HomeMy WebLinkAboutCounty of Suffolk Dept. for the Aging COUNTY OF SUFFOLK
PATRICK G. HALPIN
SUFFOLK COUNTY EXECUTIVE
DEPARTMENT FOR THE AGING JOSEPH A. CLEMENTE
COMMISSIONER
June 7, 1990
Honorable Scott Harris, Supervisor
Town of Southold
53095 Main Road
Southold, New York 11971
RE: Senior Day Care Program
Dear Supervisor Harris :
I am enclosing for your files, a fully executed copy of the
agreement between Suffolk County and the Town of Southold.
If you have any questions concerning this agreement, please feel
free to call.
Sincerely,
Joseph A.,, Clemente
Commissioner
JAC:GV: jc
Enclosure
cc: Thelma Etheridge, NYSOFA - NYC
395 OSER AVENUE ■ HAUPPAUGE. NEW YORK 1 1788-3631 ■ (516)348-5316
CSE 1
Agreement #: 01-6777-477-49-00002
AGREEMENT
THIS AGREEMENT, is between the COUNTY OF SUFFOLK ("County") ,
a municipal corporation of the State of New York, having its
principal office at the County Center, Riverhead, New York
11901, ; acting through its duly constituted Department for the
Aging, located at 65 Jetson Lane, Central Islip, New York 11722
("Department") and,
Town of- Southold ("Contractor") having its principal office at
Southold Town Hall, 53095 Main Road, Southold, New York 11971.
The parties hereto desire to make available to !the County of
Suffolk a Senior Citizens Program and sufficient funding exists
in the - 1989 Suffolk County Operating Budget.
TERM OF AGREEMENT: Shall be April 1, 1989 through March 31,
1990.
TOTAL COST OF AGREEMENT: Shall not exceed $25, 604 .
` TERMS AND CONDITION: Shall be as set forth in EXHIBIT "A"
attached.
IN , WITNESS WHEREOF, the parties hereto have executed this
Agreement as of the latest date written below.
TOWN OF SOUTHOLD COUNTY OF SUFFOLK
r �
?A4ancis J. Murphy Deputy Co my Executive
Date: July 5, 1989 Date• 740
APPROVED AS TO FORM
NOT REVIEWED AS TO EXECUTION:
E.THOMAS BOYLE
COUNTY ATTORNEY
Robertson Hatch 44e4A-. Clemente
Assistant County Attorney missioner
Department fo,r the Aging
Date: `o ( Ddte:
EXHIBIT "A"
WHEREAS, the parties hereto desire to make available to the
elderly of Suffolk County an aging program as set forth in The
Community Services for 'the Elderly Act, in accordance with the
rules , �and regulations of the New York State Office for the
Aging, and
WHEREAS, the County desires to contract with the contractor
for the furnishing of such ' services as set forth . in Attachment
"l" , and the Contractor has agreed to render and to perform such
services to the residents of the County of Suffolk to the extent
indicated herein, and as set forth under the terms and
conditions hereinafter provided, now, therefore,
IT IS MUTUALLY AGREED BETWEEN THE PARTIES, AS FOLLOWS:
1. TERM OF AGREEMENT:
This Agreement shall cover the period provided on the first
page thereof, unless sooner terminated as provided below.
2 . SERVICES TO BE PERFORMED:
The Contractor shall perform the described services in
Attachment "l" , which is attached to and made part of this
Agreement .
3 . COUNTY SUPERVISION:
It is agreed that the nature and extent of the services
provided pursuant to this Agreement shall be subject to the
general supervision of the Department for the Aging . The
Contractor further agrees to conduct the services
in a skillful manner and to the best of its ability and agrees
fully with the rules, regulations
guidelines for expenditure controls heretofore criteria, and
adopted or to be
adopted by the County, New York State and the Federal government
.
pursuant-- to law.
4. CERTIFICATE OF INCORPORATION:
I I
In the case of a not-for-profitcorporation, the Contra
agrees to ctor
provide the County with a
- Contractor's certificate of incorporation -and
copy of
and by,laws. -5. NONDISCRIMINATION:
No participant assigned to the Contrac
dis'c'riminated against in its administration for will be
of the program on
the
grounds of race, creed
color, handicap, 'national origin,
sex, age, political affiliation, martial status or beliefs.
