposes of this Article 3.1, these shall be referred to as the "Disentangled Services") being terminated
from Contractor and the Subcontractors to County, or to any replacement provider designated by County, without any
interruption of or adverse impact on the Disentangled Services or any other services provided by third parties. This process
shall be referred to as the Disentanglement. Contractor shall fully cooperate with County and any new service provider and
otherwise promptly take all steps, including, but not limited to providing to County or any new service provider all
requested information or documentation, required to assist County in effecting a complete Disentanglement. Contractor
shall provide all information or documentation regarding the Disentangled Services or as otherwise needed for
Disentanglement, including, but not limited to, data conversion, client files, interface specifications, training staff assuming
responsibility, and related professional services. Contractor shall provide for the prompt and orderly conclusion of all work
required under the Agreement, as County may direct, including completion or partial completion of projects,
documentation of work in process, and other measures to assure an orderly transition to County or the County's designee of
the Disentangled Services. All Contractor work done as part of the Disentanglement shall be performed by Contractor and
will be reimbursed by the County at no more than Contractor's costs, up to the total amount of this Agreement. Contractor
shall not receive any additional or different compensation for the work otherwise required by the Agreement. Contractor's
ps_serv_contract_template.doc Agreement - Page 2 of 18 Revised 6/30/09
City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
obligation to provide the Services shall not cease until the earlier of the following: 1) The Disentanglement is completed to
the County's reasonable satisfaction, or 2) twelve (12) months after the Expiration Date of the Agreement.
3.2 Disentanglement Process
The Disentanglement process shall begin on any of the following dates: (i) the date County notifies Contractor that no
funds or insufficient funds have been appropriated so that the Term shall be terminated pursuant to the Agreement,
Paragraph 7.4; (ii) the date designated by County not earlier than sixty (60) days prior to the end of any initial or extended
term that County has not elected to extend pursuant to the Agreement's, Signature Page, Contract Term; or (iii) the date any
Termination Notice is delivered, if County elects to terminate any or all of the Services pursuant to the Agreement,
Paragraph 7.1. Subject to Exhibit A Contractor's obligation to perform Disentangled Services, and County's obligation to
pay for Disentangled Services, shall expire: (A) when funds appropriated for payment under this Agreement are exhausted,
as provided in this Agreement, Paragraphs 7.1 and 7.4; (B) at the end of the initial or extended term set forth in this
Agreement's, Signature Page, Contract Term; or (C) on the Termination Date, pursuant to this Agreement, Paragraphs 7.1
and 7.4 (with the applicable date on which Contractor's obligation to perform the Services expires being referred to herein
as the "Expiration Date"). Contractor and County shall discuss in good faith a plan for determining the nature and extent of
Contractor's Disentanglement obligations and for the transfer of the Disentangled Services in process provided, however,
that Contractor's obligation under this Agreement to provide all Disentangled Services shall not be lessened in any respect.
3.3 Specific Obligations
The Disentanglement shall include the performance of the following specific obligations:
3.3.1 No Interruption or Adverse Impact
Contractor shall cooperate with County and all of the County's other service providers to ensure a smooth transition
at the time of Disentanglement, with no interruption of Disentangled Services or other work required under the
Agreement, no adverse impact on the provision of Disentangled Services or other work required under the
Agreement or County's activities, no interruption of any services provided by third parties, and no adverse impact
on the provision of services provided by third parties.
3.3.2 Third -Party Authorizations
Without limiting the obligations of Contractor pursuant to any other clause in Exhibit A herein, Contractor shall,
subject to the terms of any third -party contracts, procure at no charge to County any third -party authorizations
necessary to grant County the use and benefit of any third -party contracts between Contractor and third -party
contractors used to provide the Disentangled Services, pending their assignment to County. Similarly, at County's
direction, Contractor shall obtain all legally necessary client consents or authorizations legally necessary to transfer
client data to County or any new service provider.
3.3.3 Return, Transfer and Removal of Assets
3.3.3.1 Contractor shall return to County all County furnished assets or assets pursuant to Paragraph 2.4.
3.3.3.2 County shall be entitled to purchase at net book value those Contractor assets used for the provision of
Disentangled Services to or for County, other than those assets expressly identified by the Parties as not
being subject to this provision. Contractor shall promptly remove from County's premises, or the site of
the work being performed by Contractor for County, any Contractor assets that County, or its designee,
chooses not to purchase under this provision.
3.3.4 Transfer of Leases, Licenses, and Contracts
Contractor, at its expense, shall convey or assign to County or its designee such fully -paid leases, licenses, and
other contracts used by Contractor, County, or any other Person in connection with the Disentangled Services, as
County may select, when such leases, licenses, and other contracts have no other use by Contractor. Contractor's
obligation described herein, shall include Contractor's performance of all obligations under such leases, licenses,
and other contracts to be performed by it with respect to periods prior to the date of conveyance or assignment and
Contractor shall reimburse County for any losses resulting from any claim that Contractor did not perform any such
obligations.
3.3.5 Delivery of Documentation
Contractor shall deliver to County or its designee, at County's request, all documentation and data related to
County, including, but not limited to, the County Data and client files, held by Contractor, and Contractor shall
destroy all copies thereof not turned over to County, all at no charge to County. Notwithstanding the foregoing,
Contractor may retain one (1) copy of the documentation and data, excluding County Data, for archival purposes or
warranty support.
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City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
3.4 Findings Confidential. Any reports, information, data, etc., given to or prepared or assembled by Contractor under this
Agreement which the County requests to be kept as confidential shall not be made available to any individual or
organization by the Contractor without the prior written approval of the County.
3.5 Publication, Reproduction or Use of Materials. No material produced, in whole or in part, under this Agreement shall be
subject to copyright in the United States or in any other country. The County shall have unrestricted authority to publish,
disclose, distribute and otherwise use, in whole or in part, any reports, data or other materials prepared under this
Agreement. All reports, data and other materials prepared under this Agreement shall be the property of the County upon
completion of this Agreement.
ARTICLE 4
COMPENSATION
The Payment Schedule, and/or budget are in Exhibit C and the compensation is on the signature page. County will pay
Contractor the agreed upon price(s), pursuant to Exhibit C for the work specified in Exhibit A, Statement of Work. The County
is precluded from making payments prior to receipt of services (advance payments). Contractor shall provide and maintain an
accounting and financial support system to monitor and control costs to assure the Agreements completion. Invoices are subject
to the requirements below.
4.1 Fiscal for Provisional Rate or Fixed Price Contracts with Cost Reimbursement Elements (Rev. 7/31/08)
4.1.1 General Principles. If cost reimbursement elements or provisional rates are included in this Agreement, Contractor
shall, comply with generally accepted accounting principles and good business practices, including all applicable
cost principles published by the Federal Office of Management and Budget (OMB), including A-122, which can be
viewed at http://www.whitehouse.gov/omb/circulars. Contractor shall comply with all federal, State and other
funding source requirements. Contractor shall, at its own expense, fumish all cost items associated with this
Agreement except as herein otherwise specified in Exhibit C or elsewhere to be furnished by County. Contractor
shall submit annually to County a cost allocation plan in accordance with OMB guidelines.
If the pricing schedule and budget are segregated, the Payment Schedule is in Exhibit C-1 and the budget for cost
reimbursement elements is in Exhibit C-2. Invoices are subject to the requirements of Paragraph 4.2 below.
4.1.2 Agreement Budget for Cost Reimbursement Elements. In no event shall the Agreement budget total be increased
or decreased prior to County approved Agreement amendment. Some budget line item adjustments require County
review and approval. Adjustments requiring County review and approval are listed in Exhibit C-2 "Contractor's
Budget."
4.1.3 Administrative Adiustment. The COTR may make administrative Agreement adjustments to change or modify the
budget as long as the total Agreement amount or Agreement term is not modified.
4.1.4 Agreement Amendment. An Agreement amendment signed by the Contracting Officer is required to modify the
total Agreement amount or Agreement term.
4.1.5 Maximum Price. During the performance period of this Agreement, the maximum price for the items and/or
services shall not exceed the lowest price at which Contractor then offers the items and/or services to its most
favored customer. In no event shall County pay Contractor in excess of the amount identified on the Signature
Page.
4.2 Invoices and Payment
4.2.1 Invoices. County agrees to pay Contractor in arrears only after receipt and approval of properly completed monthly
invoices by the Contracting Officer's Technical Representative ("COTR") for the work performed in the prior
month. Invoices shall be detailed and itemized referencing the Agreement number, invoice number, and submitted
using the proper invoice form provided by COTR, pursuant to Exhibit'Cdocumenting the total invoiced amount by
Contractor. Contractor's monthly invoices shall include a statement certifying whether it is in compliance with
Paragraph 8.15 of this Agreement
4.2.2 Provisional Rates / Cost Reimbursement Elements. For provisional rates, or cost reimbursement elements,
Contractor shall maintain records of its actual costs, as required herein, for those services paid under a provisional
rate or as cost reimbursement. Contractor's last payment each fiscal year shall be withheld until after County and
Contractor reconcile Contractor's actual costs with the amount paid from the provisional rates, if any. If County
has paid Contractor more than their actual costs, Contractor shall refund County the excess amount paid in
accordance with Paragraph 4.2.3. If Contractor's actual costs are more than the amount paid by County, County
will pay Contractor the difference, up to, but not to exceed the annual contract amount identified in the Signature
Page, in accordance with Paragraph 4.2.3 County's obligation to pay is also subject to the other requirements of this
Agreement.
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City of National City
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COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
4.2.3 Payments. Payment for the services performed under this Agreement shall be in accordance with Exhibit C, unless
other payment methodologies are negotiated and agreed to by both Contractor and County. Contractor shall
maintain supporting documentation of expenses as specified in Articles 11 and 13 for provisional rates or cost
reimbursement elements. Payments will be made in arrears after receipt of properly completed invoice approved
by the COTR. Payment shall be NET 30 days from receipt and approval of invoice unless otherwise stated.
For Provisional Rates, County will reimburse the good faith estimate of the actual allowable, allocable and
reasonable costs incurred associated with the work performed during the month of service. Contractor shall
maintain supporting documentation of expenses as specified in Articles 11 and 13.
4.2.3.1 This monthly invoice shall reflect a good faith estimate of the actual allowable, allocable and reasonable
costs incurred associated with the work performed during the month of service. This good faith estimate
shall be based onthe budgeted net unit cost for each service category, hereafter known as provisional
rates, multiplied by the units provided.
4.2.3.2 Reconciliation of Good Faith Estimates to Actual Allowable Expenses. Contractor shall submit a cost
report to complete a reconciliation of the actual allowable, allocable and reasonable expenses incurred
associated with the work performed under this agreement twice annually at a minimum; the COTR may
require them more frequently. Cost reports submitted by Contractor shall include the actual allowable
cumulative year to date expenses by service category for the period. Upon receipt of each cost report,
County will reconcile year to date payments with year to date actual allowable, allocable and reasonable
expenses and adjust the next monthly invoice for under payments or overpayments in excess of $100.
Cost reports shall also include total amounts over paid by the County to Contractor or under paid by the
County to the Contractor for each month of service. At the end of each fiscal year, Contractor shall
complete an annual reconciliation of the actual allowable expenses incurred associated with the work
performed under this agreement for that fiscal year. Overpayments and underpayments will be adjusted
during the fiscal year and at the end of the fiscal year as instructed by the COTR.
4.2.3.2.1 Final Fiscal Year End Settlements. Contractor shall submit the final cost report reflecting the
actual costs for reimbursement for services performed during the County fiscal year by the
final fiscal year settlement date, which will be established by each program. This settlement
date shall be no more than 60 calendar days from the end of the County fiscal year. Upon
receipt of the fiscal year end cost report, County will reconcile year to date payments with
fiscal year end actual allowable, allocable and reasonable expenses. County will reimburse
Contractor for underpayments and will recoup overpayments from Contractor. County may,
in its sole discretion, choose to not process invoices for reimbursement for services performed
during that fiscal year after this date. The County fiscal year shall be defined as July 1,
through June 30, unless otherwise defined in this Agreement.
4.2.3.3 Final Agreement Settlement Date. Contractor shall submit the final invoice for reimbursement for
services performed during the final fiscal year of the contract by the final contract settlement date, which
shall be no more than 60 calendar days from the final date of the contract services. County may, in its
sole discretion, choose to not process invoices for reimbursement for services performed during the final
fiscal year of the contract after the final Agreement settlement date.
