HomeMy WebLinkAboutFiscal Year 2015-2016 Contract between City of Fresno and Fresno-Madera Area Agency on Aging Contract no. 16-0310# rs- B8otol6lrç
:G
,c
^ou=
_2. o
UJOtf .t¿IE
LOOøvl¿
LOoı
o
,\6ency on $ing
Connecting the Community
Fiscal Year 2015-20 16 Contr act
between
City of Fresno
and
F'resno-Madera Area Agency on Aging
Contract No. 16-03 10
Site Management
Area Plan Grant Award
Table of Contents
Documents Required to Execute Contract
CorurnRcr......
AneR Pmru GRerur AwRno TeRus nruo cor.rDttoNs DecmnRTtoN......... 3
Adicle l.
Adicle ll.
Afticle lll.
Afticle lV.
AÍicle V.
Afticle Vl.
Afticle Vll.
Article Vlll.
AÍicle lX.
AÉicle X.
Afticle Xl.
Article Xll.
Afticle Xlll.
AÍicle XlV.
AÍicle XV.
Adicle XVl.
Adicle XVll.
Afticle XVlll.
Afticle XlX.
Adicle XX.
Definitions and Resolutions of Language Conflicts..... ...... 3
Agreement....... .............. 5
Term of Agreement.... .............. 5
Reasonableness of Compensation ......... 6
Assurances...... ...........6
Funds ,. ...22
Budget and Budget Revision .....2T
Payments .... ,... 2g
Subcontracts.... . ...2g
Records and Repor1s...... .... 31
Property . .. 33
Access .........36
Monitoring and Evaluation
Audits ............... 36
lnsurance ..... .....41
Donations ......43
Termination...... .....42
Remedies and Appeal Process ......46
Amendments, Revisions or Modifications .... ...........47
Noticing ....4B
Area Plan Grant Award
Table of Contents
FY 2015-2016
Area Plan Grant Award
Table of Contents (Continued)
Apperuorces
Resolution of Authorization to Contract Appendix A
Certification....... ...Appendix B
ContractorA/endor Confidentiality Statement. ......Appendix C
Method of Providing Audit Compliance.. ... ......Apþendix D
Required RepoÉs and Due Dates ......Appendix E
Sanction Folicy .....,.Appendix F
Appeal Procedure for Se;rvice Providers .....,.Appendix G
Fresno-Madera Are¿r Agency on Aging Cc¡ntact L-ist for Service Providers..... Appendix l{
Fresno-Madera Area Agency on Aging Emergc,nr.:y Contact lnformation..,. .....Appendix I
Community Focal Points i-ist .. ...Appendix J
Request for 1-ax¡layer klerttific;ation Number and Certification....... .... Appendix K
ExHrerrs
Progratn Exhibit ... Exhibit A
Budget .. Exhibit B
Annual Sunrmary of Activities ....... ... . Exhibit C
Program Cost Efficiency.". ..... Exhibit D
Program Narrative ..... Exhibit E
Service Provider Emergency Resource lnformation..... ........ Exhibit F
Area Plan Grant Award
Table of Contents
FY 2015-2016
A.
CONTRACT BETWEEN
CITY OF FRESNO
AS SERVICE PROVIDER
AND
FRESNO.MADERA AREA AGENCY ON AGING
(HEREINAFTER REFERRED TO AS AGENCY ON AGING)
3837 NORTH CLARK STREET
FRESNO, CA 93726
Name and principal address of service contractor (hereinafter referred to as service
provider):
City of Fresno
2600 Fresno Street, Room 2064
Fresno, CA 93721
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 .tut/ t , 2015 to
June 30, 2016, subject, however, to earlier termination as provided herein.
No expenditure or obligation for the funding allocation for the July 1 ,2015 through
september 30, 2015 period may be incurred after september 30, 2015. No
expenditure or obligation for the funding allocation for the October 1, ZO15 through
June 30, 2016 period may be incurred after June 30, 2016.
Maximum funds available for the following programs:
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 countíes (including cities contained therein) as specified in a manner
consistent with the intent of, and regulations applicable to, service programs under
Title lll/Vll of the Older Americans Act as amended.
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.
B.
c.
D
E-
F.
Area Plan Grant Award
Contract
Approved by Fresno-Madera Area Agency on Aging Governing Board on June 25,ZO1S
Federal Grantor:U.S. Department of Health and Human Services
Pass Through Grantor:Fresno-Madera Area Agency on Aging
Older Americans Act Title:Title Ill C1 Congregate Nutrition, Federal CFDA No. 93.045
Service Agency on Aging
Contract No.Funding Period Grant
Amount
Site Management
(Six Sites)16-0310
July 2015 - September 2015 $17,000
October 2015 - June 2016 $51,000
Totaf Fiscal Year 2015-20'i.6 Grant Award:$68,000
Page 1 FY 2015-2016
FOR SERVICE PROVIDER:
Signature of individual named on Exhibit E, page 5, as
having primary, hands-on involvement and oversight of
Date
the day-to-day operations of the contracted program.
Type Name Title
Signature of Authorized Contracting Offícial Date
(Refer to Appendix A)
Type Name Title
Signature Date
Type Name Title
Signature Date
Type Name Title
Contractor Federal Employer l.D. Number
FOR FRESNO.MADERA AREA AGENCY ON AGING:
Signature Date
Jean Robinson Executive Director
Area Plan Grant Award
Contract
Page 2 FY 2015-2016
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 lll and Title Vll 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 lnstitutions 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.
ART¡CLE I. DEFINITIONS AND RESOLUTIONS OF LANGUAGE CONFLICTS
A. "Agency on Aging" and "FMAAA" means the Fresno-Madera Area
Agency on Aging interchangeably.
B. "Agreement" or "Contract" shall mean the Fresno-Madera Area Agency
on Aging Area Plan Agreement; Area Plan Grant Award Terms and
Conditions Declaration (Articles lthrough XX); Appendices; Program
Exhibits; Budget Display; Attachments; Amendments; and any other
documents incorporated by reference, unless othelwise provided in this
Article.
C. "Contractor" or "Service Provider" means the legal entíty awarded funds
under this Agreement and which is accountable to the Agency on Aging,
the State, and/or federal government for use of these funds and which is
responsible for executing the provisions for services provided under this
Agreement.
D. "CCR" means California Code of Regulations.
E. .CFR'means Code of Federal Regulations.
F. "GC" means California Government Code.
G. "ln-Kind Contributions" means the value of non-cash contributions
donated to support the project or program (e.9. property, service, etc.).
H. "Matching Contributions" means local cash and/or in-kind contributions
made by the Contractor, a subcontractor, or other local resources that
qualify as match for the contract funding.
l. "OAA" means Older Americans Act.
J. "OMB' means the federal Office of Management and Budget.
K. "Program lncome" means revenue generated by an Area Agency on Aging
Area Plan Grant Award
Terms and Conditions Declaration
FY 2015-2016
L.
o.
R.
ù.
T.
Area Plan Grant Award
Terms and Conditions Declaration
M.
N.
o.
P.
or Contractor from contract-supported activities. Program lncome is:
1. Voluntary contributions received from a participant or responsible
party for services received.
2. lncome 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.
'PSA 14" means the State Planning and Service Area comprised of
Fresno and Madera Counties.
"Reimbursable item" also means "allowable cost" and "compensable
item."
"State" and "Department" means the State of California and the
California Department of Aging (CDA) interchangeably.
"Subcontract" means any form of legal agreement between the
Contractor and the Subcontractor, including an agreement that the
Contractor considers a contract, including vendor type Agreements that
provide for the provision of goods or services under this Agreement.
"subcontractor" means the legal entity that receives funds from the
Contractor to carry out part of a federal award identified in this
Agreement.
'USC'means United States Code.
"W&l' means California Welfare and lnstitutions Code.
As used throughout this Agreement, the term "shall" is mandatory; the
term "may" is permissive.
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 (OAA as
amended).
2. Other applicable federal statutes and their implementing
FY 2015-2016
regulations.
3. Older Californians Act.
4. Title 22 CCR 57000 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 documents incorporated herein by reference, including
the federal Health and Human Services (HHS) terms and
conditions found in Part ll of the HHS Grant Policy Statement
(http://wurr,v.hhs.gov/asfr/ogapa/aboutog/hhsgps 1 07. pdf).
7. Program memos and other guidance issued by the California
Department of Aging.
ARTICLE II. AGREEMENT
A. All elements of this Agreement, as defined in Article l, Section B, and as
approved by the Agency on Aging in making this award, are hereby
incorporated by reference, as if fully set forth herein.
B. Time is of the essence in this Agreement. All contracts must be signed
and returned to the Fresno-Madera Area Agency on Aging within forty-
five (45) days of the date on the contract cover letter. lf 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 Fresno-
Madera Area Agency on Aging Governing Board. The Agency on Aging
will send a Notice of Termination of Negotiations to the non-responsive
Service Provider on the 46th day from the date of the contract cover
letter by certified mail. A copy of the Fresno-Madera Area Agency on
Aging Appeal Procedure will be sent with the letter.
C. A copy of this Agreement is on file and available for inspection at the
Fresno-Madera Agency on Aging, 3837 North Clark Street, Fresno, CA
93726.
ARTICLE III. TERM OF AGREEMENT
A. This Agreement is of no force or effect until signed by both parties
hereto and approved by the Agency on Aging. The Contractor may not
commence performance until such approval has been obtained, or until
a signed Letter of Authority has been provided by the Agency on Aging.
B. The term of this Agreement is from July 1 ,2015, through June 30, 2016,
Area Plan Grant Award
Terms and Conditions Declaration
FY 2015-2016
at which time the Agreement expires, subject however, to earlier
termination or cancellation as herein provided. Contract awards are
limited to a one-year period; however, at the discretion of the Agency on
Aging, contracts may be renegotiated up to a maximum of three
additional one-year periods subject to annual renegotiation and
availability of federal, State, and localfunding.
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 Agency on Aging, that work may be
considered as having been performed at-risk as a mere volunteer and
may not be reimbursed or compensated.
ARTICLE IV. REASONABLENESS OF COMPENSATION
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.
ARTICLE V. ASSURANCES
A. Aqreement Authorization
1. lf a public entity, the Contractor shall submit to the Agency on
Aging a copy of the resolution, order, or motion referencing this
Agreement number authorizing execution of this Agreement. lf a
private entity, the Contractor shall submit to the Agency on Aging
an authorization by the Governing Board of the Contractor to
execute this Agreement, referencing this Agreement number.
These documents, including minute orders, must also identify the
action taken.
2. 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.
B. Administration
1. The Contractor shall be a public entity, private nonprofit entity, or
Joint Powers Authority (JPA). lf a private nonprofit corporation or
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.
Area Plan Grant Award
Terms and Conditions Declaration
FY 2015-2016
a. Any grant awards to for-profit entities are subject to review
and approval by the California Department of Aging prior to
issuance of a contract by the Agency on Aging to the
Contractor . 122 CCR 573621
2. The Contractor shall ensure that any subcontractors providing
services under this Agreement shall be of sound financial status.
Any subcontracting private entity 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 contracting entity shall
result in suspension or termination of this Agreement with the
Agency on Aging until satisfactory status is restored. Failure to
maintain good standing by a subcontracting entity shall result in
suspension or termination of the subcontract by the Contractor
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 Agency on
Aging in the form of a formal written amendment.
5. Ïhe 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 Agency on Aging.
6. ln 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 affected.
C. Debarment. Suspension. and Other Responsibilitv Matters
1. The Contractor certifies to the best of its knowledge and belief,
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.
[45 CFR Se2.35]
b. Have not, within a three-year period preceding this
Agreement, been convicted of, or had a civiljudgment
rendered against them for commission of fraud or a
criminal offense in connection with obtaining, attempting to
obtain, or performing a public (federal, State, or local)
Area Plan Grant Award
Terms and Conditions Declaration
FY 2015-2016
D.
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 othenruise criminally or
civilly charged by a governmental entity (federal, State, or
local) with commission of any of the offenses enumerated
in paragraph (1) (b) above.
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.
2. ïhe Contractor shall report immediately to the Agency on Aging,
in writing, any incidents of alleged fraud andlor abuse by either
the Contractor or subcontractors. The Contractor shall maintain
any records, documents, or other evidence of fraud and abuse
until otheruvise notified by the Agency on Aging.
3. The Contractor agrees to timely execute any and all amendments
to this Agreement or certificates, other required documentation
relati ng to the Subcontractor's debarment/suspension status.
4. The Contractor shall notify the Agency on Aging immediately of
any intention to díscontinue existence of the entity or to bring an
action for dissolution.
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.
Provision of Services. Staffinq, and Standards of WorkE.
Area Plan Grant Award
Terms and Conditions Declaration
FY 2015-2016
F.
G.
1. The Contractor shall ensure the provision of services under this
Agreement, as specified by the attached exhibits, which are
hereby incorporated by reference. lnadequate performance or
failure to make progress so as to endanger performance of this
Agreement may result in imposition of sanctions as described in
Appendix F, Sanction Policy, or termination of the Agreement as
described in Article XVll, Termination.
2. The Contractor shall make every effort to meet the goals and
objectives stipulated in this Agreement. Performance shall not be
unilaterally reduced or othen¡vise changed without prior
consultation with, and written approval of, the Agency on Aging.
A service unit reduction that impacts the Agency's ability to
provide service levels defined in its Area Plan or Area plan
Update service unit objectives requires:
a. Written approval from the California Department of Aging
to the Agency on Aging if such reduction is greater than 10
(ten) percent.
b. An Amendment to the Agency on Aging's Area plan if such
reduction is greater than 20 (twenty) percent, including a
public hearing; approval by the Agency's Governing Board
and Advisory Council chairpersons and the Agency's
Executive Director; and approval by the California
Department of Aging. [22 CCR 97306(a)]
3. The contractor agrees that the performance of work and services
pursuant to the requirements of this Agreement shall conform to
accepted professional standards.
4. The Contractor shall maintain adequate staff to meet the
Contractor's obligations under this Agreement.
5. The Contractor shall make staff available to the Agency on Aging
for training and meetings, which the Agency on Aging may find
necessary from time to time.
Pavroll Taxes and Deductions
The Contractor shall promptly forward payroll taxes, insurances, and
contributions, including State Disability lnsurance, Unemployment
lnsurance, old Age survivors Disability lnsurance, and federal and state
income taxes withheld, to designated governmental agencies as
required by law.
Nondiscrímination
Area PIan Grant Award
Terms and Conditions Declaration
FY 2015-2016
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 are hereby
incorporated by reference. ln addition, Contractor shall comply with the
following:
1. Equal Access to Federally-Funded Benefits, Programs, and
Activities (Title Vl of the Civil Rights Act of 1964)
Contractor shall ensure compliance with Title Vl of the Civil
Rights Act of 1964 (42 USC S2000d; 45 CFR S80), which
prohibits recipients of federal financial assistance from
discriminating against persons based on race, color, religion, or
national origin.
2. EqualAccess to State-Funded Benefits, Programs, and Activities
Contractor shall, unless exempted, ensure compliance with the
requirements of Government Code 51 1 135-1 1 139.5, and 22 CCR
598000 et seq., 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 598323,
Chapter 182, Stats. 20061
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
guidelines issued pursuant to the ADA. [42 USC 512101 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 512990 (a-f) et seq.) and the
applicable regulations promulgated thereunder (2 CCR $7285 et
seq.). The applicable regulations of the Fair Employment and
Housing Commission implementing Government Code S12990
(a-f), set forth in Chapter 5 of Division 4 of Title 2 of the Californía
Area Plan Grant Award
Terms and Conditions Declaration
10 FY 2015-2016
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. Adhere to 48 CFR 3.908, implementing Section 828, entitled
"Pilot Program for Enhancement of Contractor Whistleblower
Protections," of the National Defense Authorization Act (NDAA)
for Fiscal Year 2013 (Public Law 1 12-239 enacted January 2,
2013), applies to this Agreement.