6. COST AND TOTAL AMOUNT OF AGREEMENT:
The Contractor expressly represents and agrees that
total cost of the Agreement to t the
the County for the term of the
Agreement shall not exceed the
amount appearing on the first
page - of this Agreement and
shall be in accordance
with the
budget which is
contained in Attachment "2" , which is attached
to and made a part of this Agreement.
AG-126M (12/88) Page 3
7. BUDGET & METHOD OF PAYMENT:
The County shall pay the Contractor monthly
provided and for services
costs incurred
Pursuant to this Agreement on
receipt of monthly claims, accompanied by appropriate
and documentation providing acceptable evidence in reports
s
said services and reports
of
costs, in such form as
Count Prescribed by the
Y and after audit and approval by the County. Payments
' ym
shall be reimbursements only of actual cash expenditures
prior to the date of p itures made
claim submission. No claims shall be
payable until the Contractor complies with al
in this Agreement that -should have 1 the requirements
before submission of such claims ; been complied with on or
All claims and forms must be
signed in ink by duly authorized persons and certification
such' authorization with certified s kation of
must be filed with the County b ' specimen signatures thereon
Y a person official empowered to
Sign this contract. Any changes of the budget, includingcomponent total
amount or its com
p shall require a written
modification to this Agreement approved by the parties
The Contractor agrees that its hereto.
expenditure shall conform to
applicable provisions of law and customary prevailing
governmental practices and
standards . If the funds provided
under this Agreement are subject to reimbursement in
in part, whole, or
by federal or state agencies, the County will n
reimburse the Contractor for of
allowed reimbursement to the County by expenditures that are not
y federal or New York State
agencies . The amount to be paid by the County as
set forth
AG-126M (12/88)
Page 4
• , ' herein shall
constitute the full obligation of the Coup
"connection with this tY- in
Agreement and any matter ter arising
If the program of
contracts
the Contractor which is the
subject `of this
Agreement is funded in whole or in part by
with other governmental agencies, it is a
the, funds of the County under this Agreement shat greed that
to; Y to th
the Count 1 be refunded
e extent that the local funding from all such
sources exceeds the total expenditures
Of the Contractor.
Two-twelfths (2/12) of the amount of
the budget *as set
forth in Attachment "2- shall be advanced to the Co
guarantees of availability• Contractor for
of services as consideration.
The County agrees to pay the Contractor monthly for
costs up to the maximum a 9 reed amount incurred actual
Agreement u Pursuant to this
upon receipt of monthly claims, in such u form as
Prescribed by the County, subject to any adJ•
authorized stments an audit by
personnel of the County, New York State or Federal
Government may show.
It is agreed that all monthly claims for payment ar
submitted within ten (10) da to be
days after the close of the month in
which the expenditure was made, with the exception o
reimbursement f the final
period, for which the claim shall be filed
before the last da °n °r
Y
Agreement, °f the month following the term of the
At no time shall the amount of the a
twelfths dvarcement exceed two
(2/12) of the budget as set forth in Attachment N N
The following schedule of pa 2 .
Yments shall be used:
Ar-126M (12/88)
Page 5
4/1/89 Advancement of two-twelfths (2/12) of the bud
5/20/89 Reimbursement for . actual expenses of 4/1 get.
4/30/89 less 1/12 of April 1, 1989 advancement. through
x • 6/20/89
Reimbursement for actual expenses of 5/1 through
5/31/89 less 1/12 of April 1, 1989 advancement.
- 7/20/89 Reimbursement for actual expenses of 6/1 throu h
6/30/89 less 1/12 of April 1, 1989 advancement. g
8/20/89 Reimbursement for actual expenses of 7/1 through
7/31/89 less 1/12 of April 1, 1989 advancement.
9/20/89 Reimbursement for actual expenses of 8/1 through
8/31/89 less 1/12 of April- 1, 1989 advancement.
10/20/89 Reimbursement for actual expenses of 9/1 through
9/30/89 less 1/12 of April 1, 1989 advancement.
' 11/20/89 Reimbursement for actual expenses of 10/1 through
10/31/89 less 1/12 of April 1, 1989 advancement.