4.2.4 Full Compensation. Pending any adjustments by the COTR and except as otherwise provided for in the cost reports
submitted by Contractor to County if Provisional Rates are utilized, each invoice approved and paid shall constitute
full and complete compensation to Contractor for all work completed during the billing period pursuant to Exhibit
A and Exhibit C. This Agreement constitutes the entire Agreement between Contractor and County. Contractor
shall be entitled only to payment and, if Provisional Rates or Reimbursable elements are included in this
Agreement, reimbursement for allowable, allocable and reasonable costs, associated with services pursuant to
Exhibit A.
4.2.5 Prompt Payment for Vendors and Subcontractors
4.2.5.1 Prompt payment for vendors and subcontractors.
4.2.5.1.1 Unless otherwise set forth in this paragraph, Contractor shall promptly pay its vendors and
subcontractor(s) for satisfactory performance under its subcontract(s) to this Agreement. Such
prompt payment shall be no later than thirty (30) days after Contractor receives payment for
such services from County and shall be paid out of such amounts as are paid to Contractor
under this Agreement.
4.2.5.1.2 Contractor shall include a payment clause conforming to the standards set forth in Paragraph
4.2.5.1.1 of this Agreement in each of its subcontracts, and shall require each of its
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City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
subcontractors to include such a clause in their subcontracts with each lower -tier
subcontractor or supplier.
4.2.5.2 If Contractor, after submitting a claim for payment to County but before making a payment to a vendor or
subcontractor for the goods or performance covered by the claim, discovers that all or a portion of the
payment otherwise due such vendor or subcontractor is subject to withholding from the vendor or
subcontractor in accordance with the vendor or subcontract agreement, then the Contractor shall:
4.2.5.2.1 Furnish to the vendor or subcontractor and the COTR within three (3) business days of
withholding funds from its vendor or subcontractor a notice stating the amount to be withheld,
the specific causes for the withholding under the terms of the subcontract or vendor
agreement; and the remedial actions to be taken by the vendor or subcontractor in order to
receive payment of the amounts withheld.
4.2.5.2.2 Contractor shall reduce the subcontractor's progress payment by an amount not to exceed the
amount specified in the notice of withholding furnished under paragraph 4.2.5.2.1of this
Agreement and Contractor may not claim from the County this amount until its subcontractor
has cured the cause of Contractor withholding funds;
4.2.5.2.3 Upon the vendor's or subcontractor's cure of the cause of withholding funds, Contractor shall
pay the vendor or subcontractor as soon as practicable, and in no circumstances later than ten
(10) days after the Contractor claims and receives such funds from County.
4.2.5.3 Contractor shall not claim from County all of or that portion of a payment otherwise due to a vendor or
subcontractor that Contractor is withholding from the vendor or subcontractor in accordance with the
subcontract agreement where Contractor withholds the money before submitting a claim to County.
Contractor shall provide its vendor or subcontractor and the COTR with the notice set forth in Paragraph
4.2.5.2.1 4.lof this Agreement and shall follow Paragraph 4.2.5.2.3 of this Agreement when vendor or
subcontractor cures the cause of Contractor withholding its vendors or subcontractor's funds.
4.2.5.4 Overpayments. If Contractor becomes aware of a duplicate contract financing or invoice payment or that
County has otherwise overpaid on a contract financing or invoice payment, Contractor shall immediately
notify the COTR and request instructions for disposition of the overpayment.
4.2.6 Availability of Funding. The County's obligation for payment of any Agreement beyond the current fiscal year is
contingent upon the availability of funding from which payment can be made. No legal liability on the part of the
County shall arise for payment beyond June 30 of the calendar year unless funds are designated by the County and
are made available for such performance.
County shall, in its sole discretion, have the right to terminate or suspend this Agreement or reduce compensation
and service levels proportionately upon thirty (30) days' written notice to Contractor in the event that Federal, State
or County funding for this Agreement ceases or is reduced prior to the ordinary expiration of the term of this
Agreement. In the event of reduction of funding for the Agreement, County and Contractor shall meet within ten
(10) days of written notice to renegotiate this Agreement based upon the modified level of funding. In this case if
no Agreement is reached between County and Contractor within ten (10) days of the first meeting, either party shall
have the right to terminate this Agreement within ten (I0) days written notice of termination.
In the event of termination of this Agreement in accordance with the terms of this Section, Contractor shall be
entitled to retain all sums paid as of the effective date of such termination, subject to any payment offset to which
County may be entitled, for damages or otherwise, under the terms of this Agreement. In the event of termination
of this Agreement pursuant to this Section, in no event shall Contractor be entitled to any loss of profits on the
portion of this Agreement so terminated, or to other compensation, benefits, reimbursements or ancillary services
other than as herein expressly provided.
4.2.7 Conditions Prerequisite To Payments. County may elect not to make a particular payment if any of the following
exists:
4.2.7.1 Misrepresentation. Contractor, with or without knowledge, made any misrepresentation of substantial and
material nature with respect to any information furnished to County.
4.2.7.2 Unauthorized Actions by Contractor. Contractor took any action pertaining to this Agreement, which
required County approval, without having first received said County approval.
4.2.7.3 Default. Contractor was in default under any terms and conditions of this Agreement.
4.2.7.4 Fees for Service. Contractor implemented a schedule of fees to be charged to clients or third party client
representatives without prior County approval, unless authorized elsewhere in this Agreement.
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City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
4.2.8 Withholding Of Payment. County may withhold reimbursement until reports, data, audits, or other information
required for Agreement administration or to meet County, State, federal or other funding source reporting or
auditing requirements are received and approved by COTR or designee. County may also withhold payment if, in
County's opinion, Contractor is in noncompliance with this Agreement.
4.2.9 Interpretation of Claim Provisions. As used in this Article 4, the term "claim" refers to a claim filed pursuant to
San Diego County Code of Administrative Ordinances Article V-A, "Processing and Certification of Routine
Claims." The term "claim" as used in this Article 4 does not refer to a claim filed pursuant to San Diego County
Code of Administrative Ordinances, Article X, "Claims against the County."
4.2.10 Severability Limits. Severability pertains only to those Agreements that originate in one fiscal year and end in
another fiscal year. This Agreement is severable for and limited to the amounts in the attached budget. In no event
shall Contractor exceed the Severability Limits.
4.2.11 Disallowance. In the event Contractor receives payment from County for a service, reimbursement for which is
later disallowed by County or the State, the federal government, or any other funding source, Contractor shall
promptly refund the disallowed amount to County on request, or County may offset the amount disallowed from
any payment due to or to become due to Contractor under this Agreement or any other Agreement. Similarly, a
disallowance under a prior Agreement may be offset against this Agreement.
4.2.12 Partial Payment. If Contractor fails to perform specified services, provide specified products or perform services or
provide products timely and in accordance with specified requirements, Contractor shall be paid only the
reasonable cost for the services performed or products provided for the payment period as determined by the
COTR.
4.2.13 Project Generated Revenue. Project Generated Revenue realized by Contractor in excess of the Agreement budget
shall be utilized in support of the Project.
4.2.13.1 Project Generated Revenue and Expenditures shall be reported at the end of the Agreement period.
4.2.13.2 With COTR approval, Contractor may expend a remaining balance of project generated revenue in the
term of a subsequent County Agreement in support of this Project.
4.2.14 Rate of Expense. Contractor shall control its rate of expense in relation to units of service and anticipated revenues.
4.2.15 Contractor shall inform the COTR when it is anticipated that the need for services will exceed the approved service
units and budget; however, Contractor's claim/invoice shall not exceed the approved budget.
4.2.16 Any records of revenues, expenditures and/or clinical records under this Agreement shall be subject to compliance
with federal, State or local laws or regulations and may be audited and/or reviewed by the County and/or the
appropriate federal, State or County agency. In the event of an audit disallowance of any claimed cost which is
subject to compliance with federal, State or local law or regulations, Contractor shall be liable for any costs or lost
revenue resulting therefrom.
ARTICLE 5
AGREEMENT ADMINISTRATION
5.1 County's Agreement Administrator. The Director of Purchasing and Contracting is designated as the Contracting officer
("Contracting Officer") and is the only County official authorized to make any Changes to this Agreement. The County has
designated the individual identified on the signature page as the Contracting Officer's Technical Representative ("COTR")
5.1.1 County's COTR will chair Contractor progress meetings and will coordinate County's Agreement administrative
functions. The COTR is designated to receive and approve Contractor invoices for payment, audit and inspect
records, inspect Contractor services, and provide other technical guidance as required. The COTR is not authorized
to change any terms and conditions of this Agreement. Only the Contracting Officer, by issuing a properly
executed amendment to this Agreement, may make changes to the scope of work or total price.
5.1.2 Notwithstanding any provision of this Agreement to the contrary, County's COTR may make Administrative
Adjustments ("AA") to the Agreement, such as line item budget changes or adjustments to the service
requirements, which do not change the purpose or intent of the Statement of Work, the Terms and Conditions, the
Agreement period or the total Agreement price. Each AA shall be in writing and signed by COTR and Contractor.
All inquiries about such AA will be referred directly to the COTR.
5.2 Agreement Progress Meeting. The COTR and other County personnel, as appropriate, will meet periodically with the
Contractor to review the Agreement performance. At these meetings the COTR will apprise the Contractor of how the County
views the Contractor's performance and the Contractor will apprise the County of problems, if any, being experienced. The
Contractor shall also notify the Contracting Officer (in writing) of any work being performed, if any, that the Contractor
considers being over and above the requirements of the Agreement. Appropriate action shall be taken to resolve outstanding
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Agreement - Page 7 of 18 Revised 6/30/09
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
issues. The minutes of these meetings will be reduced to writing and signed by the COTR and the Contractor. Should the
Contractor not concur with the minutes, the Contractor shall set out in writing any area of disagreement. Appropriate action will
be taken to resolve any areas of disagreement.
ARTICLE 6
CHANGES
6.1 Contracting Officer. The Contracting Officer may at any time, by a written order, make changes ("Changes"), within the
general scope of this Agreement, in the definition of services to be performed, and the time (i.e.) hours of the day, days of the
week, etc. and place of performance thereof. If any such Change causes an increase or decrease in the cost of, or the time
required for, the performance of any part of the work under this Agreement, whether changed or not changed by such an order,
an equitable adjustment shall be made in the Agreement price or delivery schedule, or both, and the Agreement shall be
modified in writing accordingly. Such changes may require Board of Supervisors approval.
6.2 Claims. Contractor must assertany claim for adjustment under this clause within thirty (30) days from the date of receipt by the
Contractor of the notification of Change; provided, however, that the Contracting Officer, if he decides that the facts justify such
action, may receive and act upon any such claim asserted at any time prior to final payment under this Agreement. Where the
cost of property made obsolete or excess as a result of a change is included in the Contractor's claim for adjustment, the
Contracting Officer shall have the right to prescribe the manner of disposition of such property. Failure to agree to any
adjustment shall be a dispute conceming a question of fact within the meaning of the clause of this Agreement entitled
"Disputes" (Article 15). However, nothing in this clause shall excuse the Contractor from proceeding with this Agreement as
changed.
ARTICLE 7
TERMINATION
7.1 Termination For Default. Upon Contractor's breach of this Agreement, County shall have the right to terminate this
Agreement, in whole or part. Prior to termination for default, County will send Contractor written notice specifying the cause.
The notice will give Contractor ten (10) days from the date the notice is issued to cure the default or make progress satisfactory
to County in curing the default, unless a different time is given in the notice. If County determines that the default contributes to
the curtailment of an essential service or poses an immediate threat to life, health or property, County may terminate this
Agreement immediately upon issuing oral or written notice to the Contractor without any prior notice or opportunity to cure. In
the event of termination under this Article, all finished or unfinished documents, and other materials, prepared by Contractor
under this Agreement shall become the sole and exclusive property of County.
In the event of such termination, the County may purchase or obtain the supplies or services elsewhere, and Contractor
shall be liable for the difference between the prices set forth in the terminated order and the actual cost thereof to the
County. The prevailing market price shall be considered the fair repurchase price. Notwithstanding the above, Contractor
shall not be relieved of liability to County for damages sustained by County by virtue of any breach of this Agreement by
Contractor, and County may withhold any reimbursement to Contractor for the purpose of off -setting until such time as the
exact amount of damages due County from Contractor is determined.
