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HomeMy WebLinkAboutOrange County Area Agency on Aging, Planning and Services Area No. 22 - 1980-01-07 CITY OIL HUNTINGTON BEACH fl CITY COUNCIL CQMMUNVC'ATIQN '•. • •. To Mayor and City Council FROM Councilwoman Ruth BailL SUBJECT Senior Center Equipment Grant DATE January 4 . 1960 Approval The Senior Citizens ' Program: Office. Area Agency on-�Agiiig has approximately $2983000 under Title III , of the Older Arti e' i`icans 11ct; tihich drill be dispersed throti�hou't the County . `There is a fifteeb percent match requirement . Sonic needed eClUipment for the Seniors ' Center meets the mandated criteria . Most of the items will replac*e old egi.iipment . The total cost for these items is $__1 , 971 . 26, with the City ' s match being $7215 . 69 .* A detailed cost list is attached . :I:nasmuch as the deadline for submitting the grant is January 111 , 1980 , it is necessary to receive City Council approval at its meeting on January 7 , 1980 . Ruth Bailey Councily oman /cs Attachment * 1'he City" ' S tnntch could come from Capital Outlay . j cf)unci l Minutes - 1/7/80 '-ARAGE14ENI'°OFy,`VAN - SENIOR"CITIZENS-TENTER -fiiy'.t:ry.*. ,i ; rx4.'• k.i*- '" C. R' r .3`t7'" 4 .s '.' ' �,+'x .;,; , Mayor MacAllister1 eferreF�"o-"Council s Yrecent action off: approval in funding 50% t bq.a 4 w fis:P" t n+S s ', .i� � e .'' yb a« Y lt.t4 •�.«n " .i y, ;n 6f .tie new van «to te' used 'by ^the seniorYc tizens; stating&tierewas4 some ,con= t Ci t Adm nistrator responded iat,iie waul d bN fusion over control of=r, eF=.v.an.,.e 1'he .,..., :g.R r .«angt.._ - j;,;.., .v,.�.. .y,.hs".."i ryzlr" +, rax,.�.....rj `� ' submi tt�ng a, report to C ci 1' shortly on the matter. Comments were made by Councilmyyaypn Yoder regarding the ma tter. Al 4}:,�.tiva+u��a%#wY ' .+ .....:... ....�`y.sc . ':.: �t11� L CONGRESS"'OF NATIO AL-LEAGUE: OF CITIES'CONFERENCE, WASNINGTON DC ' ATTENDANCE a�la or� MacAllftiser, afar e o a co Waco lui onhe dad submit .. o Co nc l regarding f a Y.�. - #'d4C . 1•- p!l�,c.tr r ,�MM/i°..'�PN�*1:.a..s- •y, P • . 't a Annual Con ress of Natio a1�League o Ci fees, Conference in as ington,-0b.0. in _. t g t• : it a .r *« ,� rj h rr+re !F gelMYtt Ma c ";yygq1980f Di scuss n was Biel d between 1.Corinc`i land' the RCi t,YY�' A m i strator;?as*,to 4C` . -. ,a :}� e ry.:afiu _r..wlM+° d'" i1�MfA� •^nWMe. '+t }'• „ "r, i!y,F g 4` �' H.UW N, kt � T�' wh, l�e %ere�enougk tends fo attendance and itas establ;is a that there were. . Disc ssion was h'el on the :ad ants es of hay.in'"�g the Cityurepresented;adttie ,canf�r,. k.+AH PSW-i^' { ;ti-, '�" �IIP+r M�'�'"r...P,,,,r,l�,ll1•-�, .+• . .c�. .. , x 4K! ar}. .,+�G...r "" ,6, t t.7bs- • ..." „, enceand: Ma r"�o MacAi l i stem` of nted' out that he bei eved the rime `i tam Hof importance ?.1F-: s � 2L1+� . Y M!'7'AP`ws'W3E2`bvmlM � •Mt 111 .,�' r �Y #i P�'v.. - p .d2.fir/'^. t. ,' * •. imp or for pope foal ' fund$ for replacemert oftet downtawnp�er, and havingt `iaC i;ty represented at; ttie_' Na idn"al League ,af Cities, in Wasr`ington, D;C. „ It was determined that $1-,800 would be necessary to. fund attendance of two persons at the conference. The matter was further discussed. A.motion,was made :by MacAllisfr, seconded 'by Pattinson; . that :the amount of approxi- t„'+�,».� !tA'�..# ��.. "v5..•a'kA•ax..'L'i�:h t.. mately,3 $T,800 ,,be`made` availabl"e'•to the", Mayor, or his representative, and the City AdmNinistrator^ to attend' the Annual Congression of National League of Cities Confer- ence in Washington, D.C. next March. The mo6bn 'carried by the following roll call vote: AYES: Pattlnson, Thomas, Mandic, MacAllister, Yoder, Finley NOES:;: Ba i'1 ey ABSENT: None ���►shy:.....� �.. ., ;; ,;v�,`,;.,. -.., ..;._.r. .: -.• _: :< COUNCIL RETREAT/STUDY SESSION - LQCATION DISCUSSION Councilman Man'd,ic expressed concern that 'the ' a : ' 6r Avenue Fire Station would not have the capacity to'accommodate a possible turnout of citizens. Discussion was held on the matter and input was given by Fire Chief Ray Picard. A motion w' as made by Mandic, seconded by Bailey, that the study session planned for January. 19,, 1980 be held at the Civic Center in Room B-8. The motion failed by the following vote: AYES: Mandic, Bailey, Finley NOES: Pattinson, MacAllister, Yoder Thomas ABSENT: None PLAiWING COMNIS5ION APPOINTMENT - MARCUS PORTER A motion was::made by Mandic, seconded by MacAllister, to appoint Marcus Porter to the Planning Commission, to be effective as soon as he can be sworn in. The motion carried unanimously. t/SENIOR`CITIZENS PROGRAM - GRANT RET EST APPROVED Councilwoman Bailey referred to her communication dated January 7 , 1980 which had been distributed 'to Council regarding Senior Center Equipment grant approval . A motion was made.,by Bailey, seconded by Pattinson to submit a grant requesting some furnishings for the Senior Ci+•izens Canter (all being replacement items except one file cabinet) - City share of $745.63 ( 15% match requirement) . The motion carried by a i+nanimous roll call vote. '`'• COUNTY OF MANGE AGREEMENT FOR' PROVISION OF SERVICES . / THIS AGREEMENT made and entered ants this/17 y a day �•�! .