1 Board Target Date: ____March 25th, 2026______
Request for Board Approval of Contract
Vendor/Contractor/Consultant: Department of Housing and Community Services – Recreation
SCHOOL SITE/DEPARTMENT USE ONLY
Check one of the following:
☐ Independent Contractor/Business/Organization* ☐Professional Services** X Partnership***
* Any person, business, or organization that will be providing non-professional services to the District
** Any person, business, or organization that will be providing professional services to the District (Usually as a result of an RFP, i.e., services that require extensive technical knowledge or training in their particular area of expertise.) Engineers, Financial Advisors, Architects, Auditors, Surveyors, Inspectors, etc.
*** Two or more persons, businesses, corporations, or organizations that will be partnering with the District to perform certain services with the District
SCHOOL SITE/DEPARTMENT USE ONLY
Funding Source (Code): 12-2600-0-1157-100-5800/5100-118-ELOP
Funding Category: ☐ Base ☐Supplemental ☐Concentration X Restricted: __ELOP funds____________________ ☐Other: __________________________________
For Billing (if applicable): ⎕ Bill to: __________________________________ Billing frequency: _______________________
Contract is: ☐New X Renewal ☐Addendum/Amendment Contract Amount: __$72,019________
School Site/Department:__Educational Services______ Number of Individuals Served: __400________
Approved at Site by*: ________________________________________ Date: ______________________ * Signature - FOR CONTRACTS ORIGINATED BY SCHOOL SITE
Departmental Approval**: ____________________________________ Date: ______________________ ** Signature - DISTRICT OFFICE DEPT. SIGNATURE
Contract Created by: _Michael J. Reimer - Ed. Services________ Phone #: _707-899-6112_____________ Name of SRCS employee AND dept. or school site
Proposed Contract Start Date: __05/01/2026_______ Proposed Contract End Date: __08/30/26_________
Requisition #: __________________
BUSINESS SERVICES USE ONLY
Verified Receipt of: ☐ Insurance(s) ☐W-9 Form ☐HR Clearance, if applicable Funding Source /Funding Category verified: ☐ YES ☐ NO Board Approval Date: __________________
Verified by: _____________________________________________________ Date: ______________________ Fiscal Services Authorizer LAST REVISED ON 3-24-25
2 SANTA ROSA CITY SCHOOLS
SERVICE CONTRACT
This CONTRACT is hereby entered into between the Governing Board of the Santa Rosa City Schools, hereinafter referred to as “DISTRICT”, OR “BOARD”and Department of Housing and Community Services – Recreation , hereinafter referred to as “CONTRACTOR”.
1. Services.
(a) DISTRICT’s Responsibilities and Duties:
● Both organizations will work to promote summer offering and provide outreach strategies for student and family participation. Emphasis will be on prioritizing access and equity for the district’s most underserved populations.
● As a part of this agreement, both organizations agree to share applicant information with one another.
The DISTRICT AND CONTRACTOR agree to the following data privacy provisions:
○ The DISTRICT AND CONTRACTOR will use shared applicant information to support the implementation of the Summer, 2026 program together;
○ The DISTRICT AND CONTRACTOR agree to not lend or sell any shared applicant information with any other outside individuals, contractors or organizations; ○ The DISTRICT AND CONTRACTOR will contact one another (Michael Reimer; [email protected] or Joanna Moore; [email protected]) immediately upon learning of any possible data breach.
● The DISTRICT will provide host sites for the summer programming, and provide meals (breakfast, snack and lunch for all participating students).
(b) CONTRACTOR’s Responsibilities and Duties:
● Develop and maintain application platform and share link with SRCS Expanded Learning Department (for inclusion in broader summer 2026 application offerings for families). Both organizations will work to promote summer offering and provide outreach strategies for student and family participation. Emphasis will be on prioritizing access and equity for the district’s most underserved populations.
● Adhere to all the data privacy provisions, as listed in section above. ● Provide organization and administration of a summer enrichment camp for a total of 400 students. ● Programming will include enrichment activities from 12:00-5:30 pm at Piner HS from June 15-July 2 (excluding 6/19) for ~100 students, and offering 1 location (Piner HS) for the Recreation Sensation full day program (8:30-5:30) for ~300 students from June 15-July 23rd, 2026. (excluding 6/19 & 7/4).
All programs run Monday through Friday for dates listed (except for noted holidays). ● Provide teachers and support staff for the program.