If, after notice of termination of this Agreement under the provisions of this clause, it is determined for any reason that the
Contractor was not in default under the provisions of this clause, the rights and obligations of the parties shall, if this
Agreement contains a clause providing for termination for convenience of the County, be the same as if the notice of
termination had been issued pursuant to such clause.
7.2 Damages For Delay. If Contractor refuses or fails to prosecute the work, or any separable part thereof, with such diligence
as shall ensure its completion within the time specified in this Agreement, or any extension thereof, or fails to complete
said work within such time, County will be entitled to the resulting damages caused by the delay. Damages will be the cost
to County incurred as a result of continuing the current level and type of service over that cost that would be incurred had
the Agreement segments been completed by the time frame stipulated and any other damages suffered by County.
7.3 County Exemption From Liability. In the event there is a reduction of funds made available by County to Contractor under
this or subsequent Agreements, the County of San Diego and its Departments, officers and employees shall incur no
liability to Contractor and shall be held harmless from any and all claims, demands, losses, damages, injuries, or liabilities
arising directly or from such action.
7.4 Full Cost Recovery Of Investigation And Audit Costs. Contractor shall reimburse County of San Diego for all direct and
indirect expenditures incurred in conducting an audit/investigation when Contractor is found in violation (material breach)
of the terms of the Agreement. Reimbursement for such costs shall be withheld from any amounts due to Contractor
pursuant to the payment terms of the Agreement, or from any other amounts due to Contractor from County.
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City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
7.5 Termination For Convenience. The County may, by written notice stating the extent and effective date terminate this
Agreement for convenience in whole or in part, at any time. The County shall pay the Contractor as full compensation for
work performed in accordance with the terms of this Contract until such termination:
7.5.1 The unit or pro rata price for any delivered and accepted portion of the work.
7.5.2 A reasonable amount, as costs of termination, not otherwise recoverable from other sources by the Contractor as
approved by the County, with respect to the undelivered or unaccepted portion of the order, provided compensation
hereunder shall in no event exceed the total price.
7.5.3 In no event shall the County be liable for any loss of profits on the resulting order or portion thereof so terminated.
7.5.4 County's termination of this Agreement for convenience shall not preclude County from taking any action in law or
equity against Contractor for:
7.5.4.1 Improperly submitted claims, or
7.5.4.2 Any failure to perform the work in accordance with the Statement of Work, or
7.5.4.3 Any breach of any term or condition of the Agreement, or
7.5.4.4 Any actions under any warranty, express or implied, or
7.5.4.5 Any claim of professional negligence, or
7.5.4.6 Any other matter arising from or related to this Agreement, whether known, knowable or unknown
before, during or after the date of termination.
7.6 Suspension Of Work. The Contracting Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or
any part of the work of this contract for the period of time that the Contracting Officer determines appropriate for the
convenience of the Government.
7.7 Remedies Not Exclusive, The rights and remedies of County provided in this article shall not be exclusive and are in
addition to any other rights and remedies provided by law or under resulting order.
ARTICLE 8
COMPLIANCE WITH LAWS AND REGULATIONS
8.1 Conformance With Rules And Regulations. Contractor shall be in conformity with all applicable Federal, State, County,
and local laws, rules, and regulations, current and hereinafter enacted, including facility and professional licensing and/or
certification laws and keep in effect any and all licenses, permits, notices and certificates as are required. Contractor shall
further comply with all laws applicable to wages and hours of employment, occupational safety, and to fire safety, health
and sanitation.
8.2 Contractor Permits and License. Contractor certifies that it possesses and shall continue to maintain or shall cause to be
obtained and maintained, at no cost to the County, all approvals, permissions, permits, licenses, and other forms of
documentation required for it and its employees to comply with all existing foreign or domestic statutes, ordinances, and
regulations, or other laws, that may be applicable to performance of services hereunder. The County reserves the right to
reasonably request and review all such applications, permits, and licenses prior to the commencement of any services
hereunder.
8.3 Equal Opportunity. Contractor shall comply with the provisions of Title VII of the Civil Rights Act of 1964 in that it will
not discriminate against any individual with respect to his or her compensation, terms, conditions, or privileges of
employment nor shall Contractor discriminate in any way that would deprive or intend to deprive any individual of
employment opportunities or otherwise adversely affect his or her status as an employee because of such individual's race,
color, religion, sex, national origin, age, handicap, medical condition, sexual orientation or marital status.
8.4 Affirmative Action. Each Contractor of services and supplies employing fifteen (15) or more full-time permanent
employees, shall comply with the Affirmative Action Program for Vendors as set forth in Article IIIk (commencing at
Section 84) of the San Diego County Administrative Code, which program is incorporated herein by reference. A copy of
this Affirmative Action Program will be furnished upon request by COTR or from the County of San Diego Internet web -
site (www.co.san-diego.ca.us).
8.5 Non Discrimination. Contractor shall ensure that services and facilities are provided without regard to ethnic group
identification, race, color, nation origin, creed, religion, age, sex, or physical, mental disability, political affiliation and
marital status in accordance with Title IX of the Education Amendments of 1972; Title VII of the Civil Rights Act of 1964
(42 U.S.C. 2000-d), the Age Discrimination of 1975 (42 U.S.C. 6101), Article 9.5, Chapter 1, Part 1, Division 2, Title 2
(Section 11 135 et seq) of the California Government Code, Title 9 Chapter 4, Subchapter 6 (Section 10800, et seq.) of the
CCR and California Dept of Social Services Manual of Policies and Procedures (CDSS MPP) Division 21.
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COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
8.6 AIDS Discrimination. Contractor shall not deny any person the full and equal enjoyment of, or impose less advantageous
terms, or restrict the availability of, the use of any County facility or participation in any County funded or supported
service or program on the grounds that such person has Acquired Immune Deficiency Syndrome, AIDS -related complex
(ARC), or AIDS -related status (ARS), as those terms are defined in Chapter 1, Section 32.1203, San Diego County Code of
Regulatory Ordinances.
8.7 American With Disabilities Act (ADA) 1990. Contractor shall not discriminate against qualified people with disabilities in
employment, public services, transportation, public accommodations and telecommunications services in compliance with
the Americans with Disabilities Act (ADA) and California Administrative Code Title 24.
8.8 Political Activities Prohibited. None of the funds, provided directly or indirectly, under this Agreement shall be used for
any political activities or to further the election or defeat of any candidate for public office, Contractor shall not utilize or
allow its name to be utilized in any endorsement of any candidate for elected office. Neither the Agreement nor any funds
provided thereunder shall be utilized in support of any partisan political activities, or activities for or against the election of
a candidate for an elected office.
8.9 Lobbying. Contractor agrees to comply with the lobbying ordinances of the County and to assure that its officers and
employees comply before any appearance before the County Board of Supervisors. None of the funds provided under this
Agreement shall be used for publicity or propaganda purposes designed to support or defeat any legislation pending before
State and Federal Legislatures or the Board of Supervisors of the County.
8.10 Religious Activity Prohibited. There shall be no religious worship, instructions or proselytization as part of or in connec-
tion with the performance of this Agreement.
8.11 Drug and Alcohol -Free Workplace. The County of San Diego, in recognition of individual rights to work in a safe,
healthful and productive work place, has adopted a requirement for a drug and alcohol free work place, County of San
Diego Drug and Alcohol Use Policy C-25. This policy provides that all County -employed Contractors and Contractor
employees shall assist in meeting this requirement.
8.11.1 As a material condition of this Agreement, the Contractor agrees that the Contractor and the Contractor employees,
while performing service for the County, on County property, or while using County equipment:
8.11.1.1 Shall not be in any way impaired because of being under the influence of alcohol or a drug.
8.11.1.2 Shall not possess an open container of alcohol or consume alcohol or possess or be under the influence of
an illegal drug.
8.11.1.3 Shall not sell, offer, or provide alcohol or a drug to another person; provided, however, that the foregoing
restriction shall not be applicable to a Contractor or Contractor employee who as part of the performance
of normal job duties and responsibilities prescribes or administers medically prescribed drugs.
8.11.2 Contractor shall inform all employees who are performing service for the County on County property or using
County equipment of the County objective of a safe, healthful and productive work place and the prohibition of
drug or alcohol use or impairment from same while performing such service for the County.
8.11.3 The County may terminate for default or breach this Agreement, and any other Agreement the Contractor has with
the County, if the Contractor, or Contractor employees are determined by the Contracting Officer not to be in
compliance with the conditions listed herein.
8.12 Board of Supervisors' Policies. Contractor represents that it is familiar, and shall use its best efforts to comply, with the
following policies of the Board of Supervisors:
8.12.1 Board Policy B-67, which encourages the County's Contractors to offer products made with recycled materials,
reusable products, and products designed to be recycled to the County in response to the County's requirements;
and
8.12.2 Board Policies B-53 and B-39a, which encourage the participation of small and disabled veterans' business
enterprises in County procurements; and
8.12.3 Zero Tolerance For Fraudulent Conduct In County Services. Contractor shall comply with County of San Diego
Board of Supervisors Policy A-120 "Zero Tolerance for Fraudulent Conduct in County Services." There shall be
"Zero Tolerance" for fraud committed by Contractors in the administration of County programs and the provision
of County services. Upon proven instances of fraud committed by independent Contractors in connection with
their performance under the Agreement, said Agreement shall be terminated; and
8.12.4 Interlocking Directorate. In recognition of County Policy A-79, not -for -profit Contractors shall not subcontract
with related for -profit subcontractors for which an interlocking relationship exist unless specifically authorized in
writing by the Board of Supervisors; and
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COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
8.12.5 Zero Tolerance In Coaching Medi-Cal Or Welfare Clients (Including Undocumented Immigrants). The County of
San Diego in recognition of its unique geographical location and the utilization of Welfare and Medi-Cal system by
foreign nationals who are not legal residents of this county or country, has adopted a Zero Tolerance policy and
shall aggressively prosecute employees and Contractors who coach Medi-Cal or Welfare clients (including un-
documented immigrants), to obtain services for which they are not otherwise entitled.
As a material condition of this Agreement, Contractor agrees that the Contractor and Contractor's employees, while
performing service for the County, on County property or while using County equipment shall not:
(a) in any way coach, instruct, advise, or guide any Medi-Cal or Welfare clients or prospective clients who are
undocumented immigrants on ways to obtain or qualify for Medi-Cal assistance, for which they are not
otherwise entitled.
(b) support or provide funds to any organization engaged directly or indirectly in advising undocumented
immigrants on ways to obtain or qualify for Medi-Cal assistance, for which they are not otherwise entitled.
Contractor shall inform all employees that are performing service for the County on County property or using
County equipment of County's Zero Tolerance Policy as referenced herein.
County may terminate for default or breach this Agreement and any other Agreement Contractor has with County,
if Contractor or Contractor employees are determined not to be in compliance with the conditions stated herein.
8.13 Cartwright Act. Following receipt of final payment under the Agreement, Contractor assigns to the County all rights, title
and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the
Cartwright act (Chapter 1) (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions
Code), arising from purchases of goods, materials, or services by the Contractor for sale to the County under this
Agreement.
8.14 Hazardous Materials. Contractor shall comply with all Environmental Laws and all other laws, rules, regulations, and
requirements regarding Hazardous Materials, health and safety, notices, and training. Contractor agrees that it will not
store any Hazardous Materials at any County Facility for periods in excess of ninety (90) days or in violation of the
applicable site storage limitations imposed by Environmental Law. Contractor agrees to take, at its expense, all actions
necessary to protect third parties, including, without limitation, employees and agents of the County, from any exposure to
Hazardous Materials generated or utilized in its performance under this Agreement. Contractor agrees to report to the
appropriate governmental agencies all discharges, releases, and spills of Hazardous Materials that are required to be
reported by any Environmental Law and to immediately notify the County of it. Contractor shall not be liable to the
County for the County's failure to comply with, or violation of, any Environmental Law. As used in this section, the term
"Environmental Laws" means any and all federal, state or local laws or ordinances, rules, decrees, orders, regulations or
court decisions (including the so-called "common law"), including, but not limited to, the Resource Conservation and
Recovery Act, relating to hazardous substances, hazardous materials, hazardous waste, toxic substances, environmental
conditions or other similar substances or conditions. As used in this section the term "Hazardous Materials" means any
chemical, compound, material, substance or other matter that: (a) is a flammable, explosive, asbestos, radioactive nuclear
medicine, vaccine, bacteria, virus, hazardous waste, toxic, overtly injurious or potentially injurious material, whether
injurious or potentially injurious by itself or in combination with other materials; (b) is controlled, referred to, designated in
or governed by any Environmental Laws; (c) gives rise to any reporting, notice or publication requirements under any
Environmental Laws, or (d) is any other material or substance giving rise to any liability, responsibility or duty upon the
County or Lessee with respect to any third person under any Environmental Laws.
