HomeMy WebLinkAboutTransportation Program
RESOLUTION 2013-883
ADOPTED DOC ID: 9404
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2013-883 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
DECEMBER 17,2013:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Scott A. Russell to execute the Agreement between the Town of Southold and the
Suffolk County Office for the Aging for the Town to receive funding under the AAA
Transportation Program, IFMS No. 0000000 No. 001-6806-4980-95285, not to exceed $8,016.00
for the period April 1, 2013 through March 31, 2014 (with one extension at the County's option),
subject to the approval of the Town Attorney.
4 4"4o? '
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Jill Doherty, Councilwoman
SECONDER: William P. Ruland, Councilman
AYES: Dinizio Jr, Ruland, Doherty, Talbot, Evans, Russell
COUNTY OF SUFFOLK
Steven Bellone
COUNTY EXECUTIVE
OFFICE FOR THE AGING
Holly S. Rhodes-Teague
DIRECTOR
January 17, 2014
The Honorable Scott A. Russell
Supervisor
Town of Southold
53095 Main Road, P.O. Box 1179
Southold, New York 11971
RE: AAA Transportation
IFMS No. 00000006158
Dear Supervisor Russell:
The fully executed Agreement referenced above is enclosed for your files.
Attached is a copy of All Department Heads Memorandum 30-97 explaining budget modification
requirements. Any budget modification not meeting these requirements may be delayed or rejected by
the Budget Office.
Also enclosed find the Notification of Rights, which must be posted as part of your compliance with Local
Law No. 12-2001, the Living Wage Law.
If you require any further information, please contact Mary-Valerie Kempinski at 853-8209.
Sincerely,
oanne Kandell
rincipal Accountant
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H. LEE DENNISON BUILDING a 100 VETERANS MEMORIAL HIGHWAY • P.O. BOX 6100 • HAUPPAUGE, N. Y. 11788-0099
4 PHONE (631) 853-8200 ? FAX (631) 853-8225
NOTIFICATION OF RIGHTS UNDER
THE LIVING WAGE LAW
According to the provisions of Local Law #12-2001 (the Living Wage law) enacted
by Suffolk County in July of 2001, a living wage rate was established. The Living
Wage shall be adjusted each year in proportion to the increase of the area
Consumer Price Index. Effective January 1, 2014, the Living Wage will increase to
$11.74 per hour with health benefits and $13.37 per hour without health benefits
for covered employees of an agency receiving financial compensation through the
County. The law also mandates that full time workers receive at least 12
compensated days off per year through any combination of sick, vacation or
personal leave and includes paid holidays provided by the employer.
The Suffolk County Department of Labor has been designated as the agency to
administer this law and to this end has established a Living Wage Unit. Further
information concerning the parameters of the Living Wage law may be obtained by
contacting this Unit (631-853-3808) or accessing the Suffolk County web page at
www.co.suffolk.ny.u0abor and following the link to the Living Wage section. All
inquiries will remain confidential.
30-97
OFFICE OF THE COUNTY EXECUTIVE
ALL-DEPARTMENT-HEADS MEMORANDUM
DATE: June 10, 1997
CO Vl~'RACT AGENCY BUDGET MODIFICATTONS
.This memorandum applies to those departments who pay contract agencies from the Operating
Budget 4770 or 4980 objects.
On August 29,1995, ADH 47-95 was issued to resolve problems which had developed regarding
the procedures and requirements for modifying contract agency budgets. In early 1997, there
were again problems with timeliness and the reasons for modifications for certain departments
involving 1996 contracts.
Departments who deal with contract agencies have a major responsibility in the processing of
contract budget modifications. Therefore, the attached procedures, which take effect with all
1997 contracts should be closely followed. Please distribute these procedures to all of your
contract agencies.
If there are any questions regarding this ADH, please contact your departmetrt's Budget
Examiner.
ERICA KOP
Chief Deputy County Executive
is bu ' n
Department Heads
Attachment
11 1991
'JUN _
BUDGET MODIFICATIONLs
REQUIRE EiVTS;
1. Non-equipment requests for contract budget modifications must be rece11
*2 U 9 Ar _ • .
