SUBAWARD
BY AND BETWEEN
COUNTY OF LOS ANGELES
AGING AND DISABILITIES DEPARTMENT
AND
CITY
OF POMONA
FOR
ELDERLY NUTRITION PROGRAM (ENP)
SUBAWARD NUMBER ENP252607
SUBAWARD PERIOD: J ULY 2025 – JUNE 2026
ATTACHMENT NO. 3
TABLE OF CONTENTS
PARAGRAPH TITLE PAGE
RECITALS ..................................................................................................................................... 6
1.0 APPLICABLE DOCUMENTS ............................................................................................. 7
2.0 DEFINITIONS AND HEADINGS ......................................................................................... 9
3.0 WORK .............................................................................................................................. 10
4.0 TERM OF SUBAWARD .................................................................................................... 11
5.0 SUBAWARD SUM ............................................................................................................ 11
5.1 TOTAL SUBAWARD SUM ................................................................................... 11
5.2 WRITTEN APPROVAL FOR REIMBURSEMENT ................................................ 13
5.3 NOTIFICATION OF 75% OF SUBAWARD SUM .................................................. 14
5.4 NO PAYMENT FOR SERVICES PROVIDED FOLLOWING EXPIRATION OR TERMINATION OF SUBAWARD ......................................................................... 14
5.5 INVOICES AND PAYMENTS ............................................................................... 14
5.6 COST OF LIVING ADJUSTMENTS (COLA’s) ...................................................... 20
5.7 LIMITATIONS ON USE OF SUBAWARD SUMS .................................................. 20
5.8 OTHER SUBAWARDS ......................................................................................... 22
5.9 JOINT FUNDING REVENUES ............................................................................. 22
5.10 FEDERAL AWARD INFORMATION ..................................................................... 23
5.11 SUBRECIPIENT INDIRECT COSTS .................................................................... 24
5.12 MATCH CONTRIBUTION .................................................................................... 25
5.13 DEFAULT METHOD OF PAYMENT: DIRECT DEPOSIT OR ELECTRONIC FUNDS TRANSFER ............................................................................................. 26
6.0 ADMINISTRATION OF SUBAWARD - COUNTY ............................................................. 26
6.1 COUNTY ADMINISTRATION ............................................................................... 26
6.2 COUNTY'S CONTRACT MANAGER .................................................................... 27
6.3 COUNTY'S PROGRAM MANAGER ..................................................................... 27
6.4 COUNTY'S COMPLIANCE MANAGER ................................................................ 27
6.5 COUNTY’S CONTRACT ANALYST ..................................................................... 28
7.0 ADMINISTRATION OF SUBAWARD - SUBRECIPIENT .................................................. 28
7.1 SUBRECIPIENT ADMINISTRATION .................................................................... 28
7.2 SUBRECIPIENT'S PROJECT MANAGER............................................................ 28
7.3 APPROVAL OF SUBRECIPIENT'S STAFF .......................................................... 28
7.4 SUBRECIPIENT'S STAFF IDENTIFICATION ....................................................... 28
7.5 BACKGROUND AND SECURITY INVESTIGATIONS .......................................... 29
7.6 CONFIDENTIALITY ............................................................................................. 31
8.0 STANDARD TERMS AND CONDITIONS......................................................................... 33 ATTACHMENT NO. 3
8.1 AMENDMENTS .................................................................................................... 33
8.2 ASSIGNMENT AND DELEGATION/MERGERS OR ACQUISITIONS .................. 34
8.3 AUTHORIZATION WARRANTY ........................................................................... 35
8.4 BUDGET REDUCTIONS ...................................................................................... 36
8.5 COMPLAINTS ...................................................................................................... 36
8.6 COMPLIANCE WITH APPLICABLE LAWS .......................................................... 37
8.7 COMPLIANCE WITH CIVIL RIGHTS LAWS ........................................................ 38
8.8 COMPLIANCE WITH COUNTY'S JURY SERVICE PROGRAM ........................... 39
8.9 CONFLICT OF INTEREST ................................................................................... 41
8.10 CONSIDERATION OF HIRING COUNTY EMPLOYEES TARGETED FOR LAYOFFS OR ARE ON A COUNTY RE-EMPLOYMENT LIST ............................. 41
8.11 CONSIDERATION OF HIRING GAIN/START PARTICIPANTS ........................... 42
8.12 CONTRACTOR RESPONSIBILITY AND DEBARMENT ...................................... 42
8.13 CONTRACTOR'S ACKNOWLEDGEMENT OF COUNTY'S COMMITMENT TO THE SAFELY SURRENDERED BABY LAW ........................................................ 45
8.14 CONTRACTOR'S WARRANTY OF ADHERENCE TO COUNTY'S CHILD SUPPORT COMPLIANCE PROGRAM ................................................................ 45
8.15 COUNTY'S QUALITY ASSURANCE PLAN .......................................................... 45
8.16 DAMAGE TO COUNTY FACILITIES, BUILDINGS OR GROUNDS ...................... 46
8.17 EMPLOYMENT ELIGIBILITY VERIFICATION ...................................................... 46
8.18 COUNTERPARTS AND ELECTRONIC SIGNATURES AND REPRESENTATION ............................................................................................................................. 46
8.19 FAIR LABOR STANDARDS ................................................................................. 47
8.20 FORCE MAJEURE ............................................................................................... 47
8.21 GOVERNING LAW, JURISDICTION, AND VENUE ............................................. 47
8.22 INDEPENDENT CONTRACTOR STATUS ........................................................... 48
8.23 INDEMNIFICATION ............................................................................................. 48
8.24 GENERAL PROVISIONS FOR ALL INSURANCE COVERAGE ........................... 48
8.25 INSURANCE COVERAGE ................................................................................... 53
8.26 LIQUIDATED DAMAGES ..................................................................................... 55
8.27 MOST FAVORED PUBLIC ENTITY ..................................................................... 56
8.28 NON-DISCRIMINATION AND AFFIRMATIVE ACTION ........................................ 56
8.29 NON-EXCLUSIVITY ............................................................................................. 58
8.30 NOTICE OF DELAYS ........................................................................................... 58
8.31 NOTICE OF DISPUTES ....................................................................................... 58
8.32 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME CREDIT ................................................................................................................ 58
8.33 NOTICE TO EMPLOYEES REGARDING THE SAFELY SURRENDERED BABY LAW ..................................................................................................................... 58
8.34 NOTICES ............................................................................................................. 58
8.35 PROHIBITION AGAINST INDUCEMENT OR PERSUASION ............................... 59
8.36 PUBLIC RECORDS ACT ..................................................................................... 59
8.37 PUBLICITY ........................................................................................................... 59
8.38 RECORD RETENTION, INSPECTION AND AUDIT SETTLEMENT .................... 60 ATTACHMENT NO. 3
8.39 RECYCLED BOND PAPER .................................................................................. 65
8.40 LOWER TIER SUBAWARD .................................................................................. 65
8.41 TERMINATION FOR BREACH OF WARRANTY TO MAINTAIN COMPLIANCE WITH COUNTY'S CHILD SUPPORT COMPLIANCE PROGRAM ........................ 68
8.42 TERMINATION FOR CONVENIENCE ................................................................. 68
8.43 TERMINATION FOR DEFAULT ........................................................................... 69
8.44 TERMINATION FOR IMPROPER CONSIDERATION .......................................... 70
8.45 TERMINATION FOR INSOLVENCY .................................................................... 70
8.46 TERMINATION FOR NON - ADHERENCE OF COUNTY LOBBYIST ORDINANCE ............................................................................................................................. 71
8.47 TERMINATION FOR NON - APPROPRIATION OF FUNDS ................................ 71
8.48 VALIDITY ............................................................................................................. 71
8.49 WAIVER ............................................................................................................... 72
8.50 WARRANTY AGAINST CONTINGENT FEES ...................................................... 72
8.51 WARRANTY OF COMPLIANCE WITH COUNTY'S DEFAULTED PROPERTY TAX REDUCTION PROGRAM ..................................................................................... 72
8.52 TERMINATION FOR BREACH OF WARRANTY TO MAINTAIN COMPLIANCE WITH COUNTY' S DEFAULTED PROPERTY TAX REDUCTION PROGRAM ..... 72
8.53 TIME OFF FOR VOTING ..................................................................................... 73
8.54 COMPLIANCE WITH COUNTY'S ZERO TOLERANCE HUMAN TRAFFICKING POLICY ................................................................................................................ 73
8.55 INTENTIONALLY OMITTED ................................................................................ 73
8.56 COMPLIANCE WITH FAIR CHANCE EMPLOYMENT PRACTICES .................... 73
8.57 COMPLIANCE WITH COUNTY POLICY OF EQUITY .......................................... 74
8.58 PROHIBITION FROM PARTICIPATION IN FUTURE SOLICITATION(S) ............. 74
8.59 INJURY AND ILLNESS PREVENTION PROGRAM ............................................. 74
8.60 CAMPAIGN CONTRIBUTION PROHIBITION FOLLOWING FINAL DECISION IN SUBAWARD PROCEEDING ................................................................................ 74
9.0 UNIQUE TERMS AND CONDITIONS ............................................................................... 75
9.1 ALLEGATIONS OF FRAUD AND/OR ABUSE ...................................................... 75
9.2 AMERICANS WITH DISABILITIES ACT (ADA) .................................................... 76
9.3 CONTRACTOR'S CHARITABLE ACTIVITIES COMPLIANCE ............................. 76
9.4 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA) ................................................................................................................ 76
9.5 FIXED ASSETS, NON-FIXED ASSETS AND SUPPLIES ..................................... 77
9.6 LIMITATION ON CORPORATE ACTS ................................................................. 77
9.7 INTENTIONALLY OMITTED ................................................................................ 78
9.8 MANDATORY REQUIREMENT TO REGISTER ON COUNTY'S WEBVEN ......... 78
9.9 MODIFICATIONS ................................................................................................. 78
9.10 NEPOTISM .......................................................................................................... 80
9.11 OWNERSHIP OF MATERIALS, SOFTWARE AND COPYRIGHT ........................ 80
9.12 PATENT, COPYRIGHT AND TRADE SECRET INDEMNIFICATION ................... 81
9.13 PROBATION AND SUSPENSION........................................................................ 82
9.14 TRANSITION OF SUBAWARD SERVICES ......................................................... 84 ATTACHMENT NO. 3
9.15 TRAVEL EXPENSES ........................................................................................... 86
9.16 DRUG-FREE WORKPLACE ................................................................................ 86
9.17 INFORMATION TECHNOLOGY, SECURITY AND PRIVACY REQUIREMENTS 87
9.18 REMEDIES FOR NON-COMPLIANCE ................................................................. 95
9.19 PAYMENT AND PERFORMANCE GUARANTIES ............................................... 95
9.20 SUBAWARD DOCUMENT DELIVERABLES ........................................................ 98
9.21 FISCAL REPORTING REQUIREMENTS ........................................................... 103
9.22 UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT (SAM) ........................................................................................................................... 108
9.23 UNUSUAL OCCURRENCES AND CRIME ......................................................... 108
9.24 FEMA PROVISIONS .......................................................................................... 109
9.25 REDUCING SINGLE-USE PLASTICS .................................................................. 109
10.0 SURVIVAL...................................................................................................................... 109
ATTACHMENT NO. 3
TABLE OF CONTENTS
EXHIBITS
Exhibit A (Statement of Work and Attachments)
Exhibit B1.1 (Budget)
Exhibit B1.2 (Budget)
Exhibit C1.1 (Mandated Program Services)
Exhibit C1.2 (Mandated Program Services)
Exhibit D (County's Administration)
Exhibit E (Subrecipient’s Administration)
Exhibit F1 (Subrecipient Acknowledgement and Confidentiality Agreement)
Exhibit G (Safely Surrendered Baby Law)
Exhibit H (Intentionally Omitted)
Exhibit I (Business Associate Agreement Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA))
Exhibit J (Charitable Contributions Certification)
Exhibit K (Information Security and Privacy Requirements)
Exhibit L (California Civil Rights Laws Certification)
Exhibit M (FEMA Provisions)
Exhibit N (Criteria and Standards for Letters of Credit and Certificates of Deposit)
Exhibit O (Subrecipient’s Compliance with Encryption Requirements)
Exhibit P (Definitions)
Exhibit Q (Accounting, Administration and Reporting Requirements)
Exhibit R (Joint Funding Revenue Disclosure)
Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies)
Exhibit T (List of Lower Tier Subawards)
Exhibit U (Certification of Compliance with County’s Defaulted Property Tax Reduction Program) ATTACHMENT NO. 3
RECITALS
This agreement for services ("Subaward" or "Contract") is made and entered into on July 1, 20 25 (“Execution Date”) by and between the parties identified below:
County of Los Angeles through its
Aging and Disabilities Department
("County")
County's Business Address:
510 South Vermont Avenue
Los Angeles, CA 90020
and
City of Pomona
("Subrecipient" or "Contractor")
Subrecipient's Business Address:
P.O. Box 660
Pomona, CA 91769
WHEREAS, pursuant to the provisions of the Older Americans Act Title 42 United States Code Section 3001 et seq. ("OAA") and the Mello-Granlund Older Californians Act California Welfare and Institutions Code Section 9000 et seq.("OCA"), the California Department of Aging ("CDA" or "State") is authorized to administer elements of the OAA and OCA as it relates to the provision of nutrition services; and WHEREAS, County may operate programs which are determined to serve public purposes and County may contract with agencies for the provision of such services; and WHEREAS, County has established its Elderly Nutrition Program ("ENP" or "Program"), and County and Subrecipient agree to engage contractually whereby Subrecipient will provide ENP Services as specified in Exhibit A (Statement of Work and Attachments) and elsewhere herein in exchange for County's reimbursement to Subrecipient for those Services; and
WHEREAS, pursuant to Program Memo No. 23- 12 issued on June 112, 2023, the State of California, through the CDA, has allocated nutrition modernization funds to the Area Agencies on Aging (AAA) for modernization of the OCA to encourage the AAAs to advance and expand OCA programs, with a focus on ensuring ongoing sustainability; and
WHEREAS, Subrecipient warrants that it possesses and will maintain the competence, expertise, and personnel necessary to provide such ENP Services within County's jurisdictional boundaries for Supervisorial District One (1) throughout the term of this Subaward; and ATTACHMENT NO. 3
WHEREAS, Subrecipient further warrants that throughout the entirety of this Subaward, Subrecipient will establish and implement written administrative, management and personnel policies and procedures to govern the management and administration of ENP in order to ensure that all goals and objectives are achieved as contracted; and
WHEREAS, County and Subrecipient recognize and agree that specific terms (including, but not limited to, Subrecipient, Contractor, Subaward, Contract, etc.) which are used throughout this agreement for Services are required to be used interchangeably in order to comply with Federal, State and County regulations as stated in Subparagraph 2.2; and,
WHEREAS, on May 13, 2025, the Los Angeles County Board of Supervisors (“Board”) authorized the Director of County of Los Angeles Aging and Disabilities Department ("County's Director") or their designee to enter, execute and administer this Subaward.
NOW therefore, in consideration of the mutual promises, covenants and conditions set forth herein, the parties County and Subrecipient hereto agree as follows:
1.0 APPLICABLE DOCUMENTS
1.1 Exhibits A, B1.1, B1.2, C1.1, C1.2, D, E, F1, G, I, J, K, L, M, N, O, P, Q, R, S, T, and U are attached to and form a part of this Subaward. This Subaward constitutes the complete and exclusive statement of understanding between the parties, which supersedes all previous agreements, written or oral, and all other communications between the parties relating to the subject matter of this Subaward. No change to this Subaward will be valid unless prepared pursuant to Subparagraph 8.1 (Amendments) and signed by both parties.
1.2 Intentionally Omitted
1.3 T he headings, page numbers, Paragraph and Subparagraph numbers contained in this Subaward are for convenience and reference only and are not intended to define the scope of any provision herein.
1.4 References in this Subaward to Federal, State, County and/or other governmental laws, rules, regulations, ordinances, guidelines, directives, and Program memoranda will mean such laws, rules, regulations, ordinances, guidelines, directives, and Program memoranda as amended, revised and/or modified from time to time. To access current County directives, visit County's website at: https://www.lacountyad.org/business.
1.5 Unless expressly stated otherwise, all approvals, consents and determinations made by or on behalf of County, under this Subaward, will be in writing, and will be given or made in the sole discretion of the person or County agent authorized to provide such approval or consent.
1.6 In the event of any conflict or inconsistency in the definition or interpretation of any word, responsibility, schedule, or the contents or description of any task, deliverable, goods, Service, or other work, or otherwise between the base Subaward and the Exhibits, or between Exhibits, such conflict or inconsistency will be resolved by giving precedence ATTACHMENT NO. 3
first to the terms and conditions of the Subaward and then to the Exhibits according to the following priority:
1.6.1 Exhibit A (Statement of Work and Attachments)
1.6.2 Exhibit B1.1 (Budget)
1.6.3 E xhibit B1.2 (Budget)
1.6.4 Exhibit C1.1 (Mandated Program Services)
1.6.5 Exhibit C1.2 (Mandated Program Services)
1.6.6 Exhibit D (County’s Administration)
1.6.7 Exhibit E (Subrecipient's Administration)
1.6.8 Exhibit F1 (Subrecipient Acknowledgement and Confidentiality Agreement)
1.6.9 Exhibit G (Safely Surrendered Baby Law)
1.6.10 Exhibit I ( Business Associate Agreement Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA))
1.6.11 Exhibit J (Charitable Contributions Certification)
1.6.12 Exhibit K (Information Security and Privacy Requirements)
1.6.13 Ex hibit L (California Civil Rights Laws Certification)
1.6.14 Exhibit M (FEMA Provisions)
1.6.15 Exhibit N (Criteria and Standards for Letters of Credit and Certificates)
1.6.16 Exhibit O (Subrecipient's Compliance with Encryption Requirements)
1.6.17 Exhibit P (Definitions)
1.6.18 Exhibit Q (Accounting, Administration and Reporting Requirements)
1.6.19 Exhibit R (Joint Funding Revenue Disclosure)
1.6.20 Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies)
1.6.21 Exhibit T (List of Lower Tier Subawards)
1.6.22 Exhibit U (Certification of Compliance with County’s Defaulted Property Tax Reduction Program)
ATTACHMENT NO. 3
1.7 In addition to the terms and conditions listed herein, Subrecipient must comply with the State's terms and conditions and must obtain the most current version of the CDA contract and any amendments thereto which are available online as follows:
https://www.aging.ca.gov/Providers_and_Partners/Area_Agencies_on_Aging/Contract s_Download_Page/
1.8 All forms of written communications (including but not limited to letters (i.e., allocation letters, etc.), notices, directives, e -mails, etc.) provided to Subrecipient pertaining to Program Services, operations, funding, budgeting, and the like are hereby incorporated by reference and will form a part of this Subaward. Subrecipient must comply with all directions and instructions issued by County through these forms of communication.
2.0 DEFINITIONS AND HEADINGS
2.1 The headings herein contained are for convenience and reference only and are not intended to define the scope of any provision thereof. Exhibit P (Definitions) provides the meaning of key words used herein. These definitions will be construed to have the meaning provided, unless otherwise apparent from the context in which they are used, or specifically noted herein.
2.2 Federal and County Terms
2.2.1 In compliance with the requirements of Title 45 Code of Federal Regulations Part 75 et seq. and Title 2 Code of Federal Regulations Part 200 et seq., the following terms will be used to refer to this Agreement:
2.2.1.1 Subaward: Subaward By and Between County of Los Angeles Aging and Disabilities Department and City of Pomona for Elderly Nutrition Program Subaward Number ENP252607
Subaward Period July 1, 2025 – June 30, 2026
2.2.1.2 Subrecipient: The party to this Agreement who is identified as City of Pomona
2.2.1.3 Lower Tier Subaward: A third-party agreement; and
2.2.1.4 Lower Tier Subrecipient: A third-party
2.2.2 In compliance with County of Los Angeles statutes and Board mandates, the following terms also may be used to refer to this Agreement in certain instances:
2.2.2.1 Contract: Subaward By and Between County of Los Angeles Aging and Disabilities Department and City of Pomona Elderly Nutrition Program Subaward Number ENP252607 Subaward
Period July 1, 2025 – June 30, 2026;
2.2.2.2 Contractor: The party to this Agreement who is identified as City of Pomona
ATTACHMENT NO. 3
2.2.2.3 Subcontract: A third-party agreement
2.2.2.4 Subcontractor: A third-party
2.2.3 In all cases, when the terms Subaward, Subrecipient, Lower Tier Subaward, and Lower Tier Subrecipient are used, then these will have the meaning provided herein and as noted in Exhibit P (Definitions).
3.0 WORK
3.1 Pursuant to the provisions of this Subaward, Subrecipient must fully perform, complete, and deliver on time, all tasks, deliverables, Services, and other work as set forth herein.
3.2 If Subrecipient provides any tasks, deliverables, goods, Services, or other work, other than as specified in this Subaward, the same will be deemed to be a gratuitous effort on the part of Subrecipient, and Subrecipient will have no claim whatsoever against County.
3.3 In the performance of this Subaward, Subrecipient must comply with the following (which may be amended, modified or revised from time to time by County and/or other funding authorities): all terms and conditions of this Subaward (including all terms contained in the Exhibits hereto) as well as those imposed and required by County and/or other funding authorities; all Program memoranda; implementing regulations; grant requirements; and, all relevant rules and policies.
3.4 Subrecipient acknowledges that time is of the essence in the provision and completion of the Work provided to County as stipulated in this Subaward, as is the timely conveyance of reporting deliverables to County, as also stipulated in this Subaward.
3.5 Subrecipient's performance under the requirements of this Subaward will be evaluated during each Fiscal Year (hereafter "Fiscal Year" or "Program Year").
Subrecipient must provide Services and expend the Subaward Sum allocated for any Fiscal Year under this Subaward as stated in: Paragraph 5.0 (Subaward Sum); Exhibit A (Statement of Work and Attachments ), Attachment 2 (Performance Requirements Summary); Budget exhibit(s); and Mandated Program Services exhibit(s).
3.6 At County's request, Subrecipient must complete a new Budget exhibit(s) and Mandated Program Services exhibit(s) and submit them to County prior to the beginning of the Fiscal Year or as directed by County. Such documents must be completed in accordance with the requirements noted on each such document, as directed by County, and pursuant to Program guidelines.
3.7 Subrecipient acknowledges that this Subaward includes Performance Requirements and Standards which are provided in Exhibit A (Statement of Work and Attachments), Attachment 2 (Performance Requirements Summary). These Requirements will be used to measure Subrecipient's performance of the Subaward and the Work.
Subrecipient must adhere to the Performance Requirements, Standards and the corresponding Acceptable Quality Level identified in Exhibit A (Statement Work and Attachments), Attachment 2 (Performance Requirements Summary).
ATTACHMENT NO. 3
3.8 The Subaward Sum allocated for any Fiscal Year under this Subaward and the Services associated with those funds may be reduced from Subrecipient's allocation and reallocated to other ENP subrecipients that are performing and/or expending at a higher level and qualify for increases if Subrecipient fails to provide at least ninety-five percent (95%) of the Services and/or expend at least ninety-five percent (95%) of the Subaward Sum allocated during the Fiscal Year as provided in Paragraph 5.0 (Subaward Sum).
3.9 Subrecipient agrees that the performance of Work and Services pursuant to the requirements of this Subaward will conform to accepted professional standards.
4.0 TERM OF SUBAWARD
4.1 The term of this Subaward will be one (1) year commencing on July 1, 2025, upon execution by the parties, and will continue through June 30, 2026 , unless sooner terminated or extended in writing by County, in whole or in part, as provided in this Subaward. The term of this Subaward will operate on County's Fiscal Year period as defined in Exhibit P (Definitions).
4.2 Following the initial term as set forth in Subparagraph 4.1 above, County will have the sole option to extend the Subaward term for up to t hree (3) additional one (1) year periods for a maximum total Subaward term of four (4) years. Each such extension option will be exercised at the sole discretion of County's Director or their designee as authorized by the Board.
4.3 Subrecipient acknowledges County maintains databases that track/monitor Subrecipient's performance history. Information entered into such databases may be used for a variety of purposes, including determining whether County will exercise a Subaward term extension option.
4.4 Subrecipient must notify County when this Subaward is within six (6) months of the expiration of the term as provided for hereinabove. Upon occurrence of this event, Subrecipient must send written notification to County's Contract Manager at the address herein provided in Exhibit D (County's Administration).
5.0 SUBAWARD SUM
5.1 TOTAL SUBAWARD SUM
5.1.1 Cost Reimbursement Subaward
5.1.1.1 County and Subrecipient agree that this is a cost reimbursement Subaward based on the firm -fixed unit rate(s) set forth in Budget exhibit(s) and Mandated Program Services exhibit(s) for the Fiscal Year or Program Year identified in each such document. This unit rate(s) will remain firm and fixed throughout the entire term of such Fiscal Year or Program Year under this Subaward. County and Subrecipient further agree that the unit rate(s) represents Subrecipient's true, actual, and supported costs which are incurred solely for providing Services hereunder. For purposes of this Subaward, such ATTACHMENT NO. 3
true/actual costs are those costs which are net of any
applicable credits including, but not limited to, discounts, refunds, adjustments, rebates, allowances, etc. and are inclusive of any taxes, delivery/shipping charges, etc.
5.1.1.2 County will reimburse Subrecipient for supplying the Services as set forth in Exhibit A (Statement of Work and Attachments), Budget exhibit(s) and Mandated Program Services exhibit(s).
In the event that County or any of its duly authorized
representatives (including, but not limited to, Federal, State and other County agents) notes any discrepancy(ies) between Subrecipient's true/actual costs and the costs which have been reimbursed to Subrecipient then County will remedy such discrepancy(ies) at County's sole discretion.
5.1.1.3 Subrecipient must track Subaward Sums and contributions.
Subrecipient must provide a tracking of Subaward Sums during an audit as indicated in Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement).
5.1.2 Funding Allocations
5.1.2.1 During the term of this Subaward, Subrecipient will receive funding for providing the Services outlined in this Subaward.
The funding allocation for the initial term of this Subaward is $462,500 (which includes OAA Funds in the amount of
$384,500 and Moder nizing Older Californians Act ( MOCA) Funds in the amount of $78,000) ("Subaward Sum Year 1") and the year -to-date funding allocation is $ 462,500 ("Maximum Subaward Sum"). Any additional funding that is allocated under this Subaward will increase the Maximum Subaward Sum.
5.1.2.2 In the event that County exercises its renewal options under this Subaward, the projected funding will be allocated to Subrecipient annually for each Fiscal Year that this Subaward is renewed as follows: $462,500 ("Subaward Sum Year 2") ; $462,500 ("Subaward Sum Year 3 "), and $ 462,500
("Subaward Sum Year 4"). If County exercises all renewal options under this Subaward, the Maximum Subaward Sum is projected to be $1,850,000.
5.1.2.3 Pursuant to Subparagraph 8.1 (Amendments), County may amend this Subaward upon occurrence of any changes to the Subaward Sum. Future allocations of the Subaward Sums will be contingent upon Subrecipient's level of
performance/expenditure and the availability and appropriation of funds from Federal, State, and/or local authorities and such funds may be subsequently adjusted to reflect available funding.
ATTACHMENT NO. 3
5.1.3 Subaward Sum Year 1 Funding Source(s)
5.1.3.1 The Subaward Sum Year 1 for this Subaward is comprised of monies which are identified by the funding source(s) or governing statue(s) listed below. The funding source(s) and governing statute(s) authorize County to use these monies to provide Program Services.
5.1.3.2 OAA Title III C-1 (Nutrition Services) original baseline funds
5.1.3.2.1 Subaward Sum: $384,500
5.1.3.2.2 Service Area: Supervisorial District 1
5.1.3.2.3 Period of Performance: July 1, 2025 – June 30, 2026
5.1.3.2.4 Allocation Letter: Fiscal Year 2025- 26 Original Baseline and Modernizing Older Californians Act
Funding Allocation for Elderly Nutrition Program
Services
5.1.3.3 Modernizing Older Californians Act (MOCA) funds for ENP Congregate Meal Services
5.1.3.3.1 Subaward Sum: $78,000
5.1.3.3.2 Service Area: Supervisorial District 1
5.1.3.3.3 Period of Performance: July 1, 2025 – June 30, 2026
5.1.3.3.4 Allocation Letter: Fiscal Year 2025- 26 Original Baseline and Modernizing Older Californians Act
Funding Allocation or Elderly Nutrition Program
Services
5.2 WRITTEN APPROVAL FOR REIMBURSEMENT
5.2.1 Subrecipient will not be entitled to payment or reimbursement for any tasks or Services performed, nor for any incidental or administrative expenses whatsoever incurred in or incidental to performance hereunder, except as specified herein. Assumption or takeover of any of Subrecipient's duties, responsibilities, or obligations, or performance of same by any person or entity other than Subrecipient, whether through assignment, Lower Tier Subaward, delegation, merger, buyout, or any other mechanism, with or ATTACHMENT NO. 3
without consideration for any reason whatsoever, must not occur except with County's express prior written approval.
5.3 NOTIFICATION OF 75% OF SUBAWARD SUM
5.3.1 Subrecipient must maintain a system of record keeping that will allow Subrecipient to determine when it has incurred seventy -five percent (75%) of the Subaward Sum allocated for any Fiscal Year under this Subaward.
Upon occurrence of this event, Subrecipient must send written notification to County's Contract Manager at the address provided in Exhibit D (County's Administration).
5.4 NO PAYMENT FOR SERVICES PROVIDED FOLLOWING EXPIRATION OR
TERMINATION OF SUBAWARD
5.4.1 Subrecipient will have no claim against County for payment of any money or reimbursement, of any kind whatsoever, for any Service provided by Subrecipient after the expiration or other termination of this Subaward.
Should Subrecipient receive any such payment, Subrecipient must immediately notify County's Contract Manager and must immediately repay all such funds to County. Payment by County for Services rendered after expiration or termination of this Subaward will not constitute a waiver of County's right to recover such payment from Subrecipient.
5.5 INVOICES AND PAYMENTS
5.5.1 Subrecipient must invoice County only for providing the tasks, deliverables, goods, Services, and other work specified in Exhibit A (Statement of Work and Attachments ), Mandated Program Services ex hibit(s) and elsewhere hereunder. Subrecipient must prepare invoices, which will include the charges owed to Subrecipient by County under the terms of this Subaward.
Each invoice must be based on actual expenditures and Subrecipient will not submit an invoice based on budgeted or estimated costs (i.e., Subrecipient will not su bmit an invoice based on 1/12th of the Subaward Sum allocated for the Fiscal Year under this Subaward).
5.5.2 Subrecipient’s invoices must be priced in accordance with the information provided in Budget exhibit(s) and Mandated Program Services exhibit(s) for the Fiscal Year (or Program Year) identified therein. Subrecipient will be paid only for the tasks, deliverables, goods, Services, budgeted items, and other work approved in writing by County. If County does not approve the Work in writing, no payment will be due to Subrecipient for that Work.
5.5.3 Intentionally Omitted
5.5.4 Submission of Invoices
5.5.4.1 Subrecipient
must prepare monthly invoices, along with
any necessary supporting documentation for each invoice, ATTACHMENT NO. 3
for Subrecipient's Work performed under the
requirements of this Subaward. Monthly invoices must
also include any amounts related to matching funds and
program income, if applicable. Upon direction of County, Subrecipient must provide all support documenta tion
required by County, including, but not limited to, vendor invoices, receipts of payment, bank statements, and/or
bank registers. All supporting documentation must be able to justify the costs invoiced and be submitted to County within thirty (30) days following the date the corresponding monthly invoice is submitted. County reserves the right to require Subrecipient to upload all required support
documentation using County’s Information Technology
Systems (ITS which may include the Contract
Management System (CMS) – Subrecipient’s Gateway or
via other ITS identified by County. Subrecipient must
submit all invoices to County in the form and manner as directed by County by the 10th calendar day of the month following the month of Service (e.g., Subrecipient must submit an invoice for Services provided in October by
November 10th for reimbursement). In instances, when
the 10th calendar day falls on a non- business day
(Saturday, Sunday, or Los Angeles County holiday),
Subrecipient must submit the invoice by the following
business day. County reserves the right to modify in
writing the due date(s) for the submission of invoices as needed in order to meet regulatory deadlines.
5.5.4.1.1 Subrecipient must submit the final, year -end invoice to County no later than the 3rd
calendar day of the month following the month
in which final Services were provided during
the Fiscal Year or Program Year, unless
otherwise instructed by County. In instances,
when the 3rd calendar day falls on a non-
business day (Saturday, Sunday, or Los
Angeles County holiday), Subrecipient must
submit the invoice by the following business
day. County reserves the right to modify in
writing the due date(s) for the submission of
invoices as needed in order to meet regulatory
deadlines.
ATTACHMENT NO. 3
5.5.4.1.2 Subrecipient must report all final costs incurred under this Subaward. If applicable,
Subrecipient must also include any matching
funds and program income in the final year -
end invoice.
5.5.4.2 Subrecipient must submit an invoice for each month of Service as directed above and invoices must be submitted in
chronological order (e.g., July, August, September, etc.). For example, Subrecipient must not submit the September invoice unless the August invoice was previously submitted by the 10th calendar day following the month of August. County will not be under any obligation to pay any invoice that is submitted out of chronological order until Subrecipient takes the appropriate measures to adhere to these requirements.
5.5.4.3 When Subrecipient does not incur any expenditures for the month of Service, Subrecipient must prepare an invoice as directed by County so that the invoice reflects zero dollars ($0) expenditures. Subrecipient must submit the invoice according to the procedures outlined herein and as further directed by County.
5.5.4.4 Subrecipient is responsible for the accuracy of invoices submitted to County. Subrecipient must reconcile its invoices and correct inaccuracies or inconsistencies in the invoices it submits to County. Subrecipient and County agree as follows:
5.5.4.4.1 When County or its designee discovers that
Subrecipient has been overpaid, County will
send Subrecipient written notification to request
return of the overpayment. Overpayment includes,
but is not limited to, payment(s) made to
Subrecipient that exceeds the Subaward Sum
allocated for any Fiscal Year under this Subaward.
Subrecipient must return such overpayment to
County's Compliance Manager within thirty (30)
days of receiving County's written notification.
5.5.4.4.2 When Subrecipient receives or discovers any
overpayment from County, Subrecipient must
immediately notify County's Compliance Manager
in writing of such overpayment. Subrecipient must
immediately return such overpayment to County's
Compliance Manager within thirty (30) days of
receiving or discovering the overpayment.
ATTACHMENT NO. 3
5.5.4.4.3 At County's sole election, overpayment made to Subrecipient may be used to offset future
payments due Subrecipient.
5.5.4.5 Subrecipient must submit a complete, accurate, verifiable, and timely invoice for each month of Service as directed above.
Subrecipient must also submit a complete, accurate, verifiable, and timely final year -end invoice as also directed above.
Subrecipient's failure to comply with these requirements may result in delayed processing of payment(s). Any invoice which does not adhere to County's requirements may be rejected at County's sole discretion. Subrecipient's continued non - compliance with County's invoicing policies and procedures may lend Subrecipient to remedies which County may impose at County's sole discretion.
5.5.5 County Approval of Invoices
5.5.5.1 All invoices submitted by Subrecipient for payment must have the written approval of County's Contract Manager or designee prior to any payment thereof. In no event will County be liable or responsible for any payment prior to such written approval.
Approval for payment will not be unreasonably withheld.
5.5.5.2 County will review Subrecipient's supporting documentation for its invoice and reconcile between the invoice and the supporting documentation. County will also use the supporting
documentation to confirm that all of Subrecipient's costs reported on the invoice have been p aid. County will
communicate any discrepancies with Subrecipient to acquire additional information, if needed. This will ensure that any questioned cost(s) is addressed before the cost(s) becomes disallowed. In the event Subrecipient is not able to substantiate the cost(s), Subrecipient will have to repay County for all unsubstantiated costs, Subrecipient may be removed from eligibility for future cash advances (if cash advances are allowed under this Subaward), Subrecipient's payments may be suspended, and/or County may impose other remedies
deemed appropriate by County.
5.5.6 Payments to Subrecipient
5.5.6.1 In accordance with the invoicing policies and procedures set forth in this Subaward as well as those provided by County, County agrees to pay Subrecipient for the
satisfactory provision of the Services identified in Exhibit A (Statement of Work and Attachments) and any amendments, addendums, or modifications thereto. Such payment will not exceed the amount(s) indicated in Subparagraph 5.1.2
ATTACHMENT NO. 3
(Funding Allocations). All payments to Subrecipient will be made in arrears on a monthly basis for Services performed, provided that Subrecipient is not in default under any
provision of this Subaward. County has no obligation to pay for any work except those Services expressly authorized by this Subaward.
5.5.6.2 Payments to Subrecipient will be made within thirty (30) calendar days after receipt of an "undisputed invoice". For purposes of this Subparagraph 5.5.6, an undisputed invoice will mean an invoice which does not contain errors and has been completed and submitted by Subrecipient pursuant to the requirements outlined herein and as directed by County.
County has the final authority to determine whether or not an invoice is an undisputed invoice. Subrecipient must promptly adhere to County's instructions for correcting an invoice in order to prevent any delays in processing payment(s). Until Subrecipient submits an undisputed invoice, County will not be under any obligation to pay any invoice that is not submitted pursuant to the requirements outlined herein and as directed by County.
5.5.6.3 All payments for Services provided under the terms of this Subaward will be made to Subrecipient using Subrecipient's legal name and taxpayer identification number. Subrecipient will not request payments to be made to third-party vendors or any vendor which Subrecipient may use in the performance of this Subaward (i.e., Lower Tier Subrecipients). For purposes of this Subaward, Subrecipient's legal name is identified as the name on Subrecipient's articles of incorporation, charter or other legal document that was used to create Subrecipient's organization.
5.5.6.4 Past Due Invoice
5.5.6.4.1 Any invoice submitted more than thirty (30) days after the last day of the month in which the
Services were rendered will constitute a "past due
invoice". Notwithstanding any other provision of
this Subaward, Subrecipient and County agree
that County will have no obligation whatsoever to
pay any past due invoices. County may, in its
sole discretion, pay some or all of a past due
invoice which Subrecipient has submitted,
provided that sufficient funds remain available
under this Subaward.
ATTACHMENT NO. 3
5.5.6.5 Method of Compensation Adjustment
5.5.6.5.1 During any Fiscal Year period within the term of this Subaward, County, at its sole discretion, has
the option of altering the monthly method of
compensation/payment from full reimbursement
for Services completed to an amount equal to
one-twelfth (1/12) of the Subaward Sum
allocated for any Fiscal Year under this
Subaward. County may pursue this method of
compensation if Subrecipient is providing
Services to more Clients than anticipated and it
appears that the Subaward Sum will be
completely depleted before the end of a Fiscal
Year. County wi ll provide Subrecipient with at
least two (2) weeks advance written notice of its
decision to alter the method of compensation.
5.5.6.5.2 In no event will County's decision t o alter the method of compensation affect the Term, the
Subaward Sum allocated for any Fiscal Year
under this Subaward, Work, or any other
provision under this Subaward unless such
change is made pursuant to a validly executed
Amendment to this Subaward noti ng any such
change(s).
5.5.7 Subaward-Related Documents
5.5.7.1 Subrecipient must complete all Subaward- related documents in accordance with the requirements noted on each such
document, as directed by County, and pursuant to Program guidelines. Subrecipient's failure to timely submit Subaward- related documents that are accurate and complete, as
requested or required by County, may result in suspension of payments to Subrecipient or other remedies provided by law or under this Subaward. Such documents must include, but are not limited to, the documents outlined in Subparagraph 9.20 (Subaward Document Deliverables), Subparagraph 9.21 (Fiscal Reporting Requirements) and the following: Exhibit A
(Statement of Work and Attachments), Attachment 7 (Site Summary); Budget exhibit(s); Mandated Program Services
exhibit(s); Exhibit E (Subrecipient's Administration); Exhibit F1 (Subrecipient Acknowledgement and Confidentiality
Agreement); Exhibit J (Charitable Contributions Certification); Exhibit L (California Civil Rights Laws Certification); Exhibit M (FEMA Provisions) (applicable only when Subaward Sums
include FEMA f unds); Exhibit O (Subrecipient's Compliance with Encryption Requirements); Exhibit R (Joint Funding ATTACHMENT NO. 3
Revenue Disclosure); Exhibit T (List of Lower Tier Subawards); and Exhibit U (Certification of Compliance with County’s Defaulted Property Tax Reduction Program).
5.5.8 Preference Program Enterprise– Prompt Payment Program
5.5.8.1 Certified Prompt Payment Enterprises (PPEs) will receive prompt payment for Services they provide to County. Prompt payment is defined as fifteen (15) calendar days after receipt of an approved, undisputed invoice which has been properly matched against documents such as a receiving, shipping or services delivered report, or any other validation of receipt document consistent with Board Policy 3.035 (Preference Program Payment Liaison and Prompt Payment Program) .
5.6 COST OF LIVING ADJUSTMENTS (COLA’s)
5.6.1 If requested by Subrecipient, the Subaward hourly, daily, monthly or Unit Rate amount may, at the sole discretion of County, be increased annually based on the most recent published percentage change in the United States Department of Labor, Bureau of Labor Statistics' Consumer Price Index for Urban Consumers (CPI-U) for the Los Angeles-Long Beach-Anaheim Area for the 12-month period preceding the Subaward commencement anniversary date, which will be the effective date for any Cost of Living Adjustment (COLA). However, any increase must not exceed the general salary movement granted to County employees as determined by the Chief Executive Officer as of each July 1 for the prior 12-month period.
Furthermore, should fiscal circumstances ultimately prevent the Board from approving any increase in County employee salaries, no COLA will be granted. Where County decides to grant a COLA pursuant to this Subparagraph for living wage subawards, County may, in its sole discretion exclude the cost of labor (including the cost of wages and benefits paid to employees providing Services under this Subaward) from the base upon which a COLA is calculated, unless Subrecipient can show that its labor cost will actually increase. Further, before any COLA increase will take effect and become part of this Subaward, it will require a written amendment to this Subaward first, that has been formally approved and executed by the parties. To request a COLA, Subrecipient must submit a written request along with appropriate justification to the Contract Analyst 60 days prior to exercising the additional option year periods identified in Subparagraph 4.2.
At no time will any increase in the Subaward hourly, daily, monthly or Unit Rate amount, or COLA adjustment, ever result in the Subaward Sum exceeding the Subaward Sum or Maximum Subaward Sum.
5.7 L
IMITATIONS ON USE OF SUBAWARD SUMS
5.7.1 Subaward Sums may only be used for the purposes set forth herein, and must be consistent with the statutory authority for the Program.
ATTACHMENT NO. 3
5.7.2 Expenditures made by Subrecipient in the operation of this Subaward must be in compliance and in conformity with Title 45 Code of Federal Regulations Part 75 et seq. and Title 2 Code of Federal Regulations Part 200 et seq.
Subrecipient must comply with the Administrative Requirements and Cost Principles which are outlined in Exhibit Q (Accounting, Administration and Reporting Requirements), and must adhere to the strict administrative and fiscal standards described therein. Subrecipient will be responsible for obtaining Title 45 Code of Federal Regulations Part 75 et seq. and Ti tle 2 Code of Federal Regulations Part 200 et seq., which are available via the Internet at eCFR :: 45 CFR Part 75 -- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for HHS Awards and eCFR :: Title 2 of the CFR -- Federal Financial Assistance. Subrecipient must also comply with the applicable requirements and standards referred to in Title 45 Code of Federal Regulations Part 1321.5 (Grants to State and Community Programs on Aging).
5.7.3 Limitations on Subaward Sums
5.7.3.1 Subrecipient will not be paid for any Subaward expenditures that exceed the Subaward Sum allocated for any Fiscal Year under this Subaward. County has no obligation, whatsoever, to pay for any expenditures that exceed this Subaward Sum. Any expenditures that exceed such Subaward Sum will become the sole fiscal responsibility of Subrecipient.
5.7.3.2 Subrecipient must only expend the Subaward Sum during the Fiscal Year for which it is allocated. Should County exercise its option to extend this Subaward and Subrecipient does not expend funding up to the Subaward Sum appropriated for the Fiscal Year, that unspent amount will not carry forward (or roll- over) to the following Fiscal Year.
5.7.4 Prohibitions on Subaward Sums
5.7.4.1 Subrecipient must comply with Public Law (PL) 101-121 (Title 31 United States Code Section 1352), its amendments or
revisions, and any implementing regulations, prohibiting the use of Federal money to influence or attempt to influence a member of Congress, Congressional staff, or a Federal
employee to award, make or amend any Federal subaward,
grant, loan, or cooperative agreement. Subrecipient must also comply with all certification and disclosure requirements of PL 101-121, its amendments, revisions, and implementing
regulations, and must provide assurance that all Lower Tier Subrecipients under this Subaward also fully comply with such certification and disclosure requirements.
5.7.4.2 No materials, property, or Services contributed to County or Subrecipient under this Subaward will be used in the
ATTACHMENT NO. 3
performance of any of the following: any political activity; the election of any candidate or the defeat of any candidate for public office; and, the transportation of any voters or prospective voters to polls or other similar assistance in connection with an election or any voter registration activity.
5.7.4.3 Subaward Sums may not be used for matching funds for any Federal, State, County, or local grants/cooperative agreements, lobbying or intervention in Federal regulatory or adjudicatory proceedings.
5.7.4.4 Subaward Sums may not be used to sue the Federal government or any other government entity.
5.7.4.5 Pre-award costs are not an allowable use for Subaward Sums.
5.7.4.6 Subrecipient and any approved Lower Tier Subrecipient(s) must comply with Governor's Executive Order 2- 18-2011, which bans expenditures on promotional and marketing items colloquially known as "S.W.A.G." or "Stuff We All Get".
5.8 OTHER SUBAWARDS
5.8.1 Subrecipient must immediately notify County's Contract Manager in writing of any contracts between Subrecipient and other public or private organizations which directly impact activities funded under this Subaward. A copy of any such contracts must be kept on file at Subrecipient's offices and must be provided to County upon request. Subrecipient must also immediately notify County's Contract Manager in writing of any default, termination, or finding of withheld payments under such contracts between Subrecipient and other public or private organizations which directly impact activities funded under this Subaward.
5.8.2 Subrecipient warrants that no other funding source will be billed for Services that are provided to and paid for by County under this Subaward.
5.9 JOINT FUNDING REVENUES
5.9.1 Funds made available under this Subaward will supplement and not supplant any other Federal, State, or local funds expended by Subrecipient to provide Program Services. Subrecipient certifies that it has applied, or expects to apply, to offset in whole or in part, any of the costs incurred by Subrecipient in conducting current or prospective projects or business activities, including, but not necessarily limited to, the project or business activity which is the subject of this Subaward. To this end, Subrecipient must complete Exhibit R (Joint Funding Revenue Disclosure) prior to the commencement of this Subaward (and annually thereafter). Subrecipient must submit the completed Exhibit R (Joint Funding Revenue Disclosure) to County's Contract Manager in the time and manner as designated by County.
ATTACHMENT NO. 3
5.10 FEDERAL AWARD INFORMATION
5.10.1 Subaward Sums, either in whole or in part, are identified as Federal monies.
The Federal portion(s) of the Subaward Sums is (are) identified by several key pieces of information including, but no limited to, the following: Federal Award Identification Number (FAIN), Assistance Listings Number(s) (which identifies and describes the Federal assistance that is available to various entities) and a Federal Grantor office (which provides oversight and administration for these Federal monies). When Subrecipient and any approved Lower Tier Subrecipient(s), if any, are being audited by an independent auditor, Subrecipient must provide the information identified in this Subparagraph 5.10 to the independent auditor. The information outlined herein is only provided for the Federal portion(s) of the Subaward Sums. In the event that the information is not listed herein for all of the monies included in the Subaward Sums then the excluded amounts are not Federal monies and therefore the information is not applicable to them.
5.10.2 Subrecipient Name: City of Pomona
5.10.3 Subrecipient's UEI Number: JTBWFU4KQ1C1
5.10.4 Federal Award Identification Number (FAIN): 2501CAOACM-01
5.10.5 Federal Award Date: July 1, 2025
5.10.6 Subaward Period of Performance Start and End Date: July 1, 2025 – June 30, 2026
5.10.7 Amount of Federal Funds Obligated by this Action: $462,500
5.10.8 Total Amount of Federal Funds Obligated to Subrecipient (Subaward Sum Year 1): $462,500
5.10.9 Total Amount of Federal Award (Maximum Subaward Sum): $462,500
5.10.10 Federal Award Project Description: Federal Title IIIC1 3C1L
5.10.11 Name of Federal Award Agency, Pass -Through Entity(ies), and Contact Information for Awarding Official: United States Department of Health and Human Services, Administration for Community Living; California Department of Aging; and County. Refer to Exhibit D (County's Administration) for County contact information.
5.10.12 Assistance Listings Number and Title: 93.045 – Special Programs for the Aging, Title III, Part C (Nutrition Services)
5.10.13 Identification of whether the award is research and development (R&D):
Award is not R&D.
5.10.14 Indirect Cost Rate for Federal Award: Not to exceed 15% unless there is an accepted negotiated rate accepted by all Federal awarding agencies.
ATTACHMENT NO. 3
5.11 SUBRECIPIENT INDIRECT COSTS
5.11.1 The maximum amount of indirect costs that is reimbursable under this Subaward is fifteen percent (15 %) of Subrecipient's modified total direct costs for Title III C -1 Program Services and fifteen percent (15 %) of Subrecipient's modified total direct costs for Title III C -2 Program Services (direct costs including Subaward Sums and other cash contributions but excluding any in-kind contributions and nonexpendable equipment).
5.11.2 Subrecipient must ensure that it has an approved indirect cost rate accepted by all Federal awarding agencies or an allocation plan approved by County, which documents the methodology used to determine the indirect costs, prior to reporting any indirect costs on Budget exhibit(s) and/or requesting reimbursement for such costs. Subrecipient must maintain documentation of its approved indirect cost rate/allocation plan in accordance with the requirements noted under Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement).
5.11.3 Subrecipient must not charge indirect costs exceeding the fifteen percent (15%) maximum to this Subaward. Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as match in-kind for purposes of meeting matching requirements. Subrecipient must receive an approved indirect cost rate accepted by all Federal awarding agencies prior to budgeting the excess indirect costs as match in-kind.
5.11.4 For major institutes of higher education and major nonprofit organizations, indirect costs must be classified within two (2) broad categories: Facilities and Administration. "Facilities" is defined as depreciation on buildings, equipment and capital improvement, interest on debt associated with certain buildings, equipment and capital improvements, and operations and maintenance expenses. "Administration" is defined as general administration and general expenses such as the director's office, accounting, personnel, and all other types of expenditures not listed specifically under one of the subcategories of "Facilities" (including cross allocations from other pools, where applicable) [Title 2 Code of Federal Regulations Part 200.414(a)] [Title 45 Code of Federal Regulations Part
75.414(a)].
5.11.5 The requirements for indirect costs are further outlined in Exhibit Q (Accounting, Administration and Reporting Requirements) and AD directive CCD-18-01 (Cost Allocation and Indirect Cost Requirements for AD Subawards) which is available on- line at : https://ad.lacounty.gov/wp- content/uploads/2025/08/Cost-Allocation-and-Indirect-Cost-Requirements- CCD-18-01_07.30.25.pdf.
ATTACHMENT NO. 3
5.12 MATCH CONTRIBUTION
5.12.1 Subrecipient must provide a required match contribution to offset the total cost of providing Program Services for the Fiscal Year. Subrecipient's match contribution must be reflected in Budget exhibit(s). The match contribution is the non-Federal share of funding provided by Subrecipient to support the Subaward activities and it may take the form of a cash match contribution and/or an in- kind match contribution. This match is calculated as a percentage of the Subaward Sum allocated for any Fiscal Year unde r this Subaward as reflected in Paragraph 5.0 (Subaward Sum).
5.12.2 The required match contribution for OAA Title III C-1 is twelve percent (12%) of the Subaward Sum allocated for any Fiscal Year under this Subaward.
County may in its sole discretion adjust this percentage as necessary.
5.12.3 Forms of Match Contributions
5.12.3.1 Match Cash Contribution
5.12.5.1.1 A match cash contribution is a monetary donation which is provided by Subrecipient (such as
general funds), non-Federal third parties (such as
partner organizations) and/or non- Federal grants
and is given to Subrecipient to accomplish the
goals of the Program Services.
5.12.3.2 Match In-Kind Contribution
5.12.5.2.1 A match in- kind contribution is a non- monetary donation of goods, properties or services which
are provided by either Subrecipient or non -
Federal entities without charge to the Program
Services for which they are donated; it is the value
of non -cash contri butions donated to support
Program Services. In- kind contributions typically
take the form of the value of personnel, goods
and/or services which may include donations of
volunteer services, space, equipment, etc. and
this value is determined by using the fair market
value method. Using sales of comparable
property or the cost of comparable services is a
method which can be used to determine the fair
market value of an in-kind match contribution.
5.12.3.3 Determination of In-Kind Volunteer Services
5.12.5.3.1 Volunteer services may be used to meet the
match contribution requirement and must be
reported as match in- kind. However, when using
volunteer services to meet the match contribution
ATTACHMENT NO. 3
requirement, this in- kind match must not exceed
more than fifty percent (50%) of the required
match contribution.
5.12.5.3.2 The monthly salary equivalent for volunteer
services should be commensurate with the
work/services being provided by volunteer. As
such, the salary equivalent for volunteer services
must be determined by using the regular salaries
paid for similar work in other activities of
Subrecipient's organization. In cases where the
kinds of skills involved are not found in other
activities of the organization then the salary
equivalent must be determined by using the
salaries paid for similar work in the labor market
in which Subrecipient competes for such skills.
5.13 DEFAULT METHOD OF PAYMENT: DIRECT DEPOSIT OR ELECTRONIC FUNDS
TRANSFER
5.13.1 County, at its sole discretion, has determined that the most efficient and secure default form of payment for goods and/or services provided under an agreement/Subaward (that is, "Contract") with County will be Electronic Funds Transfer (EFT ) or direct deposit, unless an alternative method of payment is deemed appropriate by the Auditor-Controller (A-C).
5.13.2 Subrecipient (that is, "Contractor") must submit a direct deposit authorization request via the website https://directdeposit.lacounty.gov with banking and Contractor information, and any other information that the A-C determines is reasonably necessary to process the payment and comply with all accounting, record keeping, and tax reporting requirements.
5.13.3 Any provision of law, grant, or funding agreement requiring a specific form or method of payment other than EFT or direct deposit will supersede this requirement with respect to those payments.