12/20/89 Reimbursement for actual expenses of 11/1 through
11/31/89 less 1/12 of April 1, 1989 advancement. g
,1/20/90 Reimbursement for actual expenses of 12/1 throw h
12/31/89 less 1/12 of April 1, 1989 advancement. g
2/20/90 Reimbursement for actual expenses of 1/1 through
1/31/90 less 1/12 of April 1, 1989 advancement.
3/20/90 Reimbursement for actual expenses of 2/1 throw h
2/28/90 less 1/12 of A ril 1 g
p � 1989 advancement.
4/20/90 Depletion of initial advance and adjustments for
actual expenses 3/1 through 3/31/90 .
Monthly reimbursement shall cease after payment of actual
expenditures through the month of March 1990 .
Page 6
Final Vo h r
Prior, to the payment of reimbursement for actual
the last month of the Tthe of
Term of the Agreement or Upon
of . g termination
the Agreement
, a determination shall be made as to the total _
amount of the advances
(initial advancement plus reimbursements
net of recouP ments of advancement
made during the term of this
Agreement and the total amount of the allowa
(net of _ ble expenditures
Program income or other deductions
same ) incurred durin
period. The determination shall g the
result in
following; one of the
1) If the Contractor's total net expenses are
the total amount of the the than
advances made during the term of
Agreement, the claim form will the
be
the
for the balance due
the Contractor.
2) If the Contractor's total net
expenses are less than
the total amount of
the advances made during the term of
Agreement, the this
Contractor
shall prepare a check
Suffolk County for the difference betweenpayable to
the- two amounts and
include such payment with the claim voucher
County, submitted to the
AC;-126M (12/88)
Page 7
t
8. REPORTING REQUIREMENTS & BOOKS & RECORDS OF ACC
The Contractor agrees'
ACCOUNTING:
that it shall keep and maintain
separate books of account and records concernin
incurred b 9 all costs
Y the Contractor in the performance of this Agreement
and; all - income relating to the program funded under this
Agreement and that it hereby consents to audit and inspection
the, Count by
Y, New York State and Federal
government of all
facilities, books and other financial and statistical data,
whether related to this Agreement or otherwise. Such books
of
account and records shall be maintained for a period of six (6
years from the date of )
termination or expiration of this
Agreement. Specific records shall be kept as to the hour
the site of all personnels at
.
The Contractor shall comply, for the program fu
this Agreement, with the "Regulations for Accountfunded under
Accounting
for Contractor Agencies, " promulgatedng Procedures
b
and Control of Suffolk Count Y the Department of Audit
Y, and any amendments during the
Term of this Agreement.
9 . REPORTS:
The Contractor shall make copies and submit reports as
reasonably requested by the County. Such reports shall inclu
but not be limited to activities - de
progre-ss and accomplishments
regarding the program.
Two (2) months subsequent 4 to the expiration of the term of
this Agreement, the Contractor shall submit two (2) co
final report summarizing the conduct of the copies of a
program hereunder
AC-126M (12/88)
Page 8
for use by appropriate County, State or Federal officials,
together with a final request for payment of
expenditures then remaining unpaid. all approved
10 . VOUCHERS:
Monthly vouchers shall be submitted directly to the
County De Suffolk
Department for the Aging located at 65 Jetson Lane,
Central Islip, New York, 11722.
11. ASSIGNMENT:
The Contractor agrees not to assign,
' transfer, convey,
sublet or otherwise dispose of this Agreement, or an
right, title or interest .therein or its y of its
Power to execute this
Agreement, or assign all or any portion of
the monies that may
be due or become due
thereunder, to an
corporation, without the prior y other person or
consent in writing of the County.
12. INDEPENDENT CONTRACTOR:
It is expressly agreed that
the Contractor ' s status
hereunder is
that of an independent contractor. Neither the
Contractor nor any person hired by the Contractor
considered employees of the shall be
County for any purpose.
13 . INSURANCES AND INDEMNIFICATION CLAUSES:
The Contractor agrees to procure, pay the entir
Premium for and maintain throughout e
the term _ ofthis- Agreement
insurance in amounts and types specified by the County.
otherwise specified by the Unless
County and agreed to
Contractor in writing, � by the
such insurance will be as follows ;
Comprehensive General Liability insurance, including
contractual coverage, in an
amount not less than one
Million Dollars ($1, 000, 000 . 00) combined single limit
for bodily injury and property damage per occurrence.
