CITY OF SIMI VALLEY
MEMORANDUM
July 22, 2024
TO: City Council
FROM: Office of the City Manager
SUBJECT: APPROVAL OF A COVID-19 COMMUNITY RECOVERY GRANT
CONTRACT BETWEEN THE CITY OF SIMI VALLEY AND THE RANCHO
SIMI RECREATION AND PARK DISTRICT AND AUTHORIZATION FOR
THE CITY MANAGER TO EXECUTE THE CONTRACT
STAFF RECOMMENDATION
It is recommended the City Council approve the COVID-19 Community Recovery Grant contract (page 5) between the City of Simi Valley and the Rancho Simi Recreation and Park District for a not to exceed amount of $50,000 for a Mobile Recreation vehicle and related expenses and authorize the City Manager to execute the contract.
BACKGROUND AND OVERVIEW
The American Rescue Plan Act (ARPA) allocated $15,325,294 to the City of Simi Valley. Subsequently, on May 9, 2022, the City Council approved the distribution of the ARPA funds to various projects as identified in the Project List in compliance with the ARPA “Final Rule .” The ARPA Final Rule allows cities to claim ARPA funds to offset revenue losses, which funds are then transferred to the City’s General Fund and used for various purposes. The City has claimed the full allocation ($15.3 million) in ARPA funds as revenue loss.
ARPA funds claimed for revenue loss, and subsequently transferred to the General Fund, are expended as General Fund monies and not ARPA funds. Once ARPA funds are deemed as loss revenue, public agencies c an utilize funds for general services such as health and public services and agencies have the most discretion for the use of funds. Given the nature and purpose of the various classifications in the approved Project List, staff determined that distribution of these funds could be achieved through the cre ation of a COVID-19 Community Recovery Grant Program as funding designations greatly assist both the non-profits and agencies that serve Simi Valley residents and businesses who continue to recover from the impacts of COVID-19.
Staff recommends that the City Council approve the COVID -19 Community Recovery Grant contract with the Rancho Simi Recreation and Park District for a Mobile Recreation Vehicle and related expenses.
AGENDA ITEM NO.
Consent (3)
FINDINGS AND ALTERNATIVES
On May 9, 2022, the City Council approved a list of projects to allocate the ARPA funds.
The project list also identified potential recipients of the funds based on organizations that have been impacted by COVID -19 or provide services to those that have been and continue to be affected by COVID -19. Now utilizing General Fund monies, staff has created a simplified COVID-19 Community Recovery Grant Program contract to serve the Project List recipients better. This program's contracts and reporting requirements mirror the City’s existing Community Project Grant program. Like the Community Projects Grant program, staff will return annually to the City Council with a staff report of the recipient’s progress to re-evaluate the distribution of the funds and the needs at the time.
One of the many non- profits identified in the approved Project List is Rancho Simi Recreation and Park District (RSRPD), located at 4201 Guardian Street in Simi Valley.
The RSRPD’s mission is to provide safe parks, promote a healthy lifestyle through recreational activities and amenities, and preserve open space trails and community history. They provide various services and resources, including childcare services, alternative recreation (for special needs), free special events, and dive- in movies in the community pool. They also maintain two golf courses and a disc golf course. RSRPD offers activities, including day camps and excursions for those 50+ years old, and hosts community games.
With the many mental health repercussions from COVID -19, such as uncertainty, social isolation, increased screen time, and parental fatigue which continue to i mpact the community, RSRPD determined that the creation of the Mobile Recreation Program (Mobile Rec) would be a valuable service to families. The Mobile Rec program was implemented the in the spring of 2023 and brings fun directly to children in local neighborhood parks twice a month. This free, fun, and engaging program has been successful, especially for youths with limited after -school and summer recreation opportunities. Since the program’s inception, each Mobile Rec visit has served up to 40 youth, and each pop-up event serves up to 90 youth, totaling outreach to approximately 500 youth per month. Activities include scavenger hunts, making friendship bracelets, designing kites, playing soccer, and other traditional and unique sports. The consistency in location visits and regular scheduling have fostered a safe environment where youth are excited to be together outdoors and feel less isolated. Most importantly, the program has had a positive impact as it serves underserved youths in the community.