5.13.4 At any time during the duration of the Contract, Contractor may submit a written request for an exemption to this requirement. Such request must be based on specific legal, business, or operational needs and explain why the payment method designated by the A-C is not feasible and an alternative is necessary. The A -C, in consultation with County, will decide whether to approve exemption requests.
6.0 ADMINISTRATION OF SUBAWARD - COUNTY
6.1 COUNTY ADMINISTRATION
6.1.1 A listing of all County Administration referenced in the following Subparagraphs is designated in Exhibit D (County's Administration). County ATTACHMENT NO. 3
will notify Subrecipient in writing of any change as they occur. Said changes do not require an amendment to this Subaward.
6.2 COUNTY'S CONTRACT MANAGER
6.2.1 The role of County's Contract Manager or their designee may include:
6.2.1.1 Coordinating with Subrecipient and ensuring Subrecipient's performance of the Subaward. However, in no event will
Subrecipient's obligation to fully satisfy all the requirements of this Subaward be relieved, excused or limited thereby.
6.2.1.2 Upon request of Subrecipient, providing direction to Subrecipient, as appropriate in areas relating to County policy, information requirements, and procedural requirements.
However, in no event will Subrecipient's obligation to fully satisfy all the requirements of this Subaward be relieved, excused or limited thereby.
6.2.1.3 Making revisions which do not materially affect the terms and conditions of this Subaward in accordance with Subparagraph
9.9 (Modifications).
6.2.1.4 Acting on behalf of County with respect to approval of Lower Tier Subawards and Lower Tier Subrecipient employees
working on this Subaward.
6.3 COUNTY'S PROGRAM MANAGER
6.3.1 The role of County's Program Manager or their designee may include:
6.3.1.1 Meeting with Subrecipient's Program Manager on a regular basis.
6.3.1.2 Inspecting any and all tasks, deliverables, goods, Services, or other work provided by or on behalf of Subrecipient. However, in no event will Subrecipient's obligation to fully satisfy all of the requirements of this Subaward be relieved, excused or limited thereby.
6.3.2 County's Program Manager is not authorized to make any changes in any of the terms and conditions of this Subaward and is not authorized to further obligate County in any respect whatsoever.
6.4 COUNTY'S COMPLIANCE MANAGER
6.4.1 The role of County's Compliance Manager or their designee may include:
6.4.1.1 Verifying Subrecipient's compliance with the requirements of this Subaward.
ATTACHMENT NO. 3
6.4.1.2 Overseeing and monitoring the delivery of Services. However, in no event will Subrecipient's obligation to fully satisfy all of the requirements of this Subaward be relieved, excused or limited thereby.
6.4.1.3 Ensuring that the objectives of this Subaward are met.
6.5 COUNTY’S CONTRACT ANALYST
6.5.1 The role of County’s Contract Analyst is to manage and facilitate the administrative functions of the Subaward. County’s Contract Analyst reports to County’s Contract Manager.
7.0 ADMINISTRATION OF SUBAWARD - SUBRECIPIENT
7.1 SUBRECIPIENT ADMINISTRATION
7.1.1 A listing of all Subrecipient's Administration referenced in the following Subparagraphs is provided in Exhibit E (Subrecipient's Administration).
Subrecipient will notify County's Contract Manager in writing of any changes as they occur. Said changes do not require an amendment to this Subaward.
7.2 SUBRECIPIENT'S PROJECT MANAGER
7.2.1 Subrecipient's Project Manager is designated in Exhibit E (Subrecipient's Administration). Subrecipient must notify County's Contract Manager in writing of any change to Exhibit E (Subrecipient’s Administration), as changes occur.
7.2.2 Subrecipient's Project Manager will be responsible for Subrecipient's day- to-day activities as related to this Subaward and will meet and coordinate with County's Contract Manager, County’s Program Manager and County's Compliance Manager on a regular basis.
7.2.3 Subrecipient's Project Manager must have the qualifications and experience identified in Exhibit A (Statement of Work and Attachments).
7.3 APPROVAL OF SUBRECIPIENT'S STAFF
7.3.1 County has the absolute right to approve or disapprove all Subrecipient's staff performing Work hereunder and any proposed changes in Subrecipient's staff, including, but not limited to, Subrecipient's Project Manager. Subrecipient must provide County's Program Manager with a resume of each proposed substitute and an opportunity to interview such person prior to any staff substitution.
7.4 SUBRECIPIENT'S STAFF IDENTIFICATION
7.4.1 Subrecipient will provide, at Subrecipient's expense, all staff providing Services under this Subaward with a photo identification badge ("badge").
ATTACHMENT NO. 3
The badge must be developed in accordance with County's specifications.
Subrecipient must obtain approval for the format and content of the badge from County’s Program Manager prior to Subrecipient creating, issuing, or implementing use of the badge.
7.4.2 Subrecipient's staff, while on duty or when entering County facilities or grounds, must prominently display the badge on the upper part of the body.
Subrecipient's staff may be asked by a County representative to leave a County facility if Subrecipient's staff does not have the photo identification badge on their person and Subrecipient's staff must immediately comply with such request.
7.4.3 Subrecipient must notify County's Contract Manager within five (5) days when staff is terminated from working under this Subaward. Subrecipient must retrieve and immediately destroy the staff's badge upon the staff's termination of employment with Subrecipient.
7.4.4 If County requests the removal of Subrecipient's staff, Subrecipient must retrieve and immediately destroy an staff 's badge at the time the staff is removed from working on this Subaward.
7.5 BACKGROUND AND SECURITY INVESTIGATIONS
7.5.1 Each of Subrecipient's or Lower Tier Subrecipient's, as applicable, staff/employees providing Services under this Subaward who is in a designated sensitive position, as determined by County in County's sole discretion, must undergo, and pass a background investigation to the satisfaction of County as a condition of beginning and continuing to provide Services under this Subaward. This background investigation must be conducted on an annual basis throughout the entire term of this Subaward.
Such background investigation must be obtained through fingerprints submitted to the California Department of Justice to include State, local, and federal-level review, which may include, but must not be limited to, criminal conviction information. The fees associated with the background investigation will be at the expense of Subrecipient, regardless of whether the member of Subrecipient's staff passes or fails the background investigation. For purposes of this Subaward, a sensitive position is one in which the duties pose a potential threat or risk to Client when performed by persons who have a criminal history incompatible with those duties, whether those persons are employees of Subrecipient or other individuals who provide Services on behalf of Subrecipient pursuant to this Subaward. For Work performed under this Subaward, sensitive positions include (but is not limited to) the following:
7.5.1.1 Positions that involve the care, oversight, or protection of persons through direct contact with such persons (e.g., social worker, case manager, etc.).
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7.5.1.2 Positions having direct or indirect access to funds or negotiable instruments (e.g., finance manager, accountant, bookkeeper, etc.).
7.5.1.3 Positions that require State and/or professional licensing (e.g., Certified Public Accountant, etc.).
7.5.1.4 Positions that have access to confidential or classified information including criminal conviction information (e.g., human resources manager, etc.).
7.5.1.5 Positions that involve the care, oversight, or protection of County, public, or private property (e.g., property custodian, etc.).
7.5.1.6 Positions that require access to Client's home/residence (e.g., home-delivered meals drivers, etc.).
7.5.2 If a member of Subrecipient's staff does not pass the background investigation, County may request that the member of Subrecipient's staff be immediately removed from providing Services under this Subaward.
Subrecipient must comply with County's request at any time during the term of this Subaward. County will not provide to Subrecipient or to Subrecipient's staff any information obtained through County's background investigation.
7.5.3 County, in its sole discretion, may immediately deny or terminate facility access to any member of Subrecipient's staff who does not pass such investigation to the satisfaction of County or whose background or conduct is incompatible with County facility access.
7.5.4 No member of Subrecipient's staff providing Services under this Subaward will be on active probation, currently on parole or have been on probation or parole within the last three (3) years.
7.5.5 Subrecipient and its staff, including all current and prospective employees, independent contractors, volunteers, or Lower Tier Subrecipients who may come in contact with people in the course of their Work, volunteer activity, or performance of a Lower Tier Subaward, providing Services under this Subaward will be under a continuing obligation to disclose any prior or subsequent criminal conviction record or any pending criminal trial to County’s Program Manager. Subrecipient must inform its staff, including all current and prospective employees, independent contractors, volunteers, or Lower Tier Subrecipients who may come in contact with people in the course of their Work, volunteer activity, or performance of a Lower Tier Subaward, providing Services under this Subaward of said obligation. Subrecipient must maintain records of criminal convictions and/or pending criminal trials in the file of each such person.
7.5.6 Subrecipient must immediately notify County’s Program Manager of any arrest and/or subsequent conviction, other than for minor traffic offenses, of ATTACHMENT NO. 3
any Subrecipient staff, independent contractor, volunteer, or Lower Tier Subrecipient who may come in contact with children, elderly individuals or dependent adults while providing Services under this Subaward when such information becomes known to Subrecipient. Subrecipient must not engage or continue to engage the services of any person convicted of any crime involving harm to minors, or any crime involving conduct inimical to the health, morals, welfare or safety of others, including but not limited to, the offenses specified in the California Health and Safety Code Section 11590 (i.e., offenses requiring registration as a controlled substance offender) and those crimes listed in the California Penal Code which involve murder, rape, kidnap, abduction, assault and lewd and lascivious acts.
7.5.7 Disqualification of any member of Subrecipient's staff pursuant to this Subparagraph 7.5 will not relieve Subrecipient of its obligation to complete all Work in accordance with the terms and conditions of this Subaward.
7.5.8 These terms will also apply to lower tier subrecipients of County subrecipients.
7.6 CONFIDENTIALITY
7.6.1 Subrecipient must maintain the confidentiality of all records and information in accordance with all applicable Federal, State, and local laws, rules, regulations, ordinances, directives, guidelines, policies, Program memoranda and procedures relating to confidentiality, including, without limitation, County policies concerning information technology security and the protection of confidential records and information.
7.6.2 Subrecipient must indemnify, defend, and hold harmless County, its officers, employees, and agents, from and against any and all claims, demands, damages, liabilities, losses, costs and expenses, including, without limitation, defense costs and legal, accounting and other expert, consulting, or professional fees, arising from, connected with, or related to any failure by Subrecipient, its officers, employees, agents, or Lower Tier Subrecipients, to comply with this Subparagraph, Exhibit F 1 (Subrecipient Acknowledgement and Confidentiality Agreement), and Exhibit I (Business Associate Agreement Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA)), as determined by County in its sole judgment. Any legal defense pursuant to Subrecipient's indemnification obligations under this Subparagraph will be conducted by Subrecipient and performed by counsel selected by Subrecipient and approved by County.
Notwithstanding the preceding sentence, County will have the right to participate in any such defense at its sole cost and expense, except that in the event Subrecipient fails to provide County with a full and adequate defense, as determined by County in its sole judgment, County will be entitled to retain its own counsel, including, without limitation, County Counsel, and to reimbursement from Subrecipient for all such costs and expenses incurred by County in doing so. Subrecipient will not have the right ATTACHMENT NO. 3
to enter into any settlement, agree to any injunction, or make any admission, in each case, on behalf of County without County's prior written approval.
7.6.3 Subrecipient must inform all its officers, employees, agents, and Lower Tier Subrecipients providing Services hereunder of the confidentiality provisions of this Subaward.
7.6.4 Subrecipient must sign and adhere to the provisions of Exhibit F1 (Subrecipient Acknowledgement and Confidentiality Agreement).
7.6.5 Unauthorized Disclosure
7.6.5.1 Subrecipient and any approved Lower Tier Subrecipient must ensure that all Protected Health Information (PHI), Personal Information (PI), and any information protected under the Health Insurance Portability and Accountability Act (HIPAA), (i.e., public, confidential, sensitive and/or personal identifying information) herein referred to as Personal, Sensitive and Confidential Information (PSCI) is protected from inappropriate or unauthorized access or disclosure in accordance with applicable laws, regulations and State policies. The
requirement to protect informati on will remain in force until superseded by laws, regulations, or policies.
7.6.5.2 Subrecipient and any approved Lower Tier Subrecipient must protect from unauthorized disclosure, PSCI such as names and other identifying information, concerning Clients receiving Program Services pursuant to this Subaward, except for
statistical information that does not identify any Client.
7.6.5.3 Subrecipient and any approved Lower Tier Subrecipient must not use PSCI for any purpose other than carrying out
Subrecipient's obligations under this Subaward. PSCI must include, but is not limited to the following: name; identifying number; social security number; State driver's license or State identification number; financial account numbers; and symbol or other identifying characteristic assigned to Client, such as fingerprint, voice print or a photograph.
7.6.5.4 Subrecipient and any approved Lower Tier Subrecipient must not, except as otherwise specifically authorized or required by this Subaward or court order, divulge to any unauthorized person any data or identifying information obtained while performing Work pursuant to this Subaward without prior written authorization from County. Subrecipient must forward all requests for the release of any data or identifying information received to County’s Program Manager . Subrecipient may be authorized, in writing, by Client to disclose identifying information specific to the authorizing Client.
ATTACHMENT NO. 3
7.6.5.5 Subrecipient and any approved Lower Tier Subrecipient may allow Client to authorize the release of information to specific entities, but must not request or encourage Client to give a blanket authorization or sign a blank release, nor will Subrecipient accept such blanket authorization from Client.
8.0 STANDARD TERMS AND CONDITIONS
8.1 AMENDMENTS
8.1.1 For any change which materially affects the Scope of Work, Subaward Term, Subaward Sum, payments, or any other term or condition included under this Subaward, an Amendment to this Subaward must be prepared by County and executed by Authorized Representative and by County's Director or their designee.
8.1.2 County's Board, Chief Executive Officer or designee may require the addition and/or change of certain terms and conditions in this Subaward during the term of this Subaward. County reserves the right to add and/or change such provisions as required by County's Board or Chief Executive Officer. To implement such changes, an Amendment to this Subaward must be prepared by County and executed by Authorized Representative and by County's Director or their designee.
8.1.3 County's Director or their designee may, at their sole discretion, authorize extensions of time as defined in Paragraph 4.0 (Term of Subaward).
Subrecipient agrees that such extensions of time will not change any other term or condition of this Subaward during the period of such extensions. To implement an extension of time, an Amendment to this Subaward must be prepared by County and executed by Authorized Representative and by County's Director or their designee.
8.1.4 The following events will also warrant an Amendment to this Subaward as described in this Subparagraph 8.1:
8.1.4.1 County may initiate a unilateral Amendment to this Subaward at any time when required by Federal, State or County laws or policies, and will immediately notify Subrecipient of said Amendment and the justification thereto.
8.1.4.2 To the extent that funding for the Program is eliminated or otherwise reduced, the Program is terminated, or the Program is modified for any reason (such that funding is reduced, or the Scope of Work is changed), County may in its sole discretion amend this Subaward accordingly or move to terminate
pursuant to the provisions in Subparagraph 8.42 (Termination for Convenience) without further liability for Services yet to be rendered by Subrecipient.
8.1.5 Change Notice
ATTACHMENT NO. 3
8.1.5.1 For any change which does not affect the Scope of Work performed under this Subaward, the Subaward Term or
Subaward Sum, including expenditure of Pool Dollars, and does not otherwise materially change any other term or
condition under this Subaward, County reserves the right to initiate such change(s) through a Change Notice Program memorandum or an administrative directive which will all have the same effect as an Amendment. Such Change Notice will be a written document that is prepared by County at its sole discretion and is signed by County's Contract Manager or designee. A Change Notice will be used to communicate
changes which do not warrant an amendment to this Subaward.
Such Change Notice will be provided to Subrecipient at least ten (10) days prior to its effective date and Subrecipient must adhere to the requirements as specified therein. Subrecipient's failure to comply with the Change Notice(s) may result in County imposing remedies including suspension of payment(s), termination of Subaward or other remedies under this
Subaward as determined by County at its sole discretion.
8.2 ASSIGNMENT AND DELEGATION/MERGERS OR ACQUISITIONS
8.2.1 Subrecipient (that is, "Contractor") must notify County of any pending acquisitions/mergers of its company unless otherwise legally prohibited from doing so. If Contractor is restricted from legally notifying County of pending acquisitions/mergers, then it should notify County of the actual acquisitions/mergers as soon as the law allows and provide to County the legal framework that restricted it from notifying County prior to the actual acquisitions/mergers.
8.2.2 Contractor must not assign, exchange, transfer, or delegate its rights or duties under this Subaward (that is, "Contract"), whether in whole or in part, without the prior written consent of County, in its sole discretion, and any attempted assignment, delegation, or otherwise transfer of its rights or duties, without such consent will be null and void. For purposes of this Subparagraph 8.2, County consent will require a written Amendment to this Contract, which is formally approved and executed by the parti es. Any payments by County to any approved delegate or assignee on any claim under this Contract will be deductible, at County's sole discretion, against the claims, which Contractor may have against County.
8.2.3 Any assumption, assignment, delegation, or takeover of any of Contractor's duties, responsibilities, obligations, or performance of same by any person or entity other than Contractor, whether through assignment, Lower Tier Subaward (that is, "Subcontract"), delegation, merger, buyout, or any other mechanism, with or without consideration for any reason whatsoever without County's express prior written approval, will be a material breach of this Contract which may result in the termination of this Contract. In the event of ATTACHMENT NO. 3
such termination, County will be entitled to pursue the same remedies against Contractor as it could pursue in the event of default by Contractor.
8.3 AUTHORIZATION WARRANTY
8.3.1 Subrecipient represents and warrants that the person executing this Subaward for Subrecipient is an authorized agent who has actual authority to bind Subrecipient to each and every term, condition, and obligation of this Subaward and that all requirements of Subrecipient have been fulfilled to provide such actual authority ("Authorized Representative").
8.3.2 Authorized Representative must be available to County and/or County's duly authorized representatives during the days and times specified in Exhibit A (Statement of Work and Attachments) . In the event the Authorized Representative is not available during these specified days and times, he/she must ensure that an appropriate designee is identified in writing to County's Contract Manager. Such designee must have the ability and authority to act as a proxy on behalf of Authorized Representative, and this authority must also be evidenced in writing by Authorized Representative.
Authorized Representative must further ensure that he/she can be contacted by their designee when Authorized Representative is not available during the days and times specified in Exhibit A (Statement of Work and Attachments).
8.3.3 Board of Directors' Resolution
8.3.3.1 Subrecipient must submit its Board of Directors' resolution, which provides written evidence to support the delegated authority that Subrecipient's organization has vested in Authorized Representative, who will act on behalf of
Subrecipient pursuant to Subparagraph 8.3 (Authorization Warranty). Such written evidence must adhere to the following requirements outlined in this Subparagraph 8.3.3.
8.3.3.2 If Subrecipient is a public entity (defined as the government of the United States; the government of a State or political subdivision of a State; or any interstate governmental agency), Subrecipient must submit to County a copy of its resolution, order, or motion which has been approved by its Governing Body (e.g., City Council) and signed by the presiding
chairperson/president of the Governing Body. If Subrecipient is a private non-profit entity, Subrecipient must submit a copy of written authorization from its Governing Body (e.g., Board of Directors) and signed by the presiding chairperson/president to County.
8.3.3.3 Subrecipient's resolution, order, motion, or other authorization must contain the following elements: reference to this
Subaward by name and number; authorize execution of this ATTACHMENT NO. 3
Subaward; identify Authorized Representative and any
designee who will execute the original Subaward and any subsequent amendments to this Subaward (Authorized
Representative and any designee must be specified in Exhibit E (Subrecipient's Administration)); and approve and accept Subaward Sums. In the event there is a change in Authorized Representative, Subrecipient must provide County a revised resolution, order, motion, or other authorization which reflects the new Authorized Representative within five (5) days of being approved by the Governing Body.
8.4 BUDGET REDUCTIONS
8.4.1 In the event that County's Board adopts, in any Fiscal Year or Program Year, a County budget which provides for reductions in the salaries and benefits paid to the majority of County employees and imposes similar reductions with respect to County contracts, County reserves the right to reduce its payment obligation under this Subaward correspondingly for that Fiscal Year or Program Year and any subsequent Fiscal Year or Program Year during the term of this Subaward (including any extensions), and the Services to be provided by Subrecipient under this Subaward will also be reduced correspondingly. County's notice to Subrecipient regarding said reduction in payment obligation will be provided within thirty (30) calendar days of the Board's approval of such actions. Except as set forth in the preceding sentence, Subrecipient must continue to provide all of the Services set forth in this Subaward.
8.5 COMPLAINTS
8.5.1 Subrecipient must develop and maintain operating procedures for receiving, investigating, and responding to complaints. Within fifteen (15) business days after the Subaward effective date, Subrecipient must provide County’s Program Manager with Subrecipient's procedures for receiving, investigating, and responding to Client complaints.
8.5.2 County will review Subrecipient's procedures and provide Subrecipient with approval of said procedures or with requested changes.
8.5.3 If County requests changes in Subrecipient's procedures, Subrecipient must make such changes and resubmit the procedures within five (5) business days for County approval.
8.5.4 If, at any time, Subrecipient wishes to change Subrecipient's procedures, Subrecipient must submit proposed changes to County’s Program Manager for approval before implementation.
8.5.5 Subrecipient must preliminarily investigate all complaints and notify County’s Program Manager of the status of the investigation within ten (10) business days of receiving the complaint.
ATTACHMENT NO. 3
8.5.6 When complaints cannot be resolved informally, a system of follow-through will be instituted which adheres to formal plans for specific actions and strict time deadlines.
8.5.7 Copies of all written responses must be sent to County’s Program Manager within five (5) business days of mailing to the complainant.
8.5.8 Subrecipient must provide Client an opportunity to anonymously submit a grievance directly to County's Compliance Manager. Subrecipient must ensure that the contact information of County's Compliance Manager is posted in a publicly accessible area and also provided to Client in writing.
8.5.9 Subrecipient must provide County an opportunity to consider any grievance whether it is anonymously submitted to County by Client or if it's a grievance that cannot be resolved by Subrecipient. At County's sole discretion, County's written decision regarding the grievance will be final and irrevocable.
8.5.10 At a minimum, Subrecipient must incorporate the procedures and provisions of this Subparagraph 8.5 in its written grievance policies.
8.6 COMPLIANCE WITH APPLICABLE LAWS
8.6.1 In the performance of this Subaward, Subrecipient must comply with all applicable Federal, State, County and local laws, rules, regulations, ordinances, directives, guidelines, policies, Program memoranda and procedures. Subrecipient must also comply with all subsequent revisions, modifications, and administrative and statutory changes made thereto by Federal, State and County authorities. All provisions required thereby to be included in this Subaward are hereby incorporated herein by reference.
8.6.2 Subrecipient must indemnify, defend, and hold harmless County, its officers, employees, and agents, from and against any and all claims, demands, damages, liabilities, losses, costs, and expenses, including, without limitation, defense costs and legal, accounting and other expert, consulting or professional fees, arising from, connected with, or related to any failure by Subrecipient, its officers, employees, agents, or Lower Tier Subrecipients, to comply with any such laws, rules, regulations, ordinances, directives, guidelines, policies, Program memoranda or procedures, as determined by County in its sole judgment. Any legal defense pursuant to Subrecipient's indemnification obligations under this Subparagraph 8.6 will be conducted by Subrecipient and performed by counsel selected by Subrecipient and approved by County. Notwithstanding the preceding sentence, County will have the right to participate in any such defense at its sole cost and expense, except that in the event Subrecipient fails to provide County with a full and adequate defense, as determined by County in its sole judgment, County will be entitled to retain its own counsel, including, without limitation, County Counsel, and to reimbursement from Subrecipient for all such costs and expenses incurred by County in doing so. Subrecipient will not have the right ATTACHMENT NO. 3
to enter into any settlement, agree to any injunction or other equitable relief, or make any admission, in each case, on behalf of County without County's prior written approval.
8.6.3 Subrecipient's compliance with applicable laws and regulations includes, but is not limited to, adherence to the mandatory standards and policies relating to the following: Title 45 Code of Federal Regulations Part 75 et seq. and Title 2 Code of Federal Regulations Part 200 et seq. ; State's energy efficiency regulations (Title 24 California Code of Regulations); and, Pilot Program for Enhancement of Contractor Employee Whistleblower Protections (Title 48 Code of Federal Regulations Subpart 3.908 Title 41 United States Code Section 4712). In addition to these standards and policies, when the Maximum Subaward Sum is one hundred thousand dollars ($100,000) or more, Subrecipient must also adhere to the following policies: Clean Air Act, as amended ( Title 42 United States Code Section 7401 et seq ); Federal Water Pollution Control Act, as amended ( Title 33 United States Code Section 1251 et seq.); Environmental Protection Agency Regulations (Title 40 Code of Federal Regulations Part 29 and Executive Order 11738); State Contract Act (California Public Contract Code Section 10295 et seq.); and, Unruh Civil Rights Act (California Public Contract Code Section 2010). County reserves the right to review Subrecipient's procedures to ensure that they comply with the statutes, ordinances, regulations, rules, rulings, policies, and procedures of the Federal, State and County authorities, as applicable.
8.6.4 Subrecipient certifies that throughout the entirety of thi s Subaward it will comply with all Federal and State payroll tax rules and employer tax guides; Subrecipient must pay all Federal and State payroll taxes; and Subrecipient must make all tax deposits required by Federal and State laws within the time limits required.
8.6.5 Subrecipient's failure to comply with such regulations, rules, ordinances, court rules, municipal laws, directives, policies, Program memoranda and procedures outlined in this Subparagraph 8.6 and/or the provisions, requirements, or conditions of this Subaward, including but not limited to, performance documentation, reporting, audit, and evaluation requirements will be material breach of this Subaward and may result in termination of this Subaward or other remedies available herein.
8.7 COMPLIANCE WITH CIVIL RIGHTS LAWS
8.7.1 Subrecipient hereby assures that it will comply with Subchapter VI of the Civil Rights Act of 1964 [Title 42 United States Code Sections 2000e (1) - 2000e (17), Title 42 United States Code Section 2000d and Title 45 Code of Federal Regulations Part 80] and the Americans with Disabilities Act (ADA) of 1990, to the end that no person will, on the grounds of race, creed, color, sex, religion, ancestry, age, condition of physical handicap, marital status, political affiliation, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this ATTACHMENT NO. 3
Subaward or under any project, program, or activity supported by this Subaward. Additionally, Subrecipient certifies to County:
8.7.1.1 Subrecipient has a written policy statement prohibiting discrimination in all phases of employment.
8.7.1.2 Subrecipient periodically conducts a self -analysis or utilization analysis of its work force.
8.7.1.3 Subrecipient has a system for determining if its employment practices are discriminatory against protected groups.
8.7.1.4 Where problem areas are identified in employment practices, Subrecipient has a system for taking reasonable corrective action, to include establishment of goals or timetables.
8.7.2 Notwithstanding any other provision of law and pursuant to the requirements outlined in California Public Contract Code Section 10295.3, when the Maximum Subaward Sum is one hundred thousand dollars ($100,000) or more, Subrecipient must not discriminate in the provision of benefits between employees with spouses and employees with domestic partners, or discriminate between employees with spouses or domestic partners of a different sex and employees with spouses or domestic partners of the same sex, or discriminate between same-sex and different-sex domestic partners of employees or between same sex and different-sex spouses of employees.
For purposes of this Subparagraph 8.7.2, "subaward" includes subawards and contracts awarded by County to Subrecipient with a cumulative amount of one hundred thousand dollars ($100,000) or more for the Fiscal Year or Program Year (where the subaward or contract funds originate from the State).
8.7.3 Subrecipient must ensure compliance with the requirements of California Public Contract Code Section 2010 by submitting a completed Exhibit L (California Civil Rights Laws Certification) as directed by County and as a condition of executing this Subaward. The California Civil Rights Laws Certification ensures Subrecipient's compliance with the Unruh Civil Rights Act (California Civil Code Section 51) and the Fair Employment and Housing Act (California Government Code Section 12960), and further ensures that Subrecipient's internal policies are not used in violation of California Civil Rights Laws.
8.8 COMPLIANCE WITH COUNTY'S JURY SERVICE PROGRAM
8.8.1 Jury Service Program
8.8.1.1 This Subaward (that is, "Contract") is subject to the provisions of County's ordinance entitled Contractor Employee Jury Service ("Jury Service Program") as codified in Sections
2.203.010 through 2.203.090 of the Los Angeles County Code.
ATTACHMENT NO. 3
8.8.2 Written Employee Jury Service Policy
8.8.2.1 Unless Subrecipient (that is, "Contractor") has demonstrated to County's satisfaction either that Contractor is not a "Contractor" as defined under the Jury Service Program (Section 2.203.020 of the County Code) or that Contractor qualifies for an exception to the Jury Service Program (Section 2.203.070 of the County Code ), Contractor must have and adhere to a written policy that provides that its employees will receive from Contractor, on an annual basis, no less than five (5) days of regular pay for actual jury service. The policy may provide that employees deposit any fees received for such jury service with Contractor or that Contractor deducts from the employee's regular pay the fees received for jury service.
8.8.2.2 For purposes of this Subparagraph 8.8, "Contractor" means a person, partnership, corporation, or other entity which has a contract with County or a subcontract with a County contractor and has received or will receive an aggregate sum of fifty thousand dollars ($50,000) or more in any twelve (12) month period under one (1) or more County contracts or subcontracts. "Employee" means any California resident who is a full -time employee of Contractor. "Full- time" means forty (40) hours or more worked per week, or a lesser number of hours if: 1) the lesser number is a recognized industry standard as determined by County, or 2) Contractor has a long- standing practice that defines the lesser number of hours as full -time. Full -time employees providing short-term, temporary services of ninety (90) days or less within a twelve (12) month period are not considered full-time for purposes of the Jury Service Program.
If Contractor uses any Lower Tier Subrecipient (that is, "Subcontractor") to perform Services for County under this Contract, the Subcontractor will also be subject to the provisions of this Subparagraph 8.8. The provisions of this Subparagraph 8.8 will be inserted into any such Lower Tier Subaward (that is, "Subcontract") agreement and a copy of the Jury Service Program must be attached to the agreement.
8.8.2.3 If Contractor is not required to comply with the Jury Service Program when this Contract commences, Contractor will have a continuing obligation to review the applicability of its "exception status" from the Jury Service Program, and
Contractor must immediately notify County's Contract Manager if Contractor at any time either comes within the Jury Service Program's definition of "Contractor" or if Contractor no longer ATTACHMENT NO. 3
qualifies for an exception to the Jury Service Program. In either event, Contractor must immediately implement a written policy consistent with the Jury Service Program. County may also require, at any time during this Contract and at its sole discretion, that Contractor demonstrate, to County's
satisfaction that Contractor either continues to remain outside of the Jury Service Program's definition of "Contractor" and/or that Contractor continues to qualify for an exception to the Jury Service Program.
8.8.2.4 Contractor's violation of this Subparagraph 8.8 of this Contract may constitute a material breach of this Contract. In the event of such material breach, County may, in its sole discretion, terminate this Contract and/or bar Contractor from the award of future County contracts for a period of time consistent with the seriousness of the breach.
8.9 CONFLICT OF INTEREST
8.9.1 No County employee whose position with County enables such employee to influence the granting of this Subaward or any competing contract, and no spouse or economic dependent of such employee, will be employed in any capacity by Subrecipient or have any other direct or indirect financial interest in this Subaward. No officer or employee of Subrecipient who may financially benefit from the performance of Work hereunder will in any way participate in County's approval, or ongoing evaluation, of such Work, or in any way attempt to unlawfully influence County's approval or ongoing evaluation of such Work.
8.9.2 Subrecipient must comply with all conflict-of-interest laws, ordinances, and regulations now in effect or hereafter to be enacted during the term of this Subaward. Subrecipient warrants that it is not now aware of any facts that create a conflict of interest. If Subrecipient hereafter becomes aware of any facts that might reasonably be expected to create a conflict of interest, it must immediately make full written disclosure of such facts to County's Compliance Manager. Full written disclosure must include, but is not limited to, identification of all persons implicated and a complete description of all relevant circumstances. Failure to comply with the provisions of this Subparagraph 8.9 will be a material breach of this Subaward.
8.10 CONSIDERATION OF HIRING COUNTY EMPLOYEES TARGETED FOR LAYOFFS
OR ARE ON A COUNTY RE-EMPLOYMENT LIST
8.10.1 Should Subrecipient (that is, "Contractor") require additional or replacement personnel after the effective date of this Subaward (that is, "Contract") to perform the Services set forth herein, Contractor must give first consideration for such employment openings to qualified permanent County employees who are targeted for layoff or to qualified former County employees who are on a re-employment list during the life of this Contract.
ATTACHMENT NO. 3
8.11 CONSIDERATION OF HIRING GAIN/START PARTICIPANTS
8.11.1 Should Subrecipient (that is, "Contractor") require additional or replacement personnel after the effective date of this Subaward (that is, "Contract"), Contractor will give consideration for any such employment openings to participants in County of Los Angeles Department of Public Social Services (DPSS) Greater Avenues for Independence (GAIN) Program or Skills and Training to Achieve Readiness for Tomorrow (START) Program who meet Contractor's minimum qualifications for the open position. For this purpose, consideration will mean that Contractor will interview qualified candidates.
County will refer GAIN/START participants by job category to Contractor.
Contractor must report all job openings with job requirements to:
[email protected] and [email protected] and DPSS will refer qualified GAIN/START job candidates.
8.11.2 In the event that both laid- off County employees and GAIN/START participants are available for hiring, County employees must be given first priority.
8.12 CONTRACTOR RESPONSIBILITY AND DEBARMENT
8.12.1 Responsible Contractor
8.12.1.1 A responsible Subrecipient (that is, "Contractor") is a contractor who has demonstrated the attribute of trustworthiness, as well as quality, fitness, capacity, and experience to satisfactorily perform this Subaward (that is, "Contract"). It is County's policy to conduct business only with responsible contractors.
8.12.2 Chapter 2.202 of the County Code
8.12.2.1 Subrecipient (that is, "Contractor") is hereby notified that, in accordance Chapter 2.202 of the County Code, if County
acquires information concerning the performance of Contractor on this Subaward (that is, "Contract") or other contracts which indicates that Contractor is not responsible, County may, in addition to other remedies provided in this Contract, debar Contractor from bidding or proposing on, or being awarded, and/or performing work on County contracts for a specified period of time, which generally will not exceed five (5) years but may exceed five (5) years or be permanent if warranted by the circumstances, and terminate any or all existing contracts which Contractor may have with County.
8.12.3 Non-responsible Contractor
8.12.3.1 County may debar Subrecipient (that is, "Contractor") if the Board finds, in its discretion, that Contractor has done any of the following: (1) violated a term of a contract with County or a non-profit corporation created by County, (2) committed an act ATTACHMENT NO. 3
or omission which negatively reflects on Contractor's quality, fitness or capacity to perform a contract with County, any other public entity, or a non-profit corporation created by County, or engaged in a pattern or practice which negatively reflects on same, (3) committed an act or offense which indicates a lack of business integrity or business honesty, or (4) made or
submitted a false claim against County or any other public entity.
8.12.4 Contractor Hearing Board
8.12.4.1 If there is evidence that Subrecipient (that is, "Contractor") may be subject to debarment, County will notify Contractor in writing of the evidence which is the basis for the proposed debarment and will advise Contractor of the scheduled date for a
debarment hearing before the Contractor Hearing Board.
8.12.4.2 The Contractor Hearing Board will conduct a hearing where evidence on the proposed debarment is presented. Contractor and/or Contractor's representative will be given an opportunity to submit evidence at that hearing. After the hearing, the Contractor Hearing Board will prepare a tentative proposed decision, which will contain a recommendation regarding whether Contractor should be debarred, and, if so, the
appropriate length of time of the debarment. Contractor and County will be provided an opportunity to object to the tentative proposed decision prior to its presentation to the Board.
8.12.4.3 After consideration of any objections, or if no objections are submitted, a record of the hearing, the proposed decision, and any other recommendation of the Contractor Hearing Board will be presented to the Board. The Board will have the right to modify, deny, or adopt the proposed decision and
recommendation of the Contractor Hearing Board.
8.12.4.4 If Contractor has been debarred for a period longer than five (5) years, Contractor may after the debarment has been in effect for at least five (5) years, submit a written request for review of the debarment determination to reduce the period of
debarment or terminate the debarment. County may, in its discretion, reduce the period of debarment or terminate the debarment if it finds that Contractor has adequately
demonstrated one or more of the following: (1) elimination of the grounds for which the debarment was imposed; (2) a bona fide change in ownership or management; (3) material
evidence discovered after debarment was imposed; or (4) any other reason that is in the best interests of County.
ATTACHMENT NO. 3
8.12.4.5 The Contractor Hearing Board will consider a request for review of a debarment determination only where: (1)
Contractor has been debarred for a period longer than five (5) years; (2) the debarment has been in effect for at least five (5) years; and (3) the request is in writing, states one or more of the grounds for reduction of the debarment period or
termination of the debarment, and includes supporting
documentation. Upon receiving an appropriate request, the Contractor Hearing Board will provide notice of the hearing on the request. At the hearing, the Contractor Hearing Board will conduct a hearing where evidence on the proposed reduction of debarment period or termination of debarment is presented.
This hearing will be conducted and the request for review decided by the Contractor Hearing Board pursuant to the same procedures as for a debarment hearing.
8.12.4.6 The Contractor Hearing Board's proposed decision will contain a recommendation on the request to reduce the period of debarment or terminate the debarment. The Contractor
Hearing Board will present its proposed decision and
recommendation to the Board. The Board will have the right to modify, deny, or adopt the proposed decision and
recommendation of the Contractor Hearing Board.
8.12.5 Subcontractors of Contractor
8.12.5.1 These terms will also apply to Lower Tier Subrecipients (that is, "Subcontractors") of County contractors.
8.12.6 Contractor hereby acknowledges that County is prohibited from contracting with parties that are suspended, debarred, ineligible or excluded from securing State-funded or Federally funded contracts. By executing this Contract, Contractor certifies that neither it nor any of its owners, officers, partners, directors, or other principals is currently suspended, debarred, ineligible or excluded from securing State- funded or Federally funded contracts. Further by executing this Contract, Contractor certifies that, to its knowledge, none of its subcontractors, at any tier, or any owner, officer, partner, director, or other principal of any subcontractor is currently suspended, debarred, ineligible or excluded from securing S tate-funded or Federally funded contracts. During the term of this Contract, Contractor must immediately notify County's Compliance Manager in writing should it or any of its subcontractors or any principals of either be suspended, debarred, ineligible or excluded from securing State- funded or Federally funded contracts. Failure of Contractor to comply with this provision will constitute a material breach of this Contract upon which County may immediately terminate or suspend this Contract.
ATTACHMENT NO. 3
8.13 CONTRACTOR'S ACKNOWLEDGEMENT OF COUNTY'S COMMITMENT TO THE
SAFELY SURRENDERED BABY LAW
8.13.1 Subrecipient (that is, "Contractor") acknowledges that County places a high priority on the implementation of the Safely Surrendered Baby Law.
Contractor understands that it is County's policy to encourage all County contractors to voluntarily post County's poster, Exhibit G (Safely Surrendered Baby Law) in a prominent position at Contractor's place of business. Contractor will also encourage any approved Lower Tier Subrecipients (that is, "Subcontractors"), if any, to post this poster in a prominent position in the Subcontractor's place of business. Information and posters for printing are available at https://lacounty.gov/residents/family - services/child-safety/safe-surrender/.
8.14 CONTRACTOR'S WARRANTY OF ADHERENCE TO COUNTY'S CHILD SUPPORT
COMPLIANCE PROGRAM
8.14.1 Subrecipient (that is, "Contractor") acknowledges that County has established a goal of ensuring that all individuals who benefit financially from County through contracts are in compliance with their court- ordered child, family and spousal support obligations in order to mitigate the economic burden otherwise imposed upon County and its taxpayers.
8.14.2 As required by County's Child Support Compliance Program (County Code Chapter 2.200) and without limiting Contractor's duty under this Subaward (that is, "Contract") to comply with all applicable provisions of law, Contractor warrants that it is now in compliance and will during the term of this Contract maintain compliance with employment and wage reporting requirements as required by the Federal Social Security Act (42 USC Section 653a) and California Unemployment Insurance Code Section 1088.5, and will implement all lawfully served Wage and Earnings Withholding Orders or Child Support Services Department Notices of Wage and Earnings Assignment for Child, Family or Spousal Support, pursuant to Code of Civil Procedure Section 706.031 and Family Code Section 5246(b).
8.15 COUNTY'S QUALITY ASSURANCE PLAN
8.15.1 County or its agent will monitor Subrecipient's (that is, "Contractor's") performance under this Subaward (that is, "Contract") on not less than an annual basis. Such monitoring will include assessing Contractor's compliance with all Contract terms and conditions and performance standards, in addition to the regulations outlined in Subparagraph 8.38.3 (Monitoring Reviews). Contractor deficiencies which County determines are significant or continuing and that may place performance of this Contract in jeopardy if not corrected will be reported to the Board and listed in the appropriate Contractor performance database. The report to the Board will include improvement/corrective action measures taken by County and Contractor. If improvement does not occur consistent with the corrective ATTACHMENT NO. 3
action measures, County may terminate this Contract or impose other penalties as specified in this Contract.
8.16 DAMAGE TO COUNTY FACILITIES, BUILDINGS OR GROUNDS
8.16.1 Subrecipient will repair, or cause to be repaired, at its own cost, any and all damage to County facilities, buildings or grounds caused by Subrecipient or employees or agents of Subrecipient. Such repairs must be made immediately after Subrecipient has become aware of such damage, but in no event later than thirty (30) days after the occurrence.
8.16.2 If Subrecipient fails to make timely repairs, County may make any necessary repairs. All costs incurred by County, as determined by County, for such repairs must be repaid by Subrecipient by cash payment upon demand.
8.17 EMPLOYMENT ELIGIBILITY VERIFICATION
8.17.1 Subrecipient warrants that it fully complies with all Federal and State statutes and regulations regarding the employment of aliens and others and that all its employees performing Work under this Subaward meet the citizenship or alien status requirements set forth in Federal and State statutes and regulations. Subrecipient must obtain from all employees performing Work hereunder, all verification and other documentation of employment eligibility status required by Federal and State statutes and regulations including, but not limited to, the Immigration Reform and Control Act of 1986 (P.L. 99-603), or as they currently exist and as they may be hereafter amended.
Subrecipient must retain all such documentation for all covered employees for the period prescribed by law.
8.17.2 Subrecipient must indemnify, defend, and hold harmless, County, its agents, officers and employees from employer sanctions and any other liability which may be assessed against Subrecipient or County or both in connection with any alleged violation of any Federal or State statutes or regulations pertaining to the eligibility for employment of any persons performing Work under this Subaward.
8.18 COUNTERPARTS AND ELECTRONIC SIGNATURES AND REPRESENTATION
8.18.1 This Subaward may be executed in two or more counterparts, each of which will be deemed an original but all of which together will constitute one and the same Subaward. The facsimile, email or electronic signature of the parties will be deemed to constitute original signatures, and facsimile or electronic copies hereof will be deemed to constitute duplicate originals.
8.18.2 County and Subrecipient hereby agree to regard electronic representations of original signatures of authorized officers of each party, when appearing in appropriate places on the Subaward and any Amendments prepared pursuant to Subparagraph 8.1 (Amendments) and received via communications facilities (facsimile, email, or electronic signature), as ATTACHMENT NO. 3
legally sufficient evidence that such legally binding signatures have been affixed to Amendments to this Subaward.
8.19 FAIR LABOR STANDARDS
8.19.1 Subrecipient must comply with all applicable provisions of the Federal Fair Labor Standards Act and must indemnify, defend, and hold harmless County and its agents, officers and employees from any and all liability, including, but not limited to, wages, overtime pay, liquidated damages, penalties, court costs and attorneys' fees arising under any wage and hour law, including, but not limited to, the Federal Fair Labor Standards Act, for Work performed by Subrecipient's employees for which County may be found jointly or solely liable.
8.20 FORCE MAJEURE
8.20.1 Neither party will be liable for such party's failure to perform its obligations under and in accordance with this Subaward, if such failure arises out of fires, floods, epidemics, quarantine restrictions, other natural occurrences, strikes, lockouts (other than a lockout by such party or any of such party's lower tier subrecipients), freight embargoes, or other similar events to those described above, but in every such case the failure to perform must be totally beyond the control and without any fault or negligence of such party (such events are referred to in this Subparagraph 8.20 as "force majeure events").
8.20.2 Notwithstanding the foregoing, a default by a Lower Tier Subrecipient of Subrecipient will not constitute a force majeure event, unless such default arises out of causes beyond the control of both Subrecipient and such Lower Tier Subrecipient, and without any fault or negligence of either of them. In such case, Subrecipient will not be liable for failure to perform, unless the goods or Services to be furnished by the Lower Tier Subrecipient were obtainable from other sources in sufficient time to permit Subrecipient to meet the required performance schedule. As used in this Subparagraph 8.20, the term "Lower Tier Subrecipient" and "Lower Tier Subrecipients" mean Lower Tier Subrecipients at any tier.
8.20.3 In the event Subrecipient's failure to perform arises out of a force majeure event, Subrecipient agrees to use commercially reasonable best efforts to obtain goods or Services from other sources, if applicable, and to otherwise mitigate the damages and reduce the delay caused by such force majeure event.
8.21 GOVERNING LAW, JURISDICTION, AND VENUE
8.21.1 This Subaward will be governed by, and construed in accordance with, the laws of the State of California. Subrecipient agrees and consents to the exclusive jurisdiction, including personal jurisdiction, of the courts of the State of California for all purposes regarding this Subaward, and further agrees and consents that venue of any action brought hereunder will be exclusively in the County.
ATTACHMENT NO. 3
8.22 INDEPENDENT CONTRACTOR STATUS
8.22.1 This Subaward is by and between County and Subrecipient and is not intended, and must not be construed, to create the relationship of agent, servant, employee, partnership, joint venture, or association, as between County and Subrecipient. The employees and agents of one party must not be, or be construed to be, the employees or agents of the other party for any purpose whatsoever.
8.22.2 Subrecipient will be solely liable and responsible for providing to, or on behalf of, all persons performing Work pursuant to this Subaward all compensation and benefits. County will have no liability or responsibility for the payment of any salaries, wages, unemployment benefits, disability benefits, Federal, State, or local taxes, or other compensation, benefits, or taxes for any personnel provided by or on behalf of Subrecipient.
8.22.3 Subrecipient understands and agrees that all persons performing Work pursuant to this Subaward are, for purposes of Workers' Compensation liability, solely employees of Subrecipient and not employees of County.
Subrecipient will be solely liable and responsible for furnishing any and all Workers' Compensation benefits to any person as a result of any injuries arising from or connected with any Work performed by or on behalf of Subrecipient pursuant to this Subaward.
8.22.4 Subrecipient must adhere to the provisions stated in Subparagraph 7.6 (Confidentiality).
8.23 INDEMNIFICATION
8.23.1 Subrecipient must indemnify, defend, and hold harmless County, its Special Districts, elected and appointed officers, employees, agents, and volunteers ("County Indemnitees") from and against any and all liability, including but not limited to demands, claims, actions, fees, costs and expenses (including attorney and expert witness fees), arising from and/or relating to this Subaward, except for such loss or damage arising from the sole negligence or willful misconduct of County indemnitees.
8.24 GENERAL PROVISIONS FOR ALL INSURANCE COVERAGE
8.24.1 Without limiting Subrecipient's indemnification of County, and in the performance of this Subaward and until all of its obligations pursuant to this Subaward have been met, Subrecipient must provide and maintain at its own expense insurance coverage satisfying the requirements specified in this Subparagraph 8.24 and Subparagraph 8.25 (Insurance Coverage) of this Subaward. These minimum insurance coverage terms, types, and limits ("Required Insurance") also are in addition to and separate from any other contractual obligation imposed upon Subrecipient pursuant to this Subaward.
County in no way warrants that the Required Insurance is sufficient to protect Subrecipient for liabilities which may arise from or relate to this Subaward.
ATTACHMENT NO. 3
8.24.2 Evidence of Coverage and Notice to County
8.24.2.1 Certificate(s) of insurance coverage ("Certificate") satisfactory to County, and a copy of an Additional Insured endorsement confirming County and its Agents (defined below) have been given Insured status under Subrecipient's General Liability policy, must be delivered to County's Contract Manager at the address shown below and provided prior to commencing
Services under this Subaward.
8.24.2.2 Renewal Certificates must be provided to County's Contract Manager not less than ten (10) days prior to Subrecipient's policy expiration dates. County reserves the right to obtain complete, certified copies of any required Subrecipient and/or Lower Tier Subrecipient insurance policies at any time.
8.24.2.3 Certificates must identify all Required Insurance coverage types and limits specified herein, reference this Subaward by name or number, and be signed by an authorized
representative of the insurer(s). The Insured party named on the Certificate must match the name of Subrecipient identified as the contracting party in this Subaward. Certificates must provide the full name of each insurer providing coverage, its NAIC (National Association of Insurance Commissioners)
identification number, its financial rating, the amounts of any policy deductibles or self -insured retentions exceeding fifty thousand dollars ($50,000), and list any County required endorsement forms.
8.24.2.4 Neither County's failure to obtain, nor County's receipt of, or failure to object to a non- complying insurance certificate or endorsement, or any other insurance documentation or
information provided by Subrecipient, its insurance broker(s) and/or insurer(s), will be construed as a waiver of any of the Required Insurance provisions.
8.24.2.5 Certificates and copies of any required endorsements must be sent to:
County of Los Angeles
Aging and Disabilities Department
Contracts Management Division
Attention: County's Contract Manager
510 South Vermont Avenue, 11
th Floor
Los Angeles, CA 90020
8.24.2.6 Subrecipient also must promptly report to County’s Program Manager any injury or property damage accident or incident, ATTACHMENT NO. 3
including any injury to a Subrecipient employee occurring on County property, and any loss, disappearance, destruction, misuse, or theft of County property, monies or securities entrusted to Subrecipient. Subrecipient also must promptly notify County’s Program Manager of any third -party claim or suit filed against Subrecipient or any approved Lower Tier Subrecipients which arises from or relates to this Subaward, and could result in the filing of a claim or lawsuit against Subrecipient and/or County.
8.24.3 Additional Insured Status and Scope of Coverage
8.24.3.1 The County, its Special Districts, Elected Officials, Officers, Agents, employees, and volunteers (collectively County and its Agents) must be provided additional insured status under Subrecipient's General Liability policy with respect to liability arising out of Subrecipient's ongoing and completed operations performed on behalf of County. County and its Agents'
additional insured status will apply with respect to liability and defense of suits arising out of Subrecipient's acts or omissions, whether such liability is attributable to Subrecipient or to County. The full policy limits and scope of protection also must apply to County and its Agents as an additional insured, even if they exceed County's minimum Required Insurance
specifications herein. Use of an automatic additional insured endorsement form is acceptable providing it satisfies the Required Insurance provisions herein.
8.24.4 Cancellation of or Changes in Insurance
8.24.4.1 Subrecipient must provide County with, or Subrecipient's insurance policies must contain a provision that County will receive, written notice of cancellation or any change in Required Insurance, including insurer, limits of coverage, term of coverage or policy period. The written notice must be provided to County's Contract Manager at least ten (10) days in advance of cancellation for non- payment of premium and thirty (30) days in advance for any other cancellation or policy change. Failure to provide written notice of cancellation or any change in Required Insurance may constitute a material
breach of this Subaward, in the sole discretion of County, upon which County may suspend or terminate this Subaward.
8.24.5 Failure to Maintain Insurance
8.24.5.1 Subrecipient's failure to maintain or to provide acceptable evidence that it maintains the Required Insurance will
constitute a material breach of this Subaward, upon which County immediately may withhold payments due to
ATTACHMENT NO. 3
Subrecipient, and/or suspend or terminate this Subaward.
County, at its sole discretion, may obtain damages from Subrecipient resulting from said breach. Alternatively, County may purchase the Required Insurance, and without further notice to Subrecipient, deduct the premium cost from sums due to Subrecipient or pursue Subrecipient reimbursement.
8.24.6 Insurer Financial Ratings
8.24.6.1 Coverage must be placed with insurers acceptable to County with A.M. Best ratings of not less than A:VII unless otherwise approved by County.
8.24.7 Subrecipient's Insurance Must Be Primary
8.24.7.1 Subrecipient's insurance policies, with respect to any claims related to this Subaward, must be primary with respect to all other sources of coverage available to Subrecipient. Any County maintained insurance or self-insurance coverage must be in excess of and not contribute to any Subrecipient coverage.
8.24.8 Waivers of Subrogation
8.24.8.1 To the fullest extent permitted by law, Subrecipient hereby waives its rights and its insurer(s)' rights of recovery against County under all the Required Insurance for any loss arising from or relating to this Subaward. Subrecipient must require its insurers to execute any waiver of subrogation endorsements which may be necessary to affect such waiver.
8.24.9 Lower Tier Subrecipient Insurance Coverage Requirements
8.24.9.1 Subrecipient must include all Lower Tier Subrecipients as insureds under Subrecipient's own policies, or must provide County with each Lower Tier Subrecipient's separate evidence of insurance coverage. Subrecipient will be responsible for verifying that each Lower Tier Subrecipient complies with the Required Insurance provisions herein, and must require that each Lower Tier Subrecipient name County and Subrecipient as additional insureds on the Lower Tier Subrecipient's General Liability policy. Subrecipient must obtain County's prior review and approval of any Lower Tier Subrecipient request for modification of the Required Insurance.
8.24.10 Deductibles and Self-Insured Retentions (SIRs)
8.24.10.1 Subrecipient's policies will not obligate County to pay any portion of any Subrecipient deductible or SIR. County retains the right to require Subrecipient to reduce or eliminate policy deductibles and SIRs as respects County, or to provide a bond ATTACHMENT NO. 3
guaranteeing Subrecipient's payment of all deductibles and SIRs, including all related claims investigation, administration, and defense expenses. Such bond must be executed by a
corporate surety licensed to transact business in the State of California.
8.24.11 Claims Made Coverage
8.24.11.1 If any part of the Required Insurance is written on a claims made basis, any policy retroactive date must precede the effective date of this Subaward. Subrecipient understands and agrees it will maintain such coverage for a period of not less than three (3) years following Subaward expiration, termination, or cancellation.
8.24.12 Application of Excess Liability Coverage
8.24.12.1 Subrecipient may use a combination of primary, and excess insurance policies which provide coverage as broad as ("follow form" over) the underlying primary policies, to satisfy the Required Insurance provisions.
8.24.13 Separation of Insureds
8.24.13.1 All liability policies must provide cross -liability coverage as would be afforded by the standard ISO (Insurance Services Office, Inc.) separation of insureds provision with no insured versus insured exclusions or limitations.
