HomeMy WebLinkAboutAuburn Food Bank* * Department of Administration
CITY Of �/� Michael Hursh, Director of Administration
A 10
:9- 25 T -R �T 25 West Main Street
—� WASHINGTON Auburn, WA 98001
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICE ACTIVITIES
COSTING $5,000 PER YEAR OR LESS
This two year Agreement is made effective as of January 1, 2015, by and between THE
AUBURN FOOD BANK. COMMUNITY SUPPERS and CITY OF AUBURN. In this Agreement,
the party who is contracting to receive services shall be referred to as "CITY ", and the party who
will be providing the services shall be referred to as "AGENCY" The parties agree as follows:
1. DESCRIPTION OF SERVICES. Beginning on January 1, 2015, the AGENCY agrees to
provide dinner service, twice a week, to residents in need within the City of Auburn. Services will
be delivered as per the attached Scope of Work.
2. PAYMENT. The CITY will pay a fee to the AGENCY for services provided in the amount of
$5,000 per year, paid in semi - annual installments of equal amounts, for services delivered as
described in the attached Scope of Work. This fee shall be payable in a lump sum upon receipt
of an invoice from the AGENCY with appropriate supporting documentation.
3. EXPENSE REIMBURSEMENT. The AGENCY shall pay all 'but -of- pocket' expenses, and
shall not be entitled to reimbursement from the CITY except for specific services, items or
activities listed in the Scope of Services as reimbursable goods or services.
4. TERMITE RMINATION. The term of this Agreement shall commence on January 1, 2015
and shall expire on December 31, 2016- Provided that if the Auburn City Council does not
appropriate sufficient funding for the 2016 calendar year this Agreement shall terminate on
December 31, 2015. This Agreement may be terminated by either party upon ten (10) days
written notice should the other party fail substantially to perform in accordance with its terms
through no fault of the other
5. RELATIONSHIP OF PARTIES. It is understood by the parties that the AGENCY is an
independent contractor with respect to the City of Auburn, and not an employee of the CITY
The CITY will not provide fringe benefits, including health insurance benefits, paid vacation, or
any other employee benefit, for the benefit of the AGENCY
6. EMPLOYEES. The provisions of this Agreement shall also bind the AGENCY employees
who perform services for the CITY under this Agreement.
7 INDEMNIFICATION I HOLD HARMLESS. The AGENCY shall defend, indemnify and hold
the City, its officers, officials, employees and volunteers harmless from any and all claims,
injuries, damages, losses or suits including attorney fees, arising out of or resulting from the
acts, errors or omissions of the AGENCY in performance of this Agreement, except for injuries
and damages caused by the sole negligence of the City The City of Auburn shall defend,
indemnify and hold the AGENCY, its officers, officials, employees and volunteers harmless from
any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or
resulting from the acts, errors or omissions of the City in performance of this Agreement, except
for injuries and damages caused by the sole negligence of the AGENCY
City of Auburn Agreement: GF- 15/1602, Auburn Food Bank — Community Suppers
January 1, 2015
Page 1 of 5
8. INSURANCE. The AGENCY shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or
in connection with the performance of the work hereunder by the AGENCY, its agents,
representatives, or employees.
A. Minimum Scope of Insurance, the AGENCY shall obtain insurance of the types
described below-
1 Automobile Liability insurance covering all owned, non - owned, hired and
leased vehicles. Coverage shall be written on Insurance Services Office
(ISO) form CA 00 01 or a substitute form providing equivalent liability
coverage. If necessary, the policy shall be endorsed to provide contractual
liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors and personal injury and advertising injury The City
shall be named as an insured under the AGENCY's Commercial General
Liability insurance policy with respect to the work performed for the City
3 Workers' Compensation coverage as required by the Industrial Insurance
laws of the State of Washington.
4 Professional Liability insurance appropriate to the AGENCY profession
B. Minimum Amounts of Insurance: The AGENCY shall maintain the following
insurance limits:
1 Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less
than $1,000,000 each occurrence, $2,000,000 general aggregate.