To sustain this program's long-term growth and impact a larger number of underserved youths in the community, a dedicated vehicle would streamline operations, enhance logistics, and address the increasing demand for childcare services. RSRPD has submitted a proposal requesting financial assistanc e for a dedicated Mobile Rec Program vehicle (Attachment A, page 16), for funding under the COVID-19 Community Recovery Gr ant Program.
RSRPD has identified that $50,000 will be needed to cover the cost of the program vehicle and other related expenses. Currently, the RSRPD delivers the program via a transit van 2 that serves other District uses. A dedicated vehicle would allow for more consistent and robust programming and additional park visits to serve more underserved youth each month.
Staff will provide a one- time payment directly to RSRPD following execution of the six - month contract. RSRPD has to purchase the vehicle by the end of the year and will be required to provide a Performance Report documenting all expenditure activity through the completion of the term of this contract.
The following alternatives are available to the City Council:
1. A
pprove the COVID-19 Community Recovery Grant contract between the City of Simi Valley and the Rancho Simi Recreation and Park District for a not-to- exceed amount of $50,000 for the purchase of a Mobile Recreation vehicle and related expenses;
2. M
odify and approve the COVID -19 Community Recovery Grant contract between the City of Simi Valley and the Rancho Simi Recreation and Park District;
3. P
rovide further direction to staff.
S
taff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I
move to approve the COVID-19 Community Recovery Grant contract between the City of Simi Valley and the Rancho Simi Recreation and Park District for a not -to-exceed amount of $50,000 for the purchase of a Mobile Recreation vehicle and authorize the City Manager to execute the contract.
SUMMARY
T
he City of Simi Valley has received $15,325,294 from the American Rescue Plan Act (ARPA). On May 9, 2022, in accordance with the ARPA "Final Rule," the City claimed the ARPA funds to offset revenue losses and moved the funds to the City's General Fund for use on a variety of projects. Subsequently, the City Council approved the distribution of these funds to various projects indicated in the A RPA Project List. The City has since claimed the whole allotment of ARPA monies ($15.3 million) as income loss. Given the nature and purpose of the various classifications in the approved Project List, staff determined that distribution of these funds coul d be achieved through the creation of a COVID-19 Community Recovery Grant Program.
RS
RPD’s request for funding through the City’s grant program addresses a variety of critical needs either resulting from or exacerbated by COVID -19. Funding will be distributed over the course of the year per the attached RSRPD’s Funding Budget Proposal and used for the primary category of childcare services. Staff recommends the 3 City Council approve the COVID -19 Community Recovery Grant contract between the City of Simi Valley and the Rancho Simi Recreation and Park District for a not-to-exceed amount of $50,000 for a Mobile Recreation vehicle and related expenses and authorize the City Manager to execute the contract.
___
_________________________________
Samantha C. Argabrite
City Manager
P
repared by: Heidi DiNardo, Senior Management Analyst
INDEX Page
C
OVID-19 Community Recovery Grant Contract ............................. 5 Attachment A – RSRPD’s Cover Letter .......................................... 16 4 Contract No. 3250010
CONTRACT FOR THE COVID-19 COMMUNITY
RECOVERY GRANT BETWEEN THE CITY OF SIMI
VALLEY AND RANCHO SIMI RECREATION
AND PARK DISTRICT
THIS CONTRACT is made and entered into this day of July 2024 (the “Effective Date”), by and between the CITY OF SIMI VALLEY, a municipal corporation, hereinafter referred to as CITY, and RANCHO SIMI RECREATION AND PARK DISTRICT , a non- profit organization, hereinafter referred to as GRANTEE.
RECITALS
1. CITY has created a COVID -19 Community Recovery Grant Program (Program) to provide financial assistance to local non-profit organizations, government agencies, and public/private partnerships that serve the vulnerable population of the community and support the City’s business community.
2. The Program is designed to help strengthen local non- profits and the services they provide as their organization and the population served continue to recover from the negative impacts of the COVID-19 pandemic.
3. Pursuant to action taken by the City Council of the City of Simi Valley on July 22, 2024, the City is allocating grant funds as proposed to be used for an activity as further set forth in the GRANTEE’s Scope of Work.
