Loading...
HomeMy WebLinkAboutNutrition ProgramRESOLUTION 2012-267 ADOPTED DOC ID: 7718 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2012-267 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 27, 2012: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute the Consultant/Personal Services Contract between the Suffolk Coun .ty Office for the Aging and the Town of Southold for the IIIC Nutrition Programs, for the period January 1, 2012 through December 31, 2012, for congregate and home delivered meals for the elderly, at no cost to the Town, subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilwoman SECONDER: William Ruland, Councilman AYES: Ruland, Talbot, Doherty, Krupski Jr., Evans, Russell ~ Law No. 1S-AG- ~ [~ IFMS No. SC EXE 0000000 ~"~t~ I · Rev. $/7/12 001-6790/6797/6774/6777-4980,6776-3330-95284 Consultant/Personal Services - HIC Nutrition/SNAP Consultant~ersonal Se~ices Contract ORIGINAL This Contract ("the Contract") is between the CounW of Suffolk ("the Count"), a municipal co~oration of the State of New York, acting through its duly constitu~d O~ce for the Aging ("the Department"), located at the H. Lee De~ison Building - 3~a Floor, 100 Veterans Memorial Highway, Hauppauge, New York ~ailing address: P.O. Box 6100, Hauppauge, New York 11788-0099); and ~e Town of Southold ("Contractor"), a New York municipal co,ration, having an address at 53095 Main Road, P.O. Box 1179, Sou~old, New York 11971. The Con,actor has been designated to receive funds ~om the County for a IIIC Nutrition Program for the Elderly ("the Se~ices") as set fo~ in A~icle I, entitled "Description of Se~ices." Term of the Contract: Shall be from Janua~ l, 2012 through December 31, 2012, with an option, to be exercised at the County's discretion, to June 30, 2013 on ~e same te~s and conditions herein. Total Meals: Daily Congregate Meals: 57 Not to Exceed $78,346 ~nually Daily Home-Delivered Meals: 112 Not to Exceed $171,007 Annually Total Cost of the Contract: Shall be on a fee-for se~ice basis, not exceed $249,353.00, as set fo~h in ~icle II, a~ached. Terms and Conditions: Shall be as set fo~h in A~icles I and II and Exhibits 1 and 2, a~ched hereto and made a paa hereof. In Witness Whereof, the pa~ies hereto have executed the Contract as of the latest date wri~en below. Town of Sou~o~ ~ .~ Coun~ ~ By: ~~-~ By: ~ ~ ~ Scott A. Russell Supervisor Fed. Taxpaye? 1D #: 11-6001939 Date %/ ~ 071~ ~_~ C~Dt~_/~. /i~Cf5~(C.//, hereby cavities under penalties of perju~ that [ m ~officer of '~u) ~ OC - ~ ,, ~hat I have read ~d I ~ f~ili~ wi~ $A5-7 of ~icfey of the Suffolk CounW Code, ~d~at~ ~ ~/~ meets~l mquiremen~ quali~ ~ cxcmption ~ereh~der. ~ Signat~e t Approved as to Legality: Dennis M. Cohen, Suffolk County Attorney By: .B~.a ~en Bradd~/~h me Title: ~ Executive Date: Approved: Department _ Director, Office for the Agh~' Recom~nded: ~rAnna Prencipe Food Service Supervisor 0013347 Sohold NPE new RFQ TEMP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP List of Articles & Exhibits · Article I · Description of Services · Article II · Financial Terms and Conditions 1. Conflicting Provisions 2. General Payment Terms 3. Contract Subject to Appropriation of Funds 4. Comptroller's Rules and Regulations for Consultant's Agreements 5. Specific Payment Terms and Conditions 6. Personnel Salaries, Pension and Employee Benefit Plans, Rules and Procedures 7. Accounting Procedures 8. Audit of Financial Statements 9. Financial Statements and Audit Requirements 10. Furniture, Fixtures, Equipment, Material, Supplies 11. Lease or Rental Agreements 12. Statement of Other Contracts 13. Miscellaneous Fiscal Terms and Conditions Exhibit 1 County Terms and Conditions 1. Elements of Interpretation 2. Meanings of Terms 3. Contractor Responsibilities 4. Qualifications, Licenses, and Professional Standards 5. Notifications 6. Documentation of Professional Standards 7. Credentialing 8. Engineering Certificate 9. Termination 10. Indemnification and Defense 11. Insurance 12. Independent Contractor 13. Severability 14. Merger; No Oral Changes 15. Set-Off Rights 16. Non-Discrimination in Services 17. Nonsectarian/Nonpartisan Declaration 18. Governing Law 19. No Waiver 20. Conflicts of Interest 21. Cooperation on Claims 22. Confidentiality 23. Assignment and Subcontracting 24. Changes to Contractor Page 2 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP 25. No Intended Third Party Beneficiaries 26. Certification as to Relationships 27. Publications 28. Copyrights and Patents 29. Arrears to County 30. Lawful Hiring of Employees Law in Connection with Contracts for Construction or Future Construction 31. Notice Exhibit 2 Suffolk County Legislative Requirements 1. Contractor's/Vendor's Public Disclosure Statement 2. Living Wage Law 3. Use of County Resources to Interfere with Collective Bargaining Activities 4. Lawful Hiring of Employees Law 5. Gratuities 6. Prohibition Against Contracting with Corporations that Reincorporate Overseas 7. Child Sexual Abuse Reporting Policy 8. Non Responsible Bidder 9. Use of Funds in Prosecution of Civil Actions Prohibited 10. Youth Sports 11. Suffolk County Local Laws Website Address Appendix Public Disclosure Living Wage Union Certification Lawful Hiring Certification Regarding Lobbying Comptroller's Rules Statement of Other Contracts S. C. Office for the Aging Appendices Page 3 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP Article I Town of Southold IIIC Nutrition Program for the Elderly Description of Services Whereas, the County issued a Request for Qualifications ("RFQ") on July 28, 2011; and Whereas, the Contractor submitted a proposal in response to such RFQ; and Whereas, the County has selected the Contractor to provide the services as set forth herein; Now Therefore, in consideration of the mutual provisions and covenants hereafter set forth, the parties hereto agree as follows: 1. Conflicting Provisions In the event of any conflict between any provision in this Article I and an exhibit to this Contract, the exhibit shall prevail unless it is expressly stated in the conflicting provision in this Article I, that it shall prevail over the exhibit. 2. Goals of Program The Contractor shall provide a Nutrition Program for the Elderly to improve, maintain or delay the decline in the nutritional status of persons 60 years of age and older and help them to remain independent in their own homes and communities. 3. Adherence to Regulations a. The Contractor must comp|y with the regulations and statutes applicable to the conduct of the Nutrition Program for the Elderly contained in Title III of the Federal Older Americans Act (42 U.S.C.A. §3030e et seq.) as required by the United States Department of Health and Human Services, its Administration on Aging, the New York State Office for the Aging, and Aging; and/or New York Executive Law Article 19-J, 9 NYCRR Section 6654.10 and Section 6654.11. b. The Contractor shall provide all nutrition services with conformity to New York State Office for the Aging requirements which are incorporated in the Suffolk County Office for the Aging Policy and Procedure Manuals (Appendices) and will adhere to the requirements of the Suffolk County Office for the Aging Technical Assistance Packet (see Appendices). c. The Contractor shall adhere to the program specifications as outlined on the Summary Sheet(s) for either Congregate Program or Home Delivered Programs as submitted for RFQ No. 001/2011/MVK, which may be modified and is (are) attached and made part of the Contract. d. The Contractor shall adhere to the specifications as submitted in the Contractor's Response to Section IV - Technical Services for RFQ No. 001/2011/MVK, which is attached and made part of this contract. Page 4 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP Applicable to All Programs In general, but without limitation, the Contractor shall be required to meet the criteria listed below: a. Each meal must provide a minimum of one-third of the Dietary Recommended Intakes ("DRI") for the 60-plus age group as established by the Food and Nutrition Board of the National Academy of Sciences, National Research Council with menus developed under the supervision of, and approved by, Aging on a six-week cycle. Special low salt and basic diabetic diets must be provided to those clients requiring such upon physician's order. The meal pattern and the amounts must follow those set forth by the New York State Office for the Aging. All aspects of food preparation and service must meet the standards of the Suffolk County Department of Health Services, e.g., safe temperature of food - hot entr6e always served at a minimum of 140°F, salad and other cold items served at 41°F or below. There shall be no more than two (2) hours between the time of completion of cooking and the beginning of serving for foods which need to be held at temperatures above 140 degrees F. For home-delivered meals, this applies to the last meal served on the route. b. The Contractor shall cooperate with and accept direction from Aging's staff. c. All nutrition programs which cook on site must hold a complete sample of each day's meal(s), including all components except milk and bread, in the refrigerator for 5 days for testing purposes. All nutrition programs which serve catered meals must hold a complete sample of each day's meal(s), including all components except milk and bread, if possible, or hold 3 tablespoons of each meal component, in the refrigerator for 5 days for testing purposes. d. All congregate sites will develop and maintain emergency plans for weather and evacuation. A copy of the plan will be submitted to Aging at least annually and in the event of modifications to the plans. e. Contributions 1. The Contractor has the obligation to inform each recipient of the service of the opportunity to make a completely voluntary and anonymous contribution toward the cost of the service. Service may not be denied if a person is unable or unwilling to make a contribution. The Contractor must maintain an audit trail of all incoming contributions and make monthly reports of any contributions received. All contributions must be used to enhance services. All printed materials used for the program must include the sources of funding for the Program and must include the following information: Contributions to this (these) service(s) are completely voluntary and anonymous. Service will not be denied because of inability or unwillingness to contribute. Any contribution you wish to make will be used to expand the program and will be greatly appreciated. 2. Each recipient of service must be informed in writing of the opportunity to contribute at least annually. 3. In the congregate setting, the Contractor must provide a locked box and envelopes for the suggested meal donations for the participants in order to protect the Page 5 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - llIC Nutrition/SNAP confidentiality of program participants' identities and the amount which they contribute. The suggested donation amount will be determined through consultation with the Suffolk County Office for the Aging and the Site Council. i. All sites must post the suggested contribution for program participants. ii. Price of the meal for guests must be posted. iii. The above two amounts are to be posted near the locked box. For home-delivered meal participants, the Contractor must provide envelopes for the suggested meal donations of the participants in order to protect the confidentiality of the program participants' identities and the amount which they contribute. Targeting and Outreach 1. The Contractor must give preference to providing services to older individuals with the greatest economic or social needs with particular attention to low-income minority individuals, (42 U.S.C. §3025 (a) (1) (E)). The term "greatest economic need" is defined as the need resulting from an income at or below the poverty levels as established annually by the Office of Management and Budget. The term "greatest social need" refers to the need caused by non-economic factors which include physical and mental abilities, language barriers, social or geographical isolation including that caused by racial or ethnic status which restricts an individual's ability to perform normal daily tasks or which threatens such individual's capacity to live independently (42 U.S.C.§302(21)). 2. The following four target groups have been identified as having the greatest economic and social needs: minorities, low income, frail and vulnerable. 3. In order to comply with Targeting requirements, the Contractor must employ Outreach Strategies which may include, but are not limited to, locating target populations using Census or other resource data, translated printed materials, location of services in catchment areas for targeted populations, publicity to community-based groups, and minority staff/volunteers. Coordination The Contractor must coordinate the delivery of services with other providers and organizations to provide the most suitable outcomes and minimize possible duplication of effort. In order to accomplish this, the Contractor will undertake activities such as, but not limited to, participation in inter-agency meetings, coordination of referrals and follow-ups with other local service providers, entering into agreements with other organizations for joint efforts and/or funding, centralized assessment and maintaining up- to-date resource materials both within and outside the Contractor's organization. Reporting Requirements The following forms and reports are required by the County to meet the standards of the Nutrition program: Page 6 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - mc Nutrition/SNAP Monthly Program Reports Copies of the participant daily sign-in sheets must be received in Aging by the eighth day following month's end. The units of service/unduplicated count report, including targeting results, (Nutrition or S.N.A.P. Services) is due the eighth day following month's end. The activity report is due one week prior to the month reported. Menu forms are due four weeks prior to the serving cycle. Monthly Fiscal Reports SCOFA Forms NPAG 2 (congregate), NPAG 3 (home-delivered), NPAG 4 and NPAG 5 are due the eighth day following month's end. NPAG 4 and 5 are to be signed in ink by the site manager where indicated. The forms listed above are found in the Policy and Procedure Manual (see Appendices). Demographics The Contractor must at a minimum determine and maintain the following specific type of demographic information for each individual receiving services: · Name. · Sex. · Age. · Disabled/Frail. Disabled - Any person who has a physical or mental impairment which substantially limits one or mom 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, bedgchair transfer, dressing, bathing, toileting and continence); instrumental activities of daily living (IADL) (meal preparation, housekeeping, shopping, medications, telephone, travel and money management). · Live Alone. · Lives in a Rural Setting. · Limited English Proficiency. (to be reported effective 4/1/12) Individuals who do not speak English as their primary language and who have a limited ability to read, write, speak, or understand English may be limited English proficient, and may be eligible to receive language assistance with respect to a particular type of service, benefit, or encounter. Page 7 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP Low Income - The need resulting from an income level at or below the poverty threshold, as established by the Bureau of the Census, and updated annually as follows: Size of Family Unit 1 2 100 % of Poverty Threshold (for IIIC Nutrition program(s)) $11,170/year $15,130/year 150% of Poverty Threshold (for SNAP Program(s)) $16,755/year $22,695/year e · Minority - Those individuals belonging to one of the following groups: Native American/Alaskan Native, Asian, Black, Native Hawaiian/Pacific Islander and Hispanic. · Low Income Minority - Those minority persons whose income is at or below the poverty threshold. Electronic Reporting i. The Contractor shall maintain electronic records on all program participants using the most currently approved form provided by Aging and compliant with State and Federal reporting requirements. Data for all participants must be updated monthly. ii. In order to comply with electronic reporting requirements, the Contractor must have adequate computer equipment and sof~vare available to support the approved form. iii. NAPIS required registration must be completed for all congregate participants. The congregate NY Short Form and home delivered NY Comprehensive AFM form or subsequent approved assessment tool(s) must be entered electronically in SAMS 2000 or in subsequent County approved computer systems. All participant data must be entered completely by the twelfth (12th) of each month for the previous month's data. iv. Home-delivered meal participants must have eligibility determined I) prior to the delivery of service using the NAPIS required NY Comprehensive AFM form or subsequent approved assessment tool, or 2) in cases where there is a documented emergency, the assessment must be done within five (5) working days of service delivery. The Contractor shall contact Aging's Nutrition Unit of any occurrence whereby the assessment is not completed under 1) or 2) above. Each participant receiving home-delivered meals must be reassessed at appropriate intervals based on each participant's situation, but in no instance less frequently than at least once in each twelve-month period. The Contractor will also make a six-month reassessment in the form of a home visit or a telephone call. The assessment and subsequent reassessments must be entered electronically and completed by the twelfth (12th) of each month for the previous month's data. Page 8 Sohold NPE new RFQ TEMPLATE 2012 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP Contractor's Staff 1. The Contractor agrees to employ adequate numbers of qualified staff and supervisory personnel to meet all thc specifications and responsibilities of the program in an orderly, punctual and reliable manner. Personnel involved in ail aspects of food handling and preparation are to be in good health and trained to ensure the safety standards of the food prepared and served. A full-time manager/supervisor will direct and coordinate the daily operations. All meetings and trainings required by the County are to be attended by the appropriate staff. The Contractor will have on file with Aging the procedures to be followed by workers and other staff in case of emergency. 2. The County shall have the fight to prior approval of the filling of any site manager position and the home-delivered meal assessor, and shall be advised by the Contractor of the duties and compensation of all personnel assigned to the Nutrition Program for the Elderly. 3. The provisions of this subparagraph j. are in addition to the provisions of Article II, paragraph 13, subparagraph o. Confidentiality 1. The Contractor agrees that no personai information obtained from an individual in conjunction with this program shail be disclosed in a form in which it is identified with the individual without such individual's written consent to such disclosure, except to Aging. 2. In the case of a request by Aging for names and addresses of individuals participating in the program, the Contractor shall furnish such information as requested. Failure to comply with a request by Aging for such information shall be deemed a material breach of this Agreement and shall result in a freeze on all monies due and owing to the Contractor until compliance by the Contractor. Administration 1. Overall administration of this program will be the responsibility of the Contractor. The Contractor or its designee will assure proper implementation and direction of the service, act as liaison between Aging and the actual service and assure accuracy and timeliness of submission of all reporting forms and expenditures. 2. Program Staff shall attend meetings and training as requested by Aging. 3. Attendance by site managers at site managers' meetings and training sessions is mandatory. Transportation to these meetings must be accomplished without decreasing transportation services to the Program. Page 9 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Grievance Procedures In accordance with §306 (a) (6) (P) of the Older Americans Act, as amended (OAA), Aging has established a process for resolving complaints from older persons who are dissatisfied with or denied services funded under Title III of the Act. The Contractor shall comply with the requirements of the Grievance Procedures as set forth in Exhibit 4 - Grievance Procedures and the Policy and Procedure Manuals. Monitoring 1. Financial Transactions Aging's staff and staff of the New York State Office for the Aging may examine or review evidence regarding the existence, timing and classification of financial transactions that are charged to the program for reimbursement. To obtain this evidence, such staff may examine documentary evidence, including financial statements, financial reports, etc. and original records. Such staff may make physical verification by actually observing or counting certain assets (e.g., cash, equipment and supplies) to establish their physical existence. The Contractor shall cooperate in Aging's periodic physical verification of cash, food, equipment, supplies and other assets of the program. 