�,_ f .Le� , All 19809 by and between the County of Orange, a political subdivision of the State of California designated as the Area Agency on Aging, Planting and Service Area No. 22, he'reinafter called COUNTY, and CITY OF HUNTINGTON BEACH hereinafter called CONTRACTOR, for the provision of services to the elderly in accordance with the Older Americans Act of the United States of America. RECITALS WHEREAS, the Congress of the United States, through the Administration on' Aging of the Department of Health, Education and Welfare, and the State of California, through the California Department of Aging, have awarded COUNTY Grants) pursuant to Title III B of the Older Americans Act of 1965, as amended (42 USC 2001, et seq. ) , concerning the establishment of programs and services for older persous'; and WHEREAS, the California Department of Aging and COUNTY have entered into State Contract Number 30297571 tc, implement said grant(s); and WHEREAS, COUNTY has determined that a portion of COUNT'Y'S Title III funds shall be made available by contract for the provision of needed services to senior citizens as identified in COUNTY'S Area Agency on Aging Area Plan, and WHEREAS, COUNTY by Minute Order dated March 4, 1980 a copy of which is on file w 1.ith the Cleric of the Board oaf Supervisors of Orange County and which by this reference is incorporated bereft and made a part hereof as if fully set forth, has appropriated a portion of Its Title IIIB . funds in the swunt of 4 225':00 to engage CONTRACTOR to provide certain sorvicss as described in bthirit A; THE DIE, in consideration of the wtaal. proeis$s, easaaants and Bondi— a6ns hereinaf ter •at forth, the parties tame as follows: f yyy 1. Definitions ' a. Administrator" means the Director, Grange County Community Services agency or' dasignee thereof. b. "Capital Equipment means tangible property having a useful life of more than one year and an original acquisition cc St in excess of $300 per unit. c. "Count' means the County of Orange acting through i'ts Board of Super- visors or a designated representative. d. "Contractor means a private, non-profit organization; municipality; or Indian tribal organization with Whom County is entering into this contract- ual agreement. e. "Subcontractor means any entity that furnishes to Contractor serv- ices or supplies relative to this agreement other than standard commercial supplies, office space or printing services. f. "Title `III" refer to provisions of the Older Americans Act of 1965, as amended (42 USC 3021, et. seq.) , regulating the development of a comprehen- sive and coordinated nutritian and social service delivery system to serve older persons. g. "Title IV=A" refers to provisions of the Older Americans Act of 1965, as amended (42 USC 3031, et seq.), regulating programs to provide training in the field of aging. h. "Title V" refers to provisions of the Older Americans Act of 1965, as amended '(42 USC 3056, et seq. ) , regulating programs to provide part-time employ- went for low-income persons age 55 and older. 2. Intent and Scope of Services: a. Services CONTRACTOR agrees to provide thoDe services, facilities, equipment and supplies as described in Exhibits A and B attached hereto and incorporated herein by reference. -2- b. AP`e'rsonnel CONTRACTOR shall operate continuously throughout the term of this Agree- ment 4ith' at least the minimum number and type of staff required Ffor provision A:: , of services described hereunder and as may be enumerated in Exhibits A and B. Such personnel sh all` be qualified in accordance with all applicable statutes and regulations. CONTRACTOR agrees to s!ibmit to administrator, upon request, a list of persons and any changes thereto, by name, title, professional degree and experience who are to provide such services. c. 61`der`'mericans Act Intent CONTRACTOR agrees that this project shall be carrte-d out in accordance with Title III B of the Older Americans Act, the prograv regulations and directives applicable thereto, Federal, State and local laws, and the State and County Manual of Policies and Procedures for this grant, and all reporting re- . quirements. In the event of any conflict between Exhibit "A" and the provisions of Title III, the latter prevails. 