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HomeMy WebLinkAboutMINUTES - 10172007 - HA1 17TIVI HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTAc ' TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: February 11, 2003 SUBJECT: SERVICE CONTRACT WITH EAST COUNTY BOYS & GIRLS CLUB (ECBGC) 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 of the County of Contra Costa to execute a contract on behalf of the Housing Authority with ECBGC to provide children ages 6-• 17 an after school program that will assist in character building, mentoring and leadership development at the EI Pueblo housing development for the period September 1, 2002 to June 30, 2003. ECBGC will also provide transportation to and from the site to the Recreation Center. II. FINANCIAL IMPACT: In consideration for the services provided to the youth of EI Pueblo, the Housing Authority will provide funding up to $22,900. No County General Funds are required. Ill. REASONS FOR RECOMMENDATION/BACKGROUND Youth programs, including recreation activities, have been an important part of the El Pueblo community. The ECBGC has enhanced its existing activities to focus on the social/emotional growth of the youth of the El Pueblo housing development. 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 ECBGC, the services provided to the residents of El Pueblo may no longer be available, and this would be a detriment to the development and the community. Ff CONTINUED ON ATTACHMENT: YES SIGNATU RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON February 11, 2003 APPROVED AS RECOMMENDED X OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A X UNANIMOUS (ABSENT_ _ III ) 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_February 11, 2003 JU14 S CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY) k' t ,DEPUTY MaryfintzlH:\Hudge\Bd Order ECBGC 122 03.ddc For Office Use Only Number Fund/Org. Account No. Other No. SHORT FORINT SERVICE CONTRACT 1. Contract Identification: Subject: East County Boys &Girls Club Year Around Program 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: EAST COUNTY BOYS & GIRLS CLUB CONTRACTOR'S TAXPAYER ID: 94-1251108 CONTRACTOR'S CAPACITY: Service Provider CONTRACTOR'S ADDRESS: 1001 Stoneman Avenue Pittsburg, CA 94565 3. Term: The effective date of this Contract is September 1, 20102 through June 30, 2003,unless otherwise terminated as provided herein. 4. Termination: 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$22,900.00 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, as set forth in the Payment Provisions. (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: The East County Boys & Girls Club will operate the same program as in the past, exclusively for the children residing in the El Pueblo Housing Development. This program will provide transportation to and from El Pueblo development to the Boys & Girls Club. Contractor will provide recreation, social/emotional growth and counseling, (see Appendix A). 8. Authority's Obligations: None 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, including but not limited to, licensing, employment, and purchasing practices; and wages, hours and conditions of employment, including nondiscrimination. Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page,2 of 7 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 Reguirements: 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:\hodge\boys&girls club east year around contract 10 13 03.doc HA,1 ,;2 /l r� • Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page,3 of 7 . 16. Signatures: These signatures attest the parties' agreement hereto: Contractor Signature "A" HOUSING AUTHORITY OF THE EAST COUNTY BOYS & GIRLS CLUB COUNTY OF CONTRA COSTA RobER Mchwan Ron.Perkins Executive Director Executive Director Date: Date: Contractor Signature"B" Signature ie 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). hAhodge%oys&girls club east year around contract 10 13 03.doc }-ltd•1 �-- t�`�� Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 4 of 7 . Payment Provisions The Authority shall make funds available under this Agreement based upon submitted invoices and consistent with the approved budget. The installment payments to be made with submitted invoice showing services rendered eligible costs as detailed in the Scope of Services, attached appendices, and according to line items assigned. Invoices shall be directed by Contractor to Authority, addressed as follows. Robert WEwan, Executive Director Housing Authority of the County of Contra Costa P.O. Box 2759 Martinez, CA 94553 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. Payment shall be made in ten(10)monthly installments of$2-,4*-84 upon receipt of itemized invoices as described above. h.