2. Program The Contractor agrees to permit Aging's staff and staff of the New York State Office for the Aging to review program records and to monitor training, supervision and services at any time. Identifying LOGO It is the responsibility of the Contractor to have an identifying logo in equal sized lettering on any printed materials and on all brochures, flyers, and advertisements (including without limitation television graphics), and on Program vehicles, as follows: Purchased with Federal Funding: Funding provided by the Suffolk County Office for the Aging and the U.S. Dept. of Health and Human Services Through the New York State Office for the Aging Purchased with State/County Funding: Funding provided by [the] Suffolk County [Office for the Aging] [through the New York State Office for the Aging]* Any announcement of the Program on radio or television must identify funding by [the] Suffolk County [Office for the Aging]*, the U.S. Department of Health and Human Services and/or through the New York State Office for the Aging, as applicable. *[Omit the words that are not applicable.] The provisions of this paragraph shall prevail over any conflicting provisions of Exhibit 1, paragraph 27. p. Soliciting Participant Comments The Contractor must establish a formal system of soliciting comments from the participants concerning meals, transportation and supportive services. Page 10 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 q. Compliance The Contractor shall comply, and shall require its officers and directors, partners, trustees or other members of its governing body, and personnel employed to render services under this Contract, to comply with all applicable rules, regulations and requirements of law, including without limitation, the Americans with Disabilities Act, and the Technical Assistance Packet, receipt of a copy of which is acknowledged. r. Certificate of Incorporation The Contractor (if not a town or other municipal corporation) shall furnish Aging with certified copies of its Certificate of Incorporation and bylaws, including any amendments thereto, at the time it signs this Contract, to the extent not already on file with Aging, and any amendments thereto during the term of this Contract promptly upon their adoption, and a list of the board members governing the Contractor from time to time. The Contractor shall not dissolve any existing corporation or establish any new corporation with the responsibility for the operation of the program without the prior written approval of Aging. s. Incident Reporting The Contractor will report at least verbally to Aging, within 24 hours any incidents involving all instances of claims, costs, damages, and injuries to persons or property of whatsoever kind arising out of services provided under this Contract. A written follow-up of such incidents shall be sent to Aging within 5 days of the occurrence. The Contractor fiather agrees to send Aging copies of all "notices of claim" relating to the program covered in this Contract. Specifications for Congregate Meal Programs a. The Contractor's preparation site where the food is prepared, processed, and/or packaged must meet Suffolk County Department of Health Services and/or State Department of Health regulations. Consistent with these regulations, all food handlers who prepare or work with food must have a Food Manager's Certificate. Periodic physical examinations may be required. Further, the Contractor shall assure that such employees observe good habits of personal hygiene. The Contractor must provide Aging with a copy of the most recent, and any subsequent reports issued during the term of the Contract, Suffolk County Department of Health Services Food Establishment Inspection Report. The Contractor must provide evidence that any violations cited on said report have been corrected and that the preparation site remains in compliance with Suffolk County Department of Health Services and/or State Department of Health regulations. b. The nutrition site shall be open as stated on the Summary Sheet, which is attached and made part of this Contract; fully staffed, during regular business hours based on local need and available funding. Holiday schedules are to be posted one month in advance at the nutrition site. The Contractor shall submit copies of all holiday schedules and staff vacations to Aging. c. The Contractor must provide participant transportation as needed and supportive services as appropriate to the needs and abilities of each participant. Required supportive services include education and training, information and referral, outreach, public information, recreation, shopping assistance, socialization and volunteer activities. Nutrition education Page 11 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 and training must include speakers and/or presentations. Flyers and hand-outs by themselves are not considered nutrition education. When viewed as a whole, transportation services must be accessible to people with disabilities as required by the Americans with Disabilities Act of 1990 (P.L. 101-336) and the regulations thereunder (49 CFR part 37). d. The Contractor must abide by standards set forth under both Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (P.L. 101- 336) and the regulations thereunder (28 CFR Parts 35 and 36) which require that ail programs and facilities (buildings, restrooms, etc.) must be accessible to the handicapped. e. The site manager shall work closely with Aging's staff and other local agency staff to provide a full array of supportive services for participants. Specifications for Home-Delivered Meal Programs a. Eligibility must be determined prior to the delivery of service by using the standardized Comprehensive Assessment Tool (COMPASS - Form) (see also Policy & Procedures Manual - Appendices). Each client receiving home-delivered meals must be reassessed at appropriate intervals based on each client's situation, but in no instance less frequently than at least once in each twelve-month period. The Contractor will also make a six- month contact in the form of a home visit or a telephone call. b. The packaging of meals must meet the standards of the Suffolk County Department of Health Services. Aluminum foil partitioned containers are recommended. In order to maintain safe food temperatures in delivery, equipment approved by the National Sanitation Foundation must be purchased. Menus, whenever possible and feasible, should be sent to the clients. c. The Contractor must provide supportive services to the homebound client according to his or her specific needs. The frequency of the supportive services will be determined by the individuai assessment. Nutritionai counseling and education must be included in this service. d. The Contractor shall provide a meal for those holidays and/or weather emergencies that fall on a weekday. The holiday/emergency meals may be frozen or canned and must be delivered the last business day before the holiday or weather emergency. In addition, an emergency supply of shelf-stable food should be made available twice a year for weather related emergencies. A list of suggested food items is available from Aging. (see Policy & Procedure Manuals) The remainder of this page is intentionally left blank Page 12 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 GENERAL FOOD SPECIFICATIONS FOOD SPECIFICATIONS FOR CYCLE MENUS Mcat or Alternate Meats - USDA Choice or Better Preservatives, tenderizers, or coloring agents may not be added to any fresh meat or fresh meat product. Vegetables and Fruits All flesh fruits and fresh vegetables must not contain bisulfates. All flesh fruits and fresh vegetables must be washed. Fresh Fruit Minimum Size Oranges I 13 Apples 120 Bananas 150 ½ cup represents drained weight of fruits and vegetables Frozen Vegetables - Grade A - Fancy (USDA) Canned vegetables - Grade A - Fancy (USDA) Margarine - from liquid vegetable oil and fortified with Vitamin A Bread/Alternate - whole grain or enriched Instant Mashed Potatoes must be fortified with Vitamin C Milk - Vitamin A & D fortified skim or low-fat milk - 3 days lead time from day of service Desserts Gelatin - fortified with Vitamin C Milk-based puddings used for pudding mix Canned Fruits - Grade A - Fancy (USDA) Canned Fruit Juices - Grade A - Fancy (USDA) - fortified with Vitamin C Frozen Fruits - Grade A - Fancy (USDA) All foods shall be obtained from State or Federal inspected plants. Page 13 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - llIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Contractor's Response to RFQ No. 001/2011/MVK For Nutrition Programs for the Elderly Town of Southold End of Article I Page 14 . Sohold NPE new RFQ TEMPLATE 2012 RFQ No. 001/2011/MVK S~L~ No. Il-AG-020 RFQ For Nutrition Program~ for the Elderly Section IV Technical Services Requirements Nutrition Programs for the Elderly PROGRAM DESIGN, FACILITIES, DOCUMENTATION, SERVICES AND ACTIVITIES: 1. Prooram Desion: Con~re~ate Meal Proerarn /Home Deh'vered Meal Proprarn A/B: Food Service and Supportive Services Southold Town Senior Services is a multipurpose senior center that has provided nutrition and support services to Southold Town resident's age 60 and older since 1974. The Center is located in the hamlet of Mattituck and is in close proximity to Mattituck village, public transportation, shopping, banking, etc. We are planning to open a satellite program at the Town's Recreation Facility at 970 Peconic Lane in Peconic pending the appropriate approvals fi.om the Suffolk County Office for the Aging and Department of Health. The Town was awarded a grant fi'om the New York State Office for the Aging in 2010-2011 for senior center improvements. The funding is allowing us to make necessary repairs and upgrades to our main Center in Mattituck and purchase new equipment. We will be repurposing existing equipment and furniture to the Peconic Recreation Center in order to expand our services. This location is desirable because the Town's Senior Citizen Clubs currently meet bi-monthly at the facility and Peeonic is more centrally located with close proximity to public transportation for improved access for eastern parts of the township. The service catchment area for Southold Town's nutritional program is the North Fork of Long Island, an area of approximately 70 square miles. Because of its vast rural nature, vital transportation is provided to our senior participants via bus or van. There are 13 vehicles assigned to the Senior Center for the purpose of delivering meals to the homebound and transporting seniors to the Center, six of which are leased to the Town by Suffolk County Office for the Aging. Transportation to the satellite center will be considered based on demand and capacity of existing transportation systems in place. Southold Town is proposing to continue providing nutrition and supportive services to senior citizens 60 years of age and older. Our intent is to improve, maintain or delay the decline in their nutritional status while helping them to remain independent at home and in their commuinty. We currently serve an average of 57 congregate meals and 112 home delivered meals daily. Our center is a licensed food service establishment with Suffolk County Department of Health (see attached DOH certificate/Sec. IK I #1). Our dedicated and trained staff of 28 (see attached organizational chart/Sec.11.1.e and Sec. 11.2 Qualifications and Experience for Assigned Staff) is committed to serving quality congregate and home delivered meals with a high nutritional value (see attached menus/Sec. IV.I //4). All meals and supportive services are provided to Sonthold Town residents aged 60+ and meet the nutritional and regulatory requirements set forth in Program Specifications for Nutrition Programs as outlined in Article 1 of RFQ. Dietary modifications are provided for special health requirements (diabetic and low sodium diets). We also reasonably accommodate participants who have particular dietary needs arising from religious requirements or ethnic backgrounds. All menus are submitted to the Registered Dietician with Suffolk County Office for the Aging for prior approval. Our main Center in Mattituck and proposed satellite in Peconic are both fully accessible to persons with disabilities and are in full compliance with provisions under the Americans with Disabilities Act. The Center has a maximum capacity allowance of 175 persons and is complete with dining room seating for 100. The Peconic Recreation Center has a maximum capacity of 371 persons with seating for 160 (see Sec. IE 1.2). We also have a fully equipped commercial kitchen in our primary site and have full generator back up in the event of a power outage, hi addition to the senior nutrition programs, Southold Senior Services offers a full range of recreational and comprehensive supportive services to Town residents 60 years of age and older. (Sec. IV.B) .RFQ No. 001/2011/MVK SC Law No. Il-AG-020 RFQ For Nutrition Programs for the Elderly 1V. 1. Congregate Meal Program: Southold Town Senior Nulxition Center is open 5 days a week, Monday through Friday (except for legal holidays). Our hours of operation are from 8am - 5pm. Our objective is to provide senior residents with a nutritious daily meal, as well as a community meeting place where they can enjoy recreational programs and social activities, with full supportive services available on site as needed. We provide regular route, door to door transportation for seniors within the Town who attend the program. Our goal as forth in Title III of the Federal Older Americans Act is to improve, maintain and delay the decline in the nutritional status of persons 60 years of age and older and help them remain independent in their own homes and communities. All participants are enrolled using the NAPIS Client Registration and data is entered electronically in SAMS 2000. All meals are cooked on site and meet 1/3 of the R.DA. Meals are served at 12 noon and transportation is available. The suggested confidential voluntary contribution is $4.00 per meal and no one is denied service due to inability or unwillingness to pay. All participant contributions are used to expand services. Signs pertaining to the suggested contribution are posted and envelopes are provided so all participant contributions remain anonymous. A locked box is available for all monies donated. Our program staff under the direct supervision of our full time Senior Citizens Center Manager, Jacqueline Martinez, are on site to assist seniors at all times. Since safety is a high priority, the Senior Center is fully equipped with fire and smoke detection alarms and fire suppression equipment. We are known to the local fire department (see Sec. IV.l. 6) and are monitored by the Central Station of Suffolk Security Systems. Fire evacuation plans are posted and fire drills are held twice yearly. Our Center is inspected regularly and meets all fire safety standards., for areas of public safety. Congregate Meal Program participants are provided with a packet of instructions to follow in the event ora weather emergency. In some instances, our Center remains open with no transportation provided. Seniors are alerted via radio and are called by Center staffto ensure their well being. If the Center is, has an early closing for a weather related emergency, all seniors are transported to their homes promptly. If the Center does not open, seniors are alerted via the local radio stations. In the event of extreme heat emergencies, seniors are offered instructional health/safety materials. Seniors are also notified that the Center operates as an emergency cooling center when the Town Supervisor declares an extreme heat emergency. IV. 1. Home Delivered Meal Program: Southold Town's Nutrition Program furnishes home-delivered meals to senior residents aged 60+ and other eligible candidates per SCOFA Policies and Procedures Manual. Priority is given to frail, nutritionally at- risk elderly individuals with the greatest economic or social needs with particular attention to low income minority, all meals are cooked on site and meet 1/3 of the RDA. Our program adheres to all policies, procedures and specifications the Nutrition Programs for the Elderly as set forth in Article I of RFQ Program Specifications for Nutrition Programs. Eligibility is determined prior to the delivery of service by using the standardized New York Comprehensive Assessment AFM Form. The suggested confidential voluntary contribution is $4.00 per meal and no senior is denied service for inability or unwillingness to pay. Participants are provided an envelope weekly for their contribution to ensure contributions remain anonymous. All data is entered electronically into the SAMS 2000. Each client receiving home-delivered meals is reassessed minimally at the appropriate 6 month interval receives an in-home annual review in each 12-month period. The COMPASS Assessment helps determine the supportive services needed and the frequency of those services and helps us identify those seniors nutritionally at risk. .RFQ No. 001/2011/MVK SC Law No. Il-AG-020 RFQ For Nutrition Programs for the Elderly Home-delivered meals are prepared on site and packaged in three compartment disposable microwavable trays. Our new Oliver packing system allows seniors to reheat meals in a conventional oven or microwave. The clear protective seal with safe handling/reheating instructions allows for greater quality control and is more presentable for seniors. (see attachment Sec. IV.~t.1). All packing and meal delivery procedures meet the safe food handling standards set forth by Suffolk County Department of Health and Article I of RFQ Nutrition Program Specifications, (i.e., hot entree's are served at minimum of 140 degrees Fahrenheit with salad and other cold items served at 42 degrees Fahrenheit or below). The Town currently has five homebound meal routes throughout our catchment area. Meals are transported in special carders to maintain required temperatures and delivered in less than 2 hours. Frozen meals are provided for those holidays and/or weather emergencies that fall on a weekday and are delivered the last business day beforehand. Additionally, emergency shelf stable meals are distributed at least twice yearly for weather related emergencies. If the program cannot deliver, all home delivered meal participants are called in the early morning and notified when drivers cannot deliver. An announcement is also made on the local radio station. Iftbe Center is closed, seniors are alerted via the local radio stations. All seniors are provided with a packet of instructions to follow in the event of an emergency, which may result in the Center closing. Instructions are also distributed for extreme heat emergencies and our Center serves as an emergency cooling shelter when the Town Supervisor declares a heat emergency. Transportation is available to home bound seniors to the cooling shelter. IV. 1.A. Food Service: Congregate Meal Program/Home Delivered Meal Program: Southold Town Senior Services Nutrition Program has over 37 years experience in providing institutional food service. Our professional kitchen staffprepares all meals on site. (All meals meet the RDA and all specifications for nutrition programs set forth in Article I-RFQ). Food is uniformly portioned and congregate meals are served promptly at noon. Home Delivered Meals are prepared and packed out by 10a.m. and all delivery routes are under 2 hours. Policies and procedures food safe food handling and transport are strictly adhered to and monitored regularly. The kitchen is a fully equipped commercial kitchen and offers suitable storage for food supplies, dry goods, and frozen and refrigerated food products. All food and supplies are ordered in bulk for optimal pricing and availability. The Center follows the Town's procurement policy as set forth in General Municipal Law Section 103, relative to formal bidding of food, supplies and equipment. Inventory control procedures are also in place for monitoring equipment use and condition, hi addition, all foods and related supplies are inventoried and rotated routinely to ensure optimal quality. The Center services an average of 57 congregate and 112 home delivered meals daily, Monday through Friday. o Southold Town Senior Services employs a fully trained/credentialed kitchen staff consisting of a Senior Cook, Assistant Cook, and four Food Service Workers. All kitchen operations are directly supervised by our Senior Citizen's Center Manager. No component of our food service operation will be subcontracted to outside services. 