Executive's Budget Office no later than 45 calendar days prior to the end of the n
fiscal Year. Equipment modifications must be received 9o calendar da contrtct
of the contract fiscal year. prior to the end
2. Under no circumstaocces can expenditures for which a budget modification is being
requested be made prior to the approval of the modification by the Budget Office.
3. An agency will be restricted to three approved modifications per year.
4. Each line item requested to be modified must be fully justified and must be directly
related to the intent of the program.
5. Any transfers to increase salary rates of contract employees, create new positions, or
change the title of a position, must be submitted prior to the rate increase being given or
the position being filled The Budget Office will got approve reftactive salary increases.
The only exception applies to a retroactive labor agreement between an agency and their
union bargaining unit(s),
6. Budget modifications cannot increase the dollar amount ofthe contras L
PROCEDURE.
1. Four copies of the proposed budget modification and one copy of the justification,
including a letter from the agency requesting the change, should be forwarded to the
Budget Office with the department's recommendation within fifteen (M calendar
days of receipt of the request by the department.
2. The justification must include the effect of the modification on the program,•changes in
the available reimbursement to the County, if any. the additional dollar amount which
will be paid to the agency, and the dollar amount of reimbursement to the county, if th.0
modification is approved
3. If the contract is fuaded under a Federal or State grant, or State reimburserneat, the
Department Head must advise in the transmittal memo whether State or Fedad approval
for the modification is required and whether the attached documentation showing the
change has been approved by the funding agency.
4. The budget modification format must indicate the line item, the current budget amount,
the amount spent year to date, the new amount of the line item and the dollar amount of
the change. ,
Law No. 14 -AG - IFMS No. 0000000 5 8
Rev. 12/k113 001-6806-4980-95285
Line Item/Omnibus Grant - AAA Transportation
Contract
This Contract ("the Contract") is between the County of Suffolk ("the County"), a municipal corporation
of the State of New York, acting through its duly constituted Office for the Aging ("the Department"), having its
principal office at the H. Lee Dennison Building - 3`d Floor, 100 Veterans Memorial Highway, Hauppauge, New
York (Mailing address: P.O. Box 61'00, Hauppauge, New York 11788-0099); and
Town of Southold ("Contractor"), a New York municipal corporation, having an address at 53095 Main
Road, P.O. Box 1179, Southold, New York 11971.
The Contractor has been designated to receive funds from the County for a AAA Transportation Program
("the Services") as set forth in Article I, entitled "Description of Services."
Term of the Contract: April 1, 2013 through March 31, 2014; with an option, to be exercised at the County's
discretion, to September 30, 2014 on the same terms and conditions herein.
Service Levels: 1,400 Units of Transportation Service
140 Elderly Served
Total Cost of the Contract: Shall not exceed $8,016.00, to be paid as set forth in Article V and Appendix I, attached.
Terms and Conditions: Shall'be as set forth in Articles I through V, attached hereto and made a part hereof.
In Witness Whereof, the parties hereto have executed the Contract as of the latest date written below.
