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Home My WebLink AboutMINUTES - 09141993 - 1.116 BOARD OF SUPERVISORS FROM: Mark Finucane, Health Services Director J ru Cwtra By: Elizabeth A. Spooner, Contracts Administratoroy Costa DATE: August 25, 1993 County SUBJECT: Approval of Contract Amendment Agreements #22-033-31 and #22-137-17 with Family and Community Services, Inc. SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: A. Approve and authorize the Chair, Board of Supervisors, to execute on behalf of the County, Contract Amendment Agreement #22-033-31, effective July 1, 1992, to amend Novation Contract #22-033-30 (effective July 1, 1992 through June 30, 1993) with Family and Community Services, Inc. , to transfer funds from the Congregate Meals Contract to the Contractor's Home Delivered Meals Contract #22-137-16 to cover a shortfall in projected income collections from Senior participants in the Home Delivered Meals Program; and B. Approve and authorize the Chair, Board of Supervisors, to execute on behalf of the County, Contract Amendment Agreement #22-137-17, effective July 1, 1992, to amend Renewal Contract #22-137-16 (effective July 1, 1992 through June 30, 1993) with Family and Community Services, Inc. , to transfer funds to Contractor's Home Delivered Meals Contract, from the Congregate Meals Contract #22- 033-16 to cover a shortfall in projected income collections from Senior participants in the Home Delivered Meals Program. II. FINANCIAL IMPACT: This contract is 100% federally funded under Title III-C(1) of the Older Americans Act of 1965. No County funding is required. III. REASONS FOR RECOMMENDATIONS[BACRGROUND: On October 27, 1992, the Board of Supervisors approved Renewal Contract #22-137-16 with Family and Community Services, Inc, for Home Delivered Meals for the County's Senior Nutrition Program, and on January 26, 1993 , the Board approved Novation Contract #22-033-30 with Family and Community Services, Inc. for Congregate Meal Services for the County's Senior Nutrition Program. Both of these Contracts include provision for an automatic three-month contract extension through September 30, 1993 . CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMEN T ON OF BOARD drOMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS UNANIMOUS (ABSENT ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Wendel Brunner, M.D. (313-6712) SEP 14 1993 CC: Health Services (Contracts) ATTESTED Risk Management Phil Batchelor,Clerk of the Board of Auditor-Controller Supervisors and County Administrator Contractor M882/7-e3 BY DEPUTY T NUTRITION PROGRAM AMENDMENTS BOARD ORDER PAGE 2 The purpose of these two FY 1992-93 Contract Amendment Agreements is to transfer unexpended funds from the Congregate Meals Program Contract (#22-033) to cover a shortfall in projected income collections from Senior participants in the Home Delivered Meals Program Contract (#22-137) . Participant contributions are shown as an offset to expenditures in each of the contracts as an expedient method of transmitting these funds to the County. In reality, Senior contributions are voluntary, and the total amount to be received is somewhat unpredictable. Because of the voluntary nature of contributions, a contractor cannot be held to a specific collection amount. The long term illness of one of the Contractor's key accounting staff members prevented the early detection of the shortfall in income collections in the Contractor's Home Delivered Meals Program. Approval of these Contract Amendment Agreements will allow transfer of funds between these two Family and Community Services contracts, and will minimize losses to this non-profit agency. Contra Costa County Standard Form 1/87 CONTRACT AMENDMENT AGREEMENT (Purchase of Services) Number 22-137-17 Fund/Org # 5767 Account # 2310 Other # 1. Identification of Contract to be Amended. Number: #22-137-16 Effective Date: July 1, 1992 Department: Health Services - Public Health Subject: Home-Delivered Meals for the Contra Costa County Nutrition Program 2 . Parties. The County of Contra Costa, California (County) , for its Department named above, and the following named Contractor mutually agree and promise as follows: Contractor: FAMILY AND COMMUNITY SERVICES, INC. Capacity: Nonprofit California Corporation Address: 1300 Civic Drive, Walnut Creek, California 94596 3 . Amendment Date. The effective date of this Contract Amendment Agreement is July 1. 1992 . 