6. Recognize any same-sex marriage legally entered into in a
United States (U.S.) jurisdiction that recognizes their marriage,
including one of the 50 states, the District of Columbia, or a U.S.
territory, or in a foreign country so long as that marriage would
also be recognized by a U.S. jurisdiction. This applies regardless
of whether or not the couple resides in a jurisdiction that
recognizes same-sex marriage. However, this does not apply to
registered domestic partnerships, civil unions or similar formal
relationships recognized under the law of the jurisdiction of
celebration as something other than a marriage. Accordingly,
recipients must review and revise, as needed, any policies and
procedures which interpret or apply federal statutory or regulatory
references to such terms as "marriage," "spouse," family,"
"household member" or similar references to familial relationships
to reflect inclusion of same-sex spouse and marriages. Any
similar familial terminology references in the U.S. Department of
Health and Human Services'(HHS) statutes, regulations, or
policy transmittals will be interpreted to include same-sex
spouses and marriages legally entered into as described herein.
(1 USC 7 $3 of the Defense of Marriage Act)
7. The Contractor shall not require proof of age or citizenship as a
condition of receiving services.
8. Contractor agrees to include these requirements in all contracts it
enters into with subcontractors to provide services pursuant to
this Agreement.
9. The Contractor shall require language in all subcontracts to
require all subcontractors to comply with all applicable State and
federal laws.
H. lnformation lnteqritv and Securitv
Area Plan Grant Award
Terms and Conditions Declaration
11 FY 2015-2016
1. lnformation Assets
The Contractor shall have in place operational policies,
procedures, and practices to protect Agency on Aging information
assets (i.e., public, confidential, sensitive and/or personal
information) as specified in the State Administrative Manual,
Sections 5300-5365.3; GC $11109.9; Department of General
Services Management Memo 06-12; Department of Finance
Budget Letter 06-34; and CDA Program Memorandum 07-18,
Protection of lnformation Assets.
lnformation assets include, but are not limited to:
a. lnformation collected and/or accessed in the administration
of Agency on Aging programs and services.
b. lnformation 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, notebook computers, and backup
media) and/or portable electronic storage media (including, but
not limited to, discs, thumb/flash drives, portable hard drives, and
backup media).
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 Agency on
Aging policies. The requirement to protect information shall
remain in force until superseded by laws, regulations, and
State and Agency on Aging 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. "ldentifying information" shall include, but not be limited to:
Name; identifying number; social security number; State
Area Plan Grant Award
Terms and Conditions Declaration
12 FY 2015-2016
driver's license or State identification number; financial
account numbers; and 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. The Contractor is
authorized to disclose and access identifying information
for this purpose as required by the Older Americans Act.
e. The Contractor shall not, except as othen¡¿ise specifically
authorized by law or required by this Agreement or court
order, disclose any identifying information obtained under
the terms of this Agreement to anyone other than the
Agency on Aging without prior written authorization from
the Agency on Aging. 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 i nformation. Contractor em ployees,
subcontractors, and volunteers must complete the required
lnformation Security Awareness Training module available
on the CDA Web site under Providers and Partners,
lnformation Security Awareness Training, at the following
URL:
http ://wwl,v.aging.ca.gov/ProgramsProviders/#Resources
Training must be completed within thirty (30) days of the
start date of any new employee, subcontractor, or
volunteer. lf lnternet access is not available, a hard copy of
the training module is available from the Agency on Aging
and may be provided to employees, subcontractors, and/or
Area Plan Grant Award
Terms and Conditions Declaration
13 FY 2015-2016
volunteers for their completion. The Contractor must
maintain certificates of completion on file and provide them
to the Agency on Aging 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 lnformation Security
Awareness Training program with its own information
security training provided such training meets or exceeds
CDA's training requirement. Contractors shall maintain
documentation of training and education provided to their
staff, volunteers, and/or subcontractors.
c. All employees and volunteers who handle personal,
sensitive, or confidential information relating to the CDA's
and the Agency on Aging's programs must participate in
lnformation Security Awareness Training.
5. Health lnsurance Portability and Accountability Act (HIPAA)
The Contractor agrees to comply with the privacy and security
requirements of the Health lnsurance 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. ContractorA/endor Confidentiality Statement
The Contractor shall sign and return to the Agency on Aging the
ContractorNendor Confidentiality Statement (Appendix C of this
agreement), which is hereby incorporated by reference, and shall
comply with all statutes and laws contaíned in the statement. This
is to ensure that the Contractor is aware of, and agrees to comply
with, their obligations to protect CDA and Agency on Aging
information assets from unauthorized access and disclosure.
7. Security lncident Reporting
A security incident occurs when CDA and/or Agency on Aging
information assets are accessed, modified, destroyed, or
disclosed without proper authorization, or are lost or stolen. The
Area Plan Grant Award
Terms and Conditions Declaration
14 FY 2015-2016
8.
Contractor must report all security incidents to the Agency on
Aging immediately upon detection. A Security lncident Report
form (CDA 1025) must be submitted to the CDA lnformation
Security Officer, via the Agency on Aging, within five (5) business
days of the date the incident was detected.
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.
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.
Software Maintenance
The Contractor shall apply security patches and upgrades and
keep anti-virus software up-to-date on all systems on which State
andlor Agency on Aging data may be used.
Electronic Backups
ïhe Contractor shall ensure that all electronic information is
protected by performing regular backup of automated files and
databases, and ensure the availability of information assets for
continued business. The Contractor shall ensure that any
portable electronic media used for backups is encrypted.
Provisions of lnformation lntegrity and Security
The provisions contained in Article V, Section H, lnformation
lntegríty and Security, shall be included in all contracts of both the
Contractor and its subcontractors that relate to this Agreement.
Copvriqhts
1. lf any material funded by this Agreement is subject to copyright,
the State reserves the right to copyright such material and the
9.
10.
11.
Area Plan Grant Award
Terms and Conditions Declaration
15 FY 2015-2016
Contractor agrees not to copyright such material, except as set
forth in Section J of this Article.
2. The Contractor may request permission to copyright material by
writing to the Executive Director of the Agency on Aging. 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. lf 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 in violation of copyright laws.
J. Riqhts in Data
1. The Contractor shall not publish or transfer any materials, as
defined in paragraph 2 below, produced or resulting from
activities supported by this Agreement without the express written
consent of the Executive Director of the Agency on Aging. 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 Agency on
Aging. The Agency on Aging may request a copy of the material
for review prior to approval of the request. This subsection is not
intended to prohibit the Contractor 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.
Area Plan Grant Award
Terms and Conditions Declaration
16 FY 2015-2016
K.
3. Subject only to the provisions of Article V, paragraph H,
lnformation lntegrity and Security, and Article V, paragraph l,
Copyrights, of this Agreement, the State and the Agency on
Aging 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 Agency on Aging
and/or the California Department of Aging and that the publication
may not be based upon or inclusive of all raw data."
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. ln addition,
Contractor shall comply with the following:
1. Contracts in Excess of $100,000
lf funding províded 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.142 USC 57401I
b. Clean Water Act, as amended. [33 USC 51251]
c. Federal Water Pollution Control Act, as amended.
[33 USC 51251 et seq.]
d. EnvironmentalProtectionAgencyRegulations.
[40 CFR 929] [Executive Order 11738]
e. Public Contract Code S10295.3.
Lobbvi nq Certifi cation
The Contractor, by signing this Agreement, hereby certifies to the best of
his or her knowledge and belief, that:
L.
Area Plan Grant Award
Terms and Conditions Declaration
17 FY 2015-2016
1. No federally 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
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. lf any funds other than federally 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 Contractor
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 at all
tiers (including contracts under grants, loans, and cooperative
agreements 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 51352. 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.
M. Conflict of lnterest
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. ln the event that the
Agency on Aging determines that a conflict of interest exists, any
increase in costs associated with the conflict of interest may be
disallowed by the Agency on Aging, and such conflict may
constitute grounds for termination of the Agreement.
Area Plan Grant Award
Terms and Conditions Declaration
18 FY 2015-2016
N.
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.
Covenant Aqainst Continoent 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 Agency on Aging shall
have the right to terminate this Agreement without liability or at its
discretion to deduct from the Agreement price or consideration, or
othennrise recover, the full amount of such commission,
percentage, brokerage, or contingency fee.
Facilitv Construction or Reoair
1. Title lll:
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 5874,
40 USc $276c1 [29 cFR $3];
ii) Davis-Bacon Act [40 USC $276a to 276a-71
[2e cFR $5];
iii) Contract Work Hours and Safety Standards Act
[40 usc s327-333] [29 CFR 55, 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 [a1 CFR $60].
o.
Area Plan Grant Award
Terms and Conditions Declaration
19 FY 2015-2016
P-
o.
b. Payments are not permitted for construction, renovation,
alteration, improvement, or repair of privately owned
property which would enhance the owner's value of such
property except where permitted by law and by the Agency
on Aging.
c. When funding is provided for construction and non-
construction activities, the Contractor must obtain prior
written approval from the Agency on Aging before making
any fund or budget transfers between construction and
non-construction.
lf 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 lnstitutions Code 51 1200 in accordance with Public
Contract Code 10353.
Grievance Process
1. The Contractor must establish a written grievance process for
reviewing and attempting to resolve complaints of older
individuals receiving services funded by this Agreement. 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 Fresno-Madera Area Agency on Aging 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 released to the responding party 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.
Area Plan Grant Award
Terms and Conditions Declaration
20 FY 2015-2016
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. lf 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.
R. 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 disasters, such as earthquakes or floods, and make such
plan available to the Agency on Aging 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 Agency on
Aging with the Contractor's operational status.
4. The Contractor shall complete Exhibit F, Service Provider
Emergency Resource lnformation, included with this agreement,
and advise the Agency on Aging whenever a change to this
Area Plan Grant Award
Terms and Conditions Declaration
21 FY 2015-2016
information occurs.
S. Communitv Focal Points
The Vendor acknowledges that the Agency on Aging has designated
locations as Community Focal Points, as required by Title 22 CCR
Article 3 $7302(a)(14), 45 CFR 51321 .53(c), and OAA 2006 $306(a),
which are attached as Appendix J, Community Focal Points List.
ARTICLE VI. FUNDS
A. Expenditure of Funds
1. 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
45 CFR 592.36.
3. The Contractor agrees not to use Agreement funds to pay the
salary or. "*p"nrà" of any individuafwho is engaging in activities
designed to influence legislation or appropriations pending before
the Congress.
4. Travel Reimbursement
a. 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 the California Department of Human
Resources (CalHR) rules and regulations.
ln State:
Mileage:
http ://wunv. ca I h r. ca. g ov/em p loyees/Pa g es/tra vel -
personal-veh icle. aspx
Per Diem (meals and incidentals):
h ttp ://unnnv. ca l h r. ca. g ov/e m p l oyees/ P a g es/tra ve l -
meals.aspx
Lodging:
http ://www. cal hr.ca. gov/employees/Pages/travel-
lod ging-reimbursement.aspx
Area Plan Grant Award
Terms and Conditions Declaration
22 FY 2015-2016
Out of State:
o http://www.calhr.ca.gov/employees/Pages/travel-
out-of-state.aspx
b. 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 CaIHR
rates and any rates the Contractor is obligated to pay
under other contractual agreements. No travel outside the
State of Californía shall be reimbursed unless prior written
authorization is obtained from the Agency on Aging and
the State. [2 CCR 5599.615 et seq.]
5. The Agency on Aging reseryes the right to refuse payment to the
Contractor or later disallow costs for any expenditure, as
determined by the Agency on Aging 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.
6. Ïhe Contractor agrees to acknowledge the receipt of all funding
support from the Agency on Aging 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 Agency on Aging.
7. A copy of all published documents indicated in paragraph six (6)
above, will be forwarded to the Agency on Aging for file.
B. Accountabilitv for Funds
1. The Contractor shall maintain accounting records for funds
received under the terms and conditions of this Agreement.
Ïhese 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 Uniform
Administrative Requirements, Cost Principles, and Audit
Requirements for FederalAwards. [2 CFR 5200]
2. The Contractor shall ensure that funding for services as outlined
herein are managed and prorated monthly to ensure that
Area Plan Grant Award
Terms and Conditions Declaration
23 FY 2015-2016
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 lll (excluding Title lll E) and Title Vll services.
4. Financial Manaqement Svstems
The Contractor shall meet the following standards for its financial
management systems, as stipulated in 45 CFR S92.20
(governmental) or 45 CFR 574.21(non-profits) as well as those
stipulated in 2 CFR 5200.302, Financial management:
a. Financial Reporting;
b. Accounting Records;
c. Complete Disclosure;
d. Source Documentation;
e. lnternal Control;
f . Budgetary Control;
g. Cash Management (written procedures); and
h. Allowable Costs (written procedures).
C. Unexpended Funds
1. No later than March 31 of the Agreement year, the Contractor
shall report to the Agency on Aging if any Older Americans Act
funds will remain unexpended at the ending date of this
Agreement.
2. The Agency on Aging 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 Agency on Aging
shall be reasonable in its request for funds and the Contractor
shall not unreasonably withhold permission for release of funds.
3. The Agency on Aging retains all rights to reallocate released
funds into other programs, projects, or activities.
Area Plan Grant Award
Terms and Conditions Declaration
24 FY 2015-2016
D.
4. Upon termination, cancellation, or expiration of this Agreement, or
dissolution of the entity, the Contractor shall return to the Agency
on Aging 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.
Prooram lncome
1. All Program lncome received by the Contractor shall be included
on the monthly report, and expenditures supported by Program
lncome shall be stated in the appropriate column. Program
lncome shall be tracked on a "first in-first out" method. Unspent
Program lncome shall not exceed the equivalent of thirty (30)
days average Program lncome.
2. Program lncome must be reported and expended under the same
terms and conditions as the program funds from which it is
generated.
3. Program lncome 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 lll B, lll C, lll D, lll E, Vll Ombudsman, and Vll Elder
Abuse Prevention programs, Program lncome 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 lll B, lll C, lll D, lll E, Vll Ombudsman, and Vll Elder
Abuse Prevention programs, if Program lncome is earned in
excess of the amount reported in the Area Plan Budget, 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. lf Program lncome is deferred for use, it must be used by the last
day of the federal fiscal year and reported when used.
7. Program lncome may not be used to meet the matching
requirements of this Agreement.
8. Program lncome must be used to expand services.
Matchi nq ContributionsE.
Area Plan Grant Award
Terms and Conditions Declaration
25 FY 2015-2016
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 lll B Supportive Services, Title lll B (Ombudsman),
Title lll C1 Congregate Nutrition, Title lll C2 Home-
Delivered Nutrition, and Title lll D Health Promotion: Ten
(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 Ill E Family Caregiver Support Program:
Approximately ninety (90) percent of the sum of the grant
award.
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 cost
principles.
F. Availabilitv of Funds
1. lt 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 Agency on Aging and/or
by the United States Government or the Budget Acts of the
appropriate fiscal years for purposes of these programs. ln
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
Terms and Conditions Declaration
26 FY 2015-2016
3. lt is mutually agreed that if funding for any Agency on Aging fiscal
year is reduced or deleted by the State, Legislature, or Congress
for the purposes of this program, the Agency on Aging shall have
the option to either:
a. Terminate the Contract pursuant to Section 4.1 of
Article XVll, Termination, of this Agreement; or
b. Offer a contract amendment to the Contractor to reflect the
reduced funding for this contract.
4. The Agency on Aging 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 Agency on Aging reseryes the right to increase and/or
decrease funds available under thís Agreement to reflect any
restrictions, limitations, or conditions as directed by the Director.
6. lf as a result of advanced funds, the project earns interest on
funds awarded by the Agency on Aging, that interest shall be
identified as income to the program and used for program
expenditures, with full documentation on file for all programs.
ARTICLE VII. BUDGET AND BUDGET REVISION
A. The Contractor shall be reimbursed for expenses only as itemized in the
approved budget with the exception of line item budget transfers as
noted in Section C.1-C.3 of this Article and shall not be entitled to
reimbursement for these expenses until this Agreement is approved and
executed by the Agency on Aging. The approved Contractor's budget is
hereby incorporated by reference into this Agreement as a part of
Exhibit B.