8.24.14 Alternative Risk Financing Programs
8.24.14.1 County reserves the right to review, and then approve, Subrecipient use of self -insurance, risk retention groups, risk purchasing groups, pooling arrangements, and captive
insurance to satisfy the Required Insurance provisions. County and its Agents must be designated as an Additional Covered Party under any approved program.
8.24.15 County Review and Approval of Insurance Requirements
8.24.15.1 County reserves the right to review and adjust the Required Insurance provisions, conditioned upon County's determination of changes in risk exposures.
ATTACHMENT NO. 3
8.25 INSURANCE COVERAGE
8.25.1 Commercial General Liability
8.25.1.1 Insurance (providing scope of coverage equivalent to ISO policy form CG 00 01), naming County and its Agents as an additional insured, with limits of not less than:
General Aggregate: $4 million
Products/Completed Operations Aggregate: $2 million
Personal and Advertising Injury: $1 million
Each Occurrence: $1 million
8.25.2 Automobile Liability
8.25.2.1 Insurance (providing scope of coverage equivalent to ISO policy form CA 00 01) with limits of not less than one million dollars ($1,000,000) for bodily injury and property damage, in combined or equivalent split limits, for each single accident.
Insurance must cover liability arising out of Subrecipient's use of autos pursuant to this Subaward, including owned, leased, hired, and/or non-owned autos, as each may be applicable.
8.25.3 Workers Compensation and Employers' Liability
8.25.3.1 Insurance or qualified self -insurance satisfying statutory requirements, which includes Employers' Liability coverage with limits of not less than one million dollars ($1,000,000) per accident. If Subrecipient will provide leased employees, or is an employee leasing or temporary staffing firm or a
professional employer organization ("PEO"), coverage also must include an Alternate Employer Endorsement (providing scope of coverage equivalent to ISO policy form WC 00 03 01 A) naming County as the Alternate Employer. The written notice must be provided to County at least ten (10) days in advance of cancellation for non-payment of premium and thirty (30) days in advance for any other cancellation or policy change. If applicable to Subrecipient's operations, coverage also must be arranged to satisfy the requirements of any Federal workers or workmen's compensation law or any
Federal occupational disease law.
8.25.4 Sexual Misconduct Liability
8.25.4.1 Insurance covering actual or alleged claims for sexual misconduct and/or molestation with limits of not less than one million dollars ($ 1,000,000) per claim and one million dollars ($1,000,000) aggregate, and claims for negligent employment, investigation, supervision, training, or retention of, or failure to ATTACHMENT NO. 3
report to proper authorities, a person(s) who committed any act of abuse, molestation, harassment, mistreatment, or
maltreatment of a sexual nature.
8.25.5 Intentionally Omitted
8.25.6 Property Coverage
8.25.6.1 Subrecipient who is given exclusive use of County owned or leased property must carry property coverage at least as broad as that provided by the ISO special causes of loss (ISO policy form CP 10 30). County and its Agents must be named as an Additional Insured and Loss Payee on Subrecipient’s
insurance as its interests may appear. Automobiles and mobile equipment must be insured for their actual cash value. Real property and all other personal property must be insured for their full replacement value.
8.25.7 Crime Coverage
8.25.7.1 A Fidelity Bond or Crime Insurance policy with limits of not less than fifty thousand dollars ($50,000) per occurrence. Such coverage must protect against all loss of money, securities, or other valuable property entrusted by County to Subrecipient, and apply to all of Subrecipient’s directors, officers, agents and employees who regularly handle or have responsibility for such money, securities or property. County and its Agents must be named as an Additional Insured and Loss Payee as its interests may appear. This insurance must include third party fidelity coverage, include coverage for loss due to theft, mysterious disappearance, and computer fraud/theft, and must not contain a requirement for an arrest and/or conviction.
8.25.8 Intentionally Omitted
8.25.9 Cyber Insurance Liability
8.25.9.1 Subrecipient must secure and maintain cyber liability insurance coverage with limits of at least three million dollars ($3,000,000) per occurrence and in the aggregate during the term of Subaward, including coverage for: network security liability; privacy liability; privacy regulatory proceeding, defense, response, expenses and fines; technology professional liability (errors and omissions); privacy breach expense
reimbursement (liability arising from the loss or disclosure of County Information no matter how it occurs); system breach; denial or loss of Service; introduction, implantation, or spread of malicious software code; unauthorized access to or use of computer systems; and Data/Information loss and business ATTACHMENT NO. 3
interruption; any other liability or risk that arises out of Subaward. Subrecipient must add County as an additional insured to its cyber liability insurance policy and provide to County certificates of insurance evidencing the foregoing upon County's request. The procuring of the insurance described herein, or delivery of the certificates of insurance described herein, will not be construed as a limitation upon Subrecipient's liability or as full performance of its indemnification obligations hereunder. No exclusion/restriction for unencrypted portable devices/media may be on the policy.
8.26 LIQUIDATED DAMAGES
8.26.1 If, in the judgment of County's Director, or their designee, Subrecipient is deemed to be non-compliant with the terms and obligations assumed hereby, County's Director, or their designee, at their option, in addition to, or in lieu of, other remedies provided herein, may withhold the entire monthly payment, or deduct pro rata from Subrecipient's invoice for Work not performed. A description of the Work not performed and the amount to be withheld or deducted from payments to Subrecipient from County, will be forwarded to Subrecipient by County's Director , o r their designee, in a written notice describing the reasons for said action.
8.26.2 If County's Director, or their designee determines that there are deficiencies in the performance of this Subaward that County's Director, or their designee deems are correctable by Subrecipient over a certain time span, County's Director, or their designee will provide a written notice to Subrecipient to correct the deficiency within specified time frames. Should Subrecipient fail to correct deficiencies within said time frame, County's Director, or their designee may take any of the actions identified in Subparagraph 8.26.3.
8.26.3 Remedies for Non-Performance of Subaward
8.26.3.1 County may deduct from Subrecipient's payment, pro rata, those applicable portions of the monthly Subaward Sum at County's sole discretion.
8.26.3.2 County may deduct liquidated damages at County's sole discretion. The parties agree that it will be impracticable or extremely difficult to fix the extent of actual damages resulting from the failure of Subrecipient to correct a deficiency within the specified time frame. The parties hereby agree that under the current circumstances a reasonable estimate of such damages per day per infraction will be one hundred dollars ($100) .
Subrecipient will be liable to County for liquidated damages in said amount and this amount will be deducted from County's payment to Subrecipient.
ATTACHMENT NO. 3
8.26.3.3 Upon giving five (5) days' notice to Subrecipient for failure to correct the deficiencies, County may correct any and all deficiencies and the total costs incurred by County for completion of the Work by an alternate source, whether it be County forces or separate private contractor, will be deducted and forfeited from the payment to Subrecipient from County, as determined by County.
8.26.4 The action noted in Subparagraph 8.26.3 will not be construed as a penalty, but as adjustment of payment to Subrecipient to recover County cost due to the failure of Subrecipient to complete or comply with the provisions of this Subaward.
8.26.5 This Subparagraph must not, in any manner, restrict or limit County's right to damages for any breach of this Subaward provided by law or as specified in Exhibit A (Statement of Work and Attachments ), Attachment 2 (Performance Requirements Summary) or Subparagraph 8.26.3, and must not, in any manner, restrict or limit County's right to terminate this Subaward as agreed to herein. This Subparagraph 8.26 may be assessed as an option.
It does not preclude utilizing Exhibit A (Statement of Work and Attachments), Attachment 2 (Performance Requirements Summary) or assessing actual costs of the damage.
8.27 MOST FAVORED PUBLIC ENTITY
8.27.1 If Subrecipient's prices decline, or should Subrecipient at any time during the term of this Subaward provide the same goods or Services under similar quantity and delivery conditions to the State of California or any county, municipality, or district of the State at prices below those set forth in this Subaward, then such lower prices must be immediately extended to County.
8.28 NON-DISCRIMINATION AND AFFIRMATIVE ACTION
8.28.1 Subrecipient (that is, "Contractor") certifies and agrees that all persons employed by it, its affiliates, subsidiaries, or holding companies are and will be treated equally without regard to or because of race, color, religion, ancestry, national origin, sex, age, physical or mental disability, marital status, or political affiliation, in compliance with all applicable Federal and State anti-discrimination laws and regulations.
8.28.2 Contractor certifies to County each of the following:
8.28.2.1 Contractor has a written policy statement prohibiting discrimination in all phases of employment
8.28.2.2 Contractor periodically conducts a self -analysis or utilization analysis of its work force
ATTACHMENT NO. 3
8.28.2.3 Contractor has a system for determining if its employment practices are discriminatory against protected groups.
8.28.2.4 Where problem areas are identified in employment practices, Contractor has a system for taking reasonable corrective action, to include establishment of goals or timetables
8.28.3 Contractor must take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to race, color, religion, ancestry, national origin, sex, age, physical or mental disability, marital status, or political affiliation, in compliance with all applicable Federal and State anti-discrimination laws and regulations. Such action must include, but is not limited to; employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
8.28.4 Contractor certifies and agrees that it will deal with any approved Lower Tier Subrecipients (that is, "Subcontractors"), bidders, or vendors without regard to or because of race, color, religion, ancestry, national origin, sex, age, physical or mental disability, marital status, or political affiliation.
8.28.5 Contractor certifies and agrees that it, its affiliates, subsidiaries or holding companies must comply with all applicable Federal and State laws and regulations to the end that no person will, on the grounds of race, color, religion, ancestry, national origin, sex, age, physical or mental disability, marital status or political affiliation, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this Subaward (that is, "Contract") or under any project, program or activity supported by this Contract.
8.28.6 Contractor will allow County representatives access to Contractor's employment records during County's business hours to verify compliance with the provisions of this Subparagraph 8.28 when so requested by County.
8.28.7 If County finds that any provisions of this Subparagraph 8.28 have been violated, such violation will constitute a material breach of this Contract upon which County may terminate or suspend this Contract. While County reserves the right to determine independently that the anti -discrimination provisions of this Contract have been violated, in addition, a determination by the California Fair Employment and Housing Commission or the Federal Equal Employment Opportunity Commission that Contractor has violated Federal, or State anti -discrimination laws or regulations will constitute a finding by County that Contractor has violated the anti -discrimination provisions of this Contract.
8.28.8 The parties agree that in the event Contractor violates any of the anti- discrimination provisions of this Contract, County will, at its sole option, be entitled to the sum of five hundred dollars ($500) for each such violation ATTACHMENT NO. 3
pursuant to California Civil Code Section 1671 as liquidated damages in lieu of terminating or suspending this Contract.
8.29 NON-EXCLUSIVITY
8.29.1 Nothing herein is intended nor will be construed as creating any exclusive arrangement with Subrecipient. This Subaward will not restrict County from acquiring similar, equal or like goods and/or Services from other entities or sources.
8.30 NOTICE OF DELAYS
8.30.1 Except as otherwise provided under this Subaward, when either party has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this Subaward, that party must, within one (1) business day, give notice thereof, including all relevant information with respect thereto, to the other party.
8.31 NOTICE OF DISPUTES
8.31.1 Subrecipient must bring to the attention of County’s Program Manager and/or County's Contract Manager any dispute between County and Subrecipient regarding the performance of Services as stated in this Subaward. If County’s Program Manager or County's Contract Manager is not able to resolve the dispute, County's Director, or their designee will resolve it.
8.32 NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME CREDIT
8.32.1 Subrecipient must notify its employees, and will require each Lower Tier Subrecipient to notify its employees, that they may be eligible for the Federal Earned Income Credit under the Federal income tax laws. Such notice must be provided in accordance with the requirements set forth in Internal Revenue Service (IRS) Notice 1015.
8.33 NOTICE TO EMPLOYEES REGARDING THE SAFELY SURRENDERED BABY LAW
8.33.1 Subrecipient (that is, "Contractor") must notify and provide to its employees, and will require each Lower Tier Subrecipient (that is, "Subcontractor") to notify and provide to its employees, information regarding the Safely Surrendered Baby Law, its implementation in Los Angeles County, and where and how to safely surrender a baby. The information is set forth in Exhibit G (Safely Surrendered Baby Law) of this Subaward (that is, "Contract"). Additional information is available at : Baby Safe Surrender Program – COUNTY OF LOS ANGELES.
8.34 NOTICES
8.34.1 All notices or demands required or permitted to be given or made under this Subaward must be in writing and will be hand-delivered with signed receipt ATTACHMENT NO. 3
or mailed by first -class registered or certified mail, postage prepaid, addressed to the parties as identified in Exhibit D (County's Administration) and Exhibit E (Subrecipient's Administration). Addresses may be changed by either party giving ten (10) days' prior written notice thereof to the other party. County's Contract Manager or their designee will have the authority to issue all notices or demands required or permitted by County under this Subaward.
8.35 PROHIBITION AGAINST INDUCEMENT OR PERSUASION
8.35.1 Notwithstanding the above, Subrecipient and County agree that, during the term of this Subaward and for a period of one (1) year thereafter, neither party will in any way intentionally induce or persuade any employee of one party to become an employee or agent of the other party. No bar exists against any hiring action initiated through a public announcement.
8.36 PUBLIC RECORDS ACT
8.36.1 Any documents submitted by Subrecipient, all information obtained in connection with County's right to audit and inspect Subrecipient's documents, books, and accounting records pursuant to Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement), as well as those documents which were required to be submitted in response to the solicitation used to procure this Subaward, become the exclusive property of County. All such documents become a matter of public record and will be regarded as public records. Exceptions will be those elements in the California Government Code Section 7921 et seq. (Public Records Act), and which are marked "trade secret", "confidential" or "proprietary". County will not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked, if disclosure is required by law, or by an order issued by a court of competent jurisdiction.
8.36.2 In the event County is required to defend an action on a Public Records Act request for any of the aforementioned documents, information, books, records, and/or contents of a proposal marked "trade secret", "confidential" or "proprietary", Subrecipient agrees to defend and indemnify County from all costs and expenses, including reasonable attorney's fees, in an action or liability arising under the California Public Records Act.
8.37 PUBLICITY
8.37.1 Subrecipient must not disclose any details in connection with this Subaward to any person or entity except as may be otherwise provided hereunder or required by law. However, in recognizing Subrecipient's need to identify its Services and related Clients to sustain itself, County will not inhibit Subrecipient from publishing its role under this Subaward within the following conditions:
ATTACHMENT NO. 3
8.37.1.1 Subrecipient must develop all publicity material in a professional manner; and
8.37.1.2 During the term of this Subaward, Subrecipient will not, and will not authorize another to, publish or disseminate any
commercial advertisements, press releases, feature articles, or other materials using the name of County without the prior written consent of County's Contract Manager.
8.37.2 Without the prior written consent of County, Subrecipient may indicate in its proposals and sales materials that it has been granted this Subaward with County of Los Angeles, provided that the requirements of this Subparagraph
8.37 will apply.
8.37.3 Subrecipient will not use or display the official seal of County of Los Angeles or the logo of Aging and Disabilities Department on any of its letterhead or other communications with any debtor, or for any other reason, unless each form of usage has prior written approval of the Board.
8.38 RECORD RETENTION, INSPECTION AND AUDIT SETTLEMENT
8.38.1 Record Retention Requirements
8.38.1.1 Subrecipient must maintain accurate and complete financial records (such as bank statements, cancelled checks or other closeout proof of payment) of its activities and operations relating to this Subaward in accordance with Generally
Accepted Accounting Principles. Subrecipient must also
maintain all materials, including, but not limited to, complete employment records (such as timecards, sign- in/sign-out sheets and other time and employment records), supporting Program documents and proprietary data and information
relating to its performance of this Subaward. Subrecipient must further maintain on file the entirety of this Subaward, its amendments and/or addendums, modifications and all
applicable laws, regulations, directives, Program memoranda and guidance which are hereby incorporated by reference.
Subrecipient must ensure that the security and integrity of all records are maintained throughout the entire term of this Subaward and during the authorized retention period as
outlined below.
8.38.1.2 Subrecipient must adhere to the requirements of the authorized retention period, which will be the greater of the following:
throughout the entire term of this Subaward and until an audit of this Subaward by County and/or its duly authorized
representative(s) has occurred and a written audit resolution has been issued or unless otherwise authorized in writing by County; or, for such longer period, if any, as required by ATTACHMENT NO. 3
applicable statute, by any other provision of this Subaward, by Subparagraphs 8.38.2.2 and 8.38.2.3 or as County deems
necessary (which will be communicated to Subrecipient in writing).
8.38.1.3 All such material must be maintained by Subrecipient at a location in Los Angeles County, provided that if any such material is located outside Los Angeles County, then, at County's option, Subrecipient must pay County for travel, per diem, and other costs incurred by County to examine, audit, excerpt, copy, or transcribe such material at such other location.
8.38.1.4 After the authorized retention period has expired, Subrecipient must dispose of, shred, or destroy all confidential records in a manner that will maintain confidentiality. Subrecipient must obtain a certificate of destruction to substantiate that all confidential records have been securely destroyed.
Subrecipient must notify County's Contract Manager in writing within thirty (30) days after such records are destroyed. The certificate of destruction must be provided to County's Contract Manager upon County's request.
8.38.2 Access to Records
8.38.2.1 Subrecipient agrees that County and any of its duly authorized representatives (which may include State authorities, Federal agencies (including, but not limited to, Comptroller of the United States, Office of the Inspector General and General Accounting Office) and/or any of their duly authorized represent atives), must have both access to and the right to examine, audit, excerpt, copy, or transcribe any pertinent transaction, activity, or record relating to this Subaward, any books, documents, papers and records of Subrecipient that are directly pertinent to this Subawar d (as determined by County and its duly authorized representatives). The rights of access which are outlined in this Subaward must not be limited to the authorized retention period but must last as long as the records are retained.
8.38.2.2 If this Subaward (or any part thereof) is terminated, Subrecipient must preserve and make all records, relating to the Work terminated, available during the authorized retention period of this Subaward. Subrecipient must ensure that any resource directories and all Client records remain the property of County upon termination of this Subaward, and that they are returned to County or transferred to another subrecipient as instructed by County in writing.
ATTACHMENT NO. 3
8.38.2.3 In the event of any litigation, claim, negotiation, audit exception or other action involving the records, Subrecipient must maintain all records relative to such action and must make them available to County and/or its duly authorized
representatives until every action has been cleared to the satisfaction of County and/or its duly authorized
representatives, and such clearance must be evidenced to Subrecipient in writing.
8.38.2.4 County reserves the right to take physical custody of Subrecipient's records when any of the following situations occur: in the event that a potential litigation may be levied against Subrecipient for its Work performed under this
Subaward; when County determines that Subrecipient is at a high risk of ceasing its operations during any time within the Subaward term or prior to the end of the retention period; when County determines that the records have long -term value; and/or, in the event that County and Subrecipient terminate the contractual relationship. For purposes of this Subaward, high risk is determined by County using criteria which includes but is not limited to the following: history of unsatisfactory contractual performance; financial instability or insolvency; documented evidence of an inadequate management system
and lack of internal controls; non-conformance to the terms and conditions of previous awards; non-responsible; and/or history of disallowed costs.
8.38.3 Monitoring Reviews
8.38.3.1 Subrecipient must provide the Services herein under the general supervision of County's Director and their authorized administrators who are designated in Paragraph 6.0
(Administration of Subaward- County). County will supervise, monitor, and specify the kind, quality, appropriateness, timeliness, and amount of the Services to be provided by Subrecipient as well as the criteria for determining the persons to be served (Clients). Subrecipient must extend to County and to representatives authorized by County (including, but not limited to, State and Federal representatives) the right to observe, review and monitor Subrecipient's facilities, programs, records, procedures, performance, activities, or documents, which are used under this Subaward. Subrecipient must
provide County (or other designated authorities) the right to conduct such reviews at any time during County's business hours. County (or other designated authorities) will not unreasonably interfere with Subrecipient's performance. The requirements of this Subparagraph 8.38 will also apply to Lower Tier Subrecipients providing Services on behalf of Subrecipient.
ATTACHMENT NO. 3
8.38.3.1.1 Subrecipient acknowledges County is required to verify directly with clients that they have received
the Services specified in this Subaward and billed
by Subrecipient to County. Subrecipient must
provide all client contact information upon
request.
8.38.3.1.2 Failure to provide client verification or other information as requested by County, or its
representatives, will be considered
noncompliance. Noncompliance penalties include
sanctioning, which may consist of suspension,
withholding of invoice payments and/ or
disallowed costs, and all other rights County
reserves in noncompliance situations as
established in this Subaward, up to and including
termination.
8.38.3.2 Cou nty will monitor Subrecipient's Services provided under this Subaward on a regular basis and County may conduct
unannounced site visits to ensure Subrecipient's compliance with this Subaward. County will summarize the results of the monitoring efforts in written reports, which will be supported with documented evidence of follow-up actions taken to correct areas of non-compliance. Monitoring activities may include, but are not limited to interviewing Subrecipient employees and, when applicable, Clients; entering any premises or any site in which any of the Services or activities funded are being conducted or in which any records of Subrecipient are kept; etc.
All information will be maintained in a confidential manner in accordance with any and all Federal, State and local laws.
8.38.3.3 Subrecipient must be responsible for monitoring the activities of any approved Lower Tier Subrecipient(s) providing Services under this Subaward. Subrecipient must conduct on-site fiscal and program monitoring reviews which must be documented and maintained on file according to the record retention requirements provided in this Subparagraph 8.38. Subrecipient must ensure that Lower Tier Subrecipient(s) adheres to all requirements for correcting areas of non -compliance, and implements the corrective action plan which has been
approved by Subrecipient.
8.38.4 Independent Audit Requirements
8.38.4.1 Title 45 Code of Federal Regulations Part 75.500 et seq. and Title 2 Code of Federal Regulations Part 200.500 et seq. requires that organizations which expend one million dollars ($1,000,000) or more in a year in Federal awards, including ATTACHMENT NO. 3
pass-through awards, must obtain an annual single audit.
When Subrecipient's organization meets this requirement (as specified in Title 45 Code of Federal Regulations Part 75.500 et seq. and Title 2 Code of Federal Regulations Part 200.500 et seq.), Subrecipient must ensure that such audit will be conducted by an independent auditor in accordance with the requirements outlined in Title 45 Code of Federal Regulations Part 75.500 et seq. and Title 2 Code of Federal Regulations Part 200.500 et seq. (and any amendments or supplements thereto). Subrecipient must submit an audit engagement letter as confirmation of the audit to be conducted by the independent auditor and such letter must be submitted to County's
Compliance Manager in the time and manner as directed by County. Upon auditor's completion of the single audit,
Subrecipient must obtain both the data collection form and the reporting package (i.e., auditor's report), as described in Title 45 Code of Federal Regulations Part 75.500 et seq. and Title 2 Code of Federal Regulations Part 200.500 et seq., from the auditor for each audit period (i.e., each Fiscal Year or Program Year). Subrecipient must submit a copy of the auditor's report to County's Compliance Manager within thirty (30) days after receipt of auditor's report but no later than nine (9) months following the end of the audit period.
8.38.4.2 When the requirements provided above for obtaining an annual audit do not apply to Subrecipient for any Fiscal Year (or Program Year), Subrecipient must make its records available for review or audit by County and any of its duly authorized representatives (which may include State authorities, Federal agencies (including, but not limited to, Comptroller of the United States, Office of the Inspector General and General Accounting Office) and/or any of their duly authorized representatives). Such review or audit may include but is not limited to financial audits, performance audits, evaluations, inspections, monitoring, etc. as determined by County and/or by any other oversight agency that is responsible for
overseeing Subaward Sums, the Program and Services.
Subrecipient must comply with the review and audit
requirements which must be identified in writing by County and/or its duly authorized representatives.
8.38.4.3 In the event that an audit of Subrecipient is conducted specifically regarding this Subaward by any Federal or State auditor, or by any auditor or accountant employed by
Subrecipient or otherwise, then Subrecipient must file a copy of such audit report with County's Compliance Manager within thirty (30) days of Subrecipient's receipt thereof, unless otherwise provided by applicable Federal or State law or under ATTACHMENT NO. 3
this Subaward. Subject to applicable law, County will make a reasonable effort to maintain the confidentiality of such audit report(s).
8.38.4.4 If, at any time during the term of this Subaward or during the authorized retention period of this Subaward as noted in Subparagraph 8.38.1, representatives of County conduct an audit of Subrecipient regarding the Work performed under this Subaward, and if such audit finds that County's dollar liability for any such Work is less than payments made by County to Subrecipient, then the difference will be either: a) repaid by Subrecipient to County by cash payment upon demand; or, b) at the sole option of County of Los Angeles Department of Auditor-Controller, deducted from any amounts due to
Subrecipient from County, whether under this Subaward or otherwise. If such audit finds that County's dollar liability for such Work is more than the payments made by County to
Subrecipient, then the difference will be paid to Subrecipient by County by cash payment, provided that in no event will
County's maximum obligation for this Subaward exceed the funds appropriated by County for the purpose of this Subaward.
8.38.5 Failure to Comply With Requirements
8.38.5.1 Failure on the part of Subrecipient to comply with any of the provisions of this Subparagraph 8.38 will constitute a material breach of this Subaward upon which County may terminate or suspend this Subaward.
8.39 RECYCLED BOND PAPER
8.39.1 Consistent with the Board’s policy to reduce the amount of solid waste deposited at Los Angeles County landfills, Subrecipient agrees to use recycled-content paper to the maximum extent possible on this Subaward.
8.40 LOWER TIER SUBAWARD
8.40.1 Subrecipient will not delegate the requirements of this Subaward to a third- party ("Lower Tier Subrecipient") without the advance written approval of County. Any attempt by Subrecipient to enter into a Lower Tier Subaward for that purpose without the prior written consent of County will be deemed a material breach of this Subaward. Subrecipient must provide a draft copy of the proposed Lower Tier Subaward to County's Contract Manager, and must allow County up to sixty (60) days to complete its review proces s. As such, Subrecipient must ensure that it provides the Lower Tier Subaward to County well in advance of its intended date to execute the Lower Tier Subaward (i.e., in order for Subrecipient to meet its target date for executing the Lower Tier Subaward, Subrecipient must factor up to sixty (60) days into its timeline to account for County's review process).
ATTACHMENT NO. 3
8.40.2 If Subrecipient desires to enter into a Lower Tier Subaward for the purpose of delegating any of the requirements of this Subaward, Subrecipient must complete Exhibit T (List of Lower Tier Subawards) and at County's request must promptly provide the following information either on or along with Exhibit T (List of Lower Tier Subawards):
8.40.2.1 Lower Tier Subrecipient's name and contact information; a description of the Work to be performed by Lower Tier
Subrecipient; Lower Tier Subaward number; and Lower Tier Subaward amount.
8.40.2.2 A draft copy of the proposed Lower Tier Subaward.
8.40.2.3 Other pertinent information and/or certifications requested by County.
8.40.3 Subrecipient must indemnify, defend, and hold County harmless with respect to the activities of each and every Lower Tier Subrecipient in the same manner and to the same degree as if such Lower Tier Subrecipient(s) was Subrecipient's employee.
8.40.4 Subrecipient will remain fully responsible for all performances required of it under this Subaward, including those that Subrecipient has determined to grant through a Lower Tier Subaward, notwithstanding County's approval of Subrecipient's proposed Lower Tier Subaward.
8.40.5 County's consent to allow Subrecipient to enter into a Lower Tier Subaward with a third -party will not waive County's right to prior and continuing approval of any and all personnel, including Lower Tier Subrecipient employees, providing Services under this Subaward. Subrecipient is responsible for notifying any approved Lower Tier Subrecipients of this County right.
8.40.6 County's Contract Manager is authorized to act for and on behalf of County with respect to approval of any Lower Tier Subaward and Lower Tier Subrecipient employees. After County's approval of the Lower Tier Subaward, Subrecipient must forward a copy of the fully executed Lower Tier Subaward to County's Contract Manager within five (5) days of its execution.
8.40.7 Subrecipient will be solely liable and responsible for all payments or other compensation to all Lower Tier Subrecipients and their officers, employees, agents, and successors in interest arising through Services performed hereunder, notwithstanding County's consent to allow Subrecipient to enter into such Lower Tier Subaward(s).
8.40.8 Subrecipient must obtain current valid certificates of insurance, which establish that each Lower Tier Subrecipient maintains all the programs of insurance required by County in accordance with Subparagraph 8.24.9 (Lower Tier Subrecipient Insurance Coverage Requirements). In addition to ATTACHMENT NO. 3
meeting the requirements noted in Subparagraph 8.24 (General Provisions for All Insurance Coverage) and Subparagraph 8.25 (Insurance Coverage), such certificates of insurance must also indicate the Lower Tier Subaward number for each Lower Tier Subrecipient. Before any Lower Tier Subrecipient employee performs any Work hereunder, Subrecipient must ensure delivery of all such documents to County's Contract Manager or designee.
8.40.9 Amending a Lower Tier Subaward may be initiated by either Subrecipient or County. When an amendment is initiated by County, County will outline the reason(s) for the amendment and Subrecipient must comply with County's request. All Lower Tier Subaward amendments are subject to review and must be approved in writing by County before they are executed.
Subrecipient must provide a draft copy of the proposed amendment to County's Contract Manager, and must allow County up to thirty (30) days to complete its rev iew process. After County's approval of Subrecipient's amendment, Subrecipient must forward a copy of the fully executed amendment to County's Contract Manager within five (5) days of its execution.
8.40.10 Subrecipient must adhere to all applicable Federal, State and/or County requirements for the procurement of a Lower Tier Subrecipient(s) and/or vendor services using Subaward Sums.
8.40.11 In the event County approves Subrecipient's request to delegate any part of the requirements of this Subaward through a Lower Tier Subaward, all applicable provisions, and requirements of this Subaward must be made applicable to such Lower Tier Subaward. To this end, Subrecipient must include the following provision in the Lower Tier Subaward: This agreement is a Lower Tier Subaward under the terms of a prime Subaward (identified as Subaward Number ENP252607 with County of Los Angeles Aging and Disabilities Department and will be subject to all of the provisions of such prime Subaward. All representations and warranties under this Lower Tier Subaward must inure to the benefit of County of Los Angeles.
8.40.12 Pursuant to the provisions of this Subaward, County has the right to review and consent (or not consent) to Subrecipient's use of Lower Tier Subrecipients that have been procured in compliance with State and/or federal guidelines applicable to the funding source(s) identified in Subparagraph 5.1.2 (Funding Allocations). County's approval of the proposed Lower Tier Subaward will not be deemed as validation of the procurement method used by Subrecipient, and only reflects County's approval as to the form of the Lower Tier Subaward terms and conditions as well as the services being provided under such agreement.
8.40.13 When entering into a Lower Tier Subaward with a qualified organization, Subrecipient must maintain documentation that supports/justifies the procurement method and evaluation process used by Subrecipient to select the qualified vendor for a Lower Tier Subaward. County's continuing consent ATTACHMENT NO. 3
to a Lower Tier Subaward is contingent upon Subrecipient's assurance that the procurement process was compliant with the requirements noted herein as well as all other Subaward requirements, and that the Lower Tier Subrecipient continues to retain staff and infrastructure experienced with providing the necessary services.
8.40.14 This Subaward and any approved Lower Tier Subaward are subject to monitoring and/or review by County, State, and/or federal funding authorities.
If Subrecipient executes a Lower Tier Subaward that is deemed non- compliant with the requirements of this Subaward or applicable federal, State, or County regulations, any costs incurred under that Lower Tier Subaward may be disallowed, resulting in Subrecipient's liability to County for the repayment of any charged costs and/or not being reimbursed for any of those incurred costs yet to be billed.
8.40.15 Subrecipient must ensure that any approved Lower Tier Subrecipient(s) complies with the requirements of California Public Contract Code Section 2010 by submitting a completed Exhibit L (California Civil Rights Laws Certification) for Lower Tier Subrecipient(s) as a condition of executing this Subaward.
8.41 TERMINATION FOR BREACH OF WARRANTY TO MAINTAIN COMPLIANCE WITH
COUNTY'S CHILD SUPPORT COMPLIANCE PROGRAM
8.41.1 Failure of Subrecipient (that is, "Contractor") to maintain compliance with the requirements set forth in Subparagraph 8.14 (Contractor's Warranty of Adherence to County's Child Support Compliance Program), will constitute default under this Subaward (that is, "Contract"). Without limiting the rights and remedies available to County under any other provision of this Contract, failure of Contractor to cure such default within ninety (90) calendar days of written no tice will be grounds upon which County may terminate this Contract pursuant to Subparagraph 8.43 (Termination for Default) and pursue debarment of Contractor, pursuant to County Code Chapter 2.202.
8.42 TERMINATION FOR CONVENIENCE
8.42.1 County may terminate this Subaward, in whole or in part, from time to time or permanently, when such action is deemed by County, in its sole discretion, to be in its best interest. Termination of Work hereunder will be effected by notice of termination to Subrecipient specifying the extent to which performance of Work is terminated and the date upon which such termination becomes effective. The date upon which such termination becomes effective will be no less than thirty (30) calendar days after the notice is sent.
8.42.2 After receipt of a notice of termination and except as otherwise directed by County, Subrecipient must:
8.42.2.1 Stop Work under this Subaward on the date and to the extent specified in such notice;
ATTACHMENT NO. 3
8.42.2.2 Complete performance of such part of the Work as would not have been terminated by such notice;
8.42.2.3 Transfer title and deliver to County all completed Work and Work in progress.
8.42.3 All material including books, records, documents, or other evidence bearing on the costs and expenses of Subrecipient under this Subaward must be maintained by Subrecipient in accordance with Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement).
8.43 TERMINATION FOR DEFAULT
8.43.1 County may, by written notice to Subrecipient, terminate the whole or any part of this Subaward, if, in the judgment of County:
8.43.1.1 Subrecipient has materially breached this Subaward; or
8.43.1.2 Subrecipient fails to timely provide and/or satisfactorily perform any task, deliverable, Service, or other work required under this Subaward; or
8.43.1.3 Subrecipient fails to demonstrate a high probability of timely fulfillment of performance requirements under this Subaward, or of any obligations of this Subaward and in either case, fails to demonstrate convincing progress toward a cure within five (5) business days (or such longer period as County may
authorize in writing) after receipt of written notice from County specifying such failure.
8.43.2 In the event that County terminates this Subaward in whole or in part as provided in Subparagraph 8.43.1, County may procure, upon such terms and in such manner as County may deem appropriate, goods and Services similar to those so terminated. Subrecipient will be liable to County for any and all excess costs incurred by County, as determined by County, for such similar goods and Services. Subrecipient will continue the performance of this Subaward to the extent not terminated under the provisions of this Subparagraph 8.43.
8.43.3 Except with respect to defaults of any Lower Tier Subrecipient, Subrecipient will not be liable for any such excess costs of the type identified in Subparagraph 8.43.2 if its failure to perform this Subaward arises out of causes beyond the control and without the fault or negligence of Subrecipient. Such causes may include, but are not limited to acts of nature or of the public enemy, acts of County in either its sovereign or contractual capacity, acts of Federal or State governments in their sovereign capacities, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but in every case, the failure to perform must be beyond the control and without the fault or negligence of Subrecipient. If the failure to perform is caused by the default of a Lower Tier Subrecipient, ATTACHMENT NO. 3
and if such default arises out of causes beyond the control of both Subrecipient and Lower Tier Subrecipient, and without the fault or negligence of either of them, Subrecipient will not be liable for any such excess costs for failure to perform, unless the goods or Services to be furnished by the Lower Tier Subrecipient were obtainable from other sources in sufficient time to permit Subrecipient to meet the required performance schedule. As used in this Subparagraph 8.43, the term "Lower Tier Subrecipient(s)" means Lower Tier Subrecipient(s) at any tier.
8.43.4 If, after County has given notice of termination under the provisions of this Subparagraph 8.43, it is determined by County that Subrecipient was not in default under the provisions of this Subparagraph 8.43, or that the default was excusable under the provisions of Subparagraph 8.43.3, the rights and obligations of the parties will be the same as if the notice of termination had been issued pursuant to Subparagraph 8.42 (Termination for Convenience).
8.43.5 The rights and remedies of County provided in this Subparagraph 8.43, will not be exclusive and are in addition to any other rights and remedies provided by law or under this Subaward.
8.44 TERMINATION FOR IMPROPER CONSIDERATION
8.44.1 County may, by written notice to Subrecipient (that is "Contractor"), immediately terminate the right of Contractor to proceed under this Subaward (that is, "Contract") if it is found that consideration, in any form, was offered or given by Contractor, either directly or through an intermediary, to any County officer, employee, or agent with the intent of securing this Contract or securing favorable treatment with respect to the award, amendment, or extension of this Contract or the making of any determinations with respect to Contractor's performance pursuant to this Contract. In the event of such termination, County will be entitled to pursue the same remedies against Contractor as it could pursue in the event of default by Contractor.
8.44.2 Contractor must immediately report any attempt by a County officer, employee, or agent to solicit such improper consideration. The report must be made to Los Angeles County Fraud Hotline at (800) 544- 6861 or https://fraud.lacounty.gov/.
8.44.3 Among other items, such improper consideration may take the form of cash, discounts, services, the provision of travel or entertainment, or tangible gifts.
8.45 TERMINATION FOR INSOLVENCY
8.45.1 County may terminate this Subaward forthwith in the event of the occurrence of any of the following:
8.45.1.1 Insolvency of Subrecipient. Subrecipient will be deemed to be insolvent if it has ceased to pay its debts for at least sixty (60) days in the ordinary course of business or cannot pay its debts ATTACHMENT NO. 3
as they become due, whether or not a petition has been filed under the Federal Bankruptcy Code and whether or not
Subrecipient is insolvent within the meaning of the Federal Bankruptcy Code;
8.45.1.2 The filing of a voluntary or involuntary petition regarding Subrecipient under the Federal Bankruptcy Code;
8.45.1.3 The appointment of a Receiver or Trustee for Subrecipient; or
8.45.1.4 The execution by Subrecipient of a general assignment for the benefit of creditors.
8.45.2 The rights and remedies of County provided in this Subparagraph 8.45 will not be exclusive and are in addition to any other rights and remedies provided by law or under this Subaward.
8.46 TERMINATION FOR NON - ADHERENCE OF COUNTY LOBBYIST ORDINANCE
8.46.1 Subrecipient (that is, "Contractor") and each County Lobbyist or County Lobbying firm, as defined in Los Angeles County Code Section 2.160.010, retained by Contractor must fully comply with County's Lobbyist Ordinance, Los Angeles County Code Chapter 2.160. Failure on the part of Contractor or any County Lobbyist or County Lobbying firm retained by Contractor to fully comply with County's Lobbyist Ordinance will constitute a material breach of this Subaward (that is, "Contract"), upon which County may in its sole discretion, immediately terminate or suspend this Contract.
8.47 TERMINATION FOR NON - APPROPRIATION OF FUNDS
8.47.1 Notwithstanding any other provision of this Subaward, County will not be obligated for Subrecipient's performance hereunder or by any provision of this Subaward during any of County's future Fiscal Years unless and until County's Board appropriates funds for this Subaward in County's budget for each such future Fiscal Year. In the event that funds are not appropriated for this Subaward, then this Subaward will terminate as of June 30 of the last Fiscal Year for which funds were appropriated. County will notify Subrecipient in writing of any such non- allocation of funds at the earliest possible date.
8.48 VALIDITY
8.48.1 If any provision of this Subaward or the application thereof to any person or circumstance is held invalid, the remainder of this Subaward and the application of such provision to other persons or circumstances will not be affected thereby.
ATTACHMENT NO. 3
8.49 WAIVER
8.49.1 No waiver by County of any breach of any provision of this Subaward will constitute a waiver of any other breach or of such provision. Failure of County to enforce at any time, or from time to time, any provision of this Subaward will not be construed as a waiver thereof. The rights and remedies set forth in this Subparagraph 8.49, will not be exclusive and are in addition to any other rights and remedies provided by law or under this Subaward.
8.50 WARRANTY AGAINST CONTINGENT FEES
8.50.1 Subrecipient warrants that no person or selling agency has been employed or retained to solicit or secure this Subaward upon any agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by Subrecipient for the purpose of securing business.
8.50.2 For breach of this warranty, County will have the right to terminate this Subaward and, at its sole discretion, deduct from the Subaward Sum or consideration, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee.
8.51 WARRANTY OF COMPLIANCE WITH COUNTY'S DEFAULTED PROPERTY TAX
REDUCTION PROGRAM
8.51.1 Subrecipient acknowledges that County has established a goal of ensuring that all individuals and businesses that benefit financially from County through contract are current in paying their property tax obligations (secured and unsecured roll) in order to mitigate the economic burden otherwise imposed upon County and its taxpayers. Unless Subrecipient qualifies for an exemption or exclusion, Subrecipient warrants and certifies that to the best of its knowledge it is now in compliance, and during the term of this Subaward will maintain compliance, with Los Angeles County Code Chapter
2.206. Prior to the commencement of this Subaward, Subrecipient will complete Exhibit U (Certification of Compliance with County’s Defaulted Property Tax Reduction Program) and submit it to County’s Contract Manager in the time and manner as designated by County.
8.52 TERMINATION FOR BREACH OF WARRANTY TO MAINTAIN COMPLIANCE WITH
COUNTY' S DEFAULTED PROPERTY TAX REDUCTION PROGRAM
8.52.1 Failure of Subrecipient to maintain compliance with the requirements set forth in Subparagraph 8.51 (Warranty of Compliance with County's Defaulted Property Tax Reduction Program), will constitute default under this Subaward. Without limiting the rights and remedies available to County under any other provision of this Subaward, failure of Subrecipient to cure such default within ten (10) days of notice will be grounds upon which County may terminate this Subaward and/or pursue debarment of Subrecipient, ATTACHMENT NO. 3
pursuant to Los Angeles County Code Chapter 2.206. Prior to the commencement of this Subaward, Subrecipient must complete Exhibit U (Certification of Compliance with County’s Defaulted Property Tax Reduction Program) and submit it to County’s Contract Manager in the time and manner as designated by County.
8.53 TIME OFF FOR VOTING
8.53.1 Subrecipient must notify and provide its employees, and must require each Lower Tier Subrecipient to notify and provide its employees, information regarding the time off for voting law pursuant to California Elections Code Section 14000. Not less than ten (10) days before every statewide election, Subrecipient and any approved Lower Tier Subrecipient(s) must keep posted conspicuously at the place of work, if practicable, or elsewhere where it can be seen as employees come or go to their place of work, a notice setting forth the provisions of Section 14000.
8.54 COMPLIANCE WITH COUNTY'S ZERO TOLERANCE HUMAN TRAFFICKING POLICY
8.54.1 Subrecipient (that is, "Contractor") acknowledges that County has established a Zero Tolerance Human Trafficking Policy which prohibits Contractor and member of Contractor's staff from engaging in human trafficking.
8.54.2 If Contractor or member of Contractor's staff is convicted of a human trafficking offense, County will require that Contractor or member of Contractor's staff be removed immediately from performing Services under this Subaward (that is, "Contract"). County will not be under any obligation to disclose confidential information regarding the offense(s) other than those required by law.
8.54.3 Disqualification of Contractor or member of Contractor's staff pursuant to this Subparagraph 8.54 will not relieve Contractor of its obligation to complete all Work in accordance with the terms and conditions of this Contract.
8.55 INTENTIONALLY OMITTED
8.56 COMPLIANCE WITH FAIR CHANCE EMPLOYMENT PRACTICES
8.56.1 Subrecipient (that is, "Contractor"), and its Lower Tier Subrecipient(s) must comply with fair chance employment hiring practices set forth in California Government Code Section 12952. History. Contractor's violation of this Subparagraph 8.56 may constitute a material breach of this Subaward (that is, "Contract"). In the event of such material breach, County may, in its sole discretion, terminate this Contract.
ATTACHMENT NO. 3
8.57 COMPLIANCE WITH COUNTY POLICY OF EQUITY
8.57.1 Subrecipient acknowledges that County takes its commitment to preserving the dignity and professionalism of the workplace very seriously, as set forth in County Policy of Equity (CPOE) (https://ceop.lacounty.gov/). Subrecipient further acknowledges that County strives to provide a workplace free from discrimination, harassment, retaliation, and inappropriate conduct based on a protected characteristic, and which may violate the CPOE. Subrecipient, its employees and Lower Tier Subrecipient(s) acknowledge and certify receipt and understanding of the CPOE. Failure of Subrecipient, its employees or any approved Lower Tier Subrecipient(s) to uphold County's expectations of a workplace free from harassment and discrimination, including inappropriate conduct based on a protected characteristic, may subject Subrecipient to termination of contractual agreements as well as civil liability.
8.58 PROHIBITION FROM PARTICIPATION IN FUTURE SOLICITATION(S)
8.58.1 A Proposer, or a Subrecipient (that is, "Contractor") or its subsidiary or Lower Tier Subrecipient (that is, "Subcontractor") ("Proposer/Contractor"), is prohibited from submitting a bid or proposal in a County solicitation if Proposer/Contractor has provided advice or consultation for the solicitation.
A Proposer/Contractor is also prohibited from submitting a bid or proposal in a County solicitation if Proposer/Contractor has developed or prepared any of the solicitation materials on behalf of County. A violation of this provision will result in the disqualification of Proposer/Contractor from participation in County solicitation or the termination or cancellation of any resultant County contract.
8.59 INJURY AND ILLNESS PREVENTION PROGRAM
8.59.1 Subrecipient will be required to comply with the State of California’s Cal OSHA’s regulations. California Code of Regulations Title 8 Section 3203 requires all California employers to have a written, effective Injury and Illness Prevention Program (IIPP) that addresses hazards pertaining to the particular workplace covered by the program.
8.60 CAMPAIGN CONTRIBUTION PROHIBITION FOLLOWING FINAL DECISION IN
SUBAWARD PROCEEDING
8.60.1 Pursuant to Government Code Section 84308 , Subrecipient and its Lower Tier Subrecipients, are prohibited from making a contribution of more than $250 to a County officer for twelve (12) months after the date of the final decision in the proceeding involving this Subaward. Failure to comply with the provisions of Government Code Section 84308 and of this Subparagraph, may be a material breach of this Subaward as determined in the sole discretion of the County.
ATTACHMENT NO. 3
9.0 UNIQUE TERMS AND CONDITIONS
9.1 ALLEGATIONS OF FRAUD AND/OR ABUSE
9.1.1 Fraud Prevention Reporting
9.1.1.1 Subrecipient's staff working on this Subaward must immediately report all suspected or actual instances of fraud as designated in Exhibit Q (Accounting, Administration and Reporting Requirements).
9.1.2 Child Abuse Reporting
9.1.2.1 Subrecipient's staff working on this Subaward must comply with the Child Abuse and Neglect Reporting Act (California Penal Code (PC) Section 11164 et seq.), and must report all known and suspected instances of child abuse to an appropriate child protective agency, as mandated by the referenced Penal Code.
Additionally, Subrecipient's staff working on this Subaward must also report such abuse to the County of Los Angeles Department of Children and Family Services by calling the hotline at (800) 540 -4000 within twenty -four (24) hours of discovering or suspecting the abuse. Subrecipient's staff must submit all required information to the appropriate authorities in accordance with PC Sections 11166 and 11167.
9.1.3 Elder and Dependent Adult Abuse Reporting
9.1.3.1 Subrecipient's staff working on this Subaward must comply with the Elder Abuse and Dependent Adult Civil Protection Act (California Welfare and Institutions Code (WIC) Section 15600 et seq.), and must report all known or suspected instances of physical abuse of elders and dependent adults either to an appropriate County adult protective services agency or to a local law enforcement agency, as mandated by the referenced Welfare and Institutions Code. Sub recipient's staff working on this Subaward must report the abuse and must submit all required information in accordance with WIC Sections 15630, 15633 and 15633.5.
9.1.4 Withholding of Payment
9.1.4.1 In the event that allegations of fraud and/or abuse are levied against Subrecipient or any individual or entity performing Work under this Subaward on behalf of Subrecipient, County reserves the right to withhold either ten percent (10%) of the Subaward Sum allocated for any Fiscal Year under this
Subaward or the entire amount of the final year -end invoice, whichever is greater, until a determination is issued in writing by County that withheld funds will be released to Subrecipient.
ATTACHMENT NO. 3
For purposes of this Subaward, fraud and abuse will include but are not limited to the following: misapplication of funds; embezzlement; forgery; theft; solicitation and receipt of bribes; falsification of records; inauditable records; unsupported or undocumented Subaward expenditures; inaccurate fiscal
and/or Program reports; misuse of fixed assets or non -fixed assets purchased with Subaward Sums (when the
procurement of such assets are authorized in this Subaward); violation of conflict of interest requirements; etc.
9.2 AMERICANS WITH DISABILITIES ACT (ADA)
9.2.1 Subrecipient must abide by all applicable Federal, State, and local laws including the Americans with Disabilities Act (ADA) and its requirement to provide reasonable accommodations and auxiliary aids or services, unless compliance with the ADA would place an undue financial burden on, or would fundamentally alter the nature of, Subrecipient's operations.
Subrecipient must submit demonstrable evidence of such undue financial burden to County in such circumstances.
9.3 CONTRACTOR'S CHARITABLE ACTIVITIES COMPLIANCE
9.3.1 The Supervision of Trustees and Fundraisers for Charitable Purposes Act regulates entities receiving or raising charitable contributions. The "Nonprofit Integrity Act of 2004" (Senate Bill 1262, Chapter 919) increased Charitable Purposes Act requirements. By requiring Subrecipient (that is, "Contractor") to complete Exhibit J (Charitable Contributions Certification), County seeks to ensure that all County contractors which receive or raise charitable contributions comply with California law in order to protect Los Angeles County and its taxpayers. When Contractor receives or raises charitable contributions without complying with its obligations under California law, Contractor commits a material breach subjecting it to termination of this Subaward (that is, "Contract"), debarment proceedings or both ( County Code Chapter 2.202 ). Prior to the commencement of this Contract, Contractor must submit the completed Exhibit J (Charitable Contributions Certification) to County's Contract Manager in the time and manner as designated by County.
9.4 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA)
9.4.1 County is subject to the Administrative Simplification requirements and prohibitions of the Health Insurance Portability and Accountability Act of 1996, Public Law 104- 191 ("HIPAA"), and regulations promulgated thereunder, including the Privacy, Security, Breach Notification, and Enforcement Rules which are outlined in Title 45 Code of Federal Regulations Sections 160 and 164 (collectively "HIPAA Rules"). Under this Subaward, Subrecipient provides Services to County and Subrecipient creates, has access to, receives, maintains, or transmits Protected Health ATTACHMENT NO. 3
Information as defined in Exhibit I (Business Associate Agreement Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA)) in order to provide those Services. County and Subrecipient therefore agree to the terms of Exhibit I (Business Associate Agreement Under the Health Insurance Portability and Accountability Act of 1996 (HIPAA)).
9.5 FIXED ASSETS, NON-FIXED ASSETS AND SUPPLIES
9.5.1 Subrecipient may use Subaward Sums to purchase Fixed Assets, Non-Fixed Assets and Supplies, which are defined in Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non- Fixed Assets and Supplies) contingent upon County's prior approval. Subrecipient must adhere to the purchase, inventory and disposal requirements for all Fixed Assets, Non-Fixed Assets and Supplies purchased with Subaward Sums, as provided by Federal and State regulations as well as the requirements outlined in Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies).
9.5.2 This Subaward involves the furnishing of equipment, materials and/or supplies. As such, it is unlawful for Subrecipient when engaged in business within the State to use any article or product as a "loss leader" as defined in the Business and Professions Code Section 17030.
9.6 LIMITATION ON CORPORATE ACTS
9.6.1 Subrecipient must not amend its articles of incorporation or bylaws, move to dissolve, or transfer any assets obtained using Subaward Sums, or take any other steps which may materially affect the performance of this Subaward without first notifying County in writing no less than thirty (30) days prior to said action. Subrecipient must notify County's Contract Manager immediately in writing of any change in Subrecipient's corporate name.
9.6.2 If, in County's sole discretion, the steps taken by Subrecipient are determined to materially affect Subrecipient's performance of this Subaward, County may, at its sole discretion, take any (or all) of the following actions:
9.6.2.1 Require Subrecipient to remedy the areas that affect Subrecipient's ability to perform its obligations under this Subaward.
9.6.2.2 Suspend Subrecipient from performing (and receiving payment for) Subaward tasks until a remedy has been reached.
9.6.2.3 Terminate this Subaward pursuant to Subparagraph 8.43 (Termination for Default).
ATTACHMENT NO. 3
9.7 INTENTIONALLY OMITTED
9.8 MANDATORY REQUIREMENT TO REGISTER ON COUNTY'S WEBVEN
9.8.1 Subrecipient represents and warrants that it has registered in Los Angeles County's vendor registration system ("WebVen"). The WebVen contains Subrecipient's business profile and identifies the goods/services being provided by Subrecipient. Subrecipient must ensure that it updates its vendor profile whenever changes occur to Subrecipient's operations by accessing the WebVen site located on- line at:
http://camisvr.co.la.ca.us/webven/. County will use the data obtained from Subrecipient's WebVen profile to ensure that Subrecipient's information is consistent with Subaward records (e.g., Subrecipient's legal name, as reflected in its WebVen profile, will be used in all Subaward documents).
9.9 MODIFICATIONS
9.9.1 Modifications to this Subaward
9.9.1.1 This Subaward fully expresses the agreement of the parties.
Any modification to this Subaward must be by means of a separate written document approved by County. No oral
conversation between any officer, employee or agent of the parties must modify or otherwise amend this Subaward in any way. For purposes of this Subparagraph 9.9, a Modification:
9.9.1.1.1 Is a mechanism that allows Subrecipient to revise its Budget(s) or Services during the Fiscal Year or
Program Year without adversely affecting
Subrecipient's ability to fulfill its obligations under this Subaward (i.e., such Modification must not
materially change Subrecipient's obligation to
provide the Services outlined in Exhibit A
(Statement of Work and Attachments)).
9.9.1.1.2 Allows Subrecipient to fully utilize Subaward Sums to fulfill the requirements of this Subaward and
adequately cover the provision of Services.
9.9.1.1.3 Is approved by County in writing, must be in the best interests of County and Subrecipient must adhere
to it in its entirety.
9.9.1.2 Any Modification, as described below, will not change the terms, goals, or requirements of this Subaward. Such Modification provides Subrecipient some flexibility to operate within the terms of this Subaward in order to fully utilize Subaward Sums and to achieve Subrecipient's performance goals.
Subrecipient's request for Modifications, either budgetary or programmatic, must be submitted in writing to either County's ATTACHMENT NO. 3
Contract Manager or County's Program Manager, respectively.
Subrecipient must not request a Modification during the first quarter and during the last two (2) months of the current Fiscal Year or Program Year (except where a written waiver is
requested by Subrecipient and granted by County).