3. Agreement Period (Time of Performance) `c The effective period of this Agreement shall begin March 4, 1980 and end June 30, 1983 CONTRACTOR agrees that any and all funds received under this Agreement shall be disbursed or encum- bered on or before June 30, 1980 and that any and all funds remaining as of June 30. 1980 _ which have not been disbursed or encumbered shall be returned by CONTRACTOR to COUNTY. 4 . Alteratioe'of Tertas of This Agreement The body of this Agreement, together with the Exhibits) attached hereto, fully expresses all understanding of the parties concerning all natters covered and shall constitute the total Agreement. No addition to, or alteration of, the terms 'of" this Agreement, whether by written or verbal understanding of the _3_ parties, their officers, agents, or employees, shall be valid unless made in the form of a written amendment to this Agreement whichTis formally s.pproved and executed by both parties. 5. Contractor Budget Schedule a. Exhibit B CONTRACTOR agrees that the expenditures of any and all. funds under this Agreement must be in accordance with time frames, type and piirpases of the BUDGET SCHEDULE, a copy of which is attached hereto as Exhibit B, and Wh'ich' by this reference is incorfporated herein and made a part hereof. CONTRACTOR further agrees that should it be subsequently determined that federal funds were not expended in accordance with Exhibit B (BUDGET SCHEDULE) then CONTRACTOR shall repay to COUNTY an amount equivalent to that which was expended in violation a of the agreed upon BUDGET SCHEDULE. b. Fund Transfer Upon approval of COUNTY's Administrator, CONTRACTOR shall have the author— ity to transfer funds from one line item to another line item of the program budget as long as the amount of the total federal funds are not increased and the basic goals and objectives of the program are not altered. Approval by Admin— istrator for such transfer MUST BE OBTAINED IN WRITING BEFORE CONTRACTC' ,'.XPENDS ANY FUNDS under the requested transfer. 6. Payment Schedule ..ems a. Payment for Insurance Bond and Unexpendable. Equipment Payments for items under the INSURANCE, AND BOND, AND UNEXPENDABLE EQUIP- MENT sections of the Program Budget Schedule may, at the discretion of COUNTY's Administrator, be made separately from all monthly operating costs and shall be made only upon'receipt and approval by COUNTY'S Administrator of CONTRACTOR's invoice detailing the cost of each item and 1ay. total amount required for payment. e b. Pavment for Monthly 'Operating costs Payments for monthly operating costs shall be made as follows: (1 ) For the 'initial payment only, upon receip4 and approval of CONTRACTOR invoice, COUNTY'S Administrator shall advance an amount not to exceed $ N/A • (2) Beginning N/A , 19 upon receipt and approval by COMITY IS Administrator of CONTRACTOR's invoice showing the prior month's actual expenditures, COUNTY shall make monthly reimburse- rent payments based on CONTRACTOR'S invoice and substantiating reports as required herein so long as any single monthly reimburse- ment does not exceed $ N/A , unless otherwise approved by COUNTY'S Adiiinistrxtor. (3) No payments fill be authorized if any preceding months' repots or invoices are outstanding. (4) Whenever CONTRACTOR is not in compliance with any provision of the Agreement, Administrator may withhold payment of any invoice sub- . i mitted to COUNTY by CONTRACTOR until such time as suitable documen- tation is submitted to the COUNTY. c. Frequency of Payments Under normal conditions, payme.3nts should be released by COUNTY approxi- mately twenty-one (21) days after receipt of a correctly prepared financial invoice. d. Adjustment of Advance Payments COUNTY'S Administrator reserves the right to adjust the amount of monthly payments otherwise due, based on CONTRACTOR'S unexpended funds. Such amounts soap not exceed the total outstanding adv-nee. 7. Contractor Governing Authorit �3_ O. a. CA�ITRACTOR agrees and un'd�rstands thaC Title III federal funds shah 'not be used' by-CONTRACTOR to pay or reimburse any staff person of CONTRACTOR or any consultant to "CONTRACTOR, if such staff person or consultant is a member or officer of the Board of nirectors, or other official governing body of CONTRACTOR. b. CONTRACTOR further agrees that should iC subsegiwnt?y be determined that federal funds were expended in' violation of "a" above that CONTRACTOR shall repay to COUNTY all funds which were expended in violation of this coniiit'ion. $. Capital''Equipment �:,• , . a. Pui6hRse Ap rp;rig oval Prior to the time of purchase of all capital equipment CONTRACTOR shall submit to Administrator a list of such equipment and request written