HomeMy WebLinkAboutFresno Madera Agency on Aging Nutrition Site MgmtFY12Agency on
Connecting the Community
October 3, 2011
,'1 . w tfXlY1
ingServing Fresno & Madera
Bruce A. Rudd --Assistant City Manager/Interim Director
Parks, Recreation, and Community Services Department
City of Fresno
1515 E. Divisadero St., Rm. 208
Fresno, CA 93721-1115
Re: Contract No. 12-0310, Nutrition Site Management
Dear Mr. Rudd:
RD C�UBdE
OCT 4 2011 D
PARKS &RECREATION
DEPARTMENT
Enclosed are signed and fully executed copies of the above -referenced contractual
agreement between the Fresno -Madera Area Agency on Aging and the City of Fresno
for fiscal year 2011-2012.
Please contact us if you have any questions or need any additional information.
Sincerely,
J Robinson
Executive Director
Enclosures
cc: Shaun Schaefer, Community Services Division Manager
City of Fresno
Mosqueda Community Center
4670 E. Butler Ave.
Fresno, CA 93702
3837 N. Clark St. • Fresno, CA 93726
Senior Information: Ph 559.600.4405 • Fax 559.453.5111 • Email: services@fmaaa.org
Administration/Finance: Ph 559.640.4405 Fax 559.453.4776 • Email: admin@fmaao.org
Toll Free 800.510.2020 Website: www.fm000.org
Documents Required to Execute Contract....................................................................i
CONTRACT................................................................................................................. 1
Article I.
Definitions and Resolutions of Language Conflicts .....................
3
Article II.
Assurances.................................................................................
5
ArticleIII.
Agreement................................................................................
21
Article IV.
Term of Agreement...................................................................
21
ArticleV.
Funds........................................................................................
22
Article VI.
Budget and Budget Revisions ...................................................
26
ArticleVII.
Payments..................................................................................
27
Article VIII.
Subcontracts... ........ .................... ....... .... ..
....... 28
Article IX.
Reasonableness of Compensation ...........................................
30
Article X.
Records and Reports................................................................
30
Article XI.
Property and Equipment...........................................................
32
ArticleXII.
Access......................................................................................
34
Article XIII.
Monitoring and Evaluation.........................................................
35
ArticleXIV.
Audits........................................................................................
35
ArticleXV.
Insurance..................................................................................
39
ArticleXVI.
Donations..................................................................................
41
Article XVII.
Termination...............................................................................41
Article XVIII.
Remedies and Appeal Process .................................................
44
Article XIX.
Revisions, Waivers, or Modifications ........................................
45
ArticleXX.
Noticing.....................................................................................
44
Area Plan Grant Award FY 2011-2012
Table of Contents
f * F
Resolution of Authorization to Contract......................................................
Appendix A
Certification.................................................................................................Appendix
B
Contractor/Vendor Confidentiality Statement ..............................................Appendix
C
Method of Providing Audit Compliance..., ....... - ... ......................................
Appendix D
List of Required Reports.............................................................................
Appendix E
Due Dates for Scheduled Reports..............................................................
Appendix F
Policy Regarding Execution of Contracts ....................................................Appendix
G
Sanction Policy...........................................................................................Appendix
N
Appeal Procedure for Service Providers......................................................
Appendix I
Fresno -Madera Area Agency on Aging Contact List for Service Providers......
Appendix J
Fresno -Madera Area Agency on Aging Emergency Contact Information........
Appendix K
ProgramExhibit.............................................................................................. Exhibit A
Budget........................................................................................................... Exhibit B
Annual Summary of Activities......................................................................... Exhibit C
Program Cost Efficiency................................................................................. Exhibit D
Program Narrative.......................................................................................... Exhibit E
Service Provider Emergency Resource Information ....................................... Exhibit F
Area Plan Grant Award iii FY 2011-2012
Table of Contents
CONTRACT BETWEEN
CITY OF FRESNO
AS SERVICE PROVIDER
AND
FRESNO-MADERA AREA AGENCY ON AGING
(HEREINAFTER REFERRED TO AS FMAAA)
3837 NORTH CLARK STREET
FRESNO, CA 93726
A. Name and principal address of service contractor (hereinafter referred to a$ service
provider):
City of Fresno
2600 Fresno Street, Room 2064
Fresno, CA 93721
B. The starting date of this Agreement shall not precede the date the Agreement is
signed by both parties hereto. The term of this Agreement is from July 1, 2011 to
June 30, 2012, subject, however, to earlier termination as provided herein.
C. No expenditure or obligation may be incurred after June 30, 2012.
L"
Maximum funds available for the following programs:
E. This document together with any attached program exhibits, assurances, budgets,
and narratives is a firm agreement to provide services for older Americans in
Fresno and/or Madera counties (including cities contained therein) as specified in a
manner consistent with the intent of, and regulations applicable to, service
programs under Title I1IN11 of the Older Americans Act as amended.
F. The provisions of the Area Plan Grant Award Terms and Conditions Declaration
(Articles I through XX) attached thereto, plus all enclosures listed, herein, constitute
a part of this contract.
Area Plan Grant Award Page 1 FY 2011-2012
Contract
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FOR SERVICE PROVIDER:
Signature of Program Directo
(Refer to Exhibit E, Section VII,
Shaun Schaefer, Community Recreation Supervisor II
Type Name Title
Signature of Authorized Contracting Official
(Refer to Appendix A)
0
Bruce A. Rudd Assistant City Manager/Interim PARCS Director
Type Name Title
94-6000338
Contractor Federal Employer I.D. Number
FOR FRESNO-MADERA AREA AGENCY ON AGING:
Si
Jean Robinson
Type Name
V//
Date
Executive Director
Title
Area Plan Grant Award Page 2 FY 2011-2012
Contract
FRESNO-MADERA AREA AGENCY ON AGING
AREA PLAN GRANT AWARD
TERMS AND CONDITIONS DECLARATION
Activities under this award shall be carried out in accordance with Title III and Title VII of
the Older Americans Act of 1965, as amended (United States Code Title 42, Section
3001); the program regulations and policy directives relating thereto; federal and state
laws; and the California Welfare and Institutions Code, sections 9000-9023, all of which
are, or may be, operative during the term of this sub -grant award. This Agreement
incorporates the terms and conditions which support an award of Area Plan Funds.
ARTICLE I. DEFINITIONS AND RESOLUTIONS OF LANGUAGE CONFLICTS
A. The term "Agreement" or "Contract" shall mean the Fresno -Madera Area
Agency on Aging Area Plan Grant Award Terms and Conditions
Declaration (Articles I through XX), plus all enclosures listed herein,
including the Budget Display; Program Exhibits; Appendices; Attachments;
Amendments; and any other documents incorporated by reference, unless
otherwise provided in this Article.
B. "FMAAA" and "Agency" means the Fresno -Madera Area Agency on Aging,
C. "AAA" means Area Agency on Aging.
D. "OAA" means Older Americans Act.
E. "PSA 14" means the Planning and Service Area comprised of Fresno and
Madera Counties.
F. "State," "Department," and "CDA" means the State of California and the
California Department of Aging.
G. "Subcontractor" means the legal entity that receives funds from the
Contractor to provide direct services identified in this Agreement.
Subcontract Agreement means a subcontract agreement supported by
funds from this Agreement.
H. "Service Provider," "Contractor," or "Site" means the entity to which funds
are awarded under this Agreement and which is accountable to the
FMAAA for use of these funds.
I. "NAPIS" means the National Aging Program Information System.
Area Plan Grant Award 3 FY 2011-2012
Terms and Conditions Declaration
J. As used throughout this Agreement, the term "shall" is mandatory; the
term "may" is permissive.
K. "CFR" means Code of Federal Regulations, "CCR" rneans California Code
of Regulations, "GC" means Government Code, "W&I" means California
Welfare and Institutions Code, "USC" means United States Code, and
"PCC" rneans the Public Contract Code.
L. "Program Income" rneans revenue generated by an Area Agency or
Contractor from contract -supported activities. Program Income is:
1. Voluntary contributions (Donations) received from a participant or
responsible party as a result of the service.
2. Income from usage or rental fees of real or personal property
acquired with grant funds or funds provided under this Agreement.
3. Royalties received on patents and copyrights from contract -
supported activities.
4. Proceeds from the sale of items fabricated under a contract
Agreement.
M. The terms and conditions of this grant award and other requirements have
the following order of precedence if there is any conflict in what they
require:
1. The Older Americans Act Amendments of 2006;
2. Other applicable Federal statutes and their implementing
regulations;
3. Older Californians Act;
4. Title 22 CCR § 7000 et. seq.;
5. Contract Agreement, including Area Plan Grant Award Terms and
Conditions Declaration, all Appendices, all Exhibits, and any
amendments thereto;
6. Any other attachments incorporated herein by reference;
7. Program memos and other guidance issued by the California
Department of Aging.
Area Plan Grant Award 4 FY 2011-2012
Terms and Conditions Declaration
N. "Reimbursable item" also means "allowable cost' and "compensable item,"
O. "Matching Contributions" means local cash and/or in-kind contributions by
the Contractor, subcontractor, or other local resources that qualify as
match for the contract funding.
P. "In -Kind Contributions" means the value of non-cash contributions donated
to support the project or program (e.g. property, service, etc.).
Q. "Non -Matching Contributions" means local funding that does not qualify as
matching contributions and/or is not being budgeted as matching
contributions (e.g. federal funds, overmatch, etc.).
A. Nondiscrimination
The Contractor shall comply with all federal statutes relating to
nondiscrimination. These include those statutes and laws contained in the
Contractor Certification Clauses (CCC -307), which is hereby incorporated
by reference. In addition, Contractor shall comply with the following:
1. Equal Access to Federally -Funded Benefits, Programs, and
Activities (Title VI of the Civil Rights Act of 1964).
Contractor shall ensure compliance with Title VI of the Civil Rights
Act of 1964 (42 USC Section 2000d; 45 CFR Part 80), which
prohibits recipients of federal financial assistance from
discriminating against persons based on race, color, religion, or
national origin.
2. Equal Access to State -Funded Benefits, Programs, and Activities
Contractor shall, unless exempted, ensure compliance with the
requirements of Government Code sections 11135-11139.5, and
Section 98000 et seq. of Title 22 of the California Code of
Regulations, which prohibit recipients of State financial assistance
from discriminating against persons based on race, national origin,
ethnic group identification, religion, age, sex, sexual orientation,
color, or disability. (22 CCR 98323)
3. Contractor assures the State that it complies with the Americans
with Disabilities Act (ADA) of 1990, which prohibits discrimination
on the basis of disability, as well as all applicable regulations and
Area Plan Grant Award 5 FY 2011-2012
Terms and Conditions Declaration
guidelines issued pursuant to the ADA. (42 USC Sections 12101 et
seq.)
4. During the performance of this Agreement, the Contractor and its
subcontractors shall not unlawfully discriminate, harass, or allow
harassment against any employee or applicant for employment
because of sex, race, color, ancestry, religious creed, national
origin, physical disability (including HIV and AIDS), mental
disability, medical condition (cancer), age (over 40), marital status,
and denial of family care leave. The Contractor and its
subcontractors shall insure that the evaluation and treatment of
their employees and applicants for employment are free from such
discrimination and harassment. Contractor and subcontractors shall
comply with the provisions of the Fair Employment and Housing Act
(GC §12990 (a -f) et seq.) !and the applicable regulations
promulgated thereunder (CCR, Title 2, Section 7285 et seq.). The
applicable regulations of the Fair Employment and Housing
Commission implementing Government Code Section 12990 (a -f),
set forth in Chapter 5 of Division 4 of Title 2 of the California Code
of Regulations, are incorporated into this Agreement by reference
and made a part hereof as if set forth in full. Contractor and its
subcontractors shall give written notice of their obligations under
this clause to labor organizations with which they have a collective
bargaining or other Agreement.
5. Proof of age or citizenship shall not be required as a condition of
receiving Title III or Title VII services.
6. Contractor agrees to include these requirements in all contracts it
enters into with subcontractors to provide services pursuant to this
Agreement.
7. The Contractor shall require language in all subcontracts to require
all subcontractors to comply with all applicable and federal laws.
B. Certifications
The Contractor shall comply with all statutes and laws contained in the
Contractor Certification Clauses (CCC -1005) of Appendix B, Certification,
which is hereby incorporated by reference. In addition, Contractor shall
comply with the following:
Area Plan Grant Award 6 FY 2011-2012
Terms and Conditions Declaration
1. Contracts in Excess of $100,000
If funding provided herein exceeds $100,000, the Contractor shall
comply with all applicable orders or requirements issued under the
following laws:
a. Clean Air Act, as amended (42 USC 1857).
b. Clean Water Act, as amended (33 USC 1368).
C. Federal Water Pollution Control Act, as amended (33 USC
1251, et seq.).
d. Environmental Protection Agency Regulations (40 CFR, Part
15 and Executive Order 11738)
e. Child Support Compliance Act (Public Contract Code 7110):
The Contractor acknowledges in accordance with the Child
Support Compliance Act that:
i) The Contractor recognizes the importance of child
and family support obligations and shall fully comply
with all applicable State and federal laws relating to
child and family support enforcement, including, but
not limited to, disclosure of information and
compliance with earnings assignment orders, as
provided in Chapter 8 (commencing with Section
5200) of Part of Division 9 of the Family code; and
ii) The Contractor, to the best of its knowledge, is in full
compliance with the earnings assignment orders of all
employees and is, providing the names of all new
employees to the New Hire Registry maintained by
the California Employment Development Department.
f. Public Contract Code Section 10295.3.
C. Lobbying Certification
The Contractor by signing this Agreement hereby certifies to the best of
his or her knowledge and belief, that:
1. No federal appropriated funds have been paid or will be paid, by or
on behalf of the Contractor, to any person for influencing or
attempting to influence an officer or employee of any agency, a
Area Plan Grant Award 7 FY 2011-2012
Terms and Conditions Declaration
Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with the
awarding of any federal contract, the making of any federal grant,
the making of any federal loan, the entering of any cooperative
agreement, and the extension, continuation, renewal, amendment,
or modification of any federal contract, grant, loan, or cooperative
agreement.
2. If any funds other than federal appropriated funds have been paid
or will be paid to any person for influencing or attempting to
influence an officer or employee of any federal agency, a Member
of Congress, an officer or employee of Congress or an employee of
a Member of Congress in connection with this federal Agreement,
grant, loan or cooperative agreement, the undersigned shall
complete and submit Standard Form LLL, "Disclosure Form to
Report Lobbying," in accordance with its instructions.
3. The Contractor shall require that the language of this certification
be included in the award documents for all subcontracts which
exceed $100,000 and that all subcontractors shall certify and
disclose accordingly. This certification is a material representation
of fact upon which reliance was placed when this transaction was
made or entered into. This certification is a prerequisite for making
or entering into this transaction imposed by 31 USC 1352. Any
person who fails to file the required certification shall be subject to a
civil penalty of not less than $10,000 and not more than $100,000
for each such failure.
D. Information integrity and Security
1. Information Assets
The Contractor shall have in place operational policies, procedures,
and practices to protect FMAAA information assets, i.e., public,
confidential, sensitive and/or personal information as specified in
the State of California Administrative Manual, Section 4841.2, GC
Section 1109, Department of Finance (DOF) Management Memo
06-12, and DOF Budget Letter 06-34.
Area Plan Grant Award 8 FY 2011-2012
Terms and Conditions Declaration
Information assets include, but are not limited to:
a. Information collected and/or accessed in the administration
of FMAAA programs and services.
b. Information stored in any media form, paper or electronic.
2. Encryption on Portable Computing Devices
The Contractor is required to encrypt (or use an equally effective
measure) any data collected under this Agreement that is
confidential, sensitive, and/or personal, including data stored on
portable computing devices (including, but not limited to, laptops,
personal digital assistants, and notebook computers) and/or
portable electronic storage media (including, but not limited to,
discs, thumb/flash drives, and portable hard drives).
3. Disclosure
a. The Contractor shall ensure that personal, sensitive, and
confidential information is protected from inappropriate or
unauthorized access or disclosure in accordance with
applicable laws, regulations, and State and FMAAA policies.
The requirement to protect information shall remain in force
until superseded by laws, regulations, and State and FMAAA
policies.
b. The Contractor shall protect from unauthorized disclosure
names and other identifying information, concerning persons
receiving services pursuant to this Agreement, except for
statistical information not identifying any participant.
C. "Identifying information" shall include, but not be limited to,
name, identifying number, social security number, State
driver's license or State identification number, financial
account numbers, symbol or other identifying characteristic
assigned to the individual, such as finger or voice print or a
photograph.
d. The Contractor shall not use such identifying information for
any purpose other than carrying out the Contractor's
obligations under this Agreement.
Area Plan Grant Award 9 FY 2011-2012
Terms and Conditions Declaration
e. The Contractor shall not, except as otherwise specifically
authorized or required by this Agreement or court order,
disclose any identifying information obtained under the terms
of this Agreement to anyone other than the FMAAA without
prior written authorization from the FMAAA. The Contractor
may be authorized, in writing, by a participant to disclose
identifying information specific to the authorizing participant.
f. The Contractor may allow
a participant to authorize
the
release of information to
specific entities, but
shall
not
request or encourage any
participant to give
a blanket
authorization or sign a
blank release, nor
shall
the
Contractor accept such blanket
authorization
from
any
participant.
4. Training/Education
a. The Contractor must provide ongoing education and training,
at least annually, to all employees and subcontractors who
handle personal, sensitive, or confidential information.
Contractor employees, subcontractors, and volunteers must
complete the required Security Awareness Training module
located at:
http://www.aging.ca.gov/resources/
Security_Awareness_Training.ppt
within thirty (30) days of the start date of any new employee,
subcontractor, or volunteer. If Internet access is not
available, a hard copy of the training module is available
from the FMAAA and may be provided to employees,
subcontractors, and/or volunteers for their completion. The
Contractor must maintain certificates of completion on file
and provide them to the FMAAA upon request. Training may
be provided on an individual basis or in groups. A sign -in
sheet is acceptable documentation for group training in lieu
of individual certificates.
b. The Contractor may substitute CDA's Security Awareness
Training program with its own security training provided such
training meets or exceeds CDA's training requirement.
Contractors/vendors shall maintain documentation of training
and education provided to their staff, volunteers, and/or
subcontractors.
Area Plan Grant Award 10 FY 2011-2012
Terms and Conditions Declaration
C. All employees and volunteers who handle personal,
sensitive, or confidential information relating to the CDA's
and the FMAAA's programs must participate in Security
Awareness Training.
5. Health Insurance Portability and Accountability Act (HIPAA)
The Contractor agrees to comply with the privacy and security
requirements of Health Insurance Portability and Accountability Act
(HIPAA) to the extent applicable and to take all reasonable efforts
to implement HIPAA requirements. The Contractor will make
reasonable efforts to ensure that subcontractors comply with the
privacy and security requirements of HIPAA.
6. Contractor/Vendor Confidentiality Statement
The Contractor shall sign and return to the FMAAA the
Contractor/Vendor Confidentiality Statement, Appendix C, included
with this agreement, which is hereby incorporated by reference,
and shall comply with all statutes and laws contained in the
statement. This is to ensure that Contractors/Vendors are aware of,
and agree to comply with, their obligations to protect CDA and
FMAAA information assets from unauthorized access and
disclosure.
7. Security Incident Reporting
A security incident occurs when CDA and/or FMAAA information
assets are accessed, modified, destroyed, or disclosed without
proper authorization, or are lost or stolen. The Contractor must
report all security incidents to the appropriate CDA Program
Manager and/or the FMAAA immediately upon detection. A
Security Incident Report form (CDA 1025) must be submitted to the
CDA Information Security Officer within five (5) business days of
the date the incident was detected.
8. Notification of Security Breach to Data Subjects
a. Notice must be given by the contractor or subcontractor to
any data subject whose personal information could have
been breached.
Area Plan Grant Award 11 FY 2011-2012
Terms and Conditions Declaration
b. Notice must be given in the most expedient time possible
and without unreasonable delay except when notification
would impede a criminal investigation, or when necessary
measures to restore system integrity are required.
c. Notice may be provided in writing, electronically, or by
substitute notice in accordance with State law, regulation, or
policy.
9. Software Maintenance
The Contractor shall apply security patches and upgrades and keep
anti-virus software up-to-date on all systems on which State and/or
FMAAA data may be used.
10. Provisions of Information Integrity and Security
The provisions contained in Article ll, Section D, Information
Integrity and Security, shall be included in all contracts of both the
Contractor and its subcontractors.
E. Copyrights
1. If any material funded by this Agreement is subject to copyright, the
State reserves the right to copyright such material and the
Contractor agrees not to copyright such material, except as set
forth in subdivisions (2) and (3) of this section.
2. The Contractor may request permission to copyright material by
writing to the Executive Director of the FMAAA. The Executive
Director shall forward such request to the State and shall relay the
State's response to the Contractor within sixty (60) days from the
date of receipt of the State's decision.
3. If the material is copyrighted with the consent of the State, the State
reserves a royalty -free, non-exclusive, and irrevocable license to
reproduce, prepare derivative works, publish, distribute and use
such materials, in whole or in part, and to authorize others to do so,
provided written credit is given the author.