8.15 Debarment And Suspension. As a sub -grantee of federal funds under this Agreement, Contractor certifies that it, its
principals, its employees and its subcontractors: 8.15.1 Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal Department or agency;
8.15.2 Have not within a 3-year period preceding this Agreement been convicted of or had a civil judgment rendered
against them for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain,
or performing a public (Federal, State, or local) transaction; violation of Federal or State anti-trust statutes or
commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
8.15.3 Are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State, or
local) with commission of any of the offenses enumerated in the paragraph above; and
8.15.4 Have not within a 3-year period preceding this Agreement had one or more public transaction (Federal, State, or
local) terminated for cause or default.
ps_serv_contract_template.doc Agreement - Page 11 of 18 Revised 6/30/09
City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
ARTICLE 9
CONFLICTS OF INTEREST; CONTRACTOR'S CONDUCT
9.1 Conflicts of Interest. Contractor presently has no interest, including but not limited to other projects or independent
Agreements, and shall not acquire any such interest, direct or indirect, which would conflict in any manner or degree with
the performance of services required to be performed under this Agreement. The Contractor shall not employ any person
having any such interest in the performance of this Agreement. Contractor shall not hire County's employees to perform
any portion of the work or services provided for herein including secretarial, clerical and similar incidental services except
upon the written approval of County. Without such written approval, performance of services under this Agreement by
associates or employees of County shall not relieve Contractor from any responsibility under this Agreement.
9.2 Conduct of Contractor; Privileged Information
9.2.1 Contractor shall inform the County of all the Contractor's interests, if any, which are or which the Contractor
believes to be incompatible with any interests of the County.
9.2.2 The Contractor shall not, under circumstances that might reasonably be interpreted as an attempt to influence the
recipient in the conduct of his duties, accept any gratuity or special favor from individuals or organizations with
whom the Contractor is doing business or proposing to do business, in accomplishing the work under this
Agreement.
9.2.3 Contractor shall not use for personal gain or make other improper use of privileged information, which is acquired
in connection with his employment. In this connection, the term "privileged information" includes, but is not
limited to, unpublished information relating to technological and scientific development; medical, personnel, or
security records of the individuals; anticipated materials requirements or pricing actions; and knowledge of
selections of Contractors or subcontractors in advance of official announcement.
9.2.4 The Contractor, or employees thereof, shall not offer directly or indirectly gifts, gratuity, favors, entertainment, or
other items of monetary value to an employee or official of the County.
9.2.5 Referrals. Contractor further covenants that no referrals of clients through Contractor's intake or referral process
shall be made to the private practice of any person(s) employed by the Contractor.
9.3 Prohibited Agreements. As required by Section 67 of the San Diego County Administrative Code, Contractor certifies that
it is not in violation of the provisions of Section 67, and that Contractor is not, and will not subcontract with, any of the
following:
9.3.1. Persons employed by County or of public agencies for which the Board of Supervisors is the governing body;
9.3.2 Profit -making firms or businesses in which employees described in sub -section 9.3.1, above, serve as officers,
principals, partners, or major shareholders;
9.3.3 Persons who, within the immediately preceding twelve (12) months came within the provisions of the above sub-
sections and who (1) were employed in positions of substantial responsibility in the area of service to be performed
by the Agreement, or (2) participated in any way in developing the Agreement or its service specifications; and
9.3.4 Profit -making firms or businesses in which the former employees described in sub -section 9.3.3 above, serve as
officers, principals, partners, or major shareholders.
9.4 Limitation Of Future Agreements Or Grants. It is agreed by the parties to the Agreement that Contractor shall be restricted
in its future Contracting with the County to the manner described below. Except as specifically provided in this clause,
Contractor shall be free to compete for business on an equal basis with other companies.
9.4.1 If Contractor, under the terms of the Agreement, or through the performance of tasks pursuant to this Agreement, is
required to develop specifications or statements of work and such specifications or statements of work are to be
incorporated into a solicitation, Contractor shall be ineligible to perform the work described within that solicitation
as a prime or subcontractor under an ensuing County Agreement. It is further agreed, however, that County will
not, as additional work, unilaterally require Contractor to prepare such specifications or statements of work under
this Agreement.
9.4.2 Contractor may not apply for nor accept additional payments for the same services contained in the Statement of
Work.
ARTICLE 10
INDEMNITY AND INSURANCE
10.1 Indemnity. County shall not be liable for, and Contractor shall defend and indemnify County and the employees and agents
of County (collectively "County Parties"), against any and all claims, demands, liability, judgments, awards, fines,
ps_serv_contract_template.doe
City of National City
Agreement - Page 12 of 18 Revised 6/30/09
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
mechanics' liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or character,
including attorneys' fees and court costs (hereinafter collectively referred to as "Claims"), related to this Agreement and
arising either directly or indirectly from any act, error, omission or negligence of Contractor or its Contractors, licensees,
agents, servants or employees, including, without limitation, Claims caused by the concurrent negligent act, error or
omission, whether active or passive, of County Parties. Contractor shall have no obligation, however, to defend or
indemnify County Parties from a Claim if it is determined by a court of competent jurisdiction that such Claim was caused
by the sole negligence or willful misconduct of County Parties.
10.2 Insurance. Prior to execution of this Agreement, Contractor must obtain at its own cost and expense, and keep in force and
effect during the term of this Agreement, including all extensions, the insurance specified in Exhibit "B," "Insurance
Requirements," attached hereto.
ARTICLE 11
AUDIT AND INSPECTION OF RECORDS
The County shall have the audit and inspection rights described in this section.
11.1 Audit And Inspection. Contractor agrees to maintain and/or make available within San Diego County accurate books and
accounting records relative to all its activities under this Agreement. Authorized Federal, State or County representatives
shall have the right to monitor, assess, or evaluate Contractor's performance pursuant to this Agreement, said monitoring,
assessments, or evaluations to include but not limited to audits, inspection of premises, reports, and interviews of project
staff and participants.
At any time during normal business hours and as often as County may deem necessary, Contractor shall make available to
County, State or Federal officials for examination all of its records with respect to all matters covered by this Agreement
and will permit County, State or Federal officials to audit, examine and make excerpts or transcripts from such records, and
to make audits of all invoices, materials, payrolls, records of personnel, information regarding clients receiving services,
and other data relating to all matters covered by this Agreement. If an audit is conducted, it will be done in accordance
with generally accepted government auditing standards as described in "Government Auditing Standards," published for
the United States General Accounting Office.
If any services performed hereunder are not in conformity with the specifications and requirements of this Agreement,
County shall have the right to require the Contractor to perform the services in conformity with said specifications and
requirements at no additional increase in total Agreement amount. When the services to be performed are of such nature
that the difference cannot be corrected, County shall have the right to (1) require Contractor immediately to take all
necessary steps to ensure future performance of the services in conformity with requirements of the Agreement, and (2)
reduce the Agreement price to reflect the reduced value of the services performed. In the event Contractor fails to perform
the services promptly or to take necessary steps to ensure future performance of the service in conformity with the specif-
ications and requirements of the Agreement, County shall have the right to either (1) by Agreement or to otherwise have
the services performed in conformity with the Agreement specifications and charge to Contractor any cost occasioned to
County that is directly related to the performance of such services, or (2) terminate this Agreement for default as provided
in the Termination clause.
11.2 Cost or Pricing Data. If the Contractor submitted cost or pricing data in connection with the pricing of this Agreement or
any change or modification thereto, unless such pricing was based on adequate price competition, established catalog or
market prices of commercial items sold in substantial quantities of the general public, or prices set by law or regulation, the
Contracting Officer or his representatives who are employees of the County or its agent shall have the right to examine all
books, records, documents and other data of the Contractor related to the negotiation pricing or performance of such
Agreement, change or modification, for the purpose of evaluating the accuracy, completeness and currency of the cost or
pricing data submitted.
11.3 Availability. The materials described above shall be made available at the office of the Contractor, at all reasonable times,
for inspection, audit or reproduction, until the expiration of three (3) years from the date of final payment under this
Agreement, or by section 11.3.1 and 11.3.2, below: 11.3.1 If this Agreement is completely or partially terminated, the records relating to the work terminated shall be made
available for a period of three (3) years from the date of any resulting final settlement.
11.3.2 Record which relate to appeals under the "Disputes" clause of this Agreement, or litigation or the settlement of
claims arising out of the performance of this Agreement, shall be made available until such appeals, litigation, or
claims have been disposed of, or three years after Agreement completion, whichever is longer. County shall keep
the materials described above confidential unless otherwise required by law.
ps_serv_contract_templ ate.doc
City of National City
Agreement - Page 13 of 18 Revised 6/30/09
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
11.4 Subcontract. The Contractor shall insert a clause containing all the provisions of this Article 11 in all subcontract
hereunder except altered as necessary for proper identification of the Contracting parties and the Contracting officer under
the County's prime Agreement.
ARTICLE 12
INSPECTION OF SERVICE
12.1 Subject to Inspection. All performance (including services, materials, supplies and equipment furnished or utilized in the
performance of this Agreement, and workmanship in the performance of services) shall be subject to inspection and test by
the County at all times during the term of this Agreement. Contractor shall cooperate with any inspector assigned by the
County to permit the inspector to determine whether Contractor's performance conforms to the requirements of this
Agreement. County shall perform such inspection in a manner as not to unduly interfere with Contractor's performance.
12.2 Specification and Requirements. If any services performed by Contractor do not conform to the specifications and
requirements of this Agreement, County may require Contractor to re -perform the services until they conform to said
specifications and requirements, at no additional cost, and County may withhold payment for such services until Contractor
correctly performs them. When the services to be performed are of such a nature that Contractor's cannot correct its
performance, the County shall have the right to (1) require the Contractor to immediately take all necessary steps to ensure
future performance of services conforms to the requirements of this Agreement, and (2) reduce the Agreement price to
reflect the reduced value of the services received by County. In the event Contractor fails to promptly re -perform the
services or to take necessary steps to ensure that future performance of the service conforms to the specifications and
requirements of this Agreement, the County shall have the right to either (1) without terminating this Agreement, have the
services performed, by Agreement or otherwise, in conformance with the specifications of this Agreement, and charge
Contractor, and/or withhold from payments due to Contractor, any costs incurred by County that are directly related to the
performance of such services, or (2) terminate this Agreement for default.
ARTICLE 13
USE OF DOCUMENTS AND REPORTS
13.1 Findings Confidential. Any reports, information, data, etc., given to or prepared or assembled by Contractor under this
Agreement which the County requests to be kept as confidential shall not be made available to any individual or
organization by the Contractor without the prior written approval of the County.
13.2 Ownership, Publication, Reproduction And Use Of Material. All reports, studies, information, data, statistics, forms,
designs, plans, procedures, systems, and any other material or properties produced under this Agreement shall be the sole
and exclusive property of County. No such materials or properties produced in whole or in part under this Agreement shall
be subject to private use, copyright or patent right by Contractor in the United States or in any other country without the
express written consent of County. County shall have unrestricted authority to publish, disclose, distribute and otherwise
use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties
produced under this Agreement.
13.3 Confidentiality. County and Contractor agree to maintain confidentiality and take industry appropriate and legally required
measures to protect the confidentiality of any information regarding applicants, project participants or their immediate
families which may be obtained through application forms, interviews, tests, reports, from public agencies or counselors or
any other source. Without the written permission of the applicant or participant, such information shall be divulged only as
necessary for purposes related to the audit and evaluation of the Agreement and then only to persons having responsibilities
under the Agreement, including those furnishing services to Project under subcontract. County and Contractor agree that
all information and records obtained in the course of providing services to project clients shall be subject to confidentiality
and disclosure provisions of applicable Federal and State statutes and regulations adopted pursuant thereto. However, at
County's request, Contractor shall permit County access to all records and information regarding the project and
confidentiality shall not be a bar to County's access to all records and information. Contractor shall take industry
appropriate and legally required measures to safeguard information regarding applicants, project participants or their
immediate families including, but not limited to, the transfer of this information electronically or in hard copy format,
verbal transfer of information, and staff training and monitoring regarding safeguards. Contractor shall evaluate their
intemal processes and practices for areas of potential vulnerability and take actions to put controls in place. Examples for
management of confidential information can be found at www.cosdcompliance.org.
