13 g. Grievance Policy-There is an open-door grievance policy at the San Marcos Senior Activity Center. All grievances and complaints by any participant will be taken seriously. Participants are encouraged to fill out a grievance reporting form available at the Lunch Desk. Anonymous grievances or complaints will not be considered. Participants who feel they have a grievance must be willing to identify themselves. All grievances and complaints will be addressed immediately by the Program Coordinator as soon as possible or within three (3) business days. All grievances and complaints will then be reported to the Senior Activity Center Supervisor. City Administrators will adjudicate if Center staff are unable to resolve an issue.
h. Voluntary Contributions There is no cost for eligible individuals to participate in the Program, but they are given the opportunity to make an anonymous contribution in any amount at lunch check-in. For congregate meals, the suggested contribution for guests over sixty (60) is $4. For transportation round trip the suggested contribution is $1. The price per meal for individuals under sixty (60) is $7. All contributions are accepted and kept anonymous. No eligible individual is turned away for the inability to confidentially contribute. i. Implementation Plan City of San Marcos has a current contract with the County of San Diego, Health & Human Services Agency, for the provision of congregate meals and congregate transportation; therefore, an implementation plan is brief and merely continues the service as currently operated and stated within the content of this request for proposal.
Estimated Date Actions Responsibilities Milestones
Required/Dependencies
October 2023 Submission of Grant City of San Marcos
November 2023 Evaluation of Proposals County of San Diego December 2023 Notice of Award County of San Diego lsuccessful contract awarded
December 2023 Contract sent to City County of San Diego Successful receipt of awarded contract
December 2023 Approval and signature of City of San Marcos City Manager approval contract
December 2023 igned contract sent to City of San Marcos County
December 2023 Contract execution County of San Diego
Uanuary 2024 Continuation of services City of San Marcos "imely execution of County award
j. Equipment/Vehicles: As a contractor for Congregate Meal Services, the City already has equipment to prepare congregate meals. The following County-owned equipment is in use in the Discovery Cafe in support of the Senior Nutrition Program:
The Discovery Cafe has a commercial kitchen equipped with all necessary appliances including to operate a catered nutrition program. The kitchen is also fully equipped with serving utensils, table settings, janitorial supplies, etc.
Administrative work is conducted at the Senior Activity Center and is equipped with City-owned computers, a copier/scanner, phones, locked file cabinets and a locked safe.
The City owns and will continue to use a Ford F 150 Truck to transport food approximately fifteen (15) miles to the Discovery Cofe from Essence, Inc. The vehicle is insured per County requirements and maintained in-house by the City of San Marcos Fleet Services.
14
1. Item Quantity Owned by Owned by City In
County Use
Beverage Table with Sink 1 X X
Cambro Meal Carriers 5 X X
Carts 15 X X
Chairs 150 X X
Convection Steamer 1 X X
Dishwasher 1 X X
Freezer 1 X X
Ice Maker 1 X X
Microwave 1 X X
Oven (gas w/grill top) 1 X X
Refrigerator 1 X X
Salad Bar 1 X X
Sink, three compartment 1 X X
Stainless Steel Prep Table 2 X X
Steam Table 2 X X
Tables 24 X X
Tray Holder 2 X X
j.2. Proposal to Obtain Equipment -Not Applicable
k. Proposed Facility Sites
i. See Attachment 4 -The City of San Marcos proposes to serve a minimum of 6,930 congregate meals (Lot 1) and 1500 one-way units of transportation (Lot 2) during the initial contract term (01/01/2024-06/30/2024). ii. San Marcos Senior Activity Center
1. San Marcos Senior Activity Center, 111 Richmar Avenue, San Marcos, CA 92069 -City of San Marcos owned facility.
2. See Appendix 2 for copy of current Food Safety Manager Certification for Kimberly Valdovinos.
3. See Appendix 2 for copy of current Department of Environmental Health and Quality inspection report.
4. The City has a current agreement with Essenco, Inc. for catered meals effective through December 31, 2023, with the option of an amendment to extend the contract (See Appendix 3). Essenco, Inc. is located at 3753 Mission Avenue, Suite 115, Oceanside, CA 92058. A copy of the Food Safety Manager Certificate for Maureen De Long Staab, Essenco, Inc., is attached in Appendix 2. See Appendix 2 for copy of current Department of Environmental Health and Quality inspection report.
iii. Home-Delivered Meal Services -Not Applicable
iv. The City has a current agreement with Facilitating Access to Coordinated Transportation (FACT) for transportation services through June 30, 2024. (See Appendix 4). FACT provides a lunch shuttle which is a minivan with a ramp to accommodate seniors with walkers or wheelchairs. The seating capacity is five (5) and most days the lunch shuttle must make two (2) or three (3) trips to accommodate all the riders.
1.2. Subcontract with Community-based Organizations -Not Applicable
1.2.1. Subcontractor Name -Not Applicable
1.2.2. Subcontractor Services -Not Applicable
15
1.2.3. Subcontractor Monitoring -Not Applicable
1.2.4. Subcontractor Agreement -Not Applicable
1.2.5. The City of San Marcos does not propose to use community-based organizations as subcontractor( s )/ partnerships.
1.3 Attachment 10 Linguistic & Cultural Diversity Plan
Pagr 91 of !06
16 1.4 Quality Control System -During each congregate lunch service, Program staff walk around and speak with participants. They ask how the food tastes, if they're enjoying themselves and if there is anything the staff can do to improve the congregate meal experience. Participants are also encouraged to complete comment cards available at the Lunch Desk. Also, the Program Coordinator conducts an annual Nutrition survey. Additionally, Program staff is in daily contact with the caterer should there be an issue with the meals.
2. Organizational Capability, Experience and Qualifications
2.1 For the last five (5) years and almost continuously since the Senior Activity Center opened in 1983, the staff have implemented a Senior Nutrition Program serving congregate meals and offering transportation services.
2.1.1. HHSA Contracts
CONTRACT CONTRACT TYPE OF LENGTH OF PERFORMANCE COMPLIANCE
AGENCY NUMBER CONTRACTED CONTRACT OUTCOMES ISSUES
NAME SERVICES
County of 561725 Senior January 1, Met or None
San Diego Nutrition/ 2019-exceeded
Transportation December 31, program
2023. outcomes
according to
Site audits by
County of San
Diego COR.
County of 547768 Senior July 1, 2014 -Met or None
San Diego Nutrition/ December 31, exceeded
Transportation 2018 program
outcomes
according to
Site audits by
County of San
Diego COR.
2.1.1.1. Knowledge and Experience -For over four (4) decades, the San Marcos Senior Activity Center has served the older adults in the surrounding communities including those from underserved populations.
2.1.1.2. Dates of Operation -1983 -2023 San Marcos Senior Activity Center, 111 Rich mar Avenue, San Marcos, CA 92069 I Contact Information: Kimberly Valdovinos, Recreation Program Coordinator -Nutrition Manager, Phone: (760) 744-5535, ext 3606 I [email protected].
Annual Contract Value $45,575 I Total Contract Value $507,398.47.
The Center serves primarily older adults residing in the 92069 and 92078 zip codes as well as surrounding communities.
2.1.2. Governmental Experience -The City of San Marcos is a government agency and has decades of experience working with other government agencies including the County. The City of San Marcos effectively communicates, collaborates and problem solves with other local City government.
2.1.3. Offerer's Framework -The City of San Marcos supports the Senior Activity Center financially by transferring monies from the City's general fund to the Nutrition accounts. These funds in addition to the funds received through the 22
current County Nutrition grant are used for the daily operations of the Nutrition Program. It is the City's goal to support the aging residents of San Marcos.
2.1.3.1. Organizational Chart -See Appendix 9 for a current City of San Marcos Organizational Chart. The San Marcos Senior Activity Center is overseen by the Recreation Supervisor -Senior Services. The Recreation Supervisor reports to the Assistant Parks & Recreation Director. The Assistant Parks & Recreation Director reports to the Parks & Recreation Director. The Parks & Recreation Director reports to the City Manager. The City Manager reports to the Mayor and City Council.
2.1.3.2. Staff Chart -See Appendix 9 for a Senior Activity Center staffing chart.
2.2. Business References
2.2.1. Reference #1 City of Vista -Gloria McClellan Senior Center 1400 Vale Terrace Drive, Vista, CA 92084
(760) 643-5288
[email protected]
2.2.2. Kevin Granse, Program Manager Recreation and Community Services (760) 643-5280
[email protected]
2.2.3. Previous Contractor and government entity currently contracted with the County of San Diego Aging and Independence Services for senior nutrition program with a mutual catered meals provider. City of Vista and the City of San Marcos' nutrition staff consult with one another on all things related to the Senior Nutrition Program and government policies. The relationship with the City of Vista Gloria McClellan Senior Center spans over twenty-five (25) years with the commencement of the Senior Nutrition Program.
2.2.4. For many years prior and up until 2015, the City of San Marcos contracted with the City of Vista to provide nutritionally sound meals in accordance with Aging and Independence Services (AIS) contractual guidelines for San Marcos senior citizens age sixty (60) and above. The former contracts were structured in one-year terms with the option of two additional, one-year terms upon mutual agreement. The signed contract(s) was fulfilled by both sides on-time and within the agreed upon monetary amount of $3.50 per meal at the onset of the first contract and $5.25 at the time of the last contract in 2015. Our relationship with the City of Vista continues to this day due to our mutual catered meals provider. Respective staff meet on a regular basis to discuss menus, program compliance, special events and best practices. Past experience gained by contracting with a federally funded senior nutrition program for catered meals as opposed to a for-profit/not-for profit entity could be beneficially applied to this project when going out to bid for a catered meal provider or considering in-house meal preparation.
2.2.1. Reference #2 City of Encinitas -Encinitas Senior Center 1140 Oakcrest Park Drive Encinitas, CA 92024
(760) 943-2258
[email protected]
2.2.2. Christie Goodsell, Recreation Center Manager
(760) 943-2251
[email protected]
2.2.3. Government entity formerly contracted with the County of San Diego Aging and Independence Services for senior nutrition program with a mutual catered meals provider. City of Encinitas' and the City of San Marcos' nutrition staff consulted with one another on all things related to the Senior Nutrition Program and government policies. The relationship with the City of Encinitas Senior Center spans over twenty (20) years.
2.2.4. The City of San Marcos Senior Activity Center and the City of Encinitas Senior Center collaborate and share information to better serve the seniors of both communities. Although there is no contract between the City of Encinitas and the City of San Marcos, due to the formerly mutual catered meals provider, nutrition program staff meets on a regular basis to discuss menus, program compliance, special events and best practices. The experience gained by 23
working cohesively with fellow nutrition sites can be extremely valuable when it comes to going out to bid for contracted service providers. The shared knowledge and strength in numbers can be beneficially applied to this contract.
2.2.1. Reference #3 City of Carlsbad -Carlsbad Senior Center 799 Pine Avenue, Carlsbad, CA 92008
(442) 339-2650
[email protected]
2.2.2. Eric Biggin, Recreation Area Manager
(442) 339-2648
eric. [email protected]
2.2.3. Government entity currently contracted with the County of San Diego Aging and Independence Services for senior nutrition program with a mutual catered meals provider. City of Carlsbad and the City of San Marcos nutrition staff consulted with one another on all things related to the Senior Nutrition Program and government policies. The relationship with the City of Carlsbad Senior Center spans over twenty (20) years.
2.2.4. The City of San Marcos Senior Activity Center and the City of Carlsbad Senior Center collaborate and share information to better serve the seniors of both communities. Although there is no contract between the City of Carlsbad and the City of San Marcos, due to our mutual catered meals provider, nutrition program staff meets on a regular basis to discuss menus, program compliance, special events and best practices. The experience gained by working cohesively with fellow nutrition sites can be extremely valuable when it comes to going out to bid for contracted service providers.
The shared knowledge and strength in numbers can be beneficially applied to this contract.
3. Organizational Stability and Risk
3.1. 6-month Contract Period Fiscal Solvency -Please see the General Fund Reserve Policy included as Appendix 5, that demonstrates the City's fiscal solvency and the ability to maintain fiscal solvency throughout the contract period.
The internal fiscal management process that we use to assist with monitoring and ensuring that County funding and other revenue are adequate to meet the program costs starts with a Special Revenue Fund to keep the County contract distinct from other City budgets. For the City, that fund is 206 (Appendix 6). A Recreation Program Specialist documents Program income on a spreadsheet and monies are verified and entered into Active Net software program tied into Tyler Munis daily by the Front Desk and dropped in the safe. The money is combined with a Senior Activity Center deposit, verified by the Recreation Program Supervisor, and submitted to Finance. At any given time, Program staff can run a financial report of Fund 206 to track revenues and expenses. The Parks and Recreation Management Analyst monitors program budgets monthly and will address any budgetary concerns to ensure that program costs are met. The Recreation Program Coordinator is responsible for the monthly Q database report and invoice submittal to the County of San Diego, Aging and Independence Services Contract Administrator.
3.1.1. Un-audited Financial Statements -See Appendix 7 for the current UN-audited financial statement FY2223.
3.1.2. Audited Annual Reports Last Three (3) Fiscal Years -See Appendix 8 for the Annual audit report for last three (3) fiscal years.
3.1.2.1. Audited Statements -See Appendix 8.
3.1.2.2. Auditor's Reports -See Appendix 8.
3.1.2.3. Auditor's Findings -See Appendix 8.
3.1.2.4. Manager's Letter-See Appendix 8.
3.1.3. If Offerer Does Not Have Audited Financial Statements -Not Applicable
24 3.1.4. County Letter of Support -Not Applicable
3.1.5. Sixty (60) Day Reserves -See Appendix 5 for City of San Marcos reserves to cover sixty (60) days of program op eration.
3.1.6. The City utilizes a comprehensive financial and human resource management system application entitled Munis by Tyler Technologies. The system offers Accounts receivables, payroll, contract management, human resources, purchasing, budget processing, and employee self-services. The system operates in accordance with the generally accepted accounting principles and Office of Management and Budget Circulars of the applicable Code of Federal Regulations. The revenues from the County of San Diego and participant contributions are placed in an account/fund that is used solely for the Program.
Additionally, all expenses associated with the Program are tracked in a separate account/fund (Appendix 6). This provides for strict accountability for all revenue and expenses solely in relation to the operation of the Senior Nutrition Program.
3.2. CONTRACT CONTRACT TYPE OF LENGTH OF PERFORMANCE COMPLIANCE
AGENCY NUMBER CONTRACTED CONTRACT OUTCOMES ISSUES
NAME SERVICES
County of 561725 Senior January 1, Met or None
San Diego Nutrition/ 2019-exceeded
Transportation December 31, program
2023. outcomes
according to
Site audits by
County of San
DiegoCOR.
County of 547768 Senior July 1, 2014 -Met or None
San Diego Nutrition/ December 31, exceeded
Transportation 2018 program
outcomes
according to
Site audits by
County of San
Diego COR.
3.2.1. Corrective Actions -Not Applicable
3.2.2. History of Corrective Actions -Not Applicable
3.2.3. Breach of Contract -Not Applicable
25
3.3. Lawsuits and Pending Litigation
File Date Of Claim
Code Claimant Claim Description Loss Closed Status
Date
DUI DRIVER
STRUCK
1910677 ANDREW 0. GUARDRAIL, 06/22/2015 05/10/2019 WEIDEMANN WHICH DISLODGED
AND ENTERED HIS
VEHICLE. Resolved through settlement
STEVEN MALE PEDESTRIAN
1932148 STRUCK BY 10/01/2015 07/02/2018 MANGHRAM MOTORIST. MSJ granted, no settlement owed
AUTO VERSUS BIKE
DOMENIC ACCIDENT WITH
1935481 DANGEROUS 10/27/2015 10/01/2019 ANTONACCI DESIGN ALLEGATIONS. Resolved through settlement
WOMAN INJURED
IN TRAFFIC
1977230 SYDNIE R. WOOD COLLISION. 09/20/2017 09/18/2020 DANGEROUS
CONDITION
ALLEGED. Resolved through settlement
MALE CYCLIST
1978991 MICHAEL PLUMB INJURED IN 10/28/2017 08/01/2019 CONSTRUCTION ZONE. Contractor paid entire settlement
WOMAN INJURED
JEESICA AND VEHICLE
1984792 SORIANOCESAREO DAMAGED IN 12/18/2017 05/07/2020
COLLISION WITH
CITY DRIVER. Resolved through settlement
WOMAN FELL IN
ROSIE A. GUSS HOLE IN 11/20/2018 04/15/2021 1989897 CONSTRUCTION Utility company paid entire ZONE. settlement
WOMAN TRIPPED
1993831 GAYLE SCHOLL AND FELL ON
ALLEGEDLY 01/28/2019 08/26/2022
UNMARKED CURB. Resolved through settlement
MAN ALLEGES THAT
3005171 TIMOTHY O'BRIEN HE WAS
UNLAWFULLY 10/24/2019 03/16/2022
TERMINATED. Resolved through settlement
MAN ALLEGES THE
3006159 DARREN COTTER CITY HAS FAILED TO 10/27/2020 03/09/2022 MAINTAIN A Plaintiff dismissed the case, no DRAINAGE PIPE settlement owed
26
RUNNING UNDER
HIS PROPERTY.
WOMAN TRIPPED
3007918 ROSARIO CHAVEZ AND FELLON 10/18/2020 12/14/2022 RODRIGUEZ MATTING ON BRIDGE. Resolved through settlement
WOMAN TRIPPED
3010750 SUE KNEBEL AND FELL ON 02/25/2021 UNEVEN
SIDEWALK. Active litigation
Woman tripped
3020368 Bonnie Miller and fell on uneven 06/18/2021
sidewalk. Active litigation
Boy had cardiac
event during soccer
3035040 Alan D. Garcia game. Allegation of 01/20/2022 inadequate medical care by City
responders. Active litigation
Man injured by
3035254 John Names loose fence on 04/26/2022
baseball field. Active litigation
Woman tripped
3038131 Maria Jimenez and fell on a bike 03/06/2022
lane sign. Active litigation
Woman tripped
3038405 Jaimi Baker and fell in an open 03/18/2022
sidewalk manhole. Active litigation
27
4. Performance Mapping and Metrics
4.1. Data Collection, Tracking and Reporting -The City will utilize the AIS-identified automated collection system (Q system) as required. The Q system allows the Senior Nutrition Program staff to register/enroll all participant demographic and assessment data, view and update participant information, view changes using the history feature, create and maintain care plans for each participant, etc. Daily Program staff will track and record all service unit delivery manually and then that data is input into the Q at the end of each month. Accurate daily meal counts, nutrition education, contributions collected, and transportation units are tracked in the Q system. A monthly claim for the previous month's actual units served will be submitted by the 15th of the following month in which the services were provided. A completed financial report of actual costs for each fiscal year will be submitted to the County. All participant information collected is stored in a locked file cabinet in the Center office area.
5. Pricing
5.1. Exhibit C -Pricing Schedule -See Exhibit C for the pricing schedule for all years of the contract.
5.1.1. Fully Burdened and Fixed Pricing -Pricing is fully burdened and will remain firm and fixed for the duration of the contract. The fully burdened pricing includes all staffing, operational, and overhead expenses incurred to meet the service delivery requirements of the program as described in the SOW.
5.1.2. Itemized Breakdown -See Exhibit C for an itemized breakdown of the fully burdened meal and transportation rates proposed for the initial contract term (1/1/2024-6/30/2024).
5.2. Start-up Funding -Not Applicable
6. Acceptance of Terms and Conditions and Insurance
6.1. Confirmed Acceptance -Yes, the City of San Marcos accepts the proposed County standard terms and conditions and insurance requirements as presented in the RFP.
6.2 Byrd Anti-Lobbying Amendment Certification -Yes, the City of San Marcos certifies that it and its subcontractors have not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, member of Congress, officer or employee of Congress, or an employee of a member on Congress in connection with obtaining any Federal contract, grant or any other award covered by 31. U.S.C 1352. 30
Appendix 1
October Menu
MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
-
"2
'
3 4 es 6
Jaegerschnltzel Chicken Marsala Creole Beef Meat & Cheese Lasagna Tflapla Proven~al Escalope of Pork w/ Potatoes Gratln Red Beans Marinara Sauce w/ tomato, red pepper, Mushroom Sauce Vegetable Medley: Mixed Rice Spinach olives, capers & parsley Noodles Green Beans, Carrots, Broccoli Chick Peas w/ Tomatoes Mixed Grain Pilaf Cabbage Squash, Red Pepper Applesauce Peaches Broccoli & Carrots WW Bread WG Bread WW Bread Banana
Apple Orange
l:ll~U: IIJ, 1·a■ 11'.: '',Ufl]~I' 9 "10 11 12 13
Maple Bourbon Glazed Beef Stew Sweet Chill Glazed Pork Stir Fried Chicken Hamburger Chicken Breast w/ Carrots, celery & Loin Asian Blend Vegetables White Wheat Burger Mixed Rice onion Sweet Potatoes WG Mixed Rice Roll
Collard Greens w/ Parsley Potatoes Green Beans Banana Potato Salad bacon Peas & Carrots WW Bread Baked Beans
Fruit Cocktail Whole Wheat Bread Applesauce Orange
Apple
~ 16 "17 18 "19 20
Chicken Pesto w/ Turkey Chili Pork Zurlcholse Beef Burgundy Thal Chicken Salad w/ Cheese Tortellini • WG Rice& Lentil Pilaf Mushroom Cream w/ bacon, mushrooms Brown Rice Spinach Corn w/ Red Peppers Sauce &onions Carrots, Cucumber, Tuscan White Beans Spinach Salad w/ 51%WG Noodles Mashed Potatoes Cabbage,Bok WW Bread Shredded Carrots, Red Cabbage Peas & Carrots Choy, Edamame, Ginger Pineapple honey mustard dressing Apple Whole Wheat Bread Mandarins Orange Banana
23 0 24 25 926 27
Chicken Aurora Ginger Beef Spaghetti Puttanesca Meatloaf Pork Carnltas Brandied Tomato With Ginger, Scallions, (51 % WG Pasta) beef &pork Mixed Rice w/ Cilantro Cream Sauce ½c. Cabbage not so spicy tomato Mashed Potatoes, Gravy Corn & Black Beans WG Pasta Mixed Rice sauce with red peppers, Peas & Carrots Corn Tortilla Italian Vegetables Broccoli & Carrots garlic, olives & capers Whole Wheat Bread Orange Pineapple Peaches Spinach Banana
Chickpea Stew
w/ garlic & tomatoes
Watermelon
30 31
Chicken a ('Orange GHOULASH
WG Mixed Rice PIiaf Beef & Pork To make or cancel a lunch reservation Green Beans w/ Garlic 51%WG Noodles call (760) 744-5535 ext. 3607 Mandarin Oranges California Blend
Vegetables Tho menu is subject to change l'fithout noticl!.
Apple
f Alternative meal choice: Soup and Salad Bar
~ Musical Entertainment rJ Vegetarian ~ Meal contains 1,000+ mg of sodium lj 1%mllk Is served dally 3 50
DEPARTMENTAL STRUCTURE:
Appendix 9
S/\N MARCOS RESIDENTS
San Marcos City Council
City Attorney City Manager
Assistant City
Manager
Public Works
Director
Parks and Recreation
Director
Community and
Economic
Development Director
Fire Chief
177
DEPARTMENTAL STRUCTURE:
CITY MANAGER
Assistant Public Works
-
Administrative
City Manager Director
Management -
Analyst
Chief Innovation
--Fire Chief Officer
Community and
---
Finance Director
-
Economic Development
Director
Human Parks and
---
Resources/Risk -Recreation
Director Director
--
Business Process
Director/City Clerk
Development
-Services Director/City
Engineer
-
Real Property
Services
178
Pagr lO I of l06
DEPARTMENTAL STRUCTURE:
PARKS AND RECREATION DIRECTOR
Sr. Management t----,--------------..1 Analyst
Management
Analyst
Recreation
Supervisor 11
Spo,u
Recreation
Supervisor I
Park and Trail
Rangers (PT)
Park Caretaker
(PT)
Recreation
Coordinator
Facility
Attendants (Pn
Recreation
Program
Specialist (Pn
-
....
....
-
....
I-
I-
....
I
Recreation
Supervisor II
Youth Programs
Recreation
CoordinatorYouth
Programs
Reueation
Coordinator
Recreation
Leader
Recreation
Leader
Sr. Recreation
Program
Specialist (Pn
Recreation
Program
Specialist (Pn
Recreation
Leaders
(Pn
I
Recreation
Supervisorl .... Contractual
Classes
Recreation
Coordinator -
Sr. Recreation
Specialist (Pn -
Facility
Attendants ....
(PT)
Front Desk
Attendants
- (Pn
Recreation
Maintenance
- Specialist (Pn
Pagr 102 of I06
Assistant Parks &
Recreation Director
Recreation
Supervisor II
Seniors
Recreation Recreation
.. Coordinator Program
Senior Center Maintenance
Aide
I
Recreation Recreation
Program Maintenance
Specialist (PT) (2) Specialist (PD
Offlce
Assistant
(PT)
Facility
Attendants
(PT)
Recreation
Technician
(PT)
Recreation
Program
Specialist (Pn
Front Desk
Attendant
(PT)
I
Recreation
Supervisor II ....
Acuati<s
t-Pool Managers
(Pn ....
Head t-.... Lifeguards (Pn
Aquatics
-lnstf\1Ctors - (Pn
I-Lifeguards (Pn ....
lo-Seasonal (PT) ....
lo-
-
179
COUNTY CONTRACT NUMBER 570898
AGREEMENT WITH THE CITY OF SAN MARCOS FOR
OLDER CALIFORNIANS NUTRITION PROGRAM
EXHIBIT B-INSURANCE REQUIREMENTS
\Vithout limiting Contractor's indemnification obligations to County, Contractor shall provide at its sole expense and maintain for the duration of this contract, or as may be further required herein, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of the work by the Contractor, his agents, representatives, employees or subcontractors.
1. Minimum Scope and Limit of Insurance
Coverage shall be at least as broad as:
A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 0 I covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injmy and personal & advertising injury with limits no less than $2,000,000 per occurrence. Jf a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (JSO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit ($4,000,000).
B. Automobile Liability covering all owned, non owned, hired auto Insurance Services Office form CA000 I, with limit no less than $1,000,000 each accident for bodily injmy and property damage.
C. \Vorkers' Compensation, as required by State of California and Employer's Liability Insurance, with limits no less than $1,000,000 each accident for bodily injury or disease. Coverage shall include waiver of subrogation endorsement in favor of County of San Diego.
D. Professional Liability (Errors & Omissions) appropriate to the professional services provided by Contractor under this contract, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
E. Sexual Abuse or Molestation (SAM) Liability: If the COL policy referenced above is not endorsed to include affirmative coverage for sexual abuse or molestation, Contractor shall obtain and maintain a policy covering Sexual Abuse and Molestation with a limit no less than $1,000,000 per occurrence or claim with an aggregate limit of not less than $2,000,000. Coverage to include actual or threatened abuse or molestation by anyone of any person while in the care, custody or control of the insured or as a result of the negligent employment, investigation, hiring & supervision or the reporting or failure to report to proper authorities of a person for whom any insured is or ever was legally responsible.
If the contractor maintains broader coverage and/or higher limits than the minimums shown above, the County requires and shall be entitled to the broader coverage and/or higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits and coverage stated above, shall also be available to the County of San Diego.
2. Self-Insured Retentions
Self-insured retentions must be declared to and approved County Risk Management. County may require the Contractor to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or County .. Any and all deductibles and SIRs shall be the sole responsibility of Contractor or subcontractor who procured such insurance and shall not apply to the Indemnified Additional Insured Parties. County may deduct from any amounts otherwise due Contractor to fund the SIR/deductible. Policies shall NOT contain any self-insured retention (SIR) provision that limits the satisfaction of the SIR to the Named. The policy must also provide that Defense costs, including the Allocated Loss Adjustment Expenses, will satisfy the SIR or deductible. County reserves the right to obtain a copy of any policies and endorsements for verification.
3. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
A. Additional Insured Endorsement
The County of San Diego, the members of the Board of Supervisors of the County and the officers, agents, employees and volunteers of the County, individually and collectively are to be covered as additional insureds on the General Liability and SAM policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General Liability coverage can be provided in the form ofan endorsement to the Contractor's insurance (at least as broad as ISO from CG 2010 11 85 or both CG 2010, CG 2026, CG 2033, or CG 2038; and CG 2037 forms if later revisions used).
B. Primary Insurance Endorsement
For any claims related to this Contract, Contractor's insurance coverage, including any excess liability policies, shall be primaiy and non-contributory at least as broad as ISO CG 20 010413 as respects the County, the members of the Board of Supervisors of the County and the officers, agents, employees and volunteers of the County, individually and collectively. Any insurance or self-insurance maintained by the County, its officers, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
Exhibit B -Insurance Requirements Page l03 or .106 Conlracl 570898-00 C. Notice of Cancellation
COUNTY CONTRACT NUMBER 570898
AGREEMENT WITH THE CITY OF SAN MARCOS FOR
OLDER CALIFORNIANS NUTRITION PROGRAM
EXHIBIT B -INSURANCE REQUIREMENTS
Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the County.
General Provisions
4, Qualifying lnsul'ers
All required policies of insurance shall be issued by companies which have been approved to do business in the State of California by the State Department oflnsurance, and which hold a current policy holder's alphabetic and financial size category rating of not less than A, VII according to the current Best's Key Rating guide, or a company of equal financial stability that is approved in writing by County Risk :rvfanagement.
5. Umbrella or Excess Policy
Contractor may use Umbrella or Excess Policies to provide the liability limits as required in this agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primaiy and non-contributo1y, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess policies shall be provided on a true "following form" or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor's primary and excess liability policies are exhausted.
6. Evidence of Insurnnce
Prior to commencement of this Contract, but in no event later than the effective date of the Contract, Contractor shall furnish the County with a copy of the policy declaration and endorsement pages along with the ce1tificates of insurance and amendatory endorsements effecting coverage required by this clause. Policy declaration and endorsement pages shall be included with renewal certificates and amendatmy endorsements submissions and shall be furnished to County within thi1ty days of the expiration of the term of any required policy. Contractor shall permit County at all reasonable times to inspect any required policies of insurance. The Contract/Project Number should be noted in the "Description of Operations" box located near the bottom of the form. Additionally, the "Certificate Holder" box should designate the address of the responsible department or department representative to ensure the documents are received by the appropriate party.
7. Failure to Obtain or Maintain Insurance; County's Remedies Contractor's failure to provide insurance specified or failure to furnish certificates of insurance and amendatory endorsements or failure to make premium payments required by such insurance shall constitute a material breach of the Contract, and County may, at its option, terminate the Contract for any such default by Contractor.
8. No Limitation of Obligations
The foregoing insurance requirements as to the types and limits of insurance coverage to be maintained by Contractor, and any approval of said insurance by the County are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by Contractor pursuant to the Contract, including, but not limited to, the provisions concerning indemnification.
9. Review of Coverage
County retains the right at any time to review the coverage, form and amount of insurance required herein and may require Contractor to obtain insurance reasonably sufficient in coverage, form and amount to provide adequate protection against the kind and extent of risk which exists at the time a change in insurance is required.
10. Self-Insurnnce
Contractor may, with the prior written consent of County Risk Management, fulfill some or all of the insurance requirements contained in this Contract under a plan of self-insurance. Contractor shall only be permitted to utilize such self-insurance if in the opinion of County Risk Management, Contractor's (i) net worth, and (ii) reserves for payment of claims of liability against Contractor, are sufficient to adequately compensate for the lack of other insurance coverage required by this Contract. Contractor's utilization of self-insurance shall not in any way limit liabilities assumed by Contractor under the Contract. 1 I. Claims Made Coverage
If coverage is written on a "claims made" basis, the Certificate oflnsurance shall clearly so state, In addition to the coverage requirements specified above, such policy shall provide that:
A. The policy retroactive date coincides with or precedes Contractor's commencement of work under the Contract (including subsequent policies purchased as renewals or replacements).
Exhibit B -Insurance Requirements Page !04 of !06 Contrnet 570898-00 COUNTY CONTRACT NUMBER 570898
AGREEMENT WITH THE CITY OF SAN MARCOS FOR
OLDER CALIFORNIANS NUTRITION PROGRAM
EXHIBIT B-INSURANCE REQUIREMENTS
B. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.
C. If insurance is terminated for any reason, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.
D. The policy allows for reporting of circumstances or incidents that might give rise to future claims.
12. Subcontractors' Insurance
Contractor shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and Contractor shall ensure that Entity is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13. If any sub contractor's coverage does not comply with the foregoing provisions, Contractor shall defend and indemnify the County from any damage, loss, cost, or expense, including attorneys' fees, incurred by County as a result of subcontractor's failure to maintain required coverage.
13. \Vaiver of Subrogation
Contractor hereby grants to County a waiver of their rights of subrogation which any insurer of Contractor may acquire against County by virtue of the payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the County has received a waiver of subrogation endorsement from the insurer.
Exhibit B-Jnsurance Requirements Page 105 of 106 Contract 570898·00 COUNT\' CONTRACT NUMBER 570898
AGREEMENT WITH THE CITY OF SAN MARCOS FOR
OLDER CALIFORNIANS NUTRITION PROGRAM
EXHIBIT C-PRICING SCHEDULE
I. COMPENSATION: The compensation listed below is not designed to fully fund the program. These rates are subject to availability of funding from the State of California, California Department of Aging (CDA). A completed report of actual costs (closeout report) expended shall be submitted at the end of the fiscal year.
I. I. Contractor shall monitor the spend of each service catego1y monthly. Contractor shall not invoice more than
8.5% of the service catego1y annual contract maximum without prior notification to the COR. lf this occurs, contractor shall assess remaining funding and service levels, and implement their waitlist policy and procedures as appropriate.
2. PRICING:
2.1 Pricing is effective for the term of the contract and shall be adjusted as needed via bilateral amendment upon County adjustments to the rates.
e Description Supplemental
G> ... Rate -
I Congregate Meals* $6.83
2 Congregate Meals -Rural* $7.40
3 Congregate Meals Incentive Payment $0.65
4 Transportation (one-way trip)* $7.21
* Contractor shall provide a minimum 11.11 % match for costs in cash or in-kind contributions per Exhibit A,
6.18. 3. COST REIMBURSEMENT:
3.1. Contractor may be reimbursed at cost for items purchased under this agreement in accordance with Exhibit A, Statement of Work section 6.14.2 and 6.14.3 for One-Time-Only Funds and Nutrition Infrastructure Funds.
3.2. All expenditures must be approved in advance by the County.
3.2.1. Contractor shall document purchases made during the billing period and provide the invoice for reimbursement. Information provided shall include:
3.2.1.1. Description of item purchased.
3.2.1.2. Total Price of items(s) purchased.
3.2.1.3. Date of items(s) purchased.
4. PRICING SUMMARY
Service Category Initial Term: County Option I: County Option 2:
4/l /24 -3/3 I /25 4/l /25 -3/3 l /26 4/1/26-3/31/27
Congregate Meals $91,061.52 $91,061.52 $91,061.52
Transportation $22,999.90 $22,999.90 $22,999.90
Infrastrncture* $20,000.00 ( 4/1/24-9/30/24)
Total Annual Contract $134,061.42 $114,061.42 $114,061.42 Maximum County Option 3: Total Contract
4/1/27 -3/31/28 Maximum
$91,061.52
$22,999.90
$114,061.42 $476,245.68
* Contractor shall obtain written pre-approval from COR prior to using infrastructure funds.
Exhibit C-Pricing Schedule Contrncl 570898-00