4. The Contractor certifies that it has appropriate systems and
controls in place to ensure that funds provided under this
Agreement will not be used in the performance of this Agreement
for the acquisition, operation, or maintenance of computer software
Area Plan Grant Award 12 FY 2011-2012
Terms and Conditions Declaration
in violation of copyright laws.
F. Rights in Data
1. The Contractor shall not publish or transfer any materials, as
defined in item 2 below, produced or resulting from activities
supported by this Agreement without the express written consent of
the Executive Director of the FMAAA. That consent shall be given
or the reasons for denial shall be given and any conditions under
which it is given or denied within thirty (30) days after the written
request is received by the FMAAA. The FMAAA may request a
copy of the material for review prior to approval of the request. This
subsection is not intended to prohibit Contractors from sharing
identifying client information authorized by the participant or
summary program information that is not client -specific.
2. As used in this Agreement, the term "subject data" means writings,
sound recordings, pictorial reproductions, drawings, designs or
graphic representations, procedural manuals, forms, diagrams,
workflow charts, equipment descriptions, data files and data
processing or computer programs, and works of any similar nature
(whether or not copyrighted or copyrightable) which are first
produced or developed under this Agreement. The term does not
include financial reports, cost analyses, and similar information
incidental to contract administration.
3. Subject only to the provisions of Article ILD, Information Integrity
and Security, and Article ILE, Copyrights, of this Agreement, the
State and the FMAAA may use, duplicate, or disclose in any
manner, and have or permit others to do so subject to State and
federal law all subject data delivered under this Agreement.
4. Materials published or transferred shall: (a) state 'The materials or
product were a result of a project funded by an Agreement with the
Fresno -Madera Area Agency on Aging and the California
Department of Aging;" (b) give the name of the entity, the address,
and telephone number at which the supporting data is available;
and (c) include a statement that 'The conclusions and opinions
expressed may not be those of the FMAAA and/or the California
Department of Aging and that the publication may not be based
upon or inclusive of all raw data."
Area Plan Grant Award 13 FY 2011-2012
Terms and Conditions Declaration
G. Law, Policy and Procedure, Licenses and Certificates
1. This Agreement is governed by and shall be interpreted in
accordance with the laws of the State of California.
2. The Contractor agrees to administer this Agreement and require
any subcontractors to administer their subcontracts in accordance
with this Agreement, and with all applicable local, State, and federal
laws and regulations including, but not limited to, discrimination,
wages and hours of employment, occupational safety, and to fire,
safety, health, and sanitation regulations, directives, guidelines,
and/or manuals related to this Agreement and resolve all issues
using good administrative practices and sound judgment. The
Contractor and its subcontractors shall keep in effect all licenses,
permits, notices, and certificates that are required by law.
171. Standards of Work
The Contractor agrees that the performance of work and services
pursuant to the requirements of this Agreement shall conform to accepted
professional standards.
1. Conflict of Interest
1. The Contractor shall prevent employees, consultants, or members
of governing bodies from using their positions for purposes
including, but not limited to, the selection of subcontractors, that
are, or give the appearance of being, motivated by a desire for
private gain for themselves or others, such as family, business, or
other ties. In the event that the FMAAA determines that a conflict of
interest exists, funds may be disallowed by the FMAAA and such
conflict may constitute grounds for termination of the Agreement.
2. This provision shall not be construed to prohibit employment of
persons with whom the Contractor's officers, agents, or employees
have family, business, or other ties, so long as the employment of
such persons does not result in a conflict of interest (real or
apparent) or increased costs over those associated with the
employment of any other equally qualified applicant, and such
persons have successfully competed for employment with the other
applicants on a merit basis.
Area Plan Grant Award 14 FY 2011-2012
Terns and Conditions Declaration
J. Covenant Against Contingent Fees
1. The Contractor warrants that no person or selling agency has been
employed or retained to solicit this Agreement. There has been no
agreement to make commission payments in order to obtain this
Agreement.
2. For breach or violation of this warranty, the FMAAA shall have the
right to terminate this Agreement without liability or at its discretion
to deduct from the Agreement price or consideration, or otherwise
recover, the full amount of such commission, percentage,
brokerage, or contingency fee.
K. Payroll Taxes and Deductions
The Contractor shall promptly forward payroll taxes, insurances, and
contributions, including State Disability Insurance, Unemployment
Insurance, Old Age Survivors Disability Insurance, and federal and State
income taxes withheld to designated governmental agencies.
L. Facility Construction or Repair
1. Title III:
a. When applicable for purposes of construction or repair of
facilities, the Contractor shall comply with the provisions
contained in the following and shall include such provisions
in any applicable agreements with subcontractors:
i) Copeland "Anti -Kickback" Act (18 USC 874, 40 USC
276c) (29 CFR, Part 3),
Davis -Bacon Act (40 USC 276a to 276a-7) (29 CFR,
Part 5),
Contract Work Hours and Safety Standards Act (40
USC 327-333) (29 CFR, Part 5, 6, 7, 8), and
iv) Executive Order 11246 of September 14, 1965,
entitled "Equal Employment Opportunity" as amended
by Executive Order 11375 of October 13, 1967, as
supplemented in Department of Labor Regulations
(41 CFR, Part 60).
Area Plan Grant Award 15 FY 2011-2012
Terms and Conditions Declaration
b. The Contractor shall not use payments for construction,
renovation, alteration, improvement, or repair of privately
owned property which would enhance the owner's value of
such property to the benefit of the owner except where
permitted by law and by the FMAAA.
C. When funding is provided for construction and non -
construction activities, the Contractor or subcontractor must
obtain prior written approval from the FMAAA before making
any fund or budget transfers between construction and non -
construction.
2. Health Insurance Counseling and Advocacy Program (HICAP):
Funds from this Agreement are not allowed to be used for facility
construction or repair.
M. Debarment, Suspension, and Other Responsibility Matters
1. The Contractor certifies to the best of its knowledge and belief, by
signing this Agreement, that it and its subcontractors:
a. Are not presently debarred or suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from
covered transactions by any federal department or agency;
b. Have not, within a three-year period preceding this
Agreement, been convicted of or had a civil judgment
rendered against the Contractor for commission of fraud or a
criminal offense in connection with obtaining, attempting to
obtain, or performing a public (federal, State, or local)
transaction or contract under a public transaction; violation of
federal or State antitrust statues or commission of
embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving
stolen property;
C. Are not presently indicted for or otherwise criminally or civilly
charged by a governmental entity (federal, State, or local)
with commission of any of the offenses enumerated in
paragraph (1) (b); and
d. Have not, within a three-year period preceding this
Agreement, had one or more public transactions (federal,
State, or local) terminated for cause or default.
Area Plan Grant Award 16 FY 2011-2012
Terms and Conditions Declaration
e. The Contractor shall report immediately to the FIVIAAA in
writing any incidents of alleged fraud and/or abuse by either
the Contractor or any subcontractors. The Contractor shall
maintain any records, documents, or other evidence of fraud
and abuse until otherwise notified by the FMAAA.
f. The Contractor shall notify the FMAAA immediately of any
intention to discontinue existence of the entity or to bring an
action for dissolution.
2. The Contractor agrees to timely execute any and all amendments
to this Agreement or certificates, other required documentation
relating to their subcontractor's debarment/suspension status.
N. Agreement Authorization
1. If a public entity, the Contractor shall submit to the FMAAA a copy
of the resolution, order, or motion referencing this Agreement
number authorizing execution of this Agreement. If a private
nonprofit entity, the Contractor shall submit to the FMAAA an
authorization by the Governing Board of the Contractor to execute
this Agreement, referencing this Agreement number.
2. These documents must also identify the action taken
3. Documentation in the form of a resolution, order, or motion by the
Governing Board of the Contractor is required for the original and
each subsequent amendment to this Agreement. This requirement
may also be met by a single resolution from the Governing Board of
the Contractor authorizing the designee to execute the original and
all subsequent amendments to this Agreement.
O. Provision of Services
The Contractor shall ensure the provision of services under this
Agreement, as specified by the attached exhibits, which are hereby
incorporated by reference. Inadequate performance or failure to make
progress so as to endanger performance of this Agreement may result in
imposition of sanctions as described in Appendix H, Sanction Policy, or
termination of the Agreement as described in Article XVII, Termination.
Area Plan Grant Award 17 FY 2011-2012
Terms and Conditions Declaration
P. Contractor's Staff
1. The Contractor shall maintain adequate staff to rneet the
Contractor's obligations under this Agreement.
2. The Contractor shall make staff available to the Agency for training
and meetings, which the Agency may find necessary from time to
time.
Q. Administration
1. The Contractor shall be a public or private nonprofit entity or Joint
Powers Agreement (JPA). If a private nonprofit corporation or a
JPA, the Contractor shall be in good standing with the Secretary of
State of California and shall maintain that status throughout the
term of the Agreement.
2. The Contractor shall ensure that any subcontractors providing
services under this Agreement shall be of sound financial status.
Any private, subcontracting corporation or JPA shall be in good
standing with the Secretary of State of California and shall maintain
that status throughout the term of the Agreement.
3. Failure to maintain good standing by the Contractor shall result in
suspension or termination of this Agreement with the FMAAA until
satisfactory status is restored. Failure to maintain good standing by
a subcontractor or JPA shall result in suspension or termination of
the subcontract until satisfactory status is restored.
4. This Agreement is not assignable by the Contractor, either in whole
or in part, without the written consent of the FMAAA in the form of a
formal written amendment.
5. The Contractor, and the agents and employees of the Contractor, in
the performance of this Agreement, shall act in an independent
capacity and not as officers or employees or agents of the State or
the FMAAA.
6. In the event that any provision of this Agreement is unenforceable
or held to be unenforceable, then the parties agree that all other
provisions of this Agreement have full force and effect and shall not
be effected.
Area Plan Grant Award 18 FY 2011-2012
Terms and Conditions Declaration
R. Travel Reimbursement
1. Any reimbursement by Contractor from funds provided under this
Agreement for authorized travel and per diem shall be at rates not
to exceed those paid by the State in accordance with Department
of Personnel Administration's (DPA) rules and regulations, which
are available from the DPA Web site:
a. Mileage: http://www.dpa.ca.gov/personnel-policies/travel/
personal -vehicle -mileage -reimbursement. htm
b. Per Diem (meals and incidentals): http://www.dpa.ca.gov/
personnel-policies/travel/meals-and-incidentals. htm
C. Lodging: htip://www.dpa.ca.gov/personnel-policies/
travel/short-term-travel.htm
2. This is not to be construed as limiting the Contractor from paying
any differences in costs, from funds other than those provided by
this Agreement, between the DPA rates and any rates the
Contractor 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 FMAAA and the
State. (CCR, Title 2, Section 599.615 et seq.)
S. If this Agreement includes services in excess of $200,000, the Contractor
shall give priority consideration in filling vacancies in positions funded by
the Contract to qualified recipients of aid under Welfare and Institutions
Code Section 11200 in accordance with Public Contract Code 10353,
T. Grievance Process
1. The Contractor must establish a written grievance process for
reviewing and attempting to resolve complaints of older individuals.
At a minimum, the process shall include all of the following:
a. Time frames within which a complaint will be acted upon.
b. Written notification to the complainant of the results of the
review, including a statement that the complainant may
appeal to the FMAAA if dissatisfied with the results of the
Contractor's review.
C. Confidentiality provisions to protect the complainant's rights
to privacy. Only information relevant to the complaint may be
Area Plan Grant Award 19 FY 2011-2012
Terms and Conditions Declaration
released to the responding patty without the older
individual's consent.
2. The Contractor shall notify older individuals of the grievance
process available to them by:
a. Posting notification of the process in visible and accessible
areas, such as the bulletin boards in multipurpose senior
centers. For areas in which a substantial number of older
individuals are non-English speaking, the notification shall
also be posted in the primary language of a significant
number of older individuals.
b. Advising homebound older individuals of the process either
orally or in writing upon the Contractor's contact with the
individuals.
3. Complaints may involve, but not be limited to, any or all of the
following:
a. Amount or duration of a service.
b. Denial or discontinuance of a service.
C. 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.
d. Failure of the service provider to comply with any of the
requirements set forth in CDA regulations or in this
Agreement.
4. Nothing in this Article shall be construed as prohibiting older
individuals from seeking other available remedies, such as
presenting their complaints at an open meeting of the Contractor's
governing board.
U. Disaster Plan
1. The Contractor shall prepare and maintain a disaster plan that
ensures provision of critical services to meet the emergency needs
of consumers they are charged to serve during medical or natural
Area Plan Grant Award 20 FY 2011-2012
Terns and Conditions Declaration
disasters, such as earthquakes or floods, and make such plan
available to the FMAAA upon request.
2. The Contractor shall provide annual disaster response training and
a current list of community resources for all employees and
volunteers, and maintain documentation of such training.
3. The Contractor shall designate a primary and a secondary
emergency contact. Following an emergency or disaster, the
Contractor's designated contact shall update the FMAAA with the
Contractor's operational status.
4. The Contractor shall complete Exhibit F, Service Provider
Emergency Resource Information, included with this agreement,
and advise the FMAAA whenever a change to this information
occurs.
ARTICLE III. AGREEMENT
A. All elements of this Agreement, as defined in Article I, Section A, and as
approved by the FMAAA in making this award, are hereby incorporated by
reference, as if fully set forth herein.
B. A copy of this Agreement is on file and available for inspection at the
FMAAA, 3837 North Clark Street, Fresno, CA 93726.
C. Time is of the essence in this Agreement. The policy regarding the
execution of contracts within forty-five (45) days is applicable. (Appendix
G, Policy Regarding Execution of Contracts)
ARTICLE IV. TERM OF AGREEMENT
A. This Agreement is of no force or effect until signed by both parties hereto
and approved by the FMAAA. The Contractor may not commence
performance until such approval has been obtained (GC 14831), or until a
signed Letter of Authority has been provided by the FMAAA.
B. The term of this Agreement is from July 1, 2011, through June 30, 2012,
at which time the Agreement expires, subject however, to earlier
termination or cancellation as herein provided.
Area Plan Grant Award 21 FY 2011-2012
Terms and Conditions Declaration
C. Should the Contractor or subcontractor begin work in advance of receiving
notice that the Agreement is approved, and before obtaining a signed
Letter of Authority from the FMAAA, that work may be considered as
having been performed at -risk as a mere volunteer and may not be
reimbursed or compensated.
A. Expenditure of Funds
9. The Contractor shall expend all funds received hereunder in
accordance with this Agreement.
2. The Contractor shall comply with the standards and guidelines for
procurement of supplies, equipment, and services as set forth in
this Agreement.
3. The Contractor agrees not to use Agreement funds to pay the
salary or expenses of any individual who is engaging in activities
designed to influence legislation or appropriations pending before
the Congress.
4. The Contractor agrees to acknowledge the receipt of all funding
support from the FMAAA in news releases (radio, television and
newspaper); printed materials such as brochures, pamphlets,
newsletters; the Contractor's Web site; and any other printed
documents. Such acknowledgement shall make accurate reference
to the service for which funding is provided, in whole or in part, by
the FMAAA.
5. A copy of all published documents indicated in paragraph four (4)
above, will be forwarded to FMAAA for file.
6. The FMAAA reserves the right to refuse payment to the Contractor
or later disallow costs for any expenditure, as determined by the
FMAAA not to be in compliance with this Agreement, unrelated or
inappropriate to Agreement activities, or when inadequate
supporting documentation is presented, or where prior approval
was required but was not requested or not granted.
7. Funds made available for Ombudsman volunteer recruitment
activities in the Budget Act shall be used by the Contractor to
maintain or expand the activities of the Long -Term Care
Ombudsman Program.
Area Plan Grant Award 22 FY 20112012
Terms and Conditions Declaration
B. Accountability for Funds
1. The Contractor 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 Contractor, and shall be maintained in
accordance with Generally Accepted Accounting Principles and
Procedures and the Office of Management and Budget's Cost
Principles.
2. The Contractor shall ensure that funding for services as outlined
herein are managed and prorated monthly to ensure that adequate
Older Americans Act funding is available to provide services
through the ending date of this Agreement.
3. Funds made available under this Agreement shall supplement, and
not supplant, any federal, State, or local funds expended by a State
or unit of general purpose local government to provide Title III
(excluding Title III E) or Title VII programs.
C. Unexpended Funds
1. No later than March 31 of the Agreement year, the Contractor shall
report to the FMAAA if any Older Americans Act funds will remain
unexpended at the ending date of this Agreement.
2. The FMAAA shall request and receive from the Contractor release
of Older Americans Act funds for an amount mutually agreed upon
by both parties, not to exceed the estimated amount of unexpended
funds. The FMAAA shall be reasonable in its request for funds and
the Contractor shall not unreasonably withhold permission for
release of funds.
3. The FMAAA retains all rights to reallocate released funds into other
programs, projects, or activities.
4. Upon termination, cancellation, or expiration of this Agreement, or
dissolution of the entity, the Contractor shall return to the FMAAA
immediately upon written demand, any funds provided under this
Agreement, which are not payable for goods or services delivered
prior to the termination, cancellation, or expiration of this
Agreement, or the dissolution of the entity.
Area Plan Grant Award 23 FY 2011-2012
Terms and Conditions Declaration
D. Program Income
1. All Program Income received by the Contractor shall be included on
the quarterly report, and expenditures supported by Program
Income shall be stated in the appropriate column. Program Income
shall be tracked on a "first in -first out' method. Unspent Program
Income shall not exceed the equivalent of ninety (90) days average
Program Income.
2, Program Income must be reported and expended under the same
terms and conditions as the prograrn funds from which it is
generated.
3. Program Income must be used to pay for current allowable costs of
the program in the same fiscal year that the income was earned
(except as noted in D.5 below).
4. For Title III B, Ili C, III D, III E, VII Ombudsman, and VII Elder
Abuse Prevention programs, Program Income must be spent
before contract. funds (except as noted in D.5 below.) and may
reduce the total amount of contract funds payable to the Contractor.
5. For Title III B, III C, III D, III E, VII Ombudsman, and VII Elder
Abuse Prevention programs, if Program Income is earned in excess
of the amount reported in the Area Plan Budget (CDA 122), the
excess amount may be deferred for use in the first quarter of the
following contract period, which is the last quarter of the federal
fiscal year.
6. If Program Income is deferred for use, it must be used by the last
day of the federal fiscal year and reported when used.
7. Program Income may not be used to meet the matching
requirements of this Agreement.
8. Program Income must be used to expand services.
E. Matching Contributions
1. Minimum matching contributions for Older Americans Act funded
grants awarded by the Fresno -Madera Area Agency on Aging are
determined as follows:
a. Title III B Supportive Services, Title III B (Ombudsman),
Title III C1 Congregate (Nutrition, Title III C2 Home -Delivered
Area Plan Grant Award 24 FY 2011-2012
Terns and Conditions Declaration
Nutrition, and Title III D Health Promotion and Medication
Management: 10 percent of the sum of the grant award, plus
the minimum matching contributions. This is computed by
dividing the grant amount by nine (9).
b. Title III E Family Caregiver Support Program: 25 percent of
the sure of the grant award, plus the minimum matching
contributions. This is computed by dividing the grant amount
by 7.5.
2. Minimum matching requirements are calculated on net costs, which
are total costs less program income, non-matching contributions,
and State funds.
3. Cash and/or in-kind contributions may count as match, if such
contributions are used to meet program requirements.
4. Any matching contributions (cash or in-kind) must be verifiable from
the records of the Contractor or subcontractor.
5. Matching contributions must be used for allowable costs in
accordance with the Office of Management and Budget circulars.
F. Availability of Funds
1. It is mutually understood between the parties that this Agreement
may have been written before ascertaining the availability or
appropriation of funds, for the mutual benefit of both parties in order
to avoid program and fiscal delays which would occur if this
Agreement were executed after that determination was made.
2. This Agreement is valid and enforceable only if sufficient funds are
made available from the State to the FMAAA and/or by the United
States Government or the Budget Acts of the appropriate fiscal
years for the purpose of this program. In addition, this Agreement is
subject to any additional restrictions, limitations, or conditions
enacted by the Congress or any statutes enacted by the Congress
that may affect the provisions, terms, or funding of this award in any
manner.
Area Plan Grant Award 25 FY 2011-2012
Terms and Conditions Declaration
3. It is mutually agreed that if funding for any FMAAA fiscal year is
reduced or deleted by the State, Legislature, or Congress for the
purposes of this program, the FMAAA shall have the option to
either:
a. Terminate the Contract; or
b. Offer a contract amendment to the Contractor to reflect the
reduced funding for this contract.
4. The FMAAA has the option to void the Agreement under the thirty
(30) day cancellation clause or to amend the Agreement to reflect
any reduction in funds.
5. The FMAAA reserves the right to increase and/or decrease funds
available under this Agreement to reflect any restrictions,
limitations, or conditions as directed by the Director.
6. if as a result of advanced funds, the project earns interest on funds
awarded by the FMAAA, that interest shall be identified as income
to the prograrn and used for prograrn expenditures, with full
documentation on file for all programs.