9.9.2 Budget Modifications
9.9.2.1 The movement of funds within an approved Budget(s) from one line item to another line item is classified as a Budget Modification. For the entirety of any Fiscal Year or Program Year, a Budget Modification must not exceed twenty percent (20%) of the baseline amount allocated to the line items being modified (i.e., Subrecipient's movement of funds among line items must not cause one line item to be reduced or increased by more than twenty percent (20%) of its baseline amount). For purposes of this Subparagraph 9.9, baseline is defined as the original amount allocated at the beginning of a Fiscal Year or Program Year; for Fiscal Years or Program Years following the first Fiscal Year or Program Year, such amount may differ from what is reflected in the original Subaward. A Budget
Modification will not change the Subaward Sum allocated for any Fiscal Year or Program Year under this Subaward.
Subrecipient must notify County's Contract Manager in writing to request authorization prior to submitting a Budget
Modification. On the date County approves a Budget
Modification, such Budget Modification must supersede any prior Budget Modification(s) approved by County within the same Fiscal Year or Program Year (i.e., when Subrecipient's Budget Modification number two (2) is approved by County, it becomes effective upon the approval date and Subrecipient's Budget Modification number one (1) is no longer effective as of that same date).
9.9.3 Program Modifications
9.9.3.1 The movement of Services from one Service category (as defined in Exhibit A (Statement of Work and Attachments)) to another is classified as a Program Modification. Subrecipient must notify County's Program Manager in writing to request authorization prior to submitting a Program Modification. On the date County approves a Program Modification, such Program Modification will supersede any prior Program Modification(s) approved by County within the same Fiscal Year or Program Year (i.e., when Subrecipient's Program Modification number two (2) is approved by County, it becomes effective upon the approval date and Subrecipient's Program Modification number one (1) is no longer effective as of that same date).
ATTACHMENT NO. 3
9.10 NEPOTISM
9.10.1 Subrecipient certifies that it will not hire nor permit the hiring of any person in a position funded under this Subaward if a member of the person's immediate family is employed in an administrative capacity by Subrecipient.
For purposes of this Subparagraph 9.10, the term "immediate family" means spouse (common law or otherwise, and including domestic partner), child, mother, father, brother, sister, brother -in- law, sister -in-law, son -in-law, daughter-in-law, mother -in-law, father -in-law, aunt, uncle, niece, nephew, step-parent, step-child, or such other relationship which would give rise to a substantial appearance of impropriety if the person were to be hired by Subrecipient. The term "administrative capacity" means a position that has overall administrative responsibility for the Program, including but not limited to selection, hiring, or supervisory responsibilities.
9.11 OWNERSHIP OF MATERIALS, SOFTWARE AND COPYRIGHT
9.11.1 County will be the sole owner of all right, title, and interest, including copyright, in and to all software, plans, diagrams, facilities, and tools ("materials") which are originated or created through Subrecipient's Work pursuant to this Subaward. Subrecipient, for valuable consideration herein provided, must execute all documents necessary to assign and transfer to, and vest in County all of Subrecipient's right, title and interest in and to such original materials, including any copyright, patent and trade secret rights which arise pursuant to Subrecipient's Work under this Subaward.
9.11.2 During the term of this Subaward and during the authorized retention period of this Subaward, Subrecipient must maintain and provide security for all of Subrecipient's working papers prepared under this Subaward. County will have the right to inspect, copy and use at any time during the term of this Subaward and during the authorized retention period of this Subaward, any and all such working papers and all information contained therein.
9.11.3 Any and all materials, software and tools which are developed or were originally acquired by Subrecipient outside the scope of this Subaward, which Subrecipient desires to use hereunder, and which Subrecipient considers to be proprietary or confidential, must be specifically identified by Subrecipient to County's Contract Manager as proprietary or confidential, and must be plainly and prominently marked by Subrecipient as "Proprietary" or "Confidential" on each appropriate page of any document containing such material.
9.11.4 County will use reasonable means to ensure that Subrecipient's proprietary and/or confidential items are safeguarded and held in confidence. County agrees not to reproduce, distribute, or disclose to non -County entities any such proprietary and/or confidential items without the prior written consent of Subrecipient.
ATTACHMENT NO. 3
9.11.5 Notwithstanding any other provision of this Subaward, County will not be obligated to Subrecipient in any way under Subparagraph 9.11.4 for any of Subrecipient's proprietary and/or confidential items which are not plainly and prominently marked with restrictive legends as required by Subparagraph
9.11.3 or for any disclosure which County is required to make under any Federal or State law or order of court.
9.11.6 Notwithstanding any other provision of this Subaward, County and Subrecipient agree that County will have all ownership rights of software or modification thereof and associated documentation designed, developed, or installed using Federal financial participation. The Federal government will have a royalty -free, non -exclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for Federal government purposes, such software, modifications, and documentation.
Notwithstanding any other provision of this Subaward, proprietary operating/vendor software packages, which are provided at established catalog or market prices and sold or leased to the general public, will not be subject to the ownership provisions of this Subparagraph 9.11.
9.12 PATENT, COPYRIGHT AND TRADE SECRET INDEMNIFICATION
9.12.1 Subrecipient must indemnify, hold harmless and defend County from and against any and all liability, damages, costs, and expenses, including, but not limited to, defense costs and attorneys' fees, for or by reason of any actual or alleged infringement of any third-party's patent or copyright, or any actual or alleged unauthorized trade secret disclosure, arising from or related to the operation and utilization of Subrecipient's Work under this Subaward. County will inform Subrecipient as soon as practicable of any claim or action alleging such infringement or unauthorized disclosure, and will support Subrecipient's defense and settlement thereof.
9.12.2 In the event any equipment, part thereof, or software produc t becomes the subject of any complaint, claim, or proceeding alleging infringement or unauthorized disclosure, such that County's continued use of such item is formally restrained, enjoined, or subjected to a risk of damages, Subrecipient, at its sole expense, and providing that County's continued use of the system is not materially impeded, will either:
9.12.2.1 Procure for County all rights to continued use of the questioned equipment, part, or software product; or
9.12.2.2 Replace the questioned equipment, part, or software product with a non-questioned item; or
9.12.2.3 Modify the questioned equipment, part, or software so that it is free of claims.
9.12.3 Subrecipient will have no liability if the alleged infringement or unauthorized disclosure is based upon a use of the questioned product, either alone or in ATTACHMENT NO. 3
combination with other items not supplied by Subrecipient, in a manner for which the questioned product was not designed nor intended.
9.13 PROBATION AND SUSPENSION
9.13.1 Subrecipient may be placed on probation, suspension or a combination thereof when County determines that Subrecipient is not in compliance with any Service, Work, task, deliverable or requirement outlined in this Subaward and/or when Subrecipient has demonstrated a consistent and significant lack of achievement of the Subaward goals (including, but not limited to, meeting the requirements for Program performance, expenditures, staffing, administration, etc.). County will notify Subrecipient in writing in the event that Subrecipient is placed on probation, suspension or a combination thereof.
9.13.2 Probation
9.13.2.1 Probation as used herein will mean a specified period of time (as determined by County) during which Subrecipient must remedy all areas of non-compliance which have been identified by County or its duly authorized representative(s). County will monitor Subrecipient's adherence to such remedy(ies) during the probation.
9.13.2.2 When County places Subrecipient on probation, County will provide Subrecipient a written notice indicating the reasons for the probation (which will include a description of the areas of Subrecipient's non- compliance), the date upon which this probation will become effective, the date upon which
Subrecipient must fully remedy all areas of non- compliance and a determination as to whether or not Subrecipient may continue to provide Services during the probation.
9.13.2.3 Subrecipient's ability to obtain future funding may be impacted when Subrecipient does not remedy its non-compliance during its probation and/or when Subrecipient is placed on multiple probations (as determined by County at County's sole
discretion).
9.13.3 Suspension
9.13.3.1 Suspension as used herein will mean a specified period of time (as determined by County) during which County will withhold payment from Subrecipient (i.e., suspension of
payment(s)), County will institute a temporary curtailment of the Services provided by Subrecipient and any approved Lower Tier Subrecipient(s), if any, (i.e., suspension of Work) or a combination thereof. This Subaward may be suspended in
whole or in part, from time to time, when such action is deemed ATTACHMENT NO. 3
by County in its sole discretion to be in County's best interest.
During the suspension, Subrecipient has a continuing
obligation to remedy the areas of non- compliance which have been identified by County or its duly authorized
representative(s). County will monitor Subrecipient's
adherence to such remedy(ies) during the suspension.
9.13.3.2 When County suspends Subrecipient, County will provide Subrecipient a written notice indicating the type of suspension, the reasons for such suspension (which will include a
description of the areas of Subrecipient's non-compliance), the date upon which this suspension will become effective, the date upon which Subrecipient must fully remedy all areas of non-compliance and a determination as to whether or not Subrecipient may continue to provide Services which are not suspended during the suspension. When County institutes a temporary curtailment of Services, the written notice will include a description of the Service(s) being suspended.
9.13.3.3 At County's sole discretion, when Subrecipient's payment(s) and/or Services are suspended, County may also elect to transfer suspended Services from Subrecipient to another subrecipient for a period of time that will be determined solely by County. Subrecipient's ability to obtain future funding may be impacted when Subrecipient does not remedy its non-
compliance during its suspension and/or when Subrecipient is placed on multiple suspensions (as determined by County at County's sole discretion).
9.13.3.4 Upon receipt of a notice of suspension of Services and except as otherwise directed by County, Subrecipient must:
9.13.3.4.1 Stop providing Services under this Subaward on the date and to the extent specified in such notice.
9.13.3.4.2 Complete performance of such part of the
Services that is not suspended by such notice.
9.13.3.5 Subrecipient will be promptly paid for Services properly completed up until the time of suspension. Such payment is contingent upon Subrecipient properly completing and timely submitting its invoice(s) for Services completed up until the effective date of suspension.
9.13.3.6 Suspension will continue for the period specified in the written notice of suspension provided to Subrecipient unless County provides written notice to resume Services at an earlier date.
ATTACHMENT NO. 3
9.13.3.7 All other terms and remedies provided in this Subaward, including provisions for Termination, will remain valid during any period of suspension.
9.13.4 In response to the notice of probation or suspension, Subrecipient must submit a written Corrective Action Plan to County's Compliance Manager within ten (10) days of the postmark date indicated on the notice from County.
Subrecipient's Corrective Action Plan must address all of the deficiencies noted by County.
9.13.5 County will review Subrecipient's Corrective Action Plan and will determine whether it meets the requirements for County's approval. County reserves the right to suspend/deduct payments for or to terminate all or any part of this Subaward (and/or any of Subrecipient's other contracts with County) when Subrecipient submits a Corrective Action Plan that is not acceptable to County.
9.13.6 Subrecipient must implement the Corrective Action Plan upon receiving County's final written approval of the Corrective Action Plan. Subrecipient's failure to comply with an approved Corrective Action Plan will be cause for material breach of this Subaward upon which County may pursue the remedies for default of Subaward, including, but not limited to, reimbursement for all debt collection costs incurred by County.
9.14 TRANSITION OF SUBAWARD SERVICES
9.14.1 Completion of Subaward
9.14.1.1 Within sixty (60) calendar days prior to the expiration of this Subaward (or shorter time period if notified in writing by County), County will provide Subrecipient written notice of the time period that Subrecipient must allow County or a newly selected subrecipient a transition period for orientation purposes and the orderly transition of Subrecipient's current Services without additional costs to County. Subrecipient must continue to provide Services timely and accurately so that the Services are current at the expiration of this Subaward.
9.14.1.2 Subrecipient must fulfill all responsibilities required under this Subaward including, but not limited to, implementing the approved Transition Plan, and performing any other
requirement(s) that County deems as reasonably necessary to effectuate the successful transition of Program Services to another Service provider. County will not be unreasonable in its request(s).
ATTACHMENT NO. 3
9.14.2 Transition Plan
9.14.2.1 If this Subaward (or any part thereof) is terminated pursuant to any of the termination provisions outlined herein or if it expires pursuant to Paragraph 4.0 (Term of Subaward), Subrecipient must provide a Transition Plan to County. Subrecipient must submit said Transition Plan to County's Contract Manager within the timeframe designated by County in the notice of termination or Subrecipient must submit it at least sixty (60) days prior to the expiration of this Subaward as noted in Paragraph 4.0 (Term of Subaward).
9.14.2.2 County will review Subrecipient's Transition Plan and will determine whether it meets the requirements for County's approval. County reserves the right to suspend/deduct
payments under this Subaward and/or under any of
Subrecipient's other contracts with County when Subrecipient submits a Transition Plan that is not acceptable to County.
Subrecipient must adhere to the Transition Plan which, at a minimum, will include all of the elements outlined below.
9.14.3 Elements of the Transition Plan
9.14.3.1 Description of how Clients will be notified about the change in their Service provider.
9.14.3.2 Subrecipient's method to communicate with other organizations that can assist in locating alternative Services.
9.14.3.3 Subrecipient's method to inform community referral sources of the pending termination of Services and what alternatives, if any, exist for future referrals.
9.14.3.4 Subrecipient's method to evaluate Clients in order to assure appropriate placement that will allow Clients to receive Services.
9.14.3.5 Subrecipient's method to transfer any confidential medical and Client records to the new subrecipient in accordance with applicable provisions of the Health Insurance Portability and Accountability Act of 1996 or other Federal, State, or local laws and regulations.
9.14.3.6 Subrecipient's method to dispose of confidential records, which fall outside of the retention period noted in Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement), in accordance with applicable laws and regulations, and the terms of this Subaward.
ATTACHMENT NO. 3
9.14.3.7 Subrecipient's plan to ensure provision of adequate staff to provide continued care through the remaining term of this Subaward.
9.14.3.8 A fully documented inventory of all Fixed and Non-Fixed Assets as well as a method to dispose, transfer or return to County all Fixed and Non-Fixed Assets purchased with Subaward Sums during the entire term of this Subaward.
9.14.3.9 Any additional information which may be necessary to affect a safe transition of Clients to other community service providers.
9.14.4 Implementation of the Transition Plan
9.14.4.1 Subrecipient must implement the Transition Plan that is approved by County. Subrecipient's failure to provide and/or implement the Transition Plan as prescribed herein will mean that County will provide Subrecipient a Transition Plan and Subrecipient will implement the Transition Plan provided by County. County will monitor Subrecipient's progress in carrying out all elements of the Transition Plan.
9.15 TRAVEL EXPENSES
9.15.1 Subrecipient must obtain prior written approval from County's Contract Manager for any expenses under this Subaward related to travel outside of Los Angeles County (out-of-town travel).
9.15.2 Subrecipient must maintain written documentation evidencing that all out-of- town travel expenses are specifically related to providing Services under this Subaward, in conformity with the document retention requirements specified in Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement).
9.15.3 Subrecipient must ensure that no more than two (2) of its staff incur any out- of-town travel expenses at any time.
9.15.4 Subrecipient will not invoice County if out -of-town travel expenses are incurred without proper documentation evidencing County's prior written approval.
9.15.5 Subrecipient's non-compliance with the requirements of this Subparagraph
9.15 will result in these costs being disallowed, payments being withheld, or other remedy being applied as County will determine to be appropriate.
9.16 DRUG-FREE WORKPLACE
9.16.1 Subrecipient and any approved Lower Tier Subrecipient(s) must adhere to the requirements outlined in the California Drug-Free Workplace Act of 1990, as amended (California Government Code Section 8350 et seq.).
Subrecipient and any approved Lower Tier Subrecipient(s) must also adhere ATTACHMENT NO. 3
to the requirements outlined in the Federal Drug-Free Workplace Act of 1988, including its implementing regulations (Title 41 United States Code Section 701 et seq.). Subrecipient and any approved Lower Tier Subrecipient(s) must provide and maintain a drug-free workplace for all of their employees, and must have a documented anti- drug policy and a drug -free awareness program. Violation of or non- compliance with these requirements by Subrecipient, any approved Lower Tier Subrecipient or both will subject Subrecipient to remedies available under the terms of this Subaward. Such remedies will include suspending Subrecipient’s payments, placing Subrecipient on probation or suspension, terminating this Subaward or other available remedies which will be determined by County at County's sole discretion.
9.16.2 Subrecipient must provide a written drug -free workplace policy statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and stating the specific actions that will be taken for violations.
9.16.3 The ongoing drug -free awareness program must inform employees about the following: the dangers of drug abuse; available drug counseling, rehabilitation, and employee assistance programs; penalties that may be imposed; and, that employees are to be aware that Subrecipient and any approved Lower Tier Subrecipient(s) operate a drug-free workplace.
9.16.4 Subrecipient must require its employees to report in writing any conviction for a violation of a criminal drug statute occurring in the workplace.
Subrecipient must provide written notice to County's Contract Manager within ten (10) days of having received such notice from employee(s). Within thirty (30) days of receiving the notice of a conviction, Subrecipient must have taken appropriate action against the employee(s) or have required employee's participation in a drug abuse assistance or rehabilitation program.
9.17 INFORMATION TECHNOLOGY, SECURITY AND PRIVACY REQUIREMENTS
9.17.1 In
the course of completing the Work and providing Services under this Subaward, Subrecipient must use any Information Technology Systems (ITS) as designated by County. This Subparagraph 9.17 and Exhibit K (Information Security and Privacy Requirements) set forth the requirements for the ITS which Subrecipient must use. This Subparagraph 9.17 and Exhibit K (Information Security and Privacy Requirements) also set forth the security procedures for these systems which Subrecipient must have in place by the effective date of this Subaward and which Subrecipient must maintain throughout the Subaward term. They present a minimum standard only. Subrecipient must implement appropriate administrative, physical, and technical measures to secure its systems and data to protect and ensure the privacy, confidentiality, integrity, and availability of County Information Assets (PSCI) as defined in Subparagraph 9.17.5 (County Information Assets) against internal and external threats, vulnerabilities, and risks.
ATTACHMENT NO. 3
Subrecipient must also continuously review and revise those measures to address ongoing threats, vulnerabilities, and risks.
9.17.2 Subrecipient's failure to comply with the minimum standards set forth herein will constitute a material, non- curable breach of this Subaward, entitling County, in addition to and cumulative of all other remedies available to it at law, in equity, or under this Subaward, to immediately terminate this Subaward.
9.17.3 Information Technology Systems - Management Information System
9.17.3.1 Data Entry
9.17.3.1.1 County has implemented use of the Management Information System (MIS), a computerized
database system that is used to record and track
Service delivery, Program data and Client
information. Subrecipient must use the MIS and
all other systems identified by County, including
but not limited to State and Federal programs,
applications, software, etc., to report Program
data as outlined herein and as directed by County.
9.17.3.1.2 Subrecipient must ensure the accuracy and
authenticity of the number of eligible Client
Services provided each day. Subrecipient must
track, document, and report the actual date when
Services are rendered. Subrecipient must
complete direct data entry of the required
Program, Service delivery and Client data
(including but not limited to, the total number of
Clients served, the type and number of Services
provided to Client and the date(s) of Service) into
the MIS on the day when the Service(s) is
provided to Client and must ensure that Service
recording is accurate each day (i.e., to ensure
accurate reporting, Subrecipient must enter
Program, Service delivery, and Client data into
MIS on the day when the Service(s) is provided to
Client). Subrecipient must not back-date any data
and any attempts to do so may subject
Subrecipient to appropriate remedies as
determined by County at County's sole discretion.
9.17.3.2 Data Records
9.17.3.2.1 Subrecipient's failure to submit the required MIS data within the time and manner as designated by
County may subject Subrecipient to appropriate
ATTACHMENT NO. 3
remedies as determined by County at County's
sole discretion. Remedies will remain in effect
until Subrecipient becomes compliant. County will
consider Subrecipient's
non-compliance during future funding decisions.
9.17.3.2.2 Subrecipient must maintain all records and
reports, consistent with Subparagraph 8.38
(Record Retention, Inspection and Audit
Settlement), and must make them available for
audit, assessment, or inspection by County and
any of its duly authorized representatives
(including, but not limited to, State authorities,
Federal agencies and/or any of their duly
authorized representatives).
9.17.3.2.3 All information, records, data elements and
printouts collected and maintained for the
operation of the Program and pertaining to Clients
(including paper and electronic data) must be
protected from unauthorized disclosures in
accordance with Subparagraph 7.6
(Confidentiality), California Welfare and
Institutions Code Section 10850, Title 45 Code of
Federal Regulations Part 205.50, California
Information Practices Act of 1977, and all other
applicable laws and regulations.
9.17.3.3 MIS Personnel
9.17.3.3.1 Subrecipient must assign an employee to have the primary responsibility for data entry into the
MIS. This employee will be the primary contact
person for data issues and problems. This
employee will also be assigned a password to log-
in and enter Program, Service delivery and Client
data. Subrecipient must designate a
secondary/back-up employee who can act on
behalf of the primary MIS employee contact in the
event of his or her absence. Subrecipient must
ensure that its users do not share their user
identification and password information.
9.17.3.3.2 Subrecipient must provide the names of
Subrecipient's primary and secondary MIS
employees using Exhibit E (Subrecipient's
Administration). Subrecipient must submit the
completed Exhibit E (Subrecipient's
Administration) in the time and manner as
ATTACHMENT NO. 3
directed by County. In the event of any changes
to the information provided in Exhibit E
(Subrecipient's Administration), Subrecipient
must update Exhibit E (Subrecipient's
Administration) and submit the revised document
to County within two (2) weeks of any
reassignment or substitution. Only those
Subrecipient employees who have been
designated by Subrecipient and assigned a
password by County will be allowed to access the
MIS system.
9.17.3.3.3 Subrecipient must ensure that the primary and secondary MIS employees are properly trained to
operate the MIS and attend all MIS training
provided by County to ensure that MIS operations
are in compliance with all applicable regulations.
9.17.4 County Information Assets
9.17.4.1 County Information Assets are PSCI and include (but are not limited to):
9.17.4.1.1 Information that is stored in hard copy or
electronic format and may include but is not
limited to the following: reports; notes; forms;
computers, laptops, cellphones, printers,
scanners; networks (LAN, WAN, WIFI) servers,
switches, routers; storage media, hard drives,
flash drives, cloud storage; data, applications,
databases; etc.
9.17.4.1.2 Information that is collected, transmitted and/or accessed in the administration of the Program and
in the provision of Services.
9.17.4.1.3 Personal Information as defined in California Civil Code Section 1798.29(g).
9.17.4.1.4 Protected Health Information (PHI) as defined in Health Insurance Portability and Accountability
Act (HIPAA) of 1996.
9.17.4.1.5 Medical Information as defined in California Civil Code Section 56.05(j).
9.17.5 Data Destruction
9.17.5.1 When Subrecipient has maintained, processed , or stored County Information Assets, implied or expressed, and such ATTACHMENT NO. 3
County Information Assets are no longer required to be
retained by Subrecipient under this Subaward and applicable law, County will have sole authority to determine when
Subrecipient must destroy any such County Information Assets as described herein. Subrecipient must only proceed with the destruction of County Information Assets (which may be stored on purchased, leased, or rented electronic storage equipment (e.g., printers, hard drives, etc.) and electronic devices (e.g., servers, workstations, etc.) that are geographically located within Los Angeles County or external to Los Angeles County's boundaries) upon receiving written authorization from County.
9.17.5.2 Subrecipient must destroy such County Information Assets by:
9.17.5.2.1 Cross-cut s hredding or otherwise destroying paper, film, disk drives or other hard copy media
so that PSCI cannot be read or otherwise
reconstructed.
9.17.5.2.2 Clearing, purging or destroying electronic media containing PSCI consistent with National Institute
of Standards and Technology ("NIST") Special
Publication ("SP") 800- 88 (Guidelines for Media
Sanitization) which is available on- line at:
Guidelines for Media Sanitization (nist.gov) and
United States Department of Defense 5220.22-M
(DoDI 5220.22, "National Industrial Security
Program (NISP)," March 18, 2011; Incorporating
Change 2 on September 24, 2020 (navy.mil)) data
sanitization and clearing directive such that the
PSCI cannot be retrieved.
9.17.5.3 Subrecipient will have the sole responsibility to certify that the County Information Assets have been appropriately destroyed consistent with the requirements outlined herein.
9.17.5.4 Subrecipient must provide County with written certification validating that any and all County Information Assets were placed in one (1) or more of the following stored states:
unusable, unreadable and/or indecipherable. Subrecipient must submit such certification to County's Contract Manager no later than ten (10) days after the occurrence of this event.
9.17.5.5 Lower Tier Subrecipient must provide County with written certification validating that any and all County Information Assets were destroyed and are in one (1) or more of the following states: unusable, unreadable and/or undecipherable.
Lower Tier Subrecipient must submit such certification to County's Contract Manager no later than ten (10) days after the ATTACHMENT NO. 3
removal of any electronic storage equipment and devices and the destruction of the County Information Assets.
9.17.6 Encryption on Workstations and Portable Computing Devices
9.17.6.1 Subrecipient and any approved Lower Tier Subrecipient must use software and/or hardware encryption methods for
confidential County Information Assets stored on all electronic media in accordance with the following standards:
9.17.6.1.1 Federal Information Processing Standard
Publication ("FIPS") 140-2.
9.17.6.1.2 NIST SP 800- 57 (Recommendation for Key
Management - Part 1: General (Revision 3).
9.17.6.1.3 NIST SP 800- 57 (Recommendation for Key
Management - Part 2: Best Practices for Key
Management Organization).
9.17.6.1.4 NIST SP 800 -111 (Guide to Storage Encryption Technologies for End User Devices).
9.17.6.1.5 At a minimum, Subrecipient must use Advanced Encryption Standard ("AES") with cipher strength
of 256-bit
9.17.6.1.6 Prior to use of remote servers (e.g., cloud storage, Software-as-a-Service (SaaS), etc.) for storage of
County Information Assets, Subrecipient must
obtain written approval from County's Contract
Manager.
9.17.6.2 Subrecipient and any approved Lower Tier Subrecipient must use software and/or hardware encryption methods for
transmitted (i.e., through network transmission) confidential County Information Assets in accordance with the following standards:
9.17.6.2.1 NIST SP 800-52 (Guidelines for the Selection and Use of Transport Layer Security Implementations).
9.17.6.2.2 NIST SP 800- 57 (Recommendation for Key
Management - Part 3: Application- Specific Key
Management Guidance).
9.17.6.3 Subrecipient and any approved Lower Tier Subrecipient must have operational policies, procedures and practices which protect County Information Assets (PSCI) as specified in the State Administrative Manual Sections 5300 to 5365.3;
ATTACHMENT NO. 3
California Government Code Section 11019.9; Department of General Services Management Memo (MM 06 -12);
Department of Finance Budget Letter (06- 34); California Department of Aging Program Memorandum (PM 07- 18(P));
Statewide Health Information Policy Manual; and, County's Board Policy Number 5.200 (Contractor Protection of
Electronic County Information).
9.17.6.4 Subrecipient and any approved Lower Tier Subrecipient must encrypt PSCI which are stored on all electronic media
(including workstations, portable computing devices (including, but not limited to, workstations, servers, mobile devices, wearables, tablets, laptops, personal digital assistants, notebook computers, and backup media) and/or portable
electronic storage media (including, but not limited to, discs, thumb/flash drives, external/portable hard drives, and backup media)).
9.17.6.5 Subrecipient must certify its compliance with the encryption standards noted herein as a condition of executing this Subaward. Subrecipient provide such certification by
completing and submitting Exhibit O (Subrecipient's
Compliance with Encryption Requirements) in the form and manner as determined by County. Subrecipient must maintain compliance with this policy during the term of this Subaward and for as long as Subrecipient maintains or is in possession of County Information Assets. In addition to the foregoing certification, Subrecipient must maintain any
validation/attestation reports that the data encryption product generates, and such reports will be subject to audit in accordance with the requirements outlined in Subparagraph
8.38 (Record Retention, Inspection and Audit Settlement). In the event of Subrecipient's non -compliance with these
requirements, County will require Subrecipient to develop and execute a corrective action plan. Subrecipient's failure to comply with this policy may subject Subrecipient to suspension or termination of this Subaward, denial of access to County information technology resources and/or other remedies which are deemed appropriate by County.
9.17.7 Software Maintenance and Operational Management
9.17.7.1 Subrecipient must deploy up- to-date anti -virus software with current definitions on all computer systems on which County Information Assets are stored and/or transmitted.
9.17.7.2 Subrecipient and any approved Lower Tier Subrecipient must ensure that all security patches, software updates/upgrades, etc. are applied in a timely manner to all computer systems on ATTACHMENT NO. 3
which County Information Assets are stored, accessed and/or transmitted.
9.17.7.3 Subrecipient must deploy adequate back-up facilities to ensure that its essential business information can be promptly recovered in the event of a disaster or media failure.
9.17.7.4 Subrecipient must ensure that its operating procedures are adequately documented and designed to protect information, computer media and data from theft and unauthorized
access.
9.17.8 Security Incident Reporting
9.17.8.1 A security incident occurs when County Information Assets are or reasonably believed to have been accessed, modified, destroyed, or disclosed without proper authorization or are lost or stolen. A security incident includes (but is not limited to) instances in which Subrecipient employees access systems in excess of their user rights or use the systems inappropriately, data is breac hed, etc. Subrecipient and any approved Lower Tier Subrecipient must comply with California Department of Aging's security incident reporting procedure which is available online at
http://www.aging.ca.gov/ProgramsProviders/#Resources.
9.17.8.2 Notification of Security Breach to County
9.17.8.2.1 Subrecipient must immediately report all security incidents to County’s Program Manager but in no
event must the report be made more than two (2)
business days after its detection. Subrecipient
must initiate the contact by telephone and
followed by written letter of any potential or actual
security attacks or security incidents.
9.17.8.2.2 Subrecipient's notification of the security incident must include the approximate date and time of its
occurrence and a summary of the relevant facts,
including a description of measures being taken to
address the occurrence.
9.17.8.3 Notification of Security Breach to Clients
9.17.8.3.1 Subrecipient and any approved Lower Tier
Subrecipient must give written notice to any Client
or data subject whose PSCI may have been
breached in accordance with HIPAA, the
Information Practices Act of 1977, and State
policy.
ATTACHMENT NO. 3
9.17.9 Electronic Backups
9.17.9.1 Subrecipient and any approved Lower Tier Subrecipient must ensure that all electronic County Information Assets are protected by performing regular backups of automated files and databases, and ensure the availability of County Information Assets for continued business. Subrecipient and any approved Lower Tier Subrecipient must ensure that all data, files, and backup files are encrypted.
9.17.10 Subr ecipient must ensure that any approved Lower Tier Subrecipient(s) adheres to all of the provisions included in this Subparagraph 9. 17 and Exhibit K (Information Security and Privacy Requirements).
9.18 REMEDIES FOR NON-CO MPLIANCE
9.18.1 Subrecipient agrees to comply with the requirements set forth in the entirety of this Subaward as well as the requirements contained in supporting Program legislation and all applicable directives, Program memoranda, notices, guidelines, and instructions issued by or on behalf of Federal, State or County authorities. Subrecipient's failure to comply with such requirements will subject Subrecipient to remedies which are available under this Subaward and as provided by law. These remedies include but are not limited to the following: probation; suspension of payment(s); suspension of Services; assessment and collection of liquidated damages; de-obligation of Subaward Sums (for purposes of this Subaward, de-obligation is the partial or full r emoval of Subaward Sums from Subrecipient); re- obligation of Subaward Sums (for purposes of this Subaward, re -obligation is the allocation of de-obligated Subaward Sums to another current subrecipient(s) and/or to a new subrecipient); debarment; and/or ter mination of this Subaward. County will have the sole discretion to determine which remedy(ies) will be applied as a result of Subrecipient's non-compliance.
9.19 PAYMENT AND PERFORMANCE GUARANTIES
9.19.1 Throughout the entire term of this Subaward, including the original term and any renewals or extensions thereto, County, at its sole discretion, reserves the right to require Subrecipient to provide a Payment Guaranty, Performance Guaranty, or both ("Guaranty(ies)") in the amount and form as directed by County. County will determine whether or not Subrecipient will be required to obtain a Guaranty(ies) when Subrecipient's performance under this Subaward reveals potential liability to County in an aggregate amount of twenty-five thousand dollars ($25,000) or more resulting from, but not limited to, the following incidents: disallowed costs, unsubstantiated costs, non- payment of Lower Tier Subrecipients, etc. (i.e., if County determines that Subrecipient has disallowed costs, unsubstantiated costs, non-payment of Lower Tier Subrecipients, etc. which total twenty -five thousand dollars ($25,000) or more in potential liability when added together ATTACHMENT NO. 3
then County will require Subrecipient to obtain a Payment Guaranty, Performance Guaranty or both).
9.19.2 Payment Guaranty
9.19.2.1 The Payment Guaranty is Subrecipient's surety/guarantee to County that Subrecipient will meet its obligations to faithfully pay any approved Lower Tier Subrecipients in a manner that is timely, satisfactory, and acceptable to County, as determined by County at its sole discretion. The purpose of the Payment Guaranty is to provide all Lower Tier Subrecipients who supply labor, materials, services, etc. to Subrecipient a recourse if they do not get paid by Subrecipient. In such case, the Payment Guaranty allows Lower Tier Subrecipient to file a claim with the surety company that issued the Guaranty in the event that Subrecipient does not reimburse the Lower Tier Subrecipient for goods and/or services provided by Lower Tier Subrecipient.
9.19.2.2 Subrecipient acknowledges that County may also make a determination that Subrecipient's non -payment of any
approved Lower Tier Subrecipients is a violation of the terms and conditions of this Subaward which may subject
Subrecipient to obtain both the Payment Guaranty and
Performance Guaranty.
9.19.2.3 The Payment Guaranty must only take the form of a surety bond. More information concerning surety bonds and
companies may be obtained from the Surety Association of America (www.surety.org ), the Surety Information Office (www.sio.org), state insurance departments, the U.S. Small Business Administration and U.S. Department of the Treasury.
9.19.2.4 The Payment Guaranty must be executed by a corporate surety which is licensed to transact business as a surety in the State of California. The corporate surety must have an A.M.
Best Rating of not less than A:VII, unless otherwise approved by County.
9.19.3 Performance Guaranty
9.19.3.1 The Performance Guaranty is Subrecipient's surety/guarantee to County that Subrecipient will meet its obligations to perform the terms and conditions of the resulting Subaward. The purpose of the Performance Guaranty is to provide County a recourse to recover Subaward monies which would otherwise be lost due to Subrecipient's negligent actions. This
Performance Guaranty will provide for the payment of monies to County for transactions which are incurred by Subrecipient, including but not limited to: liquidated damages, late penalty ATTACHMENT NO. 3
payments, County's reimbursement, etc. County's
determination to require Subrecipient to obtain the
Performance Guaranty would occur after the resolution
process has been completed and "questioned costs" have
been determined to be unsubstantiated costs, disallowed costs, etc.
9.19.3.2 The Performance Guaranty will take any of the following forms:
9.19.3.2.1 Surety Bond: More information concerning surety bonds and companies may be obtained from the
Surety Association of America (www.surety.org),
the Surety Information Office (www.sio.org), state
insurance departments, the U.S. Small Business
Administration and U.S. Department of the
Treasury. The performance guaranty may not
allow the bond surety to substitute another person
to perform Services.
9.19.3.2.2 Letter of Credit: Refer to Exhibit N (Criteria and Standards for Letters of Credit and Certificates of
Deposit) for information.
9.19.3.2.3 Certified Check or Certificate of Deposit: This form of Guaranty must list/identify County of Los
Angeles as an authorized party that can withdraw
on the account. Refer to Exhibit N (Criteria and
Standards for Letters of Credit and Certificates of
Deposit) for additional information on the
certificate of deposit.
9.19.3.2.4 Cash
9.19.3.3 The Performance Guaranty must be executed by a corporate surety which is licensed to transact business as a surety in the State of California. The corporate surety must have an A.M.
Best Rating of not less than A:VII, unless otherwise approved by County.
9.19.4 When County determines that Subrecipient must obtain and maintain a Guaranty(ies), County will inform Subrecipient of this requirement and will provide Subrecipient at least fifteen (15) days to comply with County's determination. Once Subrecipient has obtained the required Guaranty(ies), County will re-evaluate the need for Subrecipient to continue maintaining the Guaranty(ies) for any subsequent Fiscal Year of the Subaward term.
9.19.5 The costs to obtain and maintain the Guaranty(ies) are potentially allowable and reimbursable under the terms of this Subaward. However, no additional funding will be allocated to the Subaward Sums in order for Subrecipient to ATTACHMENT NO. 3
pay for these costs. If Subrecipient intends to use existing Subaward Sums to offset the costs of the Guaranty(ies), this action requires a redistribution of Subaward Sums which will be initiated through a budget modification. This budget modification must be completed and submitted by Subrecipient for approval by County as noted in Subparagraph 9.9.2 (Budget Modifications).
Prior to submitting this budget modification, Subrecipient will ensure that it will be able to adhere to all other required tasks, performance measures and other duties of this Subaward even after the Subaward Sums are redistributed (i.e., Subrecipient must continue to provide the required level of Services which would include the Guaranty(ies) for the same level of funding).
9.20 SUBAWARD DOCUMENT DELIVERABLES
9.20.1 Prior to the execution of this Subaward and throughout the entire term of this Subaward, Subrecipient must obtain and maintain current and appropriate licenses, permits and certificates which are required by all applicable County, State and/or Federal laws, regulations, guidelines, Program memoranda and directives for the operation of its facility(ies) and for the provision of Services hereunder. Prior to the execution of this Subaward and annually thereafter (or as otherwise established by County), Subrecipient must submit evidence/documentation (Subaward Document Deliverables) of its compliance with this requirement in the form and manner that is prescribed by County. Subrecipient must provide to County's Contract Manager, by the deadline imposed by County, current copies of these deliverables which must be complete (without missing pages) and legible, and will include:
9.20.1.1 Subaward Compliance Documents (as described in Subparagraph 9.20.3)
9.20.1.2 Business Forms (as described in Subparagraph 9.20.4)
9.20.1.3 Reporting Documents (as described in Subparagraph 9.20.5)
9.20.1.4 Other Documents: During the term of this Subaward, County or its designee(s) may request from time-to-time additional documents from Subrecipient, and Subrecipient must adhere to County's request for such documents.
9.20.2 Subrecipient must submit copies of all new or renewed licenses, permits, and certificates to County's Contract Manager within five (5) business days of the license, permit or certification award or renewal. Subrecipient must immediately notify County of any lapses or expirations of these items.
Subrecipient's failure to maintain and/or timely submit documents required or requested by County may result in County imposing remedies as determined by County in its sole discretion.
ATTACHMENT NO. 3
9.20.3 Subaward Compliance Documents
9.20.3.1 Business License
9.20.3.1.1 When the local governing authority requires
Subrecipient's organization to obtain a license to
operate and conduct business within its local
governing authority's jurisdiction, Subrecipient
must obtain such license to perform the Services
outlined in this Subaward. The local governing
authority may be either the local city government
for entities doing business within its city limits or
County of Los Angeles for entities located outside
of city l imits (i.e., unincorporated areas or
designated cities). Subrecipient must ensure that
the license is current throughout the entire term of
this Subaward. Subrecipient must provide a
current copy of its license to County annually (or
upon expiration, as noted on the license).
9.20.3.2 Certificate of Insurance
9.20.3.2.1 The certificate must evidence Subrecipient's compliance with the insurance requirements
outlined in Subparagraph 8.24 (General
Provisions for all Insurance Coverage) and
Subparagraph 8.25 (Insurance Coverage).
Subrecipient must also provide copies of the
certificate of insurance as it relates to any
approved Lower Tier Subrecipient(s).
9.20.3.3 Fire Department Inspection Report
9.20.3.3.1 For each Service site that Client will visit, Subrecipient must obtain a fire inspection of its
facility(ies). The inspection must be conducted by
the Los Angeles County Fire Department or by
Subrecipient’s local fire department. Subrecipient
must obtain a written report of the inspection
which must be provided to County at the
beginning of the first Fiscal Year or Program Year
of this Subaward, or upon the opening of each
new Service site. In the event that violations are
noted on the inspection report, Subrecipient must
ensure that it complies with all corrective
measures as directed by the fire department.
Subrecipient must provide to County written
evidence of its compliance within five (5) days of
receiving the evidence from the fire department.
ATTACHMENT NO. 3
The fire inspection report must be current within
the most recent twelve (12) month period.
Subrecipient is responsible for knowing and
understanding their local fire department
requirements and guidelines and must ensure
ongoing compliance with fire inspection pursuant
to local ordinances and regulations.
9.20.3.4 Public Health Permit
9.20.3.4.1 For every Service site where Subrecipient
provides Services that require a Permit issued by
County of Los Angeles Department of Public
Health, Subrecipient must provide a current copy
of such permit annually (or upon expiration, as
noted on the permit).
9.20.3.5 Health Department Inspection Report
9.20.3.5.1 For each Service site where Subrecipient
provides Services that require an inspection by
County of Los Angeles Department of Public
Health (such as a central kitchen, Congregate
Meal Site, etc.), Subrecipient must annually
provide a current copy of such inspection report
(report must be current within the most recent
twelve (12) month period). In the event that
violations are noted on the report, Subrecipient
must ensure that it complies with all corrective
measures as directed by the Department of Public
Health. Subrecipient must provide to County
written evidence of its compliance within five (5)
days of receiving the evidence from Public Health.
9.20.3.6 Vehicle Smog Certification
9.20.3.6.1 For each vehicle(s) purchased with the Subaward Sum(s) under this Subaward and/or under a
Predecessor Agreement that is used in the
operation of the Program (i.e., County -owned
vehicle(s)), Subrecipient must ensure that such
vehicle(s) undergo a certified smog inspection as
required under applicable State and Los Angeles
County laws. Subrecipient must receive evidence
of a passing inspection (i.e., smog certificate) for
each vehicle and must submit a copy of the smog
certificate to County's Contract Manager on an
annual basis in the manner and timeframe
designated by County. When the vehicle(s) is not
required to undergo a smog inspection during any
year, Subrecipient must provide evidence (copy of
ATTACHMENT NO. 3
vehicle registration, etc.) indicating that the
inspection is not warranted for the specified year.
9.20.4 Business Forms
9.20.4.1 Articles of Incorporation
9.20.4.1.1 This document, which evidences the legal
formation of Subrecipient's organization, must
reflect Subrecipient's current legal name; and
County will use this document as verification of
Subrecipient's name. In the event there are any
amendments or addendums to the articles of
incorporation, Subrecipient must provide copies
of such amendments/addendums to County
within five (5) days of said
amendments/addendums being finalized.
9.20.4.1.2 When Subrecipient's organization is a local
government or a consortium of local governments,
Subrecipient must provide either a city charter or
a joint powers agreement respectively, in lieu of
the articles of incorporation.
9.20.4.2 Board of Directors' Resolution
9.20.4.2.1 A resolution from Subrecipient's Board of
Directors, which evidences Authorized
Representative's authority to act on behalf of
Subrecipient in matters related to this Subaward
(Subparagraph 8.3.3 (Board of Directors'
Resolution)). Subrecipient must submit its Board
of Directors' resolution in the time and manner as
designated by County.
9.20.4.3 Board of Directors Roster
9.20.4.3.1 The roster must include the individuals who comprise Subrecipient's Board of Directors. In the
event that the roster is updated, Subrecipient
must provide an updated roster to County within
five (5) days of it being approved or finalized.
9.20.4.4 Bylaws
9.20.4.4.1 This document must reflect the internal rules which govern Subrecipient's organization. These
rules are generally concerned with the operation
of the organization, and setting out the form,
manner, or procedure in which the organization
ATTACHMENT NO. 3
should operate. In the event that the bylaws are
amended, Subrecipient must provide such
amendments to County within five (5) days of
them being approved.
9.20.4.5 Complaint Policies and Procedures
9.20.4.5.1 Subrecipient's policies and procedures for
receiving, investigating, and responding to Client
complaints must be prepared and submitted to
County pursuant to the requirements outlined in
Subparagraph 8.5 (Complaints).
9.20.4.6 Organization Chart
9.20.4.6.1 The chart must provide an outline of the hierarchy, relationships, and relative ranks of Subrecipient's
organizational parts and positions/jobs as it
related to the operations of this Subaward. In the
event that Subrecipient revises its organization
chart, a copy must be provided to County within
five (5) days of any change in its organization
chart.
9.20.4.7 Lower Tier Subaward
9.20.4.7.1 This executed third- party agreement (as defined in Subparagraph 8.40 (Lower Tier Subaward))
and any amendments or addendums thereto,
must be provided to County within five (5) days of
the execution of that agreement, amendment
and addendum.
9.20.4.8 Tax Exempt Status Letter
9.20.4.8.1 Written documentation that is obtained from the Internal Revenue Service as evidence of
Subrecipient's tax exempt status. When
Subrecipient is a non-profit entity, such evidence
must reflect Subrecipient's tax exempt status. In
the event Subrecipient's tax exempt status
changes, Subrecipient must provide County a
copy of its new status within five (5) days of any
change in its tax-exempt status.
ATTACHMENT NO. 3
9.20.5 Reporting Documents
9.20.5.1 Cost Allocation Plan
9.20.5.1.1 This Plan must adhere to the requirements
outlined in Subparagraph 9.21.1 (Cost
Allocation Plan for Cost Reimbursement
Activities).
9.20.5.2 Closeout Report
9.20.5.2.1 This report must adhere to the requirements
outlined in Subparagraph 9.21.2 (Closeout
Reporting Requirements).
9.20.5.3 Other Reporting Documents
9.20.5.3.1 From time-to-time, County or its designee(s) may request other documents relating to
Subrecipient's performance, Work, and/or
Services under this Subaward. County will not be
unreasonable in its request and Subrecipient must
adhere to County's request for such documents.
9.21 FISCAL REPORTING REQUIREMENTS
9.21.1 Cost Allocation Plan for Cost Reimbursement Activities
9.21.1.1 Subrecipient acknowledges that as a condition of receiving this Subaward, Subrecipient must submit its organization- wide Cost Allocation Plan to County no later than sixty (60) days after the start date of the Subaward term. This Cost Allocation Plan is included herein by reference.
9.21.1.2 The Cost Allocation Plan must adhere to the requirements outlined in the following: County directives (including but not limited to AD directive CCD-18-01 (Cost Allocation and Indirect Cost Requirements for AD Subawards)) which may be
obtained at https://ad.lacounty.gov/wp-
content/uploads/2025/08/Cost-Allocation-and-Indirect-Cost- Requirements-CCD-18-01_07.30.25.pdf, Exhibit Q
(Accounting, Administration and Reporting Requirements), Title 45 Code of Federal Regulations Part 75 et seq. and Title 2 Code of Federal Regulations Part 200 et seq. At a minimum, the Plan must include the following information:
9.21.1.2.1 Description of Subrecipient's organization (i.e., non-profit, for-profit, public/government, etc.).
ATTACHMENT NO. 3
9.21.1.2.2 Description of Subrecipient's general accounting policies, including its basis of accounting.
9.21.1.2.3 List of all the funded programs.
9.21.1.2.4 An organizational chart that identifies the various services and/or functions for each unit.
9.21.1.2.5 A detailed listing of all shared and pooled direct and indirect costs that will be allocated.
9.21.1.2.6 Identification of the Subaward year term for any information/documentation related to the Plan.
9.21.1.2.7 A thorough description of the methods used to allocate all shared or pooled direct or indirect
costs and the auditable documentation for
supporting each basis for allocation.
9.21.1.3 Every cost included in the Cost Allocation Plan must be supported by formal, documented accounting records, and the basis for its distribution must be calculated by actual usage (e.g., time distribution, number of Clients served, square footage, etc.) - arbitrary percentages or estimates are not allowed.
9.21.1.4 In order to certify the accuracy of the Cost Allocation Plan, Subrecipient must sign the Cost Allocation Plan and any revisions made thereto.
9.21.1.5 By May 1 of each Subaward year after the first Subaward year in a multi-year term (or upon extension of the term as provided in Paragraph 4.0 (Term of Subaward), Subrecipient must
submit written confirmation that its Cost Allocation Plan methodology described in Subparagraph 9.21.1.2.7 will remain in effect throughout the following Subaward year. In the event that this Cost Allocation Plan methodology must be revised for the following Subaward year then Subrecipient must submit the revised methodology to County's Compliance Manager by May 1 of the current Subaward year. The Cost Allocation Plan methodology may only be revised once during any Subaward year.
9.21.1.6 In the event that the information provided in the Cost Allocation Plan as it relates to Subparagraphs 9.21.1.2.1 - 9.21.1.2.6 must be revised at any time during the Subaward term then
Subrecipient must submit the revisions to County's Compliance Manager within thirty (30) days of completing the revisions.
ATTACHMENT NO. 3
9.21.1.7 Upon receipt of the revisions made to Subrecipient's Cost Allocation Plan, County will review these revisions. Neither Subrecipient's submission of these revisions to its Cost Allocation Plan nor County's receipt of these revisions to Subrecipient's Cost Allocation Plan will constitute County's acceptance or approval of the Cost Allocation Plan revisions.
County reserves the right to either accept or reject any revision(s) to the Cost Allocation Plan that County deems is unacceptable. County will notify Subrecipient in writing whether the revisions are approved or rejected. Upon rejection of the revisions, Subrecipient must take the required actions needed to correct its revisions. Subrecipient's failure to adhere to County's requirements will subject Subrecipient to remedies available under this Subaward.
9.21.2 Closeout Reporting Requirements
9.21.2.1 The final year-end invoice final year-end invoice will serve as the closeout; however if necessary, the County may impose a closeout process that occurs after the final year -end invoice submission. The closeout will take place upon the expiration or termination of the period in which Program Services are provided which includes the end of the Subaward term, the end of the Fiscal Year or any other period when the Subaward is terminated. The purpose of closeout is to ensure that final reports are received and evaluated, allowab le costs are determined and amounts due to either County or to
Subrecipient are determined and payment arrangements made.
County will notify the Subrecipient if a closeout is required, and the Subrecipient must comply with the closeout reporting requirements as outlined in Subparagraph 9.21.2.
9.21.2.2 Subrecipient must complete and submit a mandatory Closeout Report in the form and manner designated by County. The Closeout Report must include the reporting of expenses and accruals incurred through the last day of the Fiscal Year or Program Year. County will notify Subrecipient of the deadline for submission of the Closeout Report.
9.21.2.3 Subrecipient must ensure that all invoices are submitted and finalized prior to the submission of its Closeout Report. County will not pay invoices that are received after Subrecipient has submitted the Closeout Report. Once County has reviewed and accepted Subrecipient's Closeout Report, the data reflected on the Closeout Report will be reported to State as final. Any subsequent revisions will require the written signature and authorization of Authorized Representative.
ATTACHMENT NO. 3
9.21.2.4 If this Subaward is terminated or cancelled prior to June 30th of any Fiscal Year, the Closeout Report will be for that Subaward period which ends on the termination or cancellation date. Subrecipient must submit the Closeout Report after the termination/cancellation date in the manner and timeframe designated by County.
9.21.2.5 At the end of the funding cycle/during the closeout, Subrecipient must ensure that all of the following items match:
9.21.2.5.1 The Subaward Sum allocated by line items on
Subrecipient's final approved Budget(s), where
the Subaward Sum is the funding allocated for
any Fiscal Year under this Subaward and it is
distributed using the line items/cost categories
reflected in Subrecipient's final approved
Budget(s).
9.21.2.5.2 The Grant Share, which is allocated by line items on Subrecipient's Closeout Report, where the
Grant Share is the actual Subaward Sum that
Subrecipient has budgeted by line items/cost
categories on its organization's accounting/fiscal
records (i.e., general ledgers, etc.).
9.21.2.5.3 The Amount Received by line item as reported on Subrecipient's Closeout Report, where the
Amount Received is the actual Subaward Sum
reimbursed to Subrecipient for its line items.
9.21.2.6 In the event that the line item amounts reflected as the Subaward Sum on the final approved Budget(s), the Grant Share on the Closeout, and the Amount Received on the
Closeout do not match at the time of closeout, for purposes of the closeout only, County will allow a maximum of ten percent (10%) variance between the Subaward Sum and Grant Share (specifically, the variance between the Subaward Sum line items reported on the final approved Budget(s) and the Grant Share line items reported on the Closeout Report).
9.21.2.6.1 For example, during the closeout, if the line item, Space, reflects a Subaward Sum of $100 on the
final approved Budget(s) then the Grant Share
amount reflected on the Closeout Report for
Space will be $100, and the Amount Received
reflected on the Closeout Report for Space will
be $100. Alternatively, if the Subaward Sum for
ATTACHMENT NO. 3
Space is reflected on the final approved Budget(s)
as $100 but the Grant Share for Space is
reflected on the Closeout Report as $95, and the
Amount Received for Space is reflected on the
Closeout Report as $95 then the $5 variance
(which is five percent (5%) of the Subaward Sum
amount for the Space line item) is within the
allowable ten percent (10%) variance.
9.21.2.7 Subrecipient must ensure that the total Grant Share and the total Amount Received, which are reflected on the Closeout Report, do not exceed the total Subaward Sum reflected on the final approved Budget(s).
9.21.3 Program Income Requirements
9.21.3.1 Program Income includes, but is not limited to:
9.21.3.1.1 Voluntary contributions received from Client or other party for Services received.
9.21.3.1.2 Income from usage or rental fees of real or personal property acquired with Subaward Sums.
9.21.3.1.3 Royalties received on patents and copyrights from Subaward-supported activities.
9.21.3.1.4 Proceeds from the sale of items created under this Subaward.
9.21.3.2 Subrecipient must adhere to the Program Income requirements outlined herein and in Title 45 Code of Federal Regulations Part 75 et seq. and Title 2 Code of Federal Regulations Part 200 et seq.
9.21.3.3 Subrecipient must use Program Income to expand baseline Program Services.
9.21.3.4 Subrecipient must expend Program Income in Budget exhibit(s) and must expend Program Income under the same terms and conditions as the Subaward Sums from which it is generated.
The use of Program Income is restricted to the funding source or Service that was provided and contributed towards.
9.21.3.5 Program Income must be used to pay for current allowable Program costs in the same Fiscal Year or Program Year that the Program Income is earned. If Program Income is earned in excess of the amount reported in Budget exhibit(s) then County will recapture the balance of the unexpended Program Income ATTACHMENT NO. 3
or pursue any other remedies available to County under this Subaward.
9.21.3.6 Subrecipient will not use Program Income to meet the match contribution requirement of this Subaward.
9.21.3.7 Subrecipient will provide a disposition of all Program Income received and expended as part of the Closeout reporting process in the form, manner and timeline as designated by County.