1. The maximum reimbursement amount allowable for índirect costs
is 10 percent (10%) of the Contractor's direct costs, excluding in-
kind contributions and nonexpendable equipment.
2. Contractors requesting reimbursement for indirect costs shall
obtaín 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.
3. lndirect costs exceeding the 10 percent (10%) maximum may be
budgeted as in-kind and used to meet the minimum matching
requirements.
Area Plan Grant Award
Terms and Conditions Declaration
27 FY 2015-2016
4. For major lnstitutes of Higher Education and major nonprofit
organizations (nonprofit organizations receiving more than $10
million dollars in Federal funding), indirect costs must be
classified within two broad categories: "Facilities" and
"Administration." "Facilities" is defined as depreciation on
buildings, equipment and capital improvement, interest on debt
associated with certain buildings, equipment and capital
improvements, and operations and maintenance expenses.
"Administration" is defined as general administration and general
expenses such as the director's office, accounting, personnel and
all other types of expenditures not listed specifically under one of
the subcategories of "Facilities" (including cross allocations from
other pools, where applicable). [2 CFR 5200.414]
B. The Contractor shall comply with those provisions and restrictions
regarding revisions to the approved budget.
C. The Contractor may transfer Agreement funds between line items under
the following terms and conditions:
1. The Contractor shall obtain prior approval from the Agency on
Aging for any line item transfer of funds which exceeds 10
percent (10%) or more of the total budget for each funding
source, and submit a revised budget to the Agency on Aging.
2. The Contractor shall maintain a written record of all budget
changes and clearly document item changes. The record shall
include the date of the transfer, the amount, and the purpose.
This record shall be available to the Agency on Aging upon
request and shall be maintained in the same manner as all other
financial records.
D. The final date to submit a budget revision to the Agency on Aging for
this Agreement is March 15,2016.
ARTICLE VI¡I. 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
othenvise expressly so provided.
B. Unless otheruvise specified by the Agency on Aging, the Contractor shall
prepare and submit accurate and timely reports as specified in
Appendix E, Required Reporfs and Due Dafes.
Area Plan Grant Award
Terms and Conditions Declaration
2B FY 2015-2016
C. The Agency on Aging shall review the Contractor's report to ensure
compliance with the approved Agreement budget.
D. Depending upon funding availability, the Agency on Aging shall make
monthly reimbursement payments to the Contract as specified in
Appendix E, Required Reports and Due Dafes, of the Agreement. The
Agency on Aging shall pay the Contractor a total not to exceed the
amount shown on page one (1) of this Agreement.
E. The Agency on Aging 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 Agency on Aging determines that the
financial management standards are met.
F. The Agency on Aging may withhold payment if the Agency on Aging
determines that the Agreement with the Contractor is at-risk, as
described in AppendixF, Sanction Policy.
G. The Agency on Aging 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 XVll, Termination.
H. Federal funds will be reduced proportionately to maintain the required
matching ratios if a Contractor fails to report sufficient match.
ARTICLE IX. SUBCONTRACTS
A. fhe Contractor must obtain approval from the Agency on Aging prior to
awarding any subcontracts for services contracted in this Agreement.
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 Agency on Aging.
C. Funds for this Agreement shall not be obligated in any subcontracts for
service beyond the ending date of this Agreement.
D. The Contractor shall have no authority to contract for, or on behalf of,
the State of California or the Agency on Aging, or to incur obligations on
behalf of the State of California or the Agency on Aging.
E. Copies of subcontracts, Memorandums and/or Letters of Understanding
shall be on file with the Contractor, shall be submitted to the Agency on
Area Plan Grant Award
Terms and Conditions Declaration
29 FY 2015-2016
Aging and shall be made available for review at the request of the
Agency on Aging.
F. Once a subcontractor is approved by Agency on Aging, the following
conditions apply:
1. The Contractor shall monitor the insurance requirements of its
subcontractors in accordance with Article XV, Insurance, of this
Agreement.
2. The Contractor shall require language in all subcontracts to
require all subcontractors to indemnify, defend, and save
harmless the Agency on Aging, 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 require the subcontractor to comply with all
the terms and conditions set forth in this Agreement, including,
but not limited to, the responsibility to preserving the State's and
the Agency on Aging's copyrights and rights in data in
accordance with Sections I and J of Article V, Assurances, of this
Agreement; for handling property in accordance with Article Xl,
Property, of this Agreement; and ensuring the keeping of, access
to, availability of, and retention of records of subcontractors in
accordance with Article X, Records and Reports, of this
Agreement.
4. The Contractor shall ensure that the subcontractor will complete
all reporting and expenditure documents requested by the
Agency on Aging. These reporting and expenditure documents
shall be sent to the Contractor in a timely manner and at intervals
as determined by the Agency on Aging.
5. The Contractor shall require all subcontractors to maintain
adequate staff to meet the subcontractor's agreement with the
Contractor. This staff shall be available to the Agency on Aging
for training and meeting, which the Agency on Aging may find
necessary from time to time.
Area Plan Grant Award
Terms and Conditions Declaration
30 FY 2015-2016
6. lf 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.
ARTICLE X. RECORDS AND REPORTS
A. Records
The Contractor shall maintain complete records which shall
include, but not be limited to, accounting records, contracts,
agreements, a reconciliation of the Financial Closeout Reporf to
the audited financial statements, and a summary worksheet
identifying the results of performing audit resolution of its
subcontractors in accordance with Article XlY, Audits, of this
Agreement. This includes the following: Letters of agreement,
insurance documentation, Memorandums and/or Letters of
Understanding, patient or client records, and electronic files of its
activities and expenditures hereunder in a form satisfactory to the
Agency on Aging. All records pertaining this Agreement must be
made available for inspection and audit by the Agency on Aging
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. Until an audit has occurred and an audit resolution has
been issued or unless othenruise authorized in writing by
the Agency on Aging or the California Department of
Aging's Audit Branch;
b. For such longer period, if any, as is required by applicable
statute, by any other clause of this Agreement, or by
Sections 3 and 4 of this Article; and
c. For such longer period as the Agency on Aging or the
State deems necessary.
lf 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 Sections A.2.a through A.2.c
of this Article. The Contractor shall ensure that any resource
directories and all client records remain the property of the
Agency on Aging upon termination of this Agreement, and are
returned to the Agency on Aging or transferred to another
Contractor as instructed by the Agency on Aging.
Area Plan Grant Award
Terms and Gonditions Declaration
1.
2.
3.
31 FY 2015-2016
B.
4. ln 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 Agency on Aging and the State and so
stated in writing to the Contractor.
5. Adequate source documentation of each transaction shall be
maintained relative to the allowability of expenditures reimbursed
by the Agency on Aging under this Agreement. lf the allowability
of expenditures cannot be determined because records or
documentation of the Contractor are nonexistent or inadequate
according to guidelines set forth in 2 CFR $200.302, the
expenditures will be questioned in the audit and may be
disallowed by the Agency on Aging or the State during the audit
resolution process.
6. After the authorized period has expired, confidential records shall
be destroyed by shredding and disposed of in a manner that will
maintain confidentiality.
Reports
1. The Contractor shall submit all appropriate financial and
performance reports as designated in Appendix E, Required
Reporfs and Due Dafes. Reports shall be submitted on forms in a
format approved by the Agency on Aging.
2. The Contractor shall assure that all financial and program data
submitted to the Agency on Aging are timely, complete, accurate,
and verifiable.
3. Program reports are due to the Agency on Aging as indicated in
Appendix E, Required Reporfs and Due Daúes.
4. Monthly fiscal reports are due to the Agency on Aging by the
fifteenth (15th) day of the month following the reporting period.
5. The Financial Closeout Report for this Agreement shall be
submitted to the Agency on Aging by July 15,2016. lf Agreement
is terminated or cancelled prior to June 30,2016, the Financial
Closeout Report shall be submitted to the Agency on Aging within
fifteen (15) days of termination or cancellation of the Agreement.
6. lf supporting documentation is required as stated in Article XlV,
Audits, all such documentation must accompany the monthly
report.
Area Plan Grant Award
Terms and Conditions Declaration
32 FY 2015-2016
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.
ARTICLE XI. PROPERTY
A. Unless otherwise provided for in this Article, property refers to all assets
used in operation of this Agreement. Property includes land, buildings,
improvements, machinery, vehicles, furniture, tools, intangibles, etc.
Property does not include consumable office supplies such as paper,
pencils, toner cartridges, file folders, etc.
B. Property meeting all of the following criteria is subject to the reporting
requirements:
1. Has a normal useful life of at least one (1) year.
2. Has a unit acquisition cost of at least $500 including any
appropriate sales tax, shipping, and installation costs, etc. (a
desktop or laptop setup, including all peripherals is considered a
unit, if purchased as a unit).
3. ls used to conduct business under this Agreement"
C. Additions, improvements, and betterments to assets meeting all of the
conditions in Section B of this Article must also be reported. Additions
typically involve physical extensions of existing units. lmprovements and
betterments typically do not increase the physical size of the asset.
lnstead, improvements and betterments enhance the condition of an
asset (e.9., extend life, increase service capacity, and lower operating
costs). Examples of assets that might be improved and bettered include
roads, bridges, curbs and gutters, tunnels, parking lots, streets and
sidewalks, drainage, and lighting systems.
D. lntangibles are property which lack physical substance but give valuable
rights to the owner. Examples of intangible property include patents,
copyrights, leases, and computer software. By contrast, hardware
consists of tangible equipment (e.9., computer printer, terminal, etc.).
Costs include all amounts incurred to acquire and to ready the intangible
asset for its intended use. Typical intangible property costs include the
purchase price, legal fees, and other costs incurred to obtain title to the
asset.
E. The Contractor shall report property acquired with funds provided under
this Agreement to the Agency on Aging:
Area Plan Grant Award
Terms and Conditions Declaration
33 FY 2015-2016
1. Title lll B, Title lll C, and Title Vll (b): On the Monthly Report of
Expenditures and Donations Revenue for the month in which the
property was acquired.
2. Title lll E: On the Title lll E Monthly Report of Expenditures (for
the Family Caregiver Support Program) for the month in which
the property was acquired.
3. Long-Term Care Ombudsman Program: On the Budget
Summary/Monthly Expenditure Report and Request for Funds,
Special Deposit Fund (SDF) & Skilled Nursing Facility Quality &
Accountability Fund (SNFOAF) (CDA-OM8-300) for the month in
which the property was acquired.
The Contractor shall attach receipts for the property and a list of the
following information for each item of property acquired: Date acquired;
complete description; model number; serial number (if applicable); cost
or other basis of valuation; and specific location of the property.
F. The Contractor shall maintain a cumulative inventory, including all
information required by paragraph E of this Article, of all property
furnished or purchased by the Contractor with funds awarded under the
terms of this Agreement or any predecessor agreement for the same
purpose.
G. The Contractor shall affix the Asset Tag provided by the Agency on
Aging to tangible property upon receipt of the asset tag from the agency,
and enter the asset tag number on the cumulative inventory records
maintained by the Contractor for this Agreement.
H. The Contractor shall conduct an annual physical inventory of all property
furnished or purchased by the Contractor with funds awarded under the
terms of this Agreement or any predecessor agreement for the same
purpose, and corresponding reconciliation must be kept on file and
available for review by the Agency on Aging.
l. Prior to disposal of any property purchased by the Contractor with funds
from this Agreement or any predecessor Agreement, the Contractor
must obtain approval from the Agency on Aging. Disposition, which
includes sale, trade-in, discarding, or transfer to another agency may not
occur until approval is received from the Agency on Aging. The
Contractor shall submil a Requesf fo Dispo se of Property (CDA 248) to
the Agency on Aging, and the Agency on Aging will then instruct the
Contractor on disposition of the property. Once approval of the disposal
has been received from the Agency on Aging, the item(s) shall be
removed from the Contractor's inventory report.
Area Plan Grant Award
Terms and Conditions Declaration
34 FY 2015-2016
J. The Contractor must remove all confidential, sensitive, or personal
information from Agency on Aging property prior to disposal, including
removal or destruction of data on computing devices with digital memory
and storage capacity, and certify this action on the Reguesú fo Dispose
of Property (CDA 248). This includes, but is not limited to, magnetic
tapes, flash drives, personal computers, personal digital assistants, cell
or smart phones, multi-function printers, and laptops.
K. The Contractor shall immediately investigate and within five (5) days
fully document the loss, destruction, or theft of such property or
equipment to the Agency on Aging via a written report. ln addition, the
Contractor shall complete a Reguesf úo Dispose of Property (CDA 248)
and provide it to the Agency on Aging.
L. The State reseryes title to all property purchased or financed with funds
provided through the Agency on Aging that is not fully consumed in the
performance of this Agreement, unless othen¡yise required by federal law
or regulations.
M. The Contractor shall exercise due care in the use, maintenance,
protection, and preservation of such property during the period of the
project, and shall assume responsibility for replacement or repair of such
personal property during the period of the project and until the
Contractor has complied with all written instructions from the Agency on
Aging regarding the final disposition of the property.
' N. ln the event of the Contractor's dissolution, or upon termination of thís
Agreement, the Contractor shall provide a final property inventory to the
Agency on Aging. The Agency on Aging reserves the right to require the
Contractor to transfer such property to another entity, or to the Agency
on Aging.
O. The Contractor shall use the property for the purpose for which it was
intended under this Agreement.
P. The Contractor shall not use equipment or supplies acquired under this
Agreement with federal and/or State monies for personal gain or to
usurp the competitive advantage of a privately-owned business entity.
O. lf purchase of equipment is a reimbursable item, the equipment to be
purchased will be specified in the budget.
R. The Contractor shall include the provisions contained in this Article in all
its subcontracts awarded under this Agreement.
ARTICLE XII. ACCESS
Area Plan Grant Award
Terms and Conditions Declaration
35 FY 2015-2016
A. The Contractor shall provide access to the Agency on Aging, federal or
State contracting agency, Bureau of State Audits, the Comptroller
General of the United States, or any of their duly authorized federal or
State representatives to any books, documents, papers, and records of
the Contractor or subcontractor which are directly pertinent to this
specific Agreement for the purpose of an audit, examination, excerpts,
and transcriptions. The Contractor shall include this requirement in its
subcontracts.
ARTICLE XIII. MONITORING AND EVALUATION
A. Authorized Agency on Agíng, State, and federal representatives shall
have the right to monitor and evaluate the Contractor's administrative,
fiscal, and program performance pursuant to this Agreement. Said
monitoring and evaluation may include, but is not limited to,
administrative processes, fiscal, data, and procurement components.
This will include policies, procedures, procurement audits, inspection of
project premises, inspection of food preparation sites, and interviews of
project staff and participants.
B. The Contractor shalf cooperate with the Agency on Aging and the State
in the monitoring and evaluation processes, which include making any
admínistrative, fiscal, and program staff available during any scheduled
process.
ARTICLE XIV. AUDITS
A. Contractors that expend $750,000 or more in federalfunds shall arrange
for an audit to be performed as required by the Single Audit Act of 1984
(Public Law 98-502); the Single Audit Act Amendments of 1996 (Public
Law 104-156); and 2 CFR 5200.501 to 200.521 (formerly OMB Circular
A-133).
A copy shall be 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 (9) months after the end of the
audit period, whichever occurs first, or unless a longer period is agreed
to in advance by the cognizant or oversight agency.
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"
Area Plan Grant Award
Terms and Conditions Declaration
36 FY 2015-2016
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 Agency on Aging granUcontract number, and
as passed-through the California Department of Aging.
B. This Section B applies only to Title lll and Title Vll.
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,
Administration for Community Living.