NOW, THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows:
AGREEMENT
1. RECITALS
The foregoing recitals are true and correct and are a part of this CONTRACT.
2. SCOPE OF WORK
GRANTEE’s Scope of Work, attached hereto as “Exhibit A” and incorporated into this CONTRACT herein by reference.
3. TERM
The term of the Contract will shall be from the Effective Date through January 31, 2025.
4. GRANT AWARD
It is agreed and understood that the total amount to be paid by CITY to GRANTEE under this CONTRACT shall not exceed $50,000 over the term of this CONTRACT.
5 2
5. PERMITS AND LICENSES
GRANTEE, at its sole expense, will obtain and maintain during the term of this contract, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.
6. GRANT PAYMENTS
City will provide Grantee with an amount not to exceed $50,000 in accordance with the “Schedule of Compensation” that is attached hereto as “Exhibit B.” Prior to City providing a one -time payment of $50,000, Grantee will provide CITY with a copy of their Business Tax Certificate and provide their Taxpayer Identification Number.
7. PERFORMANCE REPORT
GRANTEE agrees to submit to CITY a f inal Performance Report by the end of January 2025, via E -mail to Heidi DiNardo at HDiNardo @simivalley.org. The Final report shall include a status update for the GRANTEE’s progress toward the goals and activities described in the GRANTEE’s scope of work (Exhibit A) including all grant expenditures for completion of the project’s scope of work.
8. FINANCIAL AUDIT
CITY shall have the option of inspecting and/or auditing all records and other written materials used by GRANTEE in its use of grant funding. GRANTEE is required to retain all related financial statements and documentation f or a minimum of five years from the date of completion as noted in the final accepted quarterly report.
9. FISCAL RESPONSIBILITIES
A. Grantee will appoint and submit the name of a fiscal agent who will be responsible for the financial and accounting acti vities of GRANTEE, including the receipt and disbursement of the GRANT.
B. Grantee to d ocument all costs by maintaining complete and accurate records of all financial transactions, including, without limitation, contracts, invoices, timecards , cash receipts, vouchers, canceled checks, payroll reports, bank statements and/or other official documentation evidencing in proper detail the nature and propriety of all charges.
C. City will pay Grantee a one- time payment funding at the time and in the manner set forth in “Exhibit B ”. Grantee will submit reasonable back -up documentation as specified by City with any request for payment.
D. City and Grantee to mutually agree on preferred payment schedule (monthly, quarterly, or one-time payment) after execution of contract.
6 3
10. TERMINATION
A. CITY may, at its sole discretion, terminate this Agreement and GRANTEE’s funding upon ninety (90) days written notice that adequate CITY funding is not available for payment.
B. CITY may terminate Agreement subject to GRANTEE’s right to correct its default.
C. Upon suspension or termination of this Agreement by CITY, CITY will not be obligated to pay GRANTEE except for services previously performed for which payment was not previously made.
D. Upon suspension or termination, GRANTEE will
i. Be paid for all completed services in accordance with the GRANTEE’s scope of work to the date of such suspension or termination.
ii. Promptly forward to CITY any and all copies of studies, reports, and other data, whether or not completed, prepared by GRANTEE or its subcontractors, if any, in connection with this Agreement. Such materials will become CITY’s property. GRANTEE, however, will not be liable for CITY’s use of incomplete materials or for CITY’s use of complete documents if used for other than the services contemplated by this Agreement.
11. REPAYMENT OF GRANT FUNDS
The CITY shall have the option of requiring repayment of a portion or all the grant funds based upon the result of any financial audits or lack of performance.
Should GRANT monies remain unspent upon termination of this Agreement, GRANTEE must return such funds to CITY within thirty (30) calendar days of the expiration of the term or make a request in writing to keep those funds. Such a request will be submitted to the City Manager and must be received not later than thirty (30) calendar days prior to the expiration of the term.