-- AG-126M (12/88)
- Page 9
Automobile -Liability insurance (if any vehicles are
be used In to
performing services under this Agreement)
in an amount not less than Three Hundred Thousand
Dollars ($300, 000. 00
combined single limit for bodily
injury and property damage per occurrence.
a -
Workers ' Compensation
and Employer's Liability
insurance in compliance with all applicable New
State laws and regulations. York
Fidelity Bondsproviding comprehensive Covera
amount not less than the coverage, In an
greater of (i) Five Thousand
. Dollars ($5, 000
or (ii) the amount of the advancement
to the Contractor
under this Agreement
. dishonesty, � against
disappearance and destruction of money
securities for all and
Personnel who have access to or
sign checks, or have care, custody or control of funds
unds
property entrusted to the Contractor under the
terms of the Agreement.
- All policies
providing such coverage shall be
insurance companies acceptable Issued by
to the County.
The Contractor shall furnish to the County certi
or, on request, original Policies, flcates of
evidencing
the 'aforesaid insurance g compliance with
requirements . In the case of general
liability insurance and of automobile liability
any) , such certificates shall Insurance (if
name the County of Suffolk as an
AG-126M (12/88)
Page 10
. .� additional insured and shall
provide for the County of Suffolk
-to be notified in writing thirty (30) days prior to an
cancel-
lation, non-renewal or material change. Such certificates,Y icies and notices shall be mailed to the D pol-
icies
at the head of this Agreement, apartment at the ad-
Furthermore, the Contractor shall indemnify
harmless the Count and hold
consultant (if any) , employees, agents
and Y, its other
persons from and against all' losses, claims, costs,
judgments, liens, encumbrances
nays fees and expenses, includingattor-
'
by reason of liabilityimposed b
p y law for damage
because of bodily injury, including death at any time resultin
therefrom, sustained b g
Y any person or persons, or on account of
damage to property, arising out of this Agreement or out of the
acts or omissions or negligence of the Contractor, its agents
employees or subcontractors or of other '
persons, in connection
with the services described or referred to in this Agreement
even if such injuries to
persons or damage to property are due,
or , are claimed to be due, to passive negligence of
the County,
its employees, agents or subcontractors or other persons, ex-
cept only in cases of the County' s sole active negligence.
14 . COST REDUCTION:
The Contractor agrees that where a minimum level of
service is not provided as set forth in Attachment "1" the Coun-
ty
may require a reduction of Contractor staff and other co
factors or may terminate this A reement after 'Cost
Y g
giving sufficient
notice in accordance with paragraph 16 .
AG-126M (12/88) Page 11
15. PUBLICATIONS:
The Contractor shall
not issue or publish an
1 article, announcement Y book,
report or other publication relating to
the subject program without
County. An Prior written permission from the
Y such publication
shall bear a statement
acknowledging the cooperation and/or funding b
Suffolk Y the County of
- Patrick G. Halpin, County Executive.
16. TERMINATION RIGHTS:
Ifthe Contractor fails to fulfill in
timely and proper
its ts obligations herein, or if the County shall
its best interest to terminate this Agreement, or deem it in
its obligation
with respect to any identifiable -part of
this program, it shall
have the right to do
so by giving ten
notice b (10 days prior written
Y registered or
certified mail, to the Contractor, of
such cancellation. The Contractor may terminate this
Agreement,
at its option, by giving sixty (60) days prior written notice to
the County by registered or certified mail .
17. AMENDMENT:
All amendments must be in writing, duly signed
parties and be annexed to this Agreement. by both
18 . LOCAL LAW #32-1980:
The Contractor represents P and warrants- • that
it has not
offered or
given any gratuit
Y to an official, employee or
Of Suffolk County, New York agent
State or of an
the Y political party with
purpose or intent
of securing favorable treatment with
respect to the awarding or amending of an agreement, or
the
AG-126M (12/88)
Page 12
making of any determinations with respect to the
• an agreement, and that the signer has read and is performance of
• the _ familiar with
provisions of Local ' Law
#32-1980 of Suffolk County.