Town of SouthXussell County Suffolk
By... 1: g By: L
Scott A. Denn M. Cohen
Supervisor Chief ~eputy County Executive
Fed. Taxpayer ID 11 -6001939
i /
Date A Date 17 moo/y
p T 7 Approved:
_ 5 ,oO~ a- /Q t.ISSC1I, hereby certifies under Department
penalties of perjury that I am an officer of By: ,
1 o IJA o-V u t ~that I have read and I am Holly odes-Teague
familiar with §A5. of Article V of the Suffolk County Code, Director, Office for t)t,~e Aging
and that meets all Date i 113 1 i
requirement uglify for mption thereunder. + T
'Pi Reco a ded:
Signature By:
Michelle Belsky
Food Serv c Supe isor
Approved as to Legality: /
Date 111
Dennis X Brown
Suffolk County Attorney I p'q~ ('gyp I III I~I IIII
By` IpNlll'IgwWll''Ipgl~l
Maryorter 0023395
Assistant ounty Atton)ey
Date th LT I4
Page 1 of 34
Rev. 6-17-13 Sohld NEW Template AAA Transport 13-14 rev MP 8-13
Law No. 14 -AG IFMS No. 0000000
Rev.12/3lJ3 001-6806-4980-95285
Line Item/Omnibus Grant-AAA Transportation
List of Articles
Page #
Article I .............................................................................................................................................................................5
Description of Services ..........................................................................................................................................................5
Article IA ...........................................................................................................................................................................12
Grievance Procedures .........................................................................................................................................................12
Article II ...........................................................................................................................................................................14
Definitions ...........................................................................................................................................................................14
1. Meanings of Terms 14
2. Elements of Interpretation 15
Article III ...........................................................................................................................................................................16
General Terms and Conditions ..........................................................................................................................................16
1. Contractor Responsibilities 16
a. Duties and Obligations 16
b. Qualifications, Licenses, and Professional Standards 16
c. Notifications ..................................................................................................................................16
d. Documentation of Professional Standards 16
e. Credentialing .................................................................................................................................16
f. Engineering Certificate 17
2. Termination .........................................................................................................................................17
a. Thirty Days Termination 17
b. Event of Default; Termination on Notice 17
c. Termination Notice 17
d. Duties upon Termination 17
3. Indemnification and Defense 17
4. Insurance 18
5. Independent Contractor 18
6. Severability .........................................................................................................................................18
7. Merger; No Oral Changes 19
8. Set-Off Rights .....................................................................................................................................19
9. Non-Discrimination in Services 19
10. Nonsectarian/Nonpartisan Declaration 19
11. Governing Law 19
12. No Waiver 19
13. Conflicts of Interest 19
14. Cooperation on Claims 20
15. Confidentiality 20
16. Assignment and Subcontracting 20
17. Changes to Contractor 20
18. No Intended Third Party Beneficiaries 21
19. Certification as to Relationships 21
Page 2 of 34
Rev. 6-17-13 Sohld NEW Template AAA Transport 13-14 rev MP 9-13
Law No. 14 -AG IFMS No. 0000000
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Line IteM/Omnibus Grant - AAA Transportation
20. Publications 21
21. Copyrights and Patents 21
a. Copyrights .....................................................................................................................................21
b. Patents ...........................................................................................................................................21
22. Arrears to County 21
23. Lawful Hiring of Employees Law in Connection with Contracts for Construction or Future
Construction 21
24. Record Retention 21
25. Notice 22
Article IV ...........................................................................................................................................................................23
Suffolk County Legislative Requirements .........................................................................................................................23
1. Contractor's/Vendor's Public Disclosure Statement 23
2. Living Wage Law 23
3. Use of County Resources to Interfere with Collective Bargaining Activities 23
4. Lawful Hiring of Employees Law 23
5. Gratuities .............................................................................................................................................24
6. Prohibition Against Contracting with Corporations that Reincorporate Overseas 24
7. Child Sexual Abuse Reporting Policy 24
8. Non Responsible Bidder 24
9. Use of Funds in Prosecution of Civil Actions Prohibited 25
10. Youth Sports 25
11. Work Experience Participation 25
12. Safeguarding Personal Information of Minors 25
13. Suffolk County Local Laws Website Address 25
Article V ...........................................................................................................................................................................26
General Fiscal Terms and Conditions ...............................................................................................................................26
1. General Payment Terms 26
a. Presentation of Suffolk County Payment Voucher 26
b. Voucher Documentation ...............................................................................................................26
c. Payment by County 26
d. Budget Modification 26
e. Budget and/or Services Revisions 26
f. Taxes 27
g. Final Voucher 27
2. Subject to Appropriation of Funds 27