authorization from Administrator to purchase such equipment. • b. Inventory and'Depreciation CONTRACTOR shall maintain an inventory and, where applicable, a depreciation schedule of all capital equipment purchased under the terms of this contract. This equipment inventory shall be ava 11 ilable to Administrator at all times during the term of this agreement and the audit period specified in Clause 15 herein. c. Osmership (1) Compliance With Administration of Grants Requirements CONTRACTOR agrees that the management and disposition of property and equipment purchased unde.; this agreement shall be in accordance with Code of Regulations, Title 45, trait 74 (Administration of Grants, Federal Department of Health, Education and Welfare). (2) Title Pursuant to 45 CFR Part 74, title to real property, egtt^ipment and supplies purchased under this Agreement shall vent, upor. acquisition, in the recipient. (3) Use of Real Property Except as otherwise provided by Federal atxtu"te6 and 'as described in Exhibit D, real property shall be usQd for the originally authorized purpose as long as needed for that purpose. Whenyno longer needed for the original purpose, approval of the Administrator shall be requested to use the property for other purposes. Use far other purposes is limited to: (a) Activities not supported by other federal grants ,or ass"istanc.e agreements but having, nevertheless, purposes consistent with those of the legislation under which the original grant was made. (b) Projects or programs supported by other Federal grants or • assistance agreements. do Revers4ion CONTRACTOR agrees that in the event that CONTRACTOR ceases to provide services acceptable under the terms of this Agreement, that any and all items purchased under this Agreement which are considered capital equipment and have a remaining useful life shall be returnEa to COUNTY in accordance with Code of Rerulatiuns, Title 45, Part 74. -� 4 1 9 . S"c,ontA:,. iracting a. Authority%Ap_proyal Functions undertaken by CONTRACTOR may be carried out under subcontracts subject to written approval of the Administrator, including approval of the sub- contracting document, said approval to be in writing, and conditioned upon compli— anise ,with bidding procedures as discussed" in clause 10 herein. No subcontract shall terminate or alter the legal responsibility of CONTRACTOR to the COUNTY ?` to assure that all activities and provisions of this contract shall be carried 7— .L Out. b. Failure to Secure Administrator Approv�al COUNTY'S Administrator may withhold payment on any compensation due a subcontractor, and withhold those funds from CONTRACTOR, if prior written approval of the subcontract has not been obtained from Administrator. 10. Procurement Requirements a. XntErit CONTRACTOR acknowledges that the procurement of all supplies, aezvices and equipment and construction pursuant to and u-tlizing funds provided by this agreement involves an expenditure of public funds and that the use of a public bidding process open to all interested bidders is necessary to maintain the public trust and to allow all interested persons to compete for business result- ing from expenditure of said public funds. b. Equipment CONTRACTOR shall secure a minimum of three (3) written bids for all capital equipment purchases or leases purchased with funds provided pursuant to this agreement and shall award resultant purchase contract to the lowest responsible bidder. c. Supplies CONTRACTOR shall afford interested slippliers the opportunity to bid on all supply orders of three hundred dollars (0300) or more purchased with funds provided pursuant to thib agreement and shall award resultant purchase contract to the lowest responsible bidder. d. Services CONTRACTOR shall afford interested parties the opportunity to bid on or submit proposals on all propobed service contracts to be funded With funds provided pursuant to this agreement and shall award contract to lowest respon- _g_ Bible bidder based upon documented analysis of bids and proposals received. e. Davis-Bacon'Re'quirements CONTRACTOR further acknowledges that on any cor.struction• proJect for which twenty-five percent (25%) or more of the costs are paid out of Title III funds provided 'pursuant to this Agreement, prevailing wages must be paid 'in accordance with- the `Davis-Bacon Act, as amended, 40 U.S.C. 276 (a)-276(a)(7) , and that labor standards as specified by the Secretary of Labor must be complied with. CONTRACTOR further agrees to perform all administrative and audit func- tions required by the Davis-Bacon Act, as amended, and will furnish evidence of compliance with the Act. Non-compliance With the provisions of this clause will resuYlt in Administrator withholding payment and/or delaying any payment to CONTRACTOR, or termination of this Agreement pursuant to paragraph 21. f. Exception Should CONTRACTOR wish to deviate from the bidding requirements of this Agreement, or wish to issue a sub-contract to other than the low bidder, CONTRACTOR shall submit written justification therefore to Administrator for approval and shall withhold all such action until receipt of written notice of Administrator's approval. Should Administrator disapprove, CONTRACTOR shall adhere to the requirements of Clauses 9 and 10 herein. 