9.22 UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT (SAM)
9.22.1 Pursuant to the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109-282) and Title 2 Code of Federal Regulations Part 25, Subrecipient will be responsible for obtaining and maintaining a Universal Identifier. The Universal Identifier is a Unique Entity ID (UEI) comprised of a unique twelve-character alpha numeric identification number assigned by SAM and is site -specific. Therefore, each distinct physical location of Subrecipient's organization (such as branches, divisions, and headquarters) will have its own, UEI number. Subrecipient may register for a UEI number at https://sam.gov/content/entity-registration. Subrecipient must comply with the requirements outlined in this Subparagraph 9.22.
9.22.2 Subrecipient must provide a valid UEI number using Exhibit E (Subrecipient's Administration) and must submit the completed Exhibit E (Subrecipient's Administration) in the time and manner as directed by County. Subrecipient must register the UEI number and maintain an "Active" status within the federal System for Award Management available online at https://sam.gov/content/status-tracker. If County cannot access or verify "Active" status for Subrecipient's UEI information, which is related to this Subaward on the Federal Funding Accountability and Transparency Act Subaward Reporting System, County will notify Subrecipient and Subrecipient must immediately update the information as required.
9.22.3 Subrecipient's failure to adhere to applicable UEI and SAM requirements may result in County imposing remedies as determined by County in its sole discretion.
9.23 UNUSUAL OCCURRENCES AND CRIME
9.23.1 Unusual occurrences such as natural disasters (including earthquakes, floods, landslides, wildfires, extreme heat/cold), man-made emergencies (such as epidemic outbreaks, bio- terrorism, food-borne illness, fire, major accidents, death from unnatural causes or other catastrophes), and unusual occurrences which threaten the welfare, safety or health of Clients, Subrecipient personnel or visitors to Subrecipient's facility(ies) must be reported by Subrecipient within twenty -four (24) hours to the local health ATTACHMENT NO. 3
officer by telephone and in writing, and to County by telephone and also in writing or by email.
9.23.2 Crime related occurrences, such as theft or vandalism, must be reported by Subrecipient within twenty -four (24) hours to the local police or sheriff by filing a police report and to County by telephone, and in writing or by email.
Subrecipient must also prepare and retain an incident report on file, and must include a copy of the filed police report.
9.23.3 Subrecipient must maintain all incident reports in a manner consistent with Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement).
Subrecipient must furnish such other pertinent information related to such occurrence as the local authorities and/or County may require.
9.24 FEMA PROVISIONS
9.24.1 In the event of an emergency (defined as a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services) and Federal Emergency Management Agency (FEMA) funds are made available under this Subaward, Subrecipient must comply with all requirements outlined in Exhibit M (FEMA Provisions).
Subrecipient must complete the Lobbyist Certification attached to this Exhibit and submit it to County's Contract Manager in the time and manner as designated by County.
9.25 REDUCING SINGLE-USE PLASTICS
9.25.1 Reduce Single Use Plastics
9.25.1.1 Subrecipient a acknowledges that County places a high priority on the implementation of Board Policy 3.185, Reduce Single- Use Plastics, and must eliminate the use of single-use plastic in County facilities as required by Board Policy 3.185.
9.25.2 Procurement Data Reporting
9.25.2.1 Subrecipient will keep a monthly record of purchases of single- use products including product type, brand name, quantity purchased, and unit cost. Data will be provided to the County’s Project Monitor along with other regular reports and be available upon request.
10.0 SURVIVAL
10.1 In addition to any terms and conditions of this Subaward that expressly survive expiration or termination of this Subaward by their terms, the following provisions will survive the expiration or termination of this Subaward for any reason:
ATTACHMENT NO. 3
Paragraph 1.0 (Applicable Documents)
Paragraph 2.0 (Definitions and Headings)
Paragraph 3.0 (Work)
Subparagraph 5.4 (No Payment for Services Provided Following Expiration or Termination of Subaward)
Subparagraph 7.6 (Confidentiality)
Subparagraph 8.1 (Amendments)
Subparagraph 8.2 (Assignment and Delegation/Mergers or Acquisitions) Subparagraph 8.6 (Compliance with Applicable Laws)
Subparagraph 8.19 (Fair Labor Standards)
Subparagraph 8.20 (Force Majeure)
Subparagraph 8.21 (Governing Law, Jurisdiction, and Venue) Subparagraph 8.23 (Indemnification)
Subparagraph 8.24 (General Provisions for all Insurance Coverage) Subparagraph 8.25 (Insurance Coverage)
Subparagraph 8.26 (Liquidated Damages)
Subparagraph 8.34 (Notices)
Subparagraph 8.38 (Record Retention and Inspection and Audit Settlement) Subparagraph 8.42 (Termination for Convenience)
Subparagraph 8.43 (Termination for Default)
Subparagraph 8.48 (Validity)
Subparagraph 8.49 (Wavier)
Subparagraph 8.58 (Prohibition from Participation in Future Solicitation(s)) Subparagraph 9.11 (Ownership of Materials, Software and Copyright) Subparagraph 9.12 (Patent, Copyright and Trade Secret Indemnification) Paragraph 10.0 (Survival)
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ATTACHMENT NO. 3
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/103 /72 /73 /104 /i255 /105 /74 /71 /74 /106 /107 /108 /70 /71 /72 /73 /74 /i255 /76 /77 /78 /73 /73/80 /81 /71 /i255 /82 /83 /84 /i255 /82 /85 /82 /86 /109 /110 /111 /112 /110 /i255 /114 /112 /115 /116 /117 /i255 /118 /119 /111 /120 /i255 /121 /122 /123 /i255 /121 /124 /121 /125 /i255 /126 /125 /127 /125 /128 /i255 /129 /130 /114 /131 /132 /133 /134 /135 /133 /i255 /137 /135 /138 /139 /140/119/111 /120 /i255 /121 /122 /123 /i255 /121 /124 /121 /125 ATTACHMENT NO. 3
EXHIBIT A
STATEMENT OF WORK AND ATTACHMENTS
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page ii
TABLE OF CONTENTS
PARAGRAPH PAGE
1.0 SCOPE OF WORK …………………………………………………………………… 2
2.0 ADDITION AND/OR DELETION OF FACILITIES, SPECIFIC TASKS AND/OR WORK HOURS ……………………………………………………………………...... 2
3.0 QUALITY CONTROL ………………………………………………………...………. 3
4.0 QUALITY ASSURANCE PLAN……………………………………………………… 4
4.1 Meetings ……………………………………………………………………….. 4
4.2 Subaward Discrepancy Report ……………………………. …………….…. 4
4.3 County Observations …………………………………………………….…… 5
5.0 DEFINITIONS …………………………………………………………………………. 5
6.0 RESPONSIBILITIES …………………………………………………………………. 5
6.1 Personnel……………………………………………………………………….. 5
6.2 Intentionally Omitted…………………………………………………………… 5
6.3 Subrecipient’s Project Manager……………………………………………… 5
6.4 Personnel……………………………………………………………………….. 7
6.5 Identification Badges…………………………………………………………. 14
6.6 Materials and Equipment……………………………………………………..14
6.7 Training…………………………………………………………………………14
6.8 Subrecipient’s Office…………………………………………………………..16
6.9 Multilingual and Multicultural Capabilities of Subrecipient Staff……….... 21
7.0 HOURS/DAYS OF WORK……………………………………………………………21
8.0 WORK SCHEDULES…………………………………………………………………22
9.0 UNSCHEDULED WORK……………………………………………………………..22
10.0 SPECIFIC WORK REQUIREMENTS……………………………………………….22
10.1 General ENP Requirements………………………………………………….23
10.2 Congregate Meal Services Requirements…………………………………..27
10.3 Home–Delivered Meal Services Requirements…………………………….36
10.4 Emergency Meal Services Requirements for Home-Delivered Meal Clients………………………………………………………………………......48
10.5 Telephone Reassurance Services Requirements for Home-Delivered Meal Clients…………………………………………………………………………..50
10.6 Congregate and Home-Delivered Meals Quality Assurance Committee………………………………………………………………………52
10.7 Meal and Quality Assurance Evaluations …………………………………...53
10.8 Nutrition Services Incentive Program………………………………………..54
10.9 Senior Farmers’ Market Nutrition Program………………………………….55
10.10 Mandatory Coordination with Dietary Administrative Support Services Program Subrecipient…………………………………………………………55
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page iii
10.11 Mandatory Coordination with CalFresh Healthy Living Program Subrecipient…………………………………………………………………….56
10.12 Mandatory Coordination with Disease Prevention and Health Promotion Program Subrecipient…………………………………………………………57
10.13 Central Kitchen/Caterer……………………………………………………….57
10.14 Procurement of Caterer……………………………………………………….58
10.15 Health and Fire Inspections…………………………………………………..58
10.16 Licenses and Certifications for Services…………………………………….59
10.17 Contributions and Fees for Cost of Meals…………………………………..60
10.18 Grievance Process…………………………………………………………….63
10.19 Collaborations………………………………………………………………….64
10.20 Community Outreach………………………………………………………….64
10.21 Customer Satisfaction Surveys………………………………………………65
10.22 Multipurpose Senior Centers…………………………………………………65
10.23 Emergency and Disaster Preparedness…………………………………….66
10.24 Alternative Methods of Service Delivery During an Emergency………….72
10.25 Adult Protective Services……………………………………………………..72
10.26 Los Angeles Found Program…………………………………………………72
11.0 GREEN INITIATIVES…………………………………………………………72
12.0 PERFORMANCE REQUIREMENTS SUMMARY…………………………73
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page iv
SOW ATTACHMENTS
1 Subaward Discrepancy Report (SDR)
2 Performance Requirements Summary
3 Community Focal Points List
4 Universal Intake Form
5 Emergency and Disaster Plan Basic Requirements
6 Site Emergency Resource Survey
7 Site Summary
8 Route Summary
9 Home-Delivered Meal Program Telephone Reassurance Log 10 Home-Delivered Meal Program Priority of Service Screening Tool
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 2
STATEMENT OF WORK (SOW)
1.0 SCOPE OF WORK
1.1 County (herein also referred to as the Area Agency on Aging (AAA)), has established the Elderly Nutrition Program (ENP or Program) , which consists primarily of Congregate Meal Services and Home -Delivered Meal Services (collectively Services). As further detailed in Paragraph 10.0 (Specific Work Requirements), Subrecipient must provide the appropriate Services, which will assist in maintaining and/or improving the physical, psychological , and social well-being of Older Individuals (an adult who is sixty (60) years of age or older) as follows:
1.1.1 Provide Services to Older Individuals in greatest economic or social need, with particular attention to low-income, minority individuals.
1.1.2 Serve meals that provide one -third (1/3) of the Recommended Dietary Allowances (RDAs) and are safe and of good quality.
1.1.3 Promote and maintain high food safety and sanitation standards.
1.1.4 Promote good health behaviors through nutrition education and nutrition screening of Clients.
1.1.5 Promote or maintain coordination with other nutrition -related supportive Services for Older Individuals.
2.0 ADDITION AND/OR DELETION OF FACILITIES, SPECIFIC TASKS AND/OR
WORK HOURS
2.1 Services must be provided in Los Angeles County geographic areas, excluding the City of Los Angeles. Prior to modifying or terminating a Congregate Meal site, Home -Delivered Meal route, Services, or revising hours of Service delivery at a previously designated location(s), and before commencing such Services at any other location, Subrecipient must obtain written consent from County and must comply with Paragraph 8.1 (Amendments) of the Subaward as applicable.
2.2 Subrecipient must inform County in writing and receive written County approval at least sixty (60) days prior to relocation of Subrecipient’s office or site location(s). Subrecipient must ensure that site locations are open to any eligible Clients, are located in areas where there is demonstrated need or documented demand for Services, or where a needs assessment or survey has been conducted. County will provide a written response with in ten (10) business days of receipt of the notification of site locations.
2.3 In addition to the specific work requirements identified in Paragraph 10.0 (Specific Work Requirements), Subrecipient must submit a written request to County a minimum of sixty (60) days prior to the date that Subrecipient ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 3
intends to open a new Congregate Meal site or close any existing Congregate Meal site. Subrecipient will not open a new site or close any existing site prior to receiving County’s written approval. In the event that opening a new site or closing an existing site is due to an emergency (defined as a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property or essential public services) that would prevent Subrecipient from submitting a written request to County sixty (60) days in advance, Subrecipient will request County’s approval immediately upon occurrence of such emergency. Any new Congregate Meal site must be inspected by the Dietary Administrative Support Services Program (DASSP) (see Exhibit P (Definitions) of the Subaward) Subrecipient and a health permit must be obtained before approval is granted by County at County’s sole discretion.
2.4 In addition to the specific work requirements identified in Paragraph 10.0 (Specific Work Requirements), Subrecipient must submit a written request to County a minimum of sixty (60) days prior to the date that Subrecipient intends to establish a new Home -Delivered Meal route or terminate any existing Home -Delivered Meal route. Subrecipient will not establish a new route or terminate any existing route prior to receiving County’s written approval. In the event that establishing a new route or terminating an existing route is due to an emergency (as defined in Paragraph 2.3) that would prevent Subrecipient from submitting a written request to County sixty (60) days in advance, Subrecipient must request County’s approval immediately u pon occurrence of such emergency.
2.5 Subrecipient must include the identity of each designated Community Focal Point as specified in OAA Section 102 (a)(21) and Title 42 United States Code Section 3026(a)(3)(A)). Subrecipient must utilize Attachment 3 (Community Focal Points) of this Exhibit A, to identify or update the designated focal point site locations, as needed.
2.6 Specific Work Requirements as stated in Paragraph 10.0 (Specific Work Requirements) and work hours must not be modified or terminated throughout the entire Subaward term. Should an emergency arise, Subrecipient’s request for Service or Work hour modifications will be reviewed by County on a case-by-case basis.
2.7 All changes must be made in accordance with Paragraph 8.1, Amendments, of the Subaward.
3.0 QUALITY CONTROL
The Subrecipient must establish and utilize a comprehensive Quality Control Plan (QCP) to ensure the County receives a consistently high level of service throughout the term of the Subaward. The QCP must be submitted to the County’s Compliance Manager for review. The QCP must include, but may not be limited to the following:
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 4
3.1 Method of monitoring to ensure that Subaward requirements are being met;
3.2 Documentation of activities that take place, before, during, and after program implementation; Program output measures, outcome measures, and data collection process to measure program effectiveness; and
3.3 A record of all inspections conducted by the Subrecipient, any corrective action taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action, must be provided to the County upon request.
4.0 QUALITY ASSURANCE PLAN
Subrecipient
Subaward
4.1 Meetings
4.1.1 Subrecipient is mandated to attend all meetings called by County, or authorized designee. Subrecipient will be given advance notice of all scheduled meetings with County. Subrecipient may also be required to attend emergency meetings without the above -stated advance notice when necessary.
4.1.2 Subrecipient Staff, which include paid Employees and Volunteers, must regularly attend meetings that offer ways to expand knowledge of and increase efficiency in the Services provided. These meetings may be scheduled by County. At Subrecipient’s own expense, Subrecipient may elect to attend meetings outside of Los Angeles County that Subrecipient reasonably deems to be beneficial for the delivery of Client Services, as well as other meetings designated by County.
4.1.3 Subrecipient’s failure to attend all mandatory meetings (in-person or online) will be considered non -compliance with the Subaward and may result in further action pursuant to the Subaward, Paragraph
9.13 (Probation and Suspension), Paragraph 9.18 (Remedies for Non-Compliance), Attachment 2 (Performance Requirements Summary) of this Exhibit A, and any other applicable remedies.
4.2 Subaward Discrepancy Report
4.2.1 Verbal notification of a Subaward discrepancy will be made to the County’s Compliance Manager as soon as possible whenever a Subaward discrepancy is identified. The problem must be resolved within a time period mutually agreed upon by the County and the Subrecipient.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 5
4.2.2 County’s Compliance Manager will determine whether a formal Subaward Discrepancy Report (SDR), (Attachment 1 of this Exhibit A), will be issued. Upon receipt of this document, the Subrecipient is required to respond in writing to the County’s Compliance Manager within the timeframe designated by County, acknowledging the reported discrepancies or presenting contrary evidence. A plan for correction of all deficiencies identified in the SDR must be submitted to the County’s Compliance Manager as prescribed by County.
4.3 County Observations
4.3.1 In addition to departmental contracting staff, other County personnel may observe performance, activities, and review documents relevant to this Subaward personnel may not unreasonably interfere with the Subrecipient’s performance.
5.0 DEFINITIONS
For a listing of Definitions for this Program, refer to Paragraph 2.0, Definitions, and Exhibit P (Definitions) of the Subaward.
6.0 RESPONSIBILITIES
The County’s and the Subrecipient’s responsibilities are as follows:
COUNTY
6.1 Personnel
The County will administer the Subaward according to Subaward, Paragraph
6.0, Administration of Subaward - County. Specific duties will include:
6.1.1 Monitoring the Subrecipient’s performance in the daily operation of this Subaward.
6.1.2 Providing direction to the Subrecipient in areas relating to policy, information and procedural requirements.
6.1.3 Preparing Amendments in accordance with the Subaward, Paragraph 8.1, Amendments.
6.2 Intentionally Omitted
SUBRECIPIENT
6.3 Subrecipient’s Project Manager
6.3.1 Subrecipient must provide a Project Manager or designated alternate. County must have access to Project Manager during all hours, 365 days per year. Subrecipient must provide a telephone ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 6
number where Project Manager may be reached on a twenty -four (24) hours per day basis.
6.3.2 Subrecipient’s Project Manager must act as a central point of contact with the County.
6.3.3 Subrecipient’s Project Manager will serve as the coordinator/liaison for all Services, ensuring that any communications related to the Program are conveyed to the appropriate personnel.
6.3.4 Subrecipient’s Project Manager/alternate must have full authority to act for Subrecipient on all matters relating to the daily operation of the Subaward. Subrecipient’s Project Manager/alternate must be able to effectively communicate, in English, both orally and in writing.
6.3.5 Subrecipient’s Project Manager will plan, organize, and direct all administrative and Program activities related to the Subaward. The Project Manager will define lines of authority and will develop the roles and parameters of responsibility for staff consistent with established County requirements.
6.3.6 Subrecipient must immediately notify County of any significant change in the status of the Project Manager position. If for any reason the position should become vacant, Subrecipient must immediately, within 24 hours, fill the position with a temporary replacement and must fill the position with a permanent person within thirty (30) days from vacancy.
6.3.7 Project Manager must have and demonstrate the following minimum education, experience, and qualifications:
Bachelor’s degree from an accredited university
A minimum of five (5) years’ experience in food service or a related field.
Demonstrable problem-solving skills and experience.
Ability to explain administrative goals, policies, and
procedures, and assist Staff in adjusting to changes that occur.
Ability to evaluate the performance of Food Service
Manager(s) and Site Manager(s) based on established
criteria.
Expertise in the provision of social services to Older
Individuals.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 7
Successful completion of basic training in Hazard
Analysis Critical Control Point (HACCP) principles
within six (6) months of being hired.
Current certification as a Food Protection Manager by
the National Restaurant Association -ServSafe® or
other recognized organization, or certification within six (6) months of being hired.
Current Certified Professional - Food Safety (CP -FS)
certification from the National Environmental Health
Association (NEHA) may substitute for HACCP and
Food Protection Manager certification (ServSafe® or
other recognized organization) requirements.
6.4 Personnel
6.4.1 Subrecipient will assign a sufficient number of qualified staff to perform the required work. At least one staff on site must be authorized to act for Subrecipient in every detail and must speak and understand English.
6.4.2 Subrecipient will be required to background check their staff as set forth in Paragraph 7.5, Background and Security Investigations, of the Subaward.
6.4.3 Food Service Manager
When Subrecipient operates a central kitchen to provide Client meals, Subrecipient must employ a Food Service
Manager who will oversee the daily food service
operations at each central kitchen, both managerial and administrative, of the ENP (see Paragraph 10.13
(Central Kitchen/Caterer) for central kitchen/caterer
requirements).
Food Service Manager must have and demonstrate the
following minimum experience and qualifications:
Current certification as a Food Protection
Manager by the National Restaurant
Association-ServSafe® or other
recognized organization.
Successful completion of basic training in
Hazard Analysis Critical Control Point
principles, and within six (6) months of
being hired, must meet one (1) of the
criteria listed below:
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 8
An associate’s degree
in institutional food
service management or
a closely related field
such as, but not limited
to, restaurant
management, plus two
(2) years of experience
as a food service
supervisor.
Demonstrate
experience in food
service, such as, but
not limited to, cooking
at a restaurant, and
within twelve (12)
months of hire,
successful completion
of a minimum of twenty
(20) hours specifically
related to food service
management, business
administration, or
personnel management
at the college level.
Prior to the completion
of the required hours,
this individual’s
performance will be
evaluated through
quarterly monitoring by
a registered dietitian.
Two (2) years of
experience managing
food services. Such
experience will be
verified by County prior
to hire.
Current Certified Professional -
Food Safety (CP -FS) certification
from the National Environmental
Health Association may substitute
for HACCP and Food Protection
Manager certification (ServSafe®
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 9
or other recognized organization)
requirements.
Must be able to speak, read, and write
fluently in English.
Bilingual English/Spanish fluency is
desirable.
Subrecipient must immediately notify County of any
change in the status of the Food Service Manager
position. If the position should become vacant,
Subrecipient must immediately, within 24 hours, fill the position with a temporary replacement and must fill the position with a permanent person within thirty (30) days from vacancy, unless otherwise directed by County.
6.4.4 Site Manager
When Subrecipient provides Congregate Meal
Services, Subrecipient must have a Site Manager(s) at
each Congregate Meal site to oversee all of the daily
activities. The Site Manager must physically remain at
the site during the times that Congregate Meal
Services occur.
Site Manager must have and demonstrate the following
minimum experience and qualifications:
Certification as a Food Protection
Manager by the National Restaurant
Association-ServSafe®, or other
recognized organization within six (6)
months of being hired.
Demonstrated ability to treat Clients and
Clients’ family members with respect and
dignity.
Must be able to speak, read, and write
fluently in English.
Bilingual English/Spanish fluency is
desirable.
Subrecipient must immediately notify County of any
significant change in the status of the Site Manager
position. If for any reason the position should become ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 10
vacant, Subrecipient must immediately, within 24
hours, fill the position with a temporary replacement
and must fill the position with a permanent person
within thirty (30) days from vacancy, unless otherwise
directed by County.
6.4.5 Home-Delivered Meal Case Worker
When Subrecipient provides Home-Delivered Meal
Services, Subrecipient must have a Home -Delivered
Meal Service Case Worker(s).
Under the direction of Project Manager, Home -
Delivered Meal Service Case Worker will conduct an
in-home evaluation of a client’s needs and identify the Activities of Daily Living, Instrumental Activities of Daily Living, and other limitations that impede independent
living. Home-Delivered Meal Service Case Worker will
make recommendations and referrals as appropriate to
other service organizations, giving priority to AAA -
funded Programs , including but not limited to the
Supportive Services Program, Linkages Program, and
Family Caregiver Support Services Program.
Home-delivered Meal Case Worker must have and
demonstrate the following minimum experience and
qualifications:
Bachelor’s degree in human services or
two (2) years of full-time paid or volunteer
experience in homecare or a related field.
Demonstrated ability to communicate
effectively with Clients and Clients’ family
members.
Demonstrated ability to treat Clients and
Clients’ family members with respect and
dignity.
Must be able to speak, read, and write
fluently in English.
Bilingual English/Spanish fluency is
desirable.
Home-Delivered Meal Case Worker and Home -
Delivered Meal Coordinator positions may both the
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 11
filled by the same staff as long as staff meets
qualifications for both positions.
Subrecipient must immediately notify County of any
significant change in the status of the Home-Delivered
Meal Case Worker position. If for any reason the
position should become vacant, Subrecipient must
immediately, within 24 hours, fill the position with a
temporary replacement and must fill the position with a permanent person within thirty (30) days from vacancy,
unless otherwise directed by County.
6.4.6 Home-Delivered Meal Coordinator
When Subrecipient provides Home-Delivered Meal
Services, Subrecipient must have a Home -Delivered
Meal Coordinator (s) to coordinate and oversee all
Home-Delivered Meal routes. Home -Delivered Meal
Coordinator must attend all quarterly in-service training sessions provided by DASSP Subrecipient’s registered
dietitian.
Home-Delivered Meal Coordinator must have and
demonstrate the following minimum experience and
qualifications:
Certification as a Food Protection
Manager by the National Restaurant
Association-ServSafe® or other
recognized organization within six (6)
months of being hired.
Demonstrated ability to treat Clients and
Clients’ family members with respect and
dignity.
Must be able to speak, read, and write
fluently in English.
Bilingual English/Spanish fluency is
desirable.
Home-Delivered Meal Coordinator and Home -
Delivered Meal Case Worker positions may both the
filled by the same staff as long as staff meets
qualifications for both positions.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 12
Subrecipient must immediately notify County of any
significant change in the status of the Home-Delivered
Meal Coordinator Manager position. If for any reason
the position should become vacant, Subrecipient must
immediately, within 24 hours, fill the position with a
temporary replacement and must fill the position with a permanent person within thirty (30) days from vacancy,
unless otherwise directed by County.
6.4.7 Home-Delivered Meal Driver(s)
When Subrecipient provides Home -Delivered Meal
Services, Subrecipient must have a Home-Delivered
Meal Service Driver(s) who must have a current, valid,
and appropriate California Driver’s License and
current, valid vehicle insurance in compliance with
Paragraph 8.24 (General Provisions for all Insurance
Coverage) and Paragraph 8.25 (Insurance Coverage)
of the Subaward.
Home-Delivered Meal Driver(s) must:
Be properly trained in food handling as
described in Paragraph 10.3.6.
Attend trainings conducted by DASSP
Subrecipient as appropriate.
Demonstrate ability to treat Clients and
Clients’ family members with respect and
dignity.
Bilingual English/Spanish fluency is
desirable.
6.4.8 Caterer
When Subrecipient will not use a central kitchen as the sole means of preparing meals, Subrecipient must use
a Caterer, which meets the minimum required
education, experience, and qualifications outlined for
the Food Service Manager as stated in Subparagraph
6.4.3 (Food Service Manager).
Caterer’s facility must be licensed and must be
inspected and approved by the DASSP Subrecipient
for placement on County’s list of Approved Caterers.
County must grant final approval of County list of
Approved Caterers prior to utilization by Subrecipient.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 13
6.4.9 Senior Community Service Employment Program (SCSEP) Title V Participants
Subrecipient must utilize the services of Senior
Community Servi ce Employment Program (SCSEP )
Title V Participants at Congregate Meal sites whenever
possible.
SCSEP Title V Participants must be appropriately
trained and qualified for the responsibilities assigned prior to beginning those responsibilities.
Subrecipient must conduct a background check on any
SCSEP Title V Participant that has direct Client contact and has access to the Client’s personal information
and/or case file. Subrecipient is not required to conduct a background check on SCSEP Title V Participants
who only assist in serving meals at the Congregate site.
6.4.10 Other Program Staff
Subrecipient must retain and assign a sufficient
number of other Program Staff who are experienced
and qualified to adequately carry out the requirements
of the ENP. This will include Staff that the
Subrecipient’s Project Manager deems necessary to
conduct operations.
6.4.11 Volunteers
Subrecipient may utilize volunteers by allowing them to assist with Program operations, provided that
volunteers are appropriately trained and qualified for
the responsibilities assigned prior to beginning those
responsibilities.
Volunteers will be the sole responsibility of
Subrecipient and must report to the Project Manager or
to another Staff of Subrecipient as designated by the
Project Manager (if applicable).
If possible, Subrecipient must work in coordination with organizations that have experience in providing
training, placement, and stipends for Volunteers or
Clients (such as organizations carrying out Federal
service programs administered by the Corporation for
National and Communi ty Service (CNCS)) in a
community service setting.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 14
Subrecipient must conduct a
background check on any Volunteer that
has direct contact with Client and has
access to the Client’s personal
information and/or case file.
Subrecipient is not required to conduct a
background check on Volunteers who
only assist in serving meals at the
Congregate site.
6.5 Identification Badges
6.5.1 Subrecipient must ensure their staff are appropriately identified as set forth in Paragraph 7.4 (Subrecipient’s Staff Identification) of this Subaward.
6.6 Materials and Equipment
6.6.1 The purchase of all materials/equipment to provide the needed services is the responsibility of the Subrecipient. Subrecipient must use materials and equipment that are safe for the environment and safe for use by the employee.
6.6.2 Subrecipient must adhere to the requirements for purchasing, inventorying, and disposing of material and equipment obtained under the Subaward as outlined herein and, in the Subaward, Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies). Subrecipient must obtain County approval in writing prior to the purchase of any equipment purchased with Subaward Sums as described in Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies).
6.6.3 Use of Personal Protective Equipment
In addition to using food preparation materials, safety gear, etc. , Subrecipient must provide its staff with
personal protective equipment, which includes but is not limited to fabric face covering, access to hand sanitizer or a hand washing station for use every thirty (30)
minutes, etc.
6.7 Training
6.7.1 Subrecipient must provide training programs for all new employees and continuing in-service training for all staff. Training must include the provision of an orientation to all new Staff (which must include Employees and Volunteers). Subrecipient must ensure that its Staff, ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 15
including both Employees and Volunteers, both existing and new, are properly trained in all areas related to providing Services.
6.7.2 All staff must be trained in their assigned tasks and in the safe handling of equipment. All equipment must be checked daily for safety. All employees must wear safety and protective gear according to Occupational Safety and Health Administration (OSHA) standards.
6.7.3 Subrecipient must implement an annual written internal staff training plan developed and reviewed by DASSP Subrecipient and approved by County. The training plan must be maintained on file by Subrecipient, and must identify who is to be trained, who will conduct the training, training content, and date scheduled.
6.7.4 Subrecipient must ensure that food service staff (including Congregate Meal and Home-Delivered Meal staff and Volunteers) attend a minimum of four (4) hours of mandatory in -service training annually that is developed and provided by DASSP Subrecipient’s registered dietitian.
6.7.5 Training sessions conducted by Subrecipient must be evaluated by those receiving the training.
6.7.6 Subrecipient is to maintain written documentation of all training including agendas, topics, training materials, training evaluations, and attendance records/sign-in sheets which include both a printed name and a signature of attendees. Subrecipient must make training records available for inspection by County, State or DASSP representatives upon request.
6.7.7 Subrecipient must ensure that all appropriate Staff attend all training sessions as required by County, held at a County facility or another site, or online as determined by County for Subrecipient’s benefit.
Further, Subrecipient must ensure that, at a minimum, a Subrecipient’s designated, paid employee represents Subrecipient at each training session. Subrecipient may also choose to attend educational training opportunities outside of Los Angeles County at Subrecipient’s own expense that Subrecipient reasonably deems to be beneficial for the delivery of Services, as well as other trainings designated by County.
6.7.8 Subrecipient must attend all mandatory trainings scheduled by County or authorized designee. Mandatory trainings may be held at a County facility, at another site, or online. Subrecipient will be given advance notice of all scheduled trainings with County. Subrecipient may also be required to attend emergency trainings without the above stated advance notice when necessary.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 16
6.7.9 Subrecipient must complete a sign -in sheet for face -to-face (in- person) trainings. County will document attendance for online trainings.
6.7.10 Subrecipient’s failure to attend all mandatory trainings (in -person or online) will be considered non -compliance with the Subaward and may result in further action pursuant to this Subaward, Paragraph
9.13 (Probation and Suspension), Paragraph 9.18 (Remedies for Non-Compliance), the Performance Requirements Summary
(Attachment 2 of this Exhibit A), and any other applicable remedies.
6.7.11 Security Awareness Training
Subrecipient must ensure that Staff who handle
confidential, sensitive, or personal identifying
information relating to the Program complete the
Security Awareness Training module, which is
available online at CDA Security Awareness Training ,
within thirty (30) days of the start date of the Subaward or within thirty (30) days of the start date of any new Staff who work under the Subaward.
Subrecipient Staff must complete the Security
Awareness Training module on an annual basis.
Certificates of completion must be maintained on file
and provided to County or State representatives upon
request.
6.8 Subrecipient’s Office
6.8.1 Subrecipient must maintain a physical office in Los Angeles County, where the Subrecipient conducts business. The office must have an active telephone line and at least one staff available during normal business hours 8:00 a.m. to 5:00 p.m. Pacific Time (PT), Monday through Friday. Subrecipient’s Staff must be available to all Clients, potential Clients, referral sources, as well as County representatives, at a minimum during normal business hours, to respond to inquiries and complaints. When the office is closed, an answering service must be provided to receive calls. The Subrecipient must answe r calls received by the answering service within forty -eight (48) hours of receipt of the call.
6.8.2 Subrecipient must publicly display the days and hours of operation for the provision of Services at all Subrecipient office locations/sites.
Subrecipient must ensure that availability for Services is appropriate for the demographics associated with the Service area (site or office location).
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 17
6.8.3 Physical locations must be acceptable and accessible to the public.
Subrecipient must comply with the Americans with Disabilities Act of 1990, as amended.
6.8.4 Subrecipient must observe all applicable local, State, and Federal health and safety standards.
6.8.5 Subrecipient must ensure that all Program Participants and Subrecipient employees and volunteers in a position not covered under the Occupational Safety and Health Act of 1970, as amended (29 USC Section 651 et seq.), and/or the California Occupational Safety and Health Act as amended (California Labor Code Section 6300 et Seq .), are not required or permitted to work, be trained, or receive Services under working conditions that are unsanitary, hazardous or otherwise detrimental to a person’s health or safety.
6.8.6 Subrecipient must ensure that all site locations/buildings and surrounding areas are maintained in a manner consistent with applicable local, State, and Federal occupational safety and sanitation laws and regulations. The premises must be free of any accumulation of garbage, rubbish, stagnant water, and filthy or offensive matter of any kind to ensure that the premises are maintained in a clean and wholesome condition.
6.8.7 Subrecipient must ensure that all site locations are maintained to prevent the entrance and harborage of animals, birds, and vermin, including but not limited to, rodents and insects.
6.8.8 Integrated Pest Management
Subrecipient must ensure that Integrated Pest
Management (IPM ) practices are implemented to
provide a pest free environment. IPM practices include
but are not limited to:
Keep garbage tightly covered and remove
from kitchen and dining area promptly and
properly.
Properly store all food and supplies.
Check all food and supplies entering the
building.
Eliminate plumbing leaks and correct other
sources of moisture.
Increase ventilation where condensation is
a problem.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 18
Seal cracks and other openings to the
outside.
Remove trash and stored items outside of
the building such as stacks of lumber or
firewood that provide hiding places for
cockroaches and rodents.
Vacuum cracks and crevices to remove
food and debris.
Ensure that surfaces where food or
beverages have been spilled are cleaned
up immediately.
Keep cleaning equipment (e.g., mops,
sponges, cloths) dry and properly stored.
Keep toilets and restrooms cleaned and
sanitized.
Keep break areas clean and store personal
food in closed containers.
Report building maintenance issues such
as holes in walls, torn window screens, or
openings in door jams to
management/Project Manager for repair.
Use traps and baits to monitor the pest
population.
When pests are discovered, Subrecipient must ensure
that the Congregate Meal site , catering site or central kitchen is fumigated upon notification of the sighting to eliminate the pests and must begin weekly IPM pest
control activities. In doing so, Subrecipient will ensure that:
Subrecipient’s Project Manager or their
designee will contact the Congregate Meal
site, catering site , or central kitchen staff
(park supervisor, Center Director, site
manager, etc.) and request that a
certified/licensed pest control company be
contacted to fumigate the site.
Subrecipient must work with the
certified/licensed pest control company to
determine the best method to use for each
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 19
Congregate Meal site , catering site or
central kitchen based upon the
products/chemicals used and severity of
the infestation.
Subrecipient’s Project Manager or their
designee must notify County’s Compliance
Manager and Program Analyst, and must
also notify the Congregate Meal site,
catering site, or central kitchen site’s
designated DASSP Subrecipient’s
registered dietitian of the pest sighting.
The Congregate Meal site kitchen, catering
site kitchen, or central kitchen site will be
immediately closed, and pre -packaged
meals will be served to all Clients until the
site has been fumigated, cleaned,
sanitized, and inspected by DASSP
Subrecipient’s registered dietitian and
cleared to resume regular Congregate
Meal Services.
Subrecipient will be responsible for ensuring that IPM
weekly pest control activities are conducted at sites
where pests have been observed until the site has been
re-inspected and cleared by DASSP Subrecipient’s
registered dietitian to resume regular meal service.
Weekly IPM pest control activities are to be completed
on Fridays after meal service, or Saturdays to ensure
that regular meal services resume on Monday with no
disruption in meal services.
If no pests are found during the re-inspection by DASSP Subrecipient’s registered dietitian and all
repairs/conditions have been met to resume regular
meal service at the Congregate Meal site, catering site, or central kitchen, Subrecipient may request a waiver to resume monthly fumigation and pest control
services. However, if pests are observed at the
Congregate Meal, catering, or central kitchen site at any time for a period of three (3) months or ninety (90) days after the re-inspection, Subrecipient will resume weekly IPM pest control activities for a period three (3) months or ninety (90) days after the site has had a second re - inspection and clearance to resume regular meal
service.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 20
If pests are observed by DASSP Subrecipient’s
registered dietitian during the re -inspection, and/or
requested repairs have not been made, Subrecipient
must ensure that the site is re-fumigated and weekly IPM activities are conducted for a period of three (3) months or ninety (90) days after the Congregate Meal , catering or central kitchen site has had a second re -inspection and clearance by DASSP Subrecipient’s registered
dietitian to resume regular meal service. Subrecipient may ask for a waiver to resume monthly fumigation and
pest control services after the ninety (90) day waiting period if there are no additional pest sightings and all other IPM activities have been met.
Congregate Meal , catering or central kitchen sites are considered to have severe infestations if they continue to have pest sightings after weekly IPM activities and two fumigations. Subrecipient must ensure that these sites
continue weekly IPM activities for a period of six (6)
months or 180 days after the site has been re-inspected and cleared by DASSP Subrecipient’s registered
dietitian to resume regular meal service. Subrecipient may ask for a waiver to resume monthly fumigation and
pest control service s after the 180 -day waiting period if there are no additional pest sightings and all other IPM activities have been met.
Any Congregate Meal , catering, or central kitchen site that has pest control issues must keep a Weekly Log of
their pest control activities using the IPM approach until a waiver to resume monthly fumigation and pest control
services is granted.
Subrecipient must adhere to regulations/instructions in the Los Angeles County Area Agency on Aging
Foodservice Standard Operating Procedures manual.
Subrecipient must keep written Pest Control Reports and weekly pest control activity logs on file and made
available for review by County and DASSP Subrecipient.
Points will be deducted by the DASSP Subrecipient’s
registered dietitian on the ir monthly site audit report, whether or not the registered dietitian is present, if pests are observed in the following locations:
Food preparation
Food storage
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 21
Ware washing areas
Indoor Client dining areas
Restrooms
Any area adjacent to the above cited
locations that would compromise the
food preparation and/or storage facility.
6.9 Multilingual and Multicultural Capabilities of Subrecipient Staff
6.9.1 Subrecipient must be committed and sensitive to the delivery of Services that are culturally and linguistically appropriate. To that end, Subrecipient must seek to hire qualified Employees who are multilingual and/or multicultural in order to better reflect the communities served.
6.9.2 Subrecipient and its Staff are expected to develop cultural competency and cross -cultural clinical practice skills. Subrecipient must also develop effective linkages with various ethnic, health, and social service agencies for the benefit of Clients to reflect the ethnic and cultural needs of the community being served.
6.9.3 To the extent feasible, Subrecipient must provide Services in the primary/native language of Client or in areas where a significant number of Clients do not speak English as their primary language.
Subrecipient must make efforts to employ individuals and recruit Volunteers who are bilingual or who are fluent in the dominant languages of the community. Subrecipient must not require any Client to provide their own interpreter.
7.0 HOURS/DAYS OF WORK
7.1 Subrecipient’s Staff must be available to all Clients, potential Clients, referral sources, as well as County representatives at a minimum during normal business hours. Subrecipient is not required to provide services on County- recognized holidays.
7.2 Subrecipient must provide County advance written notice and request prior approval from County in writing for any site closure or disruption of Services for any non -County recognized holidays (i.e., vacations, city shutdowns or religious holidays). This notice must be submitted in writing to County at least ten (10) business days in advance of the closure/deviation date. The notice must state the date and reason for the closure and provide an action plan to ensure that delivery of Services is not disrupted . An action plan must be approved by County prior to implementation.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 22
8.0 WORK SCHEDULES
8.1 Subrecipient must submit for review and approval a work schedule for each site to the County’s Program Manager within fourteen (14) days prior to starting work. Said work schedules must be set on an annual calendar identifying all the required on-going maintenance tasks and task frequencies.
8.2 Subrecipient must submit revised schedules when actual performance differs substantially from planned performance. Said revisions must be submitted to County’s Program Manager for review and approval within fourteen (14) business days prior to scheduled time for work.
8.3 County may request, at its sole discretion, a deviation of regular work schedule to address site/task demands.
9.0 UNSCHEDULED WORK
9.1 County’s Program Manager or their designee, may authorize Subrecipient to perform unscheduled work, including, but not limited to, repairs and replacements when the need for such work arises out of extraordinary incidents such as vandalism, acts of God, and third-party negligence; or to add to, modify or refurbish existing facilities.
9.2 Prior to performing any unscheduled work, Subrecipient must prepare and submit a written description of the work with an estimate of labor and materials. If the unscheduled work exceeds Subrecipient’s estimate, County’s Program Manager or their designee must approve the excess cost. In any case, no unscheduled work will commence without County’s prior written authorization.
9.3 When a condition exists wherein there is imminent danger of injury to the public or damage to property, Subrecipient must contact County’s Program Manager for approval before beginning the work. A written estimate must be sent within twenty-four (24) hours for approval. Subrecipient must submit an invoice to County’s Contract Manager within five (5) business days after completion of the work.
9.4 All unscheduled work must commence on the established specified date.
Subrecipient must proceed diligently to complete said work within the time allotted.
9.5 County reserves the right to perform unscheduled work itself or assign the work to another Subrecipient.
10.0 SPECIFIC WORK REQUIREMENTS
The specific work requirements outlined herein as well as those provided by County through Amendments, Administrative Directives, Change Notices, Program Memorandums, etc. establish the standards for the provision of Services, ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 23
in addition to the specifications for mandated staff and performance the Subrecipient must meet in the requirements outlined in Subparagraph 6.4 of this Exhibit A, and provide Program Services as detailed below.
10.1 General ENP Requirements
10.1.1 Subrecipient must provide Services as described within this Statement of Work, the Subaward terms and conditions, and the following regulations:
Older Americans Act reauthorized (OAA) (Title 42
United States Code Section 3001 et seq.)
Code of Federal Regulations (45 CFR 1321 et seq.)
California Code of Regulations (CCR) Title 22
California Code of Regulations Section 7000 et seq.
Older Californians Act (OCA)
Welfare and Institutions Code (WIC) Section 9000
et seq.
California Business and Professions Code,
Sections 2585 and 2586
California Retail Food Code (California Health and
Safety Code Section 113700 et seq.)
Los Angeles County Area Agency on Aging
Foodservice Standard Operating Procedures
manual
10.1.2 Subrecipient must provide meals, meeting the criteria furt her described in this Paragraph 10.0, to Clients.
Each meal must provide a minimum of one -third
(1/3) of the current Dietary Reference Intakes
established by the Food and Nutrition Board,
Institute of Medicine, National Academy of
Sciences for the elderly population, and follow the
most recent Dietary Guidelines for Am ericans
published by the United States Department of
Health and Human Services and the United Stat es
Department of Agriculture ( USDA). The meal
pattern must also follow the guidelines established
by County, as updated and distributed annually.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 24
Each meal provided by Subrecipient must comply
with applicable provisions of State and/or local laws
regarding the safe and sanitary handling of food,
equipment, and supplies used in the storage,
preparation, service, and delivery of meals to
Clients as well as satisfy all the requirements of
Title 22 California Code of Regulations Section
7638.5 and safety standards as written in the
current California Retail Food Code (California
Health and Safety Code Section 113700 et seq.)
and all standards as identifi ed in the Los Angeles
County Area Agency on Aging Foodservice
Standard Operating Procedures manual.
Subrecipient must provide m eals to Clients in a
sanitary manner to assure absence of
contamination. When Subrecipient provides Home-
Delivered Meals to any Client, those meals must be
packaged to ensure temperature control.
10.1.3 Subrecipient must serve a minimum of one (1) meal per day, five (5) or more days per week per Client. Meals must be provided a minimum of 249 days per Fiscal Year. Subrecipient must obtain prior written approval from County in order to provide meals on a reduced frequency.
10.1.4 Providing Services at ENP Meal Sites and Routes
Subrecipient must complete Attachment 7 (Site
Summary) for the Congregate Meal Program .
Subrecipient must provide Services for each
Congregate Meal site that is indicated in
Attachment 7 (Site Summary) of this Exhibit A as
well as Exhibit C (Mandated Program Services) of
the Subaward.
Subrecipient must complete Attachment 8 (Route
Summary) for the Home -Delivered Meal Program.
Subrecipient must provide Services for each Home-
Delivered Meal route that is indicated in Attachment
8 (Route Summary) of this Exhibit A as well as
Exhibit C (Mandated Program Services) of the
Subaward.
Subrecipient must submit these Attachments to
County’s Program Manager in the time and manner
as indicated in Paragraph 9.2 0 (Subaward
Document Deliverables) of the Subaward.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 25
10.1.5 Minimum Services for Vulnerable and High-Risk Clients Subrecipient must determine the N utritional Risk
Score for each Client using the factors established
in Attachment 4 (Universal Intake Form), Section 5
(Nutritional Risk Factors). For each Fiscal Year of
the Subaward, in addition to the other Work
requirements included herein, Subrecipient must
ensure that ENP Services are provided to
Vulnerable and High-Risk Clients, as determined by
each Client’s Nutritional Risk Score, as defined in
Exhibit P (Definitions), as follows:
Congregate Meal Services: No
less than twenty-one percent
(21%) of those Clients receiving
Congregate Meal Services must
have a Nutritional Risk Score of
six (6) or above.
Home-Delivered Meal Services:
No less than sixty -five percent
(65%) of those Clients receiving
Home-Delivered Meal Services
must have a Nutritional Risk Score
of six (6) or above.
10.1.6 Subrecipient must input a record of all Services delivered including the actual number of meals served per Client per day, Telephone Reassurance contact with Clients, Initial
Assessments, Reassessments, and all other Client contacts in the Management Information System. (See Exhibit P
(Definitions) of the Subaward).
10.1.7 Subrecipient must input a record of all non-delivered Congregate Meals in the Management Information System for the purpose of tracking unmet needs. Subrecipient must not deny a meal to a Congregate Meal Client unless all other alternate funding options have been exhausted.
10.1.8 Subrecipient must also enter into the Management Information System all information which the AAA requires (e.g. Nutrition Risk Score, Activities of Daily Living, Instrumental Activities of Daily Living, and demographic information) in order to meet its planning, coordinat ion, evaluation and reporting requirements.
This includes requests to complete missing mandatory fields in the Management Information System.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 26
10.1.9 Subrecipient must not deny the serving of a meal to a Client who has failed to make a reservation when food is available.
10.1.10 Where feasible and appropriate, Subrecipient must make arrangements for the availability of a minimum of three (3) meals to Clients during a major disaster, as defined in Title 42 United States Code Section 5122(2).
10.1.11 Subrecipient must prepare a menu of the meals to be served at each Congregate Meal site. Subrecipient must ensure that its menus:
Conform to the menu planning and nutrition
standards of County and CDA. Subrecipient must
review, utilize, and adhere to Menu Writing
Specifications and Requirements as revised
annually by County and CDA.
Are approved by DASSP Subrecipient’s registered
dietitian prior to submission for certification by
DASSP Subrecipient’s lead registered dietitian and
County. Menus must be certified annually.
Are planned for a minimum of five (5) weeks.
Are posted weekly in the kitchen at each
Congregate Meal site.
Are posted monthly at each Congregate Meal site
dining room in a location easily seen by Clients.
Are legible and easy to read in English and the
language of the majority of the Clients.
Reflect cultural and ethnic dietary needs of Clients,
when feasible and appropriate.
Adhere to a low sodium content with a target of 500
mg to 750 mg sodium per meal . Catered ethnic
menus may exceed sodium target with DASSP
Subrecipient’s registered dietitian approval.
10.1.12 To the maximum extent practicable, each meal may be adjusted to meet any special dietary needs of Clients , including any culturally sensitive meal requirements. Special dietary variations must be approved by DASSP Subrecipient’s registered dietitian.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 27
10.2 Congregate Meal Services Requirements
10.2.1 Subrecipient must provide Congregate Meal Services , which include the procurement, preparation, transportation, and serving of nutriti ous meals to Older Individuals , who meet the criteria identified in Subparagraph 10.2.2 (Eligibility for Congregate Meal Services), in a group setting at strategically located sites.
Congregate Meal Services are intended to reduce hunger and food insecurity, to maintain or improve the physical and social well-being of Older Individuals, and to promote the health and well-being of Older Individuals by assisting them to gain access to nutrition and other disease prevention and health promotion services to delay the onset of adverse health conditions resulting from poor nutritional health or sedentary behavior.
Each Congregate Meal may consist American or
Ethnic style meals. Ethnic will include Kosher and
any other meal that does not fall under American
meals.
Subrecipient may also provide Grab and Go meals
that are picked up by client , or client’s agent , or
delivered to client and consumed outside of the
Congregate Meal site. Grab and Go meals served
through Congregate Meal Services must include an
in-person or virtual social interaction component
arranged by the Subrecipient. Social interaction
components must be live, not pre -recorded.
Examples of a social component include scheduled
in-person activities at the Congregate Meal site,
virtual travel tours, and group chats on a virtual
platform such as Zoom, Facebook, or Google Meet,
while consuming a meal.
Grab and Go meals may be included as a
complement to, but not as a substitute for, standard
Congregate Meals Services delivered in a group
setting.
Grab and Go meals provided with no Subrecipient
provided social interaction component do not
qualify as Congregate Mea l Services and must be
considered as a Home Delivered Grab and Go meal
(refer to Subparagraph 10.3.1.1 ). For example,
Grab and Go meals provided in advance to be
consumed during a preapproved non-County
recognized holiday site closure and with no
Subrecipient provided social interaction component
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 28
must be counted as a Home Delivered Grab and Go
meal.
10.2.2 Eligibility for Congregate Meal Services
Individuals are eligible to become Clients and
receive Congregate Meal Services at a Congregate
Meal site, a location where meals are served, when
they meet at least one (1) of the following criteria:
An Older Individual (an adult who
is sixty (60) years of age or older).
The spouse of any Older
Individual who accompanies the
Older Individual (who participates
in the Program) to the Congregate
Meal site.
A person with a disability, under
age sixty (60), who resides in a
housing facility at which
Congregate Meal Services are
provided, and which is occupied
primarily by Older Individuals.
A disabled individual who resides
at home with and accompanies an
Older Individual (who participates
in the Program) to the Congregate
Meal site. Disability is a condition
attributable to mental or physical
impairments that result in
substantial functional limitations in
one (1) or more of the following
areas of major life activity:
Self-care
Receptive and
expressive
language
Learning
Mobility
Self-direction
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 29
Capacity for
independent living
Economic self-
sufficiency
Cognitive
functioning
Emotional
adjustment
10.2.3 Eligibility for Volunteer Meals
Subrecipient must develop a written policy for
providing and accounting for meals served to
Volunteers under age sixty (60).
Volunteers are eligible to receive an ENP meal
under the following criteria:
A Volunteer who is under sixty
(60) years of age may be offered
a meal if doing so will not deprive
an Older Individual of a meal.
A Volunteer who is sixty (60) years
of age or older meets the age
eligibility criteria to be registered
to receive meals from a
Congregate Meal site.
10.2.4 Client Assessment for Congregate Meal Services
Congregate Meal Initial Assessment
Requirements of Potential Client
Subrecipient must complete an
Initial Assessment to determine
potential Client’s eligibility either
two (2) weeks before or two (2)
weeks after potential Client’s
Congregate Meal Services first
begin by using Attachment 4
(Universal Intake Form ) as
provided annually by County.
Subrecipient must complete the
following information on the
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 30
Universal Intake Form for the
potential Client:
Name
Address
Date of Birth
Gender
Sexual Orientation
and Gender
Identity (SOGI)
Veteran Status
Race/Ethnicity
Relationship
Status
Type of Residence
(house,
apartment, etc.)
Living
Arrangement
(alone/not alone)
Rural
Designation/Uninc
orporated City
Receive In -Home
Supportive
Services
Income Status
(which must be
identified as at,
above, or below
the Administration
on Community
Living (ACL)
Federal Poverty
Guidelines)
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 31
Primary Language
Spoken
Nutritional Risk
Score (utilizing the
Nutrition
Screening
Initiative
Checklist)
Activities of Daily
Living/Instrumenta
l Activities of Daily
Living
Subrecipient must enter the
Client’s Initial Assessment data
into the Management Information
System within two (2) weeks of the
initial contact with the client and
prior to the date that the Client
begins receiving ENP Services.
The Initial Assessment will be
considered incomplete if any of
the data listed above is missing.
Subrecipient must assign an
Employee to have the primary
responsibility for Client data entry
into Management Information
System. This person will be the
primary contact person for Client
data issues and problems. The
individual will be assigned a
password to log -in and enter
Client inform ation. A back -up
Employee must be designated to
act on behalf of the primary
Management Information System
contact person in the event of his
or her absence.
Subrecipient must inform County
of the name of the Subrecipient’s
Management Information System
Employee and back-up Employee
at the start of this Subaward and
within two (2) weeks of any
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 32
reassignment or substitution. Only
those Subrecipient Employees
who have been designated by
Subrecipient and assigned a
password by County will be
allowed to access Management
Information System.
Subrecipient must work with the
DASSP Subrecipient identified in
the AAA Provider List (as provided
by County on an annual basis) to
refer Clients that Subrecipient has
assessed as diabetic, and/or have
a high nutrition risk score of ten
(10) or higher , or a nutrition risk
score of six (6) to nine (9) and
meet a secondary criteria ,
according to the National
Screening Initiative Chec klist
(refer to Paragraph 10.9
(Mandatory Coordination with
Dietary Administrative Support
Services Program Subrecipient)).
Subrecipient must include a
written record of each Client’s
Initial Assessment, any
Reassessment (as described in
Paragraph 10.2.4.2 (Congregate
Meal Reassessment
Requirements)), and any other
updates in the Client's file.