12. HOLD HARMLESS AND INDEMNIFICATION
GRANTEE shall defend, indemnify, and hold harmless CITY and its agents, officials, officers, representatives, and employees from and against all claims, lawsuits, liabilities, or damages of whatever nature arising out of or in connection with, or relating in any matter to, any act or omission of GRANTEE, its agents, employees, and subcontractors, and employees thereof, pursuant to the performance or non- performance of this CONTRACT. GRANTEE shall thoroughly investigate any and all claims and indemnify CITY and do whatever is necessary to protect CITY and its agents, officials, officers, representatives, and 7 4
employees as to any such claims, lawsuits, liabilities, expenses, or damages arising out of this CONTRACT. GRANTEE must select an attorney acceptable to CITY who will defend such proceeding, and CITY will control any litigation thereof. Such approval by CITY will not be unreasonably withheld.
13. AUTHORIZATION
Each party has expressly authorized the execution of this CONTRACT on its behalf to bind each party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint ventures, insurance carriers, and any others who may claim through it, to this CONTRACT.
14. INSURANCE
GRANTEE will provide CITY with proof of ins urance as set forth in attached “Exhibit C,” which is incorporated herein.
15. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: City of Simi Valley
City Manager’s Office
Attn: Heidi DiNardo, Senior Management Analyst
2929 Tapo Canyon Road
Simi Valley, CA 93063
TO GRANTEE: Rancho Simi Recreation and Park District
Attn: Dan Paranick, District Manager
4201 Guardian Street
Simi Valley, CA 93003
8 5
16. AMENDMENTS
Any amendment, modification, or variation from the terms of this CONTRACT shall be in writing and shall be effective only upon mutual written approval by CITY and GRANTEE.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year above written.
Attest: City of Simi Valley, A Municipal Corporation
By:
Lucy Blanco, City Clerk Samantha C. Argabrite, City Manager
Approved as to Form: Rancho Simi Recreation and Park District
By:
Algeria R. Ford, City Attorney Dan Paranick, District Manager
Approved as to Content: Print Name:
Title:
Johanna Medrano,
Deputy Administrative Services Director/
Budget & Purchasing By:
Print Name:
Title:
9 6
EXHIBIT A
SCOPE OF WORK
FOR USE OF CITY OF SIMI VALLEY’S COVID-19 COMMUNITY
RECOVERY GRANT FUNDS
Mobile Recreation Vehicle
2023 or 2024 Electric Ford – E Transit
T350 Medium Roof Cargo Van
Approximately $57,000
*The estimated cost of the vehicle is $57,000, with the Park District matching the grant with additional funds as needed. The make and model are subject to change dependent on the availability of the preferred/specific model noted above.
Total Funding Request: $50,000
10 7
EXHIBIT B
SCHEDULE OF COMPENSATION
RANCHO SIMI RECREATION AND PARK DISTRICT
1. BILLING: Grantee will submit a Request for Funding to City in the amount of $50,000 with supporting documentation that is required by the Agreement.
Grantee will submit invoice to the City at the following address:
City of Simi Valley
City Manager’s Office
2929 Tapo Canyon Road
Simi Valley, CA 93063
Attention: Heidi DiNardo
The invoice must be submitted on the City’s billing and reporting form (Attachment “B-1”) and must include the following:
(a) Supporting documentation to substantiate request for funding;
(b) A subtotal sheet enumerating all charges, and
(c) A brief report on the progress that has been made or that will be made in implementation of the Project and persons served.
2. TIME OF PAYMENT: City will make payment to Grantee after receipt of invoice and City’s approval of the invoice.
3. MAXIMUM COMPENSATION: Notwithstanding the foregoing, Grantee will complete all work and tasks described in Exhibit A for a total amount of compensation that does not exceed $50,000 which includes all out-of-pocket expenses.
11 Date received:
Ins. Exp. Date:
Organization: Vendor #:
Program Name: Approved by:
Mailing Address:
Billing Period: INV# 25-001
Contact Name: Dan Paranick, District Manager
Grant Category: Contact #:
Budget
2024-25 Requested
Previous
Requests Balance
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 50,000.00 0.00 -50,000.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 50,000.00 0.00 -50,000.00
0.00 50,000.00 0.00 -50,000.00
Sub-Total Non-Personnel
Grand Total
Certification:
I hereby certify that the expenditures reported for reimbursement by the City of Simi Valley represent a true and accurate accounting of expenditures incurred during the period and that these costs are consistent with the executed contract with the City.