11. Notices All notic:s, cla^ims, correspondence, reports, and/or statements authorized or required by this contract shall be addressed as follows: COUNTY: re e -- ,<��F .,.,�. s t Dictor (Attn.. Grants Adminiratar) Orange County Community Services Agency 801 "C" North Broadway Santa Ana, CA 92701 CONTRACTOR: City cif 'Hintingiton Beach Department "of Co:�nunity Services P.O. BOX 190 Huntington Beach, Ca 92684 v d r r e , r r ' F a�M - 1 ' 4 77­ lp .. 1 1 1 • • I u 1 � r 1 - _ � '4` 'J'• i 1, 't •, 'try, r, _ .� A S �r'4'► li' rM'� - ` j1 ? .♦ �a ,' /ti :7. r. ., ., -I. r •+•_.} '.<'•*:;r� «.�. - t. *.r �.; •�� :�,.•� •''�. 4 r�`�.••t=-+, `�3 y 't ► yap•'. •1 .':-` ♦1.:. ��� � Y R•:'' •' .4 ..} �.� _ •* •' •*'i {> / y*� � - a •r•►: � � { N. �,'�• 1 •�i-.. rr} .� . r � �� . , C j .•,� • �j I .i. .fit. .�.�, � .y � 's•�' *.i Via-`[.--�+�•-•=-•- � - - 1•j. �: ,. '' � �-� �[f •.` ''y r ' ', ,� ' - ;�'��"> •• �_t . ' nCrl, 'r�`•,r .``LTi'.14 �,�' 1• r' r, } II�.a ♦ - l 1'' .•4 _ � _ '•f' ,. _ 2C. t: ar.«.•. �,. r. 1•Js•, F• +^.y. �`�r. Y1 'r ,'. •Y ; Y �• s<•; �. t"••' -' 4r, tat 'r•r el- , '. 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A .tri">a „�r C t,#• •.O *,►,'.fit , 4 `-tr• r ? t^ • 1 , 0 - , The parties hereto agree and understand that neither CONTRACTOR nor any of its employees shall, under the terms and conditions of this contract, be consid- ered an employee of COUNTY for any purpose whatsoever, nor shall CONTRACTOR or its employees be entitled to any of the rights, privileges, or benefits of COUNTY employees. CONTRACTOR shall be deemed at all times an independent con- tractor and shall be wholly responsible for the manner in which it performs the services required of it by the terms and conditions of this contract. CONTRACTOR assumes exclusively the responsibility for the acts of its employees as they relate to the services to be provided during the course and scope of thr_,ir employment with CONTRACTOR. 15. Financial Records and Audit a. Contractor Records CONTRACTOR shall maintain records and make statistical reports as required by the Administrator and the California Department of Aging on forms provided by either agency. No other form of record keeping for billing purposes is acceptable and Administrator reserves the right to withhold payment for nonconformance. b. Account ines Records Pursuant to Code of Federal Regulations, Title 45, Part 74, all account- ing records and other evidence pertaining to bidding and Costs incurred shall be maintained by CONTRACTOR for the duration of this agreement for a minimum of three (3) year's from the date of the submission of the final expenditure report for the period, if audit has occurred, and five (5) ;aa 's if audit has not I ccurred, and in the case of audit exception, until such exception has been cleared . c. Separate Accounts Unless otherwise agreed in rtrriting by COUNTY'S Administrator, CONTRACTOR shall maintain a separate bank account and separate accounting records for all -12- funds received from COUNTY under this agreement. d. Recard Examination At any tiwe during normal business hours and as often as COUNTY'S Administrator may deem necessary, CONTRACTOR shall make available to COUNTY, State and Federal officials for examination, all of its records with respect to all matters covered by this Agreement a»d will permit COUNTY, State and Federal representatives to audit, examine and make excerpts or transcripts from such records , and to make audits of all invoices, materials, payrolls, records of personnel and other data relating to all matters covered by this Agreement. e. Fib—al Stiitement CONTRACTOR further agrees that upon termination of this Agreement CON- TRACTOR shall submit within thirty (30) days to COUNTY'S Administrator a final financial statement detailing all program expenditures and all income received during the effective period of this Agreement . 