3. No variation from the proposed program plan is anticipated. IV.1. B. Supportive Services: Congregate Meal Program/Home Delivered Meal Program: In addition to our nutrition programs, seniors are provided with a comprehensive array of support services designed to meet their many needs. Recreation programs, activities, trips and special events are offered regularly. Community outreach and monthly wellness education programs are provided along with individual case management service and entitlement counseling. Caregiver support groups and education programs are offered along with full day Senior Adult Day Care. RFQ No. 001/2011/MVK SC Law No. II-AC.020 RFQ For Nutrition Programs for the Elderly Residential Repair Program is available to assist seniors with minor home repairs. We also have an RSVP Telephone Reassurance Program in which volunteers provide daily phone contact to homebound seniors. East End Hospice offers a 16 week bereavement support group annually and we host an annual health and wellness fair yearly which is open to our community. All programs are listed on the Town of Southold's website ~southoldtown. north fork. net with e-mail links to designated program staff .The Town's Data Control Department enters all of our current information on Cablevision's Government Channel 22 to televise community announcements, menus, activities, and special events. The Suffolk Times Newspaper also features many of our events at no cost in their Community Events/Calendar section. In addition to regular route transportation services to the Center, we also provide essential demand responsive transportation for seniors to medical appointments, grocery shopping, banking, etc. All support services/activities are printed on a monthly calendar, posted at the Center on bulletin board and distributed to all homebound meal recipients. IV. 1.C.Transportation: Congregate Meal Program/Home Delivered Meal Program Southold Town Senior Services provides both "Regular Route" and "Demand Responsive" transportation. Regular route, door to door service is provided to and from the Senior Center daily. Regularly scheduled trips for shopping, senior citizen club meetings and recreational events fall under this service category. Demand responsive transportation is reserved for essential medical appointments. Driver escort assistance is provided and appointments are made on a reservation basis. Transportation services are available to all seniors 60+ residing in Southold Town. We currently have 13 vehicles dedicated to this program, five of which are handicapped/wheelchair accessible. Service is not restricted to Town boundaries and we often transport seniors for medical services to Riverhead and points west as far as Stony Brook University Hospital. We have experienced an increased demand for transportation services since last year and have worked diligently to service the needs of our senior residents to meet this demand. IV.1.C.Targeting: Home Delivered Meal Program 1V.I.D.Targeting: Congregate Meal Program Targeting the low-income minority elderly living in Southold Town, particularly in the Village of Greenport (4% of seniors in our catchment area in this category) remains a high priority. By increasing our visibility and expanding access to services, we continue our focus on reaching as many seniors as possible that need and will benefit from our program, particularly the fi.ail, low-income and low income minority elderly who are nutritionally at-risk. According to the 2000 U.S. Census, 4% of the elderly residents in Southold Town are minority. From January 2011 to date, we served 3.5% minority seniors in our combined nu~ition programs. Two new initiatives for 2011 include the establishment of a satellite nutrition program at the Peconic Recreation Center which is made possible through a NYSOFA grant for improvements to senior centers. The grant award is allowing us to equip the newly renovated Peconic Center with the appropriate food service set up and make necessary repairs to our main center in Mattituck. Given its more central location and closer proximity to Greenport, we are hoping to improve access to minority seniors who would have less distance to travel. The Peconic Center also serves as the venue for the town wide senior club meetings two times monthly and our initial plan is to provide lunch on site to eligible seniors. If there is a demonstrated need for transportation services, a regular route bus run will be considered. We are looking forward to working with SCOFA in implementing this satellite program pending the necessary approvals. Linda Ortiz was appointed as Director for Community Action for Sonthold Town (CAST) this past year and has been active in reaching out to our staff on referrals involving individuals 60 years of age and older, particularly low income minority elderly. Since CAST serves a large minority component, this is a very effective community linkage. CAST is also provided regular access to our community services room at the Center. .RFQ No. 001/2011/MVK SC Law No. Il-AG-020 RFQ For Nutrition Programs for the Elderly Ms. Ortiz and I are developing a plan for a cooperative program in which minority seniom using CAST services will be picked up at the Greenport office and accompanied to our senior center for lunch regularly or to our satellite program in Peconic when available. Ms. Ortiz reports that many of the minority seniors who come to her office do not disclose their physical addresses for a variety of reasons but would ~ come to the nutrition center if introduced to the program gradually. Our Senior Center Manager, Jacqueline Martinez is fluent in Spanish and will accompany me to present to the Hispanic Parish Ministry at St. Agues Chumh in Greenport. The weekly Spanish masses and community meetings held on Saturday evenings will provide an effective venue for expanded outreach. Plans are also being formulated to provide on-site outreach at the CAST office in Grecnport to strengthen our targeting efforts. In 2010, Southold Senior Services partnered with the North Fork Woman to Woman Fund in their NYSOFA's Community Empowerment Aging in Place Grant Program to expand and enhance awareness and service delivery to the lesbian community on the North Fork. We are also working closely with the SAGE (Services and Advocacy for Gay Elders) Long Island organization to expand their activities and services to the LGBT community on the East End. Currently the group meets at the Center bi-monthly for socialization and a late afternoon lunch. Meals are provided to eligible seniors in the group and they are provided the opportunity to make a voluntary and anonymous contribution. Ineligible participants must pay the guest price. An additional target population is the kosher population. Outreach efforts will include contact with the Rabbi at the Tifereth Israel Synagogue in Greenport to schedule an informational presentation to the congregation. On going activities to broaden our community outreach, include daily public service announcements on Cablevision Channel 22 - Government Access Television and WLNG-Radio/92.1FM. In addition to our current print materials, ie, brochures, newspapers, senior center menus and activity calendars, we are now featured in Eastern Long Island Hospital's newsletter along with Seniors Options and Solutions Program. (SOS). The newsletter, which has a town wide distribution, will has a dedicated section for seniors highlighting the programs and services available to them. Eastern Long Island Hospital's SOS Program also provides monthly wellness seminars at the Senior Center in conjunction with the Mental Health Association of Suffolk. Tins program is funded under the NYS-OMH Mental/Physical Health Integration Grant administered by South Oaks Hospital. We provide round trip transportation to any interested senior in Southold Town. All menus and activities are posted weekly on the Town's official website at southoldtown.northfork, net. We also continued our contract with King Kullen Pharmacy to print our program information on 24,000 prescription bags for 2011. We also employ ongoing outreach efforts to medical facilities, doctor's offices, senior citizen club meetings, local churches, and other special groups or organizations that focus on serving our senior population. Suffolk County Office for the Aging has also assisted us in our outreach efforts. We also continue existing practices of public service announcements, distribution of program and informational brochures and activities calendar throughout the Town, ongoing program announcements in the Suffolk Times Community Calendar page and Senior Sourcebook. We also employ ongoing outreach activities including informational presentations by program staff and/or distribution of print material to medical facilities, doctor's offices, senior citizen club meetings, local churches, and other special groups or organizations that focus on serving our senior population. Suffolk County Office for the Aging has also assisted us in our outreach efforts. The second initiative is the establishment of a new town wide interdepartmental GIS (Geographic Information System). This new geographic information system will allow us to review and analyze service data to improve our outreach efforts by allowing us to clearly identify and target underserved areas and current delivery patterns. This system will also be useful in setting up a more efficient regular route transportation system to both nutrition sites. An added feature of superimposing mapping applications will provide us the opportunity to identify seniors in low lying areas and flood zones for improved emergency preparedness planning. .RFQ No. 001/2011/MVK SC Law No. II-AG-020 RFQ For Nutrition Programs for the Elderly IV.D. Coordination: Home Delivered Meal Program IV.E. Coordination: Congregate Meal Program Southold Town sponsors a monthly meeting of the Town's Committee on Health Care Issues and the Elderly. The committee meets regularly and has a diverse group membership of 28 agencies representing health care and community service providers from both the private and public sectors. The meeting provides networking opportunities for professionals and allows for a valuable exchange of information and coordination of the resources available to our senior population. The committee also provides a mechanism for minimizing duplication of programming for improved services to seniors. Within our agency, the Compass/SAMS assessments allow us to maintain a comprehensive record on each client we serve and assist in optimizing coordination with formal service providers. Our professional staffreviews and discusses our clientele at regular intervals in order to develop the most appropriate, individualized care plan and follow-up services. Program staffshares common office space, which provides for optimal information exchange and improved coordination of service. A confidential log sheet is maintained in our main office that reflects daily status changes that occur with each individual client. Program staff accesses this log daily and provides follow-up accordingly. The log serves as an internal mechanism to reduce duplication of services provided to our program participants by our staff. In 2009, Southold Town Senior Services partnered with Easteam Long Island's Geriatric Center of Excollence in the development and implementation of a senior community needs survey. Data from 400 respondents (including Fishers Island) was used to evaluate the effectiveness of existing programs and services and client satisfaction. Transportation and available in-home care and related costs continue to be a concern for many seniors. In 2010 a focus group was formed and members of ELIH staffand local community members, business people and local government representatives convened to assist the Town of Southold in the future development of the Human Services Chapter Southold Town's 2020 Comprehensive Plan for Human Services. Partnerships were also developed with South Oaks Hospital, The Mental Health Association of Suffolk County and ELII-I Senior Options and Solutions Program to implement the NYS Geriatric Mental/Physical Health Integration Grant. In 2010, 736 mental health screenings through pr/mary care physicians were completed along with 74 assessments and 568 direct client contacts and 992 coordinated service referral contacts. In 2011 Southold Town Senior Services received $9,000 in funding to support transportation costs related to the co-location of services as part of this initiative. Seniors enrolled in our Congregate Meals Program benefit directly fi'om these on-site services as well as the monthly senior wellness classes provided through this grant. In 2010, 11 programs were offered with 186 seniors participating. Home Delivered Meals recipients also benefitted from available in-home counseling services at no cost. In 2011, ELIIt Geriatric Center of Excellenco will focus on a new networking program with Southold Senior Services for improved coordination with discharge planners on in-patient follow-up and discharge support for seniors accessing the emergency room resulting in a non-admission. These seniors who often frequent the ER, are at particular risk and without admission to the hospital, comprehensive assessment of community based needs is not done. Juliet Frodella, Director of the Senior Options and Solutions Program will work closely with Senior Services in identifying and developing protocols for further evaluation, referral and linkage to appropriate community based programs and services for seniors at-risk. In 2009, Southold Town Senior Services opened a Community Services Room to improve access to services for seniors on the north fork. Dedicated office space, with phone and computer support is provided to agencies offering services to seniors at no cost. Current on-site providers include SCOFA Advocate, ELIH Senior Options and Solutions, CAST, Suffolk County Departments of Labor and Veterans Services (by appointment), RSVP Telephone Reassurance Program, Touro Law School Senior Citizen Law Project and Mental Health Association of Suffolk. .RFQ No. 001/2011/MVK SC Law No. Il-AG-020 RFQ For Nutrition Programs for the Elderly IV.F. NAPIS Client Registration: Congregate Meal Program IV.E.Comprehensive Assessment AFM Form (COMPASS) :Home Delivered Meal Program Phyllis Markopoulos, LMSW and Heather Piscatelli, LMSW, serve as our primary COMPASS/SAMS in- home assessors. Both are well qualified and are proficient in their duties with extensive experience in working with seniors. In addition, our Senior Citizen Center Manager, Jacqueline Martinez, MSW and Senior Adult Day Care Supervisor, Jean DeLorme, B.S. and Karen McLaughlin, B.A., Director of Human Services are also proficient in completing Compass/SAMS assessments and can offer assistance as needed to avoid service interruption or delay. Client assessments (COMPASS/SAMS) are completed on all seniors who request home delivered meals. Service is initiated when a client, family member or other service provider makes a referral by calling the Center. An intake is completed with basic information provided and an initial home visit is scheduled with the senior and their family as necessary to complete the full client assessment. Once eligibility is determined after the in-home visit, the client is provided service in a timely manner. Comprehensive assessment data is entered electronically in the SAMS 2000 program by program and clerical support staff th~at are specifically trained in the SAMS system. Each client is provided with a packet of information, which includes our program policies and procedures, and a complete list of the supportive services we offer. Follow up contact is made by telephone no later than six months after service begins and an in home visit at least once annually by our assessment staff. (See attached resumes/section lI. 2.a andlV. H. 5).Event -based reassessments are conducted within 5 days of the time in which a change occurs regarding the appropriateness of the current care plan. For Congregate Meal Program participants, A NAPIS Client Registration is completed annually, reviewed and uploaded on the SAMS 2000 program by the appropriate program staff. NAPIS Client Registrations are reviewed by Senior Center Manager, Jacqueline Martinez, prior to data entry. Once registrations are reviewed, information is entered and/or updated electronically by Ms. Martinez or trained support staff responsible for client data entry and related reports. All data is entered completely by the 12th of each month for the previous month's information. Cheryl Kaswell, Account Clerk Typist (with our agency for over 9 years) and Christine Droskoski, Clerk Typist (with our program for 15 years) have been trained in SAMS and are proficient with the Suffolk County approved computer systems. Technical assistance has been provided by SCOFA on a regular basis so all staffremains proficient in current applications. All computer equipment is suitable for SAMS purposes and is upgraded as required by our Data Control Department. IV.G. Other Resources: Congregate Meal Program IV.F. Other Resources: Home Delivered Meal Program As a division of Southold Town government, Senior Services is afforded the many services and resources of the Town. Our building cleaning and maintenance, both interior and exterior is provided by our Department of Public Works. The Towns Accounting and Finance Department processes all vouchers, revenues, expenses, payroll and financial records. All financial and audit reports are available for review on the Accounting Department's link on the Town's website. The Town Police Department provides emergency assistance as needed and maintains regular contact with the Center. Police Department personnel also make appropriate referrals to our department for frail elderly residents at risk. Our Recreation Department provides an army of trips and recreational activities open to seniors. They also have a very active Senior Citizen Clubs that meet regularly. Many of our program participants benefit from senior club membership. The Assessors Office provides home visits to assist seniors in completing senior tax exemption and STAR applications. Our Town Supervisor is very supportive of our program and handles all public notices and special events and is involved in program development. .RFQ No. 001/2011/MVK SC Law No. II-AG-020 RFQ For Nutrition Programs for the Elderly Southold Town's Emergency Response Plan is on file with the Suffolk County Office of Emergency Services as mandated. The Senior Services Director serves as Deputy Coordinator of the Emergency Management Team for Southold Town. The Human Resource Center is a designated non-medical special needs evacuation shelter for the Town. The Senior Center and Katinka House buildings are equipped with emergency generators and our on-call staffis well trained in working with the elderly. Katinka House, our social model adult day care program will serve as a shelter for cognitively impaired/fi.ail seniors without special medical needs. The Town Supervisor acts as the Emergency Manager for Southold Town. He declares a state of emergency and mobilizes the emergency management team. The local Emergency Operations Center (EOC) is the clearing house for all calls. The EOC identifies the need and directs individuals to the appropriate services. The Senior Center staffhas a list of seniors that are identified as high priority for evacuation and the Senior Center Director and staffcall the seniors and notify the local EOC. In addition to registration for special needs available in mailings or on the Town's website, all home delivered participants are provided the opportunity to register and be screened by the Town's Emergency Management Committee. Seniors with special medical needs will be referred to the Suffolk County JEEP (Joint Emergency Evacuation Program). The volunteer fire departments coordinate transportation to the evacuation center. Seniors with special medical needs are transported to the medical special needs shelters designated by the Town of Southold and Suffolk County Joint Emergency Evacuation Program (Currently Peconic Landing and San Simeon by the Sound are medical special needs shelters). Those seniors without special needs are directed to the general evacuation centers at their local schools. The Town will maintain and update the data bases regularly so information remains current. Senior Service also coordinates with outside agencies and human service providers that serve the senior population of Southold. Our agency has frequent contact and coordinates many services with the following agencies: San Simeon Nursing Home, Eastern Long Island Hospital, Peconic Bay Medical Center, Peconic Landing, EEGO and SAGE L.I., North Fork Women for Women Fund, Dominican Sisters Home Health Care; Lewin Agency; Utopia; Peconic Bay Home Health Care; Catholic Charities; North Fork Parish Outreach; North Fork Housing Alliance; Community Action of Southold Town (CAST);American Red Cross; RSVP, Family Service League of Suffolk; Suffolk County Office for the Aging; Suffolk County Department of Social Services; Adult Protective Services and Medicaid Unit; Social Security Administration and EPIC. Our Center is also a host site for our local high school districts for community service projects and a work experience placement site for Medical Interns and Resident Physicians fi.om Stony Brook University Hospital, Physician Assistants Students fi.om Touro College and Gerontology students fi.om St. Joseph's College and St. Bonaventure University. Other volunteer opportunities are available to seniors with the Telephone Reassurance administered on-site by the Retired Senior Volunteer Program and our Social Model Adult Day Care Program, Katinka House. IV.H.Contribution Policy: Congregate Meal Program IV.G. Contribution Policy: Home Delivered Meal Program Seniors participating in our nutrition programs are informed of their opportunity to make a voluntary and confidential contribution for the cost of the meal. For Congregate Meal Program participants, a contribution sign is posted and visible that states our funding sources, our sponsoring agency (SCOFA), our $4.00 suggested contribution, and the fact NO one is ever denied a meal due to unwillingness or inability to pay. Envelopes are provided for their anonymous contributions and placed next to a locked box in a corner ofthe dining room. Seniors plaee their contribution in the box ifthey desire. For Home Delivered Meal Program participants, an unmarked envelope is provided by their driver on Thursdays with their meal. Clients have an opportunity to return their envelope to their driver, who returns it to the designated Center .RFQ No. 001/2011/MVK SC Law No. Il-AG-020 RFQ For Nutrition Programs for the Elderly staff. Seniors and/or their families may also mail their contribution if they prefer. All homebound meal recipients are given a letter prior to start of service and annually thereafter, explaining our contribution policy and procedures and suggested donation of $4.00 per meal. The letter clearly states that all contributions are voluntary and anonymous and that NO one will be denied service for inability or unwillingness to pay. All nutrition program participants are also informed that all contributions are used to expand services. Suffolk County Office for the Aging and New York State Office for the Aging are referenced as funding sources on all print material distributed to clients and available to the community. IV.I.Documentation: Congregate Meal Program The following documentation is included as attachments and referenced in our proposal. 