3. Personnel Salaries, Pension and Employee Benefit Plans, Rules and Procedures 27
4. Accounting Procedures 27
5. Audit of Financial Statements 28
6. Financial Statements and Audit Requirements 28
7. Furniture, Fixtures, Equipment, Materials, Supplies 29
a. Purchases, Rentals or Leases Requiring Prior Approval 29
b. Purchase Practices/Proprietary Interest of County 29
c. County's Right to Take Title and Possession 29
d. Inventory Records, Controls and Reports 29
e. Protection of Property in Contractor's Custody 30
Page 3 of 34
Rev. &17-13 Sohld NEW Template AAA Transport 13-14 rev MP 8.13
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Line Item/Omnibus Grant-AAA Transportation
f. Disposition of Property in Contractor's Custody 30
8. Lease or Rental Agreements 30
9. Statement of Other Contracts 30
10. Miscellaneous Fiscal Terms and Conditions 30
a. Limit of County's Obligations 30
b. Duplicate Payment from Other Sources 30
c. Funding Identification 30
d. Outside Funding for Non-County Funded Activities 30
e. Potential Revenue 31
f. Payments Contingent upon State/Federal Funding 31
g. Denial of Aid 31
h. Budget ...........................................................................................................................................31
i. Payment of Claims 31
j. Payments Limited to Actual Net Expenditures 31
k. Travel Costs 32
1. Attendance at Conferences 32
in. Salaries ..........................................................................................................................................32
n. Salary Increases 32
o. Contractor Vacancies 32
p. No Limitation On Rights 32
q. Comptroller's Rules and Regulations 32
APPENDIX I ........................................................................................................................................................................33
Exhibits ...........................................................................................................................................................................34
Exhibit 1 Public Disclosure not applicable - see cover page .........................................................................................34
Exhibit 2 Living Wage .....................................................................................................................................................34
Exhibit 3 Union Certification ..........................................................................................................................................34
Exhibit 4 Lawful Hiring ..................................................................................................................................................34
Exhibit 5 Certification Regarding Lobbying .................................................................................................................34
Exhibit 6 Legislative Designated Funding Applications; Budget .................................................................................34
Exhibit 7 Budget Modification Request .........................................................................................................................34
Exhibit 8 Budget/Services Revisions Approval ..............................................................................................................34
Exhibit 9 Standard Operating Procedure A-07 Amendment 1 ....................................................................................34
and Executive Order 14-2007 or any successor order ..................................................................................34
Exhibit 10 Statement of Other Contracts .........................................................................................................................34
Page 4 of 34
Elev. 6-17-13 Sohld NEW Template AAA Transport 13-14 rev MP 8-13
Law No. 14 -AG IFMS No. 0000000
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Line IteWOmnibus Grant - AAA Transportation
Article I
Description of Services
Town of Southold
AAA Transportation Program
Whereas, the Contractor has been identified in the 2013 Suffolk County Adopted Budget under the funding as
listed on page one of the Contract to perform the Services for the Department; and
Whereas, The AAA Transportation Program expands essential transportation activities for the elderly by
providing assistance in meeting the transportation operating expenses related to serving the elderly, as part of
the required supportive services of the IIIC Nutrition Program and/or the Supplemental Nutrition Assistance
Program or other such programs for the elderly that provide transportation services.
Whereas, the enhancement of the provision of transportation services is considered to be in the best interest of
the County and the elderly residents of Suffolk County for the best possible outcomes.
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 this Article I and any other provision to this Contract, such other
provision shall prevail unless it is expressly stated that this Article I shall prevail.
2. Goals of the Program
The Contractor shall provide the following transportation services:
The Contractor may provide transportation other than to and from the nutrition sites on an as needed
basis. This may include, but is not limited to, transportation to medical appointments, shopping,
activities for socialization and other such activities scheduled as part of the Contractor's regular
transportation program activities or by appointment. All transportation services shall be furnished
using licensed drivers and insured and inspected vans and automobiles.
3. General Program Terms and Conditions
In general, but without limitation, the Contractor shall be required to meet the criteria listed below:
a. Have, and maintain throughout the term of this Contract, an existing agreement to provide a
service or services for the elderly in Suffolk County.
b. Have an owned or contract vehicle available for the Services, either through purchase agreement
or lease agreement.
4. Administration
a. Overall administration of this program will be the responsibility of the Contractor. The
Contractor will insure proper implementation and direction of the service, act as liaison between
the Department and the actual service and insure accuracy and timeliness of submission of all
reporting forms and expenditures.
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ARTICLE I
Law No. 14 -AG IFMS No. 0000000
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Line Item/Omnibus Grant - AAA Transportation
b. Program staff shall attend meetings and training as requested by the Department.