16. Ini &mriification and Insurance a. Indemnification CONTRACTOR agrees to indemnify, hold harmless, and defend COUNTY, its officers, agents, and employees, from and against any and all claims, demands, losses, legal and investigation expenses, or liability of any kind or nature which COUNTY, its officers, agents, and employees may sustain or incur or which may be imposed upon them or any of them for injury to or death of persons, or damage to property as a result of, arising out of, or in any manner connected with contractor's performance under the terms of this contract, excepting only liability arising out of the sole negligence of COUNTY. Transmittal to COI?TRAC- TOk'by COUNTY of any pleadings served ntiall be deemed to be a request to defe"i d'. ' _13— b. Insurance Coverage Without limiting CONTRACTOR'S indemnification, it is agreed that CONTRAC- TOR, unless a self-insured unit of local government, shall maintain insurance acceptable to COUNTY in full force and effect throughout the term of this Contract. The policy or policies of insurance maintained by CONTRACTOR shall provide the following limits and coverages : Coverage Minimum Limits Workers Compensation Statutory Comprehensive General Liability Insurance Inc luding�Products Liability $1 ;000;000 �,�_•:s?�*,61i,-..�.: .spa v... e:s .. .t. Comprehensive_ Aut,omob�ile Liability Insurance .Covering the, Owned, Non-owned and Hired Automobile Hazard Combined Single Limit Blanket Fidelity Bond 10% of Total Grant Award Pro'fessi.onal Liability Insurance As Necessary c. Insura`nce Wording Al] insurance policies except Workers' Compensation shall contain the following clauses : (1) "This insurance shall not be cancelled, limited in scope of coverage or nonrenewed until after 30 days' written notice has been given to the Administrator, County of Orange, Community Services Agency, 801-C North Broadway, Santa Ana, California, 92701 . (2) "It is agreed that any insurance maintained by the County )range will apply in excess of, and not contribute with, insurance provided by this policy." Each insurance policy required by this Contract, except professional liability insurance (if required) , shall also contain the following clause: (3) "The County of Orange is added as an additional insured as respects operations of the named' insured conducted under the terms of this Contract on -14- behalf of the 'County of Orange." d. Certificates of Insurance CONTRACTOR agrees to deposit with COUNTY, on or before the effective date of this contract, certificates of insurance necessary to satisfy COUNTY that the insurance provisions of this Contract have been complied with and to keep such insurance in effect and the certificates therefor on deposit with COUNTY during the entire term of this Contract. e. Continuous Review and Revised Cover�e Requirements ( 1) COUNTY shall retain the right at any time to review the coverage, form, and amount of the insurance required hereby. If, in the opinion of COUNTY'S Risk Management Services, the insurance provisions in this Contract do not provide adequate protection for COUNTY and for members of the public served by CONTRACTOR, COUNTY'S Administrator may require CONTRACTOR to obtain insurance sufficient to coverage, form and amount to provide adequate protec- tion. COUNTY'S requirements shall be reasonable but shall be designed to assure protection from and against the kind and extent of the risks which exist at the time a change in insurance is required. (?) COUNTY'S Administrator shall notify CONTRACTOR in writing of changes in the insurance requirement; and if CONTRACTOR does not deposit copies of accept- able , P p P able insurance policies with COUNTY incorporating such changes within sixty days of receipt of such notice, this Contract shall be in default without further notice to CONTRACTOR, and COUNTY shall be entitled to all legal remedies. (3) The procuring of such required policy or policies of insurance shall not be construed to limit CONTRACTOR'S liability hereunder nor to fulfill the indemnification provisions and requirements of this Contract. f. Self-Insured Unit of Local Government In the event the CONTRACTOR is a unit of local government and is a self- pool - -15- ------ - _ Y insurer for its basic exposures for torts and workers compensation liabilities, the provisions of sections "b" through "e" of Clause 16 of the Contract will not be applicable to the CONTRACTOR. However, the CONTRACTOR shall require its subcontractors under this program, other than units of local government which are similarly self-insured, to maintain adequate insurance coverage for property damage, torts, and workers' compensation liabilities, and further, CONTRACTOR shall require all of its subcontractors to hold CONTRACTOR harmless. g. NonComance Non-compliance with the provisions of this clause may result in Adminis- trator withholding and/or delaying any payment to CONTRACTOR, or termination of this Agreement pursuant to Paragraph 21. 