\hodge\boys&girls club east year around contract 10 13 03.doc A. fy��- Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 5 of 7 . Attachment A To Short Form Service Contract East County Boys and Girls Club (ECBGC) SCOPE OF SERVICES PURPOSE During the term of this Contract, the Boys and Girls Club shall provide organized youth activities for youth ages 6-16. These activities shall be conducted at 1001 Stoneman Avenue,Pittsburg, California. The Boys and Girls Club will provide an after-school program for at-risk youth in and around the El Pueblo Housing development(Pittsburg). The students shall be provided with programs based upon the Club's six (6) core areas: 1. Personal Adjustment Services This area focuses on tutoring, goal setting, computer/typing skills,handling stress, cooking and sewing. These services help a youngster plan and set goals in preparation for adulthood, intervene to help resolve crises in the physical, social and emotional lives of individual members, and offer opportunities to develop basic skills for education and work. 2. Character and Leadership Development Services Empowers youth to support and influence their club and community, sustain meaningful relationships with others, develop a positive self- image,participate in the democratic process and respect their own and others' cultural identities. This includes our leader ship groups, Keystone and Torch Clubs. We would like to send our leaderships to conferences to help educate them. 3. Education and Career Development Services Enables youth to become proficient in basic educational disciplines, apply learning to everyday situations and embrace technology to achieve success in a career. Job preparation programs teaching young adults the basic requirements to search and acquire jobs. 4. Health and Life Skills Services Develops young people's capacity to engage in positive behaviors that mature their own well-being,build self-esteem, set personal goals and live successfully as self-sufficient adults. Smart Moves is a program providing education on drug, alcohol and early sex prevention. 5. Social Recreation Services These programs teach youngsters the skills of living; i. e., good use of time, and getting along better with their peers; having fun while making new friends. We will strive to reach these lofty goals by offering the El Pueblo youth specific programs, such as parties,dances,pool and ping-pang tournaments, arts and crafts days, and special events such as field trips. We will assist them to increase this goal of social recreation now as well as in the fixture as responsible citizens. 6. Sports and Fitness Services Develop fitness,positive use of leisure time, skills for stress management, appreciation for the environment and social skills. The youth of El Pueblo will be included in the following sports activities: basketball, flag football, track and field,judo classes, kick ball, indoor soccer, double Dutch, and special outdoor sports events. SCHEDULE In addition to the normal administrative services required as part of this Contract, the Contractor agrees to meet the following Contract requirements: 1. The ECBGC program shall serve a maximum of thirty(30)youth residing at public housing developments owned and operated by the Housing Authority of the County of Contra Costa (HACCC). h:lhodgeiboys&girls club east year around contract 10 13 03.doc Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 6 of 7 2. Performance reports shall be submitted monthly to the HACCC. The reports should, at a minimum, state staff time and time allocated to each activity, in addition to the youth names and unit numbers. 3. ECBGC shall participate in quarterly on-site monitoring visits by the HACCC. The HACCC will monitor the performance of the Contractor against goals and performance standards required herein. Substandard performance as determined by the HACCC will constitute non- compliance with this Contract. Non-compliance will be considered cause for termination of this Contract. 4. Provide transportation to and from the El Pueblo development which will bring the youth to our East County Boys and Girls Club facility at 1001 Stoneman Avenue in Pittsburg. 5. Offer club memberships and all programs cited in 1-6 above during the period of September 1, 2002 to June 15, 2003. 6. Hire one additional staff member to accommodate the increase in youth and to coordinate with the Resident Council. hAhodge\boys&girls club east year around contract 10 13 03.doc Housing Authority of the SHORT FORM SERVICE CONTRACT Number County of Contra Costa Page 7 of 7 EAST COUNTY BOYS AND GIRLS CLUB PROPOSED BUDGET FOR 2002—2003 YEAR-AROUND PROGRAM FOR EL PUEBLO ROUSING DEVELOPMENT Salaries $13,980 (including September 2002 January 2003 compensation) Program Supplies Field Trips & Special Programs 4,000 Building and Maintenance Transportation 1,820 Annual Membership Scholarships 3,100 TOTAL $22,900 h:\hodge\boys&girls club east year around contact 10 13 03.doc