93.041 Special Programs for the Aging - Title Vll, Chapter 3 -
Programs for Prevention of Elder Abuse, Neglect, and
Exploitation (Title Vll (b))
93.042 Special Programs for the Aging - Title Vll, Chapter 2 - Long
Term Care Ombudsman Services for Older lndividuals
(Title Vll (a))
93.043 Special Programs for the Aging - Title lll, Part D - Health
Promotion Services (Title lll D)
93.044 Special Programs for the Aging - Title lll, Part B - Grants for
Supportive Services and Senior Centers (Title lll B)
93.045 Special Programs for the Aging - Title lll, Part C - Nutrition
Services (Title lll C)
93.052 National Family Caregiver Support Program - Title lll, Part E
(Title lll E)
93.053 Nutrition Services lncentive 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, student financial aid, and
Area Plan Grant Award
Terms and Conditions Declaration
37 FY 2015-2016
c.
Area Plan Grant Award
Terms and Conditions Declaration
D.
other clusters. "Other clusters" are defined by the consolidated CFR in
the Compliance Supplement or as designated by a state for federal
awards provided 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 subcontractors
of compliance requirements applicable to the cluster. A "cluster of
programs" shall be considered as one program for determining major
programs, as describedin2 CFR 5200.501 to 200.521 formerly OMB
Circular A-1331, whether a program-specific audit may be elected.
(Federal Office of Management and Budget, [2 CFR 5200, Subpart F,
Audit Requirementsl fformerly OMB Circular A-1331, Audits of States,
Local Governments, and Non-Profit Organizations)
The Contractor shall perform a reconciliation of the Financial Closeout
Report to the audited financial statements, single audit, and general
ledgers. The reconciliation shall be maintained and made available for
review by the Agency on Aging.
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:
Ensuring that subcontractors expending $750,000 or more in
federal awards during the subcontractor's fiscal year have met
the audit requirements of 2 CFR 5200.501 to 200.521 (formerly
OMB Circular A-133) as summarized in Section E of this Article;
lssuing a management decision on audit findings within six (6)
months after receipt of the subcontractor's single audit report and
ensuring that the subcontractor takes appropriate and timely
corrective action;
Reconciling expenditures reported to the Agency on Aging 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 did
not obtain another type of audit, the reconciliation of expenditures
reported to the Agency on Aging must be accomplished through
performing alternative procedures (e.9., risk assessment [2 CFR
$200.3311; documented review of financial statements; and
documented expense verification, including match; etc.).
1.
2.
3.
3B FY 2015-2016
4. When alternative procedures are used, the Contractor shall
perform financial management system testing which provides, in
part, for the following:
a. Accurate, current, and complete disclosure of the financial
results of each federal award or program.
b. Records that identify adequately the source and
application of funds for each federally funded activity.
c. Effective control over, and accountability for, all funds,
property, and other assets to ensure these items are used
solely for authorized purposes.
d. Comparison of expenditures with budget amounts for each
federal award.
e. Written procedures to implement the requirements of
2 CFR 5200.305.
f . Written procedures for determining the allowability of costs
in accordance with 2 CFR 5200, Subpart E-Cost
Principles.
[2 CFR 5200.3021
5. The Contractor shall document system and expense testing to
show an acceptable level of reliability, including a review of actual
source documents.
6. Determining whether the results of the reconciliations performed
necessitate adjustment of the Contractor's own records.
E. The Contractor shall ensure that íts single audit report meets 2 CFR
5200, Subpart F-Audit Requirements (formerly OMB Circular A-133):
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 (9)
months after the end of the audit period, whichever occurs first.
[2 CFR 5200.512]
2. Properly procured: Use procurement standards for auditor
selection. [2 CFR S200.509]
3. Performed in accordance with Generally Accepted Government
Auditing Standards. [2 CFR 5200.514]
Area Plan Grant Award
Terms and Conditions Declaration
39 FY 2015-2016
F.
4. All inclusive: lncludes 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; and the schedule of findings and
questioned costs. [2 CFR S200.515]
5. Performed in accordance with provisions applicable to this
program as identifiedin2 CFR 5200, Subpart F-Audit
Requirements (formerly OMB Circular A-133 Compliance
Supplement).
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 Agency on Aging shall have access to all
audit reports and supporting work papers, and the Agency on Aging has
the option to perform additional work, as needed.
A reasonably proportionate share of the costs required by, and
performed in accordance with, the Single Audit Act Amendments of
1996, as implemented by requirements of this part, are allowable.
[2 CFR 5200.425] However, the following audit costs are unallowable:
1. Any costs when audits required by the Single Audit Act and
2 CFR 5200, Subpart F-Audit ReQuirements have not been
conducted or have been conducted but not in accordance
therewith; and
a. The costs of a financial statement audit of a non-federal
entity that does not currently have a federal award may be
included in the indirect cost pool for a cost allocation plan
or indirect cost proposal.
The Contractor shall cooperate with and participate in any further audits
which may be required by the Agency on Aging.
The Contractor shall indicate which method of providing audit
compliance will be in force during this Agreement (Appendix D, Method
of Providing Audit Compliance).
G.
ARTICLE XV. INSURANCE
Area Plan Grant Award
Terms and Conditions Declaration
H.
40 FY 2015-2016
A.Príor to commencement of any work under this Agreement, the
Contractor shall provide for the term of this Agreement, the following
insurance:
1. General Liability of not less than $1,000,000 per occurrence for
bodíly injury and property damage combined (higher limits may be
required by the Agency on Aging in cases of higher than usual risks).
2. 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.
lf applicable, the Contractor and subcontractors shall comply with
the Public Utilities Commission General Order No. 1 15-F which
requires higher levels of insurance for charter party carriers of
passengers and is based on seating capacity as follows unless
othenruise amended by future regulation:
o $ 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.
3. Professional Liability of not less than $1,000,000 as it
appropriately relates to services rendered. Coverage shall include
errors and omissions.
The insurance will be obtained from an insurance company acceptable
to the State Department of General Services, Office of Risk and
lnsurance Management, or be provided through partial or total self-
insurance acceptable to the Department of General Services.
Evidence of insurance shall be in a form and content acceptable to the
State Department of General Services, Office of Risk and lnsurance
Management.
The Contractor shall notify the Agency on Aging within five (5) business
days of any cancellation, non-renewal, or material change that affects
required i nsurance coverage.
lnsurance obtained through commercial carriers shall meet the following
requirements:
1. The Certificate of lnsurance shall include the Contract Number
listed on page 1 of this Agreement and provide the statement:
"The Fresno-Madera Area Agency on Aging, its officers,
agents, employees, and servants are included as
B.
C
E.
Area Plan Grant Award
Terms and Conditions Declaration
41 FY 2015-2016
additional insureds, with respect to work performed for the
Fresno-Madera Area Agency on Aging under this
Agreement."
Professional Liability coverage is exempt from this requirement.
2. The Fresno-Madera Area Agency on Aging shall be named as the
certificate holder and its address (3837 N. Clark St., Fresno, CA
93726) must be listed on the certificate.
F. The insurance provided herein shall be in effect at all times during the
term of this Agreement. ln the event the insurance coverage expires
during the term of this Agreement, the Contractor agrees to provide the
Agency on Aging, at least thirty (30) days prior to the expiration date, a
new Certificate of lnsurance evidencing insurance coverage as provided
herein for a period not less than the remaining Agreement term or for a
period not less than one (1) year. ln the event the Contractor fails to
keep in effect at all times said insurance coverage, the Agency on Aging
may, in addition to any other remedies it may have, terminate this
Agreement.
G. A copy of each appropriate Certificate of lnsurance, or letter of self-
insurance, referencing this Agreement number shall be submitted to the
Agency on Aging with this Agreement.
H. The Contractor shall be insured against liability for Worker's
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 53700]
l. ïhe 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.
J. Contractor agrees to indemnify, defend, and save harmless the Fresno-
Madera Area Agency on Aging, 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, Iaborers, 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 Contractor in the performance of this Agreement.
ARTICLE XVI. DONATIONS
Area Plan Grant Award 42
Terms and Conditions Declaration
FY 2015-2016
A. The Contractor assures that voluntary contributions shall be allowed and
may be solicited in accordance with the following requirements
loAA 9315(b)l:
1. The Contractor or any subcontractors for any Title lll or Title Vll
services shall not use means tests.
2. Any Title lll or Title Vll client who does not contribute toward the
cost of the services received shall not be denied services.
3. Methods used to solicit voluntary contributions for Title lll and
Title Vll services shall be non-coercive. Donatíon 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.
4. Each Service Provider will:
a. Provide each recipient with an opportunity to voluntarily
contribute to the cost of the service;
b. Clearly inform each recipient that there is no obligation to
contribute and that the contribution is purely voluntary;
c. Protect the privacy and confidentiality of each recipient
with respect to the recipient's contribution or lack of
contribution; and
d. Establish appropriate procedures to safeguard and
account for all contributions.
ARTICLE XVII. TERMINATION
A. Termination Without Cause
1. The Agency on Aging may terminate performance of work under
this Agreement without cause in whole or in part, if the Agency on
Aging determines that a termination is in the Agency on Aging's
best interest. The Agency on Aging 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. The
parties agree that for the terminated portion of the Agreement, the
Area Plan Grant Award
Terms and Conditions Declaration
43 FY 2015-2016
remainder of Agreement shall be deemed to remain in effect and
is not void.
2. The Contractor may terminate this Agreement at any time duríng
the Agreement term by giving the Agency on Aging ninety (90)
days written notice. ln the event of termination notice, the Agency
on Aging will present written notice to the Contractor of any
condition, such as, but not limited to, transfer of clients, care of
clients, return of unspent funds, and disposition of property, which
must be met prior to termination of the Agreement.
3. Contractor shall, at least ninety (90) days prior to the end of the
term of this Agreement, give written notice to the Agency on
Agíng if it intends to discontinue provision of any programs or
services included in this Agreement during the subsequent
Agreement period. The purpose of this requirement is to provide
sufficient planning and transition time during the course of this
Agreement period to ensure continuity of services to clients.
B. Termination for Cause
1. The Agency on Aging may terminate, in whole or in part, 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. ln 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. lnadequate 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 Agency
on Aging 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.
Area Plan Grant Award
Te-rms and Conditions Declaration
44 FY 2015-2016
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.
i. The commission of an act of bankruptcy.
j Finding of debarment or suspension.
k. The Contractor's organizational structure has materially
changed.
l. The Agency on Aging determines that the Contractor may
be considered a "high risk" agency as described in
45 CFR S92.1 2 for local government and 45 CFR S24.14
for non-profit organizations. lf such a determination is
made, the Contractor may be subject to special conditions
or restrictions, as described in AppendixF, 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 Agency on Aging.
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. ln all other
cases of termination for cause, the termination shall take effect thirty
(30) days subsequent to written notice to the Contractor.
3. ln the event of termination for cause, the Agency on Aging may
proceed with the work in any manner deemed proper by the
state. All costs to the Agency on Aging 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.
c. ln the event of termination of this Agreement by the Agency on Aging,
the Agency will present written notice to the Contractor describing the
action being taken by the Agency on Aging, the reason for such action,
and any conditions of the termination, including, but not limited to, the
date of termination, transfer of clients, care of clients, return of unspent
funds, and disposition of property, which must be met prior to
Area Plan Grant Award
Terms and Conditions Declaration
FY 2015-2016
termination. Said notice shall also inform the Contractor of its right to
appeal such decision to the Agency on Aging and of the procedure for
doing so. (Appendix G, Appeal Procedure for Servíce Providers)
D. Contractor's Obliqation After Notice of Termination
1. After receipt of a notice of termination, and except as directed by
the Agency on Aging, 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;
c. Terminate all subcontracts to the extent they relate to the
work terminated;
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); and
e. Comply with all additional terms of this Agreement
pertaining to termination or cancellation of the Agreement.
ARTICLE XVIII. REMEDIES AND APPEAL PROCESS
A. The Contractor agrees that any remedy provided in this Agreement is in
addition to and not in derogation of any other legal or equitable remedy
available to the Agency on Aging 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 Agency on Aging
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 Contractor may appeal an adverse determination by the Agency on
Aging using the Appeal Procedure for Seruice Providers, which is set forth
in Appendix G, for actions subject to appeal, as defined in Appendix G,
Section l.A, Actions Subject to Appeal.
Area Plan Grant Award
Terms and Conditions Declaration
46 FY 2015-2016
C. The Contractor may appeal the Agency on Aging's final adverse
determination once all administrative remedies contained in Appendix G,
Appeal Procedure for Seruice Providers, have been exhausted, using the
appeal process established in Title 22CCR 57700 to7710.
D" The Contractor shall continue with the responsibilities under this
Agreement during any dispute.
E. Appeal costs or costs associated with any court review are not
reimbursable.
ARTICLE XIX. AMENDMENTS, REVISIONS OR MODIFICATIONS
A. No amendment or variation of the terms of this Agreement shall be valid
unless made in writing, approved as required by the Agency on Aging
amendment process, and signed by a duly authorized representative of
the Contractor and of the Agency on Aging. No oral understanding or
agreement not íncorporated 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 the Agency on Aging's contract process to provide for the
change mutually agreed to by the parties.
C. The Agency on Aging 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. Any notice given to the Agency on Aging for a
Contractor's change of legal name, main address, or name of Director
shall be addressed to the Fresno-Madera Agency on Aging's Executive
Director on the Contractor's letterhead. Upon receipt of legal
documentation of the name change, the Agency on Aging will process
the amendment. lnvoices presented by the Contractor with the
Contractor's new name cannot be paid prior to the Agency on Aging's
approval of said amendment.
Area Plan Grant Award
Terms and Conditions Declaration
47 FY 2015-2016
ARTICLE XX. NOTICING
A. Any notice to be given hereunder by either party to the other may be
effected by one of the following methods, provided Contractor retains
receipt, and shall be communicated as of actual receipt: 1) Personal
delivery in writing; 2) Registered or certified mail, postage prepaid and
return receipt requested; or 3) Overnight mail.
B. Notices to the Agency on Aging shall be addressed to the Fresno-
Madera Area Agency on Aging at its current address, 3837 North Clark
Street, Fresno, CA93726, and notices to the Contractor shall be
addressed to the Contractor's address as indicated on page 1 of this
Agreement, unless othenruise requested in writing.
C. Each party may change íts address originally provided in this Agreement
by written notice to the other party in accordance with this Article.
Area Plan Grant Award
Terms and Conditions Declaration
4B FY 2015-2016
ADDENDUM TO
GoNTRACT NO. 16-0310
BETWEEN
CITY OF FRESNO
AS SERVICE PROVIDER
AND
FRESNO.MADERA AREA AGENCY ON AGING
(HERETNAFTER REFERRED TO AS AGENCY ON AGTNG)
3837 NORTH CLARK STREET
FRESNO, CA 93726
The following provisions of the Area Plan Grant Terms and Conditions Declaration
(Articles I through XX) attached thereto, are modified as follows:
1. Article V. Assurances. Section H. Paraqraoh 1 1 (paoe 15):
Provisions of lnformation lntegrity and Security
The provisions contained in Article V, Section H, Information lntegrity and
Security, shall be included in all contracts relating to the Agency on Aging
Fiscal Year 2015-2016 Grant Award of both the Contractor and its
subcontractors.
2. Article XV. lnsurance. Section J (paqe 42):
Contractor agrees to indemnify, defend, and save harmless the Fresno-
Madera Area Agency on Aging, 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 Contractor's active
negligence or willful misconduct in the performance of this Agreement.
Addendum to Area Plan Grant Award
Contract No. 16-0310 Addendum Page 1
FY 2015-2016
APPENDIX A
RESOLUTION OF AUTHORIZATION TO CONTRACT
The governing board of the
hereby authorizes
CITY OF FRESNO
(Service Provider)
MANUEL A. MOLLINEDO
to execute the contract(s) listed
Madera Area Agency on Aging
June 30, 2016, including any
supporting documents.
(Name/Title)
on Page 1 of this Agreement with the Fresno-
for the fiscal year beg¡nning July 1, 2015, to
subsequent amendments and all necessary
þf'q1,5
Date
Resolution of
Authorization to Contract
Governing Board
Appendix A FY 2015-2016
APPENDIX B
cERT| FTGATTON (CCC-1 005)
l, 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.
CITY OF FRESNO
Contractor/Bidder N ame (Typed)
94-6000338
Federal lD
MANUEL A. MOLLINEDO. PARCS DIRECTOR
By (Authorized Signature)
Name & Title of Person Signing (Typed)
FRESNO
1.