● As part of the process, will develop and share:
○ The student application database spreadsheet (to include SRCS ID# field for each student); ○ A daily roster of attendance for each day of the program’s operation (by individual student and showing any “no show” students); and
○ Assign an attendance designee (for any attendance reconciliation issues before, during or after programming).
2. Term. CONTRACTOR shall commence providing services under this CONTRACT on _05/01/26_____, and will continue through __08/30/26___, subject to revision and renewal with BOARD
3 approval in subsequent years. Pursuant to Education Code §17596, in no event shall this CONTRACT exceed a term of five (5) years.
3. Compensation. DISTRICT agrees to pay CONTRACTOR for services satisfactorily rendered pursuant to this CONTRACT a total fee not to exceed Seventy-two thousand nineteen ($72,019) dollars.
DISTRICT shall pay CONTRACTOR according to the following terms and conditions:
Upon receipt of invoice.
4. Expected Outcomes (Deliverables). DISTRICT expects the following outcomes from the services performed by CONTRACTOR pursuant to this CONTRACT (What was the positive impact on the students? How will/is it measured?):
[Develop metrics – Describe the metrics to be used to measure the effectiveness of services. Indicate benchmark metrics as well as the goal by the end of the contract. Data to be gathered by the CONTRACTOR and provided to the DISTRICT]
● Serve 400 K-8 students & their families with summer enrichment and sports programming, as detailed above.
● SRCS will conduct a participant feedback survey to gauge participation and enjoyment of offering.
5. Expenses. Except as set forth herein, DISTRICT shall not be liable to CONTRACTOR for any costs or expenses paid or incurred by CONTRACTOR in performing services for DISTRICT.
6. Independent Contractor. CONTRACTOR, in the performance of this CONTRACT, shall be and act as an independent contractor. CONTRACTOR understands and agrees that he/she and all of his/her employees shall not be considered officers, employees or agents of the DISTRICT, and are not entitled to benefits of any kind or nature normally provided employees of the DISTRICT and/or to which DISTRICT’S employees are normally entitled, including, but not limited to, State Unemployment Compensation, Workers’ Compensation, Health and Welfare Benefits, Paid Vacation, Retirement Program Participation, or any other employee benefits. CONTRACTOR assumes the full responsibility for the acts and/or omissions of his/her employees or agents as they relate to the services to be provided under this CONTRACT. CONTRACTOR shall assume full responsibility for payment of all federal, state, and local taxes or contributions, including unemployment insurance, social security, and income taxes with respect to CONTRACTOR and CONTRACTOR’S employees.
7. Materials. CONTRACTOR shall furnish, at his/her own expense, all labor, materials, equipment, supplies and other items necessary to complete the services to be provided pursuant to this CONTRACT. CONTRACTOR’S services will be performed, findings obtained, reports and recommendations prepared in accordance with generally and currently accepted principles and practices of his/her profession.
8. Taxes. Federal Internal Revenue Service’s regulations require that school districts report all payments to individuals for CONTRACTOR services. CONTRACTOR agrees to file federal and state tax returns and pay all applicable state and federal taxes on amounts paid pursuant to this CONTRACT. In the event DISTRICT is audited for compliance regarding any applicable taxes, CONTRACTOR agrees to furnish DISTRICT with proof of payment of taxes on these earnings.
9. Indemnification: Each party shall indemnify, defend, protect, hold harmless, and
4 release the other, its officers, agents, and employees, from and against any and all claims, loss, administrative proceedings, regulatory proceedings, damages, causes of action, liability, costs or expenses to the extent arising from or in connection with, or caused by any negligent act or omission of such indemnifying party.
This indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages or compensation payable to or for the indemnifying party under workers’ compensation acts, disability benefit acts, or other employee benefit acts
10. Insurance: With respect to the performance of work under this CONTRACT, CONTRACTOR shall maintain and shall require all of its subcontractors, if any, to maintain insurance as indicated below:
(a) Worker's compensation insurance with statutory limits as required by the Labor Code or the State of California. The policy shall be endorsed with the following specific language: “This policy shall not be canceled or materially changed without first giving thirty (30) days prior written notice to the DISTRICT”.
(b) Commercial or Comprehensive General Liability insurance covering bodily injury and property damage using an occurrence policy form, in an amount no less than $1,000,000 per occurrence, $2,000,000 aggregate. Such insurance shall include, but not be limited to premises and operations liability, independent CONTRACTOR’s liability, and personal injury liability.
