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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 $1,000,000 policy aggregate limit. C. Other Insurance Provisions: The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability and Commercial General Liability insurance. The AGENCY's insurance coverage shall be primary insurance as respect the City Any insurance, self- insurance, or insurance pool coverage maintained by the City shall be excess of the AGENCY's insurance and shall not contribute with it. 2. The AGENCY's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City City of Auburn Agreement: GF- 15/1602, Auburn Food Bank — Community Suppers January 1, 2015 Page 2 of 5 t The undersigned have read the above statements, understand them, and agree to abide by their terms. Agency City of Auburn Signed: ,1 , — Signed: Printed: //�� Printed: Pw �P��cra l 11tiS a✓. �cx L113 Title: 1, Tt�� I Title: Ma_vw L u t �w�A uc_ .,t� c'ZO✓ Date n ao t S Date: Address: 5� � O. Address: 25 West Main Street _i� n, / _ w \ �� a Auburn, WA 98001 Phone- f (` Phone: (253) 931 -3096 Q5 3$ 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