13.4 Maintenance Of Records. Contractor shall maintain and keep available all records within the County of San Diego for a
minimum of three (3) years from the ending date of this Agreement unless County agrees in writing to an earlier
disposition.
13.5 Custody Of Records. County, at its option, may take custody of Contractor's client records upon Agreement termination or
at such other time as County may deem necessary. County agrees that such custody will conform to applicable confiden-
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City of National City
Agreement -Page 14 of 18 Revised 6/30/09
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
tiality provisions of State and Federal law. Said records shall be kept by County in an accessible location within San Diego
County and shall be available to Contractor for examination and inspection.
13.6 Audit Requirement. Contractor shall annually engage a Licensed Certified Public Accountant to conduct an annual audit of
their agency's operations. Contractors that expend $500,000 or more of federal grant funds per year shall also have an
audit conducted in compliance with Government Auditing Standards, which includes Single Audit Act Amendments
Public Law 104-156, and OMB Circular A-I33. Contractor shall include a clause in any Agreement or Agreement
Contractor enters into with an audit firm to provide access by the County, State, Federal Government to the working papers
of the independent auditor who prepare the audit for Contractor. Contractor shall submit two (2) copies of the annual audit
report, the audit performed in accordance with OMB Circular A -I 33, and the management letter to the County fifteen (15)
days after receipt from the independent Certified Public Accountant but no later than nine (9) months after the Contractor's
fiscal year end.
13.7 Reports. Contractor shall submit reports required in Exhibit A and additional reports as may be requested by the COTR
and agreed to by the Contractor. Format for the content of such reports may be developed by County. The timely
submission of these reports is a necessary and material term and condition of this Agreement, and Contractor agrees that
failure to meet specified deadlines will be sufficient cause to withhold payment. Contractor shall submit to County within
thirty (30) days of the termination of this Agreement a report detailing all work done pursuant to this Agreement by
Contractor.
13.8 Evaluation Studies. Contractor shall participate as requested by the County in research and/or evaluative studies designed
to show the effectiveness and/or efficiency of Contractor services or to provide information about Contractor's project.
ARTICLE 14
(RESERVED)
ARTICLE 15
DISPUTES
Notwithstanding any provision of this Agreement to the contrary, the Contracting Officer shall decide any dispute concerning a
question of fact arising out of this Agreement that is not otherwise disposed of by the parties within a reasonable period of time.
The decision of the Contracting Officer shall be final and conclusive unless determined by a court of competent jurisdiction to
have been fraudulent, capricious, arbitrary or so grossly erroneous as necessarily to imply bad faith. Contractor shall proceed
diligently with its performance hereunder pending resolution by the Contracting Officer of any such dispute. Nothing herein shall
be construed as granting the Contracting Officer or any other administrative official, representative or board authority to decide
questions of law, or issues regarding the medical necessity of treatment or to pre-empt any medical practitioners' judgment
regarding the medical necessity of treatment of patients in their care. The foregoing does not change the County's ability to refuse
to pay for services rendered if they dispute the medical necessity of care.
ARTICLE 16
GENERAL PROVISIONS
16.1 Assignment and Subcontracting. Contractor shall not assign any interest in this Agreement, and shall not transfer any
interest in the same (whether by assignment or novation), without the prior written consent of the County; County's
consent shall not be unreasonably withheld.. The Contractor shall make no Agreement with any party for furnishing any of
the work or services herein contained without the prior written consent of the COTR, pursuant to Paragraph 1.4.
16.2 Contingency. This Agreement shall bind the County only following its approval by the Board of Supervisors or when
signed by the Purchasing and Contracting Director.
16.3 Entire Agreement. This Agreement, together with all Sections attached hereto and other agreements expressly referred to
herein, constitute the entire agreement between the parties with respect to the subject matter contained herein. All prior or
contemporaneous agreements, understandings, representations, warranties and statements, oral or written, including any
proposals from Contractor and requests for proposals from County, are superseded.
16.4 Sections and Exhibits. All sections and exhibits referred to herein are attached hereto and incorporated by reference.
16.5 Further Assurances. Parties agree to perform such further acts and to execute and deliver such additional documents and
instruments as may be reasonably required in order to carry out the provisions of this Agreement and the intentions of the
parties.
16.6 Governing Law. This Agreement shall be governed, interpreted, construed and enforced in accordance with the laws of the
State of California.
ps_serv_contract_template.doe
City of National City
Agreement - Page 15 of 18 Revised 6/30/09
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
16.7 Headings. The Article captions, Clause and Section headings used in this Agreement are inserted for convenience of
reference only and are not intended to define, limit or affect the construction or interpretation of any term or provision
hereof.
16.8 Modification Waiver. Except as otherwise provided in Article 6, "Changes," above, no modification, waiver, amendment
or discharge of this Agreement shall be valid unless the same is in writing and signed by both parties.
16.9 Neither Party Considered Drafter. Despite the possibility that one party may have prepared the initial draft of this
Agreement or played the greater role in the physical preparation of subsequent drafts, neither party shall be deemed the
drafter of this Agreement and that, in construing this Agreement in case of any claim that any provision hereof may be
ambiguous, no such provision shall be construed in favor of one party on the ground that such provision was drafted by the
other.
16.10 No Other Inducement. The making, execution and delivery of this Agreement by the parties hereto has been induced by no
representations, statements, warranties or agreements other than those expressed herein.
16.11 Notices. Notice to either party shall be in writing and either personally delivered or sent by certified mail, postage prepaid,
return receipt requested, addressed to the party to be notified at the address specified herein. Any such notice shall be
deemed received on the date of personal delivery to the party (or such parry's authorized representative) or three (3)
business days after deposit in the U.S. Mail, as the case may be to the COTR and Contractor's Representative identified on
the signature page.
16.12 Severability. If any term, provision, covenant or condition of this Agreement is held to be invalid, void or otherwise
unenforceable, to any extent, by any court of competent jurisdiction, the remainder of this Agreement shall not be affected
thereby, and each term, provision, covenant or condition of this Agreement shall be valid and enforceable to the fullest
extent permitted by law.
16.13 Successors. Subject to the limitations on assignment set forth in Clause 16.1 above, all terms of this Agreement shall be
binding upon, inure to the benefit of, and be enforceable by the parties hereto and their respective heirs, legal
representatives, successors, and assigns.
16.14 Time. Time is of the essence of each provision of this Agreement.
16.15 Time Period Computation. All periods of time referred to in this Agreement shall include all Saturdays, Sundays and state
or national holidays, unless the period of time specifies business days, provided that if the date or last date to perform any
act or give any notice or approval shall fall on a Saturday, Sunday or State or national holiday, such act or notice may be
timely performed or given on the next succeeding day which is not a Saturday, Sunday or State or national holiday.
16.16 Waiver. The waiver by one party of the performance of any term, provision, covenant or condition shall not invalidate this
Agreement, nor shall it be considered as a waiver by such party of any other term, provision, covenant or condition. Delay
by any party in pursuing any remedy or in insisting upon full performance for any breach or failure of any term, provision,
covenant or condition shall not prevent such party from later pursuing remedies or insisting upon full performance for the
same or any similar breach or failure.
16.17 Third Party Beneficiaries Excluded. This agreement is intended solely for the benefit of the County and its Contractor.
Any benefit to any third party is incidental and does not confer on any third party to this Agreement any rights whatsoever
regarding the performance of this Agreement. Any attempt to enforce provisions of this Agreement by third parties is
specifically prohibited.
16.18 Publicity Announcements and Materials. All public announcements, including those issued on Contractor letterhead, and
materials distributed to the community shall identify the County of San Diego as the funding source for Contracted
programs identified in this Agreement. Copies of publicity materials related to Contracted programs identified in this
Agreement shall be filed with the COTR. County shall be advised at least twenty four (24) hours in advance of all locally
generated press releases and media events regarding Contracted services identified in this Agreement.
16.19 Critical Incidents. Contractor shall have written plans or protocols and provide employee training for handling critical
incidents involving instances of violence or threat of violence directed toward staff or clients, breach of confidentiality,
fraud, unethical conduct, or instances of staff or client drug and/or alcohol use at the program. Contractor shall report all
such incidents to the COTR within one work day of their occurrence.
16.20 Responsiveness to Community Concerns. Contractor shall notify County within forty eight (48) hours of receipt of any
material complaints including but not limited to complaints referring to issues of abuse or quality of care, submitted to
Contractor verbally or in writing, regarding the operation of Contractor's program or facility under this agreement.
Contractor shall take appropriate steps to acknowledge receipt of said complaint(s) from individuals or organizations.
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City of National City
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
Contractor shall take appropriate steps to utilize appropriate forums to address or resolve any such complaints received.
Nothing in this provision shall be interpreted to preclude Contractor from engaging in any legally authorized use of its
facility, property or business as approved, permitted or licensed by the applicable authority.
16.21 Criminal Background Check Requirements. Contractor shall ensure that criminal background checks are required and
completed prior to employment or placement of contractor staff and volunteers in compliance with any licensing,
certification, or funding requirements, which may be higher than the minimum standard described herein. At a minimum,
background checks shall be in compliance with Board of Supervisors policy C-28 and are required for any contractor staff
or volunteer assigned to sensitive positions funded by this contract. Sensitive positions are those that: (1) physically
supervise minors or vulnerable adults; (2) have unsupervised physical contact with minors or vulnerable adults; and/or (3)
have a fiduciary responsibility to any County client, or direct access to, or control over, bank accounts or accounts with
financial institutions of any client.
16.21.1 Criminal Background Check. Contractor shall have a documented process to review criminal history of
candidates for employment or volunteers under this Agreement that will be in sensitive positions as defined in
paragraph 16.21.4. At a minimum, Contractor shall check the California criminal history records, or state of
residence for out-of-state candidates. Contractor shall review the information and determine if criminal history
demonstrates behavior that could create an increased risk of harm to clients. Contractor shall document review of
criminal background findings and consideration of criminal history in the selection of a candidate. (Example:
Documented consideration of factors such as: If there is a conviction in the criminal history, how long ago did it
occur? What were the charges? What was the individual convicted of and what was the level of conviction? If
selected, where would the individual work and is the conviction relevant to the position?).
16.21.2 Contractor shall either utilize a subsequent arrest notification service during employee or volunteers' tenure or
check California criminal history annually.
16.21.3 Contractor shall keep the documentation of their review and consideration of the individual's criminal history on
file in accordance with paragraph 13.4 "Maintenance of Records."
I6.21.4 Definitions
A. Activities of Daily Living: The basic tasks of everyday life, such as eating, bathing, dressing, toileting, and
transferring.
B. Minor: Individuals under the age of eighteen (18) years old.
C. Sensitive Position: A job with responsibilities that can be criminally abused at great harm to the contract or
the clients served. All positions that (1) physically supervise minors or vulnerable adults, (2) have
unsupervised physical contact with minors or vulnerable adults, or (3) have fiduciary responsibility to a
County client or direct access to, or control over client bank accounts, or serve in a financial capacity to the
County client.
D. Vulnerable Adult: (1) Individuals age eighteen (18) years or older, who require assistance with activities of
daily living and who may be put at risk of abuse during service provision; (2) Individuals age eighteen (18)
years or older who have a permanent or temporary limited physical and/or mental capacity that which may
put them at risk of abuse during service provision because it renders them: unable to make decisions for
themselves, unable to physically defend themselves, or unaware of physical abuse or other harm that could
be perpetrated against them.
E. Volunteer: A person who performs a service willingly and without pay.
16.22 Health Insurance. Contractor shall ask any client who is a parent or guardian of any minor(s), if all the minors for whom
they are responsible have health insurance coverage. If the response for any child is "no" Contractor shall provide the
client with County provided referral information.