5. Contractor's Staff
a. The Contractor agrees to employ adequate numbers of qualified staff and supervisory personnel
to meet all the specifications and responsibilities of the program in an orderly, punctual and
reliable manner and to assure the health, safety, and welfare of participants. 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 the Department the procedures to be followed by workers and other staff in case of
emergency.
b. The County shall have the right to prior approval of the filling of any AAA Transportation
Coordinator and shall be advised by the Contractor of the duties and compensation of all personnel
assigned to the AAA Transportation Program.
C. The provisions of this paragraph 5 are in addition to the provisions of Article IV, paragraph 12,
subparagraph o.
6. 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.
7. Targeting and Outreach
a. Targeting activities must be designed to identify individuals in the target populations who need
services and to increase service delivery to the target population by linking targeted populations
to, or providing them with, appropriate service. Consistent with the OAA and NYS applicable
regulations, including the following laws: the Older Americans Act (OAA), Title III of the Code
of Federal Regulations, 45 CFR 1321; the NYS Elder Law and relevant NYS regulations (Title 9,
Subtitle Y of the New York State Code of Rules and Regulations); the Contractor's targeting
goal is to substantially increase the numbers of older adults from targeted population groups
(minority, low-income, frail, vulnerable).
b. The Contractor must give preference to providing services to older individuals with the greatest
economic or social needs with particular attention to specifically identified targeted groups,
(OAA §305 (a)(2)(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 U.S. Office of
Management and Budget. The term "greatest social need" refers to the need caused by non-
economic factors which include physical and mental disabilities, language barriers and cultural,
social or geographical isolation including isolation caused by racial or ethnic status that restricts
an individual's ability to perform normal daily tasks or threatens the capacity of the individual to
live independently (OAA §102 (23 and 24)).
C. The following four target groups have been identified as having the greatest economic and social
needs: minority, low income, frail and vulnerable.
6 of 34 pages
ARTICLE I
Law No. 14 -AG IFMS No. 0000000
Rev. 12/3/13 001-6806-4980-95285
Line Item/Omnibus Grant-AAA Transportation
i. Minority - persons of Black, Hispanic, Asian, Native American (American Indian),
Alaska Native, Native Hawaiian or Other Pacific Islander origins. Persons whose origins
are of Two (2) or More Races or who are identified as being in a racial category different
from those above (other than white) may be included (see the Other Race or Two (2) or
More Races categories, defined below).
a) Black - refers to a person who has origins in any of the Black racial groups of
Africa. This includes, for example, persons who self-report as Black, African
American, Kenyan, Nigerian, Haitian or other applicable identification.
b) Hispanic (or Latino) - refers to a person of Cuban, Mexican, Puerto Rican, South
or Central American, or other Spanish culture or origin regardless of race.
Hispanic origin can be viewed as the heritage, nationality group, lineage, or
country of birth of the person or the person's parents or ancestors before their
arrival in the United States. People who identify their origin as Hispanic, Latino,
or Spanish may be any race.
c) Asian - refers to a person having origins in any of the original peoples of the Far
East, Southeast Asia, or the Indian subcontinent, including, but not limited to,
Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands,
Thailand, and Vietnam.
d) American Indian or Alaska Native - refers to a person having origins in any of the
original peoples of North and South America (including Central America) and
who maintains tribal affiliation or community attachment. This category includes
people who indicated their race(s) as "American Indian or Alaska Native" or
reported their enrolled or principal tribe, such as Navajo, Blackfeet, Inupiat,
Yup'ik, and/or Central American or South American Indian groups,
e) Native Hawaiian or Other Pacific Islander - refers to a person having origins in
any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
f) Other Race or Two (2) or More Races - this category includes persons who self-
identify as multiracial, mixed, interracial, or a racial category other than white, not
included in the descriptions above.
ii. Low - Income - Persons with incomes at or below 150% of the poverty level.
iii. Frail - Persons with one or more functional deficits in the following areas:
a) Physical functions;
b) Mental functions;
c) Activities of daily living (eating, bed/chair transfer, dressing, bathing, toiletry and
continence); and/or,
d) Instrumental activities of daily living (meal preparation, housekeeping, shopping,
medications, telephone, travel, and money management).