A. The approved budget for the term of this Agreement is a part hereof.
B. The Contractor shall be reimbursed for expenses only as itemized in the
approved budget.
1. The maximum reimbursement amount allowable for indirect costs is
8% of Contractor's direct costs, excluding in-kind contributions and
nonexpendable equipment. Contractors requesting reimbursement
for indirect costs shall obtain and retain on file an approved indirect
cost rate from the State of California or an allocation plan
documenting the methodology used to determine the indirect costs.
C. The Contractor shall comply with those provisions and restrictions
regarding revisions to the approved budget.
D. The Contractor may make changes in budget allocations, subject to the
following conditions:
Area Plan Grant Award 26 FY 2011-2012
Terms and Conditions Declaration
I . The Contractor may transfer Agreement funds within programs
from each line item without prior approval of the FMAAA providing
the change is less than 10% of that line item.
2. The Contractor shall request prior approval from the FMAAA for
any line item transfer of funds that is 10% or more.
3. The Contractor shall maintain a written record of all budget
changes clearly documenting line item changes. The record shall
include the date of the transfer, the amount, and the purpose. This
record shall be available to the FMAAA upon request and shall be
maintained in the same manner as all other financial records.
E. Final budget revisions for year's end are due no later than March 15 of the
Agreement year.
ARTICLE VII. PAYMENTS
A. The consideration to be paid Contractor, as provided herein, shall be in
compensation for all of Contractor's expenses incurred in the performance
hereof, including mileage, per diem, and taxes, unless otherwise expressly
so provided.
B. Unless otherwise specified by the FMAAA, the Contractor shall submit
accurate and timely reports as specified in Appendix E, List of Required
Reports, and Appendix F, Due Dates for Scheduled Reports.
C. The FMAAA shall review the Contractor's report to ensure compliance
with the approved Agreement budget.
D. Depending upon funding availability, the FMAAA shall make monthly
reimbursement payments to the Contract as specified in Appendix F, Due
Dates for Scheduled Reports, of the Agreement. The FMAAA shall pay the
Contractor a total not to exceed the amount shown on page one (1) of this
Agreement.
E. Financial Management Systems:
The Contractor shall meet the following standards for its financial
management systems, as stipulated in 45 CFR, Section 92.20
(governmental) or 45 CFR, Section 74.21 (non-profits).-
Area
non-profits):
Area Plan Grant Award 27 FY 2011-2012
Terms and Conditions Declaration
1. Financial reporting
2. Accounting records
3. Internal Control
4. Budgetary Control
5. Allowable Costs
6. Source Documentation
7. Cash Management
F. The FMAAA may require financial reports more frequently than indicated
above or more detail (or both), upon written notice to the Contractor, until
such time as the FMAAA determines that the financial management
standards are rnet.
G. The Expenditure Closeout Report and the Report of Property Furnished
With Agreement Funds (Form FMAAA 32; see Article XI, Property and
Equipment) shall be submitted annually to the FMAAA within forty-five (45)
calendar days following the end of the Agreement year, or within thirty (30)
days following termination prior to the end of the Agreement period, unless
otherwise specified by the FMAAA.
H. The FMAAA may withhold payment if the FMAAA determines that the
Agreement with the Contractor is at -risk, as described in Appendix H,
Sanction Policy.
The FMAAA shall be relieved of any payments should the Contractor fail
to perform the requirements of this Agreement at the time and in the
manner herein provided. Payments made after a decision to withhold
funds or terminate the Agreement will be governed by Article XVII,
Termination.
J. Federal funds may be reduced proportionately to maintain the required
matching ratios if a Contractor fails to report sufficient match in the
CDA 180.
A. The FMAAA shall approve all subcontracts before award of the
subcontract by the Contractor.
Area Plan Grant Award 28 FY 2011-2012
Tears and Conditions Declaration
B. The Contractor shall ensure that funds provided under this Agreement are
administered in conformance with the acts, federal regulations, and
policies and procedures of the Administration on Aging, California
Department of Aging, and the FMAAA.
C. The Contractor shall not enter into contracts with other agencies that are
to be paid with funds provided under this Agreement that extend beyond
the ending date of this award.
D. The Contractor does not possess authority to contract for, or incur
obligations on behalf of, the State of California or the FMAAA.
E. Copies of subcontracts, Memorandums and/or Letters of Understanding
shall be on file with the Contractor, shall be submitted to the FMAAA and
shall be made available for review at the request of the FMAAA.
F. Once a subcontractor is approved by FMAAA the following conditions
apply:
1. The Contractor shall monitor the insurance requirements of its
subcontractors in accordance with Article XV, Insurance.
2. The Contractor shall require all its subcontractors to indemnify,
defend, and save harmless the FMAAA, its officers, agents, and
employees from any and all claims and losses accruing to or
resulting from any contractors, subcontractors, suppliers, laborers,
and any other person, firm, or corporation furnishing or supplying
work services, materials, or supplies in connection with any
activities performed for which funds from this Agreement were used
and from any and all claims and losses accruing or resulting to any
person, firm, or corporation who may be injured or damaged by the
subcontractor in the performance of this Agreement.
3. The Contractor shall ensure that the subcontractor will complete all
reporting and expenditure documents requested by the FMAAA.
These reporting and expenditure documents shall be sent to the
Contractor in a timely manner and at intervals as determined by the
FMAAA.
4. The Contractor shall require the subcontractor to maintain
adequate staff to meet the subcontractor's agreement with the
Contractor. This staff shall be available to the FMAAA for training
and meeting, which the Agency may find necessary from time to
time.
Area Plan Grant Award 29 FY 2011-2012
Terms and Conditions Declaration
5. If a private non-profit corporation, the subcontractor shall be in
good standing with the Secretary of State of California and shall
maintain that status throughout the term of the Agreement.
Compensation for work or services performed under this Agreement shall be
reasonable and based on an analysis of job requirements and comparability with
similar work or services in the local labor market.
� 0C;
A. Records
1. The Contractor shall, at all times during the term of this Agreement,
maintain complete records (which shall include, but not be limited
to, accounting records, contracts, agreements, reconciliation of the
"Financial Closeout Report" to the audited financial statements, a
summary worksheet of results performed for all subcontractors with
supporting documentation, letters of agreement, insurance
docurnentation in accordance with this Article, Memorandurns
and/or Letters of Understanding, patient or client records, and
electronic files) of its activities and expenditures in a form
satisfactory to the FMAAA and shall make all records pertaining to
the project available for inspection and audit by the FMAAA or its
duly authorized agents, at any time during normal business hours.
All such records must be maintained and kept available by the
Contractor as follows:
a. For a minimum of four years from the date of final payment,
if a State audit has occurred, or five years frorn said date, if
no audit has occurred; and,
b. For such longer periods, if any, as is required by applicable
statute, by any other clause of this Agreement, or by
subparagraphs 2 or 3 below.
2. If this Agreement is completely or partially terminated, the records
relating to the work terminated shall be preserved and made
available for the same periods as in subparagraph 1 above. The
Contractor shall ensure that any resource directories and all client
records remain the property of the FMAAA upon termination of this
Agreement, and are returned to the FMAAA or transferred to
another Contractor as instructed by the FMAAA.
Area Plan Grant Award 30 FY 2011-2012
Terms and Conditions Declaration
3. In the event of any litigation, claim, negotiation, audit exception, or
other action involving the records, such records shall be maintained
and kept available until every action has been cleared to the
satisfaction of the FMAAA and the State and so stated in writing to
the Contractor.
4. Adequate fiscal documentation of each transaction shall be
maintained to permit the determination of the allowableness of
expenditures reimbursed by the FMAAA under this Agreement. If
the allowableness of expenditures cannot be determined because
records or documentation of the Contractor are nonexistent or
inadequate, according to Generally Accepted Accounting Practices
(GAAP), the questionable cost may be disallowed by the FMAAA
and the State. In the event of findings of disallowed costs, the
Contractor has the right to appeal such findings within 60 days of
notification.
5. The FMAAA Executive Director or representative, auditors and/or
official representatives of the California Department of Aging, the
Administration on Aging, the U.S. Department of Health and Human
Services, and the General Accounting Office shall be granted
access to such records upon request.
6. After the authorized period has expired, confidential records shall
be destroyed by shredding and disposed of in a manner that will
maintain confidentiality.
B. Reports
1. The Contractor shall submit all appropriate financial and
performance reports as designated in Appendix C, List of Required
Reports. Reports shall be submitted on forms in a format approved
by the FMAAA.
2. The Contractor shall assure that all financial and program data
submitted to the FMAAA are timely, complete, accurate, and
verifiable.
3. The Expenditure Closeout Report shall be submitted annually to the
FMAAA within forty-five (45) calendar days following the end of the
Agreement year, or within thirty (30) days following termination prior
to the end of the Agreement period, unless otherwise specified by
the FMAAA.
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Terms and Conditions Declaration
4. If supporting documentation is required as staffed in Article XIV,
Audits, all such documentation must accompany the quarterly
report.
5. The FMAAA may require Contractors that are considered to be at -
risk, as described in Appendix H, Sanction Policy, to maintain
monthly fiscal reporting requirements. Monthly fiscal reports are
due to the FMAAA by the fifteenth (15th) working day of the month
following the reporting period.
6. All applicable National Aging Program Information System (NAPIS)
reports as indicated in Appendix E, List of Required Reports, are
due in the FMAAA office by the seventh (7th) working day of the
month following the reporting period.
7. The Contractor shall cross -train staff on program data collection
and reporting requirements in the event of planned or unplanned
prolonged absences to ensure timely and accurate submission of
data.
A. The Contractor agrees to abide by the policies and procedures contained
in this Agreement concerning acquisition, retention, use, replacement,
disposition, and maintenance of all equipment acquired in whole or in part
with funds provided under this Agreement.
Equipment procured using Older Americans Act funds and or related
matching funds shall be used in support of the program outlined in this
Agreement. Such equipment shall be used primarily for the benefit of the
elderly being served under the provisions of this Agreement and shall not
be used for the private or personal use of any one individual.
B. Unless otherwise provided for in this Article, property refers to all assets,
capitalized or noncapitalized, used in operation of this Agreement.
Property includes land, buildings, improvements, machinery, vehicles,
furniture, tools, and intangibles, etc. Property does not include
consumable office supplies such as paper, pencils, toner, file folders, etc.
C. Unless otherwise provided for in this Article, real property is defined as
land; that which is affixed to land; that which is incidental or appurtenant to
land; and that which is immovable by law. Personal property is defined as
every kind of property that is not real property.
Area Plan Grant Award 32 FY 2011-2012
Terms and Conditions Declaration
D. The Contractor shall exercise due care in the use, maintenance,
protection, and preservation of such property during the period of the
Agreement, and shall assume responsibility for replacement or repair of
such personal property during the period of the Agreement and until the
Contractor has complied with all written instructions from the FMAAA
regarding the final disposition of the property.
E. The Contractor shall, in a manner prescribed by Office of Management
and Budget (OMB), Attachment N, Circular A-110, maintain accurate
property records and perpetual inventory control of equipment furnished or
purchased with funds awarded under the terms of the Agreement or any
predecessor agreement for the same purpose. The Contractor shall record
the following information on form FMAAA 32, Report of Property
Furnished/Purchased With Contract Funds, when property is acquired:
1. Date acquired;
2. Property description (including model number);
3. Serial number;
4. Purchase cost;
5. Fund source; and
6. Property location.
F. The Contractor shall keep track of property purchased with funds provided
under this Agreement, whether capitalized or not. The Contractor shall
maintain and submit to the FMAAA annually with the Closeout, a current
inventory of property furnished or purchased by either the Contractor or
the Subcontractor with funds awarded under the terms of this Agreement
or any predecessor agreement for the same. purpose. The Contractor shall
use form FMAAA 32, Report of Property Furnished/Purchased with
Contract Funds, unless otherwise directed by the FMAAA. The physical
inventory and corresponding reconciliation must be kept on file and
available for review by the FMAAA.
G. The Contractor shall have a written policy for reporting and replacement of
lost, destroyed, or stolen property acquired with funds under this
Agreement.
H. The Contractor shall immediately investigate and within five (5) days fully
document to the FMAAA via a written report, the loss, destruction, or theft
Area Plan Grant Award 33 FY 2011-2012
Terms and Conditions Declaration
of property acquired with funds under this Agreement. In addition, the
Contractor shall complete a Property Survey Report (FMAAA STD 152).
The Contractor shall notify the FMAAA by submitting a Property Survey
Report (FMAAA STD 152) and obtain written authorization from the
FMAAA prior to selling or otherwise disposing of such equipment.
J. In the event of the Contractor's dissolution, or upon completion of the
project, the Contractor shall provide a final inventory to the FMAAA. The
FMAAA reserves the right to require the Contractor to transfer such
personal property to another project, or to the FMAAA, as determined by
the FMAAA to be appropriate.
K. To exercise the above right, within 120 days after termination of the
Agreement or notification of the Contractor's dissolution or completion of
the project, the FMAAA will issue specific written disposition instructions to
the Contractor.
L. The Contractor shall use the property for the purpose for which it was
intended under the Agreement. The Contractor shall not use equipment or
supplies acquired under the Agreement with federal and/or State monies
for personal gain or to usurp the competitive advantage of a privately
owned business entity:
M. Contractors shall be liable for all labor and any other direct expenses
incurred in providing the contracted services and shall assume any and all
responsibility for loss or damage resulting from negligence or acts of
omission and shall defend any suit alleging injury, sickness or disease
arising out of the provision of services. Contractor is obligated to inform
the FMAAA in writing of any such incident within five (5) working days of
its occurrence.
N. A copy of all materials produced, manufactured, purchased or assembled
such as printed materials, audio and/or video cassette materials, films,
etc., using funding under this Agreement will be provided to the FMAAA
upon request.
O. If purchase of equipment is a reimbursable item, the equipment to be
purchased will be specified in the budget.
ARTICLE XII. ACCESS
A. Authorized FMAAA, State, and federal representatives shall have the right
to inspect work sites of the Contractor and its subcontractors during the
Area Plan Grant Award 34 FY 2011-2012
Terms and Conditions Declaration
term of this Agreement at any time during normal business hours. The
Contractor shall include this requirement in its subcontracts.
B. The FMAAA has designated the following locations as Community Focal
Points, as required by CCR Title 22, Article 3, Section 7302(a)(14), 45
CFR Section 1321.53(c), and OAA 2006 306(a):
1. Fresno City: Sierra Resource Campus, Senior Resource Center,
2025 East Dakota Avenue, Fresno, California 93726;
2. Fresno County: City of Clovis, Clovis Senior Center,
8504 th Street, Clovis, California 93612; and
3. Madera County: City of Madera, Older Adult Services,
701 East 5t" Street, Madera, California 93638.
ARTICLE XIII. MONITORING AND EVALUATION
Authorized FMAAA, State, and federal representatives shall have the right to
monitor and evaluate Contractor's administrative, fiscal, and program
performance pursuant to this Agreement. Said monitoring and evaluation may
include, but is not limited to, administrative processes, policies and procurement,
audits, inspection of project premises, inspection of food preparation sites, and
interviews of project staff and participants.
The Contractor shall cooperate with the FMAAA in the monitoring and evaluation
processes, which include making any administrative, fiscal, and program staff
available during any scheduled process.
ARTICLE XIV. AUDITS
A. Contractors that expend $500,000 or more. in federal funds shall arrange
for an audit to be performed as required by the Single Audit Act of 1984,
Public Law 98-502, Single Audit Act Amendments of 1996, Public Law
104-156, and the Federal Office of Management and Budget (OMB)
Circular A-133, and a copy submitted to the:
Fresno -Madera Area Agency on Aging
3837 North Clark Street
Fresno, California 93726
The copy shall be submitted within the earlier of thirty (30) days after
receipt of the auditor's report or nine months after the end of the audit
period, unless a longer period is agreed to in advance by the FMAAA.
Area Plan Grant Award 35 FY 2011-2012
Terms and Conditions Declaration
The contractor shall ensure that State -funded expenditures are displayed
discretely along with the related federal expenditures in the single audit
report's "Schedule of Expenditures of Federal Awards" under the
appropriate Catalog of Federal Domestic Assistance (CFDA) number as
referenced in Section B of this Article.
For State contracts that do not have CFDA numbers, the Contractor shall
ensure that the State -funded expenditures are discretely identified in the
"Schedule of Expenditures of Federal Awards" by the appropriate program
name, identifying the FMAAA grant/contract number.
B. This Section B applies only to Title IIINII.
The following closely related programs identified by CFDA number are to
be considered as an "Other Cluster" for purposes of determining major
programs or whether a program specific audit may be elected.
The Contractor shall identify the CFDA titles and numbers to the
independent auditor conducting the organization's audit along with each of
its subrecipients. The funding source (Federal Grantor) for the following
programs is the U.S. Department of Health and Human Services.
93.041 Older Americans Act Title VII (b), Elder Abuse
Prevention -Allotments for Vulnerable Elder Rights
Protection Activities
93.042 Older Americans Act Title VII (a), Long -Term Care
Ombudsman Program -Allotments for Vulnerable Elder
Rights Protection Activities
93.043 Older Americans Act Title III D, Disease Prevention and
Health Promotion, Grants for State and Community
Programs on Aging
93.044 Older Americans Act Title III B, Supportive Services,
Grants for State and Community Programs on Aging
93.045 Older Americans Act Title III C1, Congregate Meals and
Title III C2, Home -Delivered Meals, Grants for State and
Community Programs on Aging
93.052 Older Americans Act Title III E, National Family
Caregiver Support Program, Grants for State and
Community Programs on Aging
Area Plan Grant Award 36 FY 2011-2012
Terms and Conditions Declaration
93.053 Older Americans Act Section 311, Nutrition Services
Incentive Program (NSIP)
Cluster of programs means a grouping of closely related programs that
share common compliance requirements. The types of clusters of
programs are research and development (R&D), student financial aid
(SFA), and other clusters. "Other clusters" are defined by the OMB in the
compliance supplement or as designated by a state for federal awards the
state provides to its sub -recipients that meet the definition of a cluster of
programs. When designating an "other cluster," a state shall identify the
federal awards included in the cluster and advise the sub -recipients of
compliance requirements applicable to the cluster, consistent with
§.400(d)(1) and §.400(d)(2), respectively. A cluster of programs shall be
considered as one prograrn for determining major programs, as described
in §.520, and, with the exception of R&D as described in §.200(c), whether
a program -specific audit may be elected. (OMB Circular, A-133, Audits of
States, Local Governments, and Non -Profit Organizations)
C. The Contractor shall perform a reconciliation of the "Financial Closeout
Report" to the audited financial statements. The reconciliation shall be
maintained and made available for review by the FMAAA.
The Contractor shall have the responsibility for resolving its contracts with
subcontractors to determine whether funds approved under this
Agreement are expended in accordance with applicable laws, regulations,
and provisions of contracts or agreements.
Contract resolution includes:
1. Ensuring that a subcontractor expending $500,000 or more in
Federal awards during the subcontractor's fiscal year has met the
audit requirements of OMB Circular A-133 as summarized in
Section D of this Article;
2. Issuing a management decision on audit findings within six months
after receipt of the subcontractor's single audit report and ensuring
that the subcontractor takes appropriate and timely corrective
action;
3. Reconciling expenditures reported to the FMAAA to the amounts
identified in the single audit or other type of audit, if the Contractor
was not subject to the single audit requirements. For a Contractor
who was not required to obtain a single audit and who did not
obtain another type of audit, the reconciliation of expenditures
reported to the FMAAA must be accomplished through the
Area Plari Grant Award 37 FY 2011-2012
Terms and Conditions Declaration
performance of alternative procedures (e.g., expense verification
reviews/fiscal assessments);
4. When alternative procedures are used, the Contractor shall perform
financial management system testing per existing federal
requirements (45 CFR, Subpart C, Part 92.20, and 45 CFR, Part
74.21) which state in part that financial reporting must be accurate,
current, and complete; and accounting records must adequately
identify the source and application of funds and must be supported
by source documentation. The Contractor shall document system
and expense testing to show an acceptable level of reliability,
including a review of actual source documents; and
5. Determining whether the results of the reconciliations performed
necessitate adjustment of the Contractor's own records.
D. The Contractor shall ensure that its single audit meets GMB Circular
A-133 requirements:
1. Performed timely: Not less frequently than annually and a report
submitted timely. The audit is required to be submitted within thirty
(30) days after receipt of the auditor's report or nine months after
the end of the audit period, whichever occurs first.
2. Properly procured: Use procurement standards provided for in
OMB Circular A-133 and provide maximum opportunities to small
and minority audit firms.
3. Performed in accordance with Generally Accepted Government
Auditing Standards: Shall be performed by an independent auditor
and be organization -wide.
4. All inclusive: Includes an opinion (or disclaimer of opinion) of the
financial statements; a report on internal control related to the
financial statements and major programs; an opinion (or disclaimer
of opinion) on compliance with laws, regulations, and the provisions
of contracts or grant agreements; and the schedule of findings and
questioned costs.
5. Performed in accordance with provisions applicable to this program
as identified in OMB Circular A-133 compliance supplement.
