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HomeMy WebLinkAboutMINUTES - 12042001 - HA.1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS 70 / FROM: Robert McEwan, Executive Director DATE: DECEMBER 4, 2001 SUBJECT: SERVICE CONTRACT WITH GIRL SCOUTS OF THE SAN FRANCISCO BAY AREA (GSSFBA) FOR COMMUNITY SERVICES SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: APPROVE and AUTHORIZE the Executive Director of the Housing Authority to execute a contract on behalf of the Housing Authority with GSSFBA to establish troops that will provide girls ages 5-17 an after school program that assist in character building, mentoring & leadership development at Los Medanos and EI Pueblo housing developments , for the period October 1, 2001 to June 30,2002. II. FINANCIAL IMPACT: In consideration for the services provided to the youth of Los Medanos and EI Pueblo the Housing Authority will provide up to $6,900 in funding from the Public Housing Resident Services budget. No County General Funds are required. III. REASONS FOR RECOMMENDATION/BACKGROUND Youth programs, including recreation activities has been an important part of the EI Pueblo and Los Medanos communities. The Girl Scouts program would supplement and enhance existing activities. Weekly sessions are designed to foster creativity and problem-solving, build life skills, and develop values. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to authorize the Executive Director to enter into a service agreement with the GSSFBA , the services provided to the residents of Los Medanos and EI Pueblo may no longer be available, and this would be a detriment to the development, as well as the community. CONTINUED ON ATTACHMENT: YES SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON December 4. 2001 APPROVED AS RECOMMENDED XX OTHER VOTE OF COMMISSIONERS _ I HEREBY CERTIFY THAT THIS IS A XX UNANIMOUS (ABSENT None ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED December 4, 2001 JOHN SWEETEN, CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY , DEPUTY H:\judyhmtz\MSOFFICE\WINWORD\BOARD\BO-Girl Scout Contract.doc For Office Use Only Number Fund/Org. Account .No. Other No. SHORT FORM SERVICE CONTRACT 1. Contract Identification: Subject: Youth Activities 2. Parties: The Housing Authority of the County of Contra Costa, California(Authority) and the following named Contractor mutually agree and promise as follows: CONTRACTOR: Girl Scouts of the San Francisco Bay Area CONTRACTOR'S TAXPAYER ID: 94-6210149 CONTRACTOR'S CAPACITY: Non-Profit Corporation CONTRACTOR'S ADDRESS: 7700 Edgewater Drive, Ste. 340 Oakland, CA 94621-0149 3. Term: The effective date of this Contract is October 1, 2001 and it terminates upon satisfactory completion of scope of work unless otherwise terminated as provided herein. 4. Tennination: This Contract may be terminated by the Authority, at its sole discretion, upon five-day advance written notice thereof to the Contractor, or canceled immediately by written mutual consent; or upon thirty day advance written notice thereof to the Authority by the Contractor. 5. Payment Limit: Authority's total payments to Contractor under this Contract shall not exceed $6,900.00 unless authorized by Authority in writing by a Supplemental Authorization. 6. Authority's Obligations: In consideration of Contractor's provision of services as described below, and subject to the payment limit expressed herein, Authority shall pay Contractor, upon. Contractor's submission of a properly documented demand for payment which shall be submitted not later than 30 days from the end of the month in which the contract services were rendered, and upon approval of such demand by the Executive Director of the Authority or his designee, as follows: (Check one alternative only) a. Flat Rate: b. Payment in full after approval by the Executive Director. X C. As set forth in the attached Payment Provisions. 7. Contractor's Obligations: Contractor shall be responsible for providing the services required to accomplish the following objectives: Establish outreach Girl Scout Troops for Los Medanos (Bay Point), and El Pueblo (Pittsburg) developments, consisting of youth from age 5 through 17. Contractor shall provide those services and carry out that work described herein by reference, subject to all the terms and conditions contained or incorporated herein. It is estimated that the Contractor shall spend approximately ten to fifteen (10-15) hours per week on this project, which may include a reasonable amount of evening and weekend hours. 8. Authority's Obligations: Provide the site for the scout meetings. 9. Compliance with Law: Contractor shall be subject to and comply with all Federal, State and local laws and regulations applicable with respect to its performance under this Contract, Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 2 of 4 including but not limited to, licensing; employment, and purchasing practices; and wages, hours and conditions of employment, including nondiscrimination. 