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City of National City
Agreement - Page 17 of 18 Revised 6/30/09
COUNTY AGREEMENT NUMBER 533563
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
SIGNATURE PAGE
AGREEMENT TERM. This Agreement shall be effective this 1" day of July 2010 ("Effective Date") and end on June 30,
2011 ("Initial Term") for a total Agreement period of one (1) year.
OPTION TO EXTEND. The County's option to extend is for three (3) increments of one (I) year each for a total of three (3)
years beyond the expiration of the Initial Term, not to exceed June 30, 2014, pursuant to Exhibit C Payment Schedule. Unless
County notifies Contractor in writing, not less than thirty (30) days prior to the expiration date that they do not intend to renew
the Agreement, the Agreement will be automatically renewed for another year.
Options To Extend For One To Six Additional Months At End Of Agreement. County shall also have the option to extend
the term of this Agreement in one or more increments for a total of no less than one (1) and no more than six (6) calendar
months at the discretion of the County Purchasing and Contracting Director. Each extension shall be effected by written
unilateral Agreement amendment delivered to Contractor no less than fifteen (15) calendar days prior to expiration of any
Agreement term.
The rates set forth in Article 4, Exhibit C, or other pricing section of this Agreement shall apply to any option exercised
pursuant to this option clause unless provision for appropriate price adjustment has been made elsewhere in this Agreement
or by Agreement amendment. All payments are subject to "Availability of Funds."
COMPENSATION: Pursuant to Exhibit C, County agrees to pay Contractor a sum not to exceed three hundred thirty seven
thousand one hundred seventy nine dollars ($337,179) for the initial term of this Agreement and three hundred thirty seven
thousand one hundred seventy nine dollars ($337,179) for each of the three one-year option periods, for a maximum Agreement
amount of one million three hundred forty eight thousand seven hundred sixteen dollars ($1,348,716), in accordance with the
method of payment stipulated in Article 4. It is understood that the parties will meet and confer on the contract price if
adjustments are made to the scope of work for an extension of the term or terms. These discussions shall not obligate either party
to make a requested adjustment to the scope of work or price except as otherwise set forth in this Agreement, nor shall it relieve
either party of its obligations under the Agreement.
COTR. The County has designated the following individual as the Contracting Officer's Technical Representative ("COTR")
Albert Venditti, Contract Administrator
Aging & Independence Services
9335 Hazard way
San Diego, CA 92123
Phone: (858) 505-6958; Fax: (858) 694-2316; e-mail: albert.venditti@sdcounty.ca.gov
CONTRACTOR'S REPRESENTATIVE. The Contractor has designated the following individual as the Contractor's
Representative.
Chris Zapata, City Manager
City of National City
1243 National City Boulevard
National City, CA 91950
Phone: (619) 336-4240; Fax: (619) 336-4327; e-mail: czapata@nationalcityca.gov
IN WITNESS WHEREOF, County and Contractor have executed this Agreement effective as of the date first set forth above
COUNTY OF SAN DIEGO CITY OF NATIONAL CITY
By: By:
WINSTON F. McCOLL, Director, CHRIS ZAPATA, City Manager
Department of Purchasing and Contracting
Date:
APPROVED AS TO FORM AND LEGALITY
By: Date:
Senior Deputy County Counsel
ps_serv_contract_template. doc
City of National City
Date:
Agreement - Page 18 of 18 Revised 6/30/09
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — PERFORMANCE WORK STATEMENT
1. Scope of Work/Purpose
Contractor shall provide nutritionally -sound meals and support services to individuals sixty (60) years old and
older living throughout San Diego County. The meals shall be provided in two (2) settings: congregate (group
setting) at Senior Dining Centers, and home delivery to frail seniors. Contractor shall provide or arrange
transportation to and from Senior Dining Centers. There is no charge to the senior for these services, but
Contractor shall provide the opportunity for the senior to make a contribution. Priority shall be given to serving
persons with the greatest economic or social needs, in particular low-income minority individuals.
2. Background Information
The Senior Nutrition Program, which began in the County of San Diego in 1975, is funded through Title III of the
Older Americans Act, a federal program administered by state and county governments and operated under rules,
policies, and regulations of the California Department of Aging (CDA). Aging & Independence Services (AIS)
oversees this program for the County of San Diego. Nutrition services assist older individuals to live
independently by promoting better health and reduced isolation through a program of coordinated congregate
meal, home -delivered meal, and supportive services. Various contractors provide lunch for seniors at several sites
throughout the county, and many contractors also provide home -delivered meals. Breakfast is also provided at
some sites.
3. Goal
3.1 Contractor shall provide the services described herein to accomplish the following goals:
3.1.1 Assist individuals sixty (60) years and older to live independently because of better health and
reduced isolation as a result of the Senior Nutrition Program, a program of coordinated congregate
meals, home -delivered meals, and referrals to appropriate supportive services.
4. Deliverables
4.1 Congregate Meals. Contractor shall provide the maximum number of meals annually, pursuant to Exhibit C,
to seniors in a congregate setting a minimum of five (5) days per week. The number of meals shall be based
upon historical actuals and shall not exceed the annual amount without prior County approval.
4.1.1 Contractor shall complete an assessment to determine the eligibility of participants. All assessments
shall be made available to the Contracting Officer's Technical Representative (COTR) upon request.
4.1.2 Contractor shall complete a reassessment of the participant's need on an annual basis prior to or on
the date of the original assessment. All reassessments shall be made available to the Contracting
Officer's Technical Representative (COTR) upon request.
4.1.3 Contractor shall have a paid staff member or a trained volunteer responsible for the day-to-day
activities at each site, and be physically on site during the time nutrition program activities are
taking place.
4.1,4 Contractor shall ensure that each site has equipment, including tables and chairs, which are sturdy
and appropriate for older individuals.
4.1.5 Each meal shall contain at least one-third (1/3) of the current daily recommended dietary allowance
as established by the Food and Nutrition Board, National Academy of Sciences
(http://www.iom.edu/CMS/3788.aspx), and shall comply with the most current Dietary Guidelines
for Americans (http://health.gov/DietaryGuidelines/) established by the US Department of
Agriculture and the US Department of Health and Human Services.
4.2 Home -Delivered Meals. Contractor shall provide the maximum number of home -delivered meals annually,
pursuant to Exhibit C, to seniors a minimum of five (5) days per week.
Exhibit A — Performance Work Statement
City of National City
Page 1 of 7 Contract # 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — PERFORMANCE WORK STATEMENT
4.2.1 Contractor shall assess the level of need for home -delivered nutrition services of each eligible
participant.
4.2.1.1 The initial assessment may be conducted by telephone.
4.2.1.2 A written assessment shall be conducted in the participant's home within two (2) weeks of
initiation of services, and shall include an assessment of the type of meal that is
appropriate for the participant in their living environment.
4.2.1.3 A reassessment of the participant's need shall be completed quarterly and a reassessment
in the participant's home shall be conducted at least every other quarter.
4.2.1.4 All assessments shall be made available to COTR upon request.
4.2.2 Contractor shall provide written instructions for handling and re -heating of the meal in the language
of the participant receiving the meal.
4.2.3 Each meal shall contain at least one third (1/3) of the current daily recommended dietary allowance
as established by the Food and Nutrition Board, National Academy of Sciences, and shall comply
with the most current Dietary Guidelines for Americans established by the US Department of
Agriculture and the US Department of Health and Human Services.
4.3 Transportation. Contractor shall provide units of transportation annually, pursuant to Exhibit C, to eligible
program participants. Contractor shall count each trip to and from Senior Dining Centers as a one-way trip.
4.3.1 Contractor's staff and/or volunteers providing transportation services shall possess a current and
valid driving license issued by the State of California, and Contractor shall maintain a copy(ies) of
said licenses on site for review by COTR.
4.4 Nutrition Education. Contractor shall provide the County -approved units of nutrition education a minimum
of four (4) times per contract year to participants in each of Contractor's congregate and home -delivered
meal program.
4.4.1 Nutrition education should include teaching participants regarding making smart food choices, and
balancing food and physical activity to increase chances for a healthy life based on the 2005 Dietary
Guidelines for Americans
(http://www.h ealth.gov/D i etaryGui del Ines/dga2005/d ocum ent/defau lt. htm).
4.4.2 The County contractor for registered dietician services shall provide input, review, and approve
Contractor's nutrition education content prior to presentation.
4.4.3 Contractor shall develop an annual nutrition education plan which shall be implemented, monitored,
and kept on file.
4.5 Contractor shall provide County supplied Food Stamps program information to all senior nutrition clients.
4.6 Contractor shall establish a plan to serve older individuals with the greatest economic and social need. The
Older Americans Act defines older individuals in the greatest economic need as any person sixty (60) years
or older whose need results from an income level at or below the poverty line as defined by the Federal
Bureau of the Census (http://www.census.gov/) and greatest social need as physical and mental disabilities,
language barriers, and cultural, social, or geographical isolation, including isolation caused by racial or
ethnic status, that restricts the ability of an individual to perform normal daily tasks; or threatens the capacity
of the individual to live independently. Contractor's plan shall be submitted to County no later than thirty
(30) days after award of contract.
Exhibit A — Performance Work Statement
City of National City
Page 2 of 7 Contract # 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — PERFORMANCE WORK STATEMENT
5. Target Population and Geographic Service Area
Contractor shall provide services to individuals sixty (60) years old and older living throughout the County of San
Diego. Priority shall be given to serving persons with the greatest economic or social needs, in particular low-
income minority individuals.
5.1 Dining site locations, days of service, hours of service and type(s) of meal served (breakfast and/or lunch):
5.1.1 Dining Site 1: George Waters Nutrition Center,1415 D Ave., National City CA 91950; Monday
through Friday 11:00 AM to 12:30 PM; Lunch.
5.1.2 Dining Site 2: Granger Avenue Cafe, 2725 Granger Ave., National City CA 91950. Monday through
Friday; 11:00 AM to 12:oo PM. Lunch.
5.1.3 Dining Site 3: Summercrest, 2716 E. Plaza Blvd., National City CA 91950. Monday through Friday.
11:00 AM to 12:30 PM. Lunch.
6. Payment for Services
6.1 Contractor shall submit a monthly claim for the actual service deliverables (including data pursuant to
paragraph 7.8 below) for the prior month to the COTR by the fifteenth (15'h) of the following month.
6.1.1 Claims and data not submitted by the fifteenth (15'h) of the month will not be processed for payment
until all required information is submitted.
6.2 Funding Components; Fiscal Terms and Conditions. The Senior Nutrition Program is funded by the
following components and follow the fiscal terms and conditions listed below:
6.2.1 California Department of Aging (CDA) Title III Allocation. This funding is allocated as follows:
6.2.1.1 State of California C-1 Funding Stream. This is the fixed supplemental rate dollar amount
for a portion of Contractor's congregate meals costs. Payments are monthly
compensation payments to Contractor for the provision of congregate meals according to
Exhibit A, Performance Work Statement.
6.2.1.2 State of California C-2 Funding Stream. This is the fixed supplemental rate dollar amount
for a portion of Contractor's home -delivered meal costs. Payments are monthly
compensation payments to Contractor for the provision of home -delivered meals
according to Exhibit A, Performance Work Statement.
6.2.1.3 State of California B Funding Stream. This is the fixed supplemental rate dollar amount
for a portion of Contractor's transportation costs Payments are monthly compensation
payments to Contractor for the provision of transportation (one-way trips) services
according to Exhibit A, Performance Work Statement.
6.2.2 Nutrition Services Incentive Program (NSIP). This is the fixed supplemental rate dollar amount for
incentive payments from the NSIP. NSIP payments are monthly incentives based on Contractor's
on -going high achievement based on the number of meals (C-1 and C-2) served during the prior
contract year. This amount will be determined annually by the County, based on funds received
from the State and Contractor's prior year's performance (i.e. meals served). NSIP funds shall be
used to purchase food to be used in the Senior Nutrition Program and not to meet cost sharing or to
match funds for any other federal program.
Exhibit A — Performance Work Statement
City of National City
Page 3 of 7 Contract # 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — PERFORMANCE WORK STATEMENT
6.2.3 One -Time -Only (OTO) Allocation. OTO allocations are one-time annual monetary awards for
designated goods or services related to C-1, C-2 or B Programs, which are directly related to the
Senior Nutrition Program, based on special cost reimbursement requests from Contractor. OTO
awards are based on funds received from the State of California, and must be approved in advance
by the County. Contractor shall procure the goods or services by utilizing competitive measures,
and provide documentation of receiving three (3) or more quotes to substantiate fair and reasonable
pricing. County will reimburse costs upon submission of receipts with the invoice in the month
following the month in which the expenditure(s) occurred.