E. The Contractor shall be required to include in its contract with the
independent auditor that the auditor will comply with all applicable audit
requirements/standards, the FMAAA shall have access to all audit reports
Area Plan Grant Award 38 FY 2011-2012
Terms and Conditions Declaration
and supporting work papers, and the FNIAAA has the option to perform
additional work, as needed.
F. Unless prohibited by law, the costs of audits completed in accordance with
provisions of the Single Audit Act Amendments of 1996 are allowable
charges to federal awards. The cost may be considered a direct cost or an
allocated indirect cost, as determined in accordance with the provisions of
applicable OMB cost principle circulars.
G. Contractor may not charge to federal awards the cost of any audit under
the Single Audit Act Amendments of 1996 not conducted in accordance
with the Act. Contractor may not charge to Federal Awards the cost of
auditing a non-federal entity which has federal awards expended of less
than $500,000 per year, and is thereby exempted under OMB Circular A-
133, Subsection 200(d). However, this does not prohibit the Contractor
frorn charging federal awards for the cost of conducting a limited -scope
audit to monitor its subcontractor to address compliance requirements
provided the subcontractor is not required to obtain a single audit. These
costs must be charged as an Administrative expense of the Contractor.
H. The Contractor shall cooperate with and participate in any further audits
which may be required by the FMAAA.
I. The Contractor shall indicate which method of providing audit compliance
will be in force during this Agreement (Appendix D, Method of Providing
Audit Compliance).
A. Without limiting the Contractor's indemnification, it is agreed that the
Contractor, unless a self-insured local governmental entity, shall procure
and maintain insurance acceptable to the FMAAA in full force and effect
throughout the term of the Agreement as listed below:
General liability of not less than $1,000,000 per occurrence for
bodily injury and property damage combined. Higher limits may be
required by the Agency in cases of higher than usual risks.
Professional liability of not less than $1,000,000 as it
appropriately relates to the services rendered. Coverage may
include medical malpractice and/or errors and omissions.
Automobile liability including non -owned auto liability, of not less
than $1,000,000 for volunteers and paid employees providing
services supported by this Agreement.
Area Plan Grant Award 39 FY 2011-2012
Terms and Conditions Declaration
If applicable, Contractors and subcontractors shall comply with the
Public Utilities Commission (PUC) General Order No. 115-F which
requires higher levels of insurance for charter party carriers of
passengers and is based on seating capacity as follows unless
otherwise amended by future regulation,
$ 750,000 if seating capacity is under 8
$1,500,000 if seating capacity is 8 - 15
$5,000,000 if seating capacity is over 15
The insurance will be obtained from an insurance company acceptable to
the State of California, Department of General Services, Office of Risk and
Insurance Management, or be provided through partial or total self-
insurance acceptable to the Department of General Services.
B. Contract award agencies must show the FMAAA as an additional insured
party on all insurance policies, with respect to work performed for the
FMAAA under this Agreement. Professional liability coverage is exempt
from this requirement. The Contractor agrees to provide the FMAAA, on or
before the effective date of the Agreement, certificates of insurance
necessary to satisfy the FMAAA of compliance with the insurance
provisions of this Agreement. The certificate of insurance will provide that
the insurer will not cancel the insured's coverage without thirty (30) days
prior written notice to the FMAAA or ten (10) days prior written notice to
the FMAAA if the reason for cancellation is for non-payment of insurance
premium. The provider also agrees to keep such insurance in effect during
the entire term of this Agreement. Attach additional sheets to list other
carriers as necessary.
C. The Contractor agrees to indemnify, defend, and save harmless the
FMAAA, State of California, their officers, agents, and employees from
any and all claims and losses occurring or resulting to any and all
contractors, subcontractors, material, laborers, and any other person, firm,
or corporation furnishing or supplying work, services, materials, or
supplies in connection with the performance of this Agreement, and also
from any and all claims and losses occurring or resulting in any person,
firm, or corporation, who may be injured or damaged by the Contractor in
the performance of this Agreement. ,
D. The Contractor shall be insured against liability for Workers'
Compensation or undertake self-insurance in accordance with the
provisions of the Labor Code and Contractor affirms to comply with such
provisions before commencing the performance of the work of this
Agreement (Labor Code Section 3700).
Area Plan Grant Award 40 FY 2011-2012
Terms and Conditions Declaration
E. The entity providing Ombudsman services must be insured or self-insured
for professional liability covering all Ombudsman activities including, but
not limited to, investigation of patient complaints.
ARTICLE XVI. DONATIONS
A. The Older Americans Act stipulates that fees for services may not be
charged. However, donations may be suggested. Means tests shall not be
used by any Contractor for any Title III or Title VII services. Services shall
not be denied to a client who does not contribute toward the cost of the
services received. Methods used to solicit voluntary contributions shall be
non -coercive. Donation letters sent to clients shall stipulate that
contributions are voluntary and not required to receive service. Donation
letters may not resemble a bill or statement. [OAA §315(b)]
B. Individual client's donations shall not be tracked by accounts receivable.
[OAA §315(b)(4)(C)l Any donations received are to be classified as
Program (Project) Income for the specific program for which they have
been received and as such are subject to all policies and requirements
relating thereto.
ARTICLE XVII. TERMINATION
A. Termination Without Cause
1. The FMAAA may terminate performance of work under this
Agreement without cause in whole or in part, if the FMAAA
determines that a termination is in the FMAAA's best interest. The
FMAAA may terminate the Agreement upon ninety (90) days
written notice to the Contractor. The Notice of'Termination shall
specify the extent of the termination and shall be effective ninety
(90) days from the delivery of the notice. The parties agree that if
the termination of the contract is due to a reduction or deletion of
funding by the State of California, the Legislature, or Congress, the
Notice of Termination- shall be effective thirty (30) days from the
delivery of the notice from the State of California to the FMAAA.
The parties agree that for the terminated portion of the Agreement,
the remainder of Agreement shall be deemed to remain in effect
and is not void.
2. The Contractor may terminate this Agreement at any time by giving
the FMAAA thirty (30) days written notice. In the event of
termination notice, the FMAAA will present written notice to the
Contractor of any condition, such as, but not limited to, transfer of
Area Plan Grant Award 41 FY 2011-2012
Terms and Conditions Declaration
clients, care of clients, return of unspent funds, and disposition of
property, which must be rnet prior to termination of the Agreement.
B. Termination for Cause
1. The FMAAA may terminate for cause the performance of work
under this Agreement. The grounds for termination for cause shall
include, but are not limited to, the following:
a. In case of threat of life, health, or safety to the public.
b. A violation of the law or failure to comply with any condition
of this Agreement.
C, Inadequate performance or failure to make progress so as to
endanger performance of this Agreement.
d. Failure to comply with reporting requirements.
e. Evidence that the Contractor is in an unsatisfactory financial
condition as determined by an audit of the FMAAA or
evidence of a financial condition that endangers
performance of this Agreement and/or the loss of other
funding sources.
f. Delinquency in payment of taxes or payment of costs for
performance of this Agreement in the ordinary course of
business.
g. Appointment of a trustee, receiver, or liquidator for all or a
substantial part of the Contractor's property, or institution of
bankruptcy, reorganization or the arrangement: of liquidation
proceedings by or against the Contractor.
h. Service of any writ of attachment, levy of execution, or
commencement of garnishment proceedings against the
Contractor's assets or income.
The commission of an act of bankruptcy.
j. Finding of debarment or suspension.
k. The Contractor's organizational structure has materially
changed.
Area Plan Grant Award 42 FY 2011-2012
Terms and Conditions Declaration
The FMAAA determines that a Contractor may be
considered a "high risk" agency as described in 45 CFR,
92.12 for local government and 45 CFR, 74.14 for non-profit
organizations. If such a determination is made, the
Contractor may be subject to special conditions or
restrictions, as described in Appendix H, Sanction Policy.
M. Program operations have been suspended for more than
three (3) consecutive months in any budget year, unless a
longer period is granted in writing by the FMAAA.
2. Termination of this Agreement shall take effect immediately in the
case of an emergency such as threat to life, health, or safety of the
public, or when program operations have been suspended for more
than three (3) consecutive months in any budget year. In all other
cases, the termination shall take effect thirty (30) days subsequent
to written notice to the Contractor. The notice shall describe the
action being taken by the FMAAA, the reason for such action, and
any conditions of the termination, including the date of termination.
Said notice shall also inform the Contractor of its right to appeal
such decision to the FMAAA and of the procedure for doing so.
(Appendix I, Appeal Procedure for Service Providers)
3. In the event of such termination, the FMAAA may proceed with the
work in any manner deemed proper by the State. All costs to the
FMAAA shall be deducted from any sum due the Contractor under
this Agreement and the balance, if any, shall be paid to the
Contractor upon demand. Said notice shall also inform the
Contractor of its right to appeal such decision. (Appendix I, Appeal
Procedure for Service Providers)
C. Contractor's Obligation After Notice of Termination
1. After receipt of a notice of termination, and except as directed by
the FMAAA, the Contractor shall immediately proceed with the
following obligations, as applicable, regardless of any delay in
determining or adjusting any funds due under this clause.
The Contractor shall:
a. Stop work as specified in the Notice of Termination;
b. Place no further subcontracts for materials, or services,
except as necessary to complete the continued portion of the
contract;
Area Plan Grant Award 43 FY 2011-2012
Terms and Conditions Declaration
C. Terminate all subcontracts to the extent they relate to the
work terminated; and
d. Settle all outstanding liabilities and termination settlement
proposals arising from the termination of subcontracts (the
approval or ratification of which will be final for purposes of
this clause.)
e. Comply with all additional terms of this Agreement pertaining
to termination or cancellation of the Agreement, including,
but not limited to, Article Il, Section J.2; Article V, Section
CA; Article VII, Sections G and I; Article X, Section A.2;
Article XI, Section J; and Article XIV, Section H.
D. Notice of Intent of Non -Provision of Contracted Program(s) During
Subsequent Contract Period
Contractor shall, at least ninety (90) days prior to the end of this contract
period, give written notice to the FMAAA if it intends not to provide one or
more Area Plan programs included in this Agreement during the
subsequent contract period. The purpose of this requirement is to provide
sufficient planning and transition time during the course of this contract
period to ensure continuity of services to clients.
A. All remedies provided for in this Agreement are in addition to and not in
derogation of any other legal or equitable rernedy available to the FMAAA
as a result of a breach of this Agreement by the Contractor, whether such
breach occurs before or after completion of the project. Specifically, the
FMAAA reserves the right to pursue all remedies allowed to it under the
Older Americans Act, and all regulations adopted pursuant to the Act or
implementing the Act, regarding the expenditure of federal funds.
B. The FMAAA has adopted an Appeal Procedure for Service Providers,
which is set forth in Appendix I: This Appeal Procedure may be utilized by
any Contractor disputing actions specified in Appendix I, Section I., Items
A.1 through A.4. This Appeal Procedure shall be utilized if the Contractor
intends or desires to further appeal any such action to the California
Department of Aging and/or to the Federal Department of Human
Services,
C. The parties hereto agree that they shall submit all disputes relating to this
Agreement, whether contract, tort, or both, other than controversies or
clairns regarding matters which may be appealed pursuant to Appendix I,
Area Plan Grant Award 44 FY 2011-2012
Terms and Conditions Declaration
Appeal Procedure for Service Providers (including all disputes regarding
the expenditure of federal funds and the use of federal property and
equipment), to binding arbitration, in accordance with California Code of
Civil Procedure §1280-1294.2.
D. The party demanding arbitration shall submit a written claim to the other
party, setting out the basis of the claim and proposing the name of an
arbitrator. The responding party shall have ten (10) business days in
which to respond to this demand in a written answer. If this response is
not made in a timely manner, or if the responding party agrees with the
person proposed as the arbitrator, then the person named by the
demanding party shall serve as the arbitrator. If the responding party
submits a written answer rejecting the proposed arbitrator, then unless the
parties agree on an arbitrator, either party may request that the California
State Reconciliation Services provide a list of arbitrators. Within ten (10)
days after receipt of said list, the parties shall meet for the purpose of
selecting an arbitrator.
E. At that meeting, each party shall have the right to strike two (2) names on
the list of arbitrators as submitted, with the party requesting arbitration
having the right to strike the first name, and the option to strike moving to
the other party until both parties have stricken two names from the list.
The arbitration shall take place at the time and place selected by the
arbitrator.
F. The Contractor shall continue with the responsibilities under this
Agreement during any dispute.
G. Appeal costs or costs associated with any court review are not
reimbursable.
ARTICLE XIX. REVISIONS, WAIVERS, OR MODIFICATIONS
A. No revision, waiver, or modifications of any of the provisions of this
Agreement shall be binding unless communicated in writing and signed
by a duly authorized representative of the Contractor and of the FMAAA.
No oral understanding or agreement not incorporated in this Agreement is
binding on any of the parties.
B. Should either party during the term of this Agreement desire a revision,
waiver or modification in this Agreement, such revision, waiver or
modification shall be proposed in writing to the other party. The other party
shall accept or reject the proposal within thirty (30) days of receipt of
request. Once accepted such revision may require an amendment through
Area Plan Grant Award 45 FY 2011-2012
Terms and Conditions Declaration
the FMAAA's contract process to provide for the change mutually agreed
to by the parties.
C. The FMAAA reserves the right to revise, waive, or modify the Agreement
to reflect any restrictions, limitations, or conditions enacted by Congress or
the Legislature or as directed by the Executive Branch of State
Government.
D. An amendment is required to change the Contractor's name as listed on
this Agreement. Upon receipt of legal documentation of the name change
the FMAAA will process the amendment. Payment of invoices presented
with a new name cannot be paid prior to approval of said amendment.
ARTICLE XX. NOTICING
A. Any notice to be given hereunder by either party to the other may be
effected by personal delivery in writing or by registered, certified mail, or
overnight mail, postage prepaid and return receipt requested, provided
Contractor retains receipt, and shall be communicated as of actual receipt.
Notices to the FMAAA shall be addressed to the FMAAA at its current
address, 3837 North Clark Street, Fresno, CA 93726, and notices to the
Contractor shall be addressed to the Contractor's address as indicated on
the cover sheet of this Agreement, unless otherwise requested in writing.
B. Each party may change its address originally provided in this Agreement
by written notice to the other party in accordance with this Article.
Area Plan Grant Award 46 FY 2011.2012
Terms and Conditions Declaration
EXTRACT OF THE CITY COUNCIL MINUTES OF AUGUST 18, 2011
(9:00 a.m. `A') AUTHORIZE RENEWAL OF THE SENIOR HOT MEALS SITE MANAGEMENT
CONTRACT WITH THE FRESNO-MADERA AREA AGENCY ON AGING (FMAAA)
Community Recreation Supervisor Schaefer reviewed the issue and recommended approval, all as
contained in the staff report as submitted. Councilmember Quintero commended staff for the great job they do in
administering the program and staying in compliance, speaking briefly to the southeast center, and made a motion to
approve staff's recommendation.
President Brand noted this program was one of the items potentially on the budget chopping block and
questioned if approving this today would tie the City's hands in any way if agreement cannot be reached with FPGA
or if other circumstances occur resulting in a shortage, with Mr. Schaefer stating there was a termination clause in
the contract and explained. Upon further question ACM Rudd stated some discussions would be held at the end of
August or in September on which part of Budget Plan B will be implemented and further explained, and along with
City Attorney Sanchez responded to questions of Councilmember Westerlund stating nine of the fifteen sites were
funded by FMAAA and staffing support for the remaining six would come from the general fund, and the
termination clause would be relied upon in the event the funding issues are not consistent with what was being
presented. Councilmember Westerlund added it was clear Council would be back here if the City does not get the
concessions from the last big labor unit.
On motion of Councilmember Quintero, seconded by Councilmember Xiong, duly carried, RESOLVED,
the PARCS Director authorized to execute a renewal agreement for site management of the Senior Hot Meals
Program with the Fresno -Madera Area Agency on Aging for FY 2012, by the following vote:
Ayes Baines, Quintero, Westerlund, Xiong, Brand
Noes None
Absent Borgeas, Olivier
CLERK'S CERTIFICATION:
I, REBECCA E. KLISCH, CMC, City Clerk of the City of Fresno, County of Fresno, State of California, do
hereby certify the foregoing to be a full, true and correct extract of the Unofficial City Council Minutes of August
18, 2011, Volume 158, Pages 29-30, now on file in my office.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Seal of the City of Fresno, California, this
24`h day of August, 2011.
REBECCA E. KLISCH, CMC
City Clerk
ByW 1, Y_&� �
Deputy City Clerk
crty of
Cim "' \0,U z=
IF1G..rC �p*z
August 18, 2011
REPORT TO THE CITYCOUNCIL
AGENDA ITEM NO. 9:00 AM A
COUNCIL MEETING 8/18/11
..___ APPROVED BY
DEPARTMENTDIRECTOR
CITY MANAGER
FROM: BRUCE A. RUDD, Assistant City Manager/ Interim PARCS Director
Parks, After School, Recreation and Community Services Department
BY: SHAUN SCHAEFER, Community Recreation Supervisor ll�&
PAUL A. MELIKIAN, Administrative ManagelyLe
Parks, After School, Recreation and Community Services Department
SUBJECT: AUTHORIZE RENEWAL OF SENIOR HOT MEALS SITE MANAGEMENT CONTRACT
WITH FRESNO-MADERA AREA AGENCY ON AGING (FMAAA)
RECOMMENDATIONS
It is recommended that the Council authorize the Parks, After School, Recreation and Community Services
Department (PARCS) Director to execute a renewal agreement for site management of the Senior Hot Meals
Program with the Fresno -Madera Area Agency on Aging (FMAAA) for FY 2012.
EXECUTIVE SUMMARY
This is an annual renewal contract (year to year) with FMAAA. The City will receive $55,626 in site
management funding from FMAAA for nine senior sites. The FMAAA funding is supplemented with participant
meal contributions and Community Development Block Grant (CDBG) funding to provide meals, recreation
activities, ceramics, water color painting, exercise programs, and leisure learning excursions. This funding
enables the City to offer a viable program for senior citizens at 15 sites throughout Fresno.
FMAAA's responsibilities shall include, but are not limited to, the following:
1. Provide $55,626 in site management funding for nine FMAAA-sponsored PARCS Senior Hot Meal'
(SHM) sites.
2. FMAAA funding includes administrative costs, site monitoring, a registered dietician, congregate
meals and site management.
3. Provide informational resources to SHM participants in Older Adult related issues.
PARCS responsibilities shall include, but are not limited to, the following:
1. The operation of 15 SHM sites which will serve congregate meals and offer recreation activities.
2. Ensure compliance with FMAAA rules and regulations on serving congregate meals.
3. PARCS staff will monitor SHM sites to ensure that the sites are being operated in accordance to
FMAAA guidelines.
BACKGROUND
On January 4, 1994 Council gave authority to the Parks, After School, Recreation and Community Services
Department to assume the site management responsibility for the Senior Hot Meals Program from the Fresno
County Economic Opportunities Commission (EOC). The City assumed the site management responsibility
based upon the premise that there would be opportunities for program expansion through cost savings.
APPENDIX B
CERTIFICATION (CCC -1005)
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly
authorized to legally bind the prospective Contractor to the clause(s) listed below. This
certification is made under the laws of the State of California.
Contractor/Bidder Firm Name (Printed) Federal 1D Number
CITY OF FRESNO 94-6000338
By (Authorized Signature)
Printed Name and Title of Person Signing
BRUCE A. RUDD, ASSISTANT CITY MANAGER/INTERIM PARCS DIRECTOR
Date Executed Executed in the County of
09/14/11 FRESNO
CONTRACTOR CERTIFICATION CLAUSES
1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied
with the nondiscrimination program requirements. (Gov. Code §12990 (a -f) and
CCR, Title 2, Section 8103) (Not applicable to public entities.)
2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the
requirements of the Drug -Free Workplace Act of 1990 and will provide a drug-
free workplace by taking the following actions:
a. Publish a statement notifying employees that unlawful manufacture,
distribution, dispensation, possession or use of a controlled substance is
prohibited and specifying actions to be taken against employees for
violations.
b. Establish a Drug -Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug-free workplace;
3) any available counseling, rehabilitation and employee assistance
programs; and,
4) penalties that may be imposed upon employees for drug abuse violations.
Certification Appendix B -- Page 1 FY 2011-2012
c. Every employee who works on the proposed Agreement will:
1) receive a copy of the company's drug-free workplace policy statement;
and,
2) agree to abide by the terms of the company's statement as a condition of
employment on the Agreement.
Failure to comply with these requirements may result in suspension of payments
under the Agreement or termination of the Agreement or both and Contractor
may be ineligible for award of any future FMAAA agreements if the department
determines that any of the following has occurred: the Contractor has made false
certification, or violated the certification by failing to carry out the requirements as
noted above. (Gov. Code §8350 et seq.)
3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies
that no more than one (1) final unappealable finding of contempt of court by a
Federal court has been issued against Contractor within the immediately
preceding two-year period because of Contractor's failure to comply with an order
of a Federal court, which orders Contractor to comply with an order of the
National Labor Relations Board. (Pub. Contract Code §10296) (Not applicable to
public entities.)