3 Professional Liability insurance shall be written with limits no less than
$1,000,000 per claim and $1,000,000 policy aggregate limit.
C. Other Insurance Provisions: The insurance policies are to contain, or be endorsed
to contain, the following provisions for Automobile Liability, Professional Liability and
Commercial General Liability insurance.
The AGENCY's insurance coverage shall be primary insurance as respect
the City Any insurance, self- insurance, or insurance pool coverage
maintained by the City shall be excess of the AGENCY's insurance and shall
not contribute with it.
2. The AGENCY's insurance shall be endorsed to state that coverage shall not
be cancelled by either party, except after thirty (30) days prior written notice
by certified mail, return receipt requested, has been given to the City
City of Auburn Agreement: GF- 15/1602, Auburn Food Bank — Community Suppers
January 1, 2015
Page 2 of 5
t
The undersigned have read the above statements, understand them, and agree to abide by
their terms.
Agency City of Auburn
Signed: ,1 , — Signed:
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Title: 1, Tt�� I Title: Ma_vw
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Date n ao t S Date:
Address: 5� � O. Address: 25 West Main Street
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n, / _ w \ �� a Auburn, WA 98001
Phone- f (` Phone: (253) 931 -3096
Q5 3$ 3 3 8 qa 5 (Community Services)
City of Auburn Agreement: GF- 15/1602, Auburn Food Bank —Community Suppers
January 1, 2015
Page 4 of 5
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A. VII
E. Verification of Coverage: The AGENCY shall furnish the City with original
certificates and a copy of the amendatory endorsements, including but not
necessarily limited to the additional insured endorsement, evidencing the insurance
requirements of the AGENCY before commencement of the work.
9. ASSIGNMENT The AGENCY obligations under this Agreement may not be assigned or
transferred to any other person, firm, or corporation without the prior written consent of the
CITY
10. NOTICES. All notices required or permitted under this Agreement shall be in writing and
shall be deemed delivered when delivered in person or deposited in the United States mail,
postage prepaid, addressed as follows:
IF for THE AUBURN FOOD BANK. IF for the CITY
Auburn Food Bank City of Auburn
Debbie Christian Community Services
93018 1h Place NE 25 West Main Street
Auburn, WA 98002 Auburn, WA 98001
Such address may be changed from time to time by either party by providing written notice to
the other in the manner set forth above.
11. ENTIRE AGREEMENT. This Agreement contains the entire agreement of the parties and
there are no other promises or conditions in any other agreement whether oral or written. This
Agreement supersedes any prior written or oral agreements between the parties.
12. AMENDMENT. This Agreement may be modified or amended if the amendment is made in
writing and is signed by both parties.
13. SEVERABILITY If any provision of this Agreement shall be held to be invalid or
unenforceable for any reason, the remaining provisions shall continue to be valid and
enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but
that by limiting such provision it would become valid and enforceable, then such provision shall
be deemed to be written, construed, and enforced as so limited.
14. WAIVER OF CONTRACTUAL RIGHT The failure of either party to enforce any provision
of this Agreement shall not be construed as a waiver or limitation of that party's right to
subsequently enforce and compel strict compliance with every provision of this Agreement.
15. APPLICABLE LAW. This Agreement shall be governed by the laws of the State of
Washington.
City of Auburn Agreement: GF- 15/1602, Auburn Food Bank — Community Suppers
January 1, 2015
Page 3 of 5
HUMAN SERVICES AGREEMENT BETWEEN THE
CITY OF AUBURN & THE AUBURN FOOD BANK: COMMUNITY SUPPERS
Scope of Work
Services to include:
• The Auburn Food Bank will provide a healthy dinner twice a week to needy families.
Approximately feeding 9,000 people that attend dinners offered weekly on Mondays and
Wednesdays; the opportunity provides residents of Auburn with a hot, cooked meal and a
chance to eat in a warm, safe environment while enjoying social interaction.
• Recruit volunteers, train them and acknowledge their contribution to the community
• Comply with applicable health codes, rules and regulations.