2.
Date Executed Executed in the County of
CONTRACTOR CERTIFICATION CLAUSES
STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied
with the nondiscrimination program requirements. (Gov. Code 512990 (a-f) and
CCR, Title 2, Section 8103) (Not applicable to public entities.)
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 AppendixB-Page1 FY 2015-2016
Apperuox C
C onrRacron/l/e¡¡ oon Goru n D E NTrALrry Srlrem e rur
GenrFrclrroH
I hereby certify that I have reviewed this Confidentiality Statement and will comply with the
following Statements.
CITY OF FRESNO 16-0310
Contract Number
/ a^/¿ -ts-
Date
MANUEL A. MOLLINEDO, PARCS DIRECTOR
ContractorA/endor
Confidential ity Statement
Name and Title of Person Signing (Typed)
ln compliance with Government Gode 11019.9, Givil Gode 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 (Agency on Aging) hereby requires the
ContractorÄ/endor to certify that:
. The ContractorA/endor will provide annual confidentiality training for all employees and
volunteers who handle personal, sensitive, or confidential information, as per Article ll,
Sections D.4.a through D.4,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 Agency on Aging by completing CDA Form 1025,
Security lncident 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 lnsurance
Portability and Accountability Act.
. Any wrongful access, inspection, use, disclosure, or modification of confidential
information may result in termination of this ContracUAgreement.
. Obligations to protect confidential information obtained under this Contract/Agreement
will continue after termination of the ContracVAgreement with the Agency on Aging.
. The Agency on Aging or its designee will be granted access by the Contractor or Vendor
to anv com confidential information within the scope of the Contract.
AppendixC-Page1 FY 2015-2016
APPENDIX D
METHOD OF PROVIDING AUDIT COMPLIANCE
The service provider shall indicate which method of providing audit compliance to the
Fresno-Madera Area Agency on Aging (Agency on Aging)will be in force during this
Agreement.
Please place an X in the appropriate box:
An independent audit shall be performed in accordance with the
requirements of 2 CFR Part 200, Subpart F, Audit Requirements
(formerly OMB Circular A-133), and a copy submitted to the Agency on
Aging.
An independent audit shall be performed and a copy submitted to the
Agency on Aging.
All supporting documentation shall be submitted to the Agency on
Aging for review along with any request for reimbursement.
Enter Fiscat year Ending Date--[-.,r* --l
E @Month Day Year
Method of Providing
Audit Compliance
Appendix D FY 2015-2016
APPENDIX E
Required Reports and Due Dates
Program Reports
Monthly Service Unit Report ¡rorm 186M) Due Th working day of each month
. Title lll B Adult Day Careo Attach Q Monthly Service Rostero Attach associated Client lntake Formso Attach Client Deactivation Request
. Title lll B Legal Assistance
o Title lll B Transportation
¡ Title lll D Health Promotion
o Title Vll (b) Elder Abuse Prevention, Education, & Training
. *Health lnsurance Gounseling and Advocacy Program (HICAP)o Attach final version of Monthly HICAP Aggregate Data Report from
SHARP system*Due date subject to California Department of Aging notifications
Monthly Title lll C Due 7th working day of each month
Elderly Nutrition Program Reports
. Q Monthly Service Roster o Nutrition Volunteer Summary Report
. Daily Sign-ln Sheets r Cash Count Sheet
o Associated Client lntake Forms . Food Preparation Center Food Service
r Client Deactivation Request . Check Sheet
Quarterly Reports Due 75th of each month
. Title lll B Galifornia Legal Services Quarterly Aggregate Report (CDA 1022)
. Title Vll (b) Elder Abuse Prevention Quarterly Activity Report (CDA 1037)
. **Title V Senior Community Service Program Quarterly Service Unit Report
(Form 186Q)o Attach final Quarterly Progress Report from SPARQ system
""Due date subject to California Department of Aging notifications
Quarterly Reports Due 3th of each month
. Long-Term Care Ombudsman Program
o Copy of completed Quarterly Ombudsman Reporting Form (OSLfCO
s 3 0 1 ) i,åi^TffiJ li""ï il:ï3 ff !ffi ll':lå:ffi d ata rrom th e
Ombudsman Data lntegration Network (ODIN) for July 1't through
last day of reporting quarter
Required Reports & Due Dates Appendix E - Page 2 FY 2015-2016
APPENDIX F
FRESNO.MADERA AREA AGENCY ON AGING SANCTION POLICY
l. At-Risk Designation
Title 45 of the Code of Federal Regulations (45 CFR), sections 74.14 and g2.12,
defines factors that determine if an Agreement with a Contractor is at risk. ln
accordance with 45 cFR, the Fresno-Madera Area Agency on Aging (Agency
on Aging) may consider an Agreement with a Contractor to be at-risk if the
Agency on Aging 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 g5% 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. ls not financially stable;
C. Has a management system which does not meet the management
standards set forth in Article Vl, Section B, Accountability for Funds, of
this Agreement;
D. Has not conformed to terms and conditions of previous awards; or
E. ls othenryise 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 Agency on
Aging are not pr.ovided by the due date;
3. Corrective action plans are not implemented by the due date;4
5[i:ff"1'.,t#";,"1ffi: contract monitorins are repeated in a
Sanction Policy AppendixF-Pagel FY 2015-2016
5. Failure to respond to telephone or written communications from
the Agency on Aging in a timely manner; or
6. A violation of the law or failure to comply with any condition of this
Agreement.
ll. Sanctions
The Agency on Aging 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. Additionalcontractmonitoring;
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
Agency on Aging, with the exception of ltem ll.G above, which requires approval
by the Agency on Aging Governing Board.
For sanctions identified in ltems ll.A through ll.F above, the Agency on Aging
will promptly remove sanctions once the conditions that prompted them have
been corrected.
For the sanction identified in ltem ll.G above, the sanction will be removed when
the Contractor takes corrective action satisfactory to the Agency on Aging
and/or the Contractor has been restored to satisfactory status in accordance
with the terms and conditions of this Agreement.
lll. Notification to Provider
The Agency on Aging will provide written notification to the Contractor of any
sanctions imposed via certified or overnight mail, return receipt requested. Such
notification will include:
A. ïhe nature of the sanctions;
B. The reason(s) for imposing them;
Sanction Policy Appendix F -Page2 FY 2015-2016
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 Agency on Aging's appeal procedure for service providers.
lV. UnresolvedAt-RiskCondition(s)
Should the at-risk condition(s) remain unresolved following the imposition of
sanctions, the Agency on Aging may proceed to terminate the Agreement with
the Contractor, in accordance with Article XVll of this Agreement, Termination.
Sanction Policy AppendixF-Page3 FY 2015-2016
il
APPENDIX G
FRESNO.MADERA AREA AGENCY ON AGING
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 (Agency on Aging). The actions below shall be
considered adverse determinations that are subject to appeal
(ritte 22 ccR S770a (cX1) - (cX3Xc)):
1. A reduction in the level of funding to an existing Contractor during
an Agreement period; however, a reduction directly attributable to a
reduction in the funding to the Area Agency on Aging by the State
or federal government shall not be considered an adverse
determination.
2. A cancellation or termination of an existing Agreement with the
Contractor prior to the Agreement's expiration date.
3. Denial of an application to provide services when any of the
following exist:
a) The presence of a conflict of interest, real or apparent, as
specified in 45 CFR 92.36(bX3);
b) The occurrence of a procedural error or omission, such as
the failure of the Agency on Aging to include a federal
mandate in its solicitation request;
c) The lack of substantial evidence to support the Agency on
Aging's action.
Method of Notification
A. The service provider shall províde notification of appeals, and the Agency
on Aging 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 Agency on Aging shall be addressed to the Fresno-Madera
Area Agency on Aging, 3837 North Clark Street, Fresno, CA 93726.
C. The Agency on Aging 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 Agency on Aging,
Appeal Procedure
for Service Providers
AppendixG-Page1 FY 2015-2016
ill
the Agency on Aging shall transmit a copy of
address contained on page 1 of the Agreement.
D. The Agency on Aging shall include a copy of this
Service Providers with all notifications to service
appeals determinations.
Process
the notification to the
Appeal Procedure for
providers of adverse
A. The service provider shall give notice of intent to appeal to the Executive
Director of the Agency on Aging within ten (10) business days of the
Agency on Aging'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 Agency on Aging is appealed, and must be accompanied by
all supporting documents.
B. The Executive Director of the Agency on Aging 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 Agency on Aging's position and specify applicable sections of
the service provider's Agreement with the Agency on Aging, government
regulations, government statutes, or other provisions relied upon.
C. lf the service provider is dissatisfied with the Agency on Aging Executive
Director's determination, the service provider may appeal to the Executive
Committee of the Agency on Aging Governing Board within ten (10)
business days of the date of the Agency on Aging 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 Agency on Aging Governíng 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 Agency on Aging
Executive Director;
2. Determine if the appeal should be denied, or if a recommendation
should be made to the full Agency on Aging 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. lf the service provider is dissatisfied with the Executive Committee's
determination, the service provider may request a hearing before the full
Appeal Procedure
for Service Providers
Appendix G-Page2 FY 2015-2016
F.
Agency on Aging 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.
lf the Agency on Aging Governing Board does not accept and implement
the Executive Committee's recommendation to grant the service provider's
appeal:
1. The Agency on Aging 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 Agency on
Aging Governing Board. The service provider must request the
hearing within ten (10) business days of the date of the notification
of the Agency on Agíng 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.
Upon receipt of the service provider's request for a hearing before the
Agency on Aging Governing Board, the Agency on Aging will place the
hearing on the agenda of the next regularly scheduled meeting of the
Agency on Aging Governing Board, and provide the service provider with
a copy of the published agenda.
1. The hearing before the Agency on Aging 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 Agency on Aging Executive
Director and/or Agency on Aging staff, not to exceed thirty
(30) minutes.
2. At the conclusion of the hearing, the Agency on Aging Governing
Board shall vote to accept or deny the service provider's appeal.
G
Appeal Procedure
for Service Providers
AppendixG-Page3 FY 2015-2016
a)lf the appeal is denied, the Agency on Aging 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 Agency on Aging 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 determinatíon to the California
Department of Aging.
Appeal Procedure Appendix G - Page 4
for Service Providers
FY 2015-2016
Appendix H
Fresno-Madera Area Agency on Aging
3837 N. Glark St., Fresno, GA 93726
Gontact List for Service Providers
Telephone Number for All Gontacts: (559) 600-4405
Fresno-Madera Area Agency on Aging Appendix H FY 2015-2016
Gontact List for Service Providers
Linda Descoteaux
Ad ministrative Manager
Email : ldescoteaux@fmaaa.org
Fax: (559) 243-5918
Contract Ad m in istration
Adm inistrative & Program Monitoring (exclud ing Nutrition )
Area Agency on Aging Area Plan and Updates
Service Unit Planning and Performance
Q Care Access Client Database Administration
Teresa Scheidt
Senior Accountant
Email : tscheidt@fmaaa.org
Fax: (559) 243-5918
Budget Questions
Financial Close-Out Reports
Fiscal Monitoring
Monthly Payments to Service Providers
Quarterly Reports of Expenditures & Donation Revenue
Adam Vinogradoff
Ad m inistrative Analyst
Email : avinogradoff@fmaaa.org
Fax: (559) 243-5918
Monthly Service Unit Reports and Supporting Rosters
Quarterly Service Unit Reports
Client lntake Forms
Congregate Meal Site Rosters & Daily Sign-ln Sheets
Nutrition Volunteer Summary Report
Stephanie Jenkins
Program Coordinator
Email : sjenkins@fmaaa.org
Fax: (559) 243-5651
Congregate Nutrition Site Procedures
Daily Congregate Meal Counts
Nutrition Site Food Safety
Nutrition Site Monitoring
Nutrition Supply Order Forms
Cory Scholtes
Peggy Bakeman
Program Coordinators
Email : cscholtes@fmaaa.org
pbakeman@fmaaa.org
Fax: (559) 243-5651
Home-Delivered Meals:
Discontinue or Restart
Eligibility & Assessments
Missed Deliveries
Short-Term Temporary (STT) Program
Appendix I
Fresno-Madera Area Agency on Aging
Emergency Contact lnformation
I nformation and Assistance:(559) 600-4405
(800) 510-2020
Fresno-Madera Area Agency on Aging Appendix I FY 2015-2016
Emergency Contact lnformation
Director, Emergency
Coordinator, and Public
Relations Officer
Business Address:
Office Phone:
Residence Address:
After Hours Phone:
Jean Robinson
3837 N. Clark St.
Fresno, CA 93726
(559) 600-4405
PO Box 28093
Fresno, CA 93729
(559) 930-5847
Alternate Emergency Coordinator
Business Address:
Office Phone:
Residence Address:
After Hours Phone:
Linda L. Descoteaux
3837 N. Clark St.
Fresno, CA 93726
(559) 600-4405
2942 E. Swift Ave.
Fresno, CA 93726
(559) 222-1468
APPENDIX J
COMMUNITY FOCAL POINTS LIST
CCR Title 22, Arlicle 3, Section 7302(a)(14),45 CFR Section 1321.53(c), OAA 2006 306(a)
Definition of Focal Point: A facility established to encourage the maximum collocation and
coordination of services for older individuals. (42 USC Section 3002 (21))
State Planning and Service Area (PSA) 14
Fresno-Madera
Area Aqencv on Aqinq 3837 N. Clark St.resno, CA 93726
Senior Resource Center 2025 Ê. Dakota Ave.Fresno, CA 93726
Fresno City
Mary Ella Brown Community
Center 1350 E. Annadale Ave.Fresno, CA 93706
Mosqueda Community Center 3670 E. ButlerAve.Fresno, CA 93702
Pinedale Community Center 7170 N. San Pablo Ave.Pinedale, CA 93650
Ied C. Wills Center 770 N. San Pablo Ave.Fresno, CA 93728
Fresno Gountv
Saruthers Senior Center 13441S. Quince Ave.laruthers, CA 93609
Slovis Senior Center 350 4th st.Slovis, CA 93612
Coalinga Senior Center 220 E. Forest Ave.Coalinga, CA 93210
Edwin Blayney Senior Center 109 N. 3'd St.Fowler, CA 93625
Firebaugh Senior Center 1601 ThomasConboyAve.Firebaugh, CA 93622
Huron Senior Center 16900 5th St.Huron, CA 93234
(erman Senior Center 720 S. gth st.(erman, CA 93630
Kingsburg Senior Center 1450 Ellis St.(ingsburg, CA 93631
Mendota Senior Center 415 Sorenson Ave.Mendota, CA 93640
Nick Medina Senior Center 230'1 Selma St.Selma, CA 93662
Orange Cove Senior Center 699 6th st.Orange Cove, CA 93646
Reedley Senior Center 100 N. East Ave.Reedley, CA 93654
Sanger Senior Center 730 Recreation Ave.Sanger, CA 93657
Sierra Oaks Senior and
Communitv Center 33276 Lodge Rd.Tollhouse, CA 93667
Madera City
rank A. Bergon Senior Center 238 S. D St.Vladera, CA 93637
Pan-American Commu nity
Center 703 E. Sheruøood Way Madera, CA 93638
Madera Gounty
Chowchilla Senior Center 820 Robertson Blvd.Chowchilla, CA 93610
Ranchos/Hills Senior Center 37330 Berkshire Dr.Madera Ranchos, CA 93636
Sierra Senior Center 49111Cínder Ln.Cakhurst, CA 93644
Community Focal Points Appendix J FY 2015-2016
APPENDIX K
Request for Taxpayer ldentification Number and Gertification
Please complete lnternal Revenue Service Form W-9, which is provided on the next
page.
Req uest for Taxpayer ldentification
Number and Certification (lRS Form W-9)
Appendix K
(Revised June 2015)
CONTRACTING AGENCY:
FRESNO - MADERA AGENCY ON AGING
PERSONNEL BUDCET DETAIL: FY 2015-16
City of Fresno
PROGRAM:Site Management
A.