1. Permit from Suffolk County Department of Health Services 2. Permit Southold Town Building Department 3. Food Managers' Certificates 4. Sample Menus. 5. One month activity schedules and list of support services 6. Written Notification to Local Fire department IV.H. Documentation: Home Delivered Meal Program The following documentation is included as attachments and referenced in our proposal. 1. Permit from Suffolk County Health Department 2. Permit from Southold Town Building Department 3. Food Managers' Certificates 4. Sample Menus 5. Resumes for Home Delivered Meals Assessors. Law No. 13-AG- ' Rev. 3/7/12 Consultant/Personal Services - lllC Nutrition/SNAP Article II Financial Terms and Conditions 1. Conflicting Provisions In the event of any conflict between any provision in this Article II and an exhibit to this contract, the exhibit shall prevail unless it is expressly stated in the conflicting provision in this Article II, that it shall prevail over the exhibit. 2. General Payment Terms Presentation of Suffolk County Payment Voucher In order for payment to be made by the County to the Contractor for the Services, the Contractor shall prepare and present a Suffolk County Payment Voucher ("Voucher"), which shall be documented by sufficient, competent and evidential matter. b. Voucher Documentation The Suffolk County Payment Voucher shall list all information regarding the Services and other items for which expenditures have been or will be made in accordance with the Contract. Either upon execution of the Contract (for the Services already rendered and expenditures already made), or not more than thirty (30) days at~er the expenditures were made, and in no event a~er the 31st day of January following the end of each year of the Contract, the Contractor shall furnish the County with detailed documentation in support of the payment for the Services or Page 15 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 expenditures under the Contract e.g. dates of the Service, worksite locations, activities, hours worked, pay rates and program budget categories. The Suffolk County Payment Voucher shall include time records, certified by the Contractor as tree and accurate, of all personnel for whom expenditures are claimed during the period. Time and attendance records of a project director, if any, shall be certified by the Chairperson, President or other designated member of the Board of Directors of the Contractor. All Suffolk County Payment Vouchers must bear a signature as that term is defined pursuant to New York State General Construction Law §46 by duly authorized persons, and certification of such authorization with certified specimen signatures thereon must be filed with the County by a Contractor official empowered to sign the Contract. Disbursements made by the Contractor in accordance with the Contract and submitted for reimbursement must be documented and must comply with accounting procedures as set forth by the Suffolk County Department of Audit and Control. Documentation, including any other form(s) required by County or the Suffolk County Department of Audit and Control, shall be furnished to the County pursuant to, and as limited by, the Regulations for Accounting Procedures for Contract Agencies of the Suffolk County Department of Audit and Control. In addition to any other remedies that the County may Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP have, failure to supply the required documentation will disqualify the Contractor from any further County contracts. c. Payment by County Payment by the County shall be made within thirty (30) days after approval of the Voucher by the Comptroller. d. Final Voucher The acceptance by the Contractor of payment of all billings made on an approved voucher shall operate as and shall be a release of the County from all claims by the Contractor through the d.ate of the Voucher. Agreement Subject to Appropriation of Funds a. The Contract is subject to the amount of funds appropriated each fiscal year and any subsequent modifications thereof by the County Legislature, and no liability shall be incurred by the County beyond the amount of funds appropriated each fiscal year by the County Legislature for the Services. b. If the County fails to receive Federal or State funds originally intended to pay for the Services, or to reimburse the County, in whole or in part, for payments made for the Services, the County shall have the sole and exclusive right to: i.) Determine how to pay for the Services; ii.) Determine future payments to the Contractor; and IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 iii.) Determine what amounts, if any, are reimbursable to the County by the Contractor and the terms and conditions under which such reimbursement shall be paid. c. The County may, during the Term, impose a Budget Deficiency Plan. In the event that a Budget Deficiency Plan is imposed, the County shall promptly notify the Contractor in writing of the terms and conditions thereof, which shall be deemed incorporated in and made a part of the Contract, and the Contractor shall implement those terms and conditions in no less than fourteen (14) days. Comptroller's Rules and Regulations for Consultant's Agreements a. The Contractor shall comply with the "Comptroller's Rules and Regulations for Consultant's Agreements" as promulgated by the Department of Audit and Control of Suffolk County and any amendments thereto during the term of the Contract. The County shall provide the Contractor with a copy of any amendments to the "Comptroller's Rules and Regalations for Consultant's Agreements" during the term of the Contract. b. The Contractor agrees to maintain its accounts in the performance of the Contract in accordance with generally accepted accounting principles, and as may otherwise be directed by the Comptroller. c. The Contractor agrees to retain all accounts, records and other Page 16 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP documents relevant to the Contract for six (6) years after final payment. d. All payments made under the Contract are subject to audit by the Comptroller. If such an audit discloses overpayments by the County to the Contractor, within thirty (30) days after the issuance of an official audit report by the Comptroller, the Contractor shall repay the amount of such overpayment by check to the order of the Suffolk County Treasurer. Specific Payment Terms and Conditions a. Budget Modification i.) The parties shall use the Contract Budget Modification Request form ("Budget Modification") for revisions to the Budget and Services not involving an increase to the total cost of the Contract. The Contractor shall submit to the County the Budget Modification proposed revisions for either Budget or the Services. Such request must be made in advance of incurring any expenditure for which the revision is needed. ii.) When the County and the Contractor agree as to such revisions, the Contractor shall execute the Budget Modification form. Thc Contractor shall return IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 it to the County for execution. iii.) Upon complete execution of the Budget Modification form, the County shall return a copy to the Contractor. The revision shall not be effective until the Budget Modification is completely executed. iv.) The Budget Modification form may be submitted only twice per calendar year and may only be submitted prior to November 15th of that year. Budget and/or Services Revisions i.) ii.) The parties shall use the Contract Budget/Services Revision Approval Form (Budget/Services Revisions) for revisions to the Budget and Services involving any change to the total cost of the Contract via resolution of the Legislature or by the County's adopted annual budget. The Contractor shall submit to the County, proposed revisions for either Budget or any necessary changes of Services to be provided. When the County and the Contractor agree as to such revisions, the Contractor shall execute the Budget/Services Page 17 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - iii.) c. Taxes IIIC Nutrition/SNAP Revisions form. The Contractor shall return it to the County. Upon complete execution of the form by the parties, the County shall return a copy to the Contractor. The revision shall not be effective until the Budget/Services Revisions is completely executed. bo The charges payable to the Contractor under the Contract are exclusive of federal, state, and local taxes, the County being a municipality exempt from payment of such taxes. Personnel Salaries, Pension and Employee Benefit Plans, Rules and Procedures Upon request, the Contractor shall submit to the County a current copy, certified by the Contractor as true and accurate, of its: i.) salary scale for all positions listed in the Budget; ii.) personnel rules and procedures; iii.) pension plan and any other employee benefit plans or arrangements. The Contractor shall not be entitled to reimbursement for costs under any pension or benefit plan the Comptroller deems commercially unreasonable. IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Notwithstanding anything in this paragraph 3 of this Article II, the County shall not be limited in requesting such additional financial information it deems reasonable. Accounting Procedures The Contractor shall maintain accounts, books, records, documents, other evidence, and accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of the Contract, in accordance with generally accepted accounting principles and with rules, regulations and financial directives, as may be promulgated by the Suffolk County Department of Audit and Control and the Department. The Contractor shall permit inspection and audit of such accounts, books, records, documents and other evidence by the Department and the Suffolk County Comptroller, or their representatives, as often as, in their judgment, such inspection is deemed necessary. Such right of inspection and audit as set forth in subparagraph b. below shall exist during the Term and for a period of seven (7) years after expiration or termination of the Contract. The Contractor shall retain all accounts, books, records, and other documents relevant to the Contract for seven (7) years after final payment is made by the County. Federal, State, and/or County auditors and any persons duly authorized by the County shall have full access and the right to examine any of said materials during said period. Such access is granted notwithstanding any exemption from disclosure that may be claimed for those records which are subject to nondisclosure agreements, trade secrets and commercial information or financial information that is privileged or confidential. Page 18 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP ew The Contractor shall utilize the accrual basis of accounting and will submit all financial reports and claims based on this method of accounting during the Term. 8. Audit of Financial Statements aw All payments made under the Contract are subject to audit by the Comptroller pursuant to Article V of the Suffolk County Charter. The Contractor further agrees that the Comptroller and the Department shall have access to and the right to examine, audit, excerpt, copy or transcribe any pertinent transactions or other records relating to services under the Contract. If such an audit discloses overpayments by the County to the Contractor, within thirty (30) days after the issuance of an official audit report by the Comptroller or his duly designated representatives, the Contractor shall repay the amount of such overpayment by check to the order of the Suffolk County Treasurer or shall submit a proposed plan of repayment to the Comptroller. If there is no response, or if satisfactoE¢ repayments are not made, the County may recoup overpayments from any amounts due or becoming due to the Contractor from the County under the Contract or otherwise. The provisions of this paragraph shall survive the expiration or termination of the Contract. Ow Financial Statements and Audit Requirements aw Notwithstanding any other reporting or certification requirements of Federal, State, or local authorities, the Contractor shall obtain the services of an independent licensed public accountant or certified public accountant (the "Auditor") to audit its financial statements for each Contractor's "fiscal IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 bJ year" in which the Contractor has received, or will receive, three hundred thousand ($300,000.00) dollars or more from the County, whether under the Contract or other agreements with the County, and shall submit a report to the County on the overall financial condition and operations of the Contractor, including a balance sheet and statement of income and expenses, attested by the Auditor as fairly and accurately reflecting the accounting records of the Contractor in accordance with generally accepted accounting principles. The Contractor may solicit requests for proposals from a number of qualified accounting firms and review carefully the costs of, and qualifications for, this type of work before selecting the Auditor. The Auditor should be required to meet the following minimum requirements: i.) a current license issued by the New York State Education Department; ii.) sufficient auditing experience in the nonprofit, governmental or profit-making areas, as applicable; and iii.) a satisfactory peer review issued within not more than three (3) years prior to the date when the Auditor was selected to conduct the audit. The audit must be conducted in accordance with generally accepted governmental auditing standards. Financial statements must clearly differentiate between County-funded programs and other programs that the Contractor may be operating. The use of subsidiary schedules should be encouraged for this purpose. The Page 19 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP Auditor must also prepare a Management Letter based on the audit. In the event the Contractor is a non- profit organization or unit of local government and expends five hundred thousand ($500,000.00) dollars or more of Federal monies, whether as a recipient expending awards received directly from Federal awarding agencies, or as a subrecipient expending Federal awards received from a pass- through entity, such as New York State or Suffolk County, during any fiscal year within which it receives funding under the Contract, the audit must be conducted, and the audit report ("Single Audit Report") must be, in accordance with OMB Circular No. A-133 (revised June 27, 2003). Singla Audit Reports must also be submitted to the designated clearinghouse, cognizant agency and/or pass-through entity, to the extent required by the OMB Circular referred to above. The Contractor must submit to the County a statement in writing, certified by its chief financial officer, which states the amount of Federal funding expended by the Contractor during such fiscal year. The Contractor must mail or deliver the certified statement to the Department and to the Executive Director of Auditing Services, Suffolk County Department of Audit and Control, H. Lee Dennison Building, 100 Veterans Memorial Highway, P. O. Box 6100, Hauppauge, New York 11788-0099, as soon as possible after the end of the Contractor's fiscal year. The statement must include all Federal funding received directly from the Federal government and all Federal funds passed through from the County and other pass-through entities. Copies of all financial statements, Management Letters, Single Audit Reports and other audit reports must be transmitted to the County and to the IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 10. Executive Director of Auditing Services at the address set forth above. The reports must be submitted within thirty (30) days after completion of the audit, but in no event later than nine (9) months after the end of the Contractor's fiscal year, to which the audit relates. These requirements do not preclude the County, the Comptroller, or their authorized representatives, or Federal or State auditors from auditing all records of the Contractor. Therefore, the records of the Contractor must be made available to authorized representatives of Federal, State and County government for that purpose. The provisions of this paragraph shall survive the expiration or termination of the Contract. Furniture, Fixtures, Equipment, Materials, Supplies Purchases, Rentals or Leases Requiring Prior Approval Prior to placing any order to pumhase, rent or lease any furniture, fixtures, or equipment valued in excess of one thousand dollars ($1,000.00) per unit for which the Contractor will seek reimbursement from the County, the Contractor shall submit to the County a written request for approval to make such a proposed pumhase, rental or lease, with a list showing the quantity and description of each item, its intended location and use, estimated unit price or cost, and estimated total cost of the proposed order. Written approval of the County shall be required before the Contractor may proceed with such proposed purchase, rental or lease of furniture, fixtures or equipment. All items purchased must be new or like new unless specifically described otherwise in the Budget. Page 20 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP Purchase Practices/Proprietary Interest of County i.) The Contractor shall follow thc general practices that are designed to obtain furniture, fixtures, equipment, materials, or supplies at the most reasonable price or cost possible. ii.) The County reserves the right to purchase or obtain furniture, fixtures, equipment, materials, or supplies for the Contractor in accordance with the programmatic needs of the Contract. If the County exercises this right, the amount budgeted for the items so purchased or obtained by the County for the Contractor shall not be available to the Contractor for any purpose whatsoever. Title to any such items purchased or otherwise obtained by the County for the programs encompassed by the Contract and entrusted to the Contractor, shall remain in the County. iii.) The County shall retain a proprietary interest in all furniture, removable fixtures, equipment, materials, and supplies purchased or obtained by the Contractor and paid for or reimbursed to the Contractor pursuant to the terms of the Contract or any prior agreement between the parties. iv.) The Contractor shall attach labels indicating the County's proprietary interest or title in all such property. IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 do County's Right to Take Title and Possession Upon the termination or expiration of the Contract or any renewal thereof, the discontinuance of the business of the Contractor, the failure of the Contractor to comply with the terms of the Contract, the bankruptcy of the Contractor, an assignment for the benefit of its creditors, or the failure of the Contractor to satisfy any judgment against it within thirty (30) days of filing of the judgment, the County shall have the right to take title to and possession of all furniture, removable fixtures, equipment, materials, and supplies referred to in subparagraph 7(b) above and the same shall thereupon become the property of the County without any claim for reimbursement on the part of the Contractor. Inventory Records, Controls and Reports The Contractor shall maintain proper and accurate inventory records and controls for all such furniture, removable fixtures and equipment acquired pursuant to the Contract and all prior agreements between the parties, if any. Three (3) months before the expiration date of the Contract, the Contractor shall make a physical count of all items of furniture, removable fixtures and equipment in its custody, checking each item against the aforesaid inventory records. A report setting forth the results of such physical count shall be prepared by the Contractor on a form or forms designated by the County, certified and signed by an authorized official of the Contractor, and one (1) copy thereof shall be delivered to the County within five (5) days after the date set for the aforesaid physical count. Within five (5) days after the termination or expiration date of the Contract, the Contractor shall submit to Page 21 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP the County six (6) copies of the same report updated to such date of the Contract, certified and signed by an authorized official of the Contractor, based on a physical count of all items of furniture, removable fixtures and equipment on the aforesaid expiration date, and revised, if necessary, to include any inventory changes during the last three (3) months of the Term. Protection of Property in Contractor's Custody The Contractor shall maintain vigilance and take all reasonable precautions to protect the furniture, fixtures, equipment, material or supplies in its custody against damage or loss by fire, burglary, theft, disappearance, vandalism, or misuse. In the event of burglary, theft, vandalism, or disappearance of any item of furniture, fixtures, equipment, material or supplies, the Contractor shall immediately notify the police and make a record thereof, including a record of the results of any investigation which may be made thereon. In the event of loss of or damage to any item of furniture, fixtures, equipment, materials, or supplies from any cause, the Contractor shall immediately send the County a detailed written report thereon. f. Disposition of Property in Contractor's Custody Upon termination of the County's funding of any of the Services covered by the Contract, or at any other time that the County may direct, the Contractor shall make access available and render all necessary assistance for physical removal by the County or its designee of any or all furniture, removable fixtures, equipment, materials or supplies in the Contractor's custody in which the County has a proprietary interest, in the same condition as such property was IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 11. 