6.2.4 Contractor's program income, which is participant donations/contributions and guest fees.
6.2.5 Contractor's other revenue, such as fundraising.
Said compensation is not designed to fully fund the Senior Nutrition Program. The fixed supplement rates
are determined to offset the cost of providing services based on and subject to availability of funds from the
State of California, California Department of Aging (CDA).
The County shall have the authority to increase or reduce the contract compensation, via the issuance of a
Unilateral Amendment, signed by the County's Director of Purchasing and Contracting, as required to
execute 6.2.2 and 6.2.3 above.
7. General Requirements for Service Delivery
7.1 Contractor's services shall be based upon the California Code of Regulations, Title 22, Division 1.8, Chapter
4, Article 5 (http://ccr.oal.ca.gov/linkedslice/default.asp?SP=CCR-1000&Action=Welcome), the California
Retail Food Code (CRFC) (http://www.aging.ca.gov/aaa/guidance/california food retail code.pdf), and the
Occupational Safety and Health Administration (OSHA) (http://www.osha.gov/). Additionally, a valid
health permit from the County of San Diego, Department of Environmental Health for all food production
sites and sub -contracted caterers is required.
7.2 Contractor shall ensure that the facilities in which the meals will be served shall be accessible via public
transportation, if available, and shall comply with the requirements of the Americans with Disabilities Act
(ADA) (http://www.ada.gov/), and Title 24 of the California Code of Regulations. All Contractor facilities
are subject to inspection and approval.
7.3 Performance Expectations. Contractor shall maintain one hundred percent (100%) compliance with service
levels stated in this Agreement. A Corrective Action Plan is require to be submitted by Contractor if
Contractor falls below ninety five percent (95%) of the service levels. Service levels shall be reviewed
monthly, quarterly, and annually by Contractor and County staff. Failure to bring service levels up to the
contracted levels may result in re -negotiation of the contracted service levels or termination of the contract.
The budget level will be revised to be commensurate with the lower level of service(s).
7.4 Reference to AIS. All printed materials, publicity, and media outreach prepared or conducted by Contractor
shall include a reference to Aging & Independence Services as a funding source. Copies of publicity
materials related to programs identified in this contract shall be filed with Aging & Independence Services
Contract Operations.
7.5 Equipment Documentation. Contractor shall document, in writing, the need for purchasing equipment and
provide at least three (3) estimates per item requested. Written documentation must demonstrate a direct
relationship between the goals, objectives and specific requirements for service delivery and the equipment
to be purchased. In the case of automation equipment, Contractor must demonstrate that the equipment and
related software to be purchased will meet County of San Diego/Health and Human Services Agency/Aging
& Independence Services requirements and standards.
Exhibit A — Performance Work Statement
City of National City
Page 4 of 7 Contract # 533563
COUNTY CON I HACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A —PERFORMANCE WORK STATEMENT
7.6 Match. Contractor is required to provide a minimum of a fifteen percent (15%) match for program costs in
cash or in -kind income.
7.7 Cultural Competence and Diversity. Contractor shall support the County of San Diego, the Health and
Human Services Agency, and Aging & Independence Services through organizational and systematic
practices demonstrating cultural competence and diversity. A set of congruent behaviors, attitudes and
policies for programs and systems shall be adopted that enable people to work effectively in cross-cultural
situations. All services provided shall be oriented to meet the unique linguistic and cultural needs of the
diverse clients to be served.
8. Specific Requirements for Service Delivery
8.1 There are three (3) major program components of the Senior Nutrition Program: food service, support
services, and the advisory role of participants:
8.1.1 Food Service. Con tractor shall provide a hot or other appropriate meal that meets minimum
nutrition requirements, served a minimum of five (5) or more days a week in a congregate setting.
Meals to participants who are homebound must be made available every day of the year although
frozen meals for the weekend or holidays may be delivered during the week (see above for Title 22
link). Meals shall be prepared, served and delivered in a manner which complies with local public
health laws and regulations.
8.1.2 Support Services. Contractor shall conduct outreach activities to ensure participation of eligible
older persons, particularly those in greatest economic or social need; must develop or maintain
coordination with other social services agencies; and plan for and provide nutrition education
services.
8.1.3 Advisory Role of Participants. Contractor shall have procedures for obtaining the views of
participants regarding the services they receive. This shall be implemented through the
establishment of a Program Council or other advisory body of participants approved by Aging &
Independence Services.
8.2 Staffing/Administration. Contractor shall maintain an adequate number of qualified persons to assure the
satisfactory implementation of: program leadership; program planning; provision of nutrition services;
outreach and other services; volunteer activities; financial and contract management; and data collection for
required federal, state and county reports and records. Notification of program changes must be made to the
County within seventy two (72) hours when said changes will affect the delivery of services to the
participants. Example of such situations may be staff changes, site closures (temporary or permanent) and
vehicle incidents.
8.3 Meal Contributions by Eligible Participants. Eligible persons receiving nutrition services shall be given the
opportunity to contribute to the costs of the service provided and shall determine for themselves what they
are able to contribute. Contractor shall not deny services to any person because of failure to contribute.
Methods to receive contributions shall ensure anonymity. Contractor shall encourage participants to
contribute towards the cost of the meal and shall suggest a minimum amount. The minimum suggested
donation shall be developed with input from the Program Council or other advisory body of participants. A
suggested contribution schedule may be developed, considering the income ranges of older persons in the
community. Contribution schedules shall not be used as a "means" test to determine eligibility.
8.3.1 Contractor shall establish written procedures to protect contributions and fees from loss,
mishandling, and theft. Such procedures shall be kept on file at Contractor's site.
8.3.2 Contributions are considered program income and shall be used to increase the number of meals
served.
Exhibit A — Performance Work Statement
City of National City
Page 5 of 7 Contract it 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A —PERFORMANCE WORK STATEMENT
8.4 Meal Charges for Staff and Guest under Sixty (60) Years of Age. Contractor may serve meals to staff and
guests under sixty (60) years of age if doing so will not deprive an eligible participant of a meal. These
individuals shall pay at least the full cost of the meal.
8.4.1 Charges for meals are considered program income and shall be used to increase the number of meals
served.
8.5 Records, Reports and Distribution Information. Contractor shall maintain a system for the collection of data
that will accurately reflect the Contractor's program and financial operations, will meet requirements with
respect to confidentiality, and fulfill the information required by this contract.
8.6 Holidays. A maximum of twelve (12) recognized holiday closings will be allowed per year. These holidays
must be submitted in advance to the COTR at the beginning of each fiscal year. Exceptions will be handled
on a case -by -case basis.
8.6.1 If more than twelve (12) holiday closings are taken, Contractor must make up the days lost.
8.7 Data Collection and Reporting
8.7.1 Contractor shall utilize the AIS-identified Automated Data Collection System to:
8.7.1.1 Register and maintain all client demographic and assessment data for all active clients
within each fiscal year,
8.7.1.2 Track and report all service unit delivery data (via bar-coding and manual data entry)
within each fiscal year.
8.7.2 Contractor shall maintain and report accurate, daily meal counts, nutrition education and
transportation units in the County -identified Automated Data Collection System,
8.7.3 Contractor shall submit monthly summary reports of the information listed above in 8.7 and claims
to AIS Contract Operations by fifteenth (15t) of month following the month is which the services
were provided. Claims will be paid upon successful determination of reconciled data as mentioned
in paragraphs 8.7.1 and 8.7.2 above.
8.7.4 Contractor shall submit a completed report of actual costs expended for each service category at the
end of each contract fiscal year for the term of the contract, as requested by the County, in the form
and format as provided by AIS.
8.8 Customer Satisfaction Survey. Contractor shall annually obtain the views of participants regarding the
services received through the development and utilization of a customer satisfaction survey which to be pre -
approved by the County.
8.8.1 Contractor shall provide a summary report of the results of the satisfaction survey to the COTR by
the fifteenth (15'h) of the month following the completion of the survey cycle.
8.8.2 Contractor shall achieve an overall "very satisfied" or "somewhat satisfied" rating from a minimum
of ninety percent (90%) of clients with each Customer Satisfaction Survey. Contractor shall
incrementally improve service each year to achieve this rating.
8.8.3 Contractor shall make all survey results available to COTR upon request.
9. Disaster Preparedness
Exhibit A — Performance Work Statement
City of National City
Page 6 of 7 Contract # 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY
FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — PERFORMANCE WORK STATEMENT
9.1 As a provider of critical services to seniors and persons with a disability during a disaster, Contractor shall:
9.1.1 Establish and maintain a disaster plan to ensure preparedness and the ability to continue to deliver
services during and post -disaster.
9.1.2 Provide the County with the following:
9.1.2.1 Primary and secondary emergency contact phone numbers
9.1.2.2 Status updates, upon request, during and post -disaster, including the following at a
minimum:
9.1.2.2.1 Operability of sites and/or services
9.1.2.2.2 Services provided to the target population
9.1.2.2.3 Service capacity
Exhibit A — Performance Work Statement
City of National City
Page 7 of 7 Contract N 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
EXHIBIT B — VEHICLE USAGE AND INSURANCE REQUIREMENTS
This AGREEMENT is made by the COUNTY OF SAN DIEGO, HHSA, AGING & INDEPENDENCE
SERVICES, herein called "AIS" and City Of National City herein called "Contractor."
WHEREAS, Contractor desires to take possession from AIS, the following vehicles for its use under Contract
Number 533563:
I. 2008 Ford Ranger (Hotshot), Vehicle Identification Number (VIN) 1FTYR1OU78PB01735, License Plate
Number 1315992, County Identification Number 356.
2. 2003 Ford Ranger (Hotshot), Vehicle Identification Number (VIN) 1FTYR10U63PB69923, County
Identification Number 335.
AIS agrees to provide County Identification Numbers, subject to the requirements set forth below and AIS'
grant/contract with our funding source, enabling Contractor to provide transportation services for seniors.
NOW THEREFORE, AIS and Contractor agree as follows:
I. The vehicles shall be registered "San Diego County Aging & Independence Services" as the lien holder,
and Contractor AND San Diego County Aging & Independence Services as registered owners.
2. Contractor shall be solely responsible for all maintenance, repair and proper usage of the vehicles, in
accordance with the manufacturer's requirements and standards. Contractor is responsible for all repairs
necessary as a result of normal operating usage and/or accident. Records of all maintenance and repairs
will be maintained and made available to AIS upon request.
3. Contractor shall utilize the vehicles only for the purpose of transporting seniors to the congregate
site/home-delivered meals to seniors and further uses as specified in the contract and/or addendum to this
agreement. Any other use of these vehicles requires AIS written approval.
4. Contractor shall operate the vehicles only within the geographical San Diego County boundaries. Any
requests to make outside trips must be submitted in writing to AIS for review before the trip is taken.
5. That, when possible, Contractor shall coordinate with other senior providers to maximize the availability of
transportation to seniors.
6. That Contractor shall comply with all rules and regulations of the State of California Department of Motor
Vehicles regarding the public transportation of passengers.
7. That AIS vehicles and all advertisement regarding the vehicles identify the County of San Diego, Aging &
Independence Services as the provider of the vehicles.
The AIS logo must be maintained, remain free of obstruction and clearly visible. Any damage to the logo
must be repaired within (30) days at Contractor's expense.
8. That Contractor shall report to the County of San Diego, Aging & Independence Services within twenty-
four (24) hours, any accidents in which the vehicles are involved, within ten (10) working days Contractor
must submit a written report to AIS which includes a copy of the police report, the amount of damage and
the steps to be taken by the Contractor to repair or replace the vehicles.
9. That on or before September 1, and on or before that date of each succeeding year in which the vehicles are
used, Contractor shall file a report with AIS consisting of the vehicles log, the vehicles maintenance record,
and a general summary of the current condition and use of the vehicles and the current location at which the
vehicles are being utilized.
10. That Contractor shall notify AIS immediately if the vehicles are stolen or otherwise not in Contractor's
possession.