10. Nondiscriminatory Services: Contractor agrees that all goods and services under this Contract shall be available to all qualified persons regardless of age, sex, race, religion, color, national origin, or ethnic background, or handicap, and that none shall be used, in whole or in part, for religious worship or instruction. 11. Independent Contractor Status: This Contract is by and between two independent contractors and is not intended to and shall not be construed to create the relationship between the parties of agent, servant, employee, partnership,joint venture, or association. 12. Disputes: Disagreements between the Authority and Contractor concerning the meaning, requirements, or performance of this Contract shall be subject to final determination in writing by the Executive Director of the Authority, or his designee, or in accordance with the applicable procedures (if any) required by the State or Federal Government. 13. Access to Books and Records of Contractor, Subcontractor: Pursuant to Section 1861(v)(1) of the Social Security Act, and any regulations promulgated thereunder, Contractor, shall, upon written request and until the expiration of four years after the furnishing of service pursuant to this Contract, make available to the Secretary of Health and Human Services, the Comptroller General, the Authority, or any of their duly authorized representatives, this Contract and books, documents, and records of Contractor that are necessary to certify the nature and extent of all costs and charges hereunder. Further, if Contractor carries out any of the duties of this Contract through a subcontract, with a value or cost of$10,000 or more over a twelve-month period, such subcontract shall contain a clause to the effect that upon written request and until the expiration of four years after the furnishing of services pursuant to such subcontract, the subcontractor shall make available, to the Secretary, the Comptroller General, the Authority, or any of their duly authorized representatives, the subcontract and books, documents, and records of the subcontractor that are necessary to verify the nature and extent of all costs and charges hereunder. This special condition is in addition to any and all other terms regarding the maintenance or retention of records under this Contract and is binding on the heirs, successors, assigns and representatives of Contractor. 14. Reporting Requirements: Pursuant to Government Code Section 7550, Contractor shall include in all documents or written reports completed and submitted to Authority in accordance with this Contract, a separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or written report. This section shall apply only if the payment limit under this contract exceeds $5,000.00. 15. Indemnification: The Contractor shall defend, indemnify, save, and hold harmless the Authority and its officers and employees from any and all claims, costs and liability for any damages, sickness, death, or injury to persons(s) or property, including without limitation all consequential damages, from any cause whatsoever arising directly or indirectly from or connected with the operations or services of the Contractor or its agents, servants, employees or sub-contractors hereunder, save and except claims or litigation arising through the sole negligence or sole willful misconduct of the Authority or its officers or employees. Contractor will reimburse the Authority for any expenditures, including reasonable attorney's fees, the Authority may make by reason of the matters that are the subject of this indemnification, and if requested by the Authority will defend any claims or litigation to which this indemnification provision applies at the sole cost and expense of the Contractor. h:\maryfmty\hodge\contract girl scouts 10 01 01.doc Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 3 of 4 16. Signatures: These signatures attest the parties' agreement hereto: Contractor Signature "A" HOUSING AUTHORITY OF THE GIRL SCOUTS OF THE COUNTY OF CONTRA COSTA SAN FRANCISCO BAY AREA Robert McEwan Patricia J. Webb Executive Director Chairperson Contractor Signature "B" Louis Schofield, Secretary Title Date (Form approved by County Counsel) 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 "B" must be that of the Secretary or Assistant Secretary (Civil Code Section 1190.1 and Corporation Code Section 313). hAmaryfmtz\hodgc\contract girl scouts 10 0I 0Ldoc Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 4 of 4 Payment Provisions 1. Contractor shall invoice to Authority on a month by month basis. 2. Invoices shall be directed by Contractor to Authority, addressed as follows: Robert M`Ewan, Executive Director Housing Authority of the County of Contra Costa P.O. Box 2759 Martinez, CA 94553 3. Invoices shall itemize and describe services rendered and the number of hours used to perform these services, and shall include the date the hours of service were performed. 