POSITION TITLE
t.
FTE o/o
(40 Hrs=
100%)
C.
FULL
ANNUAL
SALARY
D.
"t oF
TIME ON
PROCRAM
l. Community Rec Sup II Sa larv Ì00.0%64,992 25.00%
2. Community Rec Sup I Salary 100.0%s4,8 88 7 5.00e/.
3. Recreation Specialist Salary 100.0%49,884 25.000Á
4. Services Aide - Clerical Salarv 100.0%33,280 25.00t'/o
5. Site Monitor Salary s0.0%l3,104 100.()0%
6. Site Coordinator - Mosqued¿Srlarv 50.0o/"to.374 100.00%
7. Site Coordinator - Pinedale Salary 50.0%t0,374 t00.00%
Site Coordinator - TCW S¿l¿ rv 50 0y"t0.374 100.00(/o
Site Corodinator - TCW Salary so.0%10,374 100.00%
10 Salary
Tofal Salarier Pase2Linela ----->
Total Payroll Taxes Pøse 2 Line I b ----->
Totàl Benefitl Page2LineIc----->
TOTAL PERSONNEL COSTS Page 2 Lìne I --->
NOTE: Ifthere is nore tltan one eutployee per position, l¡st each separstely. Use odtliliottul pøges as necessary.
CONTRACT NO: Ìó-310
REVISION NO:
FMAAA
GRANT
F.
PROCRAM
DONATIONS
G.
DONATIONS
c-2
ft
MATCHINC
FUNDS
I.
NON.
MATCHINC
FUNDS
J
TOTAL
PERSONNEL
COSTS
7,s04 6,s00 2,248 t6,248
36,166 s,000 4l ,l óó
7.471 5,000 12,47t
4,820 3,500 8.320
r3,104 t3.r04
10,374 t0.374
10,374 t0,374
10,374 10.374
t0,374 to.374
55,957 20,000 s6.848 r 32,805
2,623 800 2,730 ó,t53
9,420 3,404 2,615 15.435
68,000 24,200 62.193 I 54,393
IN-KIND PERSONNEL COSTS
DESCRIPTION OF WORK PERFORMED
NUMBEROF
VOLUNTEERS
AVE. ANNUAL
HOURS PER
VOLUNTEER
TOTAI"
ANNUAL HRS
RATE
PER HOUR
TOTAL
IN-KIND
Seruing Meals, Coutmg Money, Paperyork, Clcaning Tables, Rollin Silvevare 45 ó1.00 2.745 s 9.00 24,70s
Seruug Meals, Counting Money, Paperyork, Cleaning Tables, Rolling Silveryare 45 6r.00 2,745 s 10.00 27.450
52,t55
(Revised June 2015) FRESNO - MADERA AREA AGENCY ON AGTNC
PROCRAM BUDCET BY INCOME SOURCE: FY 2015-2016
CONTRACTING AGENCY: Citv of Fresno
PROGRAM:Site Management
" List all proposed equipment purchases on page 4 (Equipment is ân âsset with a per ilem purchase price in excess of$500 including taxes, shipping rnd installation)
"" List all proposed purchases on page 4 ofsinqle or individual iterns with a cost in excess of$100 including trxes, shipping ând instâllation
CONTRACT NO: 16-310
REVISION NO:
CATEGORY
FMAAA
CRANT
6
PROGRAM
DONATIONS
DONATIONS
c-2
MATCHING
FUNDS
NON-
MATCHING
FUNDS
TOTAL
CASH
IN-KIND
MATCH
I. SALARIES & BENEFITS
a S¿laries 55.957 20.00c 5ó.848 r 32,805
b, P¡vroll Taxes 2,623 800 2,73C 6,t53
c. Employee Benefits & Work- Comp,9,420 3,400 2,615 t5,43:
I. PERSONNELCOSTS 68.00c 24,20C 62.193 t54,393 52,t55
TRAVEL AND TRATNINC
¿. stâffTråvel
b. Volunteer Travel
c. Training
TRAVEL AND TRAININC
f. EQt IP.\4EN'I PURCHASE (
CONSULTANTS
'.
MEALS
í. PROGRAM/SITE SUPPLIES ( "N )
OI-HER COSTS:
a. Liability Insur¡nce
b. Teleohone
c. Office Supplies
d- Postàse
e. Buildins Rent
f. BuildinsMâintenânc€
s. Eouioment M¿intenance
h. Vehicle Maintenance
¡. Utilities
j. Printing
k. Memberships/Licenses
l. Subscriot¡ons/Publications
m. Advert¡sins
n
o
OTHER COSTS:
TOTAL DIRECT COSTS 68.00(24,20C 62,t9:t54.393 5' 15.
8. INDIRECT COSTS (Attach narrative)
TOTAL COSTS 68,00[24,20C 62,193 154,393 52,15:
(Revísed June 2015)
CONTRACTTNG AGENCY:
PROGRAM:
FRESNO - MADERA AREA AGENCY ON AGING
SCHEDULE OF FUNDING SOURCES: FY 20ls-t6
City of Fresno
Site Management
CONTRACTNo: 16-310
REVISION NO:
PROGRAM
B. CASH L. tlt-ñt1\u
1. FMAAA Grant 68,000
2. Program Donations:
Current Year Program Donations 24,200
Deferred Donations
3. Home-Delivered Nutrition (C-2) Donations:
Current Year Home-Delivered Nutrition (C-2) Donations
Deferred Home-Delivered Nutrition (C-2) Donations
4. Matching Funds - Cash & In-Kind (List Source):
a. Volunteers 52,155
b.
c.
d.
5. Non-Matching tr'unds [Federal Funds/Other Program Match] - Cash & In-Kind (List Source):
a. CDBG Grant 59,945
b. General Fund 2,248
c.
6.TOTAL FUNDING
(These totals must øgree with the totals shown øt the bottom of Pøge 2 column F and G)154,393 52.155
Total from Page2, Columns F and G t54,393 52,15:
Variance (must be zero)0 0
'l .
trxntort E - rrogram Narraltve
City of Fresno - Title lll C Nutrition Site Management
AGENCY'S HISTORY OF SERVICE TO OLDER ADULTS
City of Fresno 1 885
Organization Name Year
Established
2.SERVICE AREA
Type of Organization (Gheck One)
City Government Non-Profit 501(c)(3)
County Government For-Profit
Joint Powers Authority (JPA)
List programs/services your organization provides for older adults, and
the number of years your organization has provided the proqram/service
Program/Service #of
Years
Cong regate Nutrition Program 21
Where will the contracted program be provided?
Street Address City Zip Code
Lafayette Neighborhood Center
1516 E Princeton Ave Fresno 93704
Mary Ella Brown Community Center
1350 E Annadale Ave Fresno 93706
Mosqueda Community Center
4670 E Butler Ave Fresno 93702
Pinedale Community Center
7170 N San Pablo Ave Fresno 93650
Senior Citizens Village
1917 S Chestnut Ave Fresno 93702
Ted C. Wills Community Center
770 N San Pablo Ave Fresno 93728
Program Narrative
Title lll C Nutrition Site
ExhibitE-Page1
Management
FY 2015-2016
Exhibit E - Program Narrative
Gity of Fresno - Title lll C Nutrition Site Management
3. LANGUAGE TRANSLATION NEEDS & PROVISIONS
Enter an "X" by the languages
spoken by older adults and
family caregívers in your service
area.
Enter arì "X" if language
spoken by program staff.
Enter an uxu if
language spoken by
program volunteers.
X English X X
X Spanish X X
X Hmong X X
Arabic
X Armenian
Cantonese
Farsi (Persian)
X Filipino (Pilipino/Tagalog)
Hindi
Japanese
X Khmer (Cambodian)
Khmu
Korean
X Lao
Mandarin (Putonghua)
Mien (Yao)
Mixteco
Portuguese
Punjabi
X Russian
Thai
Ukrainian
Urdu
X Vietnamese
Program Narrative Exhibit E - Page 2
Title lll C Nutrition Site Management
FY 2015-2016
Exnlf,lt E - rrografil rìaf fauve
City of Fresno - Title Ill G Nutrition Site Management
How does your organization provide the contracted service to individuals who
k a lanquaqe that is not sooken bv oroqram staff or volunteers?
Assistance/translation can be obtained from the following
agencies/organizations: Fresno Center for New Americans, FIRM, Fresno
Metro Ministries, PARCS staff and local non profits.
4"CONFIDENTIALITY PROCEDURES
How does your organization protect the confidentiality of the program
pafticipant during verbal discussions? (For example, asking the program
parlicipant for their date of birth, phone number, and any other information that
identifies the individual and is needed to complete the client intake form
Participant interviews are conducted in private and remain confidential.
Program Narrative Exhibit E - Page 3
Title lll C Nutrition Site Management
What resources does your organization use, or have available to use, when
interpretation is needed for a orooram oarticioant?
Staff or volunteers fluent in respective language will translate or interpret
documents, pamphlets, menus, presentations, daily activities and assist
individuals with filling out forms.
How does your organization protect confidential information obtained from
ram participants, such as client intake forms, from disclosure?
Nutrition program records, including client intake forms, client reassessments
and program reports are filed and kept in locked file drawers, cabinet and/or
behind a locked door.
FY 2015-2016
EXntDtt tr
City of Fresno - Title
- Frogram Narrauve
lll G Nutrition Site Management
Contracted Program: I Title lll C Nutrition Site Management
5.PROGRAM DESCRIPTION
Provide a brief description of how your organization provides Nutrition Site
Manaqement.
The city of Fresno provides congregate nutrition site management at six (6)
safe locations, offering a nutritious meal, social activities, educational
presentations and resources to maintain and improve the physical and social
being of older adults.
What was the primary accomplishment achieved by the Nutrition program in
the oast vear?
lncreasing participation by expanding activities available to seniors and
bringing in speakers to present information seminars.
Please describe another accomplishment achieved by the Nutrition program in
the oast
Spríng Fling - brought seniors from all over Fresno to receive information that
would enhance their líves. A nutritionist spoke and had food demonstrations at
all six (6) sites.
CASE STUDY6"
Briefly describe how the Nutrition program successfully met the needs of a
ram oarticioant in the oast vear. Do not use real names.
A husband and wife started going to the center in 2004, to be with other
seniors to participant in activities and enjoy a meal. When the wife's husband
passed away in 2012 she continued to go to the center to get the
companionship and moral support she needed. She still comes to the center
daily to be around her friends, play bingo and go to the casinos. She said she
is grateful for the center and all her friends for getting her through that difficult
time.
Program Narrative
Title lll C Nutrition Site Management
ExhibitE-Page4 FY 201 5-2016
EÃfìlfJlt E '|-J Lrglallt llclrl<tLlYE
City of Fresno - Title lll G Nutrition Site Management
V. STAFFING
Please provide the names and titles of all staff listed in the Personne!
section of the contract budget (Exhib¡t B).
*Please provide the narne and contact information for the person who has
primary, hands-on involvement and oversight of the day-to-day operations
of the Nutrition Site Management prograrn.
Shaun Schaefer Community Recreation Supvr ll
Name Title
(559) 621-2910 S ha u n. Schaefer@ F resno. gov
Telephone Number E-mailAddress
*Attach the following documents to the "Documents Required to
Execute Gontract" checklist:
Program Narrative Exhibit E - Page 5
Title lll C Nutrition Site Management
Name Title
Shaun Schaefer Community Recreation Supvr ll
Rich Rodriguez Community Recreation Supvr I
Eddie Ybarra Recreation Supervisor
Dana Liberty Services Aide - Clerical
Bonnie Audas Site Monitor
Eola Melancon Site Coordinator - TCW
Karen Gill Site Coordinator- TCW
Nicole Magano Site Coordinator - ïCW
Lischa Hinojosa Site Coordinator - Pinedale
Brenda Brown Site Coordinator - Mosqueda
FY 2015-2016
trxnrDrt tr - rrogram Narrauve
City of Fresno - Title lll C Nutrition Site Management
8. SERV¡CE PROVIDER TIME FRAME
What days and hours will the Nutrition Site Management program be
available? (Please note that fhese are not necessarily the same hours your
org a n i zatio n/fa cí I ity i s o pe n. )
Site Days Open Start Time Close Time
Lafayette M-T-W-Th-F 10:00 AM 1:00 PM
Mary Ella Brown M-T-W-Th-F 10:00 AM 1:00 PM
Mosqueda M-T-W-Th-F 9:00 AM 1:00 PM
Pinedale M-T-W-Th-F 9:00 AM 1:00 PM
Senior Citizens Village M-T-W.Th-F 10:00 AM 1:00 PM
Ted C. Wills M-T-W.Th-F 9:00 AM 1:00 PM
Month Enter Dates of Holidays
& Other Planned Closures
Total Days Service
to be Provided
July 2015 713115 23
August 2015 21
September 2015 917115 21
October 2015 22
November 2O15 1 1 I 1 1 115, 1 1 1261 15, 1 1 127 I 15 18
December 2015 12125115 22
January 2O16 1t1116, 1118116 19
February 2016 2115116 20
March 2016 23
April 2016 21
May 2016 5/30/1 6 20
June 2016 22
Total Days of Contracted Service to
be Provided under this Agreement:
252
Program Narrative
Title lll C Nutrition Site Management
ExhibitE-Page6 FY 2015-2016
- - f I vvl qrrr rrqr r crlr Ye
Gity of Fresno - Title lll C Nutrition Site Management
9. PROGRAM EVALUATION/IMPROVEMENT
ln reviewing the past year's performance, identify areas that your organization could
focus on for improvement of the Nutrition proqram.
On-going trainíng of SHM program staff to provide better meal service to participants.
lnvite outside organizations to make presentations to participants on healthy meals
and lifestyle.
How would participants of the Nutrition proqram benefit from these improvements?
Participants would have a better quality of life if they were eating better and by
attending the sítes they also can participate in exercise classes that are provided at
all sites.
Describe the specific steps your organization will take to make these improvements
durinq the current fiscal vear.
We will provide a suryey to the participants to get their feedback on the center, the
food and service and what activities they are interested in.
Describe how you will know if your improvement efforts are successful, and how you
will measure vour achievements.
Our goal is B0% customer service satisfaction. The Site Monitor visits the sites at
least twíce monthly to monitor the program and to meet with the participants to see if
we have achieved our customer satisfaction goal.
Program Narrative Exhibit E - Page 7
Title lll C Nutrition Site Management
FY 2015-2016
Exnro¡r tr - rrogram Narrat¡ve
City of Fresno - Title lll C Nutrition Site Management
10. oUTREACH ACTIV|T|ES/TARGET¡NG PLAN (22 CCR S 7310, Wrc S y03)
Targeted Group of
Older lndividuals
How will the Targeted Group be informed of the
Nutrition program & encouraged to participate?
Month(s)
Scheduled
Resíde in rural areas Will target faith based organizations around the Mary
Ella Brown Center, additionally we will contact
businesses and schools with information about the
center.
November
&
April
Greatest economic need
(lncome level at or below
the federal poverly line)
Provide information on SHM program to seniors, their
children and/or caregivers at the September Carnival
@ Mosqueda, at the October Kids Fest @ Holmes
Playground and the Spring Fling in May at TCW.
September
October
May
Greatest social need (Need
caused by non-economic
factors)
Promote the SHM program to older adults who have
lost a love one by inviting them to grief discussion
group at Mosqueda and stay for a hot meal and
companionship.
November
Native Americans The PARCS SHM staff will target Tribal TANF in
order to reach older Native Americans. A presentation
and flyer handout will be given at the Board/Charter
meeting.
January
Minorities with greatest
economic andlor social
need
Provide a discussion seminar regarding program
essentials and opportunities that exist for older adults.
March
Limited English proficiency Flyers in both English and Hmong will be given to
FIRM, and flyers in English and Spanish will be given
to Central La Familia and local Faith Based
Organizations.
January
Thru
June
Severe disabilities (Severe,
chronic physical and/or
mental impairment that is
likely to continue indefinitely
& resulfs in substantial
functional limitation in 3 or
more major life activities)
Will contact Valley Caregiver Resource Center and
Resources for lndependence, Central Valley to get
information about SHM program to individuals.