12. 13. received by the Contractor, reasonable wear and tear excepted. Any disposition, settlements or adjustments connected with such property shall be in accordance with the rules and regulations of the County and the State of New York. Lease or Rental Agreements If lease payments or rental costs are included in the Budget as an item of expense reimbursable by the County, the Contractor shall promptly submit to the County, upon request, any lease or rental agreement. If during the Term, the Contractor shall enter into a lease or rental agreement, or shall renew a lease or rental agreement, the Contractor shall, prior to the execution thereof, submit such lease or rental agreement, to the County for approval. Statement of Other Contracts Prior to the execution of the Contract, the Contractor shall submit a Statement of Other Contracts to the County, which shall be attached as an exhibit to the Contract. If the Contract is amended during the Term, or if the County exemises its option right, the Contractor shall attach a then current Statement of Other Contracts. Miscellaneous Fiscal Terms and Conditions a. Limit of County's Obligations The maximum amount to be paid by the County is set forth on the first page of the Contract. Duplicate Payment from Other Sources Payment by the County for the Services shall not duplicate payment received by the Contractor from any other source. Page 22 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP c. Funding Identification The Contractor shall promptly submit to the County upon request, a schedule for all programs funded by the County itemizing for each such program the sums received, their source and the total program budget. Outside Funding for Non-County Funded Activities Notwithstanding the foregoing provisions of the Contract, it is the intent of the County that the terms and conditions of the Contract shall not limit the Contractor from applying for and accepting outside grant awards or from providing additional educational activities/services which may result in the Contractor incurring additional costs, as long as the following conditions are met: i.) ii.) iii.) iv.) The County is not the Fund Source for the additional services; Sufficient funding is available for or can be generated by the Contractor to cover the cost incurred by the Contractor to provide these additional services; and If sufficient funding is not available or cannot be generated, the County shall not be held liable for any of the additional costs incurred by the Contractor in furnishing such additional services. Prior to scheduling any such additional services on County- owned property, the Contractor shall obtain written County approval. The Contractor shall, to the County's satisfaction, submit any documentation requested by the Department IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 reflecting the change, and 4dentify the additional services to be provided and the source of funding that shall be utilized to cover the expenditures incurred by the Contractor in undertaking the additional services. Potential Revenue The Contractor shall actively seek and take reasonable steps to secure all potential funding from grants and contracts with other agencies for programs funded by the County. Payments Contingent upon State/Federal Funding Payments under the Contract may be subject to and contingent upon continued funding by State and/or Federal agencies. In such event, no payment shall be made until the Contractor submits documentation in the manner and form as shall be required by State and/or Federal agency. If late submission of claims precludes the County from claiming State or Federal reimbursement, such late claims shall not be honored. If, for any reason, the full amount of such funding is not made available to the County, the Contract may be terminated in whole or in part, or thc amount payable to the Contractor may be reduced at the discretion of the County, provided that any such termination or reduction shall not apply to allowable costs incurred by the Contractor prior to such termination or reduction, and provided that money has been appropriated for payment of such costs. Denial of Aid If a State or Federal government agency is funding the Contract and fails to approve aid in reimbursement to the County for payments made hereunder by Page 23 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP the County to the Contractor for expenditures made during the Term because of any act, omission or negligence on the part of the Contractor, then the County may deduct and withhold from any payment due to the Contractor an amount equal to the reimbursement denied by the state or federal government agency, and the County's obligation to the Contractor shall be reduced by any such amounts. In such an event, if there should be a balance due to the County after it has made a final payment to the Contractor under the Contract, on demand by the County, the Contractor shall reimburse the County for the amount of the balance due the County, payable to the Suffolk County Treasurer. The provisions of this subparagraph shall survive the expiration or termination of the Contract. h. Budget The Contractor expressly represents and agrees that the Budget, to the extent applicable, lists all personnel and/or all other costs of the Services. i. Payment of Claims Upon receipt of a Suffolk County Payment Voucher, the County, at its discretion, may pay the Contractor during the Term, in advance, an amount not to exceed one sixth (1/6) of the maximum amount to be paid by the County set forth on the first page of the Contract. jo Payments Limited to Actual Net Expenditures The Contractor agrees that if, for any reason whatsoever, the Contractor shall spend during the Term for the purposes set forth in the Contract an amount less than, or receive amounts more than, provided in the Budget, the total cost of IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 no the Contract shall be reduced to the net amount of approved, actual Contractor expenditures made for such purposes, and amounts received and that the total amount to be paid by the County shall not exceed the lesser of (i) approved actual net expenditures or (ii) the total cost of the Contract on the cover page and in the Budget. Upon termination or expiration of the Contract, if the Contractor's total amount of allowable expenses is less than the total amount of the payments made during the Term, the Contractor shall prepare a check payable to the Suffolk County Treasurer for the difference between the two amounts and submit such payment to the County, along with the final Suffolk County Payment Voucher. Travel Costs Reimbursement to the Contractor for travel costs shall not exceed amounts allowed to County employees. Attendance at Conferences All conferences that are partially or fully funded by the County that the Contractor's staff wish to attend must be pre-approved, in writing, by the County and must be in compliance with Suffolk County Standard Operating Procedure A-07 and Executive Order No. 4-2004. Salaries The Contractor shall not be eligible to receive any salary reimbursement until proof of deposit or payment of all withholding and payroll taxes to the Federal/State governments has been provided to the County. Salary Increases No salary, wage, or other compensation for the Services shall be increased over Page 24 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP the amount stated in the Budget without the prior written approval of the County. o. Contractor Vacancies The County shall have the right of prior approval of the Contractor's filling of any position vacant as of the date of execution of the Contract or as may thereafter become vacant, and, in the exercise of that right, may promulgate IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 reasonable regulations involving position control which shall be deemed to be incorporated by reference in, and be made part of, the Contract. p. No Limitation On Rights Notwithstanding anything in this Article II, the County shall have available to it all rights and remedies under the Contract and at law and equity Page 25 Sohold NPE new RFQ TEMPLATE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP IFMS No. SC EXE 0000000__ 001-6790/6797/6774/6777-4980, 6776-3330-95284 Town of Southold RATE PAGE HIC Nutrition Program January 1, 2012 - December 31, 2012 CONGREGATE MIDDAY MEALS $5.52 HOME DELIVERED MEALS $5.85 Meals in excess of the number stated on the cover page will be used as local match for the Title IIIC program End of Text for Article H Page 26 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP Exhibit 1 County Terms and Conditions 1. Elements of Interpretation As nsed throughout the Contract: a. Words of the masculine gender shall mean and include correlative words of the feminine and neuter genders and words importing the singular number shall mean and include the plural number and vice versa. Words importing persons shall include firms, associations, partnerships (including limited partnerships), trusts, corporations and other legal entities, including public bodies, as well as natural persons, and shall include successors and assigns. b. Capitalized terms used, but not otherwise defined herein, shall have the meanings assigned to them in the Contract. 2. Meanings of Terms As used in the Contract: "Comptroller" means the Comptroller of the County of Suffolk. "Contract" means all terms and conditions herein forming all rights and obligations of the Contractor and the County. "Contractor" means the signatory person, partnership, corporation, association or other entity, its officers, officials, employees, agents, servants, sub-Contractors and any successor or assign of any one or more of the foregoing performing the Services. "County" means the County of Suffolk, its departments, agents, servants, officials, and employees. "County Attorney" means the County Attorney of the County of Suffolk. "Department" means the signatory department approving the Contract. "Engineering Services" means the definition of the practice of engineering and the definition of practice of land surveying, as the case may be, under Section 7201 and Section 7203 of the State Education Law, respectively. "Event of Default" means a. The Contractor's failure to maintain the amount and types of insurance required by the Contract; or b. The Contractor's failure to comply with any Federal, State or local law, rule, or regulation, and County policies or directives; or c. The Contractor's bankruptcy or insolvency; or IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 The Contractor's failure to cooperate in an Audit; e. The Contractor's falsification of records or reports, misuse of funds, or malfeasance or nonfeasance in financial record keeping arising out of, or in connection with, any contract with the County; or f. The Contractor's failure to submit, or failure to timely submit, documentation to obtain Federal or State funds; or g. The inability of the County or the Contractor to obtain Federal or State funds due to any act or omission of the Contractor; or h. Any condition the County determines, in its sole discretion, that is dangerous. "Federal" means the United States government, its departments and agencies. "Fund Source" means any direct or indirect sum payable to the Contractor by the County pursuant to any lawful obligation. "Legislature" means the Legislature of the County of Suffolk. "Services" means all that which the Contractor must do and any part thereof arising out of, or in connection with, the contract necessary to render the assistance and benefit intended by the Contract. "State" means the State of New York. "Suffolk County Payment Voucher" means the document authorized and required by the Comptroller for release of paymant. "Term" means the time period set forth on page one of the Contract and, if exercised by the County, the option period. 3. Contractor Responsibilities a. It shall be the duty of the Contractor to discharge, or cause to be discharged, all of its responsibilities in the interest of the County in accordance with the provisions of the Contract. b. The Contractor shall promptly take all action as may be necessary to render the Services. c. The Contractor shall not take any action that is inconsistent with the provisions of the Contract. 4. Qualifications, Licenses, and Professional Standards a. The Contractor represents and warrants that it has, and shall continuously possess, during the Term, the required licensing, education, knowledge, experience, and character necessary to qualify it to render the Services. Page 27 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - mc Nutrition/SNAP b. The Contractor shall continuously have during the Term all required authorizations, certificates, certifications, registrations, licenses, permits, and other approvals required by Federal, State. County, or local authorities necessary to qualify it to render the Services. 5. Notifications a. The Contractor shall immediately notify the County, in writing, of any disciplinary proceedings, commenced or pending, with any authority relating to a license held by any person necessary to qualify him or the Contractor to perform the Services. b. In the event that a person is no longer licensed to perform the Services, the Contractor must immediately notify the County, but in no event shall such notification be later than five (5) days after a license holder has lost the license required to qualify the license holder or the Contractor to perform the Services. c. In the event that the Contractor is not able to perform the Services due to a loss of license, the Contractor shall not be reimbursed for the Services rendered after the effective date of termination of such license. Without limiting the generality of the foregoing, if any part of the Contract remains to be performed, and the termination of the license does not affect the Contractor's ability to render the Services, every other term and provision of the Contract shall be valid and enforceable to the fullest extent permitted by law. 6. Documentation of Professional Standards The Contractor shall maintain on file, in one location in Suffolk County, all records that demonstrate that it has complied with paragraphs 4 and 5 above. The address of the location of the aforesaid records and documents shall be provided to the County no later than the date of execution of the Contract. Such documentation shall be kept, maintained, and available for inspection by the County upon twenty-four (24) hours notice. 7. Credentialing a. In the event that the Department, or any division thereof, maintains a credentialing process to qualify the Contractor to render the Services, the Contractor shall complete the required credentialing process. In the event that any State credential, registration, certification, or license, Drag Enforcement Agency registration, or Medicare or Medicaid certification is restricted, suspended, or temporarily or permanently revoked, it is the duty of the Contractor to contact the Department, or division thereof, as the case may be, in writing, no later than three (3) days after such restriction, suspension, or revocation. b. The Contractor shall forward to the Department, or division thereof, as the case may be, on or before July 1 of each year during the Term, a complete list of the names and addresses of all persons providing the Services, as well IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 as their respective areas of certification, credentialing, registration, and licensing. 8. Engineering Certificate In the event that the Contract requires any Engineering Services, the Contractor shall submit to the County, no later than the due date for submission for approval of any engineering work product, the Certificate of Authorization ("Certificate"), issued pursuant to § 7210 of the New York Education Law, of every person performing any Engineering Services. The failure to file, submit or maintain the Certificate shall be grounds for rejection of any engineering work product submitted for approval. Termination a. Thirty Days Termination The County shall have the right to terminate the Contract without cause, for any reason, at any time, upon such terms and conditions it deems appropriate, provided, however, that no such termination shall be effective unless the Contractor is given at least thirty (30) days notice. b. Event of Default; Termination on Notice i.) The County may immediately terminate the Contract, for cause, upon such terms and conditions it deems appropriate, in the Event of Default. ii.) If the Contractor defaults under any other provision of the Contract, the County may terminate the Contract, on not less than five (5) days notice, upon such terms and conditions it deems appropriate. c. Duties upon Termination i.) The Contractor shall discontinue the Services as directed in the termination notice. ii.) The County shall pay the Contractor for the Services rendered through the date of termination. iii.) The County shall be released from any and all liability under the Contract, effective as of the date of the termination notice. iv.) Upon termination, the Contractor shall reimburse the County the balance of any funds advanced to the Contractor by the County no later than thirty (30) days after termination of the Contract. The provisions of this subparagraph shall survive the expiration or termination of the Contract, v.) Nothing contained in this paragraph shall be construed as a limitation on the County's Page 28 Sohold NPE new RFQ TEMPLAIE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP legal or equitable remedies, or other rights available to it as set forth in the Contract. 