Subrecipient must assist Clients in
taking advantage of benefits
under other supportive services
programs (e.g., Title 45 Code of
Federal Regulations Section
1321.65(f)), and Subrecipient
must provide referral(s) to these
programs as necessary.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 33
Congregate Meal Reassessment Requirements
Subrecipient must conduct a
Reassessment by completing a
new Attachment 4 (Universal
Intake Form ) as described in
Paragraph 10.2.4.1 (Congregate
Meal Initial Assessment
Requirements of Potential Client).
A Reassessment must be
performed annually for each
Client and entered in the
Management Information System
during the first quarter (July 1st to
September 30th) of each Fiscal
Year for all continuing Clients who
will receive services that Fiscal
Year.
Subrecipient must enter the
Client’s Reassessment data into
the Management Information
System within two (2) weeks of
completing the Reassessment.
10.2.5 Meal delivery to the Congregate Meal site requires that Subrecipient:
Must ship hot food to Congregate Meal site(s) in
insulated containers, heated containers, or heated
trucks to maintain a temperature of one hundred
forty degrees Fahrenheit (140˚F) or above.
Must ship cold food to Congregate Meal site(s) in
ice chests, insulated containers, or refrigerated
trucks to maintain a temperature of forty -one
degrees Fahrenheit (41˚F) or below. Cold food
must not come in contact with ice.
Must ship frozen food to Congregate Meal site(s) in
an ice chest with ice, ice blanket or blue ice to
maintain a solid, frozen state. Ice cream must be
at or below temperatures of seven to ten degrees
Fahrenheit (7˚ - 10˚F).
May ship bread, whole fruits, cookies, cakes, and
other non -potentially hazardous foods to
Congregate Meal site(s) at room temperature.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 34
Temperatures of all hot, cold, and frozen foods
must be taken upon delivery to the Congregate
Meal site and annotated on a food delivery sheet as
instructed in the Los Angeles County Area Agency
on Aging Foodservice Standard Operating
Procedures manual.
10.2.6 Meal Service requires that Subrecipient will:
Maintain hot food hot, as described i n Paragraph
10.2.5.1, for a maximum of three (3) hours from the
completion of cooking at the central kitchen to the
completion of service at the Congregate Meal site.
Maintain hot food hot, as described in Paragraph
10.2.5.1, for a maximum of two (2) hours at the
Congregate Meal site.
Serve meals at a regularly scheduled time at each
Congregate Meal site.
Follow the provisions of “Offer Versus Serve” as
found in Title 7 Code of Federal Regulations Part
226.20(p).
Ensure each Congregate Meal site maintains a
minimum participation of at least fifteen (15) Clients
per day. Subrecipient may submit a written request
to County for a waiver to deviate from this
requirement.
Each meal must be served in a Congregate Meal
site facility that complies with the Am ericans with
Disabilities Act (ADA ) of 1990, as amended (Title
42 United States Code Section 12101 et seq.).
Each facility must have restrooms, lighting, and
ventilation, which meet the requirements of
California Health and Safety Code Section 113700,
et seq. Equipment, including sturdy tables and
chairs, must be appropriate for Older Individuals.
Tables should be arranged to assure ease of
access and encourage socialization.
10.2.7 Subrecipient must allow presence of Service Animals as follows:
The ADA defines service animals as dogs that are
individually trained to do work or perform tasks for
people with disabilities. Examples of such work
include guiding people who are blind, alerting
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 35
people who are deaf, pulling a wheelchair, alerting
and protecting a person who is having a seizure,
reminding a person with mental illness to take
prescribed medications, etc. Dogs whose sole
function is to provide comfort or emotional support
do not qual ify as service animals under the ADA.
State and local governments, businesses, and
nonprofit organizations that serve the public
generally must allow service dogs to accompany
people with disabilities in all areas of the facility
where the public is normally allowed to go, such as:
patient rooms in hospitals, hospital clinics, hospital
cafeterias, hospital examination rooms, etc.
Subrecipient must allow the use of service animals
at all Congregate Meal sites. Service animal must
be harnessed, leashed, or tethered, unless these
devices interfere with the service animal's work or
the Client’s disability prevents using these devices.
In that case, Subrecipient may require that the
Client must maintain control of the service animal
through voice, signal, or other effective controls.
Subrecipient acknowledges that a Client with a
disability cannot be asked to remove their service
animal from the premises unless the service animal
is out of control and the Client does not take
effective action to control it or if the service animal is not housebroken. When there is a legitimate
reason to ask that a service animal be removed,
staff must offer the Client with the disability the
opportunity for Services without the service
animal's presence.
Subrecipient acknowledges that Subrecipient’s
sites that sell or prepare food must allow service
animals in public areas even if State or local health
codes prohibit animals on the premises. This
includes Congregate Meal sites. Subrecipient Staff
are not required to provide food or care for a service
animal.
Subrecipient must ensure that Clients with
disabilities who use service animals will not be
isolated from other Clients, treated less favorably
than other Clients, or charged fees that are not
charged to other Clients without service animals.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 36
When it is not obvious what service a service animal
provides, only two (2) limited questions may be
asked:
Is the animal a service animal
required because of a disability?
What work or task has the service
animal been trained to perform?
Subrecipient Staff cannot ask about a Client’s
disability, require medical documentation, require a
special identification card or training documentation
for a for a service animal, or ask that the service
animal demonstrate its ability to perform any work
or task.
10.2.8 Subrecipient must ensure that Clients who attend Congregate Meal sites operating in Adult Day Programs and Elderly Housing Facilities meet the eligibility criteria specified in Paragraph 10.2.2 (Eligibility for Congregate Meal Services) for Congregate Meal Services; and these sites must meet the following criteria listed below:
Be open to the general public.
Not receive funds from another source (i.e., Medi -
Cal, private payment fees in the form of a
flat/bundled rate, etc.) for the cost of the same meal, equipment or Services.
10.3 Home–Delivered Meal Services Requirements
10.3.1 Subrecipient must provide Home-Delivered Meal Services, which include the procurement, preparation, service, and delivery of nutritious meals in home environments/settings to Older Individuals who are homebound by reason of illness, disability or isolation, and meet the criteria identified in Paragraph 10.3.2 (Eligibility for Home-Delivered Meal Services). Home -Delivered Meal Services are intended to reduce hunger and food insecurity, maintain and/or improve the physical and social well -being of homebound Older Individuals, and to make referrals for nutrition education, nutrition counseling, and other nutrition services, as appropriate, based on the needs of these Individuals.
Subrecipient may also provide Grab and Go meals
through Home-Delivered Meal Services that are
picked up by the client, or client’s agent , or
delivered to client consumed at client’s residence or
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 37
other location outside of a congregate setting and
without a Subrecipient provided social interaction
component.
Subrecipient may provide Grab and Go meals as a
complement to , but not a substitute for, meals
provided under standard Home-Delivered Meal
Services.
10.3.2 Eligibility for Home-Delivered Meal Services
Individuals are eligible to become Clients and
receive Home-Delivered Meal Services when they
meet at least one (1) of the following criteria:
An Older Individual (an adult who
is sixty (60) years of age or older)
who is frail and homebound by
reason of illness, disability, or
isolation. Priority must be given to
Older Individuals described
herein. Frail, as defined in Title 22
California Code of Regulations
Section 7119, is an Older
Individual who is determined to be
functionally impaired because the
Older Individual either:
Is unable to
perform at least
two (2) Activities of
Daily Living (ADL),
including:
breathing, bathing,
toileting, dressing,
feeding,
transferring and
mobility and
associated tasks,
without substantial
human
assistance,
including
supervision,
verbal remindi ng,
or physical cueing;
or
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 38
Due to a cognitive
or other mental
impairment,
requires
substantial
supervision
because the Older
Individual behaves
in a manner that
poses a serious
health or safety
hazard to the
Individual or to
others.
The spouse of any Older
Individual described in this
Paragraph 10.3.2, regardless of
the spouse’s age or condition, if
an assessment by Subrecipient
concludes that it is in the best
interest of the frail/homebound
Older Individual.
An individual with a disability who
resides in the home of any Older
Individual as described in this
Paragraph 10.3.2, if an Initial
Assessment (defined in
Subparagraph 10.3.3.1 (Home -
Delivered Meal Initial Assessment
Requirements of Potential Client))
by Subrecipient concludes that it
is in the best interest of the
homebound Older Individual.
10.3.3 Client Assessment for Home-Delivered Meal Services Home-Delivered Meal Initial Assessment
Requirements of Potential Client
Subrecipient’s initial
determination of potential Client’s
eligibility for Home –Delivered
Meal Services may be
accomplished by telephone.
Subrecipient must complete a
written Initial Assessment to
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 39
determine potential Client’s
eligibility in the potential Client’s
home either two (2) weeks before
or two (2) weeks after potential
Client’s Home -Delivered Meal
Services first begin by using
Attachment 4 (Universal Intake
Form) as provided annually by
County and adhering to all Home-
Delivered Meal Services
enrollment procedures as detailed
in the Los Angeles County Area
Agency On Aging Foodservice
Standard Operating Procedures
manual. Completion of written
Initial In-Home Assessment also
pertains to all potential Clients that
require placement on the Home -
Delivered Meal Services Waitlist.
The Initial Assessment must
include the type of meal
appropriate for the potential Client
in their living environment and
Subrecipient must check to see if
the potential Client has a stove or
microwave to heat or reheat
meals. Subrecipient must
complete the following information
on the Los Angeles County Area
Agency on Aging Universal Intake
Form for the potential Client:
Name
Address
Date of Birth
Gender
Sexual Orientation
and Gender
Identity (SOGI)
Veteran Status
Race/Ethnicity
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 40
Relationship
Status
Type of Residence
(house,
apartment, etc.)
Living
Arrangement
(alone/not alone)
Rural Designation/
Unincorporated
City
Receive In -Home
Supportive
Services
Income Status
(which must be
identified as at,
above, or below
the ACL Federal
Poverty
Guidelines)
Primary Language
Spoken
Nutritional Risk
Score (utilizing the
Nutrition
Screening
Initiative
Checklist)
Activities of Daily
Living/Instrumenta
l Activities of Daily
Living
Subrecipient must enter the
Client’s Initial Assessment data
into the Management Information
System within two (2) weeks of the
initial contact with the Client and
prior to the date that the Client
begins receiving ENP Services.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 41
The Initial Assessment will be
considered incomplete if any of
the data listed above is missing.
Subrecipient must assign an
Employee to have the primary
responsibility for Client data entry
into Management Information
System. This person will be the
primary contact person for Client
data issues and problems. The
individual will be assigned a
password to log -in and enter
Client inform ation. A back -up
Employee must be designated to
act on behalf of the primary
Management Information System
contact person in the event of his
or her absence.
Subrecipient must provide County
the name of Subrecipient’s
Management Information System
Employee(s) and back -up
Employee(s) at the start of this
Subaward and within two (2)
weeks of any reassignment or
substitution. Only those
Subrecipient Employees who
have been designated by
Subrecipient and assigned a
password by County will be
allowed to access Management
Information System. Each
designated staff member must
have their individually assigned
account and log -in information.
Subrecipient’s employees are not
permitted to share accounts.
Subrecipient must complete
Attachment 10 (Home-Delivered
Meal Program Priority of Service
Screening Tool) for all Home -
Delivered Meal Clients.
Instructions for completing the
form are provided in Attachment
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 42
10 (Home-Delivered Meal
Program Priority of Service
Screening Tool).
Home-Delivered Meal Clients
must also be assessed to
determine their need for nutrition -
related supportive services and be
referred as necessary.
Subrecipient must work with the
DASSP Subrecipient identified in
the AAA Provider List (as provided
by County on an annual basis) to
refer Home -Delivered Meal
Clients that Subrecipient has
assessed as diabetic, and/or have
a high nutrition risk score of ten
(10) or higher , or a nutrition risk
score of six (6) to nine (9) and
meet a secondary criteria,
according to the National
Screening Initiative Checklist
(refer to Paragraph 10.10
(Mandatory Coordination with
Dietary Administrative Support
Services Program Subrecipient)).
Subrecipient must implement
criteria to assess the level of need
for each eligible Home –Delivered
Meal Service Client as outlined in
Paragraph 10.3.2 (Eligibility for
Home-Delivered Meal Services),
and in the appropriate section(s)
of the most current edition of the
Los Angeles County Area Agency
on Aging Foodservice Standard
Operating Procedures manual.
Home-Delivered Meal Reassessment
Requirements
Subrecipient must perform a
Reassessment of a Client’s needs
a minimum of once every three (3)
months (on a quarterly basis)
during the Fiscal Year. A minimum
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 43
of one (1) Reassessment must be
entered into the Management
Information System during the first
quarter (July 1st to September
30th) of each Fiscal Year for all
continuing Clients who will receive
services that Fiscal Year.
Reassessments must be
conducted in the Client’s home at
least every other quarter.
Reassessments may be
conducted at Congregate Meal
sites for clients who pick up Grab
and Go meals at Congregate Meal
sites through Home -Delivered
Meal Services.
Subrecipient may schedule
Reassessments according to the
Home-Delivered Meal route which
is assigned to Client (i.e., all
Clients on a Home-Delivered Meal
route are assigned to receive
telephone and/or In -Home
Reassessments at the same
time). Subrecipient must conduct
Reassessments on the following
schedule commencing three (3)
months from when the Client first
begins receiving Home -Delivered
Meal Services:
Three (3) Month
Reassessment:
Telephone the
Client to
determine if the
need for Home -
Delivered Meal
Services still
exists.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 44
Six (6) Month
Reassessment:
Conduct an In -
Home visit to
determine if the
need for Home -
Delivered Meal
Services still
exists.
Reassessment for
Grab and Go
clients who pick up
their meals at a
Congregate Meal
site may be
conducted at the
Congregate Meal
site. The visit may
include an
evaluation of the
type of meal (i.e.
hot and/or frozen)
the Client
receives. Also,
ask the Client for
the number of
Emergency Meals
the Client has
remaining.
Nine (9) Month
Reassessment:
Telephone the
Client to
determine if the
need for Home -
Delivered Meal
Services still
exists.
Twelve (12)
Month
Reassessment:
Perform a
Reassessment by
completing a new
Attachment 4
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 45
(Universal Intake
Form) as stated in
Paragraph
10.3.3.1 (Home-
Delivered Meal
Initial Assessment
Requirements of
Potential Client).
This Reassessment must be
conducted in the Client’s home.
Reassessment may be conducted
at Congregate Meal site for Grab
and Go meal clients who pick up
meals at Congregate Meal site.
Subrecipient must enter Client’s
Reassessment into the
Management Information System
within two (2) weeks of completing
the Reassessment.
Subrecipient must thereafter
conduct a quarterly update of
Client’s needs based on the three
(3), six (6), nine (9) and twelve
(12) month schedule.
10.3.4 Home-Delivered Meal Waiting List Requirements
Subrecipient must establish and maintain a monthly
Home-Delivered Meal Waiting List in the
Management Information System when it is unable
to provide meals for all Clients who are waiting to
receive Home-Delivered Meals.
A Client’s position on the Home -Delivered Meal
Waiting List must be prioritized based on the Client
meeting criteria for the greatest economic/social
need, being at risk for institutional placement if
meals are not provided, and/or in accordance with
policy established by Subrecipient and approved by
the DASSP Subrecipient’s registered dietitian.
Subrecipient must complete Attachment 10 (Home-
Delivered Meal Program Priority of Service
Screening Tool) for all Clients on the Home -
Delivered Meal Waiting List.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 46
The Home -Delivered Meal Program Priority of
Service Screening Tool establishes a weight factor
to determine priority placement on the Home -
Delivered Meal Waiting List. Subrecipient must give
priority of Service to Clients with the greatest need
and the highest overall score.
Subrecipient must enter the name and
demographic information of Clients placed on the
Home-Delivered Meal Waiting List into the
Management Information System.
Subrecipient must provide a Telephone
Reassurance call to Clients (age sixty (60) or older)
on the Home -Delivered Meal Waiting List each
month to ascertain whether Services are still
needed.
If waitlisting for Services is no longer needed due to
enrollment in the Home -Delivered Meal Program,
Subrecipient must change the Client’s status in the
Management Information System from “waiting list”
to “enrolled” and add an end date to the waiting list.
If Services are no longer needed due to other
factors such as the Client is no longer interested,
etc., Subrecipient must remove the Client’s name
from waiting list and enter an end date.
Subrecipient must make every effort to ensure that
Home-Delivered Meal Clients that are removed
from the Program are referred to and linked with
other nutrition -related supportive services
programs for Older Individuals.
Existence of Home Delivered Meals Waiting List
deems justification for monitoring visits by the
County’s Contract Compliance Division.
10.3.5 Each Home-Delivered Meal may consist American or Ethnic style meals which may be delivered hot, cold, and/or frozen. Ethnic will include Kosher and any other meal that does not fall under American meals.
10.3.6 Meal delivery to Home -Delivered Meal Clients requires that Subrecipient:
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 47
Subrecipient must obtain County permission in
writing prior to providing Home -Delivered frozen
Meals to Clients.
Subrecipient must set regular delivery schedules so
meals will be delivered at a consistent time each
day.
Subrecipient must provide written instructions for
handling and re-heating Home–Delivered Meals in
the language of the majority of Clients being served
Home-Delivered Meals.
Must ship hot meals to Home -Delivered Meal
Clients in insulated containers, heated containers,
or heated truck to maintain a temperature of one
hundred forty degrees Fahrenheit (140˚F) or above.
Must ship cold food to Home -Delivered Meal
Clients in ice chests, insulated containers, or
refrigerated trucks to maintain a temperature of
forty-one degrees Fahrenheit (41˚F) or below. Food
should not come in contact with ice.
Must ship frozen meals to Home -Delivered Meal
Clients in an ice chest with ice, ice blanket or blue
ice to maintain a solid, frozen state. Ice cream must
be at or below temperatures of seven to ten
degrees Fahrenheit (7˚ - 10˚F).
May ship bread, whole fruits, cookies, cakes, and
non-potentially hazardous foods to Home -
Delivered Meal Clients at room temperature.
10.3.7 Home-Delivered Hot Prepackaged Meals
Home–Delivered hot prepackaged meals must be
delivered to Clients in a manner that maintains
appropriate temperatures and that protects them
from potential contamination from dust, insects,
rodents, unclean equipment and utensils, and
unnecessary handling.
Home-Delivered Meal routes must be completed in
the shortest time possible to ensure absence of
contamination. Home -Delivered hot prepackaged
meals must be delivered to Clients within three (3)
hours after food has left the central kitchen.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 48
Subrecipient, central kitchen, or caterer must utilize
a batch production cooking schedule (producing the
product in multiple loads/batches) if the same
drivers deliver meals on two (2) routes on the same
day. Hot food may not be held for more than three
(3) total combined hours in the central kitchen and
in the delivery vehicle before delivery.
10.3.8 Home-Delivered Frozen Meals
Subrecipient must obtain County permission in
writing prior to providing Home -Delivered Frozen
Meals to Clients.
Subrecipient must conduct an assessment on a
Client’s capability to receive a Home -Delivered
Frozen Meal and ability to safely reheat a frozen
meal prior to implementing Home-Delivered Frozen
Meal service.
Frozen Home -Delivered Meals and any
accompanying cold and room temperature items
must be delivered to Clients in a sanitary manner to
assure absence of contamination and must be
packaged to assure temperature control.
Delivery of Frozen Home -Delivered Meals may
extend beyond three (3) hours provided the frozen
meals remain solidly frozen and do not rise above
twenty-nine degrees Fahrenheit (29˚), and any
accompanying cold food must maintain a
temperature of forty-one degrees Fahrenheit (41˚F)
or below.
Meals must remain frozen until the final delivery is
complete. Temperature should be no higher than
twenty-nine degrees Fahrenheit (29˚F).
10.4 Emergency Meal Services Requirements for Home -Delivered Meal Clients
10.4.1 Subrecipient must provide Emergency Meal Services , which include shelf stable meals provided to Older Individuals who are homebound by reason of illness, disability or who are otherwise isolated. These Services include provision of a minimum of three (3) shelf-stable meals per Fiscal Year per Client. These meals are to be used in the event of an emergency or natural disaster such as earthquakes, power outage, floods, or any disruption of ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 49
regular meal service to ENP Clients who are receiving Home - Delivered Meal Services.
10.4.2 Eligibility for Emergency Meal Services
Individuals are eligible to become Clients and
receive Emergency Meal Services when they meet
the following criteria:
A Home -Delivered Meal Client
(age sixty (60) or older) who is frail
and homebound by reason of
illness, disability, or isolation.
10.4.3 Subrecipient must have emergency shelf-stable meals available for use during a power outage or any disruption of regular service.
10.4.4 Subrecipient must be able to continue the provision of food to homebound Clients for a minimum of three (3) days in the event that their usual deliveries are disrupted.
10.4.5 Subrecipient may work with the vendor of its choice to develop the menu for Emergency Meals. This menu must be
approved/certified by DASSP Subrecipient’s Project Manager.
10.4.6 Each meal must provide one -third (1/3) of the current Dietary Reference Intakes included in the current Dietary Guidelines for Americans. Meal components are detailed in the Los Angeles County Area Agency on Aging Food Service Standard Operating Procedures manual.
10.4.7 All meals must have a minimum of a six (6) month shelf life from the date of purchase/issuance to the Client.
10.4.8 Subrecipient must provide Client with instructions on how and when to use and rotate the emergency food when meals are distributed to Client. Each Home-Delivered Meal Client must be informed of the purpose of the Emergency Meals. The Client or their designated represe ntative must sign an acknowledgment form to indicate receipt of instructions at the time of delivery.
Subrecipient must maintain the acknowledgement form in the Client’s files.
10.4.9 Emergency Meal distribution may occur during the Initial Assessment for new Home-Delivered Meal Clients or during the Reassessment for existing Home-Delivered Meal Clients.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 50
10.4.10 Subrecipient must follow-up with all Home-Delivered Meal Clients during each in-home Reassessment to see if the Client still has Emergency Meals available. If the Client no longer has the Emergency Meals, this must be annotated, and Subrecipient may provide Client with an additional three (3) Emergency Meals contingent upon the availability of Subaward funding.
10.5 Telephone Reassurance Services Requirements for Home-Delivered Meal Clients
10.5.1 When Subrecipient provides Home -Delivered Meal Services , Subrecipient must also provide Telephone Reassurance
Services, which are defined as regular telephone contact and safety checks to reassure and support Home -Delivered Meal Services Cli ents (age sixty (60) or older) and any other Older Individual who is on a waiting list to receive Home-Delivered Meal Services.
10.5.2 Eligibility for Telephone Reassurance Services
Individuals are eligible to become Clients and
receive Telephone Reassurance Services when
they meet the following criteria:
An Older Individual; and
Must be either:
A Home-Delivered
Meal Client (age
sixty (60) or older).
An Older
Individual who is
on the Home -
Delivered Meal
waiting list as
recorded in the
Management
Information
System (refer to
Paragraph 9.17.4
(Information
Technology
Systems –
Management
Information
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 51
System) of the
Subaward).
Telephone Reassurance Services must only be
provided to Home-Delivered Meal Clients who meet
the age eligibility requirement of sixty (60) years of
age or older.
10.5.3 Subrecipient that delivers Telephone Reassurance Services to individuals not meeting eligibility criteria will be required to repay County for those Services.
10.5.4 Subrecipient must use trained Volunteers or its Employees to provide regular telephone contact and safety checks to reassure and support Clients who are homebound as specified herein:
10.5.5 Telephone Reassurance Service must be provided to all Clients receiving Home–Delivered meals (frozen or hot) and to all Clients who are on a Home-Delivered Meal Waiting List in Management Information System for a Home-Delivered meal.
10.5.6 Telephone Reassurance Service is not required for Home - Delivered Meal Services Clients who pick up Grab and Go meals at Congregate Meal sites.
10.5.7 Telephone Call Frequency
At a minimum, Subrecipient must call Clients who
receive Home -Delivered meals at least once per
month.
Subrecipient must call Clients who are on a Home-
Delivered Meal Waiting List in the Management
Information System at least once per month.
Subrecipient must establish and maintain a
telephone log demonstrating the frequency of calls
for hot, frozen, and wait -listed Home –Delivered
Meal Clients by using Attachment 9 (Home-
Delivered Meal Program Telephone Reassurance
Log).
Subrecipient must speak with Clients receiving
frozen and/or hot meals and Clients who are on a
waiting list for a Home -Delivered Meal. Telephonic
attempts or leaving voicemail messages does not
qualify as Telephone Reassurance Services.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 52
10.6 Congregate and Home-Delivered Meals Quality Assurance Committee
10.6.1 Subrecipient must establish a Quality Assurance Committee for both Congregate Meal Services and Home -Delivered Meal
Services. This Committee’s purpose will be preventing problems and providing constant quality improvement to ensure that proper food preparation and meal service procedures are being
followed; that the quality of the food is consistent; and that Client satisfaction is being measured. Corrective action must be taken for any issues identified.
10.6.2 The Quality Assurance Committee must be appointed by the Subrecipient’s Project Manager and must include Project Manager, Site Manager(s), Home -Delivered Meal Coordinator, Food Service Manager or Caterer, Client representatives from the Congregate Meal site(s), and DASSP Subrecipient’s
registered dietitians. Clients will be recruited, selected and organized by Subrecipient to provide input and advice on Services and Program policies.
10.6.3 Meetings must be held at least once a month or more frequently, if desired. The Food Service Manager from the Caterer or central kitchen must attend the Quality Assurance meetings.
10.6.4 Minutes detailing each committee meeting must be kept on file for one (1) year, and must include: date, time, members in attendance, and a brief summary of the month’s quality
assurance meal evaluations and Congregate Sites Daily Meal Comments as detailed in Section QA -1 of the Los Angeles County Area Agency on Aging Foodservice Standard Ope rating Procedures manual. Focal point of the minutes must be the resolution of problems related to quality food production and service. Problems must be presented, and solutions proposed, tested, and evaluated.
10.6.5 Records must also be kept of individual quality assurance audits done by committee members.
10.6.6 Quality Assurance meetings can also be included to discuss Congregate Meal site audits, Home-Delivered Meal route audits, Caterer audits, central kitchen audits, menu changes, suggested donations, and problems occurring at Congregate Meal sites.
10.6.7 Committee members or other assigned Clients must conduct meal evaluations at Congregate Meal sites at least once every two (2) weeks or more frequently, if desired. Problem meals or those that are outstanding may warrant unplanned, on -the-spot evaluations by committee members. These evaluations, along ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 53
with written comments, provide important data for the problem - solving process.
10.6.8 Two (2) times per month, Home -Delivered Meal route drivers must complete a simple written quality assurance evaluation while recording temperatures. The quality assurance evaluation must be completed using a quality assurance evaluation form as provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. This evaluation is to monitor the quality of the meal and to ensure that temperatures are within the required safety standards. Each time, the driver must be assigned a different day to conduct the temperature monitor and evaluation so that all Home -Delivered Meal routes and meals are tested. An extra meal must be included on this route and must be evaluated after the last participant has received a meal.
10.7 Meal and Quality Assurance Evaluations
10.7.1 Congregate Meals must be evaluated daily as part of quality assurance.
10.7.2 The Site Manager must sample each meal and poll Clients every day to judge meal satisfaction.
10.7.3 On a daily basis, the Site Manager will fill out the Congregate Sites Daily Meal Comments form, which is provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
10.7.4 At a minimum of four (4) times per month, the Site Manager must assign a Client(s) to complete a Quality Assurance Evaluation form, which is provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
Subrecipient must provide these completed forms to the Quality Assurance Committee Meeting for review.
10.7.5 Daily Client meal evaluations must be made available for Clients at each Congregate Meal site. Clients will use these forms to communicate positive and negative comments regarding meal quality. These forms will be reviewed monthly at the Quality Assurance Committee meeting.
10.7.6 On a weekly basis, the Home -Delivered Meal Coordinator must sample a hot Home -Delivered Meal once each week and
complete the Hot Home -Delivered Meal Daily Meal Comments form, which is provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 54
10.7.7 The Home-Delivered Meal Coordinator must assign a driver to complete a quality assurance meal evaluation a minimum of once per month. Subrecipient must provide these completed forms to the Quality Assurance Committee Meeting for review.
10.7.8 Subrecipient must adhere to requests for Corrective Actio n Plan (CAP) from DASSP Subrecipient and/or County. CAP must be prepared by Subrecipient to address performance deficiencies at site, route, or caterer/central kitchen. DASSP Subrecipient must review and approve plan in addition to monitor remedial action.
10.8 Nutrition Services Incentive Program
10.8.1 For purposes of this Subaward, Subrecipient may receive additional funding to supplement the cost for food used in meals served, which is known as the Nutrition Services Incentive Program (NSIP) under Section 311 of the OAA.
10.8.2 The purpose of the NSIP is to provide incentives that encourage and reward effective performance by Subrecipient in the efficient delivery of nutritious meals to Clients.
10.8.3 NSIP reimbursement may only be requested for meals served with OAA Title III C funds. NSIP funding is not guaranteed and will only be available until funding has been exhausted. NSIP reimbursement may be requested by Subrecipient for meals which:
Meet the dietary guidelines, as specified in Section
339 of the OAA (Title 42 United States Code
Section 3030g-21).
Are served to Clients, as specified in Paragraphs
10.2.2 (Eligibility for Congregate Meal Services)
and 1 0.3.2 (Eligibility for Home -Delivered Meal
Services).
Are served to Volunteers of any age pursuant to
Paragraph 10.2.3 (Eligibility for Volunteer Meals).
All meals provided through the ENP that receive
NSIP funds, whether prepared on-site, frozen, non-
perishable (e.g. canned goods or pasta, products
that do not spoil), boxed, or catered, must comply
with the most recent DGAs and provide a minimum
of one -third (1/3) of the DRIs, and meet the
requirements outlined in Paragraph 10.1 (General
ENP Meal Requirements).
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 55
NSIP funds may only be used for domestically
produced food such as milk, fruit, vegetables,
protein products , etc., that are used in an ENP
meal.
Follow the provisions of “Offer Versus Serve” as
found in Title 7 Code of Federal Regulations Part
226.20(p). Congregate Meal Clients may be
permitted to decline items due to preference or
medical reasons. NSIP funds are not affected when
a Client declines menu items.
10.9 Senior Farmers’ Market Nutrition Program
10.9.1 Subrecipient must participate in the annual Senior Farmers’ Market Nutrition Program (SFMNP). Subrecipient must distribute SFMNP check booklets at all active Congregate Meal sites within the timeframe designated by County.
10.10 Mandatory Coordination with Dietary Administrative Support Services Program Subrecipient
10.10.1 Subrecipient must work with County’s DASSP Subrecipient identified in the AAA Provider List (as provided by County on an annual basis). DASSP Subrecipient provides the following services: oversight of ENP by DASSP Subrecipient’s registered dietitians; nutrition education for Congregate and Home – Delivered Meal Clients; nutrition counseling for Clients with high Nutrition Risk Scores; quality assurance reviews; monitoring of Congregate Meal sites and Home -Delivered Meal routes; in - service training for food service staff and Volunteers; menu analysis; and, techni cal assistance in areas such as menu development, Caterer selection, purchasing and problem - solving.
10.10.2 Subrecipient must provide DASSP Subrecipient with the number of Nutrition Education materials needed for distribution to Home- Delivered Meal Clients during the Fiscal Year.
10.10.3 Subrecipient must make Client referrals for Nutrition Counseling, either in person, by fax, phone or email, to DASSP Subrecipient for all Clients who are diabetic and/or have a Nutritional Risk score of ten (10) and above , or six (6) to nine (9) and meets a secondary criterion below:
Client has an illness or condition that resulted in a
change in the kind an d/or amount of food that is
consumed.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 56
Client consumes fewer than two (2) meals per day.
Client has unintentionally lost or gained ten (10)
pounds in the past six (6) months.
10.10.4 Subrecipient acknowledges that Subrecipient’s ENP Services will be monitored by DASSP Subrecipient on a monthly basis and will cooperate with monitoring efforts. Subrecipient must correct any problems noted in DASSP Subrecipient’s Monitoring Reports provided to Subrecipient each month. Subrecipient must respond to DASSP Subrecipient and County in writing within fifteen (15) days from the receipt of the Monitoring Report with an action plan to correct the problem.
10.10.5 Subrecipient must work with DASSP Subrecipient during the Elderly Nutrition Program Annual Assessment process. This includes scheduling visits and providing all requested Client records within required timeframe.
10.10.6 Subrecipient must work with DASSP Subrecipient’s registered dietitians to develop menus for ENP. All menus must be
reviewed, certified, and approved by DASSP Subrecipient.
DASSP Subrecipient and Subrecipient will include input from food production staff, Caterer(s) and Subrecipient’s Quality Assurance Committee as described in Subparagraph 10.6
(Congregate and Home -Delivered Meals Quality Assurance Committee).
10.10.7 Subrecipient must work with DASSP Subrecipient to complete the annual nutritional analysis of a pproved menus with the designated caterer/central kitchen. Subrecipient will serve a s liaison between DASSP Subrecipient and caterer/central kitchen.
10.10.8 Subrecipient’s project menus meeting Dietary Guidelines requirements (Section 339 of the OAA (Title 42 United States Code Section 3030g -21)) must be reviewed, approved and certified by DASSP Subrecipient’s registered dietitians and approved by County.
10.11 Mandatory Coordination with CalFresh Healthy Living Program Subrecipient
10.11.1 Subrecipient must provide support with planning and scheduling of CalFresh Healthy Living sessions, at eligible sites, to County’s CalFresh Healthy Living Program Subrecipient.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 57
10.12 Mandatory Coordination with Disease Prevention and Health Promotion Program Subrecipient
10.12.1 Subrecipient must make referrals, as needed, either in person, by fax, phone or email, to Disease Prevention and Health Promotion Program (DPHPP) Subrecipient (identified in the AAA Annual Nutrition Program Provider list) for Clients who would benefit from disease prevention and health promotion programs.
10.12.2 Subrecipient may plan and schedule appropriate Health Promotion Clinics at Congregate Meal sites which are selected with input from Subrecipient’s Quality Assurance Committee and coordinated with the DPHPP Subrecipient.
10.13 Central Kitchen/Caterer
10.13.1 Subrecipient must use either a central kitchen or Caterer to prepare meals and must notify County which source Subrecipient will use to obtain meals.
Central Kitchen: When utilizing this option,
Subrecipient asserts that Subrecipient will prepare
meals at a certified commercial kitchen(s).
Caterer: When utilizing this option, Subrecipient
asserts that it will procure a Caterer in accordance
with Paragraph 10.14 (Procurement of Caterer)
who will prepare meals and provide them to
Subrecipient.
10.13.2 Subrecipient must employ a Project Manager, Food Service Manager or a Caterer, and Site Manager who are certified Food Protection Managers by the National Restaurant Association - ServSafe® or other recognized organization . There must be a certified Food Protection Manager in charge at each central kitchen and at each Congregate Meal site. The Project Manager and Food Service Manager/Caterer must obtain Hazard Analysis and Critical Control Points (HACCP) Program Training within six (6) months of hire.
10.13.3 Subrecipient must ensure that the requirements of HACCP and quality assurance programs are enforced at all central kitchens and Congregate Meal sites, and that Caterer(s) maintains and utilizes operational HACCP and quality assurance programs.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 58
10.13.4 Subrecipient must adhere to the Program requirements outlined in Title 22 California Code of Regulations Sections 7630-7638.13 and in the most current edition of the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
10.13.5 Subrecipient must ensure that a pest control operator inspects the facility on a monthly basis. Subrecipient must implement an integrated pest management program that provides procedures to prevent and to get rid of pests. These procedures must include those performed both by central kitchen/catering staff and by the pest control operator. Pest Control Reports must be kept on file and made available for review by County and DASSP
Subrecipient’s registered dietitians.
10.14 Procurement of Caterer
10.14.1 When Subrecipient elects to use the services of a Caterer to prepare/supply meals, Subrecipient must procure that Caterer from a pool of caterers who are on the AAA Approved Caterer List. Such caterers have been inspected and certified by DASSP Subrecipient and have been approved by County. The AAA
Approved Caterer List must be provided by County on an annual basis.
10.14.2 Pursuant to Title 22 California Code of Regulations Sections 7352 – 7364, Subrecipient must procure Caterer from the AAA Approved Caterer List using a competitive solicitation process.
Subrecipient must release a solicitation which can only be responded to by those caterers who are on the AAA Approved Caterer List. After evaluation of all bids/proposals and upon selection of the successful Caterer, Subrecipient must enter into a Lower Tier Subaward with the successful Caterer. In accordance with Paragraph 8.40 ( Lower Tier Subaward) of the Subaward, Subrecipient must obtain approval from County prior to entering into the Lower Tier Subaward.
10.14.3 Noncompetitive awards may be made by Subrecipient when the award is infeasible for competitive bid as a result of any of the conditions outlined in Title 22 California Code of Regulations Section 7360 (Noncompetitive Awards).
10.15 Health and Fire Inspections
10.15.1 Subrecipient’s Congregate Meal sites, central kitchens and Caterer must be inspected annually by the County of Los Angeles Department of Health Services (DHS ). Subrecipient must maintain a grade of “B” or better from DHS based on the ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 59
inspections conducted by DHS for food services. Subrecipient must work with DASSP Subrecipient to seek assistance in correcting any violations in accordance with the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. In accordance with Paragraph 9.2 0.3 (Subaward Compliance Documents) of the Subaward,
Subrecipient must submit to County annual inspection reports from DHS for each Congregate Meal site, central kitchen and/or Caterer.
10.15.2 Subrecipient’s Congregate Meal sites and central kitchens must be inspected every five (5) years by the Los Angeles County Fire Department or Subrecipient’s local fire department. In
accordance with Paragraph 9.2 0.3 ( Subaward Compliance Documents) of the Subaward, Subrecipient must submit to County inspection reports from either the Los Angeles County Fire Department or Subrecipient’s local fire department for each Congregate Meal site and central kitchen.
10.16 Licenses and Certifications for Services
10.16.1 Subrecipient must obtain and maintain, all appropriate licenses, permits and certificates required by all applicable County, State of California and/or Federal laws, regulations, guidelines, and directives for the operation of its facility(ies) and for the provision of ENP Services.
10.16.2 Prior to the execution of this Subaward, and, in cases of new staff or staff with updated licenses, permits or certifications, Subrecipient must provide copies of all new or updated licenses, permits and certificates within ten (10) business days of the license, permit or certification award or update. Copies must be sent to County’s Program Manager listed in Exhibit D (County’s Administration) of the Subaward.
10.16.3 If Subrecipient operates a central kitchen and/or engages the services of Caterer, Subrecipient must maintain current proof of the following:
Public health permit and business license.
Health Department/DHS inspection report (which
must be current within the most recent twelve (12)
month period) for each central kitchen and/or
Congregate Meal site.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 60
Hazard Analysis Critical Control Point Certificate
and Food Protection Manager Certificate (ServSafe
Certificate) for Food Service Manager.
Subrecipient must ensure that required Employees
attend ServSafe training and successfully pass
examination. Subrecipient must absorb cost of
training for Employees that fail examination and are
required to take a remedial course.
10.17 Contributions and Fees for Cost of Meals
10.17.1 Voluntary Contributions
Subrecipient must develop and implement a
method to enable Clients to voluntarily contribute to
the cost of the Program (i.e., Client who receives a
meal must be given the opportunity to contribute to
the cost of the meal).
Subrecipient must ensure that Clients are not
required to contribute to the Program when they are
requesting Services. Subrecipient’s solicitation of
voluntary contributions must not be coercive.
Subrecipient must clearly inform Client that
contributions are strictly voluntary, and
Subrecipient must not pressure Client to contribute
to the cost of the meal.
Subrecipient must develop a suggested
contribution with input from its Quality Assurance
Committee. When developing this contribution
amount, the income ranges of the Older Individuals
in the community and Subrecipient’s additional
sources of income must be considered.
Subrecipient must post a sign near the contribution
container at each Congregate Meal site indicating
the suggested contribution for Clients and the guest
fee (amount charged to non -seniors). The sign
must also state, “Your contribution is voluntary and
is not a requirement to receive a meal if you are
eligible for the Elderly Nutrition Program.”
Staff at the sign -in table must be trained on the
voluntary contribution policy emphasizing the
confidential nature of the contributions.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 61
Home-Delivered Meal agreements may have a
suggested contribution amount. The agreements
must not be coercive and must state, “Your
contribution is voluntary and is not a requirement to
receive a meal if you are eligible for the Elderly
Nutrition Program.”
Client must not be denied Services because of their
failure or inability to contribute to the cost of
Services.
Subrecipient must establish procedures for
soliciting voluntary contributions that provide
Clients with a confidential method for making
contributions.
Subrecipient must ensure that Client’s decision to
contribute as well as the amount of Client’s
contribution is kept private and confidential.
Subrecipient must not use any of the following
practices as it relates to voluntary
contributions/donations and/or share of costs:
Requesting Clients to assist in the
share of cost to the Program.
Tracking donations by accounts
receivable.
Tracking donations by individual
Clients.
Using pamphlets and websites
stating that payment is required
for Services or stating a monetary
amount for Services.
Employing tactics, in any way, that
could be viewed as embarrassing
and/or obligatory requests for
donations.
Employing tactics such as
allowing Volunteers to guard the
collection boxes or having Clients
sign in and pay before receiving
Services.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 62
At the time of the Initial
Assessment, compelling Client to
pledge a particular amount as an
agreed upon donation.
Using coercion to solicit voluntary
contributions.
Using a donation request
resembling a billing statement or
invoice.
Imposing a suggested
contribution rate based on an
individual’s income.
10.17.2 Guest Fees
All guests under the age of sixty (60) must pay for
the full cost of a meal. The guest fee will be
sufficient to cover all meal costs.
There is no provision for a guest fee to be private.
Subrecipient must serve meals to guests only if
sufficient food is available after Clients are served.
Subrecipient must establish and adhere to written
procedures to protect contributions and fees from
loss, mishandling, and theft. Such procedures must
be kept on file at Subrecipient’s site.
Subrecipient must separate collected contributions
(donations/fees) from Subaward funding. All
contributions must be identified as Program Income
and used to: increase the number of meals served,
facilitate access to such meals, and to provide
nutrition-related supportive services.
Contributions earned in excess of the amount(s)
reported in the Budget(s) may be deferred for use
in the first quarter of the next Fiscal Year (when
County renews the Subaward term) and must be
used to expand baseline Services. Such funds must
be recorded as Program Income.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 63
All records of contributions, written procedures
governing solicitation of funds, solicitation
materials, or other contribution related records must
be held pursuant to record retention policies
outlined in Paragraph 8.38 (Record Retention,
Inspection and Audit Settlement) of this Subaward.
10.18 Grievance Process
10.18.1 Subrecipient must develop, implement, and maintain a formal procedure for the resolution of complaints from Clients or a Client’s Responsible Other. The grievance process must be consistent with the procedures required in Section 7400 of Title 22 of the California Code of Regulations.
10.18.2 At minimum, the grievance process must include the following:
Time frame within which complaints will be acted
upon. A written notification of the investigation
results, the resolution, and the appeal procedures
must be sent to the complainant and the Los
Angeles County AAA within ten (10) business days
from which th e complaint originates. The
notification must include a statement that the Client
may appeal to County if dissatisfied with the results
of Subrecipient’s review.
Confidentiality provisions to protect the
complainants right to privacy.
The grievance process must be posted in a
conspicuous public location, such as a
Subrecipient’s public lobby and be accessible for
review. Subrecipient must ensure that each Client
or each Client’s Responsible Other is aware of the
procedures. Notification must be posted in English
and any primary language shared by a significant
number of Clients. Public postings and written
notifications are subject to approval by County.
Subrecipient must notify all Clients of the grievance
process at time of intake.
Subrecipient must advise homebound Clients of
grievance process verbally and in writing. The
Subrecipient is required to distribute notification of
the grievance procedures at least once a year to
homebound Clients.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 64
10.19 Collaborations
10.19.1 Subrecipient must collaborate with County and City of Los Angeles network of providers and other similar community organizations, Adult Protective Services agencies, law
enforcement agencies, and legal services providers in order to ensure comprehensive and coordinated Service delivery and to prevent unnecessary duplication of Services. Subrecipient is encouraged to share vital assessment information with other agencies providing Services to Client in the home. However, in sharing information with other age ncies, Subrecipient must respect Client confidentiality rights, adhere to applicable confidentiality regulations, and follow appropriate protocols.
10.19.2 Subrecipient must develop linkages with other community-based long-term care service providers, particularly those that see Clients at home.
10.19.3 Subrecipient must establish procedures to protect all Client information consistent with the terms of this Subaward, any amendments thereto and all applicable laws, and must not disclose Client information without written consent from County and Client.
10.20 Community Outreach
10.20.1 Subrecipient must provide Community Outreach, which is defined as actively providing and disseminating Program information to the public on available Services for potential Clients. Subrecipient must also market the Services to all ethnic groups in each Service area (i.e., Supervisorial District, Region, etc.) in which the Services are being provided by Subrecipient. Subrecipient’s outreach efforts must include, but are not limited to, distribution of information about Services to community members;
developing referral sources among providers and community based organizations who work directly with target groups; including representatives of target groups on advisory boards; participating in groups or organizations for vulnerable ad ults; using culturally appropriate outreach materials; developing additional ways to access Services; utilizing media directed to targets populations; utilizing bilingual Staff; and other strategies to promote access. All materials must be presented in a culturally sensitive manner by Subrecipient.
10.20.2 Subrecipient must ensure that information and assistance on Services are provided to all populations including, but not limited to, homeless, veterans and Lesbian -Gay-Bisexual-Transgender individuals.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 65
10.21 Customer Satisfaction Surveys
10.21.1 Subrecipient must conduct ongoing Customer Satisfaction Surveys with Clients and retain a copy of all surveys on file and accessible to County for review. The results of the surveys will be used by Subrecipient to make quality improvements in Services provided to all Clients. Subrecipient may be asked by County to comply with and develop other outcome measures.
10.21.2 Subrecipient must disseminate the Customer Satisfaction Surveys to all Clients who receive Congregate and/or Home - Delivered Meals.
10.21.3 Subrecipient must collect all Customer Satisfaction Survey responses, tally them during the closeout period, and submit forms to DASSP Subrecipient annually or as specified by County.
10.22 Multipurpose Senior Centers
10.22.1 If Subrecipient operates a Multipurpose Senior Center as defined under Title 42 United States Code Section 3002(36),
Subrecipient must adhere to all applicable County, State and Federal guidelines and regulations, including, but not limited to, Title 22 California Code of Regulations Sections 7550 – 7562.
10.22.2 If Subrecipient operates a Multipurpose Senior Center, Subrecipient must comply with the provisions contained in the following acts:
Copeland "Anti -Kickback" Act (Title 18 United
States Code Section 874) (Title 29 Code of Federal
Regulations Part 3)
Davis-Bacon Act, as amended (Title 40 United
States Code Sections 3141-3148) (Title 29 Code of
Federal Regulations Part 5)
Contract Work Hours and Safety Standard Act (Title
40 United States Code Sections 3701 -3708) (Title
29 Code of Federal Regulations Part 5)
Executive Order 11246 of September 14, 1965,
entitled “Equal Employment Opportunity” as
amended by Executive Order 11375 of October 13,
1967, as supplemented in the Department of Labor
Regulations (Title 41 Code of Federal Regulations
Part 60).
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 66
10.22.3 Subrecipient acknowledges that when an existing facility has been altered using Subaward Sums and is used as a
Multipurpose Senior Center, the period of time in which such facility must be used as a Multipurpose Senior Center is as follows:
Not less than three (3) years from the date when
this Subaward terminates or expires where the
Subaward Sums, including the non -federal share,
do not exceed thirty thousand dollars ($30,000).
If the Subaward Sums exceed thirty thousand
($30,000), the fixed period of time must not be less
than three (3) years from the date when the
Subaward terminates or expires and increased one
(1) year for each additional ten thousand dollars
($10,000), or part thereof, to a maximum
adjustment factor of seventy -five thousand dollars
($75,000).
If the Subaward Sums exceed seventy -five
thousand dollars ($75,000), the fixed period of time
must not be less than ten (10) years from the date
when the Subaward expires or terminates.
10.23 Emergency and Disaster Preparedness
10.23.1 Notwithstanding Subrecipient’s and County’s contractual objective to provide Services to Clients, Subrecipient will make Services available to any person impacted by a nationally or State-declared emergency event, contingent upon the availability and commitment of Federal Emergency Management Agency
(FEMA) or State Office of Emergency Services funds with which to reimburse Subrecipient for funds expended.
10.23.2 In the event of extraordinary incidents, unusual occurrences, natural disasters or crime, including but not limited to repairs, modifications, refurbishment, fumigation, or replacement of facility(ies), vandalism, acts of nature, and third-party negligence, Subrecipient must have an emergency plan in place to ensure that there is no disruption in Services.
10.23.3 Subrecipient must have a written Emergency and Disaster Plan on file describing how Services will be maintained during and following the event of a disaster or emergency. Attachment 5 (Emergency and Disaster Plan Basic Requirements) details the minimum requirements of the plan. The written plan must include the following sections:
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 67
Emergency and Disaster Plan Mission
Business Continuity Plan
Emergency Response Organization Chart
Roster of Critical Local Contacts
Communication Plan
10.23.4 The Emergency and Disaster Plan must be made available to Staff and any County -approved Lower Tier Subrecipients for reference before, during, and after the emergency or disaster.
Subrecipient’s key Staff members must have a copy of the Emergency and Disaster Plan easily accessible at all times.
10.23.5 Annually, Subrecipient must update the Emergency and Disaster Plan and submit it to County’s Emergency Coordinator as indicated in Exhibit D (County’s Administration) of the Subaward.
10.23.6 The Emergency and Disaster Plan must be saved on an encrypted computer storage jump drive for easy access and transportability.
10.23.7 Subrecipient must maintain an updated hardcopy registry of Clients with contact information for emergency and disaster purposes. Subrecipient must use the registry to contact Clients to assess if Client is safe, needs a referral to an evacuation center or other assistance, and has a plan to stay in a safe and healthy environment.
10.23.8 Subrecipient must make arrangements for the availability of a minimum of three (3) meals to Clients during a major disaster, as defined in Title 42 United States Code Section 5122(2).
10.23.9 Subrecipient must complete Attachment 6 (Site Emergency Resource Survey) to help identify and assess potential resources in the community to support the Service population following a large community emergency or disaster.
Annually, on the last business day in September,
Subrecipient must submit the completed
Attachment 6 (Site Emergency Resource Survey)
to County’s Emergency Coordinator.
Subrecipient must also complete and submit
Attachment 6 (Site Emergency Resource Survey)
to County’s Emergency Coordinator anytime there
is a change in information.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 68
10.23.10 Subrecipient must develop and have on file a written Business Continuity Plan (BCP) that describes how Subrecipient reduce the adverse impact of any emergency event, as referenced in Paragraph 10.23.2, to Clients as determined by both the scope of the event (e.g., who and what it affects, and to what extent), and also its duration (e.g., hours, days, months). Subrecipient must make the BCP available to its Staff and any County - approved Lower Tier Subrecipients for reference before, during, and after such emergency event disruption.
10.23.11 The BCP must include a system to track emergency expenditures and emphasize the following:
Back-up systems for data
Emergency service delivery options
Community resources
Transportation
10.23.12 Subrecipient will:
Designate an Emergency Coordinator to
communicate with County’s Emergency
Coordinator or designee in the event of an
emergency or disaster and ensure that County’s
Emergency Coordinator or designee has current
contact information for Subrecipient’s Emergency
Coordinator.
Coordinate emergency plans with respective City
Emergency Plans and local Office of Emergency
Services.
Establish alternate communication systems, such
as cell phone or text messaging, in the event that
the regular communication system is interrupted.
Identify lead and support agencies for emergencies
and disasters in the local community so that
response efforts are coordinated with the
appropriate agency.
Maintain a current list of support agencies and
services (in addition to AAA Subrecipients) in local
and neighboring communities to provide
Information and Assistance for Clients, their
families and representatives, and facility staff.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 69
Maintain a current list of Subrecipient staff and
Volunteers’ telephone numbers, e -mail addresses,
and emergency contact information.
Maintain adequate emergency and disaster
supplies on site, including emergency first aid
supplies.
Ensure that there are adequate staff and resources
to execute the emergency and disaster plan in the
event of an emergency or disaster.
Maintain a written escape plan and route for Clients
receiving on-site Services during an emergency or
disaster. The written escape plan and route must
include a diagram that is visibly posted at the site.
Facilities must have evacuation procedures to
facilitate the safe evaluation of individuals to secure locations.
When necessary and practical, use existing cash
reserves to temporarily cover emergency and
disaster assistance costs for things such as
additional food, supplies, extra Home -Delivered
Meals, home clean -up and safety, emergency
medications, transportation, and other immediate
needs including:
Assisting Older Individuals,
disabled adults, and/or any other
persons seeking refuge by linking
them with medical or emergency
services, family, friends, and
community-based programs such
as the Red Cross or the
appropriate government
agency(ies) that can provide
assistance.
Coordinating Services for Older
Individuals and disabled adults
who may be bedbound,
dependent upon dialysis, or have
life-threatening, chronic illnesses
that require immediate emergency
intervention.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 70
Assisting in the relocation of
homebound, high-risk Clients to a
safe location, and coordinating
and arranging emergency
transportation to a predetermined
location.
10.23.13 Additional Emergency and Disaster Preparedness Policies and Procedures for Home-Delivered Meal Services
The Emergency and Disaster Plan must follow the
instructions provided in the Emergency Planning
Policies and Procedures section of the Los Angeles
County Area Agency on Aging Foodservice
Standard Operating Procedures manual.
Subrecipient must develop a prearranged
agreement with local food vendor(s) or community-
based organization(s) to assist with the provision of
food to homebound Clients for a minimum of three
(3) days in the event that their usual meal deliveries
are disrupted as stated in Subparagraph 10.4.1.
Food items should include water, frozen meals and
non-perishable goods.
Subrecipient must have on file a written plan for
continuity of Service following an emergency for a
minimum duration of 72 hours or longer if Client
needing Service is frail or high risk.
10.23.14 Additional Emergency and Disaster Preparedness Policies and Procedures for Congregate Meal Services
The Emergency and Disaster Plan must follow the
instructions provided in the Emergency Planning
Policies and Procedures section of the Los Angeles
County Area Agency on Aging Foodservice
Standard Operating Procedures manual.
Subrecipient must develop a prearranged
agreement with local food vendor(s) or community-
based organization(s) to assist with the provision of
food on site in the event of disruption to the usual
meal service.
Subrecipient must develop a written escape plan
and route diagram for Clients receiving Congregate
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 71
Meals. The written escape plan and route diagram
must be visible and posted at the meal site.