Disabled - Any person who has a physical or mental impairment which substantially
limits one or more major life activities, has a record of such impairment, or is regarded as
having such an impairment. This includes alcoholism and drug addiction.
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ARTICLE I
Law No. 14 -AG IFMS No. 0000000
Rev. 12/3/13 001-6806-4980-95285
Line Item/Omnibus Grant-AAA Transportation
iv. Vulnerable - Persons with a deficit of social resources, those who are isolated socially,
linguistically or geographically, and/or those affected by other environmental conditions
including the following:
a) Language barriers; Limited English Proficiency - 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;
b) Rural residence;
c) Persons with disabilities;
d) Institutionalized or at risk of institutionalization;
e) Lesbian, gay, bisexual, transgender (LGBT) older adults;
0 Low literacy;
g) Older adult caregivers of children with developmental disabilities, mental illness,
or other disabilities requiring a caretaker (e.g., traumatic brain injury);
h) Homebound; and,
i) Alzheimer's or other Dementia.
d. 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.
8. Equal Access
a. The Contractor shall comply with requirements for equal access including language accessibility,
nondiscrimination and concentration of services on target populations.
b. The Contractor shall provide maximum accessibility to those older adults in greatest economic or
social need, and new sites shall be free from architectural barriers that limit participation of
disabled older individuals (NYS regulations, Title 9, Subtitle Y, §6652.2 (1)). Accessibility
requirements include provision of services and assistive devices (including assistive technology
services and devices) designed to meet the unique needs of older individuals who are disabled,
and of older individuals who provide uncompensated care to their adult children with disabilities.
Providers must ensure that communications with individuals with disabilities are as effective as
communications with others (ADA, 28 CFR 35.160-35.164). For example, auxiliary aids and
services may include:
• For individuals who are deaf or hard of hearing: qualified interpreters, notetakers,
computer-aided transcription services, written materials, telephone handset amplifiers,
assistive listening systems, telephones compatible with hearing aids, closed caption
decoders, open and closed captioning, telecommunications devices for deaf persons
(TDDs), videotext displays, and exchange of written notes.
• For individuals with vision impairments: qualified readers, taped texts, audio recordings,
Brailled materials, large print materials, and assistance in locating items.
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ARTICLE I
Law No. 14 -AG IFMS No. 0000000
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• For individuals with speech impairments: TDDs, computer terminals, speech
synthesizers, and communication boards.
C. Additionally, consistent with the Civil Rights Act of 1964, Title VI, the Title VI regulations,
federal Executive Order 13166, and the NYS Human Rights Law, all subcontractors are required
by law to take reasonable steps to provide meaningful access to limited English proficient
persons. All aging services providers are obligated to provide reasonable, timely, and appropriate
language assistance to the limited English proficiency (LEP) populations each serves.
Mandated Action:
The Contractor shall, at a minimum, establish a telephonic interpretation service contract or similar
community arrangement with a language interpretation services provider of their choice no later
than ninety (90) days after the effective date of this contract. The Contractor's staff for this
program with public contact must be aware of, and trained in the timely and appropriate use of,
these language services. The Contractor shall also ensure that LEP persons are informed of the
availability of language assistance, free of charge, by providing written notice in languages LEP
persons will understand at service locations.
9. Reporting Requirements
a. Monthly Reports
Monthly reports must be submitted to the Department on a form prescribed by the Department.
Monthly reports are due to the Department by the eighth (8 h) day of the month following the
month being reported. These reports shall contain, at a minimum, the following categories of
information:
i. Units of service: one unit is equal to each one-way trip per person.
ii. The number of individuals who have received transportation by the Contractor under this
Transportation Program Contract.
iii. A monthly activity schedule showing the specific transportation services the Contractor
will make available to the congregate participants that require transportation.
iv. Mileage recordings.
b. Electronic Reporting
i. The Contractor shall maintain electronic records on all program participants using the
most currently approved form provided by the Department 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 software available to support the approved form.
iii. Transportation units and unduplicated number of persons served 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.
10. Incident Reporting
The Contractor will report at least verbally to the Department, within twenty-four (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
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sent to the Department within five (5) days of the occurrence. The Contractor fimher agrees to send the
Department copies of all "notices of claim" relating to the program covered in this Contract.