10. Indemnification and Defense Il. a. The Contractor shall protect, indemnify, and hold harmless the County, its agents, servants, officials, and employees from and against all liabilities, fines, penalties, actions, damages, claims, demands, judgments, losses, suits or actions, costs, and expenses caused by the negligence or any acts or omissions of the Contractor, including reimbursement of the cost of reasonable attorneys' fccs incurred by the County, its agents, servants, officials, and employees in any action or proceeding arising out of or in connection with the Contract. b. The Contractor hereby represents and warrants that it will not infringe upon any copyright in performing the Services. The Contractor agrees that it shall protect, indemnify, and hold harmless the County, its agents, servants, officials, and employees from and against all liabilities, fines, penalties, actions, damages, claims, demands, judgments, losses, suits or actions, costs, and expenses arising out of any claim asserted for infringement of copyright, including reimbursement of the cost of reasonable attorneys' fees incurred by the County, its agents, servants, officials, and employees in any action or proceeding arising out of or in connection with any claim asserted for infringement of copyright due to the Contractor's actions in carrying out its duties under this Contract. c. The Contractor shall defend the County, its agents, servants, officials, and employees in any proceeding or action, including appeals, arising out of, or in connection with, the Contract, and any copyright infringement proceeding or action. At the County's option, the County may defend any such proceeding or action and require the Contractor to pay reasonable attorneys' fees for the defense of any such suit. a. The Contractor shall continuously maintain, during the Term of the Contract, insurance in amounts and types as follows: i.) Commercial General Liability insurance, including contractual liability coverage and food products, in an amount not less than Two Million Dollars ($2,000,000.00) per occurrence for bodily injury and Two Million Dollars ($2,000,000.00) per occurrence for property damage. The County shall be named an additional insured. IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 ii.) Automobile Liability insurance (if any vehicles are used by the Contractor in the performance of the Contract) in an amount not less than Five Hundred Thousand Dollars ($500,000.00) per person, per accident, for bodily injury and not less than One Hundred Thousand Dollars ($100,000.00) for property damage per occurrence. iii.) Workers' Compensation and Employer's Liability insurance in compliance with all applicable New York State laws and regulations and Disability Benefits insurance, if required by law. The Contractor shall furnish to the County, prior to its execution of the Contract, the documentation required by the State of New York Workers' Compensation Board of coverage or exemption from coverage pursuant to §§57 and 220 of the Workers' Compensation Law. In accordance with General Municipal Law § 108, the Contract shall be void and of no effect unless the Contractor shall provide and maintain coverage during the Term for the benefit of such employees as are required to be covered by the provisions of the Workers' Compensation Law. iv.) Professional Liability insurance in an amount not less than Two Million Dollars ($2,000,000.00) on either a per- occurrence or claims-made coverage basis. v.) Bonding insurance in an amount not less than on a claims made coverage basis. b. Thc County may mandate an increase in thc liability limits set forth above in the immediate preceding paragraphs. c. All policies providing such coverage shall be issued by insurance companies with an A.M. Best rating of A- or better. d. The Contractor shall furnish to the County, prior to the execution of the Contract, declaration pages for each policy of insurance, other than a policy for commercial general liability insurance, and upon demand, a true and certified original copy of each such policy evidencing compliance with the aforesaid insurance requirements. In the case of commarcial general liability insurance, the Contractor shall furnish to the County, prior to the execution of the Contract, a declaration page or insuring agreement and endorsement page evidencing the County's status as an additional insured on said policy, and upon Page 29 Sohold NPE new RFQ TEMPLATE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP demand, a true and certified original copy of such policy evidencing compliance with the aforesaid insurance requirements. e. All evidence of insurance shall provide for the County to be notified in writing thirty (30) days prior to any cancellation, nonrenewal, or material change in the policy to which such evidence relates. It shall be the duty of the Contractor to notify the County immediately of any cancellation, nonrenewal, or material change in any insurance policy. f. In the event the Contractor shall fail to provide evidence of insurance, the County may provide the insurance required in such manner as the County deems appropriate and deduct the cost thereof from a Fund 12. Independent Contractor 13. The Contractor is not, and shall never be, considered an employee of the County for any purpose. Notwithstanding anything herein, the Contract shall not be construed as creating a principal-agent relationship between the County and the Contractor or the Contractor and the County, as the case may be. Severability It is expressly agreed that if any term or provision of the Contract, or the application thereof to any person or circumstance, shall be held invalid or unenfomeable to any extent, the remainder of the Contract, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenfomeable, shall not be affected thereby, and every other term and provision of the Contract shall be valid and shall be enforced to the fullest extent permitted by law. 14. Merger; No Oral Changes It is expressly agreed that the Contract represents the entire agreement of the parties and that all previous understandings are herein merged in the Contract. No modification of the Contract shall be valid unless in written form and executed by both parties. 15. Set-Off Rights The County shall have ail of its common law, equitable, and statutory rights of set-off. These rights shall include, but not be limited to, the County's option to withhold from a Fund Source an amount no greater than any moneys due and owing to the County for any reason. The County shall exercise its set-off rights subject to approval by the County Attorney. In cases ofset-offpursuant to a Comptroller's audit, the County shall only exercise such right a~er the IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 finalization thereof, and only after consultation with the County Attorney. 16. Non-Discrimination in Services a. The Contractor shall not, on the grounds of race, creed, color, national origin, sex, age, disability, sexual orientation, military status, or marital status; i.) deny any individual the Services provided pursuant to the Contract; or ii.) provide the Services to an individual that is different, or provided in a diffemnt manner, from those provided to others pursuant to the Contract; or iii.) subject an individual to segregation or separate treatment in any matter related to the individual's receipt of the Services provided pursuant to the Contract; or iv.) restrict an individual in any way from any advantage or privilege enjoyed by others receiving the Services provided pursuant to the Contract; or v.) treat an individual differently from others in determining whether or not the individual satisfies any eligibility or other requirements or conditions which individuals must meet in order to receive the Services provided pursuant to the Contract. b. The Contractor shall not utilize criteria or methods of administration which have the effect of subjecting individuals to discrimination because of their race, creed, color, national origin, sex, age, disability, sexual orientation, military status, or marital status, or have the effect of substantially impairing the Contract with respect to individuals ora particular race, creed, color, national origin, sex, age, disability, sexual orientation, military status, or marital status, in determining: i.) the Services to be provided, or ii.) the class of individuals to whom, or the situations in which, the Services will be provided; or iii.) the class of individuals to be afforded an opportunity to receive the Services. 17. Nonsectarian/Nonpartisan Declaration The Services performed under the Contract are secular and nonpartisan in nature. No funds received pursuant to the Contract shall be used for sectarian purposes or to further the advancement of any religion, candidate or partisan effort. The Services will be available to all eligible individuals regardless of religious balief or political affiliation. Page 30 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP 18. Governing Law 19. The Contract shall be governed by and construed in accordance with the laws of the State of New York, without regard to conflict of laws. Venue shall be designated in the Supreme Court, Suffolk County, the United States District Court for the Eastern District of New York, or, if appropriate, a court of inferior jurisdiction in Suffolk County. No Waiver It shall not be construed that any failure or forbearance of the County to enforce any provision of the Contract in any particular instance or instances is a waiver of that provision. Such provision shall otherwise remain in full force and effect, notwithstanding any such failure or forbearance. 20. Conflicts of Interest The Contractor shall not, during the Term, pursue a course of conduct which would cause a reasonable person to believe that he or she is likely to be engaged in acts that create a substantial conflict between its obligations under the Contract and its private interests. The Contractor is charged with the duty to disclose to the County the existence of any such adverse interests, whether existing or potential. This duty shall continue as long as the Term. The determination as to whether or when a conflict may potentially exist shall ultimately be made by the County Attorney after full disclosure is obtained. 21. Cooperation on Claims The Contractor and the County shall render diligently to each other, without compensation, any and all cooperation that may be required to defend the other party, its employees and designated representatives against any claim, demand or action that may be brought against the other party, its employees or designated representatives arising out of or in connection with the Contract. 22. Confidentiality Any document of the County, or any document created by the Contractor and used in rendering the Services, shall remain the property of the County and shall he kept confidential in accordance with applicable laws, rules, and regulations. 23. Assignment and Subcontracting a. The Contractor shall not delegate its duties under the Contract, or assign, transfer, convey, sublet, or otherwise dispose of the Contract, or any of its right, title or IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 interest therein, or its power to execute the Contract, or assign all or any portion of the monies that may be due or become due hereunder, (collectively referred to in this paragraph 23 as "Assignment"), to any other person, entity or thing without the prior written consent of the County, and any attempt to do any of the foregoing without such consent shall be a material default by the Contractor. b. Such Assignment shall be subject to all of the provisions of the Contract, assumption of all of the provisions of the Contract by the Contractor's assignee, and to any other condition the County requires. No approval of any Assignment shall be construed as enlarging any obligation of the County under the terms and provisions of the Contract. No Assignment of the Contract or assumption by any person of any duty of the Contractor under the Contract shall provide for, or otherwise be construed as, releasing the Contractor from any term or provision of the Contract. 24. Changes to Contractor a. The Contractor may, from time to time, with thc County's consent, enter into a Permitted Transfer. For purposes of the Contract, a Permitted Transfer means: i.) if the Contractor is a partnership, the withdrawal or change, voluntary, involuntary or by operation of law, of the partners, or transfer of partnership interests (other than the purchase of partnership interests by existing partners, by the partnership itself or the immediate family members by reason ofgffi, sale or devise), or the dissolution of the partnership without immediate reconstitution thereof, and ii.) if the Contractor is a closely held corporation (i.e. whose stock is not publicly held and not traded through an exchange or over the counter), 1. the dissolution, merger, consolidation or other reorganization of the Contractor, 2. the sale or other transfer of twenty percent (20%) or mom of the shares of the Contractor (other than to existing shareholders, the corporation itself or the immediate family members of shareholders by reason of gift, sale or devise), or 3. the sale, mortgage, hypothecation or pledge of the unencumbered assets of the Contractor. If the Contractor is a not for profit corporation, a change of twanty percent (20%) or more of its members shall be deemed a permitted Transfer. Page 31 Sohold NPE new RFQ TEMPLATE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP The Contractor shall notify the County in writing, which notice (the "Transfer Notice") shall include: i.) the proposed effective date of the Permitted Transfer, which shall not be less than thirty (30) days nor more than one hundred eighty (180) days after the date of&livery of the Transfer Notice; ii.) a summary of the material terms of the proposed Permitted Transfer, iii.) the name and address of the proposed transferee, iv.) such information reasonably required by the County, which will enable the County to determine the financial responsibility, character, and reputation of the proposed transferee, nature of the proposed assignee/transfaree's business and experience; v.) all forms required pursuant to Exhibit 2 of the Contract, that are required to be submitted by the Contractor; and vi.) such other information as the County may reasonably require. c. The County agrees that any request for its consent to a Permitted Transfer shall be granted provided that the transfer does not violate any provision of the Contract, and the transferee has not been convicted of a criminal offense as described under Article 11 of Chaptar 143 of the Suffolk County Code, The County shall grant or deny its consent to any request ora Permitted Transfer within twenty (20) days afier delivery to the County of the Transfer Notice, in accordance with the provisions of Paragraph 31 of Exhibit 1 of the Contract. If the County shall not give written notice to the Contractor denying its consent to such Permitted Transfer (and setting forth the basis for such denial in reasonable detail) within such 20-day period, then the County shall be deemed to have granted its consent to such Permitted Transfer. d. Notwithstanding thc County's consent, i.) the terms and conditions of the Contract shall in no way be deemed to have been waived or modified, and ii.) such consent shall not he deemed consent to any further transfers. 25. No Intended Third Party Beneficiaries The Contract is entered into solely for the benefit of the County and the Contractor. No third party shall be deemed a beneficiary of the Contract and no third party shall have the right to make any claim or assert any right under the Contract. IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 26. Certification as to Relationships 27. The Contractor certifies under penalties of perjury that, other than through the funds provided in the Contract and other valid agreements with the County, them is no known spouse, life partner, business, commemial, economic, or financial relationship with the County or its elected officials. The Contractor also certifies that there is no relationship within the third degree of consanguinity, between the Contractor, any of its partners, members, directors, or shareholders owning five (5%) percent or more of the Contractor, and the County. Publications Any book, article, report or other publication or printed matter related to the Services provided pursuant to this Agreement shall contain the following statement in clear and legible print: "This publication is fully or partially funded by the County of Suffolk." 28. Copyrights and Patents a. Copyrights If the work of the Contractor should result in the production of original books, manuals, films, or other materials for which a copyright may be granted, the Contractor may secure copyright protection. However, the County reserves to itself, and the Contractor hereby gives to the County, and to any other person designated by the County, a royalty-free, nonexclusive license to produce, reproduce, publish, translate, or otherwise use any such materials. b. Patents If the Contractor makes any discovery or invention during the Term, or as a result of work performed under the Contract, the Contractor may apply for and secure for itself patent protection. However, the County reserves to itself, and the Contractor hereby gives to the County, and to any other person designated by the County, a royalty-free, nonexclusive license to produce or otherwise use any item so discovered or patented. 29. Arrears to County 30. The Contractor warrants that, except as may otherwise be authorized by agreement, it is not in arrears to the County upon any debt, contract, or any other lawful obligation, and is not in default to the County as surety. Lawful Hiring of Employees Law in Connection with Contracts for Construction or Future Construction Page 32 Sohold NPE new RFQ TEMPLATE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP In the event that the Contract is subject to the Lawful Hiring of Employees Law of the County of Suffolk, Suffolk County Code Chapter 234, as more fully set forth in the Article entitled "Suffolk County Legislative Requirements," the Contractor shall maintain the documentation mandated to be kept by this law on the construction site at all times. Employee sign-th sheets and register/log books shall be kept on the construction site at all times and all covered employees, as defined in the law, shall be required to sign such sign-in sheets/register/log books to indicate their presence on the construction site during such working hours. 31. Notice Unless otherwise expressly provided herein, all notices shall be in writing and shall be deemed sufficiently given if sent by regular first class mail and certified mail, or personally delivered during business hours as follows: 1.) to the Contractor at the address on page 1 of the Contract and 2.) to the County at the Department, or as to either of the foregoing, to such other address as the addressee shall have indicated by prior wrii~en notice to the addressor. All notices received by the County relating to a legal claim shall be immediately sent to the Department and also to the County Attorney at 100 Veterans Memorial Highway, P.O. Box 6100, (Sixth Floor), Hauppauge, New York, 11788. The County shall report to the Contractor in writing within ten (10) days of the initiation by or against it of any legal action or proceeding in connection with or relating to The Contract. End of Text for Exhibit 1 IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Page 33 Sohold NPE new RFQ TEMPLATE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP Exhibit 2 Suffolk County Legislative Requirements Contractor's/Vendor's Public Disclosure Statement It shall be the duty of the Contractor to read, become familiar with, and comply with thc requirements of section A5-7 of Article V of the Suffolk County Code. Unless certified by an officer of the Contractor as being exempt from the requirements of section A5-7 of Article V of the Suffolk County Code, the Contractor represents and warrants that it has filed with thc Comptroller the verified public disclosure statement required by Suffolk County Administrative Code Article V, section A5-7 and shall file an update of such statement with the Comptroller on or before the 31st day of January in each year of the Contract's duration. Thc Contractor acknowledges that such filing is a material, contractual and statutory duty and that the failure to file such statement shall constitute a material breach of the Contract, for which the County shall be entitled, upon a determination that such broach has occurred, to damages, in addition to all other legal remedies, of fi~een pement (15%) of the amount of the Contract. Required Form: Suffolk County Form SCEX 22; entitled "Contractor's/Vendor's Public Disclosure Statement" 2. Living Wage Law It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Chapter 575, of the Suffolk County Code. This Contract is subject to the Living Wage Law of the County of Suffolk. The law requires that, unless specific exemptions apply, all employers (as defined) under service contracts and recipients of County financial assistance, (as defined) shall provide payment ora minimum wage to employees as set forth in the Living Wage Law. Such rate shall be adjusted annually pursuant to the terms of the Suffolk County Living Wage Law of the County of Suffolk. Under the provisions of the Living Wage Law, the County shall have the authority, under appropriate circumstances, to terminate the Contract and to seek other remedies as set forth therein, for violations of this Law. Required Forms: Suffolk County Living Wage Form LW-I; entitled "Suffolk County Department of Labor - Living Wage Unit Notice of Application for County Compensation (Contract)." Suffolk County Living Wage Form LW-38; entitled "Suffolk County Department of Labor - Living Wage Unit Living Wage Certification~Declaration - Subject To Audit." IFMS No. SC EXE 0000000__ 001-6790/6797/6774/6777-4980, 6776-3330-95284 Use of County Resources to