(a) Automobile liability insurance covering bodily injury and property damage in an amount no less than $1,000,000 combined single limit for each occurrence. Such insurance shall include coverage for owned, hired, and non-owned vehicles.
(b) Each such comprehensive or commercial general liability and automobile liability insurance policy shall be endorsed with the following specific language:
(1) DISTRICT, its officers and employees, is named as additional insured for all liability arising out of the operations by or on behalf of the named insured in the performance of this CONTRACT.
(2) The inclusion of more than one insured shall not operate to impair the rights of one insured against another insured, and the coverage afforded shall apply as though separate policies had been issued to each insured, but the inclusion of more than one insured shall not operate to increase the limits of the company's liability.
(3) The insurance provided herein is primary coverage to DISTRICT with respect to any insurance or self-insurance programs maintained by DISTRICT and no insurance held or owned by DISTRICT shall be called upon to contribute to a loss.
(4) This policy shall not be canceled or materially changed without first giving thirty (30) days prior written notice to DISTRICT.
(e) Sexual Abuse and Molestation coverage in an amount no less than $1,000,000 per occurrence, with an annual aggregate of $2,000,000, endorsed with the following specific language: “This policy shall not be canceled or materially changed without first giving thirty (30) days prior written notice to DISTRICT.” [Required if Contractor will be directly supervising children]
5 (f) Professional Liability (Errors and Omissions) Insurance for all activities of the CONTRACTOR arising out of or in connection with this CONTRACT is an amount no less than $1,000,000 combined single limit for each occurrence endorsed with the following specific language: “This policy shall not be canceled or materially changed without first giving thirty (30) days prior written notice to DISTRICT.” [Required if Professional Services is checked on first page]
(g) Documentation: The following documentation shall be submitted to the DISTRICT:
(1) Properly executed certificates of insurance clearly evidencing all coverages, limits, and endorsements required above. The certificates shall be submitted prior to commencement of services under this CONTRACT.
(2) Signed copies of the specified endorsements for each policy. Said endorsement copies shall be submitted within thirty (30) days of execution of this CONTRACT.
(3) Upon DISTRICT’S written request, certified copies of insurance policies. Such policy copies shall be submitted within thirty (30) days of DISTRICT’S request.
(h) Policy Obligations: CONTRACTOR’S indemnity and other obligations shall not be limited by the foregoing insurance requirements.
(i) Material Breach: If CONTRACTOR, for any reason, fails to maintain insurance coverage, which is required pursuant to this CONTRACT, the same shall be deemed a material breach of contract. DISTRICT, at its sole option, may terminate this CONTRACT and obtain damages from the CONTRACTOR resulting from the breach. Alternatively, DISTRICT may purchase such required insurance coverage, and without further notice to CONTRACTOR, County may deduct from sums due to CONTRACTOR any premium costs advanced by DISTRICT for such insurance. These remedies shall be in addition to any other remedies available to DISTRICT.
11. Termination:
(a) DISTRICT may terminate this CONTRACT without cause by giving thirty (30) calendar days written notice to CONTRACTOR. In the event DISTRICT elects to terminate the CONTRACT without cause, it shall pay CONTRACTOR for services satisfactorily rendered to such date.
(b) If either party fails to perform any of its obligations hereunder, within the time and in the manner hereunder provided or otherwise violates any of the terms of the CONTRACT, either party may immediately terminate this CONTRACT by giving written notice of such termination, stating the reason for such termination. In such event, CONTRACTOR shall be entitled to receive payment for all services satisfactorily rendered, provided, however, that there shall be deducted from such amount the amount of liquidated damages, if any, sustained by DISTRICT by virtue of any breach of the CONTRACT by CONTRACTOR.
12. Fingerprints. The DISTRICT has considered the totality of the services to be provided under this CONTRACT and has determined that CONTRACTOR and CONTRACTOR’S employees are subject to the fingerprinting requirements of Education Code section 45125.1. CONTRACTOR shall submit fingerprints for review by the Department of Justice and authorize DISTRICT to receive subsequent arrest and conviction notifications.
13. Confidentiality. CONTRACTOR acknowledges the protections afforded to student health and related information under regulations adopted pursuant to the Health Insurance Portability and Accountability
6 Act of 1996 (HIPAA), student records under the Family Educational Rights and privacy Act (FERPA), and under provisions of state law and DISTRICT policy relating to privacy. CONTRACTOR shall ensure that all activities undertaken pursuant to this CONTRACT comply with these requirements.