Subrecipient’s Congregate Meal site(s) must have
evacuation procedures to facilitate the safe
evacuation of Clients to secure locations.
Subrecipient must develop a plan to feed 200
people per day for at least three (3) days if the
Congregate Meal site is designated as a Disaster
Site. Food items should include water, frozen
meals and non-perishable goods. Instructions are
provided in the Emergency Planni ng Policies and
Procedures section of the Los Angeles County Area
Agency on Aging Foodservice Standard Operating
Procedures manual.
10.23.15 Communication Procedures with County
Subrecipient must provide a status update to
County’s Emergency Coordinator or designee in
the event of an emergency or disaster. The
standard communication procedures during and
after an emergency or disaster are as follows:
County’s Emergency Coordinator
will provide information to
Subrecipient and request
feedback regarding the impact of
the emergency or disaster on
Clients, Program operations,
facilities, and where feasible, the
impact on Older Individuals, their
family caregivers, individuals with
disabilities, and any unmet needs
in Los Angeles County (via text
message, email, telephone, or
any other method that is
available).
Subrecipient will provide
information to County’s
Emergency Coordinator regarding
the impact of the emergency or
disaster and any unmet needs
resulting from the event as soon
as possible (via text message,
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 72
email, telephone, or any other
method that is available).
Information received by County’s
Emergency Coordinator will be
compiled into a report that will be
submitted to the Los Angeles
County Board of Supervisors and
CDA Disaster Preparedness
Coordinator.
10.24 Alternative Methods of Service Delivery During an Emergency
10.24.1 In the event of an emergency (as determined by Federal authorities, State authorities, and/or County), County, at its sole discretion, may institute alternative methods (examples of which may include but are not limited to, utilizing the most appropriate service category based on circumstances (hot, frozen and/or emergency meals), establishing meal distribution locations which may include Grab and Go option and/or additional home
delivered meal routes. Acquiring additional staffing and/or catering services, and use of Personal Protective Equipment (PPE), when required. Video conferencing or other similar online or remote methods of providing Services while maintaining health and safety guidelines, etc.) that Subrecipient must follow to deliver Services under this Subaward.
10.25 Adult Protective Services
10.25.1 Subrecipient must make referrals, as needed, to the Adult Protective Services Program (APS) via telephone (877) 477-3646 or online at APS Web Intake. Subrecipient must comply with all mandated reporting guidelines ( Welfare and Institution Code (WIC) section 15630).
10.26 Los Angeles Found Program
10.26.1 Subrecipient must make referrals, as needed, to the Los Angeles Found Program, a voluntary tracking system for individuals living with Alzheimer’s, dementia, autism or other cognitive
impairments. Referrals are to be initiated by calling or e - mailing as follows: (833)569 -7651 or
https://ad.lacounty.gov/lafound/ .
11.0 GREEN INITIATIVES
11.1 Subrecipient must use reasonable efforts to initiate “green” practices for environmental and energy conservation benefits.
ATTACHMENT NO. 3
Exhibit A - Statement of Work and Attachments
Rev. 01/2025 Page 73
11.2 Subrecipient must not use expanded polystyrene ( Styrofoam) food and beverage containers in the delivery of food service for both Congregate and Home-Delivered Meals.
11.3 Subrecipient must purchase products that minimize environmental impacts, toxins, pollution and hazards to worker and community safety to the greatest extent practicable.
11.4 Subrecipient must purchase, to the extent possible, reusable and durable goods, biodegradable single -use products, products that include recycled content, conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or ch lorine free manufacturing processes, and use wood from sustainable harvested forests.
11.5 Subrecipient must support strong recycling markets, reduce materials that are put into landfills, and increase the use and availability of environmentally preferable products that protect the environment.
11.6 To the extent practicable, Subrecipient must not use cleaning or disinfecting products (i.e., for janitorial use) that contain carcinogens, mutagens, or teratogens. These include chemicals listed by the United States Environmental Protection Agency or the National Institute for Occupational Safety and Health on the Topics Release Inventory and those listed under Proposition 65 by the California Office of Environmental Health Hazard Assessment.
11.7 Subrecipient must notify County’s Program Manager of Subrecipient’s new green initiatives prior to Subaward commencement.
12.0 PERFORMANCE REQUIREMENTS SUMMARY
12.1 A Performance Requirements Summary (PRS) Chart, Attachment 2 of this Exhibit A, listing required services and deliverables that will be monitored by the County during the term of this Subaward is an important monitoring tool for the County.
12.2 All listings of services and deliverables referenced in the PRS Chart are intended to be completely consistent with the Subaward and the SOW, and are not meant in any case to create, extend, revise, or expand any obligation of Subrecipient beyond that defined in the Subaward and the SOW. In any case of apparent inconsistency between services or deliverables as stated in the Subaward and the SOW and this PRS, the meaning apparent in the Subaward and the SOW will prevail. If any service or deliverable seems to be created in this PRS which is not clearly and forthrightly set forth in the Subaward and the SOW, that apparent service will be null and void and place no requirement on Subrecipient.
ATTACHMENT NO. 3
ATTACHMENT 1
SUBAWARD DISCREPANCY REPORT
SUBRECIPIENT RESPONSE DUE BY (Date/Time) _____________________ Date: Subrecipient’s Response Received:
Subrecipient:
Subaward No. County’s Contract Manager:
Contact Person: Telephone: County’s Contract Manager Signature:
Email: Email:
A Subaward discrepancy(s) is specified below. The Subrecipient will take corrective action and respond back to the County personnel identified above by the date required.
Failure to take corrective action or respond to this Subaward Discrepancy Report by the date specified may result in the deduction of damages.
No. Subaward Discrepancy Subrecipient’s Response*
County Use Only
Date
Correction
Due
Date
Completed Approved
1 2
3 *Use additional sheets if necessary
Subrecipient’s Authorized Representative Signature Date Signed Additional
Comments:
ATTACHMENT NO. 3
ATTACHMENT 2
(PERFORMANCE REQUIREMENTS SUMMARY)
Remedy(ies) for Non-Compliance
For non-compliance with the AQL, County, at its sole discretion, has the option to apply the remedy(ies) listed and Subrecipient must adhere to the remedy(ies) as follows:
1) Corrective Action Plan, 2) Probation, 3) Suspend payment(s), 4) Suspend Subaward, 5) Liquidated damages, 6) Reduce and reallocate funds, 7) Terminate Subaward, and/or 8) Placement in County's Subrecipient Alert Reporting Database.
The Performance Requirements Summary (PRS) Chart provides a listing of the minimum requirements that Subrecipient must adhere to, and it reflects the performances that will be monitored during the Subaward term. The PRS also lists examples of the types of documents that will be used during monitoring, as well as the standards of performance and the acceptable quality level of performance.
All listings of required services or standards used in this PRS Chart are intended to be completely consistent with the terms and conditions of this Subaward and Exhibit A (Statement of Work and Attachments), and are not meant in any case to create, extend, revise or expand any obligation of Subrecipient beyond that defined in the terms and conditions of the Subaward and Exhibit A (Statement of Work and Attachments). In any case of apparent inconsistency between required services or standards as stated in the terms and conditions of this Subaward, Exhibit A (Statement of Work and Attachments) and this Attachment 2, the terms and conditions of the Subaward and Exhibit A (Statement of Work and Attachments) will prevail in that order.
The PRS Chart reflects the areas that will be evaluated based on the criteria outlined herein.
Performance Requirement
This is the outcome that Subrecipient must achieve as a result of providing of Program Services to Clients. These outcomes will be analyzed by County to measure the quality and effectiveness of Subrecipient's Program Services, which may affect the availability for future Program funding (i.e., if Subrecipient does not meet an outcome and does not correct deficiency(ies), County will remedy the non- compliance according to the method indicated as Remedy(ies) for Non-Compliance).
Reference
The document or source of information from which the Performance Requirement is derived.
Standard(s)
This is the benchmark that the Performance Requirement will be measured against and Subrecipient must not deviate from this without providing a remedy as requested by County.
Acceptable Quality Level
This is the minimum level (measured as a percentage of the Standard(s)) that is used to compare Subrecipient's actual performance against the Standard(s). During the term of the Subaward, Subrecipient must achieve, at a minimum, the Acceptable Quality Level (AQL) when completing the Performance Requirement. The AQL for each Performance Requirement is established by County and it provides an assurance to County that Subrecipient is satisfactorily providing Program Services. The AQL is used to determine whether Subrecipient is achieving the Performance Requirement in accordance with the Subaward and Exhibit A (Statement of Work and Attachments). Any deviation from the Standard will result in non-compliance of that Performance Requirement (i.e., Subrecipient is not providing Program Services according to this Subaward).Attachment 2 (Performance Requirements Summary) Page 1 ATTACHMENT NO. 3
Performance Requirement Reference Standard(s)
Acceptable
Quality Level
(AQL)
Meals must meet a minimum one-third (1/3)
of Dietary Reference Intakes.
Exhibit A (Statement of Work and Attachments),
Section 10.1 (General ENP Requirements)
Each meal provided by Subrecipient must provide a minimum of one-third (1/3) of the current Dietary Reference Intakes (DRI) established by the Food and Nutrition Board, Institute of Medicine, National Academy of Sciences for the elderly population, and follow the most recent Dietary Guidelines for Americans published by the United States Department of Health and Human Services and the United States Department of Agriculture (USDA).
100%
By the end of the initial Fiscal Year, twenty one percent (21%) of Congregate Meal Clients will have been determined to have the greatest need and highest overall score through the use of the Universal Intake Form, Section 5 (Nutritional Risk Factors). 100%
By the end of the initial Fiscal Year, 65% of Home-Delivered Meal Clients will have been determined to have the greatest need and highest overall score through the use of the Universal Intake Form, Section 5 (Nutritional Risk Factors). 100%
Exhibit A (Statement of Work and Attachments),
Section 10.2.4 (Client Assessment for Congregate
Meal Services)
Assess the eligibility for all Congregate Meal Clients ten (10) business days before or after Service first begins.
Enter Assessment data into Management Information System within two (2) weeks of the initial contact with the client.
100%
Exhibit A (Statement of Work and Attachments),
Section 10.3.3 (Client Assessment for Home-
Delivered Meal Services)
Conduct in-home assessment of the needs for all Home-Delivered Meal Clients ten business days before or after Service first begins.
Enter Assessment data into Management Information System within two (2) weeks of the intial contact with the client.
In-Home Assessment also required for all potential Clients that require placement on the Home-Delivered Meal Services Waitlist.
100%
Exhibit A (Statement of Work and Attachments),
Section 10.2.4.2 (Congregate Meal Reassessment
Requirements)
Reassessment must be conducted annually for each Congregate Meal Client.
A reassessment must be conducted and entered into the Management Information System during the first quarter (July 1st to September 30th) of each Fiscal Year for all continuing Clients who will receive services that Fiscal Year, regardless of when the last assessment or reassessment was completed.
100%
Exhibit A (Statement of Work and Attachments),
Section 10.3.3.2 (Home-Delivered Meal
Reassessment Requirements)
Reassessment must be conducted for every Home-Delivered Meal Client four (4) times per year on a quarterly basis (i.e., every three (3) months).
A reassessment must be conducted and entered into the Management Information System during first quarter (July 1st to September 30) of each Fiscal Year for all continuing Clients who will receive services that Fiscal Year, regardless of when the last assessment or reassessment was completed.
100%
Conduct required Client Assessments.
Provide ENP Services to the most
Vulnerable and High-Risk Clients.
Conduct required Client Reassessments.
Exhibit A (Statement of Work and Attachments),
Section 10.1.5 (Minimum Services for Vulnerable and
High-Risk Clients)
Attachment 2 (Performance Requirements Summary) Page 2
ATTACHMENT NO. 3
Performance Requirement Reference Standard(s)
Acceptable
Quality Level
(AQL)
Maintain current Home-Delivered Meals
Waiting List
Exhibit A (Statement of Work and Attachments),
Section 10.3.4 (Home-Delivered Meal Wait List
Requirements)
Subrecipient must establish and maintain a monthly Home-Delivered Meal Waiting List in the Management Information System.
Required completion of the Home-Delivered Meal Program Priority of Service Screening Tool to determine priority placement on the Home-Delivered Meal Waiting List. 100%
Provide Emergency Meals to all Home-
Delivered Meal Services Clients.
Exhibit A (Statement of Work and Attachments),
Section 10.4 (Emergency Meal Services
Requirements for Home-Delivered Meal Clients);
Provide a minimum of three (3) shelf-stable meals, per fiscal year, to Home-Delivered Meal Clients sixty (60) years of age or older who are frail and homebound by reason of illness, disability, or isolation.
100%
Call every Home-Delivered Meal Client, age 60 or older, receiving Home-Delivered Frozen Meals once per week. Telephonic attempts or leaving voicemail messages does not qualify as Telephone Reassurance Services.
100%
Call every potential Home-Delivered Meal Client, age 60 or older, on Waiting List once per month. Telephonic attempts or leaving voicemail messages does not qualify as Telephone Reassurance Services. All potential HDM clients are to be contacted regardless of time on wait list.
100%
Food Protection Manager/Food Handler
Certificates must be current.
Exhibit A (Statement of Work and Attachments),
Section 10.16 (Licenses and Certifications for
Services)
Current certification as a Food Protection Manager by the National Restaurant Association -ServSafe® or other recognized organization.
Subrecipient must ensure that required Employees attend ServSafe training and successfully pass examination. Subrecipient must absorb cost of training for Employees that fail examination and are required to take a remedial course.
Employees that are involved in preparation, storage or service in a food facility must 100%
Voluntary Contributions Exhibit A (Statement of Work and Attachments), Section 10.17 (Voluntary Contributions)
Subrecipient will develop and implement a method to enable Clients to contribute to the cost of the Program voluntarily, without coercion, and confidentially.
Subrecipient must develop suggested contribution amount with input from Quality Assurance Committee and post near contribution container.
Client must not be denied Services because of failure or inability to contribute. 100%
Grievance Process Exhibit A (Statement of Work and Attachments), Section 10.18 (Grievance Process)
Subrecipient must develop, implement and maintain a formal procedure for the resolution of complaints from Clients or a Client’s Responsible Other. The grievance process must be consistent with the procedures required in Paragraph 7400 of Title 22 of the California Code of Regulations.
100%
Collaborations Exhibit A (Statement of Work and Attachments), Subparagraph 10.19 (Collaborations)
Subrecipient must form collaborations with County and City of Los Angeles, network of providers and other similar community organizations, Adult Protective Services agencies, law enforcement agencies, and legal services providers in order to ensure comprehensive and coordinated Service Delivery and to prevent unnecessary duplication of Services. 100%
Community Outreach Exhibit A (Statement of Work and Attachments), Section 10.20 (Community Outreach)
Subrecipient must provide Community Outreach, which is defined as actively providing and disseminating Program information to the public on available Services for potential Clients countywide.Subrecipient’s outreach efforts must include, but are not limited to, distribution of information about Services to community members; developing referral sources among providers and community based organizations who work directly with target groups 100%
Provide telephone reassurance to Home-
Delivered Meal Clients.
Exhibit A (Statement of Work and Attachments),
Section 10.5 (Telephone Reassurance Services
Requirements for Home-Delivered Meal Clients)
Attachment 2 (Performance Requirements Summary) Page 3
ATTACHMENT NO. 3
Performance Requirement Reference Standard(s)
Acceptable
Quality Level
(AQL)
Customer Satisfaction Surveys Exhibit A (Statement of Work and Attachments), Section 10.21 (Customer Satisfaction Surveys)
Subrecipient must conduct ongoing Customer Satisfaction Surveys with Clients for each fiscal year and retain all surveys on file and accessible to County for review. The results of the surveys will be used by Subrecipient to make quality improvements in Services provided to Clients.
100%
Emergency Disaster Plan Exhibit A (Statement of Work and Attachments), Section 10.23 (Emergency an Disaster Preparedness)
Subrecipient must have a written Emergency and Disaster Plan on file describing how Services will be maintained during and following the event of a disaster or emergency. The Emergency and Disaster Plan Basic Requirements (Attachment 5 of this Exhibit A) details the minimum requirements of the plan. Subrecipient must update the Emergency and Disaster Plan and submit it to County’s Emergency Coordinator as indicated in Exhibit D (County’s Administration) of the Subaward.
100%
Business Continuity Plan Exhibit A (Statement of Work and Attachments), Section 10.23.10 (Business Continuity Plan)
Subrecipient must develop and have on file a written Business Continuity Plan (BCP) that describes how Subrecipient will reduce the adverse impact of any emergency event or disruption to normal Service delivery, as referenced in Section 10.23.10, to Clients as determined by both the scope of the event (e.g., who and what it affects, and to what extent), and also its duration (e.g., hours, days, months). Subrecipient must make the BCP available to its Staff and any County-approved Lower Tier Subrecipients for reference before, during, and after such emergency event disruption. 100%
Attend County meetings. Exhibit A (Statement of Work and Attachments), Section 4.1 (Meetings)
Subrecipient must attend all meetings called by County or its authorized designee. 100% Ensure that Subrecipient's staff, including employees and volunteers, both existing and new, are properly trained in all areas related to providing ENP Services. 100%
Implement a yearly internal staff training plan developed by the DASSP Subrecipient and approved by County.
100%
Adhere to the mandatory hours of
operation.
Exhibit A (Statement of Work and Attachments),
Section 7.0 (Hours/Days of Work)
Subrecipient's staff must be available to all Clients, potential Clients, referral sources, as well as County at a minimum during normal business hours - five (5) day-a-week (Monday through Friday), eight (8) hours per day for the hours of 8:00 a.m. to 5:00 p.m. (not including County recognized holidays).
100%
Comply with Integrated Pest Management
(“IPM”) requirements.
Exhibit A (Statement of Work and Attachments),
Section 6.8.8 (Integrated Pest Management) and
Section 10.13 (Central Kitchen/Caterer);
Los Angeles County Area Agency on Aging
Foodservice Standard Operating Procedures manual
Subrecipient must adhere to all Integrated Pest Management regulations/instructions in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
Subrecipient must ensure that a pest control operator inspects the facility on a monthly basis.
Subrecipient must keep written Pest Control Reports and weekly pest control activity logs on file and made available for review by County and DASSP Subrecipient. 90%
Congregate Meal site(s) is in compliance
with the HACCP safety and sanitation
standards outlined in the Los Angeles
County Area Agency on Aging Foodservice
Standard Operating Procedures manual
and the requirements of the California
Retail Food Code.
Exhibit A (Statement of Work and Attachments)
Section 10.1.1 and Section 10.13; Los Angeles
County Area Agency on Aging Foodservice Standard
Operating Procedures manual
Subrecipient must provide Services that adhere to California Retail Food Code regulations.
Subrecipient must ensure that the requirements of HACCP and quality assurance programs are enforced at all Congregate Meal Sites.
95%
Provide training to Subrecipient's staff. Exhibit A (Statement of Work and Attachments), Section 6.7 (Training)
Attachment 2 (Performance Requirements Summary) Page 4
ATTACHMENT NO. 3
Performance Requirement Reference Standard(s)
Acceptable
Quality Level
(AQL)
Home-Delivered Meal route HACCP safety
and sanitation standards are met and are in
compliance with the requirements of the
California Retail Code.
Exhibit A (Statement of Work and Attachments),
Section 10.1.1, Section 10.13, Section 10.3.7 and
Section 10.3.8;
Los Angeles County Area Agency on Aging
Foodservice Standard Operating Procedures manual
Subrecipient must provide Services that adhere to California Food Code regulations.
Subrecipient must ensure that the requirements of HACCP and quality assurance programs are enforced at all central kitchens and caterer kitchens.
Meals must be delivered to Client in a manner that that maintains appropriate temperatures and protects them from contamination and within timeframes specified in Exhibit A (Statement of Work and Attachments) and the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. 90%
Provide Program Services and expend
Subaward Sums.
Subaward, Paragraph 3.0 (Work) Subrecipient must provide at least 95% of Services and expend at least 95% of the Subaward Sum allocated for any Fiscal Year under this Subaward as stated in: Paragraph
5.0 (Subaward Sum); Exhibit A (Statement of Work and Attachments), Attachment 2 (Performance Requirements Summary Chart); Budget exhibits; and Mandated Program Services exhibits.
95%
Submit Budget(s) and Mandated Program
Services documents by County's due date.
Subaward, Paragraph 3.0 (Work) At County's request, Subrecipient must complete the Budget and Mandated Program Services documents and submit these documents by the due date as prescribed by County.
100%
Notify County in writing of any change in
name or address of Subrecipient's Project
Manager.
Subaward, Subparagraph 7.2 (Subrecipient's Project
Manager)
Immediately notify County in writing of any change in name or address of Subrecipient's Project Manager or provide such notification within five (5) business days after the change is effective.
100%
Maintain current insurance certifications,
inspection reports, permits, licenses, etc.
and submit to County prior to expiration.
Subaward, Subparagraphs 8.24 (General Provisions
for all Insurance Coverage), 8.25 (Insurance
Coverage) and 9.20.3 (Subaward Compliance
Documents)
Maintain proof of all current and required insurance certifications for Subrecipient and any approved Lower Tier Subrecipient(s), inspection reports, permits and licenses. 100%
Maintain accurate records related to the
Subaward and Program Services.
Subaward, Subparagraph 8.38 (Record Retention,
Inspection and Audit Settlement)
Subrecipient to maintain all required financial records; employment records; supporting Program documents; proprietary data; information related to its performance of the Subaward; the Subaward; Subaward amendments, addendums and/or modifications; and, all applicable laws, regulations, directives, change notices and guidance. 100%
Obtain prior approval before entering into
Lower Tier Subaward(s).
Subaward, Subparagraph 8.40 (Lower Tier
Subawards)
Obtain County's advance written approval prior to entering into a Lower Tier Subaward for any Work by providing a draft copy of the proposed Lower Tier Subaward to County's Contract Manager and allowing County a minimum of two (2) months to complete its review process.
100%
Submit Closeout Reports within due date. Subaward, Subparagraph 9.21.2 (Closeout Reporting Requirements)
The Closeout Report must include the reporting of expenses and accruals incurred through the last day of the Fiscal Year or Program Year. County will notify Subrecipient of the deadline for submission of the Closeout Report.
100%
Attachment 2 (Performance Requirements Summary) Page 5
ATTACHMENT NO. 3
Performance Requirement Reference Standard(s)
Acceptable
Quality Level
(AQL)
Prepare and submit corrective action
plan(s).
2 CFR 200.511
AD Directive CCD-18-03 (Resolution Procedures)
AD Directive CCD-18-09 (Contractor Alert Reporting
Database Procedures)
Submit a corrective action plan(s) at the direction of County and/or County's duly authorized representatives (including, but not limited to, Federal, State and other County agents) within the prescribed timeline.
100%
Prepare and submit audit engagement
letter.
2 CFR 200.501
AD Directive CCD-18-09 (Contractor Alert Reporting
Database Procedures)
AD Directive CCD-18-05 (Audit Requirements)
Submit the audit engagement letter for the single audit by the deadline directed by County. 100% Prepare and submit cost allocation plan. 2 CFR 200.4
AD Directive CCD-18-09 (Contractor Alert Reporting
Database Procedures)
AD Directive CCD-18-01 (Cost Allocation and Indirect
Cost Requirements for AD Subawards)
Submit a cost allocation plan which adheres to the requirements outlined in AD directive CCD-18-01 (Cost Allocation and Indirect Cost Requirements for ADSubawards) within the prescribed timeline.
100%
Attachment 2 (Performance Requirements Summary) Page 6
ATTACHMENT NO. 3
ATTACHMENT 3
Community Focal Point List
CCR Title 22, Article 3, Section 7302(a)(14), 45 CFR Section 1321.53(c), OAA 2006 306(a)
In the form below, provide the current list of designated community focal points and their addresses.
This information must match the total number of focal points reported in the National Aging Program Information System (NAPIS) State Program Report (SPR), i.e., California Aging Reporting System, NAPISCare, Section III.D.
Designated Community Focal Point Address
Alhambra, City of: Joslyn Adult Center 210 North Chapel Avenue Alhambra, CA 91801
Altadena Community Center (AD) 730 East Altadena Drive
Altadena, CA 91001
Altadena Senior Center (AD) 560 East Mariposa Street
Altadena, CA 91001
AltaMed Health Service: California Southland
Chapter
Site 1:
512 South Indiana Street
Los Angeles, CA 90063
Site 2:
4421 Wilshire Boulevard Suite #400
Los Angeles, CA 90010
Armenian Relief Society 518 West Glenoaks Boulevard
Glendale, CA 91202
Antelope Valley Senior Center (AD) 777 West Jackman Street Lancaster, CA 93534
Asian Senior Center (AD) 14112 South Kingsley Drive
Gardena, CA 90249
Avalon Medical Development Corp: Catalina
Island Medical Center
100 Falls Canyon Road
Avalon, CA 90704
Azusa, City of: Azusa Senior Center /Azusa
Recreation & Family Service
Site 1:
740 North Dalton Avenue
Azusa, CA 91702
Site 2:
320 North Orange Place
Azusa, CA 91702
Bet Tzedek Justice for All 3250 Wilshire Boulevard 13th Floor Los Angeles, CA 90010
ATTACHMENT NO. 3
Designated Community Focal Point Address
Burbank, City of : Joslyn Adult Center /Tuttle
Center
Site 1:
1301 West Olive Avenue
Burbank, CA 91506
Site 2:
1731 North Ontario Street
Burbank, CA 91505
Centro Maravilla Service Center (AD) 4716 East Cesar East Chavez Avenue Los Angeles, CA 90022
Cerritos Senior Center 12340 South Street
Cerritos, CA 90703
Chinatown Service Center: Little Tokyo Service
Center /Korean Health Education, Info. &
Research Center
Site 1: 231 East 3rd Street Suite # G106,
Los Angeles, CA 90013
Site 2: 3727 West 6th Street Suite #230
Los Angeles, CA 90020
Site 3: 320 South Garfield Avenue
Suite#202, Alhambra, CA 91801
Claremont, City of: Joslyn Center /Blaisdell
Community Center
Site 1:
660 North Mountain Avenue
Claremont, CA 91711
Site 2:
440 South College Avenue
Claremont, CA 91711
Culver, City of: Culver City Senior Center /
Roxbury Park Community Center
Site 1:
4095 Overland Avenue
Culver City, CA 90232
Site 2:
471 South Roxbury Drive
Beverly Hills, CA 90212
East Los Angeles Senior Center (AD) 133 North Sunol Drive Suite# 237 Los Angeles, CA 90063
East Rancho Dominquez Service Center (AD) 4513 East Compton Boulevard Compton, CA 90221
El Monte, City of: Jack Crippen Multipurpose
Senior Center
3120 North Tyler Avenue
El Monte, CA 91731
ATTACHMENT NO. 3
Designated Community Focal Point Address
Florence/Firestone Service Center (AD) 7807 South Compton Avenue Los Angeles, CA 90001
Gardena, City of 1670 West 162th Street
Gardena, CA 90247
Glendale, City of : Adult Recreation Center /
Sparr Heights Community Center
Site 1:
201 East Colorado Street
Glendale, CA 91205
Site 2:
1613 Glencoe Way,
Glendale, CA 91208
Grandparents As Parents, Inc. : Corporate Office
/ Edelman Court Caregiver Center
Site 1:
22048 Sherman Way #217
Canoga Park, CA 91303
Site 2:
201 Center Plaza Drive – 5th Floor #422
Monterey Park, CA 91754
Human Services Association 6800 Florence Avenue
Bell Gardens, CA 90201
Jewish Family Services: West Hollywood
Comprehensive Service Center /Freda Mohr
Multipurpose Center
Site 1:
7377 Santa Monica Boulevard
West Hollywood, CA 90046
Site 2:
330 North Fairfax Avenue
Los Angeles, CA 90036
Just Rite Community Program 17715 Chatsworth Street, Suite 210 Granada Hills, CA 91344
Long Beach Senior Center 1150 East 4th Street
Long Beach, CA 90802
Los Nietos Senior Center (AD) 11640 East Slauson Avenue Whittier, CA 90606
Norwalk, City of: Senior Center 14040 San Antonio Drive Norwalk, CA 90650
Office of Samoan Affairs 20715 South Avalon Boulevard, Suite# 200, Carson, CA 90746
Pomona, City of: Community Service Department 499 East Arrow Hwy Pomona, CA 91767
Potrero Heights Park Community and Senior
Center (AD)
8051 Arroyo Drive
Montebello, CA 90640
ATTACHMENT NO. 3
Designated Community Focal Point Address
San Fernando, City of: Las Palmas Park 505 South Huntington Street San Fernando, CA 91340
San Gabriel Valley Service Center (AD) 1441 Santa Anita Avenue South El Monte, CA 91733
San Gabriel Valley YWCA 943 North Grand Avenue
Covina, CA 91724
San Pedro Service Center (AD) 769 West Third Street
San Pedro, CA 90731
Santa Anita Family Service 605 South Myrtle Avenue
Monrovia, CA 91016
Santa Clarita Valley Committee on Aging 27180 Golden Valley Road Santa Clarita, CA 91351
Santa Clarita Valley Service Center (AD) 24271 Main Street Newhall, CA 91321
Senior Care Action Network (SCAN) 2501 Cherry Avenue Suite# 380 Signal Hill, CA 90755
South El Monte, City of: Senior Center 1556 Central Avenue South El Monte, CA 91733
Southeast Area Social Service Funding
Authority
10400 Pioneer Boulevard Suite # 9
Santa Fe Springs, CA 90670
Special Services for Groups: Older Adult
Division
515 Columbia Avenue #100
Los Angeles, CA 90017
Torrance, City of: Community Services
Department, Bartlett Senior Center
1339 Post Avenue
Torrance, CA 90501
Torrance South Bay Family YMCA 2900 West Sepulveda Boulevard Torrance, CA 90505
USC/LA Caregiver Resource Center 3715 McClintock Avenue Los Angeles, CA 90089
Watts Labor Community Action Committee:
Bradley Multipurpose Center
10937 South Central Avenue
Los Angeles, CA 90059
West Covina, City of 1444 West Garvey Avenue
West Covina, CA 91793
WISE & Healthy Aging 1527 4th Street, 2nd Floor
Santa Monica, CA 90401
Willowbrook Senior Center (AD) 12915 South Jarvis Avenue Los Angeles, CA 90401
ATTACHMENT NO. 3
Los Angeles County Area Agency on Aging Attachment 4 Agenc
y Name: ______________________________ Client Name: ________________________Date: ____________
UNIVERSAL INTAKE FORM
Funding Identifier:
Title IIIB □ Title C1 □ Title C2 □ Title IIIE □ Title IIIE(G) □ Linkages □
IDENTIFICATION
1a
Applicant Last Name First Name Middle Name GetCare ID # Date of Birth (D.O.B.) Age Social Security # (Optional) Home Address (Number/Street) City State Zip Code
Mailing Address (If different than home address) City State Zip Code Home Phone Work Phone Cell Phone
Email Address
DEMOGRAPHICS
1b
Rural Designation
□ Rural □ Urban □ Declined to State
Unincorporated City
□ Yes □ No □ Declined to State
Sex at birth
□ Male □ Female □ Declined to State
Gender
□ Male □ Female □ Transgender Female to Male
□ Transgender Male to Female □ Genderqueer/ Gender
Non-binary □ Not Listed Please Specify: _________
□ Declined to State
Sexual Orientation
□ Straight/Heterosexual □ Bisexual □ Gay/Lesbian/Same Gender-Loving □ Questioning/Unsure □ Not Listed – Please Specify: _________ □ Declined to State Veteran □ Yes □ No □ Declined to State □ Spouse □ Legal Partner □ Parent □ Child of a Person □ Active Military Personnel □ Declined to State
□ Client consents to this agency and the California Department of Aging transmitting Client’s name, email address, mail
ing address, and mobile telephone number to the California Department of Veterans Affairs (CalVet) only for the purpose of receiving additional information on veterans benefits for which Client may be eligible. Client understands that this consent is valid for 12 months.
Contact the CalVet to determine eligibility for services and supports at www.calvet.ca.gov or 1-800-952-5626.
Race
□ White □ American Indian or Alaska Native □ Chinese □ Japanese □ Filipino □ Korean □ Vietnamese □ Asian Indian □ Laotian □ Cambodian □ Other Asian □ Black or African American □ Guamanian □ Hawaiian □ Samoan □ Other Pacific Islander □ Declined to State Ethnicity □ Not Hispanic/Latino □Hispanic/Latino □ Declined to State Relationship Status □ Single (Never Married) □ Married □ Domestic Partner □ Separated □ Divorced □ Widowed □ Declined to Stat e
ATTACHMENT NO. 3
Agency Name: ______________________________ Client Name: ________________________Date: ____________
1b Cont.
Type of Residence
□ House □ Apartment □ Hotel □ Mobile Home
□ Nursing Home □ Residential Care Home
□ Room and Board □ Homeless □ Other □ Declined to State
Does the individual
□ Rent □ Own □ Other
□ Declined to State
Employment Status
□ Full-time □ Part-time □ Retired □ Unemployed □ Declined to State
Living Arrangement
□ Alone □ Not Alone □ Declined to State
Federal Poverty Guideline (FPG)
Is your income □ At or below 100% FPG
□ Above 100% FPG
□ Declined to State
Primary Language
□ American Sign Language □ Arabic □ Armenian □ Cambodian □ Cantonese □ Chinese □ English □ Farsi □ French □ Korean □ Laotian □ Mandarin □ Japanese □ Russian □ Spanish □ Tagalog □ Thai □ Vietnamese □ Other □ Declined to State
Translation needed □ Yes □ No □ Declined to State
EMERGENCY CONTACTS
2 Contact Last Name First Name Middle
Name
Address (Number/Street) City State Zip Code
Home Phone Work Phone Cell Phone Relationship
Contact Name (Last, First, Middle Initial) – Optional
Address (Number/Street) City State Zip Code
Home Phone Work Phone Cell Phone Relationship
Primary Physician Office Phone
Physician’s Address City State Zip Code
ATTACHMENT NO. 3
Agency Name: _________________________ Client Name: __________________________Date: _______________
BENEFITS
3 Are you currently receiving Social Security
Benefits?
□ Yes □ No □ Declined to State
Do you currently receive Supplemental Security Income
(SSI) Benefits?
□ Yes □ No □ Declined to State
Do you participate in CalFresh (Food Stamps, SNAP, EBT)? □ Yes □ No □ Declined to State
Do you have Health Insurance? □ Yes □No
□ Declined to State
Health Insurer’s Name Policy Number: (Optional)
Do you receive Medi-Cal?
□ Yes □ No □ Declined to State
Medi-Cal # (Optional)
Issue date:
Do you receive Medicare?
□ Yes □ No □ Declined to
State
Do you receive In-Home Supportive Services (IHSS)? □ Yes □ No □ Declined to State Do you receive any additional benefits? (i.e., Veterans Benefits, CAPI, etc.)
REFERRAL
INFORMATION
4 Referral Source
Last Name First Name Phone
Address City State Zip Code
Presenting Problems/Services Requested/Comments/Follow-up:
NUTRITIONAL RISK FACTORS 5
NUTRITIONAL RISK FACTORS
(Add the numbers from each checked box to determine Nutrition Risk Score, if total is 6 or more, participant is at High Nutritional Risk) )
I have an illness or condition that made me change the kind and/or amount of food I eat. 2 □ Yes □ No □ Declined to State I eat fewer than 2 meals per day. 3 □ Yes □ No □ Declined to State I eat few fruits or vegetables or milk products. 2 □ Yes □ No □ Declined to State I have 3 or more drinks of beer, liquor or wine almost every day. 2 □ Yes □ No □ Declined to State I have tooth or mouth problems that make it hard for me to eat. 2 □ Yes □ No □ Declined to State I do not always have enough money to buy the food I need. 4 □ Yes □ No □ Declined to State I eat alone most of the time. 1 □ Yes □ No □ Declined to State I take 3 or more different prescribed or over-the-counter drugs a day. 1 □ Yes □ No □ Declined to State Without wanting to, I have lost or gained 10 pounds in the last 6 months. 2 □ Yes □ No □ Declined to State
I am not always physically able to shop, cook and/or feed myself. 2 □ Yes □ No □ Declined to State Total Nutritional Risk Score
Client is High Risk: □ Yes □ No
□ Decline to State
ATTACHMENT NO. 3
Agency Name: __________________________ Client Name: __________________________Date: _______________
ADL/IADL RISK FACTORS & DISABILITY FACTORS
6 ACTIVITIES OF DAILY LIVING (ADL)/INSTRUMENTAL ACTIVITIES OF DAILY LIVING (IADL) RISK FACTORS & DISABILITY FACTORS (Excluding Title IIIE Caregiver Program) Activities of Daily Living (ADL)
Independent Verbal
Assistance
Some Human
Help
Lots of Human
Help Dependent Declined to
State
Eating □ □ □ □ □ □
Bathing □ □ □ □ □ □
Toileting □ □ □ □ □ □
Transferring □ □ □ □ □ □
Walking □ □ □ □ □ □
Dressing □ □ □ □ □ □
Instrumental Activities of Daily Living (IADL)
Independent Verbal
Assistance
Some Human
Help
Lots of Human
Help Dependent Declined to
State
Meal
Preparation □ □ □ □ □ □
Shopping □ □ □ □ □ □
Med. Mgmt. □ □ □ □ □ □
Money Mgmt. □ □ □ □ □ □
Using Phone □ □ □ □ □ □
Hvy. Housework □ □ □ □ □ □
Lt. Housework □ □ □ □ □ □
Transportation □ □ □ □ □ □
Disability Factors
□ Visually Impaired □ Hearing Impaired □ Speech Impaired □ Physically Impaired □ Walking Aid □ Wheelchair
□ Bedbound □ Memory Impaired □ Depression
□ Cognitively Impaired □ None □ Declined to State
Recent Hospital Discharge □Yes □ No
□ Declined to State
Date of Discharge
Date to Stop Service
Hospital
Diabetic
□ Yes □ No
□ Declined to State
Have you been diagnosed with Alzheimer’s or a related neurological disorder? □ Yes □ No □ Declined to State
ATTACHMENT NO. 3
Agency Name: __________________________ Client Name: __________________________Date: _______________ TITLE IIIE CARE RECEIVER CAREGIVERS’ DEMOGRAPHICS
7 TITLE IIIE CARE RECEIVER / CAREGIVER DEMOGRAPHICS
Please make additional copies of Section 7 & 8 if more than one Care Receiver Caregiver
Relationship:
□ Husband □ Wife □ Domestic Partner □ Son/Son-in-Law □ Daughter/Daughter-in-Law □ Grandparent □Other Relative □Sister □Brother □Parent/Parent-in-Law □ Non- Relative
□ Declined to State
Care Receiver Last Name
First Name
Middle
Name
Care Receiver GetCare ID #
Address (Number & Street) City State Zip Code
Rural Designation
□ Rural □ Urban □ Declined to State
Unincorporated City
□ Yes □ No □ Declined to State
Home Phone
Work Phone
Cell Phone
Emergency Contact Phone
Date of Birth (D.O.B.) Age Gender □ Male □ Female □ Declined to State
Social Security # (Optional) Email Address
Veteran
□ Yes □ No □ Declined to State
Spouse of Veteran
□ Yes □ No □ Declined to State
Race
□ White □ American Indian or Alaska Native □ Chinese □ Japanese □ Filipino □ Korean □ Vietnamese □ Asian Indian □ Laotian □ Cambodian □ Other Asian □ Black or African American □ Guamanian □ Hawaiian □ Samoan □ Other Pacific Islander □ Declined to State Ethnicity
□ Not Hispanic/Latino □ Hispanic/Latino □ Declined to State Relationship Status
□ Single (Never Married) □ Married □ Domestic Partner □ Separated □ Divorced □ Widowed □ Declined to State
Type of Residence
□ House □ Apartment □ Hotel □ Mobile Home
□ Nursing Home □ Residential Care Home □ Room and
Board □ Homeless □ Other □ Declined to State
Does the individual
□ Rent □ Own
□ Other
□ Declined to State
Living Arrangement
□ Alone
□ Not Alone
□ Declined to State
Receive In-Home Supportive Services (IHSS)?
□ Yes □ No
□ Declined to State
Federal Poverty Guideline (FPG)
Is your Care Receiver income
□ At or below 100% FPG
□ Above 100% FPG □ Declined to State
Have Health Insurance?
□ Yes □ No
□ Declined to State
Receive Medicare?
□ Yes □ No
□ Declined to State
Receive Social Security?
□ Yes □ No
□ Declined to State
Receive Medi-Cal?
□ Yes □ No
□ Declined to State
ATTACHMENT NO. 3
Agency Name: ___________________________Client Name: __________________________Date: _______________
TITLE IIIE CARE RECEIVER ADL/IADL RISK FACTORS & DISABILITY FACTORS 8 TITLE IIIE CARE RECEIVER ACTIVITIES OF DAILY LIVING (ADL)/
INSTRUMENTAL ACTIVITIES OF DAILY LIVING (IADL) RISK FACTORS & DISABILITY FACTORS
Activities of Daily Living (ADL) (Grandchildren exempt)
Independent Verbal
Assistance
Some Human
Help
Lots of Human
Help Dependent Declined to State
Eating □ □ □ □ □ □
Bathing □ □ □ □ □ □
Toileting □ □ □ □ □ □
Transferring □ □ □ □ □ □
Walking □ □ □ □ □ □
Dressing □ □ □ □ □ □
Instrumental Activities of Daily Living (IADL) (Grandchildren exempt) Independent Verbal
Assistance
Some Human
Help
Lots of Human
Help Dependent Declined to State
Meal
Preparation □ □ □ □ □ □
Shopping □ □ □ □ □ □
Med. Mgmt. □ □ □ □ □ □
Money Mgmt. □ □ □ □ □ □
Using Phone □ □ □ □ □ □
Hvy. Housework □ □ □ □ □ □
Lt. Housework □ □ □ □ □ □
Transportation □ □ □ □ □ □
Disability Factors
□ Visually Impaired □ Hearing Impaired □ Speech Impaired □ Physically Impaired □ Walking Aid □ Wheelchair □ Bedbound □ Memory Impaired □ Depression □ Cognitively Impaired □ None □ Declined to State
Diabetic
□Yes □ No
□ Declined to State
Has Care Receiver been diagnosed with Alzheimer’s or a related neurological disorder? □ Yes □ No □ Declined to State
ATTACHMENT NO. 3
Agency Name: __________________________ Client Name: __________________________Date: _______________
CERTIFICATION
9 CERTIFICATION
(To be completed by Interviewer and signed by Client)
I certify that the information on this form, provided to me by the client, is accurate and true to the best of my abilities. I also certify that I have informed the Client that this information may be shared with other providers for the purpose of providing services. Client signature establishes agreement to services.
Completed by (Print Name)
Phone
Signature
Date
Client Name (Print)
Client Signature
Date
UIF (Revised July 2024)
DISENROLLMENT
10 REASON FOR DISENROLLMENT Date of disenrollment:
□ Deceased □ Moved Out of Service Area □ No Longer Desires Services □ No Longer SNF Certifiable □ No Longer Medi-Cal Eligible □ Institutionalization □ High Cost of Services □ Won’t Follow Care Plan □ On Hold □ Service No Longer Needed □ Past Active □ On Waiting List □ Other Reason
NOTES:
Thank you for completing the Universal Intake Form (UIF). As the aging population grows and funding remains limited, it is vital to capture this critical information to reinforce and substantiate the increased demand for older adult services. This information will assist the Los Angeles County Area Agency on Aging (AAA) in identifying unmet needs, effectively developing plans, and better coordinate services to meet your needs.
ATTACHMENT NO. 3
ATTACHMENT 5
Attachment 5 Elderly Nutrition Program (ENP) SOW Page 1 of 3 Emergency and Disaster Plan Basic Requirements
A. Emergency and Disaster Plan Mission and Introductory Statement The mission and introductory statement could be the local Office of Emergency Services (OES) statement, or an expansion of it. The mission and introductory statement should include the following elements:
How the agency will maintain the continuity of agency services to program recipients during and following disaster and emergency events. How the agency will advocate on behalf of older individuals, and their family caregivers within their PSA, to assure that the special needs of older individuals are adequately met, during and following the event.
The agency’s mission and introductory statemen t might also include how the agency will:
Assist older individuals and their family caregivers, who may have additional needs resulting from a disaster or an emergency event.
Provide information and assistance to stakeholders on how to be prepared to meet their own needs during and following the event.
Focus on resuming services as quickly as possible following the event. Collaborate with local disaster preparedness partners to coordinate services for older individuals and their family caregivers within their PSA. Prepare for a change in both service demands and in the individual needs of clients currently being served by the agency’s network.
B. Business Continuity Plan
Develop a Business Continuity Plan (BCP) for your agency to ensure that your mission c
an be carried out. The BCP should:
Provide a brief statement describing the plan for service-continuity following a disaster
if normal resources are unavailable or demand exceeds capacity. List any MOU or vendor agreements that are in place to provide emergency back- up for operations or key resources.
Have a copy of each signed agreement in an appendix to the plan and on a data- storage device, and review and revise the agreements on an annual basis to assure they remain current.
Include a contingency plan for staff that are absent or unable to complete their assigned duties.
Include a system to track emergency expenditures, since they may be reimbursable
Emphasize communications, backup systems for data, emergency service delivery options, community resources, and transportation.
ATTACHMENT NO. 3
ATTACHMENT 5
Attachment 5 Elderly Nutrition Program (ENP) SOW Page 2 of 3 C. Emergency Response Organization Chart
The chart should include the name, title, and contact information of staff involved in disaster and emergency related activities. Outline the relationships and responsibilities for each person responsible for each function:
Management – who will take charge, delegate responsibilities, and provide overall direction?
Operations – who will perform the actions required to get people to safety, restore services, and meet needs or help with recovery? Planning – who will gather information and communicate assessments about the emergency and related needs?
Logistics – who will obtain resources that operations may require? Finance – who will track expenditures, hours worked, and document events as they occur?
D. Roster of Critical Local Contacts in an Emergency
Include a roster of all contact/agency resources for your Planning and Service Area.
The roster should include at least the following:
Local OES contact information for each county/city within the PSA. First responders and law enforcement agencies (Fire, Police, Sheriff). Hospitals in the service area.
American Red Cross and other private relief organizations. Community disaster preparedness groups, such as Volunteer Organizations Active in Disasters (VOAD).
Telephone or communication tree, individuals on the Agency’s Disaster Preparedness Organizational Chart, and order of contact priority. Media – local news/emergency broadcast radio and television stations. Any additional contacts as appropriate for your community (Ministerial Alliance/Council of Churches).
Citizen-band clubs or HAM radio operators.
Roster of Critical Local Contacts in an Emergency (Sample) Agency Name:_________ County/City:_________ Roster Date:________ Agency Contact
Name/Title
Contact Telephone
Numbers
Contact Email
Address
Example:
Local Office of
Emergency
Services
Joe Cool, Director
of Special Needs
Populations
Work:
Cell:
Fax:
Home:
[email protected]
ATTACHMENT NO. 3
ATTACHMENT 5
Attachement 5 Elderly Nutrition Program (ENP) SOW Page 3 of 3 E. Communication Plan
The communication plan should include at least the following: first responders, agency staff, service providers, community partners, media, volunteers, clients , local Office of Emergency Services, and the AAA Emergency Coordinator.
Communication Plan (Sample)
(Earthquake scenario used as an example – other scenarios can be substituted) Who How What When Where Why
Who needs to know How will the
message be
communicated
What
message
do you
want to
convey to
them
When do they
need to
know or what
is the
date/time for
the
information
Where are
the areas
affected,
providers
affected,
geographic
area,
locations of
services
Why do they
need this
information
Service Providers Telephone,
email, cellular
phone
Location
of elderly
and
disabled
shelter
locations
Dates
shelters are
expected to
be in
operation
Address
and contact
information
for shelters
Regular
shelters are
not available
for special
needs
victims
ATTACHMENT NO. 3
ATTACHMENT 6
SITE EMERGENCY RESOURCE SURVEY
Organization Name: _____________________________________________________ Organization Address: ___________________________________________________ Organization Emergency Coordinator’s Name: ________________________________ Organization Emergency Coordinator’s Phone Number: _________________________ After Hours or Cell Phone Number: ________________________________________ Organization Emergency Coordinator Email Address: ___________________________
1. Given the need to shelter people (especially older individuals and individuals with disabilities) in the community following a major disaster, could your facility provide temporary shelter space for one or two days?
____Yes ___No ___Maybe (w/ training & support)
If different from the address listed above, please attach the address of each facility to this survey.
2. If you answered “Yes,” to question number 1, how many people can you accommodate? (Please check your best estimate)
___ 1 to 25 ___26 to 50 ___ 51 to 75 ___76 to100 ___101 or more (please specify: )
3. In an emergency or disaster, what resources (or supplemental services) could your organization provide? Check all that apply.
_____ Counseling Services _____ Emergency Power/Generator _____ Temporary Housing _____ Emergency First Aid
_____ Home/Neighborhood Cleanup _____ Volunteers
_____ Site for Food/Water _____ Kitchen/Cooking Facilities _____ Storage Distribution _____ Other (please indicate below):
ATTACHMENT NO. 3
Attachment 6 (Site Emergency Resource Survey) Page 2
4. Following a major emergency or disaster, could your facility assist in transporting older individuals and individuals with disabilities to disaster services? ____ Yes (assuming the resources are not in use) ___ No
If you responded “Yes”, what transportation resources does your organization have? Please enter quantity of potentially available transportation resources.
___ Passenger Sedan(s) ___ Vans (Passenger or Cargo) ___ Trucks (Including Pickups) ___ Vans with Wheelchair Lifts ___ Other (please indicate below):
5. Please indicate the support that your organization could provide with language translation, including sign language, at disaster service centers. List languages (other than English):
6. Given the community that your organization serves, would you be able to help in assessing the needs of older individuals in that community or neighborhood following an emergency or disaster?
___ Yes ___ No ___ Maybe (depending on resources at the time) Please indicate the names of the areas, neighborhoods, or communities where you would be able to assess the needs of older individuals?
ATTACHMENT NO. 3
Attachment 6 (Site Emergency Resource Survey) Page 3
For organizations that provide meal services:
1. Please indicate the type of meal services that your organization provides. Check all that apply.
____ Congregate Meals ____ Home-delivered Meals
2. Given your resources, could your organization expand meal services following an emergency or disaster to meet the needs in the community? ____ Yes ___ No
If yes, provide the following information for each site that will be able to have expanded meal services:
Site Name: ______________________________________________________ Site Address: _____________________________________________________ Site Number: _____________________________________________________ Site Emergency Coordinator Name: ___________________________________ Site Emergency Coordinator After Hours or Cell Phone Number: ____________ Site Emergency Coordinator E-mail: ___________________________________
After completing this survey, please send an electronic copy to Michael Gavigan, AAA Emergency Coordinator, at [email protected]
*It is the responsibility of the AAA Contractor to contact the AAA Emergency Coordinator or designee if there are any changes to the survey. An updated and completed survey must be provided.
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Subaward Number:
Subrecipient's Legal Name:
[Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter] TITLE III C-1 PROGRAM SERVICES (CONGREGATE MEAL SERVICES) 2025-26
ENP252607
City of Pomona
ATTACHMENT 7 (SITE SUMMARY)
[Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter] Authorized Representative
2052
Ext.
909-62-3211
Phone Number
City Manager
Job Title
Community Services Manager/Recreation
Coordinator
91767
499 E Arrow Hwy
Main Administrative Office Address
PO Box 660
Pomona
City
Pomona
91767
Zip Code
CA
State
Ca
Prefix
(2)
ADDRESS AND PUBLIC
PHONE NUMBER
(3)
SITE PHONE
NUMBER
(A)
CONGREGATE MEAL SITE
(1)
NAME
Mr./Ms.
Zip Code
[email protected] Gutierrez
Mailing Address (if different from above) City
Prefix E-Mail Address
Mr./Ms.
Job Title
[email protected]/[email protected]
Primary/Secondary Contact for Program
Adrian Valdez/Aura Lopez 909-620-2056
Phone Number
2056
Ext. E-Mail Address
State
N/A 12:00pm499 E Arrow Hwy, Pomona CA
91767 909-620-2324
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter Number] [Enter Number] [Enter] [Enter]
[Enter]
N/A 12:00pm
Palomares Park
Washington Park
(C)
DAYS/HOURS OF OPERATION [NOTE 1]
(2)
PHONE
NUMBER
[Enter]
(1)
NAME
(B)
SITE MANAGER
LUNCH
[NOTE 4]
BREAKFAST
[NOTE 3]
(1)
BUSINESS
OPERATIONS
[NOTE 2]
(2)
MEAL SERVICES
DINNER
[NOTE 5]
[Enter Address] [Enter Number] [Enter Name]
N/A
865 E Grand Avenue, Pomona
CA 91766 909-620-2305 Olinda Lytle 909-802-7732 Monday-Friday 10:00am-2:00pm
Marilyn Martinez-Santos 909-620-2324 Monday-Friday
10:00am-2:00pm
N/A
[Enter][Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter]
[Enter Site Name]
[Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Address] [Enter Number] [Enter Name]
[Enter Number] [Enter] [Enter] [Enter]
[Enter Site Name]
[Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter Number] [Enter Number] [Enter] [Enter]
[Enter][Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter] [Enter] [Enter]
[Enter Site Name]
[Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter Number] [Enter] [Enter]
[Enter][Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Address] [Enter Number] [Enter Name]
[Enter Number] [Enter] [Enter] [Enter]
[Enter Site Name]
[Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter Number] [Enter Number] [Enter] [Enter]
[Enter][Enter Site Name]
[Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] [Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number] [Enter] [Enter] [Enter][Enter Site Name] Note 1: Use the following information to complete this section:
Note 2: Enter the days and hours of operation during which the site is open for business.
Note 3: Enter the days and hours during which the site serves meals for breakfast. If the site does not provide breakfast then enter “Not Applicable” or “N/A”.
Note 4: Enter the days and hours during which the site serves meals for lunch. If the site does not provide lunch then enter “Not Applicable” or “N/A”.
Note 5: Enter the days and hours during which the site serves meals for dinner. If the site does not provide dinner then enter “Not Applicable” or “N/A”. [Enter] [Enter] [Enter][Enter Address] [Enter Number] [Enter Name] [Enter Number] [Enter Number][Enter Site Name] ATTACHMENT NO. 3
(HOME -DELIVERED MEAL (HDM) PROGRAM
TELEPHONE REASSURANCE LOG )
SUBRECIPIENT : STAFF/VOLUNTEER :
MONTH:
DATE OF
CALL
DATE OF
LAST
CONTACT
NAME OF CLIENT TELEPHONE
NUMBER
HDM
ROUTE
#
MEAL
STATUS OUTCOME
COMMENTS Hot (H)
Frozen (F)
Waiting
List (WL)
Contact (C)
No Contact (NC)
Left Message
(LM)
ATTACHMENT NO. 3
HOME-DELIVERED MEAL PROGRAM
PRIORITY OF SERVICE SCREENING TOOL
Direction: Please use the tool below to determine priority of service for Home -Delivered Meals (HDM) Clients. Existing Clients must be reassessed in-home every six (6) months. HDM Waiting List Clients must be reassessed on a monthly basis by phone and in-home during the 3rd and 9th month of initial assessment.