(Chapter 386 of Suffolk County code. )
19 .'-
REQUIREMENTS FOR FINANCIAL MANAGEMENT AND AUDIT:
Subparagraph A applies to not-for-profit organizations,g zations, and
subparagraph Al applies to towns or other government entities.
A. The Contractor agrees that it ag will comply with the
applicable provisions of Federal Office of Management and Bu
Circular A-110 dgez
and more specifically with Amendment- F thereof,
outlining financial management system and audit requirements.
Audits shall be conducted not less frequently than annually,
nnually, and
shall be in compliance with the standards for audit set
paragraph 2h of Attachment F forth in
of OMB Circular A-110. Requests
for audit proposals and selection of auditor shall be subject to
the approval of the County Comptroller.
Al. The Town agrees that it will comply with
provisions of Federal Office of Management the applicable
and Budget Circular
A-128, audits of state and
local governments. In accordance
with this Circular, audits are
to be conducted annuall
shall bei in compliance with the standards for audit set Y and
paragraph 6 of OMB Circular A-128 , Requests for audit proposals
and selection of auditor shall be subject to the approval
County Comptroller, of the
B. A copy of the audit report required in sub ara
A/Al above shall be forwarded p graph
to the County Comptroller for
review. � '
AG-126ti1 (12/88)
Page 13
r
The report shall be accompanied by a detailed written -response
to , audit findings and �
recommendations by the Contractor,
outlining the plan of corrective action and timetable it intends
to follow to correct audit deficiencies and to implement audit
recommendations.
; C. The report of audit and the response they
the Office of the County Comptroller not 1 eto, are due in
ater than 6 months
following the Contractor's
year end, unless the County
Comptroller shall have approved an extension of time.
D. These requirements
do not preclude the County
Comptroller or his authorized representative from auditing the
records of the Contractor. The records of the Contractor shall
be made available to the County Comptroller or his authorize
representative for this d
Purpose (in the case of towns or other
government entities, only as they relate to this Agreement . )
20• PROGRAM DEPENDENT UPON STATE AND FEDERAL FUNDING:
The funds to be furnished by the County under this
Agreement are principally State and Federal funds. If at
time any
the State or Federal government shall reduce Support pport of
program the County may terminate this contract by giving
such notice to the Contractor as is given to the County b th
State or Federal Government. y e
21• FURNITURE, EQUIPMENT OR FIXTURES:
See Attachment "3" ' which is hereby incorporated b
reference and made a part hereof. Y
.
AG-1261 (12/88) Page 14
'• - 22.
QUALIFICATIONS OF PERSONNEL:
The Contractor agrees* that it will provide the County
with relevant policies -regarding the personnel qualifications
for 'professional employees and that these policies shall be sub-
ject to approval by the County.
23 • CONTRACTOR'S STAFF:
i ,
The County shall have the right to prior approval of
the filling of any position now vacant or hereafter becoming va-
cant and may, in exercise of that right, promulgate reasonable
regulations involving position control, which shall, when pro-
mulgated, be deemed to be- incorporated by reference in and made
part of this Agreement. Attachment "4" establishes the current
procedure for approval of such staff and maybe modified in the
event of notification under a County budget deficiency plan as
provided below.
24 • SALARY INCREASES:
No salary, wage or other compensation for services
shall be in over the amount stated in the attached budg-
et (Attachment "2") without the
prior written approval of the
County.
25 . BUDGET DEFICIENCY PLAN:
The County has imposed a budget deficiency plan.
Upon written notification from the Department, the Contractor
shall comply with the same restrictions as are imposed upon the
Department, a copy of which will be furnished with such notifi-
cation and shall thereupon be deemed to be incorporated by ref-
erence in and made part of this Agreement .
AG-126M (12/88) Page 15
26. ATTACHMENTS:
. The following '
attachments are made part of this Agreement:
tta hmPn+-
Program Narrative - Special
'2 Clauses (if any)
Budget
,3
Furniture, Equipment `
Fixtures, etc.
Contractor's Staff
27• ENTIRETY OF THE AGREEMENT
This Agreement contains all the terms and conditi
on ons agreed
by the
parties. All items incorporated by reference are to
be attached. No other understandings, oral
or otherwise,
regarding the subject matter of this Agreement, shall be deeme
to exist or to bind any of thed
parties hereto.