11. Confidentiality
a. The Contractor agrees that no personal information obtained from an individual in conjunction with
this program shall be disclosed in a form in which it is identified with the individual without such
individual's written consent to such disclosure, except to the Department.
b. In the case of a request by the Department 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 the Department for such information shall be deemed a material breach of this
Contract and shall result in a freeze on all monies due and owing to the Contractor until
compliance by the Contractor.
12. Promotions and Advertisements
a. Any references to transportation services provided under this Contract must include due recognition to
New York State Office for the Aging. The Contractor must include the express acknowledgement as
follows:
"This service has been provided with financial assistance, in whole or in part through a grant
from the New York State Office for the Aging."
b. The provisions of this paragraph shall prevail over any conflicting provisions of Article III,
paragraph 20.
13. Contributions
To inform each recipient of the service of the opportunity to make a completely voluntary, willing and
anonymous contribution toward the cost of the service. Service may not be denied, however, 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. Monthly contributions
will be deducted from monthly expenditures to arrive at net reimbursement. 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. Services 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.
14. Participant Comments & Satisfaction Surveys
Pursuant to the NYS Office for the Aging Regulations Section 6654.8, the Contractor shall develop and
implement procedures to obtain the views of program participants about the services they receive.
Copies of records of such views shall be maintained for at least five (5) program years and shall be
available to the Department for inspection upon request. Such method shall respect the client's right to
confidentiality. In any event, at the conclusion of the service, but not less often than annually, the
Contractor shall send each recipient an evaluation letter and survey in the form approved by the
Department, informing him/her of the sources of funding for the program and including the following
information:
Contributions are welcomed and are used to expand this service.
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15. Monitoring
a. Program
The Contractor agrees to permit the Department's staff and staff of the New York State Office
for the Aging to review programmatic records at any time.
b. Fiscal
As required, the Department's fiscal staff may examine or review evidence regarding the existence,
time and classification of financial transactions, which are charged to the program for reimbursement.
To obtain this evidence, the fiscal staff will examine documentary evidence including fmancial
verification by actually observing or counting certain assets (e.g. case, food inventory, equipment and
supplies) to establish their physical existence.
16. Grievance Procedures
In accordance with §306 (a) (6) (P) of the Older Americans Act, as amended (OAA), the Department 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 Article IA.
End of Article I
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Article IA ii. The grievance should be filed
Grievance Procedures within thirty (30) days of denial,
reduction or termination of
1. Purpose services, or of the event or
circumstances with which the
In accordance with §306 (a) (6) (P) of the Older participant is dissatisfied.
Americans Act, as amended (OAA), the Suffolk Aging's Program Administrator
County Office for the Aging has established a may grant an extension for good
process for resolving.complaints from older cause shown.
persons who are dissatisfied with or denied
services funded under Title III of the Act. iii. The grievance should be filed on
the form approved by Aging,
2. Notifying Participants of the Right to File a which shall include a written
Grievance statement setting forth in detail
a. The Contractor shall inform all the date, time and circumstances
participants in the program of the right to that are the basis of the
file a grievance. A summary of the complaint.
procedures, including a statement that
assistance to file shall be provided to b. Investigation and Response to
older persons, must be prominently Grievance:
posted at service delivery sites or offices i. The designated reviewer who
at which participants and service performs the initial review shall
applicants apply for services. investigate the grievance,
Summaries must be in a format approved including, as appropriate,
by Aging and shall also be written in meeting with the grievant and
languages other than English where other persons involved in the
required to serve the client/applicant action(s) complained of or in the
population. Service participants shall be denial of services.
informed of the grievance procedures
through written and verbal statements ii. The reviewer shall review all
provided to them upon assessment pertinent facts and/or
and/or reassessment for services. documents, and shall determine
whether the agency action was
b. A participant or applicant who is denied made in accordance with lawful
Title III services by the Contractor and procedures (that is, consistent
the Aging program monitor must be with applicable OAA and or
given the reasons for the denial. The State laws, regulations and
denial shall be confirmed in writing and policies) and supported by the
the applicant informed of the right to file facts.