CLIENT: PHONE:
OTHER CONTACT: PHONE:
RELATIONSHIP TO CLIENT:
CLIENT STATUS: ☐ Active Client ☐ On HDM Waiting List TOOL
SECTION
UIF
SECTION RISK FACTOR POINTS
A 1 Living Arrangements
Client lives alone without help – 3 pts.
Client lives with others without help – 2 pts.
Client lives with others with help – 1 pt.
Client lives alone with help 4 hours/day or less – 1 pt.
B 1 Client’s income is at or below 100% FPG – 1pt.
C 3 Client is on SSI – 1 pt.
D 5 Nutritional Risk Factors (total nutritional risk score on UIF) E 6 ADL Risk Factors (1 pt. each activity requiring assistance, 6 pts. max.) F 6 IADL Risk Factors (1 pt. each activity requiring assistance, 6 pts. max.) G 6 Disability Factors
Visually impaired – 1 pt.
Hearing impaired 1 pt.
Speech impaired- 1 pt.
Physical impairment – 1 pt.
Client uses walking aids- 1 pt.
Client is in wheelchair – 2 pts.
Client is bedbound – 3 pts
Memory impaired – 1 pt.
Depression – 1 pt.
Cognitively impaired – 2 pts.
H 6 Client was recently discharged from the hospital – 2 pts.
Hospital:
Date of Discharge: Date to Stop Service:
I TOTAL SCORE:
In case of HDM Waiting Lists, clients with greatest need (priority rate 1) are served first.
PRIORITY RATE
(Check one that applies)
TOTAL SCORE
☐ 1 High 10+
☐ 2 Average 6-9
☐ 3 Low Less than 6
Completed by: ____________________________________________ Date: _______________________ Method of Assessments (Check One): ☐ In-Home Assessment ☐ Telephone ATTACHMENT NO. 3
HOME-DELIVERED MEAL PROGRAM
PRIORITY OF SERVICE SCREENING TOOL INSTRUCTIONS
PURPOSE
All HDM Clients and Clients on the HDM Waiting List must be assessed by using the HDM Program Priority of Service Screening Tool to prioritize HDM Clients with the greatest critical needs. The initial screening establishes a weight factor to determine priority placement on the HDM Waiting List.
PROCEDURES
Each Section mus
t be given a value which corresponds to point value established on the Universal Intake Form (UIF).
SECTION A: LIVING ARRANGEMENTS
Refer to the UIF Section number 1, Client Demographics, and Standard Operating Procedures (SOP) HDM Client In - Home Assessment (HDM-3), under Client, item number 4.
SECTION B: CLIENT’S INCOME IS BELOW 100% FPG
Refer to the UIF Section number 1, Client Demographics.
SECTION C: CLIENT IS ON SSI
Refer to the UIF Section number 3, Benefits.
SECTION D: NUTRITIONAL RISK FACTORS
Refer to the UIF Section number 5, Nutritional Risk.
SECTION E: ACTIVITIES OF DAILY LIVING (ADL) RISK FACTORS Refer to the UIF Section number 6, Activities of Daily Living (ADL).
SECTION F: INSTRUMENTAL ACTIVITIES OF DAILY LIVING (IADL) RISK FACTORS Refer to the UIF Section number 6, Instrumental Activities of Daily Living (IADL).
SECTION G: DISABIILITY FACTORS
Refer to UIF Section number 6, ADL/IADL Risk Factors and Disability Factors.
SECTION H: CLIENT WAS RECENTLY DISCHARGED FROM THE HOSPITAL:
Refer to the SOP: Physician Certification of Need (Form HDM-23), the HDM Client In-Home Assessment (Form HDM- 24), Telephone Reassurance Calls Script (Form HDM- 26), and HDM Telephone Reassurance Call Log (Form HDM-27).
SECTION I: TOTAL SCORE
Add Points to each Section.
PRIORITY RATE
Check one box for the Priority Rate that corresponds to the total score. The priority of service will be given to the Clients with the highest total score.
SIGNATURE AND DATE
The staff that completes the form must sign, date, and check the method of the assessment in the box that applies.
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
(5) Funding Amount for Equipment (Other) reflected as SF must match the Equipment (Other) Funding Amount reflected in Exhibit C1.1 (Mandated Program Services), Section I (Units of Service Summary). (6) Grand Total Funding Amount under Column (F) Total Funding Amount must match Grand Total Funding Amount reflected in Exhibit C1.1 (Mandated Program Services), Section I (Units of Service Summary), Column (E) Funding Amount.
[Enter] -$
- $ - $
COUNTY USE ONLY
Assigned Program Analyst:
Assigned Contract Analyst:
Jorge Pena Equipment Purchase(s) Approved by: N/A
Lynn Tran
[Enter]
NOTE:
(1) The SSY1 for each Service Category must match the SSY1 Cash Other reflected in Exhibit C1.1 (Mandated Program Services), Section I (Units of Service Summary) for each Service Category. (2) The SF for each Service Category must match the SF reflected in Exhibit C1.1 (Mandated Program Services), Section I (Units of Service Summary) for each Service Category. (4) Funding Amount for Equipment (Purchase(s)) reflected under SSY1 and SF must match the Equipment (Purchase(s)) Funding Amount reflected in Exhibit C1.1 (Mandated Program Services), Section I (Units of Service Summary).
Grand Total (6)
[Enter]
39,107$ 384,500 $ - $
Equipment (Purchases) (4)
99-620-2311
Phone Number
Community Services Manager
(2)
IN-KIND
Phone Number
533,611$
(F)
TOTAL
FUNDING
(B+C+D+E)
[Enter]
(2)
IN-KIND
Project Manager
Mr.
Stephanie Carbajal
Prefix Budget Analyst Job Title
Ms.
(1)
CASH
Job Title
(A)
SERVICE CATEGORY
(B)
SUBAWARD SUM
YEAR 1
(SSY1) (1)
(1)
CASH
OTHER
(2)
CASH
NSIP
384,500 $
(1)
CASH
[Enter]
SUBRECIPIENT'S FUNDS (SF) (2)
(C)
MATCH (3)
(D)
NON-MATCH
(E)
PROGRAM
INCOME
Modification Number: N/A
[email protected] 2039
2052 [email protected]
Prefix
Anita Scott
Ext. E-Mail AddressAuthorized Representative
City Manager
Job Title
Ms.
Mike Osoff
E-Mail AddressExt.Prefix
All Congregate Meals N/A
-$
Management Analyst 909-620-2005
(3)
TOTAL
FUNDING
3.92$
(1)
SSY1
10.10$ 110,004$
2005 [email protected]
Phone Number Ext. E-Mail Address
PROGRAM FUNDING SUMMARY
[Enter] [Enter] 14.02$
Older Americans Act Title III C-1
One (1)
EXHIBIT B1.1 (BUDGET)
Ca 91766
Zip CodeState
State
CA 91767
CONGREGATE MEAL SERVICES
2025-2026
Select Region
City of Pomona
ENP252607
Subrecipient's Legal Name:
505 S Garey Ave
Main Administrative Office Address
Pomona
Mailing Address (if different from above) City Zip Code N/A
(3) The minimum required total mach is twelve percent (12%) of SSY1.
ALL COSTS REPORTED ON THIS BUDGET MUST BE ALLOWABLE, NECESSARY, AND REASONABLE FOR THE PROGRAM SERVICES TO BE PROVIDED.
Lynn Tran Date: 9/30/2025
[Enter] N/A
Budget Reviewed and Approved by:
Equipment (Other) (5)
(G)
UNIT RATE
City
P.O Box 660 Pomona
(2)
SF
- $ 110,004$ 533,611$
(1)
CASH
39,107$
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
Community Service Specialist I 100% 1,292$ 12 15,500$ $015,500$ 15,500$ 22,200$ 22,200$
21,000$ - $ - $ 21,000$ 12 22,200$
$0
Recreation Supervisor 10% 9,211$ 12 11,053$ - $ Recreation Coordinator 20% 6,482$ 12 15,556$
$0
Site Manager-Community Service
Specialist II 100% 1,850$
Site Manager-Community Service
Specialist II 100% 1,833$ 12 22,000$ $022,000$ 22,000$ 11,053$ 11,053$ $0
Community Service Specialist III 100% 2,042$ 24,510$ $015,556$ - $ 15,556$
12 24,510$ 24,510$
CONGREGATE MEAL SERVICES
2025-2026
Older Americans Act Title III C-1
(A)
POSITION TITLE (1)
(B)
% OF TIME
ON
PROGRAM
(2)
(C)
MONTHLY
SALARY
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
AMOUNT
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
I. BUDGET DETAIL - PERSONNEL
DIRECT
Community Service Manager-Project
Manager 2% 20,834$ 12 5,000$ $05,000$ 5,000$ Community Service Specialist I 100% 1,750$ 12 21,000$ [Enter title]
Community Service Specialist I 100% 1,675$ 12 20,100$ 24,000$
Community Service Specialist I 100% 1,750$ 12 21,000$ 21,000$ - $ 20,100$ $0
Office Assitant I 100% 2,000$ 12
[Enter title]
- $
20,100$ - $
24,000$
Select Region
ENP252607
N/A Modification Number: N/A
24,000$ $0
$0
21,000$ $0
City of Pomona
Exhibit B1.1 (Budget) Page 2
ATTACHMENT NO. 3
(A)
POSITION TITLE (1)
(B)
% OF TIME
ON
PROGRAM
(2)
(C)
MONTHLY
SALARY
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
AMOUNT
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
I. BUDGET DETAIL - PERSONNEL
(2): If an individual's time is allocated to multiple Program Services, that individual's time must not exceed 100% when his/her time is totaled for Congregate Meal Services, Home-Delivered Meal Services, and Telephone Reassurance Services.
[Complete as
needed]
[Complete as
needed]
[Complete as
needed] -$
Do indirect costs exceed the fifteen percent (15%) maximum? (5): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). 212,015$ $0
NOTE:
(1): Enter the title of each position. List all mandatory staffing positions noted in Exhibit A (Statement of Work and Attachments). If a mandatory position is performed by staff under a different position/payroll title then list both the position title noted in Exhibit A (Statement of Work and Attachments) and the payroll title (e.g., Project Director/Recreation Director). (3): Enter the amount of funding that Subrecipient will use to fund any portion of the total cost for taxes. (4): Enter the amount of funding that Subrecipient will use to fund any portion of the total cost for benefits.
GRAND TOTAL
GRAND TOTAL PERSONNEL 212,014$ 90,405$ 110,004$ - $ - $ - $ 11,606$ Indirect Costs (Personnel)
[Complete as
needed] (5)
[Complete as
needed]
[Complete as
needed]
201,919$ $0
- $ - $ 11,606$ 212,015$ $0
INDIRECT
(4) (4) 553$ 10,096$ $0
TOTAL DIRECT PERSONNEL 212,014$ 90,405$ 110,004$ 10,096$ 4,305$ 5,238$ (4) Taxes [Enter Rate] (3) (3)
SUBTOTAL DIRECT PERSONNEL 201,919$ 86,100$ 104,766$ - $ (3) (3) (3) (3)
- $ - $ 11,053$
[Enter title]
- $
Benefits 5.00%
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
Exhibit B1.1 (Budget) Page 3
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
NOTE:
(1): When using volunteer services as an in-kind match to meet the minimum required match, this in-kind match must not exceed more than fifty percent (50%) of the minimum required match. For example, if volunteer services total $2,000 and the minimum required match is $1,500 then a maximum of $750 of volunteer services will count toward meeting the minimum required match. Additionally, Subrecipient does not have to change the amount of volunteer services reflected as in-kind match since only a portion of it may be counted toward meeting the minimum required match. Using the previous example, Subrecipient may reflect $2,000 (as opposed to $750) as in-kind match for volunteer services but only $750 of this amount will be counted toward meeting the minimum required match.
GRAND TOTAL
GRAND TOTAL VOLUNTEERS - $ - $ - $ - $ $0
INDIRECT
Indirect Costs (Volunteers)
[Complete
as needed]
[Complete as
needed]
[Complete as
needed]
TOTAL DIRECT VOLUNTEERS - $ - $ - $ - $ $0 [Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
(G)
MATCH (1)
(H)
NON-MATCH
DIRECT
City of Pomona
[Enter title]
[Enter title]
CONGREGATE MEAL SERVICES
N/A Modification Number:
2025-2026
(B*C*D*E) (1)
IN-KIND
(1)
IN-KIND
(G + H) (F - I)
II. BUDGET DETAIL - VOLUNTEERS
(A)
POSITION TITLE
(B)
NUMBER
OF
POSITIONS
(C)
% OF TIME
ON PROGRAM
(D)
MONTHLY
SALARY
EQUIVALENT
(E)
NO. OF
MONTHS
(F)
TOTAL
SALARY
EQUIVALENT
SF (I)
TOTAL
IN-KIND
Older Americans Act Title III C-1
Select Region
ENP252607
N/A
(J)
VARIANCE
Exhibit B1.1 (Budget) Page 4
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
(1) Effective January 1, 2025, County’s approved mileage rate is $0.66 per mile and State's mileage rate is available online at: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Reimbursement for mileage must not exceed the lesser of County's rate and State's rate. (2): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). - $ - $ - $ - $ $0 NOTE:
Do indirect costs exceed the fifteen percent (15%) maximum?
GRAND TOTAL
GRAND TOTAL VOLUNTEER
EXPENSES - $ - $ - $ - $ [Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed] Indirect Costs (Volunteer Expenses) (2)
- $ - $ - $ - $ $0
INDIRECT
TOTAL DIRECT VOLUNTEER
EXPENSES - $ - $ - $ - $ [Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
DIRECT
Training
Mileage (Cost/Mile) (1)
(A)
DESCRIPTION
(B)
UNIT COST
(C)
NUMBER OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
ENP252607
N/A Modification Number: N/A
City of Pomona
III. BUDGET DETAIL - VOLUNTEER EXPENSES
CONGREGATE MEAL SERVICES
2025-2026
Older Americans Act Title III C-1
Select Region
Exhibit B1.1 (Budget) Page 5
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
IV. BUDGET DETAIL - SUBAWARD(S)/SUBCONTRACT(S) FOR CATERED FOOD (A)
LOWER TIER
SUBRECIPIENT'S/SUBCONTRACTOR(S)
NAME (1)
(C)
UNIT COST
(D)
NO. OF
UNITS
(E)
NO. OF
MONTHS
(C*D*E) (F - K)
All Congregate Meals 4.91 $ 4,991 294,095$ 294,095$ $012 (J)
PROGRAM
INCOME
(1)
CASH
(B)
SERVICE CATEGORY
(G)
SSY1
SF(F)
TOTAL COSTS
(K)
TOTAL FUNDING
(L)
VARIANCE
- $ - $
[Complete as
needed]
294,095$ - $ 294,095$ - $ - $ - $ - $ - $ - $ - $
INDIRECT
294,095$ 294,095$
(1): Use this Budget Detail to report Lower Tier Subaward(s)/Subcontract(s) with caterers by entering the name of the caterer. The information provided herein must be included in Exhibit T (List of Lower Tier Subawards). Subrecipient must obtain prior written approval from County before executing Subaward(s).
(2): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column G (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval).
Do indirect costs exceed the fifteen percent (15%) maximum? Indirect Costs
(Lower Tier Subaward(s)/Subcontract(s) for Catered Food)
TOTAL DIRECT LOWER TIER
SUBAWARD(S)/SUBCONTRACT(S) FOR CATERED FOOD - $
GRAND TOTAL LOWER TIER
SUBAWARD(S)/SUBCONTRACT(S) FOR CATERED FOOD
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
GRAND TOTAL
(2)
NOTE:
294,095$ $0- $
294,095$ $0
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(2)
CASH
NSIP
(G+H+I+J)
(I)
NON-MATCH
(1)
CASH
OTHER
(H)
MATCH
Select Description
Select Description
[Enter caterer's name] Select Description
[Enter caterer's name]
[Enter caterer's name]
Select Description
CONGREGATE MEAL SERVICES
Trio Community Meals
[Enter caterer's name] Select Description
[Enter caterer's name]
[Enter caterer's name] Select Description
294,095$
DIRECT
2025-2026
Older Americans Act Title III C-1
ENP252607
N/A Modification Number: N/A
City of Pomona
Exhibit B1.1 (Budget) Page 6
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
NOTE:
Do indirect costs exceed the fifteen percent (15%) maximum? (1)
- $ TOTAL DIRECT RAW FOOD
DIRECT
All Congregate Meals
(1): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval).
INDIRECT
GRAND TOTAL
Indirect Costs (Raw Food)
$0GRAND TOTAL RAW FOOD -$ - $ - $ - $ - $ - $ - $ - $ -$ [Complete as
needed]
-$ $0
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
-$ - $ - $ - $ - $ - $ - $ [Complete as
needed]
CONGREGATE MEAL SERVICES
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
V. BUDGET DETAIL - RAW FOOD
(A)
SERVICE CATEGORY
(B)
UNIT COST
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(2)
IN-KIND
(1)
CASH
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(E)
TOTAL COSTS
SF(F)
SSY1
(J)
TOTAL FUNDING
(K)
VARIANCE
(B*C*D) (1)
CASH
OTHER
(2)
CASH
NSIP
(1)
CASH
2025-2026
Older Americans Act Title III C-1
Select Region
ENP252607
N/A Modification Number: N/A
City of Pomona
Exhibit B1.1 (Budget) Page 7
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
[Enter name and description]
[Enter name and description]
(1): Please submit supporting documentation with this Budget for any unit cost, which exceeds $2.00 per square foot, that will be supported by the SSY1. (2): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). - $ - $ - $ - $ $0 NOTE:
Do indirect costs exceed the fifteen percent (15%) maximum?
GRAND TOTAL
GRAND TOTAL SPACE - $ - $ - $ - $ [Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed] Indirect Costs (Space) (2)
- $ - $ - $ - $ $0
INDIRECT
TOTAL DIRECT SPACE - $ - $ - $ - $ [Enter name and description]
[Enter name and description]
[Enter name and description]
[Enter name and description]
[Enter name and description]
[Enter name and description]
DIRECT
(A)
NAME OF LOCATION AND DESCRIPTION
(B)
UNIT COST
(1)
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL
COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
N/A Modification Number: N/A
City of Pomona
VI. BUDGET DETAIL - SPACE
CONGREGATE MEAL SERVICES
2025-2026
Older Americans Act Title III C-1
Select Region
ENP252607
Exhibit B1.1 (Budget) Page 8
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
NOTE:
- $ $0
GRAND TOTAL
TOTAL DIRECT EQUIPMENT - $ - $ - $ - $ - $ - $ - $ [Enter description] Select
[Enter description] Select
[Enter description] Select
[Enter description] Select
[Enter description] Select
Select
CONGREGATE MEAL SERVICES
(A)
DESCRIPTION (1)
(B)
EQUIPMENT
TYPE
(2) or (3)
(C)
UNIT COST
(D)
NO. OF
UNITS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I)
(1) County's approval of Subrecipient's Budget does not constitute approval for Subrecipient to purchase the Equipment/Asset. Prior approval is needed for all computing devices, regardless of cost (including but not limited to, workstations, servers, laptops, personal digital assistants, notebook computers, tablets, smartphones and cellphones) as well as all portable electronic storage media, regardless of cost (including but not limited to, thumb/flash drives and portable hard drives), and/or when Subrecipient will use $500 or more of the SSY1 to purchase the Equipment/Asset.
Subrecipient shall obtain prior written approval from County at least thirty (30) days in advance of the date/time that Subrecipient intends to purchase the Equipment using CSY2 and no later than March 31st of the Fiscal Year.
Equipment must be ordered or purchased no later than May 31st of the Fiscal Year.
Subrecipient must submit a minimum of three (3) bids when requesting approval for Equipment that is $500 or more.
Subrecipient must ensure that the description and amount of the Equipment purchase(s) on the Budget are the same as the actual item(s) purchased.
The Grand Total Equipment purchase amount reflected under column (F) CSY2 shall match the total equipment amount reflected in the Mandated Program Services, Section I (Service Unit Summary). (2) Purchase includes any equipment that Subrecipient intends to purchase. Subreciept must report this using any combination of SSY1, Match Cash, and Non-match Cash. (3) Other includes any equipment (except for leased equipment) which is not purchased by Subrecipient (e.g. donated items). Subrecipient must report this using any combination of Match In-kind and/or Non-match In-kind. 2025-2026
Older Americans Act Title III C-1
Select Region
ENP252607
N/A Modification Number: N/A
City of Pomona
VII. BUDGET DETAIL - EQUIPMENT
(K)
VARIANCE
(E - J)
DIRECT
[Enter description] Select
[Enter description]
Exhibit B1.1 (Budget) Page 9
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Materials and Supplies (2 CFR 200.453 & 45 CFR 75.453) 50.00 $ 100 1 5,000$ $05,000 $ 5,000$ Professional Services (2 CFR 200.459 & 45 CFR 75.459) 83.33 $ 1 12 1,000$ $01,000 $ 1,000$ 5,851 $ 5,851$ $0
Maintenance and Repairs (2 CFR 200.452 & 45 CFR
75.452) 487.58 $ 1 12 5,851$
2,000 $ 2,000$ $0
Materials and Supplies (2 CFR 200.453 & 45 CFR 75.453) 708.33 $ 1 12 8,500$ $08,500 $ 8,500$ 101 12 800$
Materials and Supplies (2 CFR 200.453 & 45 CFR 75.453) 166.67 $ 1 12 2,000$ Memberships, Subscriptions and Professional Activities (2 CFR 200.454 & 45 CFR 75.454) 800.00 $ 2 1 1,600$
Travel (Mileage) (2 CFR 200.474 & 45 CFR 75.474) (4) 0.66 $ $01,600 $ 1,600$
800$ 800$ $0
2,750 $ 2,750$ $0
DIRECT
Publication and Printing (2 CFR 200.461 & 45 CFR 75.461) 916.67 $ 1 3 2,750$ (A)
DESCRIPTION (1)
(B)
UNIT COST
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
Select Region
One (1)
ENP252607
N/A Modification Number: N/A
City of Pomona
VIII. BUDGET DETAIL - OTHER COSTS
CONGREGATE MEAL SERVICES
2025-2026
Older Americans Act Title III C-1
Exhibit B1.1 (Budget) Page 10
ATTACHMENT NO. 3
(A)
DESCRIPTION (1)
(B)
UNIT COST
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
(4): Effective January 1, 2025, County’s approved mileage rate is $0.66 per mile and State's mileage rate is available online at: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Reimbursement for mileage must not exceed the lesser of County's rate and State's rate. (5): Subrecipient must obtain prior written approval from County if utilizing SSY1 for Travel (Other).(6): Subrecipient must contact their assigned Contract Analyst if there is a cost(s) that Subrecipient would like to add that is not included in the drop down list. Subrecipient must provide detailed explanation of the cost to County review.
(7): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). (6)
[Complete
as needed]
[Complete
as needed]
[Complete
as needed]
[Complete as
needed] Indirect Costs (Other Costs)
NOTE:
(6)
(6)
(6)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
(1): Allowable costs are identified in accordance with Title 2 Code of Federal Regulations (CFR) Part 200 and Title 45 Code of Federal Regulations (CFR) Part 75. (2): Subrecipient must obtain prior written approval from County if utilizing SSY1 for Conferences. (3): Subrecipient must provide the following information to your assigned Contract Analyst: (a) Kind of equipment, (b) Indicate whether the equipment lease is program specific or a shared cost, (c) If a shared cost, provide the cost distribution methodology for County review and (d) Length of the lease. - $ - $ 27,501 $ 27,501$ $0
Do indirect costs exceed the fifteen percent (15%) maximum?
GRAND TOTAL
GRAND TOTAL OTHER COSTS 27,501$ - $ - $ - $ [Complete
as needed] (7)
- $ - $ 27,501 $ 27,501$ $0
INDIRECT
TOTAL DIRECT OTHER COSTS 27,501$ - $ - $ - $ Exhibit B1.1 (Budget) Page 11
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
2 CONGREGATE MEAL SERVICES
2025-2026
Older Americans Act Title III C-1
Select Region
ENP252607
N/A Modification Number: N/A
City of Pomona
IX. BUDGET SUMMARY
(A)
COST CATEGORIES
(B)
COSTS (1)
(C)
FUNDING CATEGORIES
(D)
FUNDING (1)
(1)
Total Budgeted Costs
Cash NSIP
(SSY1) -$
(1)
Total Budgeted Costs
DIRECT
1 Personnel
Cash Other
(SSY1) 90,405$
1 SSY1
Cash Other
(SSY1) 384,500$
Volunteers In-Kind (SF)
-$
3 Volunteer Expenses
Cash (SF)
121,610$
In-Kind (SF)
-$
Cash (SF)
-$
In-Kind (SF)
-$
2 Subtotal 384,500$
4 Lower Tier Subaward(s)/Subcontract(s) for
Catered Food
Cash Other
(SSY1) 294,095$
Cash NSIP
(SSY1) -$
Cash (SF)
-$
Match
In-Kind (SF)
-$
Cash (SF) 110,004$
-$ In-Kind (SF)
Cash Other
(SSY1) -$
5 Raw Food
Cash Other
(SSY1) -$
3 Non-Match
6 Space
Cash Other
(SSY1) -$
In-Kind (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
Cash (SF) -$
Cash NSIP
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
7 Equipment
Cash Other
(SSY1) -$
4 Program Income
8 Other Costs
In-Kind (SF)
-$
Cash (SF) 39,107$
Cash (SF)
-$
In-Kind (SF)
-$
Cash Other
(SSY1) -$
Cash (SF)
27,501$
Cash Other
(SSY1) 384,500$
Cash NSIP
(SSY1) -$
Cash NSIP
(SSY1) -$ 9 Subtotal Direct Costs Cash Other
(SSY1) 384,500$
5 Subtotal Funding for
Direct Costs
Cash (SF)
149,111$
Variance (Costs-Funding)
Cash
In-Kind
Cash (SF)
149,111$
In-Kind (SF)
-$
In-Kind (SF)
-$
Exhibit B1.1 (Budget) Page 12
ATTACHMENT NO. 3
IX. BUDGET SUMMARY
(A)
COST CATEGORIES
(B)
COSTS (1)
(C)
FUNDING CATEGORIES
(D)
FUNDING (1)
(1)
Total Budgeted Costs
(1)
Total Budgeted Costs
11 21 12
INDIRECT
10 Personnel
Cash Other
(SSY1) -$
6 SSY1Volunteers
12 Volunteer Expenses Cash (SF)
Match
-$
In-Kind (SF)
-$
Cash Other
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
In-Kind (SF)
-$
Cash Other
(SSY1) -$
In-Kind (SF) -$
Cash (SF) -$
13 Lower Tier Subaward(s)/Subcontract(s) for
Catered Food
Cash Other
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
7 14 Raw Food
Cash Other
(SSY1) -$
8 Non-Match
15 Space
Cash Other
(SSY1) -$
In-Kind (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
Cash (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
Cash (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
16 Other Costs
Cash Other
(SSY1) -$
9 Program Income
Cash Other
(SSY1) -$
Cash (SF)
-$
Cash (SF)
-$
17 Subtotal Indirect Costs
Cash Other
(SSY1) -$
10 Subtotal Funding for
Indirect Costs
In-Kind (SF)
-$
Subrecipeint meets minimum match requirement. Match Met NOTE:
(1): Costs and Funding must match.
In-Kind (SF)
-$
In-Kind (SF)
-$
GRAND TOTAL COSTS
533,611$
GRAND TOTAL FUNDING
533,611$
20 Total Costs
Cash Other
(SSY1) 384,500$
11 Total Funding
Cash Other
(SSY1) 384,500$
Cash NSIP
(SSY1)
Variance (Costs-Funding) $0
-$
Cash NSIP
(SSY1) -$
Cash (SF)
149,111$
Cash (SF)
149,111$
GRAND TOTAL
In-Kind (SF)
-$
Variance (Costs-Funding)
Cash
In-Kind
Exhibit B1.1 (Budget) Page 13
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
(3) Match is optional and is not required for MOCA funding.
ALL COSTS REPORTED ON THIS BUDGET MUST BE ALLOWABLE, NECESSARY, AND REASONABLE FOR THE PROGRAM SERVICES TO BE PROVIDED.
Lynn Tran Date: 9/30/2025
[Enter] N/A
Budget Reviewed and Approved by:
Equipment (Other) (5)
(G)
UNIT RATE
City
P.O. Box 660 Pomona
(2)
SF
- $ - $ 78,000$
(1)
CASH
[Enter]
Modernizing Older Californians Act (MOCA)
One (1)
EXHIBIT B1.2 (BUDGET)
CA 91766
Zip CodeState
State
CA 91769
CONGREGATE MEAL SERVICES
2025-2026
N/A
City of Pomona
ENP252607
Subrecipient's Legal Name:
505 S Garey Ave
Main Administrative Office Address
Pomona
Mailing Address (if different from above) City Zip Code N/A
E-Mail AddressExt.Prefix
All Congregate Meals N/A
-$
Management Analyst 909-620-2005
(3)
TOTAL
FUNDING
[Enter]
(1)
SSY1
10.10$ [Enter]
2005 [email protected]
Phone Number Ext. E-Mail Address
PROGRAM FUNDING SUMMARY
[Enter] [Enter] 10.10$
Modification Number: N/A
[email protected] 2039
2052 [email protected]
Prefix
Anita Scott
Ext. E-Mail AddressAuthorized Representative
City Manager
Job Title
Ms.
Mike Osoff
78,000 $
(1)
CASH
[Enter]
SUBRECIPIENT'S FUNDS (SF) (2)
(C)
OPTIONAL MATCH (3)
(D)
NON-MATCH
(E)
PROGRAM
INCOME
Project Manager
Mr.
Stephanie Carbajal
Prefix Budget Analyst Job Title
Ms.
(1)
CASH
Job Title
(A)
SERVICE CATEGORY
(B)
SUBAWARD SUM
YEAR 1
(SSY1) (1)
(1)
CASH
OTHER
(2)
CASH
NSIP
[Enter]
- $ 78,000 $ - $
Equipment (Purchases) (4)
[Enter Number]
Phone Number
Community Service Manager
(2)
IN-KIND
Phone Number
78,000$
(F)
TOTAL
FUNDING
(B+C+D+E)
[Enter]
(2)
IN-KIND
(5) Funding Amount for Equipment (Other) reflected as SF must match the Equipment (Other) Funding Amount reflected in Exhibit C1.2 (Mandated Program Services), Section I (Units of Service Summary). (6) Grand Total Funding Amount under Column (F) Total Funding Amount must match Grand Total Funding Amount reflected in Exhibit C1.2 (Mandated Program Services), Section I (Units of Service Summary), Column (E) Funding Amount.
[Enter] -$
- $ - $
COUNTY USE ONLY
Assigned Program Analyst:
Assigned Contract Analyst:
Jorge Pena Equipment Purchase(s) Approved by: N/A
Lynn Tran
[Enter]
NOTE:
(1) The SSY1 for each Service Category must match the SSY1 Cash Other reflected in Exhibit C1.2 (Mandated Program Services), Section I (Units of Service Summary) for each Service Category. (2) The SF for each Service Category must match the SF reflected in Exhibit C1.2 (Mandated Program Services), Section I (Units of Service Summary) for each Service Category. (4) Funding Amount for Equipment (Purchase(s)) reflected under SSY1 and SF must match the Equipment (Purchase(s)) Funding Amount reflected in Exhibit C1.2 (Mandated Program Services), Section I (Units of Service Summary).
Grand Total (6)
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
N/A
One (1)
ENP252607
N/A Modification Number: N/A
City of Pomona
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
I. BUDGET DETAIL - PERSONNEL
DIRECT
See Exhibit "B1.1"
CONGREGATE MEAL SERVICES
2025-2026
Modernizing Older Californians Act (MOCA)
(A)
POSITION TITLE (1)
(B)
% OF TIME
ON
PROGRAM
(2)
(C)
MONTHLY
SALARY
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
AMOUNT
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
Exhibit B1.2 (Budget) Page 2
ATTACHMENT NO. 3
I. BUDGET DETAIL - PERSONNEL
(A)
POSITION TITLE (1)
(B)
% OF TIME
ON
PROGRAM
(2)
(C)
MONTHLY
SALARY
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
AMOUNT
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
SUBTOTAL DIRECT PERSONNEL -$ -$ - $ - $ (3) (3) (3) (3)
- $ - $ - $
[Enter title]
- $
Benefits [Enter Rate] (4) (4) (4)
Taxes [Enter Rate] (3) (3)
Indirect Costs (Personnel)
[Complete as
needed] (5)
[Complete as
needed]
[Complete as
needed]
-$ $0
- $ - $ - $ -$ $0
INDIRECT
(4) (4) (4)
TOTAL DIRECT PERSONNEL -$ -$ - $ (2): If an individual's time is allocated to multiple Program Services, that individual's time must not exceed 100% when his/her time is totaled for Congregate Meal Services, Home-Delivered Meal Services, and Telephone Reassurance Services.
[Complete as
needed]
[Complete as
needed]
[Complete as
needed] -$
Do indirect costs exceed the fifteen percent (15%) maximum? (5): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). -$ $0
NOTE:
(1): Enter the title of each position. List all mandatory staffing positions noted in Exhibit A (Statement of Work and Attachments). If a mandatory position is performed by staff under a different position/payroll title then list both the position title noted in Exhibit A (Statement of Work and Attachments) and the payroll title (e.g., Project Director/Recreation Director). (3): Enter the amount of funding that Subrecipient will use to fund any portion of the total cost for taxes. (4): Enter the amount of funding that Subrecipient will use to fund any portion of the total cost for benefits.
GRAND TOTAL
GRAND TOTAL PERSONNEL -$ -$ - $ - $ - $ - $ - $ Exhibit B1.2 (Budget) Page 3
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
CONGREGATE MEAL SERVICES
N/A Modification Number:
2025-2026
(B*C*D*E) (1)
IN-KIND
(1)
IN-KIND
(G + H) (F - I)
II. BUDGET DETAIL - VOLUNTEERS
(A)
POSITION TITLE
(B)
NUMBER
OF
POSITIONS
(C)
% OF TIME
ON PROGRAM
(D)
MONTHLY
SALARY
EQUIVALENT
(E)
NO. OF
MONTHS
(F)
TOTAL
SALARY
EQUIVALENT
SF (I)
TOTAL
IN-KIND
Modernizing Older Californians Act (MOCA)
N/A
One (1)
ENP252607
N/A
(J)
VARIANCE
(G)
MATCH (1)
(H)
NON-MATCH
DIRECT
City of Pomona
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
[Enter title]
INDIRECT
Indirect Costs (Volunteers)
[Complete
as needed]
[Complete as
needed]
[Complete as
needed]
TOTAL DIRECT VOLUNTEERS - $ - $ - $ - $ $0 NOTE:
(1): When using volunteer services as an in-kind match to meet the minimum required match, this in-kind match must not exceed more than fifty percent (50%) of the minimum required match. For example, if volunteer services total $2,000 and the minimum required match is $1,500 then a maximum of $750 of volunteer services will count toward meeting the minimum required match. Additionally, Subrecipient does not have to change the amount of volunteer services reflected as in-kind match since only a portion of it may be counted toward meeting the minimum required match. Using the previous example, Subrecipient may reflect $2,000 (as opposed to $750) as in-kind match for volunteer services but only $750 of this amount will be counted toward meeting the minimum required match.
GRAND TOTAL
GRAND TOTAL VOLUNTEERS - $ - $ - $ - $ $0 Exhibit B1.2 (Budget) Page 4
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
ENP252607
N/A Modification Number: N/A
City of Pomona
III. BUDGET DETAIL - VOLUNTEER EXPENSES
CONGREGATE MEAL SERVICES
2025-2026
Modernizing Older Californians Act (MOCA)
N/A
One (1)
(A)
DESCRIPTION
(B)
UNIT COST
(C)
NUMBER OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
DIRECT
Training
Mileage (Cost/Mile) (1)
[Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
[Enter description of other expenses]
- $ $0
INDIRECT
TOTAL DIRECT VOLUNTEER
EXPENSES - $ - $ - $ - $ [Enter description of other expenses]
Indirect Costs (Volunteer Expenses) (2)
- $ - $ - $
(1) Effective January 1, 2025, County’s approved mileage rate is $0.66 per mile and State's mileage rate is available online at: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Reimbursement for mileage must not exceed the lesser of County's rate and State's rate. (2): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). - $ - $ - $ - $ $0 NOTE:
Do indirect costs exceed the fifteen percent (15%) maximum?
GRAND TOTAL
GRAND TOTAL VOLUNTEER
EXPENSES - $ - $ - $ - $ [Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
Exhibit B1.2 (Budget) Page 5
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
2025-2026
Modernizing Older Californians Act (MOCA)
N/A
One (1)
ENP252607
N/A Modification Number: N/A
City of Pomona
CONGREGATE MEAL SERVICES
Trio Community Meals
[Enter caterer's name] Select Description
[Enter caterer's name]
[Enter caterer's name] Select Description
78,000$
DIRECT
[Enter caterer's name] Select Description
[Enter caterer's name]
[Enter caterer's name]
Select Description
Select Description
Select Description
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(G+H+I+J)
(I)
NON-MATCH
(1)
CASH
OTHER
(H)
MATCH
(1): Use this Budget Detail to report Lower Tier Subaward(s)/Subcontract(s) with caterers by entering the name of the caterer. The information provided herein must be included in Exhibit T (List of Lower Tier Subawards). Subrecipient must obtain prior written approval from County before executing Subaward(s). (2): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column G (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval).
Do indirect costs exceed the fifteen percent (15%) maximum? Indirect Costs
(Lower Tier Subaward(s)/Subcontract(s) for Catered Food)
TOTAL DIRECT LOWER TIER
SUBAWARD(S)/SUBCONTRACT(S) FOR CATERED FOOD - $
GRAND TOTAL LOWER TIER
SUBAWARD(S)/SUBCONTRACT(S) FOR CATERED FOOD
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
GRAND TOTAL
(2)
NOTE:
78,000$ $0- $
78,000$ $0- $
[Complete as
needed]
78,000$ - $ 78,000$ - $ - $ - $ - $ - $ - $
INDIRECT
78,000$ 78,000$
IV. BUDGET DETAIL - SUBAWARD(S)/SUBCONTRACT(S) FOR CATERED FOOD (A)
LOWER TIER
SUBRECIPIENT'S/SUBCONTRACTOR(S)
NAME (1)
(C)
UNIT COST
(D)
NO. OF
UNITS
(E)
NO. OF
MONTHS
(C*D*E) (F - K)
All Congregate Meals 4.91 $ 1,324 78,000$ 78,000$ $012 (J)
PROGRAM
INCOME
(1)
CASH
(B)
SERVICE CATEGORY
(G)
SSY1
SF(F)
TOTAL COSTS
(K)
TOTAL FUNDING
(L)
VARIANCE
Exhibit B1.2 (Budget) Page 6
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
NOTE:
2025-2026
Modernizing Older Californians Act (MOCA)
N/A
One (1)
ENP252607
N/A Modification Number: N/A
City of Pomona
V. BUDGET DETAIL - RAW FOOD
(A)
SERVICE CATEGORY
(B)
UNIT COST
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(2)
IN-KIND
(1)
CASH
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(E)
TOTAL COSTS
SF(F)
SSY1
(J)
TOTAL FUNDING
(K)
VARIANCE
(B*C*D) (1)
CASH
OTHER
(1)
CASH
CONGREGATE MEAL SERVICES
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
-$ $0
[Complete as
needed]
[Complete as
needed]
[Complete as
needed]
-$ - $ - $ - $ - $ - $ [Complete as
needed]
DIRECT
All Congregate Meals
(1): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval).
INDIRECT
GRAND TOTAL
Indirect Costs (Raw Food)
$0GRAND TOTAL RAW FOOD -$ - $ - $ - $ - $ - $ - $ -$ [Complete as
needed]
Do indirect costs exceed the fifteen percent (15%) maximum? (1)
- $ TOTAL DIRECT RAW FOOD
Exhibit B1.2 (Budget) Page 7
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
N/A Modification Number: N/A
City of Pomona
VI. BUDGET DETAIL - SPACE
CONGREGATE MEAL SERVICES
2025-2026
Modernizing Older Californians Act (MOCA)
N/A
One (1)
ENP252607
(A)
NAME OF LOCATION AND DESCRIPTION
(B)
UNIT COST
(1)
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL
COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
[Enter name and description]
[Enter name and description]
DIRECT
[Enter name and description]
[Enter name and description]
[Enter name and description]
$0
INDIRECT
TOTAL DIRECT SPACE - $ - $ - $ - $ [Enter name and description]
[Complete
as needed] Indirect Costs (Space) (2)
- $ - $ - $ - $
[Enter name and description]
[Enter name and description]
(1): Please submit supporting documentation with this Budget for any unit cost, which exceeds $2.00 per square foot, that will be supported by the SSY1. (2): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). - $ - $ - $ - $ $0 NOTE:
Do indirect costs exceed the fifteen percent (15%) maximum?
GRAND TOTAL
GRAND TOTAL SPACE - $ - $ - $ - $ [Complete
as needed]
[Complete
as needed]
[Complete
as needed]
[Complete
as needed]
Exhibit B1.2 (Budget) Page 8
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
(1) County's approval of Subrecipient's Budget does not constitute approval for Subrecipient to purchase the Equipment/Asset. Prior approval is needed for all computing devices, regardless of cost (including but not limited to, workstations, servers, laptops, personal digital assistants, notebook computers, tablets, smartphones and cellphones) as well as all portable electronic storage media, regardless of cost (including but not limited to, thumb/flash drives and portable hard drives), and/or when Subrecipient will use $500 or more of the SSY1 to purchase the Equipment/Asset.
Subrecipient shall obtain prior written approval from County at least thirty (30) days in advance of the date/time that Subrecipient intends to purchase the Equipment using CSY2 and no later than March 31st of the Fiscal Year.
Equipment must be ordered or purchased no later than May 31st of the Fiscal Year.
Subrecipient must submit a minimum of three (3) bids when requesting approval for Equipment that is $500 or more.
Subrecipient must ensure that the description and amount of the Equipment purchase(s) on the Budget are the same as the actual item(s) purchased.
The Grand Total Equipment purchase amount reflected under column (F) CSY2 shall match the total equipment amount reflected in the Mandated Program Services, Section I (Service Unit Summary). (2) Purchase includes any equipment that Subrecipient intends to purchase. Subreciept must report this using any combination of SSY1, Match Cash, and Non-match Cash. (3) Other includes any equipment (except for leased equipment) which is not purchased by Subrecipient (e.g. donated items). Subrecipient must report this using any combination of Match In-kind and/or Non-match In-kind. 2025-2026
Modernizing Older Californians Act (MOCA)
N/A
One (1)
ENP252607
N/A Modification Number: N/A
City of Pomona
VII. BUDGET DETAIL - EQUIPMENT
(K)
VARIANCE
(E - J)
DIRECT
[Enter description] Select
[Enter description]
(J)
TOTAL
FUNDING
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I)
CONGREGATE MEAL SERVICES
(A)
DESCRIPTION (1)
(B)
EQUIPMENT
TYPE
(2) or (3)
(C)
UNIT COST
(D)
NO. OF
UNITS
(E)
TOTAL COSTS
(F)
SSY1
SF
[Enter description] Select
Select
[Enter description] Select
[Enter description] Select
[Enter description] Select
NOTE:
- $ $0
GRAND TOTAL
TOTAL DIRECT EQUIPMENT - $ - $ - $ - $ - $ - $ - $ [Enter description] Select
Exhibit B1.2 (Budget) Page 9
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
N/A
One (1)
ENP252607
N/A Modification Number: N/A
City of Pomona
VIII. BUDGET DETAIL - OTHER COSTS
CONGREGATE MEAL SERVICES
2025-2026
Modernizing Older Californians Act (MOCA)
(A)
DESCRIPTION (1)
(B)
UNIT COST
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
- $
DIRECT
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Select Description (2) (3) (4) (5)
Exhibit B1.2 (Budget) Page 10
ATTACHMENT NO. 3
(A)
DESCRIPTION (1)
(B)
UNIT COST
(C)
NO. OF
UNITS
(D)
NO. OF
MONTHS
(E)
TOTAL COSTS
(F)
SSY1
SF (J)
TOTAL
FUNDING
(K)
VARIANCE
(G)
MATCH
(H)
NON-MATCH
(I)
PROGRAM
INCOME
(B*C*D) (1)
CASH
OTHER
(1)
CASH
(2)
IN-KIND
(1)
CASH
(2)
IN-KIND
(1)
CASH
(F+G+H+I) (E - J)
- $ - $ - $ - $ $0
INDIRECT
TOTAL DIRECT OTHER COSTS - $ - $ - $ - $ (1): Allowable costs are identified in accordance with Title 2 Code of Federal Regulations (CFR) Part 200 and Title 45 Code of Federal Regulations (CFR) Part 75. (2): Subrecipient must obtain prior written approval from County if utilizing SSY1 for Conferences. (3): Subrecipient must provide the following information to your assigned Contract Analyst: (a) Kind of equipment, (b) Indicate whether the equipment lease is program specific or a shared cost, (c) If a shared cost, provide the cost distribution methodology for County review and (d) Length of the lease. - $ - $ - $ - $ $0 Do indirect costs exceed the fifteen percent (15%) maximum?
GRAND TOTAL
GRAND TOTAL OTHER COSTS - $ - $ - $ - $ [Complete
as needed] (7)
Select Description (2) (3) (4) (5)
(6)
Select Description (2) (3) (4) (5)
(6)
(6)
(4): Effective January 1, 2025, County’s approved mileage rate is $0.66 per mile and State's mileage rate is available online at: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. Reimbursement for mileage must not exceed the lesser of County's rate and State's rate. (5): Subrecipient must obtain prior written approval from County if utilizing SSY1 for Travel (Other).(6): Subrecipient must contact their assigned Contract Analyst if there is a cost(s) that Subrecipient would like to add that is not included in the drop down list. Subrecipient must provide detailed explanation of the cost to County review.
(7): The maximum reimbursable amount allowable for indirect costs is fifteen percent (15%) of Subrecipient's modified total direct cost reflected under Column F (SSY1 Cash Other). Indirect costs in excess of the fifteen percent (15%) maximum may be budgeted as a match in-kind contribution and used to meet the match requirement (subject to County's prior written approval). (6)
[Complete
as needed]
[Complete
as needed]
[Complete
as needed]
[Complete as
needed] Indirect Costs (Other Costs)
NOTE:
Exhibit B1.2 (Budget) Page 11
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Supervisorial District:
Subaward Number:
Amendment Number:
Subrecipient's Legal Name:
2 Variance (Costs-Funding)
Cash
In-Kind
Cash (SF)
-$
In-Kind (SF)
-$
In-Kind (SF)
-$
Cash Other
(SSY1) 78,000$
Cash NSIP
(SSY1) -$
Cash NSIP
(SSY1) -$ 9 Subtotal Direct Costs Cash Other
(SSY1) 78,000$
5 Subtotal Funding for
Direct Costs
Cash (SF)
-$
Cash (SF) -$
Cash (SF)
-$
In-Kind (SF)
-$
Cash Other
(SSY1) -$
Cash (SF)
-$
7 Equipment
Cash Other
(SSY1) -$
4 Program Income
8 Other Costs
In-Kind (SF)
-$
In-Kind (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
Cash (SF) -$
Cash NSIP
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
5 Raw Food
Cash Other
(SSY1) -$
3 Non-Match
6 Space
Cash Other
(SSY1) -$
2 Subtotal 78,000$
4 Lower Tier Subaward(s)/Subcontract(s)
for Catered Food
Cash Other
(SSY1) 78,000$
Cash NSIP
(SSY1) -$
Cash (SF)
-$
Match
In-Kind (SF)
-$
Cash (SF) -$
-$ In-Kind (SF)
Cash Other
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
Cash (SF)
-$
In-Kind (SF)
-$
City of Pomona
IX. BUDGET SUMMARY
(A)
COST CATEGORIES
(B)
COSTS (1)
(C)
FUNDING CATEGORIES
(D)
FUNDING (1)
(1)
Total Budgeted Costs
Cash NSIP
(SSY1) -$
(1)
Total Budgeted Costs
DIRECT
1 Personnel
Cash Other
(SSY1) -$
1 SSY1
Cash Other
(SSY1) 78,000$
Volunteers In-Kind (SF)
-$
3 Volunteer Expenses
CONGREGATE MEAL SERVICES
2025-2026
Modernizing Older Californians Act (MOCA)
One (1)
ENP252607
N/A Modification Number: N/A
Exhibit B1.2 (Budget) Page 12
ATTACHMENT NO. 3
IX. BUDGET SUMMARY
(A)
COST CATEGORIES
(B)
COSTS (1)
(C)
FUNDING CATEGORIES
(D)
FUNDING (1)
(1)
Total Budgeted Costs
(1)
Total Budgeted Costs
11 21 12
Cash NSIP
(SSY1) -$
Cash (SF)
-$
Cash (SF)
-$
GRAND TOTAL
In-Kind (SF)
-$
Variance (Costs-Funding)
Cash
In-Kind
NOTE:
(1): Costs and Funding must match.
In-Kind (SF)
-$
In-Kind (SF)
-$
GRAND TOTAL COSTS
78,000$
GRAND TOTAL FUNDING
78,000$
20 Total Costs
Cash Other
(SSY1) 78,000$
11 Total Funding
Cash Other
(SSY1) 78,000$
Cash NSIP
(SSY1)
Variance (Costs-Funding) $0
-$
Cash Other
(SSY1) -$
Cash (SF)
-$
Cash (SF)
-$
17 Subtotal Indirect Costs
Cash Other
(SSY1) -$
10 Subtotal Funding for
Indirect Costs
In-Kind (SF)
-$
Cash (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
16 Other Costs
Cash Other
(SSY1) -$
9 Program Income
In-Kind (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
Cash (SF) -$ Cash (SF)
-$
In-Kind (SF)
-$
14 Raw Food
Cash Other
(SSY1) -$
8 Non-Match
15 Space
Cash Other
(SSY1) -$
13 Lower Tier Subaward(s)/Subcontract(s)
for Catered Food
Cash Other
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
7 Match
-$
In-Kind (SF)
-$
Cash Other
(SSY1) -$
Cash (SF)
-$
In-Kind (SF)
-$
In-Kind (SF)
-$
Cash Other
(SSY1) -$
In-Kind (SF) -$
Cash (SF) -$
10 Personnel
Cash Other
(SSY1) -$
6 SSY1Volunteers
12 Volunteer Expenses Cash (SF)
INDIRECT
Exhibit B1.2 (Budget) Page 13
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
2052
Ext.
2039
Phone Number Ext.
2005
Phone Number Ext.
City
Congregate Meal Services
2025-26
Older Americans Act Title III C-1
Select Region
ENP252607
City of Pomona
N/A N/AModification Number:
One (1)
Budget Analyst Job Title E-Mail Address
Pomona CA 91769
Management Analyst 909-620-2005 [email protected] Mailing Address (if different from above) City State Zip Code Prefix Authorized Representative Job Title
EXHIBIT C1.1 (MANDATED PROGRAM SERVICES)
Subrecipient's Legal Name:
P.O. Box 660
City Manager [email protected]
State Zip Code
505 S Garey Ave Pomona CA 91766
Main Administrative Office Address
E-Mail Address
Ms. Anita Scott 909-620-2311
Phone Number
Community Services Manager [email protected]
Prefix Project Manager Job Title E-Mail Address
Mr. Mike Osoff 909-620-2039
Ms. Stephanie Carbajal
Prefix
MPS Reviewed and Approved by: Jorge Pena Date: 9/30/2025
COUNTY USE ONLY
Assigned Program Analyst: Jorge Pena
Assigned Contract Analyst: Lynn Tran
ATTACHMENT NO. 3
Program Services:
Fiscal Year:
Funding Type:
Los Angeles County Region:
Supervisorial District:
Subaward Number:
Amendment Number:
Equipment (Other) (9)
NOTE:
(1) Please Enter the total number of unduplicated clients that will be served by your agency. Unduplicated clients are individuals who meet the eligibility requirements outlined in Exhibit A (Statement of Work and Attachments). These individuals are counted only once within a FY for reporting purposes.
All Congregate Meals
[Enter Approved
Amount]
38,069
38,069
384,500$
14.02$
138
GRAND TOTAL SERVICES/FUNDING 138 38,069 533,611$ SF (7)
(Cash and In-Kind)
Total (4)
(5) The Total and Grand Total amounts under column (E) Funding Amount must match the Total and Grand Total amounts reflected in Exhibit B1.1 (Budget) (cover page) column (F) Total Funding.
(9) Enter the amount of equipment (other) that is reflected in Exhibit B1.1 (Budget).
I. UNITS OF SERVICE SUMMARY
(6) SSY1: Subaward Sum Year 1
(7) SF: Subrecipient's Funds
(8) Enter the approved amount of equipment purchase(s) that is reflected in Exhibit B1.1 (Budget).
Equipment (Purchases) (8) [Enter Approved
Amount]
(2) Please Enter the Unit Rates: a) for SSY1 (Cash Other) (i.e., approved rate to be reimbursed by County as reflected in the funding allocation letter) and b) for SF (amount of Match, Non-Match, and Program Income - reflected as a rate - that will be funded by Subrecipient for the Services). (3) Please enter the number of Units for the Service Category to be provided using SSY1 (Cash Other) and SF. (4) The Total Unduplicated Units for the Service Category under column (C) Units of Service must match the corresponding Total Units reflected in Section II, (Services by Month) column (P) Total.
Modification Number: N/AN/A
(E)
FUNDING AMOUNT (5)
(F)
NO. OF UNDUPLICATED
CLIENTS (1)
(C)
UNITS OF
SERVICE (3)
(D)
UNIT RATE (2)
(A)
SERVICE CATEGORY
(B)
FUNDING SOURCE
Subrecipient's Legal Name: City of Pomona
Congregate Meal Services
2025-26
Older Americans Act Title III C-1
Select Region
ENP252607
One (1)
SSY1 (6)
(Cash Other)
38,069 533,611$
10.10$
3.92$ 149,111$
Exhibit C1.1 (Mandated Program Services)