17 . E'yalu"ation and Monitoring a. Access - to Contractor CONTRACTOR agrees that authorized State and COUNTY representatives shall have the right to visit, monitor, assess or evaluate CONTRACTOR'S performance r pursuant to this agreement at a frequency to be determined by Administrator, but in no case less frequently than once per quarter, said monitoring, assess- menus and evaluations to include but not limited to collection of client statis- tical data, audits, inspection of premises, program activities and interviews with project staff and participants. b. Scheduling The parties hereto agree that at any time, and for any program, for any cause, COUNTY'S Administrator can Gall for a performance evaluation to be conducted, and the results shall be made available to all interested parties. C. Cooperation CONTRACTOR agrees to actively participate and cooperate with Adminis-- trator in any evaluation of the CONTRACTOR'S Program. Furthermore, CONTRACTOR -16- agrees that failure by CONTRACTOR to abide by and meet the conditions necessary for an evaluation will be sufficient grounds for COUNTY to discontinue program . support. 1$. Confiden ti-ality of Service Recipients CONTRACTOR agrees and shall ensure that no information about or obtained from any person receiving services hereunder shall be disclosed in any form identifiable with such person w'thout first obtaining the written consent of such person. The provisions of this section shall not, however, restrict the CONTRACTOR' S obligations to provide information required under this or any of its other County, State or Federal contracts , 1 19. Persainnel Policy and Procedure a. Staffing Level CONTRACTOR shall endeavor in good faith to employ all positions budgeted for in the program which are set forth in Exhibit Be b. Personnel Procedures CONTRACTOR agrees to develop personnel procedures in compliance with the terms of the Older Americans Act and to keep them on file at CONTRACTOR'S office and make them available upon request to authorized County, State, Federal representative(s) and employee(s) . 20. Affir 1.mative Action and Fair Employment a. Civil Rights ' Act Compliance CONTRACTOR and any subcontractor(s) performing under this Agreement shall comply with all Department of Health, Education and Welfare regulations promulgated purstiant to Title VI of the Civil Rights Act of 1964 (PL 88-352). b. Assurance of Compliance As an indication of this intent to comply, CONTRACTOR shall complete and sign Exhibit C Assurance of Compliance with such regulations (AOA-44I), Mill r which form when completed and signed by CONTRACTOR shall be incorporated herein by reference Exhibit C. c. Non=Di'scrimi-nation Employment of personnel shall be made solely on the basis of merit, without regard to race, religion, color, sex, national origin or physical or mental handicap. CONTRACTOR shall encourage or solicit applications from senior citizens. ( 1 ) Affirna'tive Action Affirmative Action shall be taken to ensure that applicants are employed, and that employees are treated during employment without regard to -their race, religion, color, sex, national origin, age or physical or mental handicap. Such action shall include, but not be limited to the following: employment, up--grading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rate of pay or ocher forms of compensa- tion; and selection for training, including apprenticeship. Notices available to employees and applicants for employment available from Administrator and/or the United States Equal Employment Opportunity Commission setting forth the provisions of the Equal Opportunity Clause shall be posted in conspicuous places. (2) Em -lp ayes Unit Notification Each labor union or representative of workers with which CONTRAC— TOR has a collective bargain agreement or other contract or understanding must post a notice available from Administrator adviIsing the labor union or workers' representative of the commitments under this Equal Opportunity Clause and shall -s. post copies of the notice in conspicuous places available to employees and applicants for employment. (3) Access to Personnel. Records CONTRACTOR shall furnish all information and reports required by ..ig_ the Administrator and will permit acceso' to books, records and aczounts for purposes of investigation to ascertain compliance with subparagraphs one (1) through three (3) . (4) Non-Compliance In the event of non-compliance with the Discrimination Clause of this contract or as otherwise provided by State and Federal law, this Contract may be cancelled, terminated or suspended in whole or in and CONTRACTOR may be declared ineligible for further contracts involving State funds in accordance with procedures authorized in the State of 0,lifornia's Affirma- tive Action Complaint Process. d . Access to Services Services , benefits and facilities shall be provided to clients without regard to their race, color, religion, national origin, sex, physical or mental handicap and no one will be refused service because of inability to pay for such services. 