Authorized Signature:_________________________________________ Date:________________________________ Name: ______________________________________ Title:_______________________________________________ Sub-Total Personnel
Non-Personnel
Mobile Rec Vehicle
TO BE COMPLETED BY CITY STAFF
Rancho Simi Recreation and Park District
COVID-19 Community Recovery Grant
4201 Guardian Street, Simi Valley CA 93063
Advance Payment for Mobile Rec Vehicle
Childcare 805-584-4400
Personnel
Salaries/Wages
RSRPD
12 8
EXHIBIT C
INSURANCE REQUIREMENTS
Grantee shall procure and maintain for the duration of the grant insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Grantee, its agents, representatives, contractor, or employees.
Minimum Scope and Limit of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. Contractor hereby certifies that it is aware of the provisions of Section 3700 et seq., of the Labor Code which require every employer to be insured against liability for Workers' Compensation.
If the grantee maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the grantee. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
Other Insurance Provisions
- The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City of Simi Valley, its Boards, Officers, Agents, Officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the grantee including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the grantee’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
13 9
For any claims related to this grant, the grantee’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its Boards, Officers, Agents, Officials, employees, and volunteers. Any insurance or self - insurance maintained by the City, its Boards, Officers, Agents, Officials, employees, and volunteers shall be excess of the grantee’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City.
Waiver of Subrogation
Grantee hereby grants to City a waiver of any right to subrogation which any insurer of said grantee may acquire against City by virtue of the payment of any loss under such insurance. Grantee agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City for all work performed by the grantee, its employees, agents, and subcontractors.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the grantee to provide proof of ability to pay losses and related investigations, claim adminis tration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self -insured retention may be satisfied by either the named insured or City.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
Grantee shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begi ns.
However, failure to obtain the required documents prior to the work beginning shall not waive the grantee’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Subcontractors
Grantee shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and grantee shall ensure that the City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a form at least as broad as CG 20 38 04 13.
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Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 15 June 14, 2024
Brian Gabler
City Manager
City of Simi Valley
2901 Tapo Cyn Road
Simi Valley, CA 93063
RE: Funding Request for Mobile Recreation Program Vehicle Dear Mr. Gabler,
We are writing today to kindly request your consideration of providing the Park District with a $50,000 childcare grant to purchase a Ford Transit Van for the dedicated use of our very successful Mobile Recreation Program, also known as Mobile Rec.
Mobile Rec was implemented in the spring of 2023 to provide free, fun, and engaging recreation and enrichment opportunities to children in underserved areas of our community. Mobile Rec programs are delivered directly to four consistent local neighborhood parks twice each month, with additional “pop-up” events at alternating parks throughout the District every month.
Youth with limited afterschool and summer recreation and enrichment opportunities are able to participate in the free program and enjoy fun and engaging activities including scavenger hunts, making friendship bracelets, designing kites, making bird feeders, playing tug -o-war, oversized board games, soccer, football toss, and other traditional and unique sports.
Each Mobile Rec park visit serves up to 40 youth, and each Mobile Rec pop -up event serves up to 90 youth, totaling 500 youth per month who benefit from valuable Mobile Rec programming. The District currently delivers the program via a transit van that serves other District uses aside from the Mobile Rec Program. A dedicated vehicle would allow for more consistent and robust programming and additional park visits that would serve a greater number of underserved youth each month.
16 ATTACHMENT A
We have experienced great success in the program over the last year in both the increase in numbers served, and positive response from participants and their families. The consistency in location visits and regular scheduling has fostered regular attendance, growth, and development among participating youth through the wide variety of engaging games, sports, and crafts led by caring, dedicated, and certified District staff.
As the popularity of the program has grown, the need for a dedicated Mobile Rec Program vehicle has become increasingly apparent. A dedicated vehicle would streamline operations, enhance logistics, contribute to the long term sustainability and growth of the program, and most importantly, positively impact a greater number of underserved youth in our community.
Enclosed please find additional details and information regarding the Mobile Rec Program. Thank you for your time and consideration of our request. Please feel free to reach out to me should you have any questions or require any additional information. You may reach me on my direct line at (805) 584 -4406 or via email at [email protected].
Sincerely,
Dan Paranick
District Manager
Rancho Simi Recreation and Park District
Enclosures
17 18
19 20
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