4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO
REQUIREMENT: Contractor hereby certifies that contractor will comply with the
requirements of Section 6072 of the Business and Professions Code, effective
January 1, 2003.
Contractor agrees to make a good faith effort to provide a minimum number of
hours of pro bono legal services during each year of the contract equal to the
lessor of 30 multiplied by the number of full time attorneys in the firm's offices in
the State, with the number of hours prorated on an actual day basis for any
contract period of less than a full year or 10% of its contract with the FMAAA.
Failure to make a good faith effort may be cause for non -renewal of a FMAAA
contract for legal services, and may be taken into account when determining the
award of future contracts with the FMAAA for legal services.
5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an
expatriate corporation or subsidiary of an expatriate corporation within the
meaning of Public Contract Code Section 10286 and 10286.1, and is eligible to
contract with the FMAAA.
6. SWEATFREE CODE OF CONDUCT:
All Contractors contracting for the procurement or laundering of apparel,
garments or corresponding accessories, or the procurement of equipment,
materials, or supplies, other than procurement related to a public works
contract, declare under penalty of perjury that no apparel, garments or
corresponding accessories, equipment, materials, or supplies furnished to the
Certification Appendix B — Page 2 FY 2011-2012
FMAAA pursuant to the contract have been laundered or produced in whole
or in part by sweatshop labor, forced labor, convict labor, indentured labor
under penal sanction, abusive forms of child labor or exploitation of children in
sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict
labor, indentured labor under penal sanction, abusive forms of child labor or
exploitation of children in sweatshop labor. The contractor further declares
under penalty of perjury that they adhere to the Sweatfree Code of Conduct
as set forth on the California Department of Industrial Relations website
located at http://www.dir.ca.gov, and Public Contract Code Section 6108.
b. The contractor agrees to cooperate fully in providing reasonable access to the
contractor's records, documents, agents or employees, or premises if
reasonably required by authorized officials of the FMAAA, the California
Department of Aging, the Department of Industrial Relations, or the
Department of Justice to determine the contractor's compliance with the
requirements under paragraph (a).
7. DOMESTIC PARTNERS: For contracts executed or amended after July 1, 2004,
the contractor may elect to offer domestic partner benefits to the contractor's
employees in accordance with Public Contract Code section 10295.3.
Certification Appendix B — Page 3 FY 2011-2012
The following laws apply to persons or entities doing business with the State of
California.
1. CONFLICT OF INTEREST: Contractor needs to be aware of the following
provisions regarding current or former state employees. If Contractor has any
questions on the status of any. person rendering services or involved with the
Agreement, the awarding agency must be contacted immediately for clarification.
Current State Employees (Pub. Contract Code §10410):
1) No officer or employee shall engage in any employment, activity or enterprise
from which the officer or employee receives compensation or has a financial
interest and which is sponsored or funded by any state agency, unless the
employment, activity or enterprise is required as a condition of regular state
employment.
2) No officer or employee shall contract on his or her own behalf as an
independent contractor with any state agency to provide goods or services.
Former State Employees (Pub. Contract Code §10411):
1) For the two-year period from the date he or she left state employment, no
former state officer or employee may enter into a contract in which he or she
engaged in any of the negotiations, transactions, planning, arrangernents or
any part of the decision-making process relevant to the contract while
employed in any capacity by any state agency.
2) For the twelve-month period from the date he or she left state employment,
no former state officer or employee may enter into a contract with any state
agency if he or she was employed by that state agency in a policy-making
position in the same general subject area as the proposed contract within the
12 -month period prior to his or her leaving state service.
If Contractor violates any provisions of above paragraphs, such action by
Contractor shall render this Agreement void. (Pub. Contract Code §10420)
Members of boards and commissions are exempt from this section if they do not
receive payment other than payment of each meeting of the board or
commission, payment for preparatory time and payment for per diem. (Pub.
Contract Code §10430 (e))
2. LABOR CODE/WORKERS' COMPENSATION: Contractor needs to be aware of
the provisions which require every employer to be insured against liability for
Worker's Compensation or to undertake self-insurance in accordance with the
provisions, and Contractor affirms to comply with such provisions before
commencing the performance of the work of this Agreement. (Labor Code
Section 3700)
Certification Appendix B — Page 4 FY 2011-2012
3. AMERICANS WITH DISABILITIES ACT: Contractor assures the FMAAA that it
complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits
discrimination on the basis of disability, as well as all applicable regulations and
guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.)
4. CONTRACTOR NAME CHANGE: An amendment is required to change the
Contractor's name as listed on this Agreement. Upon receipt of legal
documentation of the name change the FMAAA will process the amendment.
Payment of invoices presented with a new name cannot be paid prior to approval
of said amendment.
5. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:
a. When agreements are to be performed in the state by corporations, the
contracting agencies will be verifying that the contractor is currently qualified
to do business in California in order to ensure that all obligations due to the
state are fulfilled.
b. "Doing business" is defined in R&TC Section 23101 as actively engaging in
any transaction for the purpose of financial or pecuniary gain or profit.
Although there are some statutory exceptions to taxation, rarely will a
corporate contractor performing within the state not be subject to the
franchise tax.
c. Both domestic and foreign corporations (those incorporated outside of
California) must be in good standing in order to be qualified to do business in
California. Agencies will determine whether a corporation is in good standing
by calling the Office of the Secretary of State.
6. RESOLUTION: A county, city, district, or other local public body must provide the
FMAAA with a copy of a resolution, order, motion, or ordinance of the local
governing body which by law has authority to enter into an agreement,
authorizing execution of the agreement.
7. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the Contractor
shall not be: (1) in violation of any order or resolution not subject to review
promulgated by the State Air Resources Board or an air pollution control district;
(2) subject to cease and desist order not subject to review issued pursuant to
Section 13301 of the Water Code for violation of waste discharge requirements
or discharge prohibitions; or (3) finally determined to be in violation of provisions
of federal law relating to air or water pollution.
8. PAYEE DATA RECORD FORM STD. 204: This form must be completed by all
contractors that are not a state agency or other governmental entity.
Certification Appendix B — Page 5 FY 2011-2012
APPENDIX G
CONTRACTORIVENDOR CONFIDENTIALITY STATEMENT
CERTIFICATION
I hereby certify that I have reviewed this Confidentiality Statement and will comply with the
following Statements.
CONTRACTOR/VENDOR NAME:
City of Fresno
CONTRACT NUMBER:
I2-03.0
AUTHORIZED SIGNATURE: PRINTED NAME AND TITLE OF PERSON SIGNING:
Shaun Schaefer
Community Recreation Supervisor II
In compliance with Government Code 11019.9, Civil Code 1798 Et. Seq.,
California Department of Aging (CDA) Management Memo 06-12 and CDA Budget
Letter 06-34, the Fresno -Madera Area Agency on Aging (FMAAA) hereby requires
the Contractor/Vendor to certify that: i
The Contractor/Vendor will provide annual confidentiality training for all employees
and volunteers who handle personal, sensitive, or confidential information, as per
Article II, Sections D.4.a through DA.c of this Agreement.
Confidential information shall be protected from disclosure in accordance with all
applicable laws, regulations and policies.
All access codes which allow access to confidential information will be properly
safeguarded.
Activities by any individual or entity that is suspected of compromising confidential
information will be reported to the FMAAA by completing CDA Form 1025, Security
Incident Report.
Any wrongful access, inspection, use, or disclosure of confidential information is a
crime and is prohibited under State and federal laws, including but not limited to
California Penal Code Section 502; California Government Code Section 15619,
California Civil Code Section 1798.53 and 1798.55, and the Health Insurance
Portability and Accountability Act.
Any wrongful access, inspection, use, disclosure, or modification of confidential
information may result in termination of this Contract/Agreement.
• Obligations to protect confidential information obtained under this
Contract/Agreement will continue after termination of the Contract/Agreement with
the FMAAA.
The FMAAA or its designee will be granted access by the Contractor or Vendor to
any computer-based confidential information within the scope of the Contract.
Contractor/Vendor Appendix C -- Page 1 FY 2011-2012
Confidentiality Statement
APPENDIX G
CONTRACTORNENDOR CONFIDENTIALITY STATEMENT
I agree to protect the following types of confidential information which include, but
are not limited to:
- Social Security number.
- Medical information.
- Claimant and employer information.
- Driver's License information.
- Information about individuals that relates to their personal life or identifies or
describes an individual.
Other agencies' confidential and proprietary information.
- Criteria used for initiating audit selection.
- Methods agencies use to safeguard their information (computer systems,
networks, server configurations, etc.).
- Any other information that is considered proprietary, a copyright, or
otherwise protected by law or contract.
u 1 agree to protect confidential inforrnatior; by:
- Accessing, inspecting, using, disclosing, or modifying information only for
the purpose of performing official duties.
- Never accessing, inspecting, using, disclosing, or modifying information for
Curiosity, personal gain, or any non -business related reason.
- Securing confidential information in approved locations.
- Never removing confidential information from the work site without
authorization.
ContractorA/endor Appendix C — Page 2 FY 2011-2012
Confidentiality Statement
APPENDIX D
METHOD OF PROVIDING AUDIT COMPLIANCE
The service provider shall indicate which method of providing audit compliance will be in
force during this Agreement. Please place an X in the appropriate box:
❑An independent audit performed to comply with the provisions of OMB
Circular A-133 shall be submitted to the FMAAA.
Ex
An independent audit shall be performed and a copy will be submitted to
J the FMAAA.
❑All supporting documentation shall be submitted to the FMAAA for review
along with any request for reimbursement.
Enter Fiscal Year Ending Date 0JUNE 30 2012
Month Day Year
Method of Providing Appendix D FY 2011-2012
Audit Compliance
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APPENDIX F
DUE DATES FOR SCHEDULED REPORTS - FISCAL YEAR 2011-2012
Fiscal Reports
Payment will not be scheduled for the payment date shown if the report(s) submitted are not
accurate and received at the FMAAA by 5.00 p.m. on the due date shown above. A# subsequent
payment(s) maybe held until such time as the reporting requirement(s) have been met Payments
are made on or about the 20m of the month. If the scheduled payment date falls on a holiday or a
weekend, payment will be made on the next working day.
Dae to FMAAA by August 15, 2012:
• Annual Expenditure Close Out Report
• Report of Property Furnished/Purchased with Contract Funds (FMAAA 32)
'Due to FMAAA by the 15th of each month following the report month:
• Monthly Report of Expenditures/Request for Funds (CDA 245).
Health Insurance Counseling and Advocacy Program (HICAP)
• Monthly Report of Expenditures/Request for Funds (CDA 245m):
Medicare Improvements for Patients and Providers Act (MIPPA)
• Ombudsman Initiative Monthly Expenditure Report and Request for Funds
(CDA -OMB -300)
• Title III E Monthly Report of Expenditures., Family Caregiver Support Program (FCSP)
Due Dates for Scheduled Reports Appendix F — Page 1 FY 2011-2012
Due to FMAAA by the 7" working day of each month: --
® Monthly Service Unit Report
® Adult Day Care, Congregate Meals, & Home -Delivered Meals:
o Q Monthly Service Roster and Associated Client Intake Forms
o Client Deactivation Request
® Congregate Meals:
c Nutrition Volunteer Summary Report
o Daily Sign -In Sheets
o Food Preparation Center Food Service Check Sheet
® MIPPA Monthly Reporting Tool
Report Month_-
Due to FMAAA
July 2011
--Due
2/9/12
-_-3/9/12
August 2011
9/11/11
_
September 2011
_
10/11/11
October 2011
11/9/11
November 2011
IFF December 2011
12/9/11
1/11/12
Report Month _
Due to FMAAA
January 2012
February 2012
--Due
2/9/12
-_-3/9/12
March 2012
4/12/12
April 2012
5/10/12
May 2012
June 2012
6/9/12
7/12/12
Due to FMAAA by October 10, 2011, and January 10, April 10, and July 10, 2012:
® Quarterly HI CAP Data Report (See HICAP Exhibit A, Part IV)
Due to FMAAA by October 15, 2011, and January 14, April 15, and July 15, 2012:
® California Legal Services Quarterly Aggregate Report (CDA 1022)
• Elder Abuse Prevention Quarterly Activity Report (CDA 1037)
Due to FMAAA by October 31, 2011, and January 31, April 30, and July 31, 2012:
® Copy of National Ombudsman Reporting System (HORS) Quarterly Report
Due to FMAAA by August 30, 2012:
6 Copy of National Ombudsman Reporting System (HORS) Annual Report
Due Dates for Scheduled Reports Appendix F - Page 2 FY 2011-2012
APPENDIX G
POLICY REGARDING EXECUTION OF CONTRACTS
Time is of the essence in this Agreement.
2. All contracts must be signed and returned to the FMAAA within forty-five (45) days
of the date on the contract cover letter.
3. If the signed contract is not returned by the designated date and there has been no
approval granted, then the funds may be reallocated by the FMAAA Governing
Board. The FMAAA will send a Notification of Termination of Negotiations to the
non-responsive contractor/service provider on the 46th day from the date of the
contract cover letter by certified mail.
4. A copy of the FMAAA Appeal Procedure for Service Providers, Appendix 1, will
be sent with the letter.
Policy Regarding Appendix G FY 2011-2012
Execution of Contracts
APPENDIX H
SANCTION POLICY
1. At -Risk Designation
Title 45 of the Code of Federal Regulations (45 CFR), sections 74.14 and 92.12,
defines factors that determine if an Agreement with a Contractor is at risk. In
accordance with 45 CFR, the FMAAA may consider an Agreement with a
Contractor to be at -risk if the FMAAA determines that the Contractor:
A. Has a history of unsatisfactory performance, for which examples include,
but are not limited to:
1. Grant funds are not obligated properly, are not disbursed, or are
not spent for the contracted purpose;
2. Financial reports do not include program income and the required
match of funds;
3. The quantity of service units provided is less than 95% of the
projected level at any time following the third month of the
Agreement period;
4. The Targeting Plan is not implemented as described in the
Program Narrative section of the Agreement;
5. Complaints received from clients, their caretakers, or the general
public indicate that the Contractor is not providing the contracted
service at a satisfactory level.
B. Is not financially stable;
C. Has a management system which does not meet the management
standards set forth in Article VII, Paragraph E of this Agreement;
D. Has not conformed to terms and conditions of previous awards; or
E. Is otherwise not responsible, for which examples include, but are not
limited, to:
1. Financial or program reports are late, incorrect, or incomplete;
2. Responses to corrective actions requested by the FMAAA are not
provided by the due date;
3. Corrective action plans are not implemented by the due date;
4. Findings from a prior contract monitoring are repeated in a
subsequent monitoring;
Sanction Policy Appendix H — Page 1 FY 2011-2012
5. Failure to respond to telephone or written communications from
the FMAAA in a timely manner; or
6. A violation of the law or failure to comply with any condition of this
Agreement.
Sanctions
The FMAAA may impose sanctions (special conditions and/or restrictions) on
the Contractor that correspond to the at -risk condition. Such sanctions may
include:
A. Withholding of funds;
B. Requiring additional, more detailed, and/or more frequent financial and/or
program reports;
C. Requiring preparation and implementation of an acceptable corrective
action plan;
D. Additional contract monitoring;
E. Requiring the Contractor to obtain technical or management assistance;
F. Establishing additional prior approvals; and/or
G. Withholding authority to continue provision of service within a given
funding period.
Sanctions may be imposed upon approval by the Executive Director of the
FMAAA, with the exception of Itern II.G above, which requires approval by the
FMAAA Governing Board.
For sanctions identified in Items ILA through II.F above, the FMAAA will
promptly remove sanctions once the conditions that prompted them have been
corrected.
For the sanction identified in Item II.G above, the sanction will be removed when
the contractor takes corrective action satisfactory to the FMAAA and/or the
contractor has been restored to satisfactory status in accordance with the terms
and conditions of this Agreement.
Notification to Provider
The FMAAA will provide written notification to the Contractor of any sanctions
imposed via certified or overnight mail, return receipt requested. Such
notification will include:
A. The nature of the sanctions;
B. The reason(s) for imposing them;
Sanction Policy Appendix H — Page 2 FY 2011-2012
C. The effective date of the sanctions;
D. The legal or contractual citation upon which the sanction is based;
E. The corrective actions which must be taken before they will be removed
and the time allowed for completing the corrective actions; and
F. The FMAAA's appeal procedure for service providers.
IV. Unresolved At -Risk Condition(s)
Should the at -risk condition(s) remain unresolved following the imposition of
sanctions, the FMAAA may proceed to terminate the Agreement with the
Contractor, in accordance with Article XVII of this Agreement, Termination.
Sanction Policy Appendix H — Page 3 FY 2011-2012
APPENDIX I
APPEAL PROCEDURE FOR SERVICE PROVIDERS
Actions Subject to Appeal
A. A contracted or potential provider of service (service provider) has the
right to appeal an adverse determination made by the Fresno -Madera
Area Agency on Aging (FMAAA). The actions below shall be considered
adverse determinations that are subject to appeal -
1 .
ppeal:
1. Denial of an application to provide services;
2. Termination of an Agreement;
3. Refusal to renew an Agreement; or
4. Imposition of sanctions.
II. Method of Notification
A. The service provider shall provide notification of appeals, and the FMAAA
shall provide notification of subsequent appeals determinations, by
certified or overnight mail, return: receipt requested, or by personal delivery
in writing.
B. Notices to the FMAAA shall be addressed to the Fresno -Madera Area
Agency on Aging, 3837 North Clark Street, Fresno, CA 93728.
C. The FMAAA shall transmit notification to the address listed on the service
provider's appeal; if this address differs from the address listed on page 1
of the service provider's Agreement with the FMAAA, the FMAAA shall
transmit a copy of the notification to the address contained on page 1 of
the Agreement.
D. The FMAAA shall include a copy of this Appeal Procedure for Service
Providers with all notifications to service providers of adverse appeals
determinations.
Ill. Process
A. The service provider shall give notice of intent to appeal to the Executive
Director of the FMAAA within ten (10) business days of the FMAAA's
notice of adverse determination. The notice of intent to appeal shall be in
writing, must state the specific grounds upon which the action by the
FMAAA is appealed, and must be accompanied by all supporting
documents.
Appeal Procedure Appendix I — Page 1 FY 2011-2012
for Service Providers
B. The Executive Director of the FMAAA shall investigate the appeal and
issue a written determination to the service provider within fifteen (15)
business days of receipt of the appeal. The determination shall set forth
the FMAAA's position and specify applicable sections of the service
provider's Agreement with the FMAAA, government regulations,
government statutes, or other provisions relied upon.
C. If the service provider is dissatisfied with the FMAAA Executive Director's
determination, the service provider may appeal to the Executive
Committee of the FMAAA Governing Board within ten (10) business days
of the date of the FMAAA Executive Director's written determination. The
appeal shall be in writing, shall specify the grounds upon which the
determination is appealed, and must be accompanied by all supporting
documents.
D. The Executive Committee of the FMAAA Governing Board (Executive
Committee) shall, within fifteen (15) business days of receipt of the service
provider's appeal:
1. Review the service provider's appeal, considering any additional
evidence or documentation provided by the FMAAA Executive
Director;
2. Determine if the appeal should be denied, or if a recommendation
should be made to the full FMAAA Governing Board at its next
scheduled meeting to take action to grant the appeal; and
3. Provide written notification of its determination to the service
provider.
E. If the service provider is dissatisfied with the Executive Committee's
determination, the service provider may request a hearing before the full
FMAAA Governing Board. The service provider must request the hearing
within ten (10) business days of the Executive Committee's written
notification of determination. The hearing request shall be in writing, shall
specify the grounds upon which the determination is appealed, and must
be accompanied by all supporting documents.
F. If the FMAAA Governing Board does not accept and implement the
Executive Committee's recommendation to grant the service provider's
appeal:
1. The FMAAA shall provide written notification to the service provider
of the Governing Board's decision within two (2) business days
following the decision;
2. The service provider may request a hearing before the FMAAA
Governing Board. The service provider must request the hearing
Appeal Procedure Appendix I — Page 2 FY 2011-2012
for Service Providers
within ten (10) business days of the date of the notification of the
FMAAA Governing Board's decision. The hearing request shall be
in writing, shall specify the grounds upon which the determination is
appealed, and must be accompanied by all supporting documents.
G. Upon receipt of the service provider's request for a hearing before the
FMAAA Governing Board, the FMAAA will place the hearing on the
agenda of the next regularly scheduled meeting of the FMAAA Governing
Board, and provide the service provider with a copy of the published
agenda.
1. The hearing before the FMAAA Governing Board shall consist of:
a) Receipt and review of all previously submitted documents
concerning the appeal;
b) Submission in writing by the service provider of any
additional information or documentation supporting the
service provider's position;
C) An oral presentation by the service provider, not to exceed
thirty (30) minutes; and
d) An oral presentation by the FMAAA Executive Director
and/or FMAAA staff, not to exceed 30 minutes.