14. Ownership of Work Product: DISTRICT shall be the owner of and shall be entitled to immediate possession of accurate reproducible copies of any work product gathered or computed by CONTRACTOR prior to termination of this CONTRACT by DISTRICT or upon completion of the work pursuant to this CONTRACT.
15. Assignment. The obligations of the CONTRACTOR pursuant to this CONTRACT shall be performed solely by CONTRACTOR and shall not be assigned or transferred by the CONTRACTOR to any third party or employee/agent of CONTRACTOR without the DISTRICT’S prior written consent.
16. Compliance with Applicable Laws. The services completed herein must meet the approval of the DISTRICT and shall be subject to the DISTRICT’S general right of inspection to secure the satisfactory completion thereof. CONTRACTOR agrees to comply with all federal, state, and local laws, rules, regulations, and ordinances that are now or may in the future become applicable to CONTRACTOR, CONTRACTOR’S business, equipment, and personnel engaged in operations covered by this CONTRACT or accruing out of the performance of such operations.
17. Permits/Licenses. CONTRACTOR shall secure and maintain in force such permits and licenses as are required by law in connection with the furnishing of services pursuant to this CONTRACT.
18. Entire CONTRACT/Amendment. This CONTRACT and any attachments constitute the entire CONTRACT among the parties to it and supersede any prior or contemporaneous understanding or CONTRACT with respect to the services contemplated, and may be amended only by a written amendment executed by both parties. Should the CONTRACT terms conflict with any amendments attached hereto, this CONTRACT shall govern.
19. Notice. All notices or demands to be given under this CONTRACT by either to the other shall be in writing and given either by (a) personal service or (b) by postage prepaid U.S. Mail, registered or certified, return receipt requested. Service of notice or demand shall be considered given when received if personally served or, if mailed, on the second day after deposited at any U.S. Post Office. The address to which either party may give notices or demands may be changed by written notice given in accordance with the notice provisions of this section. At the date of this CONTRACT, the addresses of the parties are as follows:
DISTRICT: CONTRACTOR:
Santa Rosa City Schools Name: Joanna Moore
211 Ridgway Ave Street: 415 Steele Lane
Santa Rosa, CA 95401 City/State/Zip: Santa Rosa California 95403
707-890-3800 Phone: 707-543-4359
[email protected] Email: [email protected]
7 20. Nondiscrimination. CONTRACTOR shall comply with all applicable federal, state, and local laws, rules and regulations in regard to nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition, handic ap, or other prohibited basis. All nondiscrimination rules or regulations required by law to be included in this CONTRACT are incorporated by this reference.
21. Extra (Changed) Work. Only the Superintendent may authorize extra (and/or changed) work, which shall be in writing and thereafter ratified by the Board. The parties expressly recognize that DISTRICT and DISTRICT personnel are without authorization either to order extra (and/or changed) work or to waive contract requirements. Failure of the CONTRACTOR to secure proper authorization for extra work shall constitute a waiver of any and all right to adjustment in the contract price or contract time due to su ch unauthorized extra work and the CONTRACTOR thereafter shall be entitled to no compensation whatsoever for the performance of such work.
22. Conflict of Interest. CONTRACTOR represents that it presently has no interest, which would conflict in any manner or degree with the performance of services contemplated by this CONTRACT.
CONTRACTOR further represents that in the performance of this CONTRACT, no person having such interest will be employed. If CONTRACTOR participates in the planning, development, or negotiation of a contract for the District, CONTRACTOR may not subsequently acquire a financial interest in that contract in violation of Government Code section 1090.
23. Severability. If any term, condition, or provision of this CONTRACT is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions will nevertheless continue in full force and effect, and shall not be affected, impaired or invalidated in any way.
24. Governing Law. The terms and conditions of this CONTRACT shall be governed by the laws of the State of California with venue in Sonoma County, California, and no other place.
THIS CONTRACT IS ENTERED INTO THIS ________________________.
DISTRICT AUTHORIZED SIGNER or CONTRACTOR
Signature: ______________________________ Signature:
Lisa August Print Name: Megan Basinger Interim Superintendent Title: Director, Housing and Community Services [email protected] Email: [email protected] 707-890-3800 x80201 Phone: 707-543-3303
SRCS Board Approved:______________
APPROVED AS TO FORM_______________
CAO