ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: C18
Prepared by: Sara Trench, Management Analyst Meeting Date: January 14, 2025 Approved by:
Imelda M. Huerta, Assistant City Manager
John Conley, City Manager Agenda Location: Consent Calendar S
UBJECT: AMENDMENT TO CALIFORNIA DEPARTMENT OF AGING, LOCAL AGING AND
DISABILITY GRANT
RE
COMMENDATION: Adopt City Council Resolution No. 2025- , authorizing amendment to California Department of Aging, Local Aging and Disability Grant.
CO
RRELATION TO CITY COUNCIL GOALS: Fiscal Responsibility and Parks & Recreation.
P
RIOR ACTION: On September 26, 2023, adopted City Council Resolution No. 2024-169, approving the California Department of Aging, Local Aging & Disability Planning Grant application submittal (Vote: 5-0).
O
n August 8, 2023, discussed the preparation of an Age Friendly Action Plan and directed staff to submit a letter to AARP and the San Diego Foundation to support the development of an action plan for Vista (Vote: 5-0).
S
TATEMENT ON THE SUBJECT: The City of Vista received the Local Aging and Disability Grant from the California Department of Aging to develop a city-wide Age-Friendly Plan. The original grant covered the period from January 2, 2024, to March 31, 2025. On June 4, 2024, the California Department of Aging announced a three-month extension for grantees, which was subsequently awarded to the City of Vista.
As a result, the grant period has been updated to run from January 2, 2024, to June 30, 2025. To finalize this extension, the granting agency requires a resolution from the City’s governing body.
F
ISCAL IMPACT: This update has no direct fiscal impact.
EXHIBITS:
1. City Council Resolution No. 2025- , authorizing amendment to California Department of Aging, Local Aging and Disability Grant
2. State of California Agreement Amendment
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
01/14/2025
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00029213 7
RESOLUTION NO. 2025-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, AUTHORIZING AMENDMENT TO CALIFORNIA
DEPARTMENT OF AGING, LOCAL AGING AND DISABILITY GRANT
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. The City of Vista has been awarded the State of California Department of Aging, Local Aging and Disability Grant to complete an Age Friendly Plan.
B. The initial grant term was Jan 2, 2024 through March 31, 2025.
2. Action.
A. The City Council accepts the amended grant term of January 2, 2024 through June 30, 2025
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on January 14, 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20241227001433
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
01/14/2025
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EXHIBIT 1
STATE OF CALIFORNIA – DEPARTMENT OF GENERAL SERVICES SCO ID: 4170-LA232433A1
STANDARD AGREEMENT - AMENDMENT
STD 213A (Rev. 4/2020) AGREEMENT NUMBER AMENDMENT NUMBER Purchasing Authority Number CHECK HERE IF ADDITIONAL PAGES ARE ATTACHED 11 PAGES LA-2324-33 1
1. This Agreement is entered into between the Contracting Agency and the Contractor named below:
CONTRACTING AGENCY NAME
California Department of Aging
CONTRACTOR NAME
City of Vista
2. The term of this Agreement is:
START DATE
01/02/2024
THROUGH END DATE
06/30/2025
3. The maximum amount of this Agreement after this Amendment is:
$ 115,290 One hundred fifteen thousand and two hundredd ninety and 00/100 dollars
4. The parties mutually agree to this amendment as follows. All actions noted below are by this reference made a part of the Agreement and incorporated herein:
A. This amendment extends the contract term by three months, to June 30, 2025.
B. Grant Agreement, Section 2.A, Grant Performance Period, is hereby amended to read: All work performed must be completed during the grant performance period from January 2, 2024, through March 31, 2025 June 30, 2025. No invoices or claims for reimbursement for goods purchased or service performed, after March 31, 2025 June 30, 2025, will be processed or paid by the State.
C. Grant Agreement, Exhibit A, Section 4., Deliverables and Timeline, is hereby amended to read:
G. Periodic Grantee Reporting
i. Final Report: Due to CDA electronically on June 30, 2025 March 31, 2025. (Anticipated components of the final report include, but are not limited to, the Local Plan and at least one success story). ii. During the project period, the Grantee will submit at least one success story or lesson learned. The success story is a deliverable of the final report and due to CDA electronically on June 30, 2025 March 31, 2025.
March 31, 2025 June 30, 2025 ● Final Report: Due to CDA electronically. Anticipated components of the final report include, but are not limited to, the Local Plan and at least one success story.
D. Exhibit B has been replaced in its entirety, and attached hereto. 01/14/2025
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EXHIBIT 2
All other terms and conditions shall remain the same.
IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.
CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.) City of Vista
CONTRACTOR BUSINESS ADDRESS
200 Civic Center Dr.
CITY
Vista
STATE
CA
ZIP
92084
PRINTED NAME OF PERSON SIGNING
John Conley
TITLE
City Manager
CONTRACTOR AUTHORIZED SIGNATURE
DATE SIGNED
STATE OF CALIFORNIA
CONTRACTING AGENCY NAME
California Department of Aging
CONTRACTING AGENCY ADDRESS
2880 Gateway Oaks Drive, Suite 200
CITY
Sacramento
STATE
CA
ZIP
95833
PRINTED NAME OF PERSON SIGNING
Nate Gillen
TITLE
Chief, Business Management Bureau
CONTRACTING AGENCY AUTHORIZED SIGNATURE
DATE SIGNED
CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION (If Applicable)
SCM Vol. 1, 4.04 A.4
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
EXHIBIT B
BUDGET DETAIL AND PAYMENT PROVISIONS
1. GRANT AWARD
A. The total amount payable to Grantee pursuant to this Agreement shall not exceed the grant award amount of $115,290.
B. It is agreed and understood that this grant award amount is a ceiling and that CDA will only reimburse the allowable cost of services rendered or goods purchased as authorized by CDA at or below the grant award amount.
2. EXPENDITURE OF FUNDS
A. The Grantee shall expend all funds received hereunder in accordance with this Agreement.
B. The Grantee agrees to include these requirements in all contracts it enters into with subcontractors to provide services pursuant to this Agreement.
C. Any reimbursement for authorized travel and per diem shall be at rates not to exceed those amounts paid by the State in accordance with the California Department of Human Resources’ (CalHR) rules and regulations.
In State:
Mileage/Per Diem (meals and incidentals)/Lodging:
https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx Out of State: http://hrmanual.calhr.ca.gov/Home/ManualItem/1/2201
This is not to be construed as limiting the Grantee from paying any differences in costs, from funds other than those provided by CDA, between the CalHR rates and any rates the Grantee is obligated to pay under other contractual agreements. No travel outside the state of California shall be reimbursed unless prior written authorization is obtained from the State. [SCM
3.17.2.A(4)] The Grantee agrees to include these requirements in all contracts it enters into with subcontractors to provide services pursuant to this Agreement.
D. CDA reserves the right to refuse payment to the Grantee or disallow costs for any expenditure, as determined by CDA to be out of compliance with this Agreement, unrelated or inappropriate to contract activities, when adequate supporting documentation is not presented, or where prior approval was required, but was either not requested or not granted.
3. ACCOUNTABILITY FOR FUNDS
A. The Grantee shall maintain accounting records for funds received under the terms and conditions of this Agreement. These records shall be separate from those for any other funds administered by the Grantee and shall be maintained in accordance with Generally Accepted Accounting Principles and Procedures.
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
4. FINANCIAL MANAGEMENT SYSTEMS
The Grantee shall meet the following standards for its financial management systems:
A. Financial Reporting.
B. Accounting Records.
C. Complete Disclosure.
D. Source Documentation.
E. Internal Control.
F. Budgetary Control.
G. Cash Management (written procedures).
H. Allowable Costs (written procedures).
5. FUNDING CONTINGENCIES
A. PAYMENTS:
The State shall reimburse Grantee with LADAP Grant funding that has been appropriated, designated, encumbered, or otherwise made available for payment by the State under this Agreement. The following applies to all funding within this Agreement:
1. The Grantee shall submit expenditures for the LADAP Grant in an electronic format reporting costs and funding. The Grantee shall report costs utilizing the CDA online Local Finance Reporting System (LoFRS), found at https://expenditures.aging.ca.gov. Email [email protected] for user access to LoFRS. Submitted invoices must reflect the amount of expenses incurred and include documentation to support the invoice. In addition to submitting expenditures into LoFRS, the Grantee shall submit a Supplemental Invoice Verification Form (template provided by CDA) via email to [email protected]. CDA will accept invoices and forms from the Grantee by the following dates within the project period:
i. April 30, 2024
ii. July 31, 2024
iii. October 31, 2024
iv. January 31, 2025
v. April 30, 2025
vi. The final invoice is due by April 30, 2025, July 31, 2025, 30 days after the contract period ends.
2. Payments will be made to reimburse expenditures reported based on the invoice acceptance period listed above. CDA shall process and approve reported expenditures that are based upon actual, not estimated expenditures. CDA shall notify the Grantee of any disputed expenditures. 01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
3. The Grantee shall submit timely expenditures to CDA. Late expenditures may lead to a delay in payment until the following invoice acceptance period listed above.
4. Upon written request by CDA, Grantee shall submit additional documentation or justification to support the reported expenditure.