2. At the conclusion of the hearing, the FMAAA Governing Board shall
vote to accept or deny the service provider's appeal.
a) If the appeal is denied, the FMAAA Governing Board shall
notify the service provider in writing of the reason(s) the
appeal was denied, including a statement that all appeal
procedures to the FMAAA and its Governing Board have
been exhausted, and of the service provider's right to appeal
the Governing Board's decision to the California Department
of Aging. Such notification shall include a copy of Sections
7700 through 7710 of Title 22 of the California Code of
Regulations, which contains the process for appealing the
determination to the California Department of Aging.
Appeal Procedure Appendix I — Page 3 FY 2011-2012
for Service Providers
Appendix J
Fresno -Madera Area Agency on Aging
Contact List for Service Providers
Address: 3837 N. Clark
St., Fresno, CA 93726
Administration and Finance Department
Contact Title
Phone* E-mail Fax*
Linda Descoteaux Administrative Manager
453.6494 idescoteaux@fmaaa.org 453.4776
• Area Plan
Q Care Access password, system
• Contracts (program questions)
problems, & technical assistance
• Service unit planning & performance
Bonnie Audas Accounting Technician
453-6494 baudas@fmaaa.org 453.4776
• Contracts (budget questions)
• Monthly payments to service providers
• Quarterly Reports of Expenditures
• Fiscal Monitoring
and Donation Revenue
• Financial close-out reports
Aaron Mason Administrative Analyst
453-6494 amason@fmaaa.org 453.4776
• Congregate Meal site rosters
Client Intake Forms: Congregate Meals,
• Monthly Service Unit Report
Home -Delivered Meals, Adult Day Care
Nutrition Volunteer Summary Report
Direct Services Department
Contact Title
Phone* E-mail Fax*
Renetta Helms Registered Dietician
453-4405 rhelms@fmaaa.org 453.8200
• CongregateMeal menus
. Nutrition education & counseling
• Congregate Nutrition Site procedures
• Nutrition Site food safety
• Home -Delivered Meal menus
• Nutrition Site program monitoring
...... _- ._ _..._.-. -..- --- ....... -- - ...-...._._.-_..........
Stephanie Jenkins Program Coordinator
.._.....-,.._..
453-4405 sjenkins@fmaaa.org 453-8200
• Congregate Meal menus
• Nutrition supply order forms
• Congregate Nutrition Site procedures
• Nutrition Site food safety
• Daily Congregate Meal Counts
• Nutrition Site program monitoring
Cory Scholtes Program Coordinator
453-4405 453.8200
• Intake forms, eligibility, application
. Discontinue or restart HDM
status, and assessments for Home-
• HDM Short -Term Temporary (STT)
Delivered Meal (HDM) clients residing
Program
in Fresno
• HDM contribution policy
• HDM missed deliveries
*Area Code is 559 for all phone and fax numbers listed
Fresno -Madera Area Agency on Aging Appendix J FY 2011-2012
Contact List for Service Providers
Appendix K
Fresno -Madera Area Agency on Aging
Emergency Contact Information
r7��
on and Assistance: (559) 453-4405
(800) 510-2020
Director, Emergency Jean Robinson
Coordinator, and Public
Relations Officer
Business Address:
3837 N. Clark St.
Fresno, CA 93726
Office Phone:
(559) 453-4405
Cell Phone:
(559) 647-3511
Residence Address:
PO Box 28093
Fresno, CA 93729
After Hours Phone:
(559).930-5847
Alternate Emergency
Coordinator
Business Address:
Office Phone:
Cell Phone:
Residence Address:
Residence Phone:
Linda L. Descoteaux
3837 N. Clark St.
Fresno, CA 93726
(559) 453-6494
(559) 708-1088
2942 E. Swift Ave.
Fresno, CA 93726
(559) 222-1468
Fresno -Madera Area Agency on Aging Appendix K FY 2011-2012
Emergency Contact Information
Exhibit A
TITLE III PROGRAM EXHIBIT
Title III C — Elderly Nutrition Proqram Site Manaaement
1. Definitions Specific to Title III Programs:
A. Program Requirements is defined as Title III program requirements
found in the Older Americans Act (OAA 42 USC Section 3001-305$);
Code of Federal Regulations (45 CFR XIII, 1321); Title 22, California Code
of Regulations (CCR), Section 7000 et seq.; California Department on
Aging Program Memoranda; and state and federal laws.
B. Title III C1 Congregate Nutrition Services is defined as . nutrition
services for older individuals in a congregate setting. Services include
meals, nutrition and health promotion education, health promotion
programs, nutrition risk screening, and opportunities for socialization.
Each meal shall provide one-third (113) of the Dietary Reference Intakes
(DRI), and comply with the Dietary Guidelines for Americans, 2010.
C. Title III C2 Home -Delivered Nutrition Services is defined as nutrition
services provided to homebound older individuals including meals,
nutrition and health promotion education, and nutrition risk screening.
Each meal shall provide one-third (113) of the Dietary Reference Intakes
(DRI), and comply with the Dietary Guidelines for Americans, 2010.
D. Eligible Service Population is defined as individuals 60 years of age or
older, with emphasis on those in economic and social need with particular
attention to low income minority individuals, individuals with limited English
proficiency, and older individuals residing in rural areas. [OAA, Section
305 (a) (2) (E)) [Title 22, CCR, Sections 7125, 7127, 7130, and 7135].
E. Site Management is defined as 1) oversight and responsibility for the day-
to-day operations of an Elderly Nutrition Program nutrition site with respect
to meals; 2) oversight of and responsibility for Elderly Nutrition Program
staff and volunteers, including provision of required program training; 3)
collection of required Elderly Nutrition Program data from program
participants; 4) keeping records and preparing reports concerning meals
ordered and served, nutrition volunteer hours, and donations; and 5)
ensuring the Elderly Nutrition Program nutrition site meets all federal,
state, and local regulations, including applicable licensing laws and
ordinances related to food service operations and sanitation.
Elderly Nutrition Program Exhibit A — Page 1 FY 2011-2012
Site Management
F. CRFC means the California Retail Food Code, which is a uniform
statewide health and sanitation standard for food facilities, found in
Section 113700 et seq., California Health and Safety Code.
G. Urban, for purposes of this Agreement, is defined as: 1) urbanized areas
(a central place and its adjacent densely settled territories with a
combined minimum population of 50,000; and 2) and incorporated place
or a census designated place with 20,000 or more inhabitants. A rural
area is any area that is not defined as urban.
H. Eligible Participant is defined as:
i. Congregate Meals: Individuals eligible to receive a meal at a
congregate nutrition site are:
a. Any older individual (sixty (60) years of age or older).
b. The spouse of any older individual.
C. A person with a disability, under age sixty (60) who resides
in housing facilities occupied primarily by older individuals at
which congregate nutrition services are provided.
d. A disabled individual who resides at home with and
accompanies an older individual who participates in the
program.
2. Home -Delivered Meals: Individuals eligible to receive a home -
delivered meal are:
a. Any older individual who is frail and homebound by reason of
illness, disability, or isolation.
b. A spouse of a person in item H.1.a, above, regardless of age
or condition, if an assessment concludes that it is in the best
interest of the homebound older individual.
C. An individual with a disability who resides at home with older
individuals if an assessment concludes that it is in the best
interest of the homebound older individual who participates
in the program.
d. Priority shall be given to older individuals in item H.1.a. above.
3. Volunteer Meals
a. A volunteer under age sixty (60) may be offered a meal if
doing so will not deprive an older individual of a meal.
b. A written policy for providing and accounting for volunteer
meals shall be developed and implemented.
Elderly Nutrition Program Exhibit A — Page 2 FY 2011-2012
Site Management
Current Meal Rate is defined as the current vendor meal rate plus an
additional amount established by the FMAAA to recover costs associated
with this process.
J. Eligible Meal is defined as meals served to an eligible participant which
provide one-third (113) of the Dietary Reference Intakes (DRI), and
complies with the Dietary Guidelines for Americans, 2010.
K. Volunteer means an individual who provides services without pay, but
may receive reimbursement for expenses, and who has been provided
with orientation and training in compliance with Title 22, CCR,
Section 7635.5.
IL Scope of Work
The service provider is charged with providing site management services to the
"eligible service population" within the service provider's area of influence as
specified in Exhibit E, Item II of this Agreement.
A. Assurances
1. The service provider will comply with all the Program Requirements
and those required under the California Retail Food Code (CRFC).
2. Meal Count Allocation
a. The service provider will be charged at the current
established meal rate for all meals ordered in excess of the
number of eligible meals served to the Eligible Participants
within the Title III C program. Participant eligibility is as
defined in Title 22, CCR, Article 5, Section 7638.7.
b. The service provider may, at the option of FMAAA, be held
financially responsible (at the current meal rate) for ail meals
ordered which exceed the annual allocation for that site. The
FMAAA has the option to increase or decrease the meal
target allocations to individual sites in the event of changes
in available funding, or changes in average service levels at
individual meal sites.
C. Only those meals that are served to an eligible participant
which provide one-third (113) of the Dietary Reference
Intakes (DRI), and comply with the Dietary Guidelines for
Americans, 2010, are allowable and counted as meals
served.
Elderly Nutrition Program Exhibit A — Page 3 FY 2011-2012
Site Management
3. Site Management Responsibilities
In compliance with Title 22, CCR, Article 5, and the FMAAA
Nutrition Policies and Procedure Manual, the service provider will:
a. Assure accurate and timely completion of Client Intake forms,
client rosters, daily meal sign -in sheets, Client Deactivation
requests, and Nutrition Volunteer Summary reports for the
Congregate and Home -Delivered Meals programs;
b. Verify and order meal counts for Congregate (Cl) and
Home -Delivered (C2) rneals no later than 12:00 noon the
previous service day;
C. Monitor daily meal service numbers to maintain total monthly
meals ordered near or at allocation level stated in this
Agreement (however, this is not to be construed that the
service provider is precluded from serving above the
allocation level by using donations or other sources of
revenue to supplement the number of meals supported by
this Agreement);
d. Comply with all Title III C Program and CRFC requirements for
client eligibility, and meal service safety and sanitation practices;
e. Maintain separate and verifiable records of all program
income and expenses for Congregate (Cl) and Home -
Delivered (C2) meals (all donations received from C1 clients
must be expended on C1 costs, and all donations received
from C2 clients must be expended on C2 costs);
f. Assess new and continuing home -delivered meal clients for
program eligibility. Reassessments of home -delivered meal
clients are to be completed quarterly, alternating two in-
home visits per year with two telephone reassessments;
g. Assess new and continuing Congregate Meals clients for
program eligibility. Congregate Meals client reassessments
are to be conducted at least once during each fiscal year.
h. Maintain client records in a safe and confidential manner;
i. Recruit volunteers as needed to provide in -center services
for the Congregate (Cl) and Home -Delivered (C2) Meals
programs, and provide orientation, training, and supervision.
A minimum of four hours of training shall be provided
Elderly Nutrition Program Exhibit A — Page 4 FY 2011-2012
Site Management
annually for all volunteer food service staff, to include, at a
minimum:
i) Food safety, prevention of foodborne illness, and
Hazard Analysis and Critical Control Points (HACCP)
principles.
ii) Accident prevention, instruction on fire safety, first aid,
choking, earthquake preparedness, and other
emergency procedures.
j. Identify and make known available services to eligible
individuals through outreach efforts in their community;
k. Attend FMAAA Site Management in-service training
meetings as required;
I. Comply with all FMAAA monthly memos and other FMAAA
correspondence;
M. Procure and maintain food service and cleaning supplies
inventories;
n. Post menus in a location easily seen by participants at each
congregate meal site, and be legible and easy to read in the
language of the majority of the participants;
o. Not preclude the service of a congregate meal to a
participant who has failed to make a reservation, when food
is available;
P. Have a paid staff member, or volunteer, designated to be
responsible for the day-to-day activities at each congregate
meal site, and physically be on-site during the time that
Elderly Nutrition Program activities are taking place;
q. Have restrooms, lighting, and ventilation which meet the
requirements of the CRFC;
r. Include procedures for obtaining the views of Congregate
Meals Program participants about the services received;
S. Have equipment at congregate meal sites, including tables
and chairs, that are sturdy and appropriate for older
individuals. Tables shall be arranged to assure ease of
access and encourage socialization;
t. Provide a welcoming, pleasant dining environment for
congregate meals that affords older adults an opportunity for
socialization with their peers and enhancement of a healthy
and enriching lifestyle; and
Elderly Nutrition Program Exhibit A — Page 5 FY 2011-2012
Site Management
U. Observe any physical or emotional changes in participants'
conditions and report any cases of known or suspected elder
abuse to Adult Protective Services.
Ill. Additional Assurances
A. Facilities shall be properly maintained by the service provider with regards
to repairs and maintenance, cleanliness, accessibility, etc.
B. The service- provider must submit the reports specific to this program as
listed in Appendix, E of this Agreement.
C. All reports required by the FMAAA must be submitted by the due dates
listed in Appendix F of this Agreement.
D. The service provider shall have a plan to ensure accuracy of data from all
levels. This plan shall include a method for the service provider to verify
the accuracy of their data prior to submission to the Fresno -Madera Area
Agency on Aging.
IV. Approved Holidays for Nutrition Sites
There are a total of nine recognized holidays (10 days) in which food service will
not be provided by central kitchens to congregate meal sites and sites are
assumed to be closed:
Independence Day
Labor Day
Veterans Day
Thanksgiving Holiday
Christmas Day (observed)
New Years Day (observed)
Martin Luther King Jr. Day
Presidents Day
Memorial Day
Monday, July 4, 2011
Monday, September 5, 2011
Friday, November 11, 2011
Thursday, November 24, 2011 and
Friday, November 25, 2011
Monday, December 26, 2011
Monday, January 2, 2012
Monday, January 16, 2012
Monday, February 20, 2012
Monday, May 28, 2012
Elderly Nutrition Program Exhibit A - Page 6 FY 2011-2012
Site Management
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Exhibit C
ANNUAL SUMMARY OF ACTIVITIES
PROGRAM: Elderly Nutrition Program Site Management
SERVICE PROVIDER: -City of Fresno
CONTRACT NUMBER: 12-0310
SITE: See Exhibit C, Page 2
CONTRACT EFFECTIVE: July 1, 2011 to June 30, 2012
GOAL: The goal of the Elderly Nutrition Program is to reduce hunger and food
insecurity; promote health and well-being; promote socialization; and delay adverse
health conditions of older individuals.
DEFINITION: Site Management is defined as 1) oversight and responsibility for the
day-to-day operations of an Elderly Nutrition Program nutrition site with respect to
meals; 2) oversight of and responsibility for Elderly Nutrition Program staff and
volunteers, including provision of required program training; 3) collection of required
Elderly Nutrition Program data from program participants; 4) keeping records and
preparing reports concerning meals ordered and served, nutrition volunteer hours,
and donations; and 5) ensuring the Elderly Nutrition Program nutrition site meets all
federal, state, and local regulations, including applicable licensing laws and
ordinances related to food service operations and sanitation.
*JULY 2011 —.JANUARY 2012 MEAL ALLOCATION
MEAL TYPE
Congregate Meals
ALLOCATION
32,823
MEAL VALUE
$110,941.74
Meal allocations and values are presented for informational purposes only, and reflect
meals scheduled for provision by the Fresno -Madera Area Agency on Aging (FMAAA) in
your service area from July 2011 through January 2012. Any meals allocated but not
served will revert to the FMAAA for reallocation. The FMAAA will determine allocations for
February -June 2012 following review of actual meals served during the first six months of
the contract period.
Elderly Nutrition Program Exhibit C - Page 1 FY 2011-2012
Site Management
Exhibit C
ANNUAL SUMMARY OF ACTIVITIES
PROGRAM:
SERVICE PROVIDER:
CONTRACT NUMBER:
Elderly Nutrition Program Site Management
of Fresno
12-0310
CONTRACT EFFECTIVE: July 1, 2011 to June 30, 2012
`JULY 2011 —.JANUARY 2012 CONGREGATE MEAL ALLOCATIONS
CITY OF FRESNO MEAL SITE
MEAL ALLOCATION
F.I.R.M.
1,346
Fresno Learning Center
2,740
Glen Agnes Center
1,779
Highway City
1,936
Lafayette Center
1,878
Mosqueda Center
3,335
Pinedale Center
4,574.
Senior Citizens Village
7,937
Ted C. Wills Center
7,298
Total Congregate Meal Allocation,
July 2011 -January 2092:
32,823
*Meal allocations and values are presented for informational purposes only, and reflect
meals scheduled for provision by the Fresno -Madera Area Agency on Aging (FMAAA) to
the sites listed above from July 2011 through January 2012. Any meals allocated but not
served will revert to the FMAAA for reallocation. The FMAAA will determine allocations for
February -June 2012 following review of actual meals served during the first six months of
the contract period.
Elderly Nutrition Program Exhibit C — Page 2 FY 2011-2012
Site Management
Exhibit D
PROGRAM COST EFFICIENCY
Not Applicable -
Elderly Nutrition Program Site Management Contract
Program Cost Efficiency Exhibit D FY 2011-2012
Exhibit E
PROGRAM NARRATIVE
Part 1
AGENCY'S HISTORY OF SERVICE TO OLDER ADULTS: Briefly describe your
agency's legal status, history, and qualifications to provide services to older
individuals.
The City of Fresno is a government agency offering services to senior citizens
since the mid 1970's. Fresno County Economic Opportunities Commission
(FCEOC) administered the meal component and the Parks, Recreation and
Community Services (PARCS) Department provided recreation activities. In 1994,
the City Council approved for the City to assume the site management
responsibility for the Senior Hot Meals Program in its entirety.
Potential Site Coordinators are recruited throughout the community, in addition to
Fresno City College, California State University of Fresno and Fresno Pacific
College. Individuals are interviewed and hired for employment by a Community
Recreation Supervisor. After fingerprints clear through the Department of Justice
the new employee is given an extensive orientation on the policy and procedures
of the Senior Hot Meals Program and the PARCS Department.
The employee receives on-site training at a selected senior site on food sanitation
and safety practices, performing general meal service duties, and maintaining
accurate records and reports.
Site Coordinators are monitored for program compliance on a regular basis, and
required to attend monthly staff meetings along with FMAAA quarterly staff
meetings. The Coordinators are trained and certified in CPR/First Aid and Fresno
County Food Service Sanitation.
II. SERVICE AREA: Describe your agency's area of influence, listing the geographical
area, and if applicable, specific sites to be served under the agency's contract with
the FMAAA.
The City of Fresno provides Nutrition Site Management services at nine (9)
locations: Fresno Interdenominational Refugee Ministries (F.I.R.M.); Learning
Center at Masten Towers; Glen Agnes Senior Center; Highway City Neighborhood
Center; Lafayette Neighborhood Park; Mosqueda Community Center; Pinedale
Community Center; Senior Citizens Village and Ted C. Wills Community Center.
�- Attach a map showing the location(s) of services to the back of this exhibit.
Nutrition Site Management Exhibit E - Page 1 FY 2011-2012
III. LANGUAGE TRANSLATION NEEDS & PROVISIONS: Describe the ability of your
staff and volunteers to communicate with individuals who have limited English
proficiency.
IV
U
C.
B
E.
What languages, other than English, are spoken within the service area?
Hmong, Spanish, Laotian, Italian, German, Russian, Armenian Chinese,
Cambodian
What languages, other than English do program staff speak?
Spanish, Hmong, Laotian, and Cambodian
What languages, other than English do volunteers speak?
Spanish, Hmong, Laotian, Italian, Armenian, Chinese and German
How will individuals with limited English proficiency be provided with the
contracted service(s)?
Staff or volunteer fluent in respective language will translate or interpret
documents, pamphlets, menus, presentations, and daily activities, and assist
individuals with filling out forms.
What alternate sources exist to obtain interpretation services?
Fresno Center for New Americans, FIRM, Fresno Metro Ministries, PARCS
staff, local area non -profits.
CONFIDENTIALITY PROCEDURES: Describe procedures that ensure
confidentiality of client interviews and record keeping.
Participant interviews are conducted in p
Nutrition program records, including the client intake form, client reassessments,
and program reports, are filed and kept in a cabinet behind a locked door.
Nutrition Site Management Exhibit E — Page 2 FY 2011-2012
Exhibit E
Part 2
PROGRAM NARRATIVE
Contracted Program: I Nutrition Site Management
V. PROGRAM DESCRIPTION: Briefly provide a narrative description of the contracted
rp ogram. List two or three accomplishments the contracted Program achieved
during the last fiscal year,
on of Site Management Program:
The City of Fresno provides Congregate Nutrition Site Management at nine
locations, offering a nutritious meal, social activities, educational presentations and
resources to maintain and improve the physical, social and well being of older
adults.
Fiscal Year 2010-2011 Accomplishment #1: Partnered with Fresno State
University and provided a Health Scan and Fall Prevention Screening at Ted C.
Wills Senior Site. Seniors were recruited from the nine contracted congregate
nutrition sites, as well as the six congregate nutrition sites managed by the city.
Fiscal Year 2010-2011 Accomplishment #2: An Essential Service Health Fair &
Food Distribution event was held at Mosqueda Community Center in October.
Twenty organizations provided financial, health, educational and nutritional
information to seniors. Healthy cooking demostrations were done by Community
Food Bank along with distribution of commodities and fresh produce.