Exhibit B — Vehicle Usage and Insurance Requirements
City of National City
Page I of 4 Contract# 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
EXHIBIT B — VEHICLE USAGE AND INSURANCE REQUIREMENTS
11. When Contractor determines they no longer can utilize the vehicles for their stated purposes, Contractor
shall immediately contact MS in writing and AIS will determine the vehicle's disposition. If it is
determined that the vehicles are to be disposed of, Contractor shall be responsible for returning the vehicles
to AIS, as directed by AIS staff.
12. That Contractor shall make available the vehicles for inspection to AIS or a County designee requested by
MS.
13. Contractor agrees to place AIS vehicle identification number decals on the vehicles as instructed. The
identification numbers are to remain free of obstruction and if damaged shall be replaced at Contractor's
expense within thirty (30) days.
14. Within thirty (30) days written notification, via Unilateral Amendment, County may terminate the
provisions specific to vehicle possession and usage included in Exhibit B.
ARTICLE I
INSURANCE REQUIREMENTS FOR CONTRACTORS
Without limiting Contractor's indemnification obligations to County, Contractor shall provide at its sole expense
and maintain for the duration of this contract, or as may be further required herein, insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance of the work
hereunder and the results of the work by the Contractor, his agents, representatives, employees or subcontractors.
1. Minimum Scope of Insurance
Coverage shall be at least as broad as:
A. Commercial General Liability, Occurrence form, Insurance Services Office form CG0001.
B. Automobile Liability covering all owned, non owned, hired auto Insurance Services Office form
CA0001.
C. Workers' Compensation, as required by State of California and Employer's Liability Insurance.
2. Minimum Limits of Insurance
Contractor shall maintain limits no less than:
A. Commercial General Liability including Premises, Operations, Products and Completed Operations,
Contractual Liability, and Independent Contractors Liability: $1,000,000 per occurrence for bodily injury,
personal injury and property damage. The General Aggregate limit shall be $2,000,000.
B. Automobile Liability: $1,000,000 each accident for bodily injury and property damage.
C. Employer's Liability: $1,000,000 each accident for bodily injury or disease. Coverage shall include
waiver of subrogation endorsement in favor of County of San Diego.
3. Deductibles and Self -Insured Retentions
Any deductible or self -insured retention must be declared to and approved by the County's Risk Manager. At
the option of the County, either: the insurer shall reduce or eliminate such deductibles or self -insured
retentions as respects the County, the members of the Board of Supervisors of the County and the officers,
agents, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the
County guaranteeing payment of losses and related investigations, claim administration, and defense expenses.
4. Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain the following
provisions:
A. Additional Insured Endorsement
Exhibit B — Vehicle Usage and Insurance Requirements
City of National City
Page 2 of 4 Contract it 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
EXHIBIT B — VEHICLE USAGE AND INSURANCE REQUIREMENTS
Any general liability policy provided by Contractor shall contain an additional insured endorsement
applying coverage to the County of San Diego, the members of the Board of Supervisors of the County
and the officers, agents, employees and volunteers of the County, individually and collectively.
B. Primary Insurance Endorsement
For any claims related to this Contract, the Contractor's insurance coverage shall be primary insurance as
respects the County, the members of the Board of Supervisors of the County and the officers, agents,
employees and volunteers of the County, individually and collectively. Any insurance or self-insurance
maintained by the County, its officers, officials, employees, or volunteers shall be excess of the
Contractor's insurance and shall not contribute with it.
C. Notice of Cancellation
Each required insurance policy shall be endorsed to state that coverage shall not be canceled by either
party, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the County at the address shown in section of Contract entitled "Notices".
D. Severability of Interest clause
Coverage applies separately to each insured, except with respect to the limits of liability, and that an act
or omission by one of the named insureds shall not reduce or avoid coverage to the other named insureds.
GENERAL PROVISIONS
5. Qualifying Insurers
All required policies of insurance shall be issued by companies which have been approved to do business in
the State of California by the State Department of Insurance, and which hold a current policy holder's
alphabetic and financial size category rating of not less than A-, VII according to the current Best's Key
Rating guide, or a company of equal financial stability that is approved in writing by County's Risk Manager.
6. Evidence of Insurance
Prior to commencement of this Contract, but in no event later than the effective date of the Contract,
Contractor shall furnish the County with certificates of insurance and amendatory endorsements effecting
coverage required by this clause. Contractor shall furnish certified copies of the actual required insurance
policies within thirty (30) days after commencement of Contract. Thereafter, copies of renewal policies,
certificate and amendatory endorsements shall be furnished to County within thirty (30) days of the expiration
of the term of any required policy. Contractor shall permit County at all reasonable times to inspect any
policies of insurance, which Contractor has not delivered to County.
7. Failure to Obtain or Maintain Insurance; County's Remedies
Contractor's failure to provide insurance specified or failure to furnish certificates of insurance, amendatory
endorsements and certified copies of policies, or failure to make premium payments required by such
insurance, shall constitute a material breach of the Contract, and County may, at its option, terminate the
Contract for any such default by Contractor.
8. No Limitation of Obligations
The foregoing insurance requirements as to the types and limits of insurance coverage to be maintained by
Contractor, and any approval of said insurance by the County are not intended to and shall not in any manner
limit or qualify the liabilities and obligations otherwise assumed by Contractor pursuant to the Contract,
including, but not limited to, the provisions concerning indemnification.
9. Review of Coverage
County retains the right at any time to review the coverage, form and amount of insurance required herein and
may require Contractor to obtain insurance reasonably sufficient in coverage, form and amount to provide
Exhibit B — Vehicle Usage and Insurance Requirements
City of National City
Page 3 of 4 Contract # 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
EXHIBIT B — VEHICLE USAGE AND INSURANCE REQUIREMENTS
adequate protection against the kind and extent of risk which exists at the time a change in insurance is
required.
10. Self -Insurance
Contractor may, with the prior written consent of County's Risk Manager, fulfill some or all of the insurance
requirements contained in this Contract under a plan of self-insurance. Contractor shall only be permitted to
utilize such self-insurance if in the opinion of County's Risk Manager, Contractor's (i) net worth, and (ii)
reserves for payment of claims of liability against Contractor, are sufficient to adequately compensate for the
lack of other insurance coverage required by this Contract. Contractor's utilization of self-insurance shall not
in any way limit liabilities assumed by Contractor under the Contract.
11. Claims Made Coverage
If coverage is written on a "claims made" basis, the Certificate of Insurance shall clearly so state. In addition
to the coverage requirements specified above, such policy shall provide that:
A. The policy retroactive date coincides with or precedes Contractor's commencement or work under the
Contract (including subsequent policies purchased as renewals or replacements).
B. Contractor will make every effort to maintain similar insurance during the required extended period of
coverage following expiration of the Contract, including the requirement of adding all additional
insureds.
C. If insurance is terminated for any reason, Contractor shall purchase an extended reporting provision of at
least two (2) years to report claims arising in connection with the Contract.
D. The policy allows for reporting of circumstances or incidents that might give rise to future claims.
12. Subcontractors' Insurance
Contractor shall require that any and all Subcontractors hired by Contractor are insured in accordance with this
Contract. If any Subcontractors coverage does not comply with the foregoing provisions, Contractor shall
defend and indemnify the County from any damage, loss, cost or expense, including attorney fees, incurred by
County as a result of Subcontractors failure to maintain required coverage.
13. Waiver of Subrogation
Contractor and County release each other, and their respective authorized representatives, from any Claims (as
defined in the Article entitled "Indemnity" of the Contract), but only to the extent that the proceeds received
from any policy of insurance carried by County or Contractor, other than any self-insurance, covers any such
Claim or damage. Included in any policy or policies of insurance provided by Contractor hereunder shall be a
standard waiver of rights of Subrogation against County by the insurance company issuing said policy or
policies.
Exhibit B — Vehicle Usage and Insurance Requirements
City of National City
ARTICLE 2
[RESERVED]
Page 4 of 4 Contract # 533563
COUNTY CONTRACT NUMBER 533563
COUNTY OF SAN DIEGO, HEALTH AND HUMAN SERVICES AGENCY
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR
SENIOR NUTRITION PROGRAM
EXHIBIT C — FISCAL TERMS & CONDITIONS AND PRICING SCHEDULE
1. COMPENSATION: The compensation listed below is not designed to fully fund the program. The fixed
supplemental rates are developed annually based on funding and determined to offset the cost of providing
services. These rates are subject to availability of funding from the State of California, California Department
of Aging (CDA). A completed report of actual costs (closeout report) expended shall be submitted at the end of
the fiscal year.
2. SERVICE UNITS AND RATES FOR FISCAL YEAR 2010-2011
Exhibit A
Paragraph
Reference
Services
Funding Source
# of Service
Units
Fixed
Supplemental
Rate
Total
4.1
Congregate Meals
Title III-C1 (1)
38,400
$4.23
$162,432
4 2
Home -Delivered
Meals
Title III-C2 (2)
29,700
$4.00
$118,800
4.3
Transportation
Title III-B (3)
1,680
$5.00
$8,400
6.2.2
Incentive Payments*
NSIP-C1
38,400
$0.72
$27,648
6.2.2
Incentive Payments*
NSIP-C2
29,700
$0.67
$19,899
6.2.3
One -time -only (OTO)
OTO-Cl
0
0
0
6.2.3
One -time -only (OTO)
OTO-C2
0
0
0
6.2.3
One -time -only (OTO)
OTO-B
0
0
0
TOTAL
$337,179
(1) State of California C-Ifunding stream
(2) State of California C-2 funding stream
(3) State of California B funding stream
* Nutrition Services Incentive Payment (NSIP) dollar amounts are estimated ONLY and may be adjusted based on actual prior
year number of meals served.
Exhibit C — Fiscal Terms & Conditions and Pricing Schedule
The City of National City
Page 1 of 1 Contract # 533563
County of San Diego
(Sample) Novation Agreement
Request for Proposal for the
Operation of the George H.
Waters Nutrition Center
COUNTY OF SAN DIEGO
NOVATION AGREEMENT FOR CONTRACT NO.
This AGREEMENT is by and among County of San Diego, a political subdivision of the State of California, hereinafter referred to
as COUNTY, CDC City of National City and Name of Organization 2. COUNTY, CDC City of National City , and Name of
Organization 2 are hereinafter referred to collectively as the PARTIES.
WHEREAS, COUNTY and CDC City of National City have entered into an agreement, County Co $tgct No. 533563 , for
provision of Title of Services Services;
WHEREAS, CDC City of National City has assigned all interests to Name of Organization 2 ;
WHEREAS, CDC City of National City has established that Name of Organization 2 possess,
resources necessary to perform the services specified in Contract No. 533563 and that Name ofOrg
balance services specified in Contract No. 533563;
WHEREAS, COUNTY is willing to release CDC City of National City from tore obligations under CO actNo.53356 and
Name of Organization 2 agrees to accept the obligations specified in Con�No. 533563;
WHEREAS, CDC City of National City wishes to be release/}from all future R bligations under Contract o593 and
CDC City of National City agrees to release all claims (if anyt) againstCOUNTY with respect to Contract No. 534413 ; and
AWHEREAS, Name of Organization 2 is willing to assume the suites specified in Contract No. 533563 in consideration for the
balance of compensation in Contract No. 533563 and providin DC City of Natioral City releases all rights (if any) arising
under Contract Na 533563 ; ',A.
NOW THEREFORE, in consideration of the romises:setin th forth heree mutual coven obligations set forth herein and
otherwise acknowledged, the PARTIES her do mutually agree as follows:
1. CDC City of National City is hereby rele eedd fromii.all obligations under Contract No.533563
i'l:e.
2.CDC City of Natio ialCity hereby releases any clauiisifdr compensation or other rights which haveaccrued or might have accrued
in respect to Contract No5563 after the effective date of this AGREEMENT.
3. Name of Organization 2 hereby assumes all obli&at�ions of Contract No. 533563 as incorporated in ContractNo. New contract
Number effective on the effective date of this AGREEMENT.
N
IN WITNESS THEREOF, the PARTIES have executedthis AGREEMENT to be effective: Insert Date
jc
es.
the expert e, skills and
ization v ll perform the„
CDC City of National City Name of Organization 2 :
;k
BY: :: Date: a BY: Date:_
NAME:_ := NAME:
TITLE:
COUNTY:
BY:
WINSTON F. cCOLL
Director, Purchasi ng and Contracti:
Date;'
Rev. i2-22-10