5. Grantee shall be charged $75 per program funding source(s) for expedited payments to recover the fees charged by the State Controller’s Office.
CDA may waive the fees on a case-by-case basis as appropriate.
a. Expedite Fees
I. If the agreement is executed late to no fault of CDA then the Grantee may be liable for the incurred processing fees.
II. If the agreement is executed late due to CDA’s handling, then CDA shall cover the incurred processing fees.
6. The Grantee shall ensure, to the extent feasible, that all budgeted funds are expended by the expiration of this Agreement.
B. BUDGET CONTINGENCY CLAUSE:
1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall no longer be in full force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Agreement and Grantee shall not be obligated to perform any provisions of this Agreement.
2. If funding for any Fiscal Year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an Agreement amendment to Grantee to reflect the reduced amount.
3. If this Agreement overlaps Federal and State fiscal years, should funds not be appropriated by Congress or approved by the Legislature for the Fiscal Year(s) following that during which this Agreement was executed, the State may exercise its option to cancel this Agreement.
4. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions enacted by Congress or the Legislature which may affect the provisions or terms of funding of this Agreement in any manner.
C. PROMPT PAYMENT CLAUSE:
1. Payment will be made in accordance with, and within the time specified in, Government Code section 927, et seq.
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
D. BUDGET REVISIONS:
1. At the sole discretion of CDA and for the purposes of accounting, CDA may adjust the total proposed expenditure for each fiscal year as needed. In no event will this change the contract price for the services actually rendered.
2. The Grantee shall submit a revised budget to CDA for any line-item budget transfer of funds which exceeds ten percent (10%) of the total budget.
E. INDIRECT COSTS:
1. CDA will allow an indirect cost rate of up to ten percent (10%) of modified total direct costs (MTDC). MTDC equals the sum of personnel services, operating expenses, travel, and up to the first $25,000 of contracting expenses. MTDC does not include expenses for equipment. This is a state funded grant, CDA will not accept a Negotiated Indirect Cost Rate Agreement (NICRA), the cap for Indirect Costs is 10%.
F. FINAL EXPENDITURES AND CLOSEOUT:
1. Grantee must submit a final invoice to CDA by April 30, 2025 July 31, 2025, 30 days after the contract period ends.
2. The LADAP Financial Closeout Report shall be submitted to the CDA Local Finance Bureau by April 30, 2025 July 31, 2025. all Grantees are required to submit Closeout Reports electronically as instructed by CDA.
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
EXHIBIT B, ATTACHMENT 1
BUDGET SUMMARY
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
EXHIBIT B, ATTACHMENT 2
TRAVEL AND PER DIEM GUIDELINES
Any reimbursement for authorized travel and per diem shall be at rates not to exceed those amounts paid by the State in accordance with the California Department of Human Resources’ (CalHR) rules and regulations.
In State:
• Mileage/Per Diem (meals and incidentals)/Lodging
• https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx
This is not to be construed as limiting the Contractor from paying any differences in costs, from funds other than those provided by CDA between the CalHR rates and any rates the Contractor is obligated to pay under other contractual agreements.
The Contractor agrees to include these requirements in all contracts it enters into with subcontractors to provide services pursuant to this Agreement.
1. TRAVEL AND PER DIEM REIMBURSEMENT EXPENSES
A. The following rate policy is to be applied for reimbursing the travel expenses of persons under contract. The terms “contract” and/or “subcontract” have the same meaning as “grantee” and/or “subgrantee” where applicable.
1) Reimbursement for travel and/or per diem shall be at the rates established for non- represented/excluded employees.
2) Short Term Travel is defined as a twenty-four (24) hour period, and less than thirty-one (31) consecutive days, and is at least fifty (50) miles from the main office, headquarters, or primary residence. Starting time is whenever a contract or subcontract employee leaves his or her home or headquarters. “Headquarters” is defined as the place where the contracted personnel spend the largest portion of their working time and returns to upon the completion of assignments. Headquarters may be individually established for each traveler and approved verbally by the program funding the agreement. Verbal approval shall be followed up in writing or email.
3) Contractors on travel status for more than one twenty-four (24) hour period and less than thirty-one (31) consecutive days may claim a fractional part of a period of more than twenty- four (24) hours. Consult the chart appearing on page 1 of this exhibit to determine the reimbursement allowance. All lodging must be receipted. If contractor does not present receipts, lodging will not be reimbursed.
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
a) Lodging (with receipts):
Travel Location / Area Reimbursement Rate
Statewide (excluding the counties identified
below)
$107.00 plus tax
Alameda Counties $189.00 plus tax
City of Santa Monica and San Francisco
counties
$270.00 plus tax
Marin $166.00 plus tax
Los Angeles, Orange, and Ventura Counties
and Edwards AFB, excluding the city of
Santa Monica
$169.00 plus tax
Monterey $184.00 plus tax
Napa $195.00 plus tax
Riverside $142.00 plus tax
Sacramento $145.00 plus tax
San Diego $194.00 plus tax
San Mateo $222.00 plus tax
Santa Clara $245.00 plus tax
Reimbursement for actual lodging expenses exceeding the above amounts may be allowed with the advance approval of the Deputy Director of CDA or their designee. Receipts are required.
Receipts from Internet lodging reservation services such as Priceline.com, which require prepayment to that service, ARE NOT ACCEPTABLE LODGING RECEIPTS and are not reimbursable without a valid lodging receipt from a lodging establishment. b) Meal/Supplement Expenses (with or without receipts): With receipts, the contractor will be reimbursed actual amounts spent up to the maximum for each full twenty-four (24) hour period of travel.
Meal / Expense Reimbursement Rate
Breakfast $13.00
Lunch $15.00
Dinner $26.00
Incidental expenses $ 5.00
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
4) In computing allowances for continuous periods of travel or less than twenty-four (24) hours, consult the chart appearing on page 3 of this exhibit.
5) No meal or lodging expenses will be reimbursed for any period of travel that occurs within normal working hours unless expenses are incurred at least fifty (50) miles from headquarters.
6) If any of the reimbursement rates stated herein are changed by CDA, no formal contract amendment will be required to incorporate the new rates. However, CDA shall inform the contractor, in writing, of the revised travel reimbursement rates. 7) For transportation expenses, the contractor must retain receipts for parking; taxi, airline, bus, or rail tickets; car rental or any other travel pertaining to each trip for attachment to an invoice as substantiation for reimbursement. Reimbursement may be requested for commercial carrier fares; private car mileage; parking fees; bridge tolls; taxi, bus, or streetcar fares; and auto rental fees when substantiated by a receipt. 8) Note on use of autos: If a contractor uses his or her car for transportation, the rate of pay will be based on the Federal Standard Mileage Rate currently as of 01/01/2024, .67 cents per mile. If a contractor uses his or her car “in lieu of" airfare, the air coach fare will be the maximum paid by CDA. The contractor must provide a cost comparison upon request by CDA. Gasoline and routine automobile repair expenses are not reimbursable. a) Mileage reimbursement covers:
(1) Gasoline
(2) The cost of maintenance (oil, lube, routine maintenance) (3) Insurance (liability, damage, comprehensive and collision coverage) (4) Licensing and registration
(5) Depreciation and all other costs associated with operation of the vehicle 9) The contractor is required to furnish details surrounding each period of travel. Travel expense reimbursement detail may include, but not be limited to purpose of travel, departure and return times, destination points, miles driven, mode of transportation, etc.
Reimbursement for travel expenses may be withheld pending receipt of adequate travel documentation.
10) Contractors are to consult with the program with which the contract is held to obtain specific invoicing procedures.
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
TRAVEL REIMBURSEMENT GUIDE
Length of travel
period
This condition exists…. Allowable Meal(s)
Less than twenty-four
(24) hours
Travel begins at 6:00 a.m. or
earlier and continues until
9:00 a.m. or later.
Breakfast
Less than twenty-four
(24) hours
Travel period begins prior to
or at 4:00 p.m. and continues
beyond 7:00 p.m.
Dinner
Twenty-four (24)
hours
Travel period is a full twenty-
four (24) hour period
determined by the time that
the travel period begins and
ends.
Breakfast, lunch, and
dinner
Last fractional part of
more than twenty-
four (24) hours
Travel period is more than
twenty-four (24) hours and
traveler returns at or after
8:00 a.m.
Breakfast
Travel period is more than
twenty-four (24) hours and
traveler returns at or after
2:00 p.m.
Lunch
Travel period is more than
twenty-four (24) hours and
traveler returns at or after
7:00 p.m.
Dinner
RECEIPT REQUIREMENTS
Type of Expense Receipt Required (YES) No Receipt Required (NO)
Business phone calls,
faxes, office supplies,
etc.
X
Lodging (ALL types of
lodging) X
Meals X
01/14/2025
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California Department of Aging City of Vista
Local Aging and Disability Action Planning Grant Grant Agreement Number: LA-2324-33-A1
Airfare X
Train X
Gas for rental car and
State vehicles X
Parking, taxis, shuttles,
streetcars, local rapid
transit, and road tolls
X
Rental Cars X
11) At CDA’s discretion, changes or revisions made by CDA to this exhibit, excluding travel policy established by CDA may be applied retroactively to any agreement to which a Travel Reimbursement information exhibit is attached, incorporated by reference, or applied by CDA program policy. 01/14/2025
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