VI. CASE STUDY: Relate a story or case study about a client or participant that
describes how the contracted program successfully met his/her need(s) during the
last Agreement period. Do not use the client's real name in the description.
Group of Senior Women attending the Ted C. Wills Site offered this story:
"We all like to get out of the house for the friendship and good lunch we get at the
Ted C. Wills Senior Center. The center has bingo, exercise, watercolor and
ceramic activities that we have fun doing. Our ceramics instructor has really helped
us with learning to paint our objects. She is also helping us to get our stuff entered
in the Fresno Fair. We are hoping one of us will win a ribbon."
"We are looking forward to having more seniors come into the program and excited
at the chance to start new friendships at the new Friendship Lunch."
Nutrition Site Management Exhibit E — Page 3 FY 2011-2012
Contracted Program: I Nutrition Site Management
VII. STAFFING:
A. List Position Titles for positions funded by this grant. All positions listed
below must match the positions listed in the Personnel section of the
budget.
Position Title
as Listed in Personnel Section of the Budget
Community Recreation Supervisor II
Community Recreation Supervisor I
Services Aide - Clerical
FMAAA Site Coordinators - 9
City of Fresno Site Coordinators - 6
Compliance Site Monitor
B. Program Coordinator/Program Director Position
1. Specify the name, title, telephone number, and e-mail address of the
person who is designated as the Program Coordinator or Program
Director:
Shaun Schaefer Community Recreation Supervisor II
Name Title
(559) 621-2910
Shaun.Schaefer@fresno.gov
Telephone Number
E-mail Address
---� Attach the following documents to the back of this exhibit:
The job description for this position;
The resume for the person occupying this position.
Nutrition Site Management Exhibit E — Page 4 FY 2011-2012
Contracted Program: I Nutrition Site Management
VIII. SERVICE PROVIDER TIME FRAME: Complete the table below for each
contracted program. If multiple locations are served, and the schedule varies from
one location to another, provide an explanation and a schedule for each location.
Day
Starting Time
Closing Time
Monday
10 AM
1 PM
Tuesday
10 AM
1 PM
Wednesday
10 AM
1 PM
Thursday
10 AM
1 PM
Friday
10 AM
1 PM
Saturday
21
Christmas Day (observed), 12/26/11
Sunday
20
New Years Day (observed), 1/2/12
Martin Luther King Jr. Day, 1/16/12
Month
Total Days
Service to be
Provided
Names and Dates of Holiday Closures
(i.e., Presidents Day, 2/21/2011)
July 2011
20
Independence Day, 7/4/11
August 2011
23
September 2011
21
Labor Day, 9/5/11
October 2011
21
November 2011
19
Veterans Day, 11 /11 /11
Thanksgiving Holiday, 11/24/11, 11/25/1_1
December 2011
21
Christmas Day (observed), 12/26/11
January 2012
20
New Years Day (observed), 1/2/12
Martin Luther King Jr. Day, 1/16/12
February 2012
20
Presidents Day, 2/20/12
March 2012
22
April 2012
21
May 2012
22
Memorial Day, 5/28/12
June 2012
21
Total Days of
Service to be
Provided under
this Agreement:
251
Nutrition Site Management Exhibit E — Page 5 FY 2011-2012
IX. PROGRAM EVALUATION/IMPROVEMENT:
List two (2) Outcomes and two (2) Outcome Indicators for each contracted
program, following the guidelines provided on page 1 of this exhibit's instructions.
Contracted Program: I Nutrition Site Management
Outcome
Older adults will experience decreased social isolation and enjoy
#1:
new friendships through participation in the Congregate Nutrition
Program.
Outcome
Rosters for each meal site for the July 1, 2011 through June 30,
Indicator
2012 will indicate that at least 65% of Congregate Meal
#1:
Participants visited the site once a month.
Outcome
Older adults participating in the Congregate Nutrition Program will
#2:
maintain or improve their well-being through participation in the
Congregate Nutrition Program.
Outcome
The City of Fresno will enhance the Congregate Nutition Program
Indicator
by offering weekly classes on Health, Nutrition and Exercise at
#2:
three (3) sites for six (6) months during the July 1, 2011 through
June 30, 2012 contract period. The classes will be scheduled
directly before the meal is to encourage participation in the
nutrition program. Surveys of individuals who participated in both
the Congregate Nutrition Program and Weekly classes will indicate
that a minimum of 50% have maintained or improved their well-
being as a result of program participation.
Nutrition Site Management Exhibit E — Page 6 FY 2011-2012
X. OUTREACH ACTIVITIES/TARGETING PLAN
Describe two outreach activities for each contracted program for each quarterly period.
® Specifically state how the outreach activity will identify potential clients and encourage
their use of existing services and benefits.
® Specify which targeted group, as listed under Particular Emphasis on page 2 of this
exhibit's instructions, will be the focus of the activity.
Contracted Program: I Nutrition Site Management
July through September
_ Specific Outreach Activity
Tar eted Grou
Have informational table at the September 17' Senior Social
Older adults in
Dance informing older adults about the benefits of the
greatest social and
Congregate Nutrition Pro ram.
economic need
Provide guest speaker in the area of Fall Prevention & Nutrition
Older adults with
for Seniors and invite attendees to stay for a Congregate Meal.
greatest social and
bilingual in English & Spanish will be present during the
economic need
October through December
Specific Outreach Activit
Tar ou
eted Gr
Set up information table at the November 19` Senior Social
Older adults with
Dance to inform older adults of the benefits of low calorie items
greatest social and
served in the Congregate Nuttition Progam.
economic need
Provide guest speaker on the topic of Exercise & Safety and
Older adults with
invite attendees to stay for a Congregate Meal. Individual
limited English
bilingual in English & Spanish will be present during the
proficiency, ethnic
presentation for translation.
minorities
January through March
Specific Outreach Activity
Targeted Group
Partner with Fresno Police Department to host an information
Older adults with
table at the February 18, 2012 Senior Social Dance with
greatest social and
information about auto theft, current scams, elder abuse, City
economic need
programs, and services offered for older adults, including the
Older adults with
Congregate Nutrition Program.
limited English
Host an exercise & nutrition based special event with an
Older adults with
individual bilingual in English & Spanish. Healthy Lifestyles
limited English
handouts will be provided in English & Spanish. Attendees will
proficiency, ethnic
be invited to participate in the Congregate Nutrition Program.
minorities
April through June
Specific Outreach Activit
Tar eted Group
Have information table at the June 16, 2012 Senior Social Dance
Older adults with
with information about the benefits of gardening and the
greatest social and
Congregate Nutrition Program.
economic need
Host a Health & Wellness event promoting a healthy lifestyle and
Older adults with
invite attendees to stay for a Congregate Meal. Individual bilingual in
limited English
English & Spanish will be present for translation. Healthy Lifestyles
proficiency, ethnic
handouts will be provided in English & Spanish.
minorities
Nutrition Site Management Exhibit E — Page 7 FY 2011-2012
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Location
Address
Location
Address
Calwa
4545 E Church Ave
Mary Ella Brown
1350 E Annadale Ave
Einstein
3566 E Dakota Ave
Mosqueda
4670 E Butler Ave
F.I.R.M
2970 E Weldon Ave
Pindedale
7170 N San Pablo Ave
Glen Agnes
603 W Home Ave
Quigley
808 W Dakota Ave
Highway City
5140 N State Ave
Romain
745 N First St
Lafayette
1516 E Princeton Ave
Senior Citizens Village
1917 S Chestnut Ave
Las Casitas
156 S Willow Ave
Ted C. Wills
770 N San Pablo Ave
Learning Center
1240 Broadway Plaza
City of Fresno
COMMUNITY RECREATION SUPERVISOR H
Class Definition
R67
Under direction, supervises the day -today activities of one or more community centers or City-wide or District -
wide community service or recreational programs.
Distinguishing haracteristics
Community Recreation Supervisor II is a'specialized, supervisory class in the Parks, Recreation, and Community
Services Department. Incumbents supervise the day -today activities of one or more community centers or the
social, recreational, cultural, senior citizens, therapeutic, and/or physical development programs provided to the
community. These programs include civic/cultural arts, sports, after school recreation, counseling and/or
workshops foryouth, adults, and senior citizens. Incumbents are also given coirsiderable latitude in accomplishing
assignments. This class is distinguished from Community Recreation Supervisor I in that incumbents of the latter
supervise the day-to-day activities of community centers, neighborhood parks, neighborhood centers, or a
segment of the community service or recreational programs within established guidelines and procedures.
Typical Taskr
(This list is neither inclusive nor exclusive. Consequently, this information may not reflect Essential Functions for
this class)
Plans, implements and evaluates community service programs,
Consults with administrative staff, school principals and various school officials regarding the provision of facilities,
personnel, and programs utilizing school facilities.
Makes inspections of recreational facilities; reviews operating activity records and reports.
Evaluates programs to ascertain efficiency and effectiveness of personnel assigned and type of in-service training
required; advises and instructs personnel on methods and techniques for improving programs.
Studies and makes recommendations on equipment and materials needed for various playgrounds, centers, pools
and their programs.
Makes presentations before clubs and organizations regarding community service programs; assists organizations
and civic groups in utilization of the programs and facilities offered by the City.
Orients, trains, assigns and evaluates subordinates.
Reviews programs with neighborhood councils and private agencies.
Acts as liaison between the division and various boards and commissions, and a variety of public and private
agencies in co-sponsored programs.
Supervises and coordinates the activities and operations of a large community center or several smaller centers.
Community Recreation Supervisor 11
Page 2
Prepares correspondence, informational statements, reports, and budget requests on the operations of a
Community Center and/or program activities.
Supervises the collection and analysis of programmatic data and preparation of staff reports.
Issues permits for use of sports fields and tennis courts and secures permits for use of school facilities.
Assigns sports officials to league games and keeps records of leagues.
Performs related duties as required.
Knowledge Abilities and Skills
Knowledge of the principles, practices, procedures, and techniques employed in public recreation programs.
Knowledge of the purposes of clubs, centers or other units established to meet the leisure time and recreational
needs of community groups including children, adults and senior citizens.
Knowledge of the methods involved in organizing, conducting and supervising recreation activities.
Knowledge of the facilities and equipment needed in a broad recreation program.
Knowledge ofthe principles ofmunicipal administration and budgeting, and federal and state grant program rules
and regulations.
Knowledge of fust aid methods and safety precautions used in recreation work.
Ability to understand the various community social conditions throughout the City to determine special recreation
needs.
Ability to train and supervise the personnel required to execute the authorized recreational programs.
Ability to establish and maintain effective working relationships.
Ability to speak and write clearly and concisely.
Ability to establish and maintain effective operating records and reports.
Minimum Quali rcations
Graduation from an accredited college or university with a Bachelor's Degree in recreation, education, physical
education, public administration, or related field; and two years of experience similar to that gained as a
CornmunityRecreation Supervisor I with the City ofFresno. Additional qualifying experience maybe substituted
for the required education on a year -for -year basis.
Shaun Schaefer
37101 Avenue 12 r/ Madera, CA. 93638
(559)645-1945
Shaun. Sehaefer(a)fresno.gov
SUMMARY OF EXPERIENCE
• Ten years of full time recreation supervisory experience with the City of Fresno Parks, After
School, Recreation and Community Services Department (PARCS), which included the specific
programs of Community Science, Life and Enviromental Science (LES), After School Recreation
(ASR), Fresno Connect Computer Technology Labs, Fresno BEST, Academic Game Plan,
Literacy, Aquatics, Neighborhood Parks, Therapeutic Recreation, Seniors, Volunteers, Adult and
Youth Sports.
• Twenty years total experience with the City of Fresno PARCS Department.
• Skilled in program development, budgeting, implementation, operation, leading, organizing and
control.
• Emphasis in developing partnerships and marketing strategies that increase participation and
revenue, often utilizing creative approaches.
PROFESIONAL Recreation Supervisor Departmental positions held:
EXPERIENCE City of Fresno Parks, After School, Recreation and Community
Services Department, Fresno, CA 1997 — Present
Fresno Connect Technology Labs, After School Recreation, Fresno Best,
Community Science, Life and Enviormental Science, Mobile Science
Vehicle, Senoir Hot Meals Program, Aquatics, Literacy, and Academic
Game Plan (Supervisor D)
07/2006- Present
Manager of Mayoral Initiative Programs and 3 full time supervisors. Have
forged partnerships with private and public sector agencies in science and
technology that has led to large monetary acquisitions. Leadership in contract
negotiations, managing budgets and creating new Department programs.
Youth Sports, Aquatics and CPR/First Aid Instruction
11/2003 — 7/2006
Supervisor of 15 facilities, 125 lifeguard personnel staff, 10 pool managers
and 2 aquatics coordinators. Leader in recruitment, hiring, training,
management and evaluation. Core elements of the program include swim
lessons, recreation swim, swim team, special events and training. Supervisor
of fee based Youth Sports Program — Bitty Sports and CPR/FA instruction
for the Department.
Senior Ilot Meals, Therapeutics (TR) and Volunteer Program (Acting
Supervisor 11)
02/2005 — 07/2005
Supervised 15 Senior Hot Meal sites including 20 part-time staff, 1 program
coordinator and 1 senior trips coordinator. Good working knowledge of
program policy and procedure and field requirements. Conducted monthly
staff meetings in both Seniors and TR. Supervised monthly dances, special
events and trips. In TR I was responsible for the Head Trauma Program,
Stroke Survivors, Creative Arts, Teen Time, Special Education classroom
curriculum and involved in early implementation of the Volunteer Program.
Neighborhood Parks (Supervisor 1)
11/2001 — 10/2003
Supervisor I in charge of North Area Recreation, programming at 2
community centers, Rotary Sports West, 5 neighborhood parks, and an
assortment of unmanned parks. Direct Supervisor to 10 P/I Rec. Leaders.
Conduct monthly staff meetings and site visitations. Site programming
included daily, weekly and seasonal recreation activities. Conducted site and
employee surveys and evaluations. Developed the Bitty Sports Program
during this tenure. * 1996 — 1997 Provisional Recreation Supervisor I in
charge of programming in Northwest Area.
Adult Sports (Supervisor 1)
08/1997 — 10/2001
Turned around struggling program in 7 months. Responsible for softball,
flag football, soccer (indoor and outdoor), basketball and baseball programs.
Recruited and heavily solicited local area adult sports teams to the program.
Hired, trained, evaluated, and scheduled officials. Handled league and
tournament programming, scheduling and disputes. Ran the MLK Basketball
Tournament annually. Had over 700 Adult Sports participation teams
annually. In charge of over 60 sports officials, 10 score keepers, 2
maintenance workers, and 2 program coordinators.
EDUCATION California State University Fresno — Bachelors of Arts in English
California State University Fresno — Minor in Business
National University — Completed all class room curriculum towards
secondary teaching credential (multiple subject)
Fresno Pacific University — Working on M.A. in Leadership and Business
Organization Management
PROFESSIONAL Profession related conferences and seminars
DEVELOPMENT PARCS internal and external training courses and resources
American Red Cross Instructor Training (CPR, First -Aid, Lifeguarding)
PROFESSIONAL California Parks and Recreation Society (CPRS)
AFFILIATIONS Amateur Softball Association (ASA)
Positive Coaching Alliance (PCA)
San Joaquin Valley Officials Association (SJVOA)
American Red Cross
REFERENCES Available Upon Request
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
CALWA
Street Address
4545 E. CHURCH AVE.
City/ST/Zip
FRESNO, CA 93725
Primary Contact
SHAUN SCHAEFER
Job Title
COMMUNITY RECREATION SUPERVISOR II
E-mail
Shaun.Schaefer fresno. ov
Office Phone
559) 621-2910
Cell Phone
559) 696-7899
Secondary Contact:
PAUL MELIKIAN
Job Title
ADMINISTRATIVE MANAGER E-mail Paul.Melikiannafresno. ov
Office Phone
559 621-2912 Cell Phone
Please check all emergency services that could be provided from this site:
Emergency Power/Generator CB Radio
X Emergency First Aid Ham Radio _
X Cooking Facilities Internet Access
X Distribution Site for Food & Water S apish Translation
Counseling Services Sign Lang ua eTranslation
Home/Neighborhood Cleanup Other Translation:
Can this site provide temporary shelter space for 48 hours or more in the
150
How many days can this facility function using its back-up power source?
event of an emergency?
x
NONE
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community followin a disaster?
x
Following a major disaster, can this site help transport -older to
disaster services?
x
Does this site have a dedicated vehicle that is lift -equipped?
x
—
Given the resources, can this site expand meal services following —a
disaster to meet needs in the community?
x
How many people can this facility provide emergency shelter for?
150
How many days can this facility function using its back-up power source?
UNKNOWN
How many gallons of water are stored on-site as an emergency supply?
NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name _
_
EINSTEIN
Street Address
_
3566 E. DAKOTA AVE.
City/ST/Zip
FRESNO, CA 93726
Primary Contact
SHAUN SCHAEFER
Please check all emergencyservices that could be provided from this site:
event of an emergency?
Job Title _
_
COMMUNITY RECREATION_ SUPERVISOR IILE-mail Shaun.Schaefer@fresno.gov
Office Phone
559 621_2910
_ l Phone(559) 696-7899
_
Emergency First Aid
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER E-mail Paul. Melikian@fresno.gov
Office Phone 559 621-2912 Cell Phone
Please check all emergencyservices that could be provided from this site:
event of an emergency?
Emergency Power/Generator
X
Is this site able to help with assessing the needs of older individuals in the
CB Radio
X
_
Emergency First Aid
Ham Radio
Following a major disaster, can this site help transport older individuals to
—__
Cooking Facilities
_
Internet Access
X
Distribution Site for Food & Water
Does this site have a dedicated vehicle that is lift -equipped?
S anish Translation
X
Counseling Services
--- ------
Sign Language Translation
disaster to meet needs in the community?
Home/Neighborhood Cleanup
----
Other Translation:
Yes I No
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?
X
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community following a disaster?
X_
Following a major disaster, can this site help transport older individuals to
disaster services?
X
Does this site have a dedicated vehicle that is lift -equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for? 60
How many days can this facility function using its back-up power source? UNKNOWN_
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO_
Site Name _
_
F.I.R.M._
Street Address
1940 N. FRESNO ST_.
City/ST/Zip
_
FRESNO, CA 93703
Primary Contact SHAUN SCHAEFER
Yes
No
Job Title COMMUNITY RECREATION SUPERVISOR YE__
il Shaun.Schaefer(t fresno.
---- - ---------------
ov
Office Phone 5591=2910
Phone (559) 696-7899
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER E-mail Paul.M Iikian@fresno gov
Office Phone (559)_621-2912 Cell Phone
Yes
No
Please check all emergency services that could be provided from this site:
Emergency Power/Generator __
CB Radio
X
_
Emergency First Aid
Ham Radio
X
Cookin Facilities
X
Internet Access
X
Distribution Site for Food & Water
_Spanish Translation
Does this site have a dedicate_ d vehicle that is lift -equipped?
Counselinq_Services __
X_
Sign Language Translation
Home/Neighborhood Cleanup
disaster to meet needs in the community?
Other Translation:
How many people can this facility provide emergency shelter for? 60
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Yes
No
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?
X
Is this site able to help with assessing the needs of older individuals in the
ne hborhood or community following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?
x
Does this site have a dedicate_ d vehicle that is lift -equipped?
X_
_
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for? 60
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
GLEN AGNES
Street Address
_
603 W. HOME AVE.
City/ST/Zip
_
FRESNO, CA 93725
Primary Contact SHAUN SCHAEFER _
Job Title COMMUNITY RECREATION SUPERVISOR IIrCeNTPhone
il Shaun.Schaefetfresno.gov
Office Phone 559 621_2910 _ (559) 696-7899 ___
Secondary Contact:
PAUL MELIKIAN
No
Is this site able to help with assessing the needs of older individuals in the
nei�c hborhood or community following a disaster?
Job Title _
ADMINISTRATIVE MANAGER E-mail Paul.Melikian fresno.gov
Office Phone
559 621-2912
Cell Phone
X
Please check all emergency sl
EmeAency Power/Generator_
Emergency irst Aid
....---___.._....----
Cooking Facilities
Distribution Site_for Food & Water
Counseling Services_ _
Home/Neighborhood Cleanup
at could be provided from this site:
- CB Radio —_—
Ham Radio
Internet Access
Spanish Translation__
.Sign Language Translation _
Other Translation:
Can this site provide temporary shelter space for 48 hours or more in the
event of a_nemergency?
Yes
No
Is this site able to help with assessing the needs of older individuals in the
nei�c hborhood or community following a disaster?