4 . Amendment Specifications. The Contract identified above is hereby amended as set forth in the "Amendment Specifications" attached hereto which are incorporated herein by reference. 5. Signatures. These signatures attest the parties' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA ATTEST: Phil Batchelor, Clerk of BOARD OF SUPERVISORS the Board of Supervisors and County Administrator BY 9!!�� Chairman/Designee D uty CONTRACTO?. -` (Designate business capacity A) (Designate businets capacity B) Note to Contractor: For corporations(profit or nonprofit),the contract must be signed by two officers. Signature A must be that of the president or vice-president and Signature S must be that of the secretary or assistant secretary(ClvU Code Section 1190 and Corporations Code Section 313). All signatures must be acknowledged as set forth on page two. Contra Costa County Standard Form 1/87 APPROVALS/ACKNOWLEDGEMENT Number 22-137-17 APPROVALS RECOMMENDED BY DEPARTMENT FORM APPROVED By By Q Dep igne APPROVED: COUNTY ADMINISTRATOR By �.. ACKNOWLEDGEMENT State of California ACKNOWLEDGEMENT (By Corporation, Partnership, or Individual) County of The person(s) signing above for Contractor, personally known to me in the individual or business capacity(ies) stated, or proved to me on the basis of satisfactory evidence to be the stated individual or the representative(s) of the partnership or corporation named above in the capacity(ies) stated, personally appeared before me today and acknowledged that he/she/they executed it, and acknowledged to me that the partnership named above executed it or acknowledged to me that the corporation named above executed it pursuant to its bylaws or a resolution of its board of directors. Dated: �l 4�otarial Seal] � � f' � � -u � is/Deputy Countff Clerk 'i..', •r_.`,.�a�•." 067276 W U .?'' CO!`TRACOSTA COUNTY ' My.Comm,Expires June 5.1996 -2- AMENDMENT SPECIFICATIONS Number 22-137-17 In consideration of Contractor's willingness to continue to provide the same level of home-delivered meals services for County's Senior Nutrition Program under the Contract identified herein, County agrees to transfer unexpended funds from Congregate Meals Program Contract #22-033-30 to the Contractor's Home Delivered Meals Renewal Contract #22-137-16. County and Contractor agree, therefore, to amend said Contract as specified below, while all other parts of the Contract remain unchanged and in full force and effect. 1. Payment Limit Increase. The Contract Payment Limit amount set forth in Renewal Contract Paragraph 4. (Payment Limit) , and in Additional Provisions Paragraph 2. (Special Conditions) , subparagraph a. , is hereby increased by $5,500, from $23,320 to a new total Payment Limit of $28,820. 2. Budget of Estimated Program Expenditures. The Budget of Estimated Program Expenditures of Renewal Contract #22-137-16 is hereby deleted and replaced by the attached Budget of Estimated Program Expenditures (#22-137-17) which is incorporated herein by reference. 3. Automatic Contract Extension Payment Limit Increase. The amount of the three-month Payment Limit set forth in Additional Provisions Paragraph 2. (Special Conditions) , subparagraph b. , is hereby increased by $1,375, from $5,830 to a new total of $7,205. Initials: ontractor County Dept. BUDGET OF ESTIMATED PROGRAM EXPENDITURE (July 1, 1992 - June 30, 1993) Number 22-137-17 BUDGET CATEGORIES 1. PERSONNEL Salary and Wages $ 53, 071 Fringe Benefits 12 , 634 Subtotal $ 65,705 2 . STAFF EXPENSES Travel $ 700 Training 0 Subtotal $ 700 3. OTHER COSTS Building Space $ 8,327 Telephone 4, 190 Office Expense 3 ,930 Repair and Maintenance/Space 1,556 Repair and Maintenance/Equipment it Management 7, 339 Insurance 6,251 Volunteer Expenses 950 Vehicle Operations 4 ,081 Subtotal $ 36 , 635 5. TOTAL COSTS $103 , 040 6. PROJECT MEAL INCOME AND DONATIONS ($ 74, 220) 7. NET CONTRACT COSTS (Contract Payment Limit) $ 28 , 820 Subject to the Contract Payment Limit, adjustments in budget category subtotal amounts may be made, but not to exceed 10% of each budget category subtotal amount shown above. Adjustments in the line item amounts within the budget categories for Personnel, Staff Expenses, and Other Costs may be made, but not to exceed 20% of each line item amount shown above, subject to the Contract Payment Limit. In order to make such adjustments, Contractor shall submit a written request for approval to County 30 days in advance and may make such adjustments upon approval by County' s Nutrition Program Director. Initials: Contractor County Dept. I