a grievance and to whom the grievance
shall be addressed. For services which III. The designated reviewer shall
are applied for by telephone or verbally, prepare and send a written
in person, the client may be told of the response to the grievant and to
right to file a grievance verbally. Aging's Director within fifteen
(15) days after the grievance is
3. Grievance Process filed. The response shall set
a. Filing of grievances must follow the forth the circumstances relating
following process: to the grievance, the action
I. Participants must submit their requested by the grievant, the
grievances in writing to Aging's findings of the reviewer, a
Program Administrator. proposed remedial action, if any,
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and reason(s) for and facts relied Response of the agency, and, if applicable, the
on in the determination. notice to the grievant of the right to an appeal.
a. Appeal of Initial Response/Decision: 5. Confidentiality
i. The grievant may initiate a No information, documents or other records
request for subsequent review by relating to a grievance shall be disclosed by
Aging's Director within twenty program staff or volunteers in a form that
(20) calendar days following identifies the grievant without the written
receipt of notification by the informed consent of the grievant, unless the
Program Administrator of the disclosure is required by court order or for
decision. program monitoring by authorized agencies.
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.
4. 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
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Article II process; or
Definitions
d, the Contractor's failure to comply with any
1. Meanings of Terms Federal, State or local law, rule, or regulation,
and County policies or directives; or
As used herein:
e. the Contractor's bankruptcy or insolvency; or
"Audit of Financial Statements" means the examination by
the Comptroller and any Federal or State auditing authority of f, the Contractor's failure to cooperate in an Audit
the financial statements of the Contractor resulting in the of Financial Statements; or
publication of an independent opinion on whether or not those
financial statements are relevant, accurate, complete, and fairly g. the Contractor's falsification of records or
presented. reports, misuse of funds, or malfeasance or
nonfeasance in financial record keeping arising
"Budget" means the Contractor's summary or plan of all out of, or in connection with, any contract with
intended revenue, whether received in the form of fees, grants, the County; or
County funding, or any other source, and expenditures necessary to
render the Services. h. the Contractor's failure to submit, or failure to
timely submit, documentation to obtain Federal
"Budget Deficiency Plan" means an analysis of the cost of the or State funds; or
Services, changes in fiscal conditions, and required modifications to
the Contract to continue to render the Services. I. the inability of the County or the Contractor to
obtain Federal or State funds due to any act or
"Comptroller" means the Comptroller of the County of Suffolk. omission of the Contractor; or
"Contract" means all terms and conditions of this Contract forming j. any condition that the County determines, in its
all rights and obligations of the Contractor and the County. sole discretion, is dangerous.
"Contractor" means the signatory corporation, its officers, officials, "Federal" means the United States government, its departments, and
employees, agents, servants, sub-contractors, and any successor or agencies.
assign of any one or more of the foregoing performing the Services.
"Fringe Benefits" means non-wage benefits which accompany, or
"County" means the County of Suffolk, its departments, and are in addition to, a person's salary, such as paid insurance, sick
agencies. leave, profit-sharing plans, paid holidays, and vacations.
"County Attorney" means the County Attorney of the County of "Fund Source" means any direct or indirect sum payable to the
Suffolk. Contractor by the County pursuant to any lawful obligation.
"Department" means the signatory department approving the "Legislature" means the Legislature of the County of Suffolk.
Contract.
"Management Letter" means a letter certified as true by the
"Engineering Services" means the definition of the practice of Contractor's certified public accountant or chief financial officer of
engineering and the definition of practice of land surveying, as the findings and recommendations for improvements in internal fiscal
case may be, under Section 7201 and Section 7203 of the State control that were identified during an Audit of Financial Statements,
Education Law, respectively. but which were not required to be included in an audit report.
"Event of Default" means "Municipal Corporation" means a town, village, or school district.
A. the Contractor's failure to perform any duty "Services" means all that which the Contractor must do, and any part
required of it under paragraphs 1(b)-(e) of thereof arising out of, or in connection with, the Contract as
Article III of the Contract; or described in Article I "Description of Services."
b. the Contractor's failure to maintain the amount "State" means the State of New York.
and types of insurance with an authorized insurer
as required by the Contract; