In Process
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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 Exhibit 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 CONTRACTOR
______________________________
Miguel Marquez, Chief Operating Officer
County of Santa Clara
______________________________
Deanna J. Santana, City Manager
City of Santa Clara
Date: _________ Date: _________
______________________________
John P. Mills
Deputy County Executive
Date: _________
ATTEST
______________________________
Hassam Haggag, City Clerk
City of Santa Clara
Date: _________
APPROVED AS TO FORM AND LEGALITY APPROVED AS TO FORM
______________________________
Luke Edwards
Deputy County Counsel
Date: _________
______________________________
Office of the City Attorney
Date: _________
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B 12/15/2021
In Process
Exhibit A-2: Program Provisions
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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
COUNTY will reimburse CONTRACTOR actual allowable expenditures subject to the provisions of this Contract, for a total not to exceed $129,631.65 in FY2019- 2020, not to exceed $110,774.16 in FY2020-2021, and not to exceed $121,324.08 in FY2021-2022, for a total not to exceed $361,729.89.
3. BUDGET CONTINGENCY
This Contract is contingent upon the appropriation of sufficient funding by the COUNTY for the services covered by this Contract. Notwithstanding the termination provisions set forth herein, if funding is reduced or depleted by the County for services covered by this Contract, the COUNTY has the option to either terminate this Contract without notice (except that is necessary to transition clients in the discretion of the County) and with no liability occurring to the County, or to offer an amendment to this Contract indicating the reduced amount.
4. FEE FOR SERVICE CONTRACT
a. CONTRACTOR will be paid by COUNTY in accordance with Exhibit A-2:
Program Provisions, Exhibit B-2: Program Plan & Requirements, Exhibit C-3:
Budget, and Exhibit D-2: Logic Model, for the performance of services as outlined in this Contract up to the maximum compensation.
i. For Non-Profit Agencies, OMB Circular A-122.
ii. For Local Governments, OMB Circular A-87.
iii. For Public and Nonprofit Institutions of Higher Education, OMB Circular A-121.
iv. For Profit Making Organization, 41 CFR Part 1.
b. If CONTRACTOR provides any tasks, de liverables, 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.
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit A-2: Program Provisions
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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 prov ision 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 contributions on a monthly basis with the monthly expense claims.
b. CONTRACTOR will deposit all partic ipant contributions in a bank account maintained for the Senior Nutrition Progr am (SNP). All deposits, withdrawals, and balances for the Senior Nutrition Program must be separately identified.
COUNTY has the right to review all financial records and bank accounts for audit purposes. Participants’ contribut ions will be collected, counted, and recorded daily by CONTRACTOR. Two persons designated by CONTRACTOR will co-verify the co llection and count of participant contributions daily by their signature and date on a participant contribution accounting record. Participant contri butions are to be deposited daily when possible, but no less frequently than on a weekly basis. Participant contributions are to be kept in a secure locked location and at night locking in a safe, pending deposit into the Senior Nutrition Program bank account.
6. ADVANCE PAYMENTS
a. Notwithstanding Section 4 above, CO UNTY, at its discretion may make advance payments under this contract to CONTRACTOR up to a maximum of 25% of the total contract amount and under conditions as the COUNTY may specify. 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 repaym ent 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 DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit A-2: Program Provisions
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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 B-2: Program Plan & Requirements.
a. 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.
b. In order to ensure continuation of service, CONTRACTOR will not be paid for meals in excess of the number of year-to-date meals listed in the Service Delivery Plan in Exhibit C-3: Budget. Meals that are provided but not reimbursed in a particular month may be reimbursed if claimed on later invoice so long as CONTRACTOR has offered the agreed upon services continuously.
c. If the invoice is in proper form and the items billed are payable under this Contract, COUNTY will make payment to CONTRACTOR.
d. COUNTY will not be required to make pa yment if the amount claimed is not in accordance with the provisions of this Contract. All payments under this Contract will be made directly to CONT RACTOR as a corporate entity. Under no circumstances will COUNTY be required to make payments in any amount pursuant to this Contract to any other parties, including individual employees or creditors of CONTRACTOR.
e. COUNTY is not obligated to reimburse CONTRACTOR for any service or expenditure not reported to COUNTY within sixty (60) calendar days after the end of the last month of the Contract term.
8. SERVICE PROVIDED
a. CONTRACTOR must inform COUNTY of services and activities performed under this Contract and accept appropriately referred clients from the COUNTY for contract 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 coordi nation 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 Man ager as CONTRACTOR’s representative for the purpose of performing the services as required by this Contract. Unless DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit A-2: Program Provisions
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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 B-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 10 days before the adjusted Work Plan begins.
11. ADJUSTMENT TO EXHIBIT C-3: BUDGET
A budget adjustment can be made without a contract amendment if Contractor submits a written budget adjustment request to the COUNTY Contract Representative, or designee, and the request is approved by the COUNTY in writing. A budget adjustment must not increase the maximum financial obligation of this Contract.
CONTRACTOR may request a budget revision by submitting the COUNTY’s Budget Revision Request form to the COUNTY’s designated contract/program monitor. The Budget Revision Request must include a statement explaining the impact that the budget revision, if approved, would have on the program/service delivery. Upon approval of the CONTRA CTOR’s Budget Revision Request, COUNTY will forward an approved copy of the Budget Revision Request form to the CONTRACTOR.
12. ADJUSTMENT TO EXHIBIT D-2: LOGIC MODEL
A written adjustment to the Logic Model 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 10 days before the adjusted Logic Model begins.
13. NOTICES
All notices prescribed by this Contract wil l 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: Social Services Agency, Director
CC: Senior Nutrition Program Manager
353 West Julian Street, 4
th Floor
San Jose, California 95110-2335
To CONTRACTOR: Deanna J. Santana
City Manager
1500 Warburton Avenue
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit A-2: Program Provisions
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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.
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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
CONTRACTOR will obtain all permits and licenses necessary to the performance of this contract will assure that its subcontractors obtain the same. The CONTRACTOR will pay all normal fees for permits, licenses, inspections or any other certification or service required in the performance of this contract.
3. ELIGIBLE INDIVIDUALS
Persons who are eligible for meals and services under this contract are those persons who are 60 years of age or older or who are spouses of persons who are 60 years of age or older. Meals may be made available to handicapped or disabled individuals who have not attained 60 years of age but who reside in housing facilities occupied primarily by the elderly at which congregate nutrition services are provided, or individuals with disabilities who re side at home with and accompany older individuals who are eligible for services. Priority will be given to those older persons in greatest social and economic need with particular attention to seniors who are age 75 or older, low-income, living alone, and/or minorities as defined by the Older Americans Act of 1965.
4. MEALS
a. Meals served by CONTRACTOR must provide at least one-third (1/3rd) of the current recommended dietary allowance specified by the Food and Nutrition Board of the National Academy of Sciences – National Research Council. b. Menus will be planned by CONTRACT OR in cycles, the minimum period being five (5) weeks. Such menus must be planned in accordance with COUNTY 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.
5. 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 DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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.
c. The site must have adequate lighti ng 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.
d. CONTRACTOR ensures that a pleasan t dining atmosphere is maintained and that there is adequate space for the equipment of participants, such as canes, crutches and wheelchairs.
e. There will be no architectural barriers wh ich would prevent an eligible individual from having access to the meal site facility.
f. Innovative services may added to the PROGRAM during the term of this contract, or upon an extension of this contract, upon written approval of the COUNTY.
g. Notwithstanding a designation as a ca tered site in Exhibit C-3: Budget, upon written approval from COUNTY and upon obtaining all required governmental approvals, CONTRACTOR may switch to being a cook on site location. In the event of this switch, CONTRACTOR’s per-meal rate will be changed to the standard cook on site per-meal rate if different than the catered meal rate.
6. NUMBER OF MEALS, SERVING DAYS, AND HOLIDAYS
a. CONTRACTOR will provide the number of hot meals as specified in Exhibit C- 3: Budget. If demand by eligible individuals in the first six (6) months of this Contract does not result in CONTRACT OR 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 renegotiate this Contract to allow CONTRACTOR to reduce the average number of meals to be provided per day. If CONTRACTOR provides additional meals and such additional meals will cause CONTRACTOR to exceed the Maximum Financial Obligation of this Contract, such additional costs will be the sole expense 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 not ify 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, DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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:
i. Transportation of eligible individu als to and from congregate meal sites so that nutrition and other services will be accessible to those eligible individuals living within the program area who, because of lack of mobility or physical or mental handicap, would otherwise be unable to participate in the program;
ii. Information and referral services designed to provide eligible individuals with current information of, and referral to, all appropriate services to meet their needs;
iii. Health and welfare counseling services designed to assist eligible individuals in dealing with the problems and stresses that interfere with normal health and social functioning. CONTRACTOR may provide such services through person-to-person assistance from trained counselors or referrals to other resources;
iv. Nutrition education through a formal program of regularly scheduled meetings to make available pertinent facts related to nutritional need; v. Recreation activities designed to foster the health and social well-being of program participants through social interaction and satisfying use of free time;
vi. Outreach activities to assure maximum participation of hard to reach and other eligible individuals.
b. CONTRACTOR will report the supportive services provided at its meal site(s) to the COUNTY in the format requested by the COUNTY and whether the service is provided by CONTRACTOR or another entity at least annually, or more often, as requested by the COUNTY. COUNTY may request this information from CONTRACTOR up to once per quarter.
9. FOOD INVENTORY
CONTRACTOR will develop a written plan fo r conducting food inventories. The plan will include the procedures for conductin g food inventories, identify persons responsible for conducting the inventory, and set the schedule for completing the inventories. The plan will also include a de scription 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.
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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. DATA 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 COUNTY. Unless otherwise specified, COUNTY will provide CONTRACTOR with the equipment needed to collect data by electronic means. COUNTY will be considered legal owner of all equipment provided to CONTRACTOR for this purpose. Such equipment is considered Non-Expendable property as described in Section 16 of this Exhibit. b. CONTRACTOR must submit a comp leted and signed Santa Clara Senior Nutrition Program – Monthly Report for the prior month by the fourth (4 th)
working day of the current month to their assigned registered dietitian. c. No later than the second time an eligible participant attends a congregate meal site operated by CONTRACTOR, CONTRACTOR must have the participant complete a registration form with partic ipant’s information. Registration forms must be submitted to the designated COUNTY staff person at least monthly for registrants from the prior month along with the Monthly Report. CONTRACTOR must submit any new monthly registrations prior to the fifth (5th) working day of every month.
d. CONTRACTOR must submit their electronic participant demographic scanner data and related documents for the prior month by the fifth (5th) working day of every month to the Senior Nutrition Program.
e. Quarterly Report. Quarterly Report s with output and outcome data must be turned in with September, December, March, and July invoices. Quarterly Reports must be prepared on the form provided by the COUNTY. Submission of the Quarterly Report is required before the corresponding monthly invoice can be paid.
f. Within 30 days of executing this agreement, and annually thereafter if the term of this agreement is extended, all em ployees, 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 prov ided by the California Department of Aging (currently available at:
https://www.aging.ca.gov/ProgramsProviders/Information_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 e ligible 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 DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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 fee and the fee must be included with the participant contribut ions and returned to the COUNTY.
CONTRACTOR must record the number of volunteer meals served.
CONTRACTOR will be reimbursed for volunteer meals provided. b. Guest Meals: A guest under the age of 60 may be offered a meal during meal hours if doing so will not deprive an older individual of a meal or add to the cost of meals prepared. A guest must pay a fee of at least $8.00 or up to the actual cost of the meal served, as specified in Exhibit C-3: Budget. CONTRACTOR must record the number of guest meals served and keep guest fees separate from participant contributions. CONTRACTOR may keep guest fees received.
The cost of providing guest meals may not be included in the quarterly reconciliation.
c. Staff Meals: Nutrition services staff under the age of 60 may receive a meal if doing so will not deprive an older individu al of a meal or add to the cost of meals prepared. CONTRACTOR must record the number of nutrition services staff meals served. The cost of providing staff meals may not be included in the quarterly reconciliation.
14. MANDATORY ATTENDANCE
CONTRACTOR must have a representative attend every required training and meeting offered by the COUNTY that is spec ific to the Senior Nutrition, Congregate Meals Program.
15. PURCHASES
COUNTY may require CONTRACTOR, by written notice, to obtain approval of COUNTY for all purchases of food and ma terials. 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.
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
17. 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.
18. OVERTIME WORK
Overtime work expenditures that are incurred by the CONTRACTOR will not be paid by reducing services or meals under this contract.
19. RESTRICTION OF DISCLOSURES
Any reports, analysis, studies, drawings, information or data generated as a result of this contract are to be provided to COUNTY prior to public dissemination.
20. CARE ACCESS ERROR RATE REQUIREMENT
Federal regulations pursuant to Title III of the Older Americans Act of 1965 (OAA) establish procedures for allocating money to states for various senior services. States have established allocation mechanisms to award monies to their Area Agencies on Aging (AAA). These AAAs in turn, award monies via contracts or grants to carry out the mission of the OAA.
Sourcewise, the County of Santa Clara’s designated AAA, allocates money for the provision of the Congregate Meals Program by reimbursing the County based on the number of meals served to seniors each month. This data is tracked through Sourcewise’s Care Access Database. When there is a discrepancy between the paper total (signatures of SNP participants) and scanner total (scanned barcodes of SNP participants), an 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.
DocuSign Envelope ID: 7B72A2D5-B9EE-4987-AE57-827C723BDC3B In Process
Exhibit B-2: Program Plan & Requirements
Second Amendment to the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara
FY2020
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 compla inant 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 grievance process available to them by:
i. Posting notification of the process in visible and accessible areas, such as the bulletin boards in multipurpose senior centers or areas in which there are a substantial number of older adults. For individuals are non-English speaking, the notification shall also be posted in the primary language of a significant number of older individuals.
ii. Advising homebound older individuals of the process either orally or in writing upon CONTRACTOR’s contact with the individuals. c. Complaints may involve, but not be limited to, any or all of the following:
i. Amount or duration of a service.
ii. Denial or discontinuance of a service.
iii. Dissatisfaction with the service being provided or with the service provider. If the complaint involves an issue of professional conduct that is under the jurisdiction of another entity, such as the California Medical Board or the State Bar Association, the complainant shall be referred to the proper entity.
iv. Failure of the service provider to comply with any of the requirements set forth in California Department of Aging regulations or in your contract with Sourcewise.
d. Nothing in this Grievance policy shall be construed as prohibiting older individuals from seeking other available remedies, such as presenting their complaints at an open meeting of CONTRACTOR’s governing board. e. Notify Sourcewise 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.
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County of Santa Clara
Social Services Agency
FY 2021-22 Exhibit C-3
Site 1 - Service Plan & Budget
Agency Name:
Site:
A
Budget
Per Meal Reimbursement Rate*
Grand Total
Weekly Service Plan Mon Tues Weds Thurs Fri Sat Sun
Service
Days
Service Start 11:30 AM 11:30 AM 11:30 AM 11:30 AM 11:30 AM N/A N/A Service End 12:30 PM 12:30 PM 12:30 PM 12:30 PM 12:30 PM N/A N/A Total Hours 1.00 1.00 1.00 1.00 1.00 N/A N/A 5
Monthly Service Delivery Plan Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total Possible Serving Days 22 22 22 21 22 23 21 20 23 21 22 22 261 Unpaid Days O f f 0 00000000 000 0
H o l i d a y s 1 021321 10110 13
Actual Serving Days 21 22 20 20 19 21 20 19 23 20 21 22 248 Budgeted Monthly Meals
(Serving Days x # of Daily Meals) 1449 1518 1380 1380 1311 1449 1380 1311 1587 1380 1449 1518 17112 YTD Budgeted Meals** 1449 2967 4347 5727 7038 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.
Rate
$7.09
Total Contract
Amount**
$121,324.08
$121,324.08
69 248 17,112
City of Santa Clara
Site Preparation Type
Catered
Santa Clara Senior Center
EFBC D
# of
Daily Meals
# of
Serving Days Annual Units
Second Amendment to the Contract between the County of Santa Clara Social services Agency and City of Santa Clara FY2020 Page 1 of 3
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County of Santa Clara
Social Services Agency
FY 2021-22 Exhibit C-3
Site 1 - Staffing Plan
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
69 248 17,112 13 1.45%
# of Daily
Meals
Serving Days Annual Meals Paid Holidays Payroll
Tax Rate
Paid Hours*
AB C D E F G H I J
Job Title
Daily
Hours Hourly Rate
Paid Time
Off
(Days)
Do not include
Holidays Salaries
Payroll
Taxes
Retirement
Contribution
Health
Insurance
Other
Fringe
Benefits
Total per
Employee
Site Manager 5.00 $19.74 33.40 $ 25,761 $ 374 $ 659 $ 26,794 Kitchen Aide 4.00 $15.05 33.40 $ 15,712 $ 228 $ 503 $ 16,443 $ ‐ $ ‐ $ ‐
$ ‐ $ ‐ $ ‐
$ ‐ $ ‐ $ ‐
$ ‐ $ ‐ $ ‐
$ ‐ $ ‐ $ ‐
$ ‐ $ ‐ $ ‐
Total 9.00 $ 41,473 $ 602 $ ‐ $ ‐ $ 1,162 $ 43,237 AB C D
Volunteer Hours
Daily
Hours
Valuation
Hourly Rate
Valuation
(In‐Kind
Registration Staff 3.00 $25.31 $ 18,831
Server 13 .00 $25.31 $ 18,831
Server 22 .00 $25.31 $ 12,554
Server 32 .00 $25.31 $ 12,554
Server 42 .00 $25.31 $ 12,554
Total 12.00 $ 75,324
Unpaid Volunteer Hours
*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
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County of Santa Clara
Social Services Agency
FY 2021-22 Exhibit C-3
Resource Table
Agency Name: City of Santa Clara
Program: SNP Congregate Meals
AB C D
Source of Funds FY22 Amount % of Total Commitment Code Santa Clara County Senior Nutrition
Program (This Contract) 121,324.08$ 54.0%
1 Volunteer Hours* $75,324.00 33.5% 3
Agency General Fund $3,445.00 1.5% 1
CDBG $24,000.00 10.7% 1
Non‐senior contributions $500.00 0.2% 3
Total Program Cost 224,593.08$ 99.9%
To
tal Per Meal Match
Actual Meal Cost
(Match + SCC Rate)
$6.03 $13.12
Commitment Code
1 2
3 4
5 Resour
ces Provided by County
Resources Provided by Agency (Match)
In‐Kind Resources
Cash Resources
* Volunteer Hours are valued by the County as: Living Wage * Hours Per Day * Serving Days SCC Rate
$7.09
Firm Commitment‐Already have an agreement or letter confirming funding Anticipated Renewal of Existing Funding‐Continuation of current year funding Anticipated Resource‐Projection of previous fees or donations Application Pending‐Application has been submitted, no confirmation at this time Pre‐Application‐Not yet submitted
Second Amendment to the Contract between the County of Santa Clara Social services Agency and City of Santa Clara FY2020 Page 3 of 3
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Santa Clara County
Social Services Agency
FY 2021-2022 Exhibit D-2: Logic Model
Logic Model - Agency Name: City of Santa Clara
A. Contract Goal:
B. Situation
C. A
ctivities/Services
D1. # of
unduplicated
clients/families
served per FY
D2. # of
Outputs
per FY
D3. Output E. Short/Long T erm
Outcome Measures
Provide training to meal site
volunteers on food safety topics. 12 6 Volunteer Trainings Congregate Meals
Provide nutritious meals, opportunities to socialize, transportation, and resources to older adults across Santa Clara County.
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.
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
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