_X
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
_
Does this site have a dedicated vehicle that islift-equip ed?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?__
X
_
How many people can this facility provide emergency shelter for? 50
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
—Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Orgite Naanization CITY OF FRESNO _
Sme_ HIGHWAY, CITY _
Street Address 5140 STATE AVE. _
City/ST/Zip FRESNO, CA 93722
Primary Contact
SHAUN SCHAEFER
Job Title
Office Phone
COMMUNITY RECREATION SUPERVISOR II E-mail Shaun.Schaefer@a fresno.goV
(559) 621-2910 Cell Phone _(559) 696-7899 —
Secondary Contact:
PAUL MELIKIAN
No
Gan this site provide temporary shelter space for 48 hours or more in the
Job Title
_
ADMINISTRATIVE MANAGER EEmail Paul.Melikian fre_sno. ov
Office Phone _
559621-2912
one
able to help with assessing the needs of older individuals in the
X
Co
Please check all emergence
ergency Power/Generator
ergency First Aid _
)king Facilities _
ribution Site for Food & Water
Clean
rv_ices that could be provided from this site:
CB Radio
Ham Radio
X Internet Access
Spanish Translation
_ Slgn Language Translation
Other Translation:
__-_ __----
Yes
No
Gan this site provide temporary shelter space for 48 hours or more in the
n emergency? —_-
x
able to help with assessing the needs of older individuals in the
ood or community following a disaster?
X
_
a major disaster, can this site help transport older individuals to
LDoesth
ervices?
x
site have a dedicated vehicle thatis lift -e ui ed?
X
__
vene resources, can this site expand meal services following a
disaster to meet needs in the community?—
X
How many people can this facility provide emergency shelter for? 160
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
LAFAYETTE
Street Address_
1516 E. PRINCETON AVE.
City/ST/Zip
_
FRESNO, CA 93704
Primary Contact
SHAUN SCHAEFER
No_
Emergency Power/Generator _
---------
Job Title —
---- -- ---
COMMUNITY RECREATION SUPERVISOR II E-mail
_ Sha un.Schaefera@fresno. ov
Office Phone
559 621-2910
Cell Phone
559 696-7899
Cooking Facilities
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER El Paul Melikian@fresno.gov
Office Phone (559) 621-2912 Cell Phone
Please check all emergency services that could be provided from this site:
No_
Emergency Power/Generator _
X
CB Radio
X
Emergency First Aid
_
Following a major disaster, can this site help transport older individuals to
disaster services?
_
Ham Radio
X
Cooking Facilities
Internet Access
X
Distribution Site for Food & Water
Spanish Translation
_
Counseling Services
_
Sign Language Translation
Home/Neighborhood Cleanup
Other Translation:
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Yes
No_
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?
X
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community following ii disaster?
X
_
Following a major disaster, can this site help transport older individuals to
disaster services?
X
_
Does this site have a dedicated vehicle that is lift -equipped?
_
X
Given the resources, can this site expand meal services following a
_disaster to meet needs in the community? ----------- __
X
How many people can this facility provide emergency shelter for?
How many days can this facility function using its back-up power source?
How many gallons of water are stored on-site as an emergency supply?
60
UNKNOWN
NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
zation
CITY OF FRESNO
me
L
LAS CASITASAddress
156 S. WILLOW AVE./Zip
Is this site able to help with assessing the needs ofolder individuals in theneighborhood
FRESNO, CA 93727
Primary Contact SHAUN SCHAEFER _
Job TitleCOMMUNITY_ RECREATION_ SUPERVISOR II E-mail Shaun.Schaefer@fresno.gov
Office Phone (559 621-2910 Cell Phone (559 696-7899
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGERIE-mail Paul Belikian@fresno.gov
Office Phone 559) 621-2912 ll Phone
_ Please check all emergency services_
that could be rovided from this site:
event of an emer enc ?
Emergency Power/Generator
Is this site able to help with assessing the needs ofolder individuals in theneighborhood
CB Radio
X
Emerg ent First Aid
Ix
Radio
disaster services?
X
Cooking Facilities
Does this site have a dedicated vehicle thatis lift equipped?
_Ham
Internet Access
X
Distribution Site for Food_& Water
S apish Translation
_
Counseling Services
_
S;�n Language Translation_
Home/Neil hborhood Cleanup
Other Translation:
_
Can this site provide temporary shelter space for 48 hours or more in the
event of an emer enc ?
Is this site able to help with assessing the needs ofolder individuals in theneighborhood
or community following a disaster?
Following a major disastercan this site help transport older individuals to
Ix
disaster services?
Does this site have a dedicated vehicle thatis lift equipped?
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
How many people can this facility provide emergency shelter for? 49
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
LEARNING CENTER
Street Address
1240 BROADWAY PLAZA
City/ST/Zip
_
FRESNO, CA 93721
Primary Contact
SHAUN SCHAEFER
Job Title
Office Phone
COMMUNITY RECREATION SUPERVISOR II
559 621-2910
E -mall
Cell Phone
Shaun.Schaefer fresno. ov
559 696-7899
Secondary Contact:
_PAUL MELIKIAN
Job Title
ADMINISTRATIVE MANAGER E-mail PauI.Melikian@fresno.gov
Office Phone
559 621-2912 —Kell -Phone _—_
Please check all emergency services that could be provided from this site:
XEmergenc PY ower/Generator C13 Radio
X Emergency First Aid Ham Radio
Cooking Facilities X
X Distribution Site for Food & Water
Counseling Services
orhood
Sign Lan ug age Tr
Other Translation:
Vac I Nn
Can this site provide temporary shelter space for 48 hours or more in the
75
How many days can this facility function using its back-up power source?
event of an emergency?
How many gallons of water are stored on-site as an emergency supply?
X
_
Is this site able to help with assessing the needs of older individuals in the
nei hborhood or community following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
Does this site have a dedicated vehicle that is lift -equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for?
75
How many days can this facility function using its back-up power source?
UNKNOWN
How many gallons of water are stored on-site as an emergency supply?
NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization __
CITY OF FRESNO
Site Name
_
MARY ELLA BROWN
Street Address
_
1_350 E. ANNADALE AVE.
City/ST/Zip
FRESNO, CA 93706
Primary Contact SHAUN SCHAEFER
Job Title _ COMMUNITY RECREATION SUPERVISOR II E-mail Shaun.Schaefer fresno.gov
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER E-mailPaul.Melikiana�fresno.,qov
---------------- -- ------
Office Phone 559 621-2912 Cell Phone
Please check all emergency services that could be rovided from this site:
en
Emergcy ower/Generator
_
Is this site able to help with assessing the needs of older individuals in the
CB Radio
X
Emergency First Aid
X
Ham Radio
Cookingacilities
disaster services?
Internet Access
X
Distribution Site for Food & Water
Spanish Translation
Given the resources, can this site expand meal services following a
CounselingServices
Sign Language Translation
X
__
Home/Neighborhood Cleanup _ -
Other Translation:
limmoim
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency? _
X
_
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
Does this site have. a dedicated vehicle that is lift -_equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?_ I
X
How many people can this facility provide emergency shelter for? 165
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO_
Site Name
_MOSQUEDA
Street Address
_
4670 E. BUTLER AVE.
City/ST/Zip
FRESNO, CA 93702
Primary Contact
SHAUN SCHAEFER
event of an emergency
Job Title
COMMUNITY RECREATION SUPERVISOR II E-mail Shaun.Schaefern fresno. ov
Office Phone
(559621-291_0
Cell Phone 559 696-7899
neighborhood or community_following a disaster?
Secondary Contact: PAUL MELIKIAN
Job Title _ADMINISTRATIVE MAN GER E-mail PauTMelikiap@tresno.gov
Office Phone 559) 621-2912 _ Cell Phone
_ Please check all emergency services_ that could be provided from this site:
T Emergency Power/Generator �— 7-1B Radio
X CookingFacilities_
X_ Distribution Site for Foo d&Water
Counseling Services _
Home/Neiahborhood CleanuD
Ham Radio
X Internet Access
Spanish Translation _
Sign Language Translation
Other Translation:
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency
X
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community_following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?_
X
Does this site have a dedicated vehicle that is lift -equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for? 234 _
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
PINEDALE
Street Address_
7170 N. SAN PABLO AVE.
City/ST/Zip
_
FRESNO, CA 93610
Primary Contact
SHAUN SCHAEFER
No
ide
Can this site provtemporary shelter space for 48 hours or more in the
Job Title
--------
COMMUNITY RECREATION SUPERVISOR II E-mail Shaun.Schaefer@ resno.�ov
------------ — -------------------
Office Phone
(559) 621-2910
Cell Phone (559) 696-7899
Is this site able to help with assessing the needs of older individuals in the
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER
Office Phone -- 559 621-2912
E-mail Paul, Melikian fresn_o ov
Cell Phone _—
No
ide
Can this site provtemporary shelter space for 48 hours or more in the
Please check all emergency services that could be provided from this site:
event of an emer enc ?
X
Emergency Power/Generator
Is this site able to help with assessing the needs of older individuals in the
CB Radio
neighborhood or community following a disaster? —
X
Emergency First Aid
Following a major disaster, can this site help transport older individuals to
Ham Radio
X
Cooking Facilities
X
Internet Access
_
X
Distribution Site for Food & WaterSp
anish Translation
disaster to meet needs in the community?
X
Services
Counselingn
Sign Laa Translation
ue
— --
Home/Neighborhood Cleanup____
---------
Other Translation:
How many people can this facility provide emergency shelter for? 252
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Yes
No
ide
Can this site provtemporary shelter space for 48 hours or more in the
_
event of an emer enc ?
X
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community following a disaster? —
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
_ _ _
Does this site have a dedicated vehicle that is lift -equipped?
_
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for? 252
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRES_NO_
Site Name_
QUIGLEY
Street Address
_
808 W. DAKOTA AVE.
City/ST/Zip
FRESNO, CA 93705
Primary Contact SHAUN SCHAEFER _
Job Title COMMUNITY RECREATION _SUPERVISOR II E-mail Shaun.Schaefer fresno.9
Office Phone_ 559) 621-2910 Cell Phone (559 696-7899
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER E-mail Paul. Mel Ikian fresno.gov
Office Phone 559) 621-2912 __ Cell Phone
_
Yes
No
_
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?
X
_
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
_ _
_ Does this site have a dedicated vehicle that is lift -equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for?
How many days can this facility function using its back-up power source?
How many gallons of water are stored on-site as an emergency supply?
60
UNKNOWN
NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization CITY OF FRESNO
Site Name ROMAIN
Street Address 345 N. FIRST ST.
City/ST/Zip FRESNO, CA 93702
Primary Contact SHAUN SCHAEFER _
Job Title _ COMMUNITY RECREATION SUPERVISOR II E -mall Shaun.Schaefer@fresno.gov
Office Phone (559) 621-2910 — —Cell Phone{559) 696-7899
Secondary Contact: PAUL MELIKIAN
Job Title il _ Paul.Meian(a�fresno. ov
ADMINISTRATIVE MANAGERE-malik
Office Phone — 559 621-2912_ Cell Phone
Yes
No
Can this site provide temporary shelter space for 48 hours or more in the
Please check all emergency services that could be provided from this site:
an emergency?
Emergency Power/Generator
e able to help with assessing the needs of older individuals in the
CB Radio
X
Emergency First Aid
- —
Ham Radio
X
—
Cooking Facilities
----- -------
Internet Access
s site have a dedicated vehicle that is lift equipped?
X
Distribution Site for Food &_Water
vene resources, can this site expand meal services following a
Spanish Translation
disaster to meet needs in the community?
Counseling Services,_____
Sign Language Translation
Home/Neighborhood Cleanup
Other Translation:
How many people can this facility provide emergency shelter for? 108
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Yes
No
Can this site provide temporary shelter space for 48 hours or more in the
an emergency?
X
e able to help with assessing the needs of older individuals in the
hood or communityfollowing a disaster?
X
g a major disaster, can this site help transport older individuals to
F
services?
X
s site have a dedicated vehicle that is lift equipped?
X
vene resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for? 108
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
SENIOR CITIZENS VILLAGE
Street Address _
1917 S. CHESTNUT AVE.
City/ST/Zip
FRESNO, CA 93702
Primary Contact
SHAUN_S_CHAEFER
event of an emergency?
Job Title —
_
_COMMUNITY RECREATION SUPERVISOR_ II E-mail _ Shaun.Schaefer@fresno.gov
Office Phone
—
Office Phone
-)----—
559 621-2910
- Cell Phone 559 696-7899
_
Secondary Contact:
PAUL MELIKIAN
event of an emergency?
e
Job Titlail
MANAGER Paul.Melikian@fresno. ov
ADMINISTRATIVE59�
Office Phone
—
6 1 292
Cell Phone
neighborhood or community following a disaster?
Please check all emergency services that could be provided from this site:
X Emergency Power/Generator CB Radio
X Emer�ncv First AidHam Radio
X_ Cooking Facilities Internet Access
X Distribution Site for Food & Water S anish Translation
Counseling Services Si n Lan uage Translation
Home/Neighborhood Cleanup Other Translation:
Yac I Nn
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?
X
_
Is this site able to help with assessing the needs of older individuals in the
neighborhood or community following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
Does this site have a dedicated vehicle that is lift -equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?
X
How many people can this facility provide emergency shelter for? 175
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
Exhibit F
Service Provider Emergency Resource Information
Please complete for each location from which contracted services are offered.
Organization
CITY OF FRESNO
Site Name
SENIOR HOT MEALS PROGRAM TED C. WILLS
Street Address
770 N. SAN PABLO AVE.
City/ST/Zip
_
FRESNO, CA 93728
Primary Contact
SHAUN SCHAEFER
Job Title ADMINISTRATIVE MANAGER E-mail Paul.Melikian@fresno.
PCell
ov
------- -----
Job Title COMMUNITY RECREATION SUPERVISOR 11 E-mallShaun,Schaefer@fresno.gov
Phone
-----
Office Phone
559 621-2910
Cell Phone
559 696-7899
Following a major disaster, can this site help transport older individuals to
Secondary Contact: PAUL MELIKIAN
Job Title ADMINISTRATIVE MANAGER E-mail Paul.Melikian@fresno.
PCell
ov
Office Phone (559) 621-2912
Phone
Please check all emergency
Emergency Power/Genera_tor -
X Emergency First Aid
X Cooking Facilities
X _Distribution Site for Food & Water
Counseling Services
Id be provided from this site:
Ham Radio
Internet Access _
SDanish Translation
I I Other Translation: I
Yes I No
Can this site provide temporary shelter space for 48 hours or more in the
_
event of an emergency?th
—able -to -'help
X
Is this site as
wis_essing the needs of older individuals in the
neighborhood or community following a disaster?
X
Following a major disaster, can this site help transport older individuals to
disaster services?
X
Does this site_have a d_ed_icated vehicle that is lift -equipped?
X
Given the resources, can this site expand meal services following a
disaster to meet needs in the community?_ _ _
X
How many people can this facility provide emergency shelter for? 531
How many days can this facility function using its back-up power source? UNKNOWN
How many gallons of water are stored on-site as an emergency supply? NONE
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Emergency Resource Information Exhibit F FY 2011-2012
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Certificate Number
CERTIFICATE OF SELF-INSURANCE
Issue hate
2012025
8/30/2011
City of Fresno
THIS CERTIFICATE IS ISSUED AS A MATTER OF
Personnel Services Department
INFORMATION ONLY AND CONFERS NO RIGHTS UPON
Risk Management Division
THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES
Fresno, CA 93721-3612
NOT AMEND, EXTEND OR ALTER THE COVERAGE
(559) 621-6900
AFFORDED BELOW.
COVERAGES
THIS IS TO CERTIFY THAT THE CITY IS SELF-INSURED FOR THE COVERAGE AND PERIOD SHOWN BELOW,
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT
WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE COVERAGE FOR
GENERAL LIABILITY AND AUTO LIABILITY IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF
THE SPECIAL EXCESS LIABILITY POLICY FOR PUBLIC ENTITIES, WHICH THE CITY MIRRORS IN PROVIDING
THIS SELF-INSURANCE.
Type of Coverage
Effective Date
Expiration Date
Limits of Liability
General Liability
07/01/2011
07/01/2012
Each occurrence
$1,000,000
Automobile Liability
07/01/2011
07/01/2012
Combined Single Limit
(each accident)
$1,000,000
Workers' Compensation
07/01/2011
07/01/2012
Statutory Limits
Each Accident
$1,000,000
Employer's Liability
07/01/2011
07/01/2012
Disease - Each employee
$1,000,000
Disease — Policy limit
$1,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS
Senior Citizen's Nutrition Program, including nutrition site management for Glen Agnes Center, Highway City,
Mosqueda Center, Pinedale Center, Senior Citizens Village, Ted C. Wills Center, Lafayette Center, F.I.R.M,
and Fresno Learning Center by the City of Fresno's Parks, After School, Recreation and Community Services
Department.
CERTIFICATE HOLDER CANCELLATION
COVERAGE IS IN EFFECT AS STATED ABOVE AND
WILL NOT BE CANCELLED BEFORE THE EXPIRATION
Fresno -Madera Area Agency on Aging
DATE THEREOF, EXCEPT UPON 30 DAYS WRITTEN
3845 N. Clark St., Ste. 103
NOTICE TO THE CERTIFICATE HOLDER.
Fresno, CA 93726-4812
ACitfFresno
erryr nior Risk Analyst
J:ICertificates of InsurancelCert 2012025 PRCS FMAAA Nutrition 083011.doc
City of Fresno
Parks, After School, Recreation and Community Services Department
Senior Hot Meals and Recreation Program (SHM)
Fresno City Council
2011-2012
Blom Xion Larry Westerlund
Councilmember District 1 Councilmember District 4
Andreas .Bomeeas Sal Quintero
Councilmember District 2 Councilmember District 5
Oliver Baines Lee Brand
Councilmember District 3 Councilmember District 6
Clint Olivier
Councilmember District 7
Fresno City Council
2600 Fresno Street
Room 2097
(559) 621-8000
DISTRICT 6
DISTRICT
i'
{DISTRICT 1 � €
DISTRICT 4 -
DISTRICT
1p
DISTRICT 7W,
DISTRICT 5
City of
IIIIILIIIIInIIIIC�-�\I/�=
r'r11c��' ��►� REPORT TO THE CITYCOUNCIL
August 18, 2011
AGENDA ITEM NO. q! 00arn
COUNCIL MEETING 8118111
APPROVED BY
DEPARTMENT DIRECTOR
CITY
FROM: BRUCE A. RUDD, Assistant City Manager / Interim PARCS Director
Parks, After School, Recreation and Community Services Department
BY: SHAUN SCHAEFER, Community Recreation Supervisor II?
PAUL A. MELIKIAN, Administrative Manager' n.y
Parks, After School, Recreation and Community Services Department
SUBJECT: AUTHORIZE RENEWAL OF SENIOR HOT MEALS SITE MANAGEMENT CONTRACT
WITH FRESNO-MADERA AREA AGENCY ON AGING (FMAAA)
RECOMMENDATIONS
It is recommended that the Council authorize the Parks, After School, Recreation and Community Services
Department (PARCS) Director to execute a renewal agreement for site management of the Senior Hot Meals
Program with the Fresno -Madera Area Agency on Aging (FMAAA) for FY 2012.
EXECUTIVE SUMMARY
This is an annual renewal contract (year to year) with FMAAA. The City will receive $55,626 in site
management funding from FMAAA for nine senior sites. The FMAAA funding is supplemented with participant
meal contributions and Community Development Block Grant (CDBG) funding to provide meals, recreation
activities, ceramics, water color painting, exercise programs, and leisure learning excursions. This funding
enables the City to offer a viable program for senior citizens at 15 sites throughout Fresno.
FMAAA's responsibilities shall include, but are not limited to, the following:
1. Provide $55,626 in site management funding for nine FMAAA-sponsored PARCS Senior Hot Meal
(SHM) sites.
2. FMAAA funding includes administrative costs, site monitoring, a registered dietician, congregate
meals and site management.
3. Provide informational resources to SHM participants in Older Adult related issues.
PARCS responsibilities shall include, but are not limited to, the following:
1. The operation of 15 SHM sites which will serve congregate meals and offer recreation activities.
2. Ensure compliance with FMAAA rules and regulations on serving congregate meals.
3. PARCS staff will monitor SHM sites to ensure that the sites are being operated in accordance to
FMAAA guidelines.
BACKGROUND
On January 4, 1994 Council gave authority to the Parks, After School, Recreation and Community Services
Department to assume the site management responsibility for the Senior Hot Meals Program from the Fresno
County Economic Opportunities Commission (EOC). The City assumed the site management responsibility
based upon the premise that there would be opportunities for program expansion through cost savings.
Presented to Ciw Council
Date ------ J [ __
Dispositionl3
REPORT TO THE CITY COUNCIL
Renewal of Senior Hot Meals Site Management Contract with FMAAA
August 18, 2011
Page 2
There are two components to the Senior Hot Meals Program: (1) preparation and delivery of congregate meals
and (2) site management, which includes monitoring sites and services, recruitment of participants and
volunteers, program development and administration. Congregate meals are those which are provided at 15
sites and funded by FMAAA through federal and state funds, CDBG funds and donations collected at the meal
site. In FY 2011, $55,626 was received from FMAAA and a total of 68,121 congregate meals were served to
seniors.
FISCAL IMPACT
This action provides a mechanism for the City to receive supplemental funding of $55,626 from FMAAA to
operate a portion of the nutrition program at 9 of 15 sites.
Attachment: Contract