Interfere with Collective Bargaining Activities It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Article I of Chapter 803 of the Suffolk County Code. County Contractors (as defined by section 803-2) shall comply with all requirements of Chapter 803 &the Suffolk County Code, including the following prohibitions: a. The Contractor shall not use County funds to assist, promote, or deter union organizing. No County funds shall be used to reimburse the Contractor for any costs incurred to assist, promote, or deter union organizing. No employer shall use County property to hold a meeting with employees or supervisors if the purpose of such meeting is to assist, promote, or deter union organizing. If the Services are performed on County property, the Contractor must adopt a reasonable access agreement, a neutrality agreement, fair communication agreement, non- intimidation agreement, and a majority authorization card agreement. If the Services are for the provision of human services and are not to be performed on County property, the Contractor must adopt, at the least, a neutrality agreement. Under the provisions of Chapter 803, the County shall have the authority, under appropriate cimumstances, to terminate the Contract and to seek other remedies as set forth therein, for violations of this Law. Required Form: Suffolk County Labor Law Form DOL-LO 1; entitled "Suffolk County Department of Labor - Labor Mediation Unit Union Organizing Certificafion/Declaration - Subject to Audit." Lawful Hiring of Employees Law It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Article lI of Chapter 353 of the Suffolk County Code. This Contract is subject to the Lawful Hiring of Employees Law of the County of Suffolk. It provides that all covered employers, (as defined), and the owners thereof, as the case may be, that are recipients of compensation from the County through any grant, loan, subsidy, funding, appropriation, payment, tax incentive, contract, subcontract, license agreement, lease or other financial compensation agreement issued by the County or an awarding agency, where such compensation is one hundred percent (100%) funded by the County, shall submit a Page 34 Sohold NPE new RFQ TEMPLATE 2012 Law No. 13-AG- · Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP completed sworn affidavit (under penalty of perjury), the form of which is attached, certifying that they have complied, in good faith, with the requirements of Title 8 of the United States Code Section 1324a with respect to the hiring of covered employees (as defined) and with respect to the alien and nationality status of the owners thereof. The affidavit shall be executed by an authorized representative of the covered employer or owner, as the case may be; shall be part of any executed contract, subcontract, license agreement, lease or other financial compensation agreement with the County; and shall be made available to the public upon request. All contractors and subcontractors (as defined) of covered employers, and the owners thereof, as the case may be, that are assigned to perform work in connection with a County contract, subcontract, license agreement, lease or other financial compensation agreement issued by the County or awarding agency, where such compensation is one hundred pement (100%) funded by the County, shall submit to the covered employer a completed sworn affidavit (under penalty of perjury), the form of which is attached, certifying that they have complied, in good faith, with the requirements of Title 8 of the United States Code Section 1324a with respect to the hiring of covered employees and with respect to the alien and nationality status of the owners thereof, as the case may be. The affidavit shall be executed by an authorized representative of the contractor, subcontractor, or owner, as the case may be; shall be part of any executed contract, subcontract, license agreement, lease or other financial compensation agreement between the covered employer and the County; and shall be made available to the public upon request. An updated affidavit shall be submitted by each such employer, owner, contractor and subcontractor no later than January 1 of each year for the duration of any contract and upon the renewal or amendment of the Contract, and whenever a new contractor or subcontractor is hired under the terms of the Contract. The Contractor acknowledges that such filings are a material, contractual and statutory duty and that the failure to file any such statement shall constitute a material breach of the Contract. Under the provisions of the Lawful Hiring of Employees Law, the County shall have the authority to terminate the Contract for.violations of this Law and to seek other remedies available under the law. The documentation mandated to be kept by this law shall at all times be kept on site. Employee sign-in sheets and register/log books shall be kept on site at all times during working hours and all covered employees, as defined in the law, shall be required to sign such sign-in sheets/register/log books to indicate their presence on thc site during such working hours. IFMS No. SC EXE 0000000__ 001-6790/6797/6774/6777-4980, 6776-3330-95284 Required Forms: Suffolk County Lawful Hiring of Employees Law Form LHE-1; entitled "Suffolk County Department of Labor - Notice Of Application To Certify Compliance With Federal Law (8 U.S.C. Section 1324a) With Respect To Lawful Hiring of Employees." Suffolk County Lawful Hiring of Employees Law Form LHE-2; entitled "Affidavit Of Compliance With The Requirements Of 8 U.S.C. Section 1324a With Respect To Lawful Hiring Of Employees" Suffolk County Lawful Hiring of Employees Law Form LHE-6; entitled "Notice of Non-Applicability For Compliance With Federal Law (8 U.S.C. Section 1324A) With Respect To Lawful Hiring Of Employees." Gratuities It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Chapter 664 of the Suffolk County Code. The Contractor represents and warrants that it has not offered or given any gratuity to any official, employee or agent of the County or the State or of any political party, with the purpose or intent of securing an agreement or securing favorable treatment with respect to the awarding or amending of an agreement or the making of any determinations with respect to the performance of an agreement. Prohibition Against Contracting with Corporations that Reincorporate Overseas It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of sections A4-13 and A4-14 of Article IV of the Suffolk County Code. The Contractor represents that it is in compliance with sections A4-13 and A4-14 of Article IV of the Suffolk County Code. Such law provides that no contract for consulting services or goods and services shall be awarded by the County to a business previously incorporated within the U.S.A. that has reincorporated outside the U.S.A. Child Sexual Abuse Reporting Policy It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Article II of Chapter 880 of the Suffolk County Code. The Contractor shall comply with Article li of Chapter 880, of the Suffolk County Code, entitled "Child Sexual Abuse Reporting Policy," as now in effect or amended hemafiar or of any other Suffolk County Local Law that may become Page 35 Sohold NPE new RFQ TEMPLATE 2012 · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP applicable during the terra of the Contract with regard to child sexual abuse reporting policy. 8. Non Responsible Bidder It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Article [1 of Chapter 189 of the Suffolk County Code. Upon signing the Contract, the Contractor certifies that it has not been convicted of a criminal offense within the last ten (10) years. The term "conviction" shall mean a finding of guilty after a trial or a plea of guilty to an offense covered under section 189-5 of the Suffolk County Code under "Nonresponsible Bidder." Use of Funds in Prosecution of Civil Actions Prohibited It shall be the duty of the Contractor to read, become familiar with, and comply with the requirements of Article Ill of Chapter 893 of the Suffolk County Code. The Contractor shall not use any of the moneys, in part or in whole, and either directly or indirectly, received under the Contract in connection with the prosecution of any civil action against thc County in any jurisdiction or any judicial or administrative forum. 10. Youth Sports It shall be the duty of the Contractor to read, become familiar with, and comply with Article III of Chapter 730 of the Suffolk County Code. All contract agencies that conduct youth sports programs are required to develop and maintain a written plan or policy addressing incidents of possible or actual concussion or other head injuries among sports program participants. Such plan or policy must be submitted prior to the award of a County contract, grant or funding. Receipt of such plan or policy by the County does not represent approval or endorsement of any such plan or policy, nor shall the County be subject to any liability in connection with any such plan or policy. 11. Work Experience Participation If the Contractor is a not-for-profit or governmental agency or institution, each of the Contractor's locations in the County at which the Services are provided shall be a work site for public-assistance clients of Suffolk County pursuant to Chapter 281 of the Suffolk County Code at all times during the Term of the Contract. If no Memorandum of Understanding ("MOU") with the Suffolk County Department of Labor for work experience is in effect at the beginning of the Term of the Contract, the Contractor, if it is a not-for-profit or governmental agency or institution, shall enter into such MOU as soon as possible after thc IFMS No. SC EXE 0000000__ 001-6790/6797/6774/6777-4980, 6776-3330-95284 12. execution of the Contract and failure to enter into or to perform in accordance with such MOU shall be deemed to be a failure to perform in accordance with the Contract, for which the County may withhold payment, terminate the Contract or exemise such other remedies as may be appropriate in the circumstances. Suffolk County Local Laws Website Address Suffolk County Local Laws, Rules and Regulations can be accessed on the homepage of the Suffolk County Legislature. End of Text for Exhibit 2 Page 36 Sohold NPE new RFQ TEMPLATE 2012 · . Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - IIIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 Appendix not applicable - see cover page Public Disclosure Living Wage Union Certification Lawful Hiring Certification Regarding Lobbying Comptroller's Rules Statement of Other Contracts Summary S. C. Office for the Aging Appendices: Policy & Procedure Manuals - Congregate & Home-Delivered Meals (considered part of the Contract - not attached) Technical Assistance Packet (considered part of the Contract - not attached) Legal Holidays Schedule Project Menu Plan Grievance Procedures Page 37 Sohold N PE new RFQ TEMPLATE 2012 S,UFFOLK COUNTY DEPARTMENT OF LABOR - LIVING WAGE UNIT NOTICE OF APPLICABILITY OF LIVING WAGE LAW Living Wage Law, Suffolk County Code, Chapter 347 (2001) To Be Completed By The Living Wage Unit DATE: October 31, 2011 TO: Ellen D. Frankino, S. C. Office of the Aging FROM: i~(t~fenda Rosenberg, Director of Living Wage Compliance Unit TELEPHONE #: 853-2063 VENDOR #: 11-6001939 REF.: IIIC Nutrition You are hereby notified that the response from Town of Southold has been evaluated by the Living Wage Unit of the Suffolk County Department of Labor. We find: X The documents submitted with this contract / proposal are complete and conform to the requirements of the Living Wage Law (Local Law #12-2001). The Awarding Agency may proceed with the normal and customary procedure for administering contracts. The documents submitted with this contract / proposal are not complete, or do not conform to the requirements of the Living Wage Law (Local Law #12-2001). Employers who fall to submit documents or information required to demonstrate compliance with the Law shall be deemed non-responsive and subject to disqualification. If the employer is presently under contract, the contractor shall be deemed non-compliant and the appeals process shall be made available to said employer (Chapter 347-5 A & B). LW-13 IJlqlON OB~Xil~ ~BI'aq~TKIN~O.An~TION - ~I.~I~T TO bdmr. Cmlal~hM fanta amst be mlml#M t~ lira awnrd~, sliaey. · i/we will nut mqnk, e m mn~ indivMually m in a ~m¥, lo nllmd m m~ or an ~-~m tim is ~ ~ influmu his m bm' dm~isimm in sele~.lh~ m' nm mde~h[ a berphin~ nyu~ the ,dli~nt. ehn~Y, md qusdity IHvisi~ d~eds nnd n to d-' Onnty. h shall inr. lude a list of said pmndms in ssm~ ~ Town of Southo.ld 53095 Main Road P.O. Box 1179 Southold, New York 11971 Senior Services Amount o~Aubhnce: 11-6001939 $249,352.56 V~ #: Contact: Karen McLaughlin, Director 631 298-4460 ~ip~omofproje~t~sm~i~: III-C Nutrition Pro~rams for the Elderly (Congregate and Home Delivered Meals Programs for Seniors) Sectiom V ? undp;penai~ of per~? undm' the Laws of the Stste of' New Yoflc mm me undeaiSned is ,, _,m,~ed to lx~vide this Autho~ Sisnature Date ~ - Scott A.. Russell, Southold Town Supervisor Print Name and Title of Authorized Repremitative DOL-LOI (3/~/0~) SUFFOLK COUNTY DEPARTMENT OF LABOR ·, NOTICE OF APPLICATION TO CERTIFY COMPLIANCE WITH FEDERAL LAW (8 U.S.C. SECTION 1324A) WITH RESPECT TO LA WFUL HIRING OF EMPLOYEES VERIFICATION OF SUBMISSION OF LAWFUL HIRING OF EMPLOYEES Suffolk County Code, Chapter 234 (2006) To Be Completed By the Local Law Compliance Unit DATE: October 31~ 2011 TO: Ellen D. Frankino, S. C. Office of the Agin~ FROM~[t~renda Rosenbero. Director TELEPHONE# 631 853-3808 EMPLOYER: Town of Southold VENDOR #: 11-6001939 REF. #: IIIC Nutrition You are hereby notified that the submission from Town of Southold has been received by the Lawful Hiring of Ernployees Unit of the Suffolk County Depax~aent of Labor. We find that this submission is complete and is in compliance with the requirements set forth by the Suffolk County Lawful Hiring of Employees Law (Local Law #52-2006), LHE-3 (0]/07) Certification Regarding Lobbying For Contracts, Grants, Loans and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Stats Or Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence legislation or appropriation actions pending before local, State and Federal executive and/or legislative bodies in connection wilh the awarding of any contract, the making of any grant, the making of any loan, the entering of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any contract, grant loan, or cooperative agreement. (2) If any funds other than State or Federal appropriated funds have been paid or will be paid to any parson for influencing or attempting to influence legislation or appropriation actions pending before local, State and Federal execultve ond/or legislative bodies in connection with this contact, grant, loan or ccopemflve agreement, the undersigned shall complete and submit Standard Form LLL, 'Dbcicoure Form to Report Lobbying', in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subewards at all tiers (including subcontracts, subgrents, and contracts under grants, loans, and coope.-.~;ve agreements) and that all subrecipiants shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Failure to file the required cedfficetion shall be subject to civil penalty by the Federal government of not less than $10,000 and not more than $100,000 for each such failure. Signature of Official Authorized To Sign Application For: Town of Southold Name of Grantee COUNTY OF SUFFOLK OFFICE OF BUDGET AND MANAGEMENT CONTRACT BUDGET MODIFICATION REQUEST The program budget contained in the Agreement of COUNTY OF SUFFOLK and between the Program Name is hereby amended as follows: Contract No. LINE NUMBER $ CHANGE + HEADING) DESCRIPTION $ BEFORE $ AFTER OR - NET CHANGE ~ 0 Except as set forth above, this budget modification shall not be deemed to change any condition or provision in the said Agreement. By: By: Name: Name; Holly Rhodes-Teague Title: Title: Director Date: Dept: AGING Agency: Date: FOR THE COUNTY OF SUFFOLK APPROVED BY: DATE: BUDGET DIRECTOR NOTE; This form is not to be used to affect any net increase in the budget. USE REVERSE FOR SUPPORTING STATEMENTS Revision No: Department: Contract Budget Approval Form Contractor; Agreement No. Agreement Period: Date Fast executed/amended: Budget Period to which this revision applies: Identify the items that are being changed by this revision: Budget: Period Adopting Amount of increase Amount of decrease New Budget amount for the period: Revising Copies of supporting documentation are attached as follows (check all that apply): Resolution Budget Other Approvals: Department: Contractor: By: By: Name: Name: Title: Title: Date: Date: Fiscal Unit: By: Name: Title: Date: Division: By: Name: Title: Date: Federal Tax ID #: County Executive Budget Office: Approved __ Disapproved By: Name: Title: Date: Contract Budget Approval Form 2010 STANDARD OPERATING PROCEDURE OffiCE OF YH~ COUNT~ EXECo'H¥'E Numbm. A-07 Amemdmemt 1 TRAVI~.I. CONFERENCE. AND MEETING ATTEND&N~ THIS SOP SUPERSEDES THE SHEETS IN THE SOP MANUAL THAT IS IDENTIFIED AS ~SOP A-07~ DATED 4/2/97. HOLDERS OF THE SOP MANUAL SHOULD REMOVE AND DISCARD THE CITED 1. P~m: This SOP ck-'tails how cmploy~-s ran obtain approval for conf~rmcc mdsn~, travel out of Suffolk County during county time for oonfmznoes or smuinars, and government related meetings with an overnight stay. 2. ~o~: This SOP applies to all County Employees in all county departmen~ offices, er agencies. 3. Z~IILL~B~I: This procedurc meads the previous vmion a~_~ 3/22/04. Thc new procedure will rcquirc thc booking of hotcl a~ommod~iolls, rctlml car~ airplane travel, and AlVITRAK bc handled through a designated travcl ap:my. 4. neflaitimm: (I) A Conferenc~ is defined as a large group of people asmnbling to~ther to discuss a wide range of topics. Thc Annual New York State Associatkm of Counties Conf~mtcc is an example of a conference. (2) A ~ is defmed as a one day, re$~hrly scheduled or i,n.nromptu, gathering of pcople for a specific purpose. A meeting of the Lc~islMivc Subcommittee of the New Yolk State Association of Counties is an example of a mmins. (3) A Sem~ is defined as a Stoup of pcoplc asscmblins for education or Iraining ~elated to performance ora one's job duties as a county ~nploy~e. A. !) No mor~ than two (2) l~SOns from a dq2rtmmt will ~ m~ or ~. C~ ~s ~ m~g ~ ~ ~ ~o~m w~ ~fli~g m~ om ~ ~ ~ orif~ ~ (e.g., ~ ~ing). 2) No ~~t ~11 ~ ~ ~ ~ ~t my ~ ~ Su~. ~pl~ll ~ ~ ~m~ 3) ~ ~li~n ~ ~m~ ~ ~ ~ ~vc m~ m ~ it ~v~ ~ ~ ~ E~*s Bud~ ~ ~ ~lay in ~l~n~ ~ ~pli~, ~ ~ h~ ~. ~ will ~ ~di~ ~ho ~ ~f~ ~ ~ A~F~a~~~wiH~~ 4) ~1 ~el ~g howl ~~ ~!~ ~1, ~ E~e Fo~ ~ 10. 6) ~ R~ ~d ~ gov~ ~vel ~ ~d ~ ~ D~t of A~t ~ ~ m~ ~ E~ve Fo~ ~10. ~ ~e ~ ~d~ ~ ~ of ~ C~~ ~d All applications for conference attcndance will be returned to the re~ive department, office or agency if any of the above proceduns have not been adhered to. COUNTY OF SUFFOLK EXECUTIVE ORDER NO. 4-2004 TO: FROM: RE: NI Department Heads Hon. Stev~ Levy, Suffolk County Executive Travel Vouchers Pursuant to Section 3-2 of the SUFFOLK COUNTY CHARTER, please be advised that any requests for.approval or payment for travel under Sections 2-16 and 3-2 of the SUFFOLK COUNTY ADMINISTRATIVE CODE shall not be approved by tho County Executive unle~ it secures the epproval of the Chief .Deputy County Executive and Deputy County Executive for Finance and Management. All requests for such approvals s,~ be film wilh the Chief Deputy County Executive. County Exec~ve of ~uffo~k ~'~'~ cc: Henry L. Barton, Jr., Clerk of the Legislature COUNTY OF SUFFOLK OFFICE OF THE COUNTY EXECUTIVE COUNTY ~X~_CUTIVE ORDER NO. 1-200_5 .~m=NDING EXECUTIVE ORDER NO. 4-2004 TO: FROM: RE: All Department Heads Steve Levy, County Executive ot Suffolk County Travel Vouchers - Update Please be advised that Executive Order No. 4-2004, Travel Vouchers, is hereby amended to read as follows: PUrsuant to Section 3-2 of the SUFFOLK COUNTY CHARTER, please be advised that any requests for approval or payment for travel under Sections 2-16 and 3-2 of the SUFFOLK COUNTY ADMINISTRATIVE CODE shall not be approved by the County Executive unless'it secures the approval of: ~ [the] Chief Deputy County Executive; and [Deputy County Executive for Finance and Management] Jeffrey $~_ho= Deoutv County F, xecutlve and Chief of Staff. This Executive Order supersedes Executive Order No. 4-2004, Travel Vouchers. DATED: March //~,,2005. COUNTY EXECUTIVE OF SUFFOLK COUNTY ] Bmeksts denote deletion of existing language. Underlining denotes addition of new language. Henry L. Barton, Jr., Clerk of the Legislature Kevin S. Law, Esq., Chief Deputy County Executive for Administration and General Counsel Paul Sabatino I1, Esq., Chief Deputy County Exem~tive Frederick B: Poliert, Deputy County Executive for Finance and Management Jeffrey Szabo Deputy County Executive and Chief of Staff Jeanine Dillon, Assistant Deputy County Executive Adam Santiago, County Exe~utlv~ Assistant, Intergovernmental Relations Division Amy Engel, County Executive Assistant Executive's Technology Unit EO-1.20(~.Trl~el-Vou~her~-updat ed COUNTYOFb~OFFOLK OFFIC~ OF ~ COUNTY EXECUTIVE ORDER NO. 1A-__~O0-__~ .