February
Alzheimer's disease or
related disorders with
neurological & organic brain
disfunction (and the
caregivers of these
individuals)
Will contact Valley Caregiver Resource Center to get
information about SHM program to individuals.
May
Lesbian, gay, bisexual, or
transgender
Make presentation to the Gay Fresno quarterly
meeting with SHM program information.
November
Program Narrative Exhibit E - Page I
Title lll C Nutrition Site Management
FY 2015-201 6
Exhib¡t F
Service Provider Eme rgencv Resource lnformation
Please complete for each location from which contracted services are offered.
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Organization CITY OF FRESNO
Site Name LAFAYETTE
Street Address 1516 E PRINCETON
City/ST/Zip FRESNO, CA 93704
Primary Contact SHAUN SCHAEFER
Job Title COMMUNITY REC SUP II E-mail SHAUN SCHAEFER @FRESNO GOV
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact:RICH RODRIGUEZ
Job Title COMMUNITY REC SUP I E-mail RICARDO RODRIGUEZ@FRESNO GOV
Office Phone 559 621-6622 Cell Phone 559 246-9628
Please check all emerqencv services that could be provided from this site:
Cookinq Facilities
Distribution Site for Food & Water nish Translation
Yes No
Can this site provide temporary shelter space for 48 hours or more in the
event of an emerqencv?X
ls 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 communitv?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
Emergency Resource lnformation Exhibit F FY 201s-201 6
Exh¡b¡t F
Service Provider Emergencv Resource lnformation
Please complete for each location from which contracted services are offered.
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Organization CITY OF FRESNO
Site Name MARY ELLA BROWN
Street Address 1350 E. ANNADALE AVE.
CityiST/Zip FRESNO, CA 93706
Primary Contact SHAUN SCHAEFER
Job Title COMMUNITY REC SUP II E-mail SHAUN SCHAEFER @FRESNO GOV
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact:RICH RODRIGUEZ
Job Title COMMUNITY REC SUP I E-mail RICARDO RODRIGUEZ@FRESNO GOV
Office Phone 559 621-6622 Cell Phone 559 246-9628
Please check all emergencv services that could be provided from this site:
Emerqencv Power/Generator
Emerqencv First Aid
Cookinq Facilities
Distribution Site for Food & Water nish Translation
Counselinq Services Translation
Other Translation:
Yes No
Can this site provide temporary shelter space for 48 hours or more in the
event of an emerqencv?X
ls this site able to help with assessing the needs of older individuals in the
neighborhood or community foflowinq 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 communitv?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
Emergency Resource lnformation Exhibit F FY 2015-2016
Exhibit F
Service Provider Emerqencv Resource Information
Please complete for each location from which contracted se¡vices are offered.
Organization CITY OF FRESNO
Site Name PINEDALE
Street Address 7170 N. SAN PABLOAVE.
CitylST lZip FRESNO, CA 93702
Primary Contact SHAUN SCHAEFER
Job Title COMMUNITY REC SUP II E-mail SHAUN SCHAEFER @FRESNO.GOV
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact:RICH RODRIGUEZ
Job Title COMMUNITY REC SUP I E-mail RICARDO RODRIGUEZ@FRESNO GOV
Office Phone 559 621-6622 Cell Phone 559 246-9628
Please check all emergency services that could be provided from this site:
lnternet Access
Distribution Site for Food & Water
Counselinq Services
Yes No
can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?X
ls this site able to help with assessing the needs of older individuals in the
neighborhood or community followinq 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
Emergency Resource I nformation Exhibit F FY 2015-2016
Exhib¡t F
Se rvice Provider E me rge ncv Resou rce lnformation
Please complete for each location from which contracted services are offered.
Please list any additional services your site can provide in the event of a disaster: UNKNOWN
Organization CITY OF FRESNO
Site Name MOSQUEDA
Street Address 4670 E. BUTLER AVE.
City/ST/Zip FRESNO, CA 93702
Primary Contact SHAUN SCHAEFER
Job Title COMMUNITY REC SUP II E-mail SHAUN SCHAEFER @FRESNO GOV
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact:RICH RODRIGUEZ
Job Title COMMUNITY REC SUP I E-mail RICAROO RODR¡GUEZ@FRESNO GOV
Office Phone 559 621-6622 Cell Phone 559 246-9628
Please check all emerqencv services that could be orovided from this site:
Emeroencv Power/Generator
Cookinq Facilities lnternet Access
Distribution Site for Food & Water
Translation
Home/Neiqhborhood Cleanu Other Translation:
Yes No
Can this site provide temporary shelter space for 48 hours or more in the
event of an emergency?X
ls this site able to help with assessing the needs of older individuals in the
neighborhood or community followinq 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-eouiooed?X
Given the resources, can this site expand meal services following a
disaster to meet needs in the communitv?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
Emergency Resource lnformation Exhibit F FY 2015-2016
Exhibit F
Service Provider Emergencv 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 SCHAEFER
Job Title COMMUNITY REC SUP II E-mail SHAUN SCHAEFER @FRESNO GOV
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact:RICH RODRIGUEZ
Job Title COMMUNITY REC SUP I E-mail RICARDO RODRIGUEZ@FRESNO GOV
Office Phone 559 621-6622 Cell Phone 559 246-9628
Please check all emergency services that could be provided from this site:
Emergency Power/Generator
lnternet Access
Distribution Site for Food & Water
Counselinq Services Sign Languâge Translation
Yes No
Can this site provide temporary shelter space for 4g hours or more in the
event of an emergency?X
ls 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
Emergency Resource I nformation Exhibit F FY 2015-2016
Exhib¡t F
Service Provider Emergencv Resource lnformation
Please complete for each location from which contracted services are offered.
Organization CITY OF FRESNO
Site Name TED C. WILLS
Street Address 770 N SAN PABLO AVE.
City/ST/Zip FRESNO, CA 93728
Primary Contact SHAUN SCHAEFER
Job Title COMMUNITY REC SUP II E-mail SHAUN SCHAEFER @FRESNO GOV
Office Phone 559 621-2910 Cell Phone 559 696-7899
Secondary Contact:RICH RODRIGUEZ
Job Title COMMUNITY REC SUP I E-mail RTcAROO RODRTGUÊZ@FRESNO GOV
Office Phone 559 621-6622 Cell Phone 559 246-9628
Please check all emerqencv services that could be provided from this site:
Emerqencv PoweriGenerator
Emeroencv First Aid
lnternet Access
Distribution Site for Food & Water
Translation
Home/Neiqhborhood Clea
Yes No
Can this site provide temporary shelter space for 48 hours or more in the
event of an emerqencv?X
ls this site able to help with assessing the needs of older individuals in the
neiqhborhood or communitv followinq 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 communitv?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
Emergency Resource I nformation Exhibit F FY 2015-2016
n",", llU'$
(Fìev Decenìbet 2014)
Depâr1nrenl of lhe freâsrrry
lnterral Reveilue Strvice
Request for Taxpayer
ldentificatir¡n Number and Certification
Give Form to tlre
requester. Do not
send to the lRS.
I Nanre (as slìown o¡t yôUr |jcorfìe tâx return)Nârìe rs re(luirêcl
ITY OF FRESNO
eaoi*tnanut,f i.'à.lr¡s.,l'e-,'''trti-"mãli-¡l¡wmt¡ıìi-ar,urc(!
0)(nßil:
a
a)
ØQctr.o
.êF:o
/Ø
ft ,,
'ı
0)o.Ø
q)ù(1)
3 Clìe(ìli ¿lfJl)roflrj¿ltu hoi f(t fe(le¡¡i t¿Jx classifr(;aiirrI circ(jx or]ly.Jrìe (r tlìe tollowtng sÈveii ljoxesl
l-l inclivr<hral/sole Dropnelo¡ u, l.] fì Ctq¡¡¡6¡¡¡1,.. f-l S tìorporation f] par¡rersltr¡;l-t ir ilSt/est¿trr
4 I:)ienrpiirrìs icedes aljply only irj
certa¡n eni¡li€Js, ro! iDdividuiìt.i: Jrnc
inslr ilctions ot r palle aJ):
Exer¡rpi flâyee code (¡f iìr r\,)
Exenrpt¡on fronr FA I CA reportt¡ìg
codD (if any)
r¡¡ ¡li¡.. tr, :,.. Lr!, fì ,r)!il,, ,, ." .r,,"t, ,,,,, t, ,l
srngle nìenrberllC
fì LirriteO liabiliiy ccln¡:any Énrer lle t¿ìr .l¿ìss¡licatron lC, C: ccrtroration, S.S corporâtion, p-parlnerslììr, I
Note. For a s¡írglD me¡nber Ll.Cì iltat ¡s Cisr egarder,, (lo nÓt check LI-Oi check rhe appropriale box in lhe l¡tie allove forthe tax ciàssif¡cation of the srrrc¡ie-nrernber owner.
5 Address (numbeÍ, street, ¿nrl npt or suite nù )
1515 E. DIVISADERO ST.
ti City, state, anrlllF mãe-
f:RESNO, CA 9372f
7 Lisl âcco.rnt rìunrncrli) trereiiotrln;,li - -
Fnter yortr ì lN jn llrc oop,opi¡iin lin"-ìG ì'iÑi;;i;il;¡, 'n,,i't ',,u.,tãi
lt,u ,iun,ã.riu*,iàr' ril ,, iio avo,d
ithlrold¡rlU. Ìrrrr itldit,trltl¿tls llli:¡ ii !tc¡¡c¡'aliv yorrr snr;ial se¡iLuit\/ nLlllller iSlìlr.J). llowcvei, tor u
lie¡t, sole ¡tro¡rrieior or disre(JAr(1ÈCl çnLitV, s0": thtr Parl i insrrucrioils ol page 1J, l:ot other
is your erlpl()y4r icicnijfít atic¡rr irtrr¡rl-:n lf:lÌrl). li yr;tr tlo rr¡rr lriìr/r,: ¡r trt.iml,-r:r, ier,, //¿rlr, lo ccl a
cltr i3.
Nole. lf ttre ¿lc(iotllìl ls ¡rr [tore thåil ói']{ì n¿rnre :ìeÊì illê illstÌtrr]tloir:; ioi lìne I arrr:i lhe clrad on ¡raqe ,l forgtiidelines on whosc llulrbet t(, êntr)i,
no lonqer sultjeci to b¿ìcl(ut) w¡thiroldinq: ¿ìrrd
3 l¿rnr ¿i U S oitizetr or othcr U.i,i, ¡-rcis:on (clcfinecl belo\ii); artrl
¡l Ther FATCA code(s) er-rtc'red orr this fo¡¡ (if tirry) indicatin-c1 ilr¿r1 I ¡n-r exenrpl frorn l-ATOA roportinç¡ is conect
Yotr out ¡terlì 2 above if yot¡ h¿ìve been notiliecj tly the IRS thal yo|l are cur b;rcku¡r withholrjingrepo t atltl dividends orl your tax return. f:c¡r leal estate transaci¡ons, itent 2 For mortgaç1eabat I securecl properly, c¿t¡rcellatio¡t of clebt, corrtributiotls to arì incliviclual gernerrt (liìÀj, anrlhatr i divic¡ends, yoLr âre not rerquirecl to sign tlre certific¿rtion, bL¡t you tflust recil-ll,l. Se; ilìc
, FoÍr1 1098 (lìonìe nìortgage rnterest), 109B-L (stuclelt loar interest) ]098, i(tuirion)
. Fonrì 1 0tl9-C (c¡nceled (tebt)
. Fonrì 1009
^
(ac(lu¡sitton ôr abandonrnent of securerl ptoperl,!)
LJse Fornr W,9 only if yoLr ar e a U S, persorr (ir.j[rding ¿ì r os]dGnt ¡lierr) tc
ooviclc your correct l-lN.
li ¡,ot rlo ttot telurn Fonn LALg ìo llte teqt.nsls t4,li, ir il¡¿ \t(tl tl|()lti b, ,rtb¡et.l
lo buclal.t t'.,ithhokl¡ttg. rqee lal/ìal rs btlckrrì tutthholdiilcT? on lttrqr- í)
[iy :ircjninq 1l]e t¡llecl úLrt for nt, you:
| . (-lsrtily thät tlìe TiN yÒLt are q¡vitìg is c(ilt ect (ot yoL¡ ar e ,¡/.!lit-q fol a rtr¡rrrbelto b." rssued),
2 O'erl¡fy thíìt you ¡ìr u rrDt sulljeci to l)ÂckuÞ Hithholcltnq, ol
iì. (llârm .ixentption fei¡ bacl(üp ! ¡itlìllotrlr¡U if yoil ate ¿ì {.J tì .xenlûi i,jilyec, lf
al)plicÍlbi(j, vor ¿ìro elÍìo oerliiyinq Lhal as a Ll.S pcr.jon, yoirÌ .llloû¿ÌLrlú ailtar'c oi
arìy paftrer-slìiÞ incomE trúrrl ¿r U.S. lrârle or LlLts|less ,s nr)i suhJ¡ct tD ihe
\r,ithllokJi[c] tax ùil lorêign parhlets, share ot úffêct¡/Êly oonr¡ccicd incotre. iìi r.t
rl. ( rttfy tlìai t-AtUA cocle(s) enlrred dì thrs forrn (tf any) tndir:¡rt'*l ill¿lt y.u irrecxÈrn .fIonr liìc l-AICA tepoilirìg, rs correcl. See lyh¿rt /s l-ATC|\ rcporlingll oÃpdfie ior furtlìr:t rnfoÍfrätìo[.
General lnstructions
-SÈrit¡on references atc lo the lnterilal Re\,onUc Co(lc uniess oilìerv/ise notcal
Fulure developmcilts. ¡nfor ntfltioD about devclopments aff(rcting Form \ / I (suclì
¿ìs legislaliol enâuled aller rve l elease it_j i.; itl wvrtlt.írs.()ov/fwg
Purpose of Forrn
At t rnclivrdual or Éntity ffot nl W 0 rr:iilreritcr) wlìi_ì t,\ re(illref¡ to i¡lr, ari t¡fet In¿ìtii)r,
ItìS Ìì!s er I trUrìlbnr ( I ll\l)
\4Ï| sort i1¡j et ideni¡iia;illronzrdoptiorr bet rtpk;vcl
urnber (E iolt rìrouitt l)ai(l to
rnollnt re etu S of iitfollt¿tllíln
t etrr ils inc[rdl!, l]ut Dr e iloI lirntlc(1 lo, tlìr] Jollou/itìrl
' I oilTr l 00g-llll /¡rìte¡ùsl .,aÍìrìrl (Ï Þai(l)
i:orì¡ì i099-Lli\/ f(ltvt(:iellds, illcltrlinq Ir.,re Ítoitì lic.jl(s o¡ rnUiirâl filn{Jll
' Èo¡fl lil99-f\4llìC lVail0us iyt:'r;.s of iilcolttr llrizcs iìly¡tt(ls, Ljt .¿lrì53 Í),oe0cdtj). IoÍtì 109C-1-ì (slocil at nlIl!rfll l|il]il iitlù\.|lal cfrlnil ólhct triìtrsaciiOns by
l.!rokors)
. i:olßi ll.l9g'S (1}ocer'Us íloll ri!él OStlit, itíiirSacit+[.-r
" i'o¡rìì l0çì9-l( (ntúr.ìll¡¡tl cÎr(1.ì¡ld îltiirj pa¡tr,, netrorl, ir¿ìn-tclions)
,irt hl(i líi2:lrX i,', ",-täril ri*-7-, i;
Certificate Number lssue Date
20162118 CERTIFICATE OF SELF.INSURANCE
814t16
City of Fresno
Personnel Services Department
Risk Management Division
Fresno, CA 93721-3612
(559) 621-6900
COVERAGE AFFORDED BY THIS CERTIFICATE IN NO
EVENT EXCEEDS THE COVERAGE AFFORDED BELOW.
