DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B
SECOND AMENDMENT TO THE CONTRACT BETWEEN THE COUNTY OF SANTA CLARA AND
CITY OF SANTA CLARA-CONGREGATE MEALS
This is the Second Amendment to the Contract between the County of Santa Clara (COUNTY) and City of Santa Clara (CONTRACTOR) entered into on July 1, 2019, for the provision of Congregate Meals Services.
The original contract was approved by the Board on June 18, 2019.
This Contract is amended as follows:
Effective July 1, 2021, the parties agree to comply with the provisions contained in the following exhibits, which are attached hereto and incorporated herein by this reference and made a part of the Contract.
1. Add Exhibit A-2: Program Provisions, which is attached hereto and incorporated by this reference.
2. Add ~xhibit B-2: Program Plan & Requirements, which is attached hereto and incorporated by this reference.
3. Add Exhibit C-3: Budget, which is attached hereto and incorporated by this reference.
4. Add Exhibit D-2: Logic Model, which is attached hereto and incorporated by this reference.
All other terms and conditions of the Contract remain in full force and effect. In the event of a conflict between the original Contract and this Amendment, this Amendment controls.
IN WITNESS WHEREOF, COUNTY and CONTRACTOR hereby agree to the terms of this Amendment to the Contract.
COUNTY OF SANTA CLARA
Miguel Marquez, Chief Operating Officer
County of Santa Clara
Date: ----
John P. Mills
Deputy County Executive
Date: ___ _
APPROVED AS TO FORM AND LEGALITY
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DoouSlgned by:
/rl {__z cJL__
C729F63957RA450
Luke Edwards
Deputy County Counsel
12/15/2021
Date: ___ _
CONTRACTOR
Deanna J. Santana, City Manager
City of Santa Clara
Date: ----
ATTEST
Hassam Haggag, City Clerk
City of Santa Clara
Date: ___ _
APPROVED AS TO FORM
Office of the City Attorney
Date: ___ _
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A205-B9EE-4987-AE57-827C723BDC3B Exhibit A-2: Program Provisions
Agency: City of Santa Clara
Program Name: Senior Nutrition Program -Congregate Meals This is a contract between the County of Santa Clara (COUNTY) and the (CONTRACTOR) for the purpose of providing meals for persons 60 years of age and older, which is funded, authorized by, and to be performed in accordance with the Older Americans Act of 1965, as amended, P.L. 89-73, U.S.C. Section 3000 et seq., and all amendments, rules, and regulations pertaining thereto.
1. TERM OF CONTRACT
The term begins on July 1, 2019, and expires on June 30, 2022, unless terminated earlier or otherwise amended; with two one-year extension options.
2. MAXIMUM FINANCIAL OBLIGATION /<<i>f.<'•
COUNTY will reimburse CONTRACTOR actual allowable efitpe1;)Clltures subject to the provisions of this Contract, for a total not to exce A 29{531.65 in FY2019- 2020, not to exceed $110,774.16 in FY2020-2021, an exceed $121,324.08 in FY2021-2022, for a total not to exceed $361 , 7
3. BUDGET CONTINGENCY /1,:0 •;,,~;,~;>·
This Contract is contingent upon the ap,lfropr\9tion of sufficient funding by the COUNTY for the services covered ,bf,.,Jb,if Contract. Notwithstanding the termination provisions set forth her~i'l';·4fJiMciing is reduced or depleted by the County for services covered by t~i~ ijp~tp5ibt, the COUNTY has the option to either terminate this Contract withou\rt~t1c~;t~xcept that is necessary to transition clients in the discretion of the Count~),~a
1 ng'$with no liability occurring to the County, or to
4. a.
offer an amendment to ont~~d indicating the reduced amount.
FEE FOR SERVICE ;~~tRACT
CONTRACTOR will b'if paid by COUNTY in accordance with Exhibit A-2:
Program Provisions, Exhibit 8-2: Program Plan & Requirements, Exhibit C-3:
Budget, ~~,a~;J~~.hibit D-2: Logic Model, for the performance of services as outljned:ii'ithJ~,;Contract up to the maximum compensation. '::.:f\;;;>
/,i'/ ": '>-, <-L)'
i. '>'.tf,~r Non-Profit Agencies, 0MB Circular A-122.
ii. .~For Local Governments, 0MB Circular A-87. :;/
iii. For Public and Nonprofit Institutions of Higher Education, 0MB Circular A-121.
iv. For Profit Making Organization, 41 CFR Part 1.
b. If CONTRACTOR provides any tasks, deliverables, goods, services, or other work, other than as specified in this Contract, the same will be deemed to be a gratuitous effort on the part of the CONTRACTOR, and the CONTRACTOR will have no claim whatsoever against COUNTY.
c. CONTRACTOR must participate in a quarterly reconciliation process. During the reconciliation process all funds awarded to CONTRACTOR must be reconciled to the costs incurred and to the remaining cash, if any. Quarterly reconciliations must be submitted with the corresponding monthly invoice.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7872A2D5-89EE-4987-AE57-827C723BDC38 Exhibit A-2: Program Provisions
During each reconciliation, all funds paid to CONTRACTOR under its fee for service claims must be reconciled to the actual costs incurred by the contractor and the remaining cash, if any. This provision survives the termination of this Contract.
d. CONTRACTOR must participate in a closeout period at the end of the COUNTY funding period. During the closeout period all funds awarded to CONTRACTOR must be reconciled to the costs incurred and to the remaining cash, if any. A closeout packet will be provided to CONTRACTOR by COUNTY at the end of the funding period and is due within forty-five (45) days thereafter.
If actual cost of providing services based on Unit Cost per meal is less than the amount reimbursed by COUNTY, CONTRACTOR'S final reimbursement will be reduced by the overpayment received from COUNTY. This provision survives the termination of this Contract.
5. PARTICIPANT CONTRIBUTIONS
a. CONTRACTOR will submit participant contributio!}/~()n the monthly expense claims. t,t;:fJjv
basis with
b. CONTRACTOR will deposit all itbp~fions in a bank account maintained for the Senior Nutrition Progi~ •0P). All deposits, withdrawals, and balances for the Senior Nutrition · Q~im must be separately identified.
COUNTY has the right to review all •·+ .¢1:al records and bank accounts for audit purposes. Participants' cr1}!ttrf~~tions will be collected, counted, and recorded daily by CONJ~~1~R Two persons designated by
CONTRACTOR will co-~~ffy \;ti'\•~
7 collection and count of participant
contributions daily by )he;lr\
0 ~ig);lpture and date on a participant contribution
accounting record.41.i;><·· ip~j}:1contributions are to be deposited daily when possible, but not
1 l\ frequently than on a weekly basis. Participant
contributions are to b' t in a secure locked location and at night locking in a safe, pending deposi 'Into the Senior Nutrition Program bank account.
6. ADVANCE PA1¥MENTS
a. Not\fl!iths,tlnd11J@' Section 4 above, COUNTY, at its discretion may make ac:it(nce p~fJl1ents under this contract to CONTRACTOR up to a maximum of 28%.:;:~f tf)e
0 fotal contract amount and under conditions as the COUNTY may specifj1•~such advance payments will in no way increase the total maximum financial obligation specified under this contract.
b. CONTRACTOR must meet fidelity bond requirements as specified in Article V F. of this contract prior to receiving advance payment. c. All advance payments require full repayment prior to the expiration of the contract. COUNTY will specify repayment method of the advance payment amount by deducting an agreed upon monthly amount from the outstanding balance of the contract until the repayment obligation is fulfilled, or; deducting the advance payment amount in a lump sum from the remaining contract balance.
7. COMPENSATION
CONTRACTOR must submit to COUNTY an invoice in a form approved by
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B a.
b.
C.
d.
e.
Exhibit A-2: Program Provisions
COUNTY, by the tenth (10th) calendar day of each month for the month just preceding in which services were performed. The CONTRACTOR will get paid on a monthly basis upon receiving an accurate account and invoice for services rendered, as well as payment for participant and guest contributions as outlined in Exhibit 8-2: Program Plan & Requirements.
Prior to submittal, invoices and reconciliations must be certified and signed by a responsible officer of CONTRACTOR with authority to certify that the information submitted by CONTRACTOR is accurate and CONTRACTOR is entitled to payment under the terms of the Contract. COUNTY may rely on said certification in making payment, but this payment will not constitute a waiver of any of COUNTY's legal rights or objections.
In order to ensure continuation of service, CONTRACTO~will not be paid for meals in excess of the number of year-to-date meals.< is >c;i in the Service Delivery Plan in Exhibit C-3: Budget. Meals that •. )rbvided but not reimbursed in a particular month may be reimburs lafiii;ted on later invoice so long as CONTRACTOR has offered the agree .~. ervices continuously.
COUNTY will not be required to m~.~i,stY;;Jl~nt if the amount claimed is not in accordance with the provision$,fbflt;iis Contract. All payments under this Contract will be made directlttc{~9qJ~l)fRACTOR as a corporate entity. Under no circumstances will COUJ~7Y be.required to make payments in any amount pursuant to this Contr~cLto(~nt:other parties, including individual employees or creditors of CONJ!~~~TciJlf/
"'{>:,·':-,,~ /F} . /
COUNTY is not ;bli~~t~tl to reimburse CONTRACTOR for any service or expenditure not reporte"d to COUNTY within sixty (60) calendar days after the end of the last month of the Contract term.
8. SERVICE ~l(OVi'nl~D
a. G,f9JRAQ}e:>R must inform COUNTY of services and activities performed ufld~r;thi~>Contract and accept appropriately referred clients from the COUNTY for co.!;itract services as part of CONTRACTOR's client base. b. CONTRACTOR must coordinate services with other organizations providing similar services in order to foster community cooperation and avoid unnecessary duplication of services.
c. CONTRACTOR must assist in the coordination of and verification of eligibility for mobility management services for participants who use CONTRACTOR's site as a home meal site.
9. CONTRACT REPRESENTATIVES
a. CONTRACTOR designates City Manager as CONTRACTOR's representative for the purpose of performing the services as required by this Contract. Unless
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7872A2D5-89EE-4987-AE57-827C7238DC38 Exhibit A-2: Program Provisions
otherwise indicated in writing, the above-named person has the primary authority and responsibility to carry out this Contract. b. COUNTY designates the Senior Nutrition Program Manager as its representative for the purpose of managing the services performed pursuant to this Contract.
10. ADJUSTMENT TO EXHIBIT 8-2: PROGRAM PLAN & REQUIREMENTS A written adjustment to the Program Plan & Requirements may be approved by the COUNTY Representative, or designee, identified in this Exhibit, without a contract amendment as long as the adjustment reflects approved original program provisions and both parties are notified at least 1 O days before the adjusted Work Plan begins.
11. ADJUSTMENT TO EXHIBIT C-3: BUDGET .
A budget adjustment can be made without a contract am~Jd~.!3nt if Contractor submits a written budget adjustment request to thM,iQWNTY Contract Representative, or designee, and the request is ap~tii~~d"'~fthe COUNTY in writing. A budget adjustment must not increase the rtie~in)ym financial obligation of this Contract. ,· ""?fl,
{{:,:::·,,, //
CONTRACTOR may request a budget r~'6J~iorr"~y· submitting the COUNTY's Budget Revision Request form to the cel'.JNJ/'s designated contract/program monitor. The Budget Revision Request rfJ¼~ty•ii;<clude a statement explaining the impact that the budget revision, if aP{ · d, would have on the program/service lw
delivery. Upon approval of th~
7 • ~~ .• i>' CTOR's Budget Revision Request,
COUNTY will forward an approp'ecl COJ:>Y ·of the Budget Revision Request form to J!:o,.':':;/f
the CONTRACTOR. .... "·· <)'{! ... ,./>
,/''\ 'j-i:'f'.,/
12. ADJUSTMENT TO EX~JBIW D-it LOGIC MODEL
A written adjustment to'¥~~; Logic Model may be approved by the COUNTY Representative, or desighee, identified in this Exhibit, without a contract amendment a~ long as the adjustment reflects approved original program provisions ao4fbgit~parties are notified at least 1 O days before the adjusted Logic Model p!3gimsi.. . :\/
13. NOTICE'S•:.. .
0 v
All notice~iiJSrescribed by this Contract will be in writing and deemed effective if sent by certified mail or registered mail and properly deposited with the United States Postal Service, postage prepaid with return receipt requested and addressed as follows:
To COUNTY:
To CONTRACTOR:
Social Services Agency, Director
CC: Senior Nutrition Program Manager
353 West Julian Street, 4th Floor
San Jose, California 95110-2335
Deanna J. Santana
City Manager
1500 Warburton Avenue
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B Exhibit A-2: Program Provisions
Santa Clara, CA 95050
11. COUNTY'S CONTRACT TRANSITION PROCESS
CONTRACTOR agrees to provide all information deemed necessary by the County for use in subsequent procurement cycles.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B Exhibit B-2: Program Plan & Requirements
Agency: City of Santa Clara (CONTRACTOR)
Program Name: Senior Nutrition Program -Congregate Meals (PROGRAM)
1. SERVICE DESCRIPTION & EXPECTED OUTCOME
CONTRACTOR will work with the Social Services Agency -Senior Nutrition Program (COUNTY) and other community partners to ensure that the seniors receive nutritious and healthy meals at CONTRACTOR's nutrition site(s). The PROGRAM provides seniors and older adults of Santa Clara County access to healthy, nutritious meals and the opportunity to socialize, take classes, and access other services. CONTRACTOR will perform services in compliance with the Senior Nutrition Program, Congregate Policy & Procedures Manual, and any updates thereto.
2. PERMITS AND LICENSES
3. 4.
5. CONTRACTOR will obtain all permits and licenses necessary tCl1li'1e performance of this contract will assure that its subcontractors obtain the samfI~€t}~ONTRACTOR will pay all normal fees for permits, licenses, inspections qrariWotl;ler certification or service required in the performance of this contract. f',f;,~:,.,r" , /,)(}
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ELIGIBLE INDIVIDUALS t' ?/c, 2
Persons who are eligible for meals and servic~~~tid<tler this contract are those persons who are 60 years of age or older q~;&i1J10·
1 a;rei spouses of persons who are
60 years of age or older. Meals may be ma~e a't,~ilable to handicapped or disabled individuals who have not attained 60 y~ar§pf"a~'Efbut who reside in housing facilities occupied primarily by the elderly at w~i.fh co~gregate nutrition services are provided, or individuals with disabilities ~Q;~
1 r~~iie at home with and accompany older
individuals who are eligible for §,~~ices. ·Priority will be given to those older persons in greatest social and eCQOQJ;iiit:'·,~~jd with particular attention to seniors who are age 75 or older, low-inc;;~me)I)ving:::~lone, and/or minorities as defined by the Older Americans Act of 1965.. '(r.<s
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MEALS
a. Meals sery.eqby CONTRACTOR must provide at least one-third (113rd) of the curr~nt i;,~~0111pJ!imded dietary allowance specified by the Food and Nutrition B~~[d of tn~J~·Jational Academy of Sciences -National Research Council. b. Ment:a~. IA'.ilroe planned by CONTRACTOR in cycles, the minimum period being fi:vie (5) weeks. Such menus must be planned in accordance with COU~TY requirements. Such menus will be submitted to COUNY three (3) weeks prior to initial use. Menus will be posted in a conspicuous location at the meal site at least one (1) week in advance of use.
c. Table settings will be of reasonable quality. If disposable dinnerware is used, it will be of sturdy quality.
CONGREGATE MEAL SITES
a. CONTRACTOR will provide congregate meals at the meal site(s), days, and times indicated in Exhibit C-3: Budget. Notwithstanding, CONTRACTOR may make minor changes to the service days and times listed in Exhibit C-3 with prior written approval of COUNTY.
b. CONTRACTOR may not relocate the meal site or add a meal site without prior notification, inspection, and approval by COUNTY. Relocation or addition of a meal site without the prior approval of the COUNTY may be considered a
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B
6. C.
d.
e.
f.
g.
Exhibit B-2: Program Plan & Requirements
breach of the provisions of this contract. COUNTY may suspend or withhold payments, or terminate the contract if the relocation affects any of the provisions of the contract including, but not limited to the following:
i. The relocation or addition reduces or terminates the provision of services to seniors in the geographic area served by this contract. ii. The relocation or addition changes the service area served by this contract. iii. The relocation or addition does not serve or give priority to older persons in the greatest social or economic need as defined by the Older Americans Act of 1965 as amended.
The site must have adequate lighting and ventilation and must meet all applicable health, fire, safety and sanitation regulations. CONTRACTOR must obtain current certificates from appropriate public officials indicating the site is in compliance with health and fire regulations.
CONTRACTOR ensures that a pleasant dining atmosphere is maintained and that there is adequate space for the equipment of participapts, such as canes, crutches and wheelchairs. /" •
There will be no architectural barriers which would preve 1 i;tt~tl1~ligible individual
from having access to the meal site facility. "'.;ilt" <' •· Innovative services may added to the PROG~M/ggring the term of this contract, or upon an extension of this contrq~Ei;>.up~,;f:\A/ritten approval of the COUNTY. /:'/.t/✓•1 v
Notwithstanding a designation as a catE7reci ~Jf6 Exhibit C-3: Budget, upon written approval from COUNTY and u~in"':bJ;}talning all required governmental approvals, CONTRACTOR may switc~\tQ.ijeing a cook on site location. In the event of this switch, CONTRAGJO~~·per-meal rate will be changed to the standard cook on site per-me.8:1 ~c:lte if:(dlifferent than the catered meal rate . .
NUMBER OF MEALS SERVIWiDAYS AND HOLIDAYS
a. CONTRACTOR wilJiil)t0Y{tide number of hot meals as specified in Exhibit C- 3: Budget. If dem:!lnij,~y' eligible individuals in the first six (6) months of this Contract does not rest:lJtJn CONTRACTOR providing the average number of meals per day specified in Exhibit C-3: Budget, COUNTY may terminate this Contract. Prior to termination, COUNTY and CONTRACTOR may attempt to renegoU~Jil~J.9, Contract to allow CONTRACTOR to reduce the average nunJwer.of:rne~is to be provided per day. If CONTRACTOR provides additional rpeals andZ::such additional meals will cause CONTRACTOR to exceed the M~;ifr!t,Jl:l1>Financial Obligation of this Contract, such additional costs will be the sole e1J5ense of CONTRACTOR, unless the parties agree and execute a Contract Amendment.
b. CONTRACTOR will be paid for the number of meals served at a meal site, not the number of meals prepared. COUNTY will not reimburse meals served that do not meet the dietary requirements in Section 4(a).
CONTRACTOR must open its Nutrition Site(s) for the number of service days specified in Exhibit C-3: Budget. CONTRACTOR must open its Nutrition Site(s) at minimum the number of serving days indicated each week except for holidays. Should CONTRACTOR close its Nutrition Site(s) due to unforeseen circumstances, CONTRACTOR will notify COUNTY immediately and work collaboratively to reschedule the day(s) that the Nutrition Site(s) was closed.
Should CONTRACTOR close their Nutrition Site(s) due to foreseen circumstances and not be able to reschedule the day(s) of services,
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B Exhibit B-2: Program Plan & Requirements
CONTRACTOR will not be reimbursed for the number of meals allocated to the serving day(s) that the Nutrition Site(s) was closed.
7. ADVISORY COUNCIL
CONTRACTOR will ensure that an election is held to elect a participant to represent the nutrition site on the countywide program Advisory Council. It will be the responsibility of the program Advisory Council to advise the COUNTY on policy matters relating to the delivery of the congregate nutrition services throughout the COUNTY program area.
8. SUPPORTIVE SERVICES
a. CONTRACTOR will provide supportive services, to the extent that such services are needed and are not already available from third parties and accessible to individuals participating in the Congregate Meals Program.
Supportive services may include: /4
i. Transportation of eligible individuals to and from cori,gr~g?te meal sites so that nutrition and other services will be accessibl4t'iftl;fose eligible individuals living within the program area who,, .§Hi~fbf lack of mobility or physical or mental handicap, would otherw( .f·)unable to participate in the program; 11<.· .• iv
ii. Information and referral services desig11~a,,fo~wrovide eligible individuals with current information of, and refef[~I t<'ij;~1!1:lppropriate services to meet their needs; lf .) n
iii. Health and welfare counseling sefwi~e,§'.ldesigned to assist eligible individuals in dealing with th~pr~~lems and stresses that interfere with normal health and social [u~~tio~j~g. CONTRACTOR may provide such services through persor,i~f6-peirson assistance from trained counselors or referrals to other LesoJ1~4~~h
iv. Nutrition educ~.tte)n;ll;lro4~l'1
7 a formal program of regularly scheduled
meetings to niaKe~\laila61e pertinent facts related to nutritional need; v. Recreation activiti~~:e:Jesigned to foster the health and social well-being of program participants through social interaction and satisfying use of free time;
vi. Outr,e~6t;J;~.vtivities to assure maximum participation of hard to reach and .Qth~t'~ligiple individuals.
b. G~~TRAO}<::>R will report the supportive services provided at its meal site(s) td the.~GUNTY in the format requested by the COUNTY and whether the serviQ~f;fs provided by CONTRACTOR or another entity at least annually, or more · often, as requested by the COUNTY. CGUNTY may request this information from CONTRACTOR up to once per quarter.
9. FOOD INVENTORY
CGNTRACTOR will develop a written plan for conducting food inventories. The plan will include the procedures for conducting food inventories, identify persons responsible for conducting the inventory, and set the schedule for completing the inventories. The plan will also include a description of the "First-in-First Out" food rotation system that will be used to ensure stored goods are rotated to prevent deterioration. CONTRACTOR will provide COUNTY with a copy of its food inventory plan and completed food inventories, upon request.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B Exhibit B-2: Program Plan & Requirements
10. PEST CONTROL
CONTRACTOR is required to follow the pest control requirements in the current Senior Nutrition Program, Congregate Policy & Procedures Manual. In addition, if a pest issue is identified. COUNTY reserves the right to require CONTRACTOR to take corrective action to remedy the issue or require any other action from CONTRACTOR necessary to protect the health and welfare of participants.
11. DA TA COLLECTION AND PRIVACY
a. At intervals prescribed by the COUNTY and, on forms provided by COUNTY, CONTRACTOR will collect program data and information relating to nutrition risk assessments, registered site participants, meals, use of services and program contributions. CONTRACTOR will also be required to collect program data through the use of electronic collection methods. Such methods may include the use of computers, scanners, or other means. CONTRACTOR must comply with collection requirements as directed by COUNT)'. Unless otherwise specified, COUNTY will provide CONTRACTOR with theti >,. ment needed to collect data by electronic means. COUNTY will be con§'id legal owner of all equipment provided to CONTRACTOR for this pi:freg?~\ uch equipment is considered Non-Expendable property as describeq4@J3iption 16 of this Exhibit. b. CONTRACTOR must submit a completed ai;ic;t si~r)ed Santa Clara Senior Nutrition Program -Monthly Report for th,7 , Q:H month by the fourth (4th) \Z·<; ~< ?
working day of the current month to thei["''~,ssig '" 'registered dietitian. c. No later than the second time an eligib,1~1'par:ticipant attends a congregate meal site operated by CONTRACTOR, Cdt\LJ.~CTOR must have the participant complete a registration form witR<{pii~iplpant's information. Registration forms must be submitted to the design~fed ~OUNTY staff person at least monthly for registrants from the prior m9rftn along with the Monthly Report. CONTRACTOR must submit any new r11.or;(t~~",r"~.gistrations prior to the fifth (5th) working day of every month. l ~'y, ,Jf
d. CONTRACTOR nii.:ist~vbmit "their electronic participant demographic scanner data and related docunl~nts for the prior month by the fifth (5th) working day of every month to the Senfor Nutrition Program.
e. Quarterly Report. Quarterly Reports with output and outcome data must be turned in(~itM §eptember, December, March, and July invoices. Quarterly Rep(2rtSltlJ-!s(it,e prepared on the form provided by the COUNTY. Submission oktij,~ Qual'\g'rly Report is required before the corresponding monthly invoice can b'e,p$id.
f. Withir:l?~t) days of executing this agreement, and annually thereafter if the term of this" agreement is extended, all employees, volunteers, subcontractors, or agents of CONTRACTOR who handle confidential client information, including but not limited to registration forms, must complete the information security and privacy presentation online training provided by the California Department of Aging (currently available at:
https://www.aging.ca.gov/ProgramsProviders/lnformation Security and Priv acy/Presentation/index.html). Upon completion, evidence must be submitted to COUNTY to provide to Sourcewise.
12. PARTICIPANT CONTRIBUTION PRINCIPLES
a. CONTRACTOR will provide meals to eligible individuals regardless of their ability to pay for all or part of their meals. Recipients are requested to make a financial contribution to offset the cost of the meals. Suggested contribution for
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B Exhibit B-2: Program Plan & Requirements
congregate meals is $3.00 per meal. If CONTRACTOR also provides home delivered meals, the suggested contribution is $3.00 per day. Contributions are confidential. CONTRACTOR will not disclose records of the amount of contribution received or the name of contributor to third parties without written permission of the contributor. COUNTY has the right to review CONTRACTOR'S contribution records for audit purposes. Payment of the suggested contribution is not a condition for the receipt of meals. b. CONTRACTOR will submit participant contributions on a monthly basis to be included with the monthly reimbursement claims. One hundred percent of these contributions must be submitted to COUNTY.
13. VOLUNTEER, GUEST, AND STAFF MEALS
a. Volunteer Meals: A volunteer under the age of 60 who provides services during meal hours may be offered a meal, if doing so will not deprive an older individual of a meal. Volunteers under age 60 who receive a full meal that meets the requirements in Section 4 must pay a $3.00 fe~1~d, the fee must be included with the participant contributions and re!ur~~d;~}(l)l the COUNTY.
CONTRACTOR must record the number of. y~IHnte~r · meals served.
CONTRACTOR will be reimbursed for volunteer n;j,~l~)provided. b. Guest Meals: A guest under the age of 60 m.;wJ;te.dtf~ted a meal during meal hours if doing so will not deprive an older indJy(~Jtlljof a meal or add to the cost of meals prepared. A guest must pay a f~~. dtJt,least $8.00 or up to the actual cost of the meal served, as specified .ifEXpjbit C-3: Budget. CONTRACTOR must record the number of guest meal.c§;~dved and keep guest fees separate from participant contributions. C~N'f~CTOR may keep guest fees received.
The cost of providing guest rf;!~alsf'fnay not be included in the quarterly reconciliation. . {; · .. · < "
c. Staff Meals: Nutrition .s~rvje~~.§taff under the age of 60 may receive a meal if doing so will not 9E?pfiv:~1 an}ilfler individual of a meal or add to the cost of meals prepared. C0~"fJRACTOR must record the number of nutrition services staff meals served. Tlie;~est of providing staff meals may not be included in the quarterly reconciliation>·
14. MANDATORY AJP~ENDANCE
CONTRAG:[01R}i:ri1;1ijt/have a representative attend every required training and meetingt<efi~red oi:the COUNTY that is specific to the Senior Nutrition, Congregate Meals Pfogra)m./> /
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15. PURCHASES
COUNTY may require CONTRACTOR, by written notice, to obtain approval of C0UNTY for all purchases of food and materials. Approval will not be withheld by COUNTY except for good cause.
16. NON-EXPENDABLE PROPERTY
Any acquisition by CONTRACTOR of non-expendable property with a retail purchase price in excess of five-hundred dollars ($500.00), that is required by CONTRACTOR for performance of this Contract, must require prior written approval of COUNTY.
COUNTY will be the legal owner of all equipment that is purchased with COUNTY funds. COUNTY may take possession of its equipment if it is not being used primarily for program purposes and will determine disposition of that equipment upon expiration or termination of this contract.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7872A2D5-89EE-4987-AE57-827C723BDC38
17. 18.
19. 20.
Exhibit B-2: Program Plan & Requirements
COMPETITIVE BID REQUIREMENTS
a. All equipment purchases by the CONTRACTOR exceeding five-hundred dollars ($500.00) must be procured through a competitive process in compliance with Sourcewise's bidding procedures unless services or materials can be obtained only from a single source. Any procurement exceeding ten thousand dollars ($10,000.00) must also comply with the requirements of Office of Management and Budget Circular Uniform Guidance.
b. Unless CONTRACTOR uses the COUNTY's designated vendor, prior to making any equipment purchase that has a value of five-hundred dollars ($500) or more, CONTRACTOR will submit to COUNTY evidence that it has received a minimum of three (3) bids for such subcontract and justification for selection of the successful bidder or submit documentation to support the use of the sole supplier. Record shall be maintained by CONTRACTOR showing the parties solicited and the bids submitted.
OVERTIME WORK 4)
Overtime work expenditures that are incurred by the CO~J~CT¢;R will not be paid by reducing services or meals under this contract. · (1 ·)) ✓'./
{;)/ ,t:::,
RESTRICTION OF DISCLOSURES ... ·. ,r 1(
1 Any reports, analysis, studies, drawings, infort9~!ion urdata generated as a result of this contract are to be provided to COUNTY ~'l(ior t<i,)public dissemination. \~~t}>""<'<,:1
L:.:' ~}\
CARE ACCESS ERROR RATE REQU}REMENT
Federal regulations pursuant to 1it[~> llfofJfhe Older Americans Act of 1965 (OM) establish procedures for allocating:,,
1 y to states for various senior services. States
have established allocatiog ~~!:;harL s to award monies to their Area Agencies on Aging (AM). These AMJs
0 1lil}µrn, award monies via contracts or grants to carry out the mission of the OM. · ·
Sourcewise, the County of Santa Clara's designated AM, allocates money for the provision of the ~Ort't;Jf(;lgate Meals Program by reimbursing the County based on the number ofs:mea(s . .ierved to seniors each month. This data is tracked through Source"Yif~f.~ Car$if:A:ccess Database. When there is a discrepancy between the paper total (signatci'te$':Of SNP participants) and scanner total (scanned barcodes of SNP participants),,~n error rate arises. Currently, if the total combined error rate of all Senior Nutrition Meal Sites exceeds five percent (5%), the County will not be reimbursed by Sourcewise. Therefore, CONTRACTOR's data that is imported into Sourcewise's Care Access Database must not exceed an error rate of 5%.
If CONTRACTOR's imported data exceeds an error rate of 5%, COUNTY will withhold a percentage of CONTRACTOR's invoice equivalent to the percentage of the error rate exceeding the 5% threshold. For example, if CONTRACTOR has an error rate of 23%, COUNTY will withhold 18% (23% -5%) of CONTRACTOR's invoice for that month.
Should Sourcewise decide to reimburse the County regardless of the combined error rate of all Senior Nutrition Meal Sites, then the County will not withhold any percentage of CONTRACTOR's invoice regardless of CONTRACTOR's error rate for that month.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B Exhibit B-2: Program Plan & Requirements
21. GRIEVANCE POLICY
a. CONTRACTOR must establish a written grievance process for reviewing and attempting to resolve complaints of older individuals receiving services funded by this Contract which complies with Sourcewise's requirements and the Older Americans Act, Section 315(b)(4). At a minimum, the process shall include all of the following:
i. Time frames within which a complaint will be acted upon. ii. Written notification to the complainant of the results of the review, including a statement that the complainant may appeal to Sourcewise if dissatisfied with the results of CONTRACTOR's review.
iii. Confidentiality provisions to protect the complainant's rights to privacy.
Only information relevant to the complaint may be released to the responding party without the older individual's consent. b. CONTRACTOR shall notify older individuals of the grievaru~e process available to them by: ,::,ft ,
i. Posting notification of the process in visible and acd{siiE:,,I~ areas, such as the bulletin boards in multipurpose senior cent I ari;fas in which there are a substantial number of older adults. For i ';als are non-English speaking, the notification shall also be po~t~~,)n,l;,'e'primary language of a significant number of older individuals. l((}'/1 •.
ii. Advising homebound older individuaJ~:pHfu~process either orally or in writing upon CONTRACTOR's co11t~cty'-')(ith the individuals. c. Complaints may involve, but not b~ lim1tl~Bto, any or all of the following:
i. Amount or duration of a servi~~: ~;\ •. · ·
ii. Denial or discontinuance of ~lseryfte.
iii. Dissatisfaction with the .s~rvice'being provided or with the service provider. If the co~plainfJl, ~Ives an issue of professional conduct that is under the juris9jijtio~~1ef ., her entity, such as the California Medical Board or the Staf@:~efr Association, the complainant shall be referred to the proper entity. ',it>
iv. Failure of the serviCE§ provider to comply with any of the requirements set forth in 9alifornia Department of Aging regulations or in your contract with Sourqawf$€3,
d. Not):1Jng:1rlthjs'):3rievance policy shall be construed as prohibiting older iQ§j1jJ~ualsirom seeking other available remedies, such as presenting their cbmpl~ir:its vat an open meeting of CONTRACTOR's governing board. e. Notify(Sburcewise in writing within ten working days after statement has been issues to complainant detailing the complaint, resolution and a copy of the statement sent to complainant. The address for mailing is 3100 De La Cruz Blvd., Suite 310, Santa Clara, CA, 95054.
22. FISCAL YEAR CLOSEOUT SUBMISSION
Due to fiscal reporting deadlines imposed by the California Department of Aging and Sourcewise, CONTRACTOR must submit requested fiscal year-end closeout documents to COUNTY accounting staff by July 6, 2022.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B County of Santa Clara
Social Services Agency
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
A
Budget
Per Meal Reimbursement Rate*
Grand Total
B
#of
Daily Meals
69 C
# of
Serving Days
248
FY 2021-22
D
Annual Units
17,112
E
Rate
$7.09
Total Contract
Amount**
$121,324.08
$121,324.08
Exhibit C-3
Site 1 -Service Plan & Budget
Weekly Service Plan Mon Tues Weds Thurs Fri Sat Sun Site Preparation Type Service Start
Service End
!Total Hours
Monthly Service Delivery Plan
Possible Serving Days
Unpaid Days Off
Holidays
Actual Serving Days
Budgeted Monthly Meals
!(Serving Days x # of Daily Meals)
YTD Budgeted Meals**
,
11:30AM 11:30AM
12:30 PM 12:30 PM
1.00 1.00
Jul Aug
22 22
0 0
1 0
21 22
1449 1518
1449 2967
11:30AM 11:30AM 11:30AM
12:30 PM 12:30 PM 12:30 PM
1.00 1.00 1.00
Sep Oct Nov
22 ;~ ""-2)-j
0 0 0
2 1 .. ✓ 3
,2E 20 19
1380 1380 1311
4347 5727 7038
N/A N/A Catered
N/A N/A
N/A N/A
Dec Jan Feb Mar Apr May Jun Total
23 21 20 23 21 22 22 261
0 0 0 0 0 0 0 0
2 1 1 0 1 1 0 13
21 20 19 23 20 21 22 248
1449 1380 1311 1587 1380 1449 1518 17112
8487 9867 11178 12765 14145 15594 17112
•only meals provided to eligible participants which meet dietary requirements will be reimbursed. The maximum number of meals reimbursed by the County will not exceed the YTD number of budgeted meals based on County-approved holiday schedule. Meals provided in a previous month but not reimbursed may be billed in a subsequent month. **Food costs must equal at least 25% less $.25 of the Total Contract Amount. Meals that are unserved will not be reimbursed.
Second Amendment to the Contract between the County of Santa Clara Social services Agency and City of Santa Clara FY2020 Page 1 of 3
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B County of Santa Clara
Social Services Agency
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
69 248 17,112
# of Daily Serving Days Annual Meals
Meals
P .d H * a1 ours
A B C D
Paid Time
Off
(Days)
Daily Do not Include
Job Title Hours Hourly Rate Holidays
Site Manager 5.00 $19.74 33.40
Kitchen Aide 4.00 $15.05 33.40
Total '1.UU
Unpaid Volunteer Hours
A B
Daily
Volunteer Hours Hours
Registration Staff 3.00
Server 1 3.00
Server 2 2.00
Server 3 2.00
Server 4 2.00
Tota 12.00
FY 2021-22
13 Paid Holidays
E
Salaries
$ 25,761
$ 15,712
$ -
$ -
$ -
s -
$ -
s -
:;, 41,4/:l
$
1.45%
Payroll
Tax Rate
F
Payroll
Taxes
n s~
)$
$
$
s
$
s
:;,
A
G
Retirement
Contribution
374
228
-
-
-
-
-
-
OUL :;, -
H I
Other
Health Fringe
Insurance Benefits
$ 659
$ 503
:;, -s l,lbL
Exhibit C-3
Site 1 -Staffing Plan
J
Total per
Employee
$ 26,794
$ 16,443
$ -
$ -
$ -
s -
$ -
s -
s 4:l,L:l/
*All personnel costs in the Staffing Plan are built into the per meal rate listed in Exhibit C-3: Budget, Service Plan & Budget.
Second Amendment to the Contract between the County of Santa Clara Social services Agency and City of Santa Clara FY2020 Page 2 of 3
DocuSign Envelope ID: 7872A2D5-89EE-4987-AE57-827C723BDC3B County of Santa Clara
Social Services Agency
FY 2021-22
Agency Name: City of Santa Clara
Program: SNP Congregate Meals
A B C D
Source of Funds FY22Amount % of Total Commitment Code
Resources Provided by County
Santa Clara County Senior Nutrition
Program (This Contract) $ 121,324.08 S4.0%
Resources Provided by Agency (Match)
In-Kind Resources
Volunteer Hours* $75,324.00 33.5%
Cash Resources
Agency General Fund $3,445.00 1.5%
CDBG $24,000.00 10.7%
Non-senior contributions $500.00 0.2%
Total Program Cost $ 224,593.08 99.9%
Actual Meal Cost
Total Per Meal Match sec Rate (Match+ sec Rate)
$6.03 $7.09 $13.12
Commitment Code
1 Firm Commitment-Already have an agreement or letter confirming funding 2 Anticipated Renewal of Existing Funding-Continuation of current year funding 3 Anticipated Resource-Projection of previous fees or donations 4 Application Pending-Application has been submitted, no confirmation at this time 5 Pre-Application-Not yet submitted
* Volunteer Hours are valued by the coJfvas: Living Wage* Hours Per Day* Serving Days Second Amendment to the Contract between the County of Santa Clara Social services Agency and City of Santa Clara FY2020
1 3
1 1
3 Exhibit C-3
Resource Table
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC38 Santa Clara County FY 2021-2022 Exhibit D-2: Logic Model Social Services Agency
Logic Model -
A. Contract Goal:
B. Situation
Lack of food access,
financial instability, and
social isolation are pervasive
issues among the older adult
community. In order to meet
the needs of this community
services need to include
ethnically diverse cuisine
served in locations in
proximity to low-income
neighborhoods, innovative
service models that bring the
food to the people,
transportation options, and
additional safety net
resources. These services
are a vital component to
keeping people healthy and
living independently.
Congregate Meals Agency Name: City of Santa Clara
Provide nutritious meals, opportunities to socialize, transportation, and resources to older adults across Santa Clara County.
C. Activities/Services
Provide training to meal site
volunteers on food safety topics.
D1.#of
undupllcated
cllents/famllles
served per FY
12 D2.#of
Outputs D3. Output
per FY
6 E. Short/Long Term
Outcome Measures
By June 30, 2022, at least 75% of eligible older adult
congregate meal participants will have participated in at least one other service offered at the meal site.
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara FY2020 Page 1 of 1