~Mr:NDING EXECUTIVE ORDER NO. 4-2004 FROM: RE: All Dep~i.,ent Heads Steve Levy, County Executive of Suffolk County Travel Vouchers - Update Please be advised that Executive Order No. 4-2004, Travel Vouchem, is hereby amended to read as follows: Pursuant to Section 3-2 of the SUFFOLK COUNTY CHARTER, please be advised that any requests for approval or payment for travel and related ' expenses and'attsndan~e under Sections [2-16 and 3-2] ~ of the SUFFOLK COUNTY ADMINISTRATIVE CODE shall [not] orllv be approved by the County Executive [unless it secures the a~bproval of] or bv: Paul Sabatino I1, Chief Deputy County Executive; and Jeffrey Szabo, Deputy County Executive and Chief of Staff. This Executive Order supersedes Executive Order No. 4-2004, Travel Vouchers. COUNTY EXECUTIVE OF SI.1FFOLK COUNTY [ ] Brackets denote deletion of existing language. . Underlining denotes addition of new language. Henry L Barton, Jr., Clerk of the Legislature Kevin S. Law, Esq., Chief Deputy County Executive for Administration and General Counsel Paul Sabatlno II, Esq., Chief Deputy County Executive Frederick B. Pollert, Deputy County Executive for Finance and Management Jeffrey $~ho Deputy County Executive and Chief of Staff Jeanine Dillon, Assistant Deputy County Executive Adam Santiago, County Executive Assistant, Intergovemmantal Relations Division Amy Engel, County Executive Assistant Executive's Technology Unit EC)-I A-200~Tmvel. Vou~em-updated- 1A COUNTY OF SUFFOLK OFFICE OF THE COUNTY COMPTROLLER JOSEPH SAWICKI, Jl~ Comptroller DEPARTMENT OF AUDIT AND CONTROL Comptroller's Rules and Regulations for Consultant's Agreements Revised 12/2009 TABLE OF CONTENTS Purpose ....................................................................................... 1 Scope .......................................................................................... 1 Definitions ................................................................. ~ .................. 1 Allowable Claims ........................................................................... 1 Claim Submission ........................................................................... 2 Out of Pocket Expenses ................................................................... 3 Sub-Contractor Claims ..................................................................... 5 Certified Statements ........................................................................ 6 EXHIBITS EXHIBIT A EXHIBIT B EXHIBIT C County of Suffolk, standard Payment Voucher = FORM PV ...................................................... 8 Consultant's Time Summary FORM A & C 108 ............................................. 9 Consultant's Expense Summary FORM A & C 109 ............................................ 10 1 1. Purpose - This manual establishes procedures for the reimbursement of expenditures for consultants under contract with the County. 2. Scope - These instructions apply to all County departments and agencies utilizing consultant services. 3. Definitions a. Consultant - An individual or fLrrn engaged to provide outside professional services to Suffolk County departments and agencies. b. Consultant's Agreement - A written contract describing the specific services to be rendered by the consultant and the amount and terms of payment for the services to be made by the County. The consultant's agreement shall constitute the sole authorization for payment of claims. The consultant's agreement shall be prepared in accordance with the County Executive's Operating Procedures, SOP # 1-05. Non-specific general purpose or lump sum payment agreements are not recommended. 4. Allowable Claims - Only claims which are submitted for expenditures specifically identified in the agreement will be approved for payment. Oenerally, the agreement will stipulate a maximum fee for services rendered which is based upon a rate per day or per hour. Accordingly, a rote schedule is an integral pert of each consultant's agreement. Increases will be allowed only by amendment to the agreement. Out-of-pocket expenditures are reimbursable if it is so stipulated in the consultant's agreement. o 2 Claim Submission - Consultants should submit their claims for reimbursement through the County department or agency responsible for the consultant's assignment, using appropriate forms, as indicated below: a. Claim Voucher- A County of Suffolk Standard Payment Voucher Form (Exhibit A) must accompany each consultant claim. The claim voucher should refer to the consultant's agreement under which payment is requested and indicate the category of expenses or contract covenant applicable to the claim voucher. It should be initialed by the depamnental unit representative under whose supervision or jurisdiction the work was performed, signifying that the consultant has complied with all the terms and conditions of the agreement under which the payment is requested. The voucher must then be signed by the department head or his duly authorized representative and forwarded to the Department of Audit and Control for payment. b. Consultant's Time Summary. FORM A&C 108 (Exhibit B) - The Consultant's Time Summary should be used to record daily hours worked by each staff member of the consultant working on the project. Space is provided to record and extend the hours and wages of each staff member assigned to the project on one form. The completed FORM A&C 108 must be signed by and authorized individual of the consultant's firm. It should then be attached to the County of Suffolk Standard Payment voucher form. A copy of the consultant's payroll register with a cover letter indicating the individuals charged to the project for the claim period will be accepted as a substitute for the Consultant's Time Summary. Consultant's Expense Summary, FORM A&C 109 (l:.xhibit C)- The Consultant's Expense Sununary should be used to detail expenses for travel, meals, lodging or other necessary and reasonable out-of-pocket expenditures incurred on the project. Each expense item should be documented by a receipted bill, sales slip or invoice which totals the daily expenditures shown on the form. The completed FORM A&C 109 must be signed by an authorized individual of the consultant's firm. It should then be attached to the County of Suffolk Standard Payment Voucher Form. o Out-of-Pocket Expenses - If these expenses are reimbursable under the consultant's agreement, the following rules and guidelines should be considered before incurring such expenses and submitting claims: a. Meals - Meals are reimbursable under a consultant's contract only if the purpose of the meal is valid, that is, authorized under the contract as sustenance while traveling. Effective October 1, 2009, the per diem meal allowance shall be in accordance with the current maximum reimbursement rate for food as established by the U.S. General Services Administration for the New York region. As published in IRS Publication 1542 (rev. October 2009), the 2009 per diem meal and incidental rate is 4 $71.00 per diem including tax. Audit and Conltol should be contacted for allowable rates for future fiscal periods. (Gratuities, at a reasonable and customary rate, shall be reimbursed over and above the state limits). The County will not honor claims for the reimbursement of "business meals" submitted by members of the consultant's firm who are not traveling out of town (overnight) in performance of the contract. Where a consultant meets the necessary criteria to be reimbursed for meals, no receipts will be necessary but a certified statement will be required. b. Lod~in~ - Effective October 1, 2009, claims for lodging will be reimbursed at a rate not to exceed the current maximum reimbursemen! rate for lodging as established by the U.S. General Services Administration for the New York region as published in the IRS Publicationi$42 (rev. October~ 2009). The 2009 per diem rate for lodging is $130.00 including taxes. Claims for lodging must be accompanied by paid receipts. Audit and Control should be contacted for the allowable rate for future fiscal periods. c. Airfare - Airfare will only be reimbursed at the economy coach rate and a receipt will be necessary. Individuals choosing to fly first class will not be reimbursed for the premium expenses incurred. d. Mileage - The County will reimburse mileage claims in accordance wilh the applicable current rate allowed by the U.S. Internal Revenue Service. As of,January 1, 2009 the rate is $.55 per mile and January 1, 2010 the rate is $.50 per mile. The consultant must provide origin, destination and miles traveled for each trip. Audit and Control should be con~acted for the allowable rate for future fiscal periods. e. Taxis - Taxi fares up to $25.00 will be reimbursed based on actual receipt or certified statement. Any taxi expenses in excess of $25.00 per trip will require receipts. Receipts and certified statements shall include origin and destination, as well as the purpose of the trip. f. Subways and Buses (local) - A certified statement will be adequate documentation for these expenses. g. Tolls - Receipts or certified statement will be adequate documentation for these expenses. h. Telenhone Expenses - Telephone expenses up to $25.00 per month will be reimbursed based on a receipt or certified statement. Telephone expenses totaling over $25.00 will require copies of the telephone company bills with the appropriate calls circled. i. Photocopies - In lieu of a specific contract for photocopies, the County will reimburse at a cost not to exceed $.15 per copy, including labor. A certified statement will be adequate documentation for reimbursement. Sub-Contractor Claims - When the consultant is authorized in the Consultant's Agreement to hire a sub-contractor, the Comptroller's Office should be supplied a copy of the sub-contractor's agreement. Claims will not be processed if they are 6 not in compliance with the contract between the Consultant and the County. The reporting requirement of the sub-contractor will be the same as that of the Consultant. Details of all expenditures claimed must be documented in the same manner. If the sub-contractor's agreement with the Consultant is a lump-sum payment agreement, detailed documenlation reporting requirements are waived. 8. Certified Statements - When the consultant incurs minor travel or other out-of- pocket expenses for which receipts are not available, he shall prepare an itemiTed statement detailing the type and amount of expense, including the time, date, and place incun~'d. After summarizing expenses claimed, the consultant must add and sign the following certification terminology: "The above expenses are true and just and are a re-suit of busings conducted in accordance with the terms of the contract with Suffolk County, and have not be been previously paid." Signature of Authorized Person g~HmlT A CONSULTANT'S NAM~ ~ BBGiI~'~4G PI~IOD ~IN~ A~1310u F'A~ B"i'URE CON~TANT*S NAME ~ B]8(]Jl~m~] P~q~0D ~ CONTRACTOR NAME ADDRESS CONTACT STATEMENT OF OTHER CONTRACTS Town of Southold Senior Services 750 Pacific Street, P.O. Box 85, Mattituck, New York 11952 Karen McLaughlin, Director PHONE NUMBER 631 298-4460 AGREEMENT TERM OF PROGRAM NUMBER CONTRACT WITH AGREEMENT AMOUNT III-C-1 Congregate ~ No-001-6790/6796/6774- Suffolk County Office for 01/01/11 - 12/31/11 ~ Nutrition Program~., 4980 .~ the Aging Fourth Amendment $ 76,075.00~.~ III-C-2 Home Delivered (~ ~ -6776-3330-95284- Suffolk County Office for 01/01/11 - 12/31/11 (x "-'-'~ Meal Program~/ 1792 the Aging Fourth Amendment $ 166,038.00 AAA Transportation No-001-6806 4980-95285 Suffolk County Office for Assistance Program 1389 the Aging 04/01/11 - 3/31/12 $ 5,402.00 CSE Residential Repair No-001-6777-4980 Suffolk County Office for Program 95285-4680 the Aging 04/01/11 - 03/31/12 $ 20,400.00 Indicate (a) type of organization - County, State, Federal or Other and (b) name of Department, Agency or Organization. STATEMENT OF OTHER CONTRACTS 05 2/2012 'SUMMARY - RFQ FOR CONGREGATE NUTRITION PROGRAMS 2012 PROPOSER: Town of Southold GEOGRAPHIC CATCHMENI AREA: Town of Southold: 2000 US Census Tracts 1700.01, 1700.02, ]701.01. 1702.0], 1702.02 PROVIDE ONE COPY.OF THIS SUMMARY SHEET FOR EACH PROGRAM CATCHMENT AREA. YOU MAY MAKE PHOTOCOPIES OF THIS FORM. TARGET COMMUNITY: Town of Southold includin$ the Village of Greenport (1701.01) I--X-'] CO N~ REGATE [---] CATERED COOK ON SITE 57 6AM - 5PM Number of meals to be served each day - Congregate Number of days per week for program Circle days of program {~) ~ (~ Hours of operation each day Location for congregate site: Southold Town Human Resource Center, 750 Pacific St.~ Mattituck. NY 11952 (Satelite program ag the P~conic Recreation Center, 970 Peconic Lane, Peconic, NY 11958 pending approval from SCOFA and Suffolk County Health Dept. Meals will be preparedw Location of program administration, E different from congregate site: Pro~ram administration will remain at the Hl,m~n Resource Center. Please state any additional information affecting service delivery: ~ at the Human Resource Center and transported to Peconic Center Kitchen for a two day per month lunch program for eligible seniors. Anticipated start is Fall 2011. OFFICE USE ONLY: Revised 7#25/11 RFQ NPE 2012 -SUMMARY - RFQ FOR HOME DELIVERED NUTRITION PROGRAMS 2012 PROPOSER: Town of Southold GEOGRAPHIC CATCHMENT AREA: Town of Southold: 2000 US Census Tracts 1700.01, 1700.02, 1701.01, 1702.01, 1702.02 PROVIDE ONE COPY OF THIS SUMMARY SHEET FOR EACH -PROGRAM CATCHMENT AREA. YOU 'MAY'MAKE PHOTOCOPIES OF THIS FORM. TARGETCOMMUNITY: Town of Southold includin8 the Village of Greenport (1701.01) 112 6AM 5PM F'~ HOME-DELIVERED Number of meals to be served each day - Home-Delivered Number of days per week for program Circle daysof program {~ ~ ~ i~) Hours of operation each day ---]CATERED ~-1 COOK ON SITE Location for home delivered site: $outhold Town Human Resource Center, 750 Pacific St.~ Mattituck. NY 1195'2 Location of program administration if different from home delivered site: Same Please state any additional information affecting service delivery: OFFICE USE ONLY: Revised 7//25/11 RFQ NPE 2012 RFQ No. LEGAL HOLIDAY SCHEDULE NUTRITION PROGRAM FOR THE ELDERLY HOLIDAY NEW YEAR'S DAY DR. MARTIN LUTHER KING, JR. DAY LINCOLN'S BIRTHDAY PRESIDENT'S DAY MEMORIAL DAY INDEPENDENCE DAY LABOR DAY COLUMBUS DAY ELECTION DAY VETERANS DAY THANKSGIVING DAY CHRISTMAS DAY DATE 2012 2013 2014 2015 MONDAY, TUESDAY, WEDNESDAY, THURSDAY, JANUARY 2 JANUARY1 JANUARY1 JANUARY1 2016 FRIDAY, JANUARY 1 MONDAY, MONDAY, MONDAY, MONDAY, MONDAY, JANUARY16 JANUARY21 JANUARY20 JANUARY19 JANUARY18 MONDAY, TUESDAY, WEDNESDAY, THURSDAY, FRIDAY, FEBRUARY13 FEBRUARY12 FEBRUARY12 FEBRUARY12 FEBRUARY12 MONDAY, MONDAY, MONDAY, MONDAY, MONDAY, FEBRUARY20 FEBRUARY18 FEBRUARY17 FEBRUARY16 FEBRUARY15 MONDAY, MONDAY, MONDAY, MONDAY, MONDAY, MAY28 MAY27 MAY26 MAY25 MAY30 WEDNESDAY, THURSDAY, FRIDAY, FRIDAY, MONDAY, JULY 4 JULY 4 JULY 4 JULY 3 JULY 4 MONDAY, MONDAY, MONDAY, MONDAY, MONDAY, SEPTEMBER 3 SEPTEMBER 2 SEPTEMBER 1 SEPTEMBER 7 SEPTEMBER 5 MONDAY, MONDAY, MONDAY, MONDAY, MONDAY, OCTOBER 8 OCTOBER 14 OCTOBER 13 OCTOBER 12 OCTOBER 10 TUESDAY, TUESDAY, TUESDAY, TUESDAY, TUESDAY, NOVEMBER6 NOVEMBER5 NOVEMBER4 NOVEMBER3 NOVEMBER8 MONDAY, MONDAY, TUESDAY, WEDNESDAY, FRIDAY, NOVEMBER12 NOVEMBER11 NOVEMBER11 NOVEMBER11 NOVEMBER11 THURSDAY, NOVEMBER28 THURSDAY, NOVEMBER27 THURSDAY, NOVEMBER22 THURSDAY, NOVEMBER26 WEDNESDAY, THURSDAY, FRIDAY, DECEMBER25 DECEMBER25 DECEMBER25 TUESDAY, DECEMBER25 THURSDAY, NOVEMBER24 MONDAY, DECEMBER26 Revised 3/6/12 LEGAL HOLIDAYSCHEDULE 11 rev 5-$-11 COUNTY: SUFFOLK APPROVED BY: MENU PLAN - NUTRITION PROGRAM FOR THE ELDERLY SITE: SITE MANAGER: DATE/DAY MEAT or MEAT ALTERNATE 3 OZ. COOKED EDIBLE PROTEIN * VEGETABLES 2 SERVINGS (1/2 cup o_r equivalent measure) Vit. C daily &Vit A 3x/wk. WHOLE GRAIN BREAD or ALTERNATE 2 SERVINGS **FRUIT 1 SERVING (1/2 cup or equivalent measure) 1% or SKIM MILK or MILK ALTERNATE I SERVING (1 cup o~r equivalent measure) FAT 1 TEASPOON - (Vegetable Oils) DESSERT (DISCRETIONARY) *An additional vegetable may be served in place of a fruit. **An additional fruit may be served in place of a vegetable. · Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 o Grievance Procedures Purpose In accordance with §306 (a) (6) (P) of the Older Americans Act, as amended (OAA), the Suffolk County Office for the Aging has established a process for resolving complaints from older persons who are dissatisfied with or denied services funded under Title III of the Act. Notifying Participants of the Right to File a Grievance a. The Contractor shall inform all participants in the program of the right to file a grievance. A summary of thc procedures, including a statement that assistance to file shall be provided to older persons, must be prominently posted at service delivery sites or offices at which participants and service applicants apply for services. Summaries must be in a format approved by Aging and shall also be written in languages other than English where required to serve the client/applicant population. Service participants shall be informed of the grievance procedures through written and verbal statements provided to them upon assessment and/or reassessment for services. b. A participant or applicant who is denied Title III services by the Contractor and the Aging program monitor must be given the reasons for the denial. The denial shall be confirmed in writing and the applicant informed of the right to file a grievance and to whom the grievance shall be addressed. For services which are applied for by telephone or verbally, in person, the client may be told of the right to file a grievance verbally. Grievance Process a. Filing of grievances must follow the following process: i. Participants must submit their grievances in writing to Aging's Program Administrator. ii. The grievance should be filed within thirty (30) days of denial, reduction or termination of services, or of the event or cimumstances with which the participant is dissatisfied. Aging's Program Administrator may grant an extension for good cause shown. iii. The grievance should be filed on the form approved by Aging, which shall include a written statement setting forth in detail the date, time and cimumstances that am the basis of the complaint. b. Investigation and Response to Grievance: i. The designated reviewer who performs the initial review shall investigate the grievance, including, as appropriate, meeting with the grievant and other persons involved in the action(s) complained of or in the denial of services. ii. The reviewer shall review all pertinent facts and/or documents, and shall determine whether the agency action was made in accordance with lawful procedures (that is, consistent with applicable OAA and or State laws, regulations and policies) and supported by the facts. iii. The designated reviewer shall prepare and send a written response to the grievant and to Aging's Director within fifteen (15) days after the grievance is filed. The response shall set forth the circumstances relating to the grievance, the action requested by the grievant, the findings of the reviewer, a proposed remedial action, if any, and reason(s) for and facts relied on in the determination. Page 38 Sohold NPE new RFQ TEMPLATE 2012 ,Law No. 13-AG- Rev. 3/7/12 Consultant/Personal Services - HIC Nutrition/SNAP IFMS No. SC EXE 0000000 001-6790/6797/6774/6777-4980, 6776-3330-95284 o a. Appeal of Initial Response/Decision: i. The grievant may initiate a request for subsequent review by Aging's Director within twenty (20) calendar days following receipt of notification by the Program Administrator of the decision. ii. Aging's Director shall request copies of the initial file on the complaint in question. Aging's Director will review the materials to ensure that pertinent policies and procedures have been applied and followed. If appropriate, Aging's Director or his/her designee will meet with the older person to allow the grievant an opportunity to present information about the grievance. iii. If the policies and procedures have been adhered to, Aging's Director will not overturn the decision of the Program Administrator. If proper policies and procedures have not been applied, Aging reserves the right to overturn the decision. The subsequent review shall be completed within forty-five (45) days of receipt of the request by the older individual and the grievant will be notified in writing of the result of the subsequent review. Record Keeping Aging shall keep the records of the grievance and its handling for seven (7) years following the conclusion of the calendar year of the occurrence. The file shall contain, at a minimum, but not limited to the initial grievance, any investigative reports; any written response submitted by Aging or the service provider aging; any documents or other records submitted by any party; the written Initial Response of the agency, and, if applicable, the notice to the grievant of the right to an appeal. Confidentiality No information, documents or other records relating to a grievance shall be disclosed by program staff or volunteers in a form that identifies the grievant without the written informed consent of the grievant, unless the disclosure is required by court order or for program monitoring by authorized agencies. -- End of Text -- Page 39 Sohold N PE new RFQ TEMPLATE 2012