Ar-126M (12/88)
Page 16
Attachment
Town of Southold Senior Day Care
4/1/89 - 3/31/90
DEFINITION OF SERVICE
Senior ,Day Care is an organized program of therapeutic, social
and health activities and services provided to adults in a
congregate setting pursuant to an individualized plan of care
designed for the purpose of restoring or maintaining optimal
capacity for self care.
The Senior Day Care Program is designed for the frail elderly
who nppd assistance in the activities of daily living. Its
goals are: 1) to maintain and improve the physical, mental and
social well-being of the elderly, 2) to provide ,relief for the
caregiving families, and 3) to offer services which will
prevent or deter further frailty or the need for
institutionalization.
The program will be operational five days per week,* Monday
through Friday. The hours ' 'of operation will be 8 : 00 a.m, to
6 : 00 p.m. to facilitate the schedules of employed caregivers .
Each participant will maintain an individualized schedule,
dependent of need and ranging form one to five days each week.
22, 740, 1 units of service shall be provided per year, support
services will be - offered to caregiver families and community
residents . One unit equals one hour of service. The
unduplicated count of persons participating in the program will
be 30 .
Eligibility for the program will be based on an
intake/assessment and will include the following guidelines :
The elderly person must be at least 60 years of age,
unable to use existing senior citizen programs, under the
care of a physician in the community or will retain the
services of one, be continent and able to handle his/her
personal hygiene needs with minimal assistance, have
stable home living arrangements at night and on weekend,
and be in need of the services offered by the day care
program. A plan for service for each participant will be
developed " by the- social day care personnel and, if
applicable, the health component personnel .
The program will consist of social, educational,
recreational, cultural and health components . A calendar
of daily activities and special events will be posted
weekly. Participants and care-giver families will be
encouraged to offer suggestions for program planning .
Coordination with other community services and agencies
will be provided.
Participants will be served a hot lunch and appropriate
7,snacks.: catered' -by a facility meeting the -Department of
:: Health Services ' standards..
- -`.Referrals' -for : the -program-- will -come from case -managers;
-the aging network, the Respite Care project, the home
;delivered meals program, the home chore/aide program, the
;Health•- - Department; _. Department of : Social- " Services,;. ;caregivers; ;seniors_-themselves; and the
community-at-large.
Fees will - be collected- from the - participants and- fund
.,-raising. -activities . in -the community will help support the
-,program.
The contractor at a minimum must determine and maintain the
following specific type- - -of demographic . information for each
individual receiving the services:
A) Name
B) . Sex
C) Age
D) _Greatest _ Economic Need- ('low , -income) - The - need
_ - resulting - from= _ an , income . -at or.- below :. the
- • -'- - . threshold .established . b Poverty
y. :the Bureau <of the Census - as
follows .- . _ -, ;, -
Size of Family Unit Poverty Income Guideline
1 $5980/year
- _ $8020/year
E) Greatest Social Need - The need caused by non-economic
factors -which ;include: physical and--menta l ••disabi•lities ,
language- -1 barriers, • -cultural . : or - ' social isolation
-- including that caused by racial. -or ethnic status (for
example, Black, Hispanic, American Indian and . Asian
-American)- which . restrict an individual-Is ability to
perform normal daily_ tasks or which threaten his or her
capacity to live independently.
F) DISABLED/FRAIL
DISABLED - Any person who has a physical or mental
impairment which substantially limits one or more major
life activities, has a record of such impairment, or is
regarded as having such an impairment . This includes
alcoholism and drug addiction.
FRAIL - A person with one or more functional deficits
in the following areas :
Physical functions
Mental functions
Activities of Daily Living (ADL) (Eating, bed/chair
transfer, dressing, bathing, toileting and
.continence)
Instrumental Activities of Daily Living (IADL) (Meal
preparation, housekeeping, shopping, medications,
telephone, travel and money management)
G) Minority Ethnic Status - American Indian/Alaskan
Native, Asian American/Pacific Islander, Black, not of
Hispanic origin, Hispanic.
H) Minorities in Greatest Economic Need - Those minority
persons whose income is at or below the poverty
threshold.
I) Limited English Speaking - A person who is unable to
communicate with an English speaking service provider
without the assistance of an interpreter.