4. See Service Plan attached. h:\maryfmtz\hodge\contract girl scouts 10 01 0l.doc HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudillo Street - P.O. Box 2759 - Martinez, CA 94553 Central Administration - (925) 372-7400 - Fax (925) 372-0236 Service Plan Girl Scouts of the San Francisco Bay Area The following information outlines the scope of services that shall be performed by the Girl Scouts of the San Francisco Bay Area (GSSFBA) on behalf of the Housing Authority of the County of Contra Costa (HACCC). This contract shall be for the nine month period beginning October 1, 2001 through June 30, 2001. I. Services to be Provided: 1. Continue established Girl Scout troops for the EI Pueblo and Los Medanos communities, consisting of youth ranging from ages 5 through 17. 2. Provide on-site monthly events involving parents and youth. 3. In addition to troop activities, schedule regular field trips and excursions to expose youth to varied environments, professions, and points of interest that are designed to foster positive youth relationships for EI Pueblo and Los Medanos youth. 4. Implement appropriate measures to accomplish a goal of identifying and documenting a minimum of 10-15 registered Girl Scouts each at EI Pueblo and Los Medanos who regularly participate in the program activities offered under this contract. 5. Identify a minimum of two (2) EI Pueblo and two (2) Los Medanos residents working as paid Troop Leaders at $8.00 per hour ($2.00/HACCC and $6.00 by Girl Scouts) and as a paid Parent Assistant (Parent Volunteer, under guidelines of Girl Scouts) for the program. It should be noted that the Housing Authority of the County of Contra Costa Strongly supports and encourages federal, Section 3 hiring mandates which state that where possible, the Authority partner with agencies and organizations which provide employment opportunities for residents of public housing and other low income residents of the city where the grant is being implemented (Pittsburg). Accordingly, the Authority as a part of the contract, allows for the subsidizing of reasonable wages (HACCC and low-income City of Pittsburg residents only) for staff working on this grant. 6. Provide complete Girl Scout uniforms in addition to other basic troop supplies such as handbooks, sashes, pens, program patches and badges, etc. HAmaryfmtz\Hodge\Contract,Girl Scouts Service Plan 10 01 01.doc II. Reporting and Records 7. Supply the HACCC with a detailed monthly report outlining youth/resident participation rates, number of service hours, and any milestones, special results or achievements. The HACCC will supply this reporting form. 8. Submit a monthly participation sign-in sheet that includes original signatures by HACCC residents receiving services. III. Payment Provisions The Contractor, Girt Scouts of the San Francisco Bay Area, shall perform all tasks to the satisfaction of the HACCC Executive Director. In exchange for satisfactory service, the Contractor shall be entitled to total compensation not to exceed $6,900.00. 1. The HACCC shall respond to Contractor invoices, and submit payment within 14 calendar days of receipt of properly documented invoicing. 2. Timely reports/invoices shall be submitted by no later than the fifth day of the month following the completion of services for the previous month. (Example: services completed for the month of October, invoice submitted no later than November 5th.) 3. The program reports/invoicing shall provide an itemized description of services billed. The report shall include a copy of the monthly participation form supplied by the HACCC. 4. Program reports shall also include a detailed narrative outlining significant successes or obstacles occurring during the invoicing period. 5. Contractor shall not bill more than on a monthly basis. Housing Authority of the Girl Scouts of the County of Contra Costa San Francisco Bay Area Robert McEwan, Executive Director Patricia J. Webb, Chairperson Date Date 2 . HArnaryfmtz\Hodge\Contract,Girl Scouts Service Plan 10 01 01.doc GIRL SCOUTS OF THE SAN FRANCISCO BAY AREA Pittsburg, CA 30 Girl Scouts, 32 weekly meetings Paid by the Girl Scouts Paid by HACCC (Not reimbursable by (To be reimbursed TOTAL Contract) through Contract) Four Assistant Troop Leaders, @ Four Assistant Troop $6.00/Hr. X 3 Hrs. X 32 weeks $2,304.00 Leaders, @ $2.00/Hr. X 3 $768.00 $3,072.00 Hrs. X 32 weeks FICA and Workers' Comp 9.6% 295.00 -0- 295.00 $7.00 X 30 girls Membership Financial Aid 210.00 210.00 30 Uniforms 3,400.00 3,400.00 Program Supplies, handbooks, Program Supplies, crafts materials, $16.90 per girl 7.00 handbooks, crafts materials, 500.00 507.00 $16.90 per girl Council Supervision $25 X 32 weeks 800.00 800.00 Incentives and Awards 250.00 Incentives and Awards 50.00 300.00 Field Trips and transportation 1,348.00 Field Trips and transportation 1,500.00 2,848.00 First Aid Kit 50.00 50.00 Snacks for 30 girls/32 weeks/$.50 per week 480.00 480.00 Printing/Phone/Postage 100.00 100.00 Sub-total Sub-total 12,062.00 Admin 15% 1,284.00 1,284.00 Grand TOTALS $6,648.00 TOTALS $6,698.00 Total $13,346.00 * HACCC spending cap for GSSFBA uniforms not to exceed $3,600.00. 3 H:\maryfmtz\Hodge\Contract,Girl Scouts Service Plan 10 01 01.doc