THIS COVERAGE DOES NOT EXTEND TO THE SOLE
NEGLIGENCE OR WILFUL MISCONDUCT OF THE
ADDITIONAL INSURED.
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 Goverage Effective Date Expiration Date Limits of Liability
General Liability 0710112015 071o1t2016 Each occurrence $3,000,000
Automobile Liability 0710112015 07t01t2016 Combined Single Limit
(each accident)$3,000,000
Workers' Compensation Statutory Limits
Employer's Liability
Eaoh Acc¡dent
Disease - Each employee
Disease - Policv Limit
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS
The Fresno-Madera Area Agency on Aging (FMAAA) its officers, agents, employees, and servants
are included as additional insureds with respect to work performed for the FMAAA under this
Agreement: Contract No. 16-0310, Site Management.
CERTIFICATE HOLDER CANCELLATION
Fresno-Madera Area Agency on Aging
3837 N. Clark Street
Fresno, CA93726
COVERAGE IS IN EFFECT AS STATED ABOVE AND
WILL NOT BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, EXCEPT UPON 30 DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER.
Michael Payne, Risk Manager
K:\Cerlificates of lnsurance\FY2016\Cert 201621 1 I FMAAA.docx
City of Fresno
Parks, Afterschool, Recreat¡on and community services Department
Senior Hot meals and Reçreation program (SHM)
Manuel Mollinedo
PARCS Director
Shaun Schaefer
Community Recreation Supervisor ll
Rícardo Rodriguez
Communitv Recreation Suoervisor I
Eddie Ybarra
Recreation Specialist
City of Fresno R67
COMMT/I\IITY RECR-EATION ST]PERVISOR tr
Class Defnition
Under direction, supervises the day-today activities of one or more communþ c,enters or City-wide or District-
wide community service or recreational programs
Dis t inguis hi ng C haracteristic¿
CommunþRecreation Supervisor II is açecialized, supervisory class in the Parks, Recreation, and Community
Services Department, Incumbents supervise the day-today activities of one or more communþ 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, adultg and senior citizens. Incumbents æe also given considerable latitude in accomplishìng
assignmenß. This class is distinguished fromCommunþ Recreation Supervisor I in ûrat incumbents ofthe latter
supervise the day-to-day activities of communþ centers, neighborhood parks, neighborhood centers, or a
segment of dre community service or reqsational programs within established guidelines and procedmes.
Tlpical Tasks
flhis list is neither inclusive nor exclusive. Consequently, tlris information may not rcflect Essential Functions for
this class.)
Plans, implements and evaluates community service programs.
Consults with administrative shfi school principals a¡rd various school ofücials regarding the provision offacilities,
personnel, ard programs utilizing school facilities.
Makes inspections of recreational tàcilities; reviews operating activity records and reports.
Evaluates programs to ascertain efficiency and effectiveness of personnel assigned and fype of in-service naining
requìred; advises and instucts personnel on methods and techniques for improving programs.
Studies and makes recommendations on equipment and materials needed for various playgrounds, centerg pools
and their programs.
Makes presentations before clubs and organizations regarding communþ service programs; assists organizations
and civic groups in utilization of the programs and facilities offered by the Cþ.
Orients, hains, 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 II
Page2
Prepares conespondence, 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 staffreports.
Issues permits for use of sports fields and tennis courts and secures pernits for use of school facilities.
Assigns sports officials to league games and keeps records of leagues.
Performs related duties as reçired.
Knowledge. Abílíties. and Skills
Knowledge ofthe principleg practices, procedureg 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 communþ groups including children, adults and senior citizens.
Knowledge ofüre methods involved in organizing conducting and supervising recreation activities.
Knowledge of the lacilities and equipment needed in a broad recreation program.
K-nowledge ofthe principles ofmunicipal adminisration and budgeting and federal and state grant program rules
and rcgulations.
Knowledge of first aid methods and safety precautions used in recreation work.
Abilityto understand the various communþ social conditions úroughout the Cif to deûermine special recreation
needs.
Abiliry 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 Qualirtca\ons
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
CommunityRecreation Supervisor I with the City ofFresno. Additional qualifring experience may be substituted
for the required education on a year-for-year basis.
SHAUN R. SCHAEFER, MA
S har¡ n. Sc l¡ aefc rfdfresno,sov
37101 Avenue 12Yq o Madera, Calìfornia 93638 o (559) 696-7899
- General Business lV[anagement - Leadership and Organizational Development -
Results - oriented leader with over 25 yeaa portfolio of successful programming, stategic
marketing, project development, direction and management; innovative thinker driving
community parlnerships and customer return on investments to increase contracts, enhance
performance, and increase revenue and participation in order to achieve maximun utilization of
facilities, resoutces and staff; community team builder with sound budgetary management and
fiscal accountability.
¡ Strategic Project Leadership
¡ Entreprenurial Confract Service
Development
. Cross-Functional Team Leadership
o Customer Service Assessments &
Campaigns
o Grant Aqustion & Fundraising
o Creative Outreach Strategies
Expertise [ncludes:
¡ Marketing & Communications
r Budget Building & Administration
¡ Corporate, Non-Profit & Foundation
Relations
¡ Government & Media Relations
. Extemai,Intemal & Community Relations
¡ Stakeholder Relations
PR.OFESSTONAL EXPERIENCE
CITY OF FRESNO, PARCS DEPARTMENT, X'resno, CA
Communþ Recreation Supervisor II 1985 - Present
2010 - Present¡ PARCS Mayoral Initiative Campaign of Adopt-a-Park and Go Green and Clean wjll
eclipse $1,000,000 (current value $927,813) of community service work value by 16"012
volunteers in eariy 2014 wiüt 60,326 of volunteer hours to supplement and enhance
PARCS Planned lvlaintenance and Public \\iorks Landscape Maintenance Service.r Managed Division and staff through unprecedented organizational downsizing while
maintaining and in some cases increasing service levels.o Directed stakeholder meetings with Pinedale Community Association, Hinton Muliti-
Cultural Community Center Board, Chicano Youth Center, Leadership Fresno, Church of
Latter Day Saints, and Reading and Beyond to educate and gamer partnership support for
service and events.I Crafted and pro.rided unique annual envents of "Mosqueda Carnaval and Mosqueda Idol"
at the Mosqueda Community Center (Corurcil District 5). The events boosted community
support, service awareness and appreciation for PARCS services and brand.¡ PARCS Lead for FtlN and has managed fundraisers (Annual Charity Golf Tournaments)
to over $100,000 of net proceeds whìch have sent thousands of inner-city youth to
suÍlmer camps since 2006 and generated over $1,000,000 of grants, fundraising and
donations.
o In 2013 assisted in acquistion of $60,000 community grant from Kaiser Permanente that
enabled PARCS to open up four (4) closed learner pools for the summer aquatics
ptogram.
. In 2013 assisted in the opening of the Calitbrnia & Elm Community Center/Gynasium by
developing the relationship, business plan and contract with lead community based
organization lead - Leadership I't, Boise, Idaho.
SI{AUN R SCIIAEFER Sha uu.Sc haefer@[resno,qov
¡ Rebranded contracted services programs to solidify service to vendors and created
overhead charge to recoup staff for direct service time.
Recreutio n Manger, Comma nity Services Dívß ìon 2007 -2010
Responsible for Community Services Division and providing exemplary service, capital
improvement and management in the areas of Senior Hot Meals, local area school district
contracted services (Elementary Spark Physical Fitness Community Science, Life and
Enviromental Science Program, High School Youth Job Prep Program (YJPP), Summer
Aquatics Program, Community Center Reservations, Voluntee¡ and Work Experience Programs,
Neighborhood Park Services at Mosqueda Community Center and Grarury's Science Center,
Community Special Events, Community Based Organization (CBO) Management at Dickey
Youth Development Center, Dog Parks, Department Special Projects and PARCS 501(c)3 non-
proht Fresno United Neighborhoods (FLSI).. Working Fresno County, City of Fresno Human Resources and Personnel Department
and the United States Economic Stimulus Program, acquired funding to stave off layoffs
for over a hundred City of Fresno workers and continue services.r [¡ 2008 assisted in the opening of the Dickey Youth Development Center and fostered
partnerships with stakeholders, the Chicano Youth Center and the community; building
developed into a tremendous commr:nity asset.. In conjuction with Deparlment Director handled media and public appearances to educate
and inform public with television, radio, print media and public meetings.¡ Transformed in 2009 the discontinued After School Recreation Enrichment Program
(ASR) with Fresno Unified School Dist¡ict (FUSD) and changed services to physical
fitness and nutrition progmm (SPARK); program is core piece of FUSD elementary after
school program, fiscally sustainable and thriving.r Awa¡ded 2009 'Achievement Award' for rhe Youth Job Prep Program (Fresno BEST) by
the California Parks and Recreation Society (CPRS).
. Awa¡ded 2010 'Bright ldea Award' from the Harvard University School of Business for
the Youth Job Prep Program.. ignited working relationships with Fresno State University, Fresno Pacific University,
Fresno City College, Fresno Unified School District and Fresno County to create
opporturities for youth, volunteerism services, education and employment (current and
future).
Community Recreation Supemisor II 2005 -2007
Served as lead for direct service programming in the Community Services Division unde¡ the
lead of the Division Manager; supervised a team of six (6) supervisors and community
coordinators. Built Mayoral Initiative High School Job Skills Development Program Fresno
BEST and expanded it to provide service to all FUSD High Schools. Implemented Mayor
Technology Access Initiative of Fresno Connect which provided computer access and
programming at PARCS Community Centers and Neighborhood Parks. Implemented Mayoral
Initiative to provide employment opportunities to Fresno citizens with the Mayor's Job Initiative
(MiÐ.Evaluated programs to ascertain effrciency and effectiveness of resources, outcomes and
staff.
Utlimately, promoted to Community Services Division Manager for the PARCS Department.
S I Ho'"FAO i (5ss) 621-ClrY Q489) | Search SiteConlact Us
lVìayor's Office
Criy Councrl
Esmeralda Soria,
District 1
Steve Brandau, District 2
Oliver L Baines lll,
District 3
Paul Caprioglio, District 4
Sal Quintero, Distrìct 5
Lee Brand, District 6
Clint Olivier, Diskict 7
Contact City Council
CÌty lvlanager
City Clerk
City Attorney
Department Directory
Services D¡rectory
City Budget
Disabiliiy Advisory
Comm¡ss¡on
eGov Services
One Call Center
District 4
Distrlct 5
District 6
Distr¡ct 7
District Locator
Live Broadcast
FoB BEST0EÍITS ton BUSTÍCESSES F0ß V|SIT0RS GOVERNMEô¡T DISTOYER FRESII¡O ûIEWS
crw couNcrl
Distr¡ct'l
Distr¡ct 2
District 3
To contact any of the Council i\ilembers, please call (559) 621-8000
Esmeralda Soria
Councilmember District 1
Email FAX (559) 268-1 043
Steve Brandau
Councilmember Districl 2
Email FAX (559) 621-7892
Oliver L Ba¡nes lll
Councilmember D¡stíct 3
Email FAX (559) 621-7893
Paul Caprioglio
Councilmember Distr¡ct 4
Email FAX (559) 621-7848
Statement of Economic lnterests
Council District Locator
Not sure which Council District you're
located in? Please use our Council
District Locator for ass¡stance
Sal Qurntero
Councilmember D¡strict 5
Email FAX (559) 490-539s
Lee Brand
Councilmember Distr¡ct 6
Email FAX (559) 621-7896
Clint Ol¡vier
Councilmember District 7
Email FAX (559) 498-2541
Council Agendas & Minutes
2015 Counc¡l Meeting Schedule
Report of Public Off¡cial
Appointments
FPPC Form 806
Contact Us
resno City Council
2600 Fresno Street
Room 2097
Fresno, CA 93721
(559) 621-8000
E-Mail Us
Department Home
http ://www. fresno. gov/Govenrment/C ity Council/default.htm 713l1201s
Site Map ì Secur¡ty & Pr¡vacy Policy I lnternet Pol¡cy I Access¡b¡lity I Staff
Select Language v
Powered bY Co''glt Translate
02015 The City oÍ Fresno All R¡ghis Reserued
http ://www, fresno. gov/Government/CityCouncil/default.htm 713U20rs
Progrqm Locqlions & HoursMission Slolement
The Cily of Fresno's Porks, After School, Recreolion
ond Community Services Deporlment is pleosed io
provide o quolily lunch ond recreotion progrom for
older oduhs. Our nuirilion ond soclol progroms ore
operoted of ó siles throughoul îhe City of Fresno.
Lunch is served Mondoy through Fridoy (excluding
holidoys) ol Communify, Neighborhood ond Senior
Resldentiol Cenlers.
Suggested contribution for o hot meol is $1.50 for
odults ó0 yeors ond older. The coniribution is kepl
confidenliol ond no one will be denied o meol due to
the inobilìty lo donote the suggesled omount. Those
59 ond younger ore welcome, but will be chorged
$3.50 per lunch. The Senior Hot Meols ond Recreolion
Progrom is funded by o Community Development Block
Gront (CDBG), City of Fresno Generol Fund ond by
fhe Fresno-Modero Areo Agency on Aging (FMAAA).
In oddition to serving lunches, o friendly sociol
environment is offered, which provides lhe opportunity
lo build new friendships ond expond your inferests.
Actìvities include, but qre not limiled to:
Ceromics - Exercise
Speciol Events - Monthly Sociol Donces
Vol u nteer Opportunities
Eoch cenler is unique in iî's own octivities, pleose coll
{or specìfic informotion. Don'f sit ot home olone. Visil
the site neorest you to enjoy o nufrituous hol lunch,
recreoljon oclivilies, ond the compony of olhers.
For oddilionol informoiion on the seryices provided
through lhe Cìty o{ Fresno Senior Hol Meols ond
Recreotion Progrom coll 559.621 .2900.
Vìsit o u r we bsite www.fresno. gov/Sen iorCon nection
Lofoyetle Neighborhood Center
l5l ó E. Princeton Ave.
l0 o.m. to 1 p.m.
Mory Ello Brown Community Center
1350 E. Annodqle Ave.
l0 o.m. to 1 p.m.
Mosquedo Community Center
4670 E. Buller Ave.
9 o.m. to 1 p.m.
Pinedole Community Center
7170 N. Son Poblo Ave.
9 o.m. to I p.m.
Senior Citizens Villoge
1917 S. Chestnul Ave.
l0 o.m. fo 1 p.m.
Ted C. Wills Communify Center
ZZ0 N. Son Poblo Ave.
9 o.m. to 1 p.m
SEA{IOR ITOT MEALS
AATD RECREATIOAT
PROGRAM
Ci1y of Fresno o cullure of excellence where
people get the besl every doy.
The Parks, After School, Recreation and
Com m u n ity Servrces Depa ftment (PARCS)
enriches the lives of Fresno citizens by
investing in parks, open space and by
providing diverse oppoñunities for human
development and social i nteraction.
o)
¿
cj(n
.à)
E
EoU-o
Co
co
oo
U
o)ú.
8þ3-_c Ë ¡.\süıRh bE<.Ë+i!U
O ^-z Y\-+< Ln Ø!-=.jo):- U \ L\Jô-T\L
FOR SERVICE PROVIDER:
the day-to-day operations of the contracted program.
SHAUN SCHAEFER COMMUNITY RECREATION SUPERVISOR II
on Exhibit E, page 5, as
Title
1z - r? -/J-
(Refer to Appendix A)
MANUEL A. MOLLINEDO
Date
PARCS DIRECTOR
ignature of Authorized Contracting Official
Type Name
ATTEST: WONNE SPENCE
Type Name
BRANDON M. COLLET DEPUTY
Type Name
94-6000338
Contractor Federal Employer LD. Number
FOR FRESNO.MADERA AREA AGENCY ON AGING:
Title
to/ ?ú l/t-
Date
F^b¡f-; rY)
Jean Robinson
Area Plan Grant Award
Contract
Executive Director
Page 2 FY 2015-2016
Fi'jÅ¡'r;ì
Lìirri: il 1- StRVICËS
2015 OCT 2l pH t: t+S
ügurLNH er