J) Vulnerable - A vulnerable older person is defined as
one who is lacking an adequate informal support system
(i .e. has no family, neighbors or others who are
willing and able to perform the services needed or the
informal support system needs to be supplemented) and
has one or more of the following characteristics :
is unable to provide for his/her own health and
safety primarily due to behavioral or mental
conditions which inhibit their decision-making and
threaten their ability to remain independent; or
has a chronic condition but is not functionally
impaired (persons who have a chronic condition but
are functionally impaired should be reported as
frail) ; or
has an income level between 101% and 150% of the
poverty level; or
has a language barrier; or
is isolated; or
is living without a phone; or
is without access to transportation
ADMINISTRATION
Overall administration of this program will be the
responsibility of the contractor. The contractor or their
designee will insure proper implementation and direction of the
service, act as liaison between the Department and the actual
service and insure accuracy and timeliness of submission of all
reporting forms and expenditures . Each program will have an
individual to be responsible for records, making site visits,
conducting client interviews, determining priority assessment of
clients, scheduling of service, maintaining satisfactory
performance of home workers and preparing reports on services
provided.
Department staff will review client files as required to monitor.
the program.
-Program Coordinator or appropriate employees shall attend
meetings/training as requested by the Suffolk County Department
for the Aging. Attendance to these events is mandatory when
specified.
The contractor is responsible for both service and hiring
practices which ensure equality of opportunity without regard to
race,, ,creed, color, sex, age, handicap, or national origin.
The Department will require the contractor to submit with its
personnel time sheets , a schedule of any meeting, workshops of
training sessions which project staff attended during time
charged to the program for reimbursement .
Publicity for the program is the responsibility of the
contractor but all publicity regarding the program must be
approved by the Suffolk County Department for the Aging prior to
publication, and should contain the appropriate references to
the Suffolk County Department for the Aging as the funding
source.
ATTACHMENT "2"
- - Town of Southold
Senior Adult Day-Care Program Budget
4/1/89 - 3/31/90
Personnel
Coordinator - 33 . 227
Bookkeeper - - _ _ : 5, 900
Part Time Aides 1, 000
Fringes 22,477
3 , 850
Rent
1, 200
Communications
250
Vehicle Repairs/Maintenance 427
Food
1, 300
Total- Appropriations 36 ,404
Less : Participant Income 10 , 800
Net Reimbursable from County 25 , 604
ATTACHMENT .3
FURNITURE FIXTURES
EQUIPMENT , MATERIA
A. Prior A S PPLIES
m� roval LS to Pur has
Furni ure Fix re E i
Prior to Placing
ture, fixtures, or any order to
, ($500. pp equipment Purchase, rent or lease furni-
Per unit in valued in excess
Contractor shall the budget attached to the A five hundrec
listal tO make such a P=o the County a written re Agreement,
the
p-
showing the Posed purchase, rental °quest for ap_
tended location quantity and description
lease with a
Proposed and Ption of each item
order. use, estimated .unit its in-
fore the Contractor
approval of the County °r cost
of the
fore
or lease of may Proceed with y is required be-
Purchased furniture, with
the proposed purchase,
must be new unless °r equipment., In the budget• NO specificall All items
Paid, as sales or Federal Y described otherwise
shall the County is exempt from excise taxes
obtain its own tax exempt
such taxes , are to be
exemption certificates. The Contractor
B• Furniture Fixtures
EU ' ment Materials
l• PurchaseSu lies
Practices
The Contractor agrees
es that are designed to to follow all of the
Materials or Supplies °btain furniture general practic-
s'ible. PPlies at the most reasonable price
equipment,
the Contracto�ufurniturenty ,7efi
the ri Price or cost
Plies which xturesght to Purchase or obtain Pos-
this shall be in accordance equipment, materials for
Agreement . If the Count with programmatic °r sup-
budgeted for the items y exercises needs of
for the Contractor shall o Purchased this right, the amount
any purpose whatsoever, not be °r this
o the County
available to the Contractor for
2 • Interest of Count
The County shall retain a
furni-
ture, removable fixtures Proprietary
chased or obtained b equipment interest in all furni-
to the Contractor b y the Contractor materials or supplies
Of this A y or from Count and paid for or reimbursed
tion greement or any _prior a y funds pursuant to the
of this Agreement, or of greements • terms
tinuance of the business any renewal Upon the termina-
Contractor to cc m 1 °f the Contractor,thereof, the discon-
ruptcy of the Contractor ore terms of the failure of
its this Agreement the
creditors, or the or
a of assignment for the bank-
judgement against it within thirty Contractor the benefit of
County shall have the right to Y (30) da to satisfy any
all such furniture take title Ys of filing, the
and to
fi:{tures, equip
i menand t,Of the pCount , and the same shall q p of
Y the
thereupon become the materials
Of the Contractor, any claim for reimbursement on Property
shall attach identifyingdirected by the Count
interest of labels Y, the the part
the County. °n said property indicating Contractor
AG-126M (12/88)
Page 1
3 .