21 . Terpi`nation of Agreement a. County Right If CONTRACTOR shall fail to fulfill in timely and proper manner its obligations under this Agreement, or if CONTRACTOR shall violate any of the agreements or stipulations of this Agreement, COUNTY shall thereupon have the right to terminate this Agreement by giving written notice to CONTRACTOR of such termination and specifying the effective date of such termination. b. Notice The COUNTY may terminate this Agreement upon ten (10) days written .Fe notice served upon the CONTRACTOR should CONTRACTOR fail to perform the cov- enants contained in this Agreement in the time and manner specified. ce Work Assumption ..Yg_ h In the event of such 'termination, the COUNTY may proceed with the work in any manner deemed proper by the COUNTY. '4�� , ktvs •y,w ' d. Contractor Li` ability Notwithstanding the above, CONTRACTOR shall not be relieved of liability to COUNTY for damages sustained by COUNTY by virtue of any breach of the Agree- ment by CONTRACTOR, and COUNTY may withhold any payments to CONTRACTOR for the purpose of setoff until such time as the exact amount of damages due COUNTY from CONTRACTOR is determined. e. Return of Funds CONTRACTOR agrees that upon termination or expiration of this Agreement, CONTRACTOR shall, within sixty (50) days at-rr termination or expiration, return to COUNTY all funds remaining in CONTRACTOR'S account established pursuant to Section 15(c) of this Agreement, except those funds needed to pay authorized liabilities incurred before this Agreement terminated or expired. f. Older Americans Act FundinE Dependency The obligation of COUNTY under this Agreement is contingent upon the availability of Older Americans Act Federal funds for the reimbursement of COUNTY'S expenditures. In the event that such funding is terminated or reduced, the Administrator shall determine whether this Agreement will be terminated or COUNTY'S maximum obligation reduced. Administrator shall provide CONTRACTOR with written notification of such determination. =tom .:.;n. ; , ; :.: •' g. Supplantantion of Funds CONTRACTOR agrees and understands that any funds provided under the terms of this Agreement and described herein will not be used as a substitute for any non-Federal funds previously appropriated f-r the same purpose. CONTRAC- TOR understands that said substitution way be determined to be a supplantation of funds, unallowable under the terms of the Older Americans Act. -20•- N� Non-compliance With the ptovisions of this clause shall result in termin- ation of this Agireement, pursuant to paragraph 21 . CONTRACTOR shall repay all funds paid by COUNTY pursuant to this Agreement within thirty (30) days of demanad by COUNTY. h. Cantractior 'Oblifiation Upon Cancellation Notice After receipt of the Notice of Termination, pursuant to Paragraph a, b, c, d, or a above, the CONTRACTOR shall cancel outstanding commitments required by this Agreement which relate to personal services. (1) SetM. tlement Plan With respact to the above cancelled commitments the CONTRACTOR agrees to provide Within thirty (30) days of receipt of notice of termination a plan for settlement of all outstanding liabilities and all claims arising out of such cancellation of commitments. Such plan shall be subject to the approval or ratification of the Administrator, which approval or ratification shall be final for all purposes of this clause. (2) Termination Claim The CONTRACTOR shall submit a termination claim to Administrator promptly after receipt of a Notice of Termination, but in no event later than alkty (60) days from the effective date thereof unless an extension, in writing, is granted by the Administrator. 22. Confiict or Uisa&reement To the extent Chet there exists any conflict between the language of this Agreement and the Exhibits attached hereto, the former shall govern and prevail. -21- • .+41 ♦ rt .. - - }t `+r.r}.,•. l. . •�• ...4. tom,.,. .,.�. + h - ' • - I Ix t WHEREOF,IN WITNESS r . : • , _ • • all the t6rvsand conditions contaihedt • dhereby • ir + / • - • • • r •ur • • : • TIM r . Americansto • as ofthe • above D�'ted : 19L. COUNTY OF O.-Wi'' GE .' Chairman, .goard ofSupervisors •,Y " �V, SIGN!EDAND CERTIFIED THIS DOC 4 RE TO THE CRAIRMA14 OF THE BOARD. CONTRACTOR • }} ? hyy4t. 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