• Maintain records of residents served including addresses where applicable.
• Retain the above records for three years and make them available for review upon request
by the City and /or its agents or representatives.
Reporting Requirements:
• With each semi - annual request for reimbursement, The AUBURN FOOD BANK.
COMMUNITY SUPPERS will provide a summary of the number of people served along with
the number of clients who are Auburn residents.
At the end of each year, a brief report describing the past program, number of clients served
along with noteworthy accomplishments and /or challenges.
Additional Billable Services, Goods and /or Activities:
• None
City of Auburn Agreement: GF- 15/1602, Auburn Food Bank — Community Suppers
January 1, 2015
Page 5 of 5
- -* EXHIBIT COVER PAGE
CITY OF
GF- 1511602
WASHINGTON
HUMAN SERVICE AGREEMENT
2015 -2016 INVOICE FOR CONTRACTED SERVICES
To: CITY OF AUBURN, ATTN: COMMUNITY SERVICES
25 WEST MAIN STREET, AUBURN WA 98001
Agency Auburn Food Bank
Site location:
930-18 1h Place NE
Auburn, WA 98002
Program. Community Suppers
Amount Requested: $ 2,500.00
Mailing address:
PO Box 464
Auburn, WA 98071 -0464
Contact, Title: Debbie Christian, Executive Director
Phone: (253) 804 -5696
Email: DebbieC @theauburnfoodbank.org
Invoice for, 1st & 2 "a Quarter — Due: July 15, 2015
3'" & 4th Quarter — Due. January 15, 2016
Attachments: Quarterly Service Report - Exhibit 1
Quarterly Financial Report — Exhibit 2
Proof of Insurance (1 st Quarter or if expired)
I certify to the best of my knowledge that this invoice and attachments reflect actual service provided to
Auburn residents.
Signature ofAuthonzed Representative
The City of Auburn will issue payment upon this invoice within forty -five (45) business days of receipt. To
ensure prompt payment, please submit this form and all required attachments by the date listed above.
FOR CITY OF AUBURN USE ONLY.
Contract Amount: $5,000.00
Payments Year to Date:
Payment this invoice:
Authorized to Pay
Signature
CITY OF AUBURN
Contract Balance:
Date
COVER PAGE — MUST BE SIGNED AND SUBMITTED WITH EACH PAYMENT REQUEST
HUMAN SERVICE AGREEMENT
2015 -2016 SCOPE OF SERVICES AND QUARTERLY SERVICE UNIT REPORT
Agency Auburn Food Bank
Site location: Mailing address:
930— 18`" Place NE PO Box 464
Auburn, WA 98002 Auburn WA 98071 -0464
Contact, Title: Debbie Christian, Executive Director
Phone: (253) 804 -5696
Email: DebbieC @theauburnfoodbank.org
Are professional services (e.g., counseling, case management) provided as part of this
Agreement? NO
Contract Information
Contract Amount: $5,000
Program Name: Community Suppers
Reporting Information
Report for _ 15t Qtr /Jan -Mar
2015 -2016 Service Units
Exhibit
2nd Qtr /Apr -Jun _ 3rd Qtr /Jul -Sep _ 4" Qtr /Oct -Dec
Narrative: Please attach other relevant information, including current trends, program developments,
special events, publicity, community education, etc. If actual service units are lower than anticipated,
please explain.
City Funding Only
Actual Service
Units to Date
Service Unit Description:
Auburn Residents Only
Total
Projected
Annual Units
Actual Units by Quarter
Service Unit/Performance Measure
1st
2nd
3rd
4m
Unduplicated Number of Auburn
Clients Served
Narrative: Please attach other relevant information, including current trends, program developments,
special events, publicity, community education, etc. If actual service units are lower than anticipated,
please explain.
�Ilk
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICE ACTIVITIES
COSTING $5,000 PER YEAR OR LESS
This two year Agreement is made effective as of January 1, 2015, by and between
COMMUNITIES IN SCHOOLS OF AUBURN and the CITY OF THE AUBURN. In this
Agreement, the party who is contracting to receive services shall be referred to as "CITY ", and
the party who will be providing the services shall be referred to as "AGENCY" The parties
agree as follows:
1. DESCRIPTION OF SERVICES. Beginning on January 1, 2015, the AGENCY agrees to
provide support services for low income students within the City of Auburn. Services will be
delivered as per the attached Scope of Services.
2. PAYMENT The CITY will pay a fee to the AGENCY for services provided in the amount of
$5,000 per year, paid in quarterly installments of equal amounts, for services delivered as
described in the attached Scope of Services. This fee shall be payable in a lump sum upon
receipt of an invoice from the AGENCY with appropriate supporting documentation.
3. EXPENSE REIMBURSEMENT The AGENCY shall pay all 'but -of- pocket' expenses, and
shall not be entitled to reimbursement from the CITY except for specific services, items or
activities listed in the Scope of Services as reimbursable goods or services.
4. TERMITE RMINATION. The term of this Agreement shall commence on January 1, 2015
and shall expire on December 31, 2016 Provided that if the Auburn City Council does not
appropriate sufficient funding for the 2016 calendar year this Agreement shall terminate on
December 31, 2015 This Agreement may be terminated by either party upon ten (10) days
written notice should the other party fail substantially to perform in accordance with its terms
through no fault of the other
5. RELATIONSHIP OF PARTIES. It is understood by the parties that the AGENCY is an
independent contractor with respect to the City of Auburn, and not an employee of the CITY
The CITY will not provide fringe benefits, including health insurance benefits, paid vacation, or
any other employee benefit, for the benefit of the AGENCY
6. EMPLOYEES. The provisions of this Agreement shall also bind the AGENCY employees
who perform services for the CITY under this Agreement.
7. INDEMNIFICATION I HOLD HARMLESS. The AGENCY shall defend, indemnify and hold
the City, its officers, officials, employees and volunteers harmless from any and all claims,
injuries, damages, losses or suits including attorney fees, arising out of or resulting from the
acts, errors or omissions of the AGENCY in performance of this Agreement, except for injuries
and damages caused by the sole negligence of the City The City of Auburn shall defend,
indemnify and hold the AGENCY, its officers, officials, employees and volunteers harmless from
any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or
resulting from the acts, errors or omissions of the City in performance of this Agreement, except
for injuries and damages caused by the sole negligence of the AGENCY
8. INSURANCE. The AGENCY shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or
in connection with the performance of the work hereunder by the AGENCY, its agents,
representatives, or employees.
- - - ---- --------------------------------------
City of Auburn Agreement: GF- 15/1614, Communities In Schools — Students In Need
January 1, 2015
Page 1 of 4
A. Minimum Scope of Insurance, the AGENCY shall obtain insurance of the types
described below
-
1 Automobile Liability insurance covering all owned, non - owned, hired and
leased vehicles. Coverage shall be written on Insurance Services Office
(ISO) form CA 00 01 or a substitute form providing equivalent liability
coverage. If necessary, the policy shall be endorsed to provide contractual
liability coverage.
2. Commercial General Liabilitv insurance shall be written on ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations,
independent contractors and personal injury and advertising injury The City
shall be named as an insured under the AGENCY's Commercial General
Liability insurance policy with respect to the work performed for the City
3. Workers' Compensation coverage as required by the Industrial Insurance
laws of the State of Washington.
4 Professional Liability insurance appropriate to the AGENCY profession
B. Minimum Amounts of Insurance: The AGENCY shall maintain the following
insurance limits:
1 Automobile Liabilitv insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less
than $1,000,000 each occurrence, $2,000,000 general aggregate.
Professional Liabilitv insurance shall be written with limits no less than
$1,000,000 per claim and $1,000,000 policy aggregate limit.
C. Other Insurance Provisions: The insurance policies are to contain, or be endorsed
to contain, the following provisions for Automobile Liability, Professional Liability and
Commercial General Liability insurance:
1 The AGENCY's insurance coverage shall be primary insurance as respect
the City Any insurance, self- insurance, or insurance pool coverage
maintained by the City shall be excess of the AGENCY's insurance and shall
not contribute with it.
2. The AGENCY's insurance shall be endorsed to state that coverage shall not
be cancelled by either party, except after thirty (30) days prior written notice
by certified mail, return receipt requested, has been given to the City
D Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A. VII.
Verification of Coverage: The AGENCY shall furnish the City with original
certificates and a copy of the amendatory endorsements, including but not
necessarily limited to the additional insured endorsement, evidencing the insurance
requirements of the AGENCY before commencement of the work.
City of Auburn Agreement: GF- 15/1614, Communities In Schools — Students In Need
January 1, 2015
Page 2 of 4
At
9. ASSIGNMENT The AGENCY obligations under this Agreement may not be assigned or
transferred to any other person, firm, or corporation without the prior written consent of the
CITY
10. NOTICES. All notices required or permitted under this Agreement shall be in writing and
shall be deemed delivered when delivered in person or deposited in the United States mail,
postage prepaid, addressed as follows.
IF for COMMUNITIES IN SCHOOLS
IF for the CITY
Communities In Schools
City of Auburn
Arlene Pierini
Community Services
5024 1h St NE
25 West Main Street
Auburn, WA 98002
Auburn, WA 98001
Such address may be changed from time to time by either party by providing written notice to
the other in the manner set forth above.
11 ENTIRE AGREEMENT This Agreement contains the entire agreement of the parties and
there are no other promises or conditions in any other agreement whether oral or written. This
Agreement supersedes any prior written or oral agreements between the parties.
12. AMENDMENT. This Agreement may be modified or amended if the amendment is made in
writing and is signed by both parties.
13. SEVERABILITY. If any provision of this Agreement shall be held to be invalid or
unenforceable for any reason, the remaining provisions shall continue to be valid and
enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but
that by limiting such provision it would become valid and enforceable, then such provision shall
be deemed to be written, construed, and enforced as so limited.
14. WAIVER OF CONTRACTUAL RIGHT. The failure of either party to enforce any provision
of this Agreement shall not be construed as a waiver or limitation of that party's right to
subsequently enforce and compel strict compliance with every provision of this Agreement.
15. APPLICABLE LAW. This Agreement shall be governed by the laws of the State of
Washington.
City of Auburn Agreement: GF- 1511614, Communities In Schools — Students In Need
January 1, 2015
Page 3 of 4
The undersigned have read the above statements, understand them, and agree to abide by
their terms.
Signed:
Printed:
Title:
Date.
Address
Phone:
,.
Auburn, WA 98002
88 -70657
City of Auburn
Signed: /
Printed:
A4N�y 44 ceas
Title.
Date APR 21 2015
Address: 25 West Main Street
Auburn, WA 98001
Phone: (253) 931 -3096
(Community Services)
City of Auburn Agreement: GF- 15/1614, Communities In Schools — Students In Need
January 1, 2015
Page 4 of 4
EXHIBIT A
CITY OF AUBURN
2016 -2016 HUMAN SERVICES AGREEMENT
SCOPE OF SERVICES
Agency / Program:
Communities In Schools
Students In Need
Location / Mailing:
Site Address:
5024 th Street NE
Auburn, WA 98002
Mailing Address:
Same
Annual Funding:
2015: $5,000
2016: $5,000
Agency Contact / Title:
Arlene Pierini
Executive Director
Phone / Email:
253) 288 -7659
cisauburn comcast.net
Fax:
38
City Contact / Title:
Emily J Pearson
Comm Services Assistant
Phone / Email:
253 931 -3096
a earson auburnwa. ov
Fax:
253 288 -3132
Location / Mailing:
Site Address.
Auburn City Hall
25 West Main Street
Auburn, WA 98001
Mailing Address.
Auburn City Hall
25 West Main Street
Auburn, WA 98001
1) Project Summary:
Agency shall utilize City of Auburn funds to provide Students In Need program services that include
inteqrated support services for low income students to help them stav in school and on track for graduation.
Such services shall be provided in a manner which fully complies with all applicable federal, state and local
laws, statutes, rules and regulation. Agency shall ensure that City of Auburn residents are being provided
services using awarded Human Services funds under this Agreement.
2) Performance Measures.
a. Number Served - the Agency agrees to serve, at minimum, the following unduplicated number of
Auburn residents with awarded Human Services funds
Number Served
Annual
Goal
1st Qtr.
JAN -MARCH
2nd Qtr.
APRIL -JUNE
31d Qtr
JULY -SEPT
40h Qtr.
OCT -DEC
Number of unduplicated Auburn residents
245
62
61
61
61
assisted in 2015
150
37
37
38
38
Number of unduplicated Auburn residents -
245
62
61
61
61
assisted in 2016
150
37
1 37
1 38
1 38
b. Service Units - the Agency agrees to provide, at minimum, the following service units by quarter
Service Units
Annual
Goal
15' Qtr.
JAN-4ARCH
2nd Qtr.
APRIL -JUNE
3'd Qtr
JULY —SEPT
4th Qtr.
OCT —DEC
1 Financial Aid offered in 2015
45
11
11
11
12
2. Tutoring hours offered in 2015
150
37
37
38
38
1 Financial Aid offered in 2016
45
11
11
11
12
2 Tutoring hours offered in 2016
150
37
1 37
1 38
1 38
Definition of Service Units:
Financial Aid = variety of goods and services purchased to help kids and families
Tutoring = reading and tutoring one -on -one and in small groups, offered during the school day and after school hours.
SCOPE OF SERVICES
CONTINUED
3) Outcome(s):
Financial Aid = Individuals and /or families will have increased access to food and clothing.
Tutoring = Increased academic success.
4) Reporting Requirements.
All data and required forms shall be submitted online through SharelApp (except special circumstances
preapproved by city staff) at htt : / /sharela .culture rants.or /index /lo in. Required forms shall be
submitted annually and quarterly; quarterly reports are due no later than the 15`0 of the month following the
end of each quarter (i.e. April 15th, July 15`", October 15`1', January 15th)
Service Unit Report (required quarterly)- Submitted in SharelApp, data from this form will be used to track
each program's progress toward meeting the goals stipulated in the Scope of Services.
Reimbursement Request (required quarterly): Submitted in SharelApp, this form will serve as the invoicing
mechanism for payment to your agency /program. Reimbursement Requests need to be signed and
returned to the City of Auburn staff contact as listed in section five (5) of this Scope of Services.
Demographic Data Report (required annually): The agency shall collect and retain data requested on this
form from persons served through this Agreement. Data should be tracked in an ongoing manner and
submitted annually in SharelApp (by January 15th)
Annual Outcome Data Report (required annually): Data should demonstrate the program's progress toward
Outcomes specified in the Scope of Services. Outcome data shall be submitted in SharelApp annually (by
January 15`h)
5) Compensation:
The Agency agrees that it will meet the specific funding conditions identified and acknowledges that
payment to the Agency will not be made unless the funding conditions are met. Expenses must be
incurred prior to submission of quarterly reimbursement requests. Quarterly reimbursement requests shall
not exceed the estimated payment without prior written approval from the City Estimated quarterly
payments are contingent upon meeting or exceeding the above performance measure(s) for the
corresponding quarter This requirement may be waived at the sole discretion of the City with satisfactory
explanation of how the performance measure will be met by year -end in the Service Unit Report.
The Agency shall submit Reimbursement Requests in the format requested by the City Reimbursement
Requests need to be signed and returned to City of Auburn via email at epearson(a)auburnwa.gov
or mail to:
City of Auburn
Attn. Emily J Pearson
25 West Main Street
Auburn, WA 98001
Estimated Quarterly Reimbursements
2015
$5,000
2016
$5,000
1s' Qtr
$1,250
1" Qtr
$1,250
2ntl Qtr
$1,250
$1,250
Td-
` Qtr
$1,250
#4Qttrrj
$1,250
4 Qtr
$1,250
$1,250