Inventor Re ord
n rQlS and Reports
The Contractor shall
records and controls for maintain proper and accurate
nventor-
and equipment all such furniture, removable lfixture-
Of the Agreement
three (3) months before the termination date
Of the shall make a
furniture,
, removable fixtures andsical count of all items o,
checking them against records maintain d in
setting forth the results Of uipment its custody,
;pared by the Contractor such physical count shall be report
County, certified °ri a form or forms designated bb pre_
Contractor and signed by an authorized official of the
Count and one (1) co
Y within five Py thereof shall be delivered to the
the
said physical (5) days after the date set
tion date of count. Within five (5) days for the afore-
Count this Agreement the Y after the termina-
Y six (6) copies Of Contractor shall submit
nation date of this Agreement same report u to the
rized official certified and signed
to the termi-
all items Of °f the Contractor, based on a igned by an autho-
aforesaid furniture, removable fixtures and Physical count of
elude termination date and equipment on
any inventory changes durinvised, if necessary, the
Agreement period, g the last to in-
quarter of this
4 ° Protection of Assets in
A en s Custody
The Contractor shall maintain vigilance and
able precautions to •
materials Protect the furniture take all reason-
or supplies in its custody fixtures
fire, burglary, theft y against damage equipment,
burglary, theft, vandalism dalism or misuse, g or loss by
Item of furniture or unexplained In the event of
the Contractor shalliimmediateluipment disappearance of any
materials or supplies,
record thereof, includin Y notify the
tigation which may g a record of the police and make a
irreparable damage Y be made thereon, results of any inves-
ge to any item In the event of loss or of
ment, materials or supplies fromoanfurniture
imme-
diately shall send the the C ntractoreq�e-
Count y cause
on. Y a detailed, written re
fixtures
port there-
5 • Dis osition at Termination
Of Agreement
Upon termination of this Agreement, or Of an
necessary assistance for make access Y renewal here-
movable fixtures available and render all
Physical removal of such furniture
ty� or its designeeuipment, materials or supplies
in the same condition asreceived re-
Contractor, reasonable Y the Coun-
tion, settlements a wear by the
and tear excepted.
removable adjustments connected Any rnituri-
fi:ztures, equipment with such
in accordance with the • materials furniture,
the State of New York or any and regulations supplies shall be
Y subdivision Of the County and
thereof.
AC-12614 (12/88)
Page 2
,
ATTACHMENT 4
CONTRACTOR'S STAFF
The Contractor, at its
the County resumes of allown expense, agrees to furnish tc
referred to in personnel to be hired for the
Agreement, prior to their bein P fired.
Resumes shall include _
' but not be limited to: g hired,
' (a) Previous i
job title(s
the length b temployment( ) of the individual employee and
under each title; and/or
(b) Previous
with a - task k experience
or tasks similargth to ,the previous experience
• The Contractor agrees to furnish to the County
re-
garding all personnel to my letter(S)
ter(s) shall include be hired for the ( ) et-
, but not be limited to: Program. The let-
(a) The specific tasks to be
employees during the course peroftheprogram; and
ed by the individual-
(b)
ndividual
• (b) Salaries and hours
ployees durin to be worked by the individual em-
g the course of the program.
The County reserves the right to approve
personnel proposed bthe principal
into this Agreement, y the Contractor at Program
personnel shall be forelacksofor the time of entering
County not approving
demon-
stration by the Contractor thatualification or lack of demon
not have a deleterious effect that
said proposed personnel
tion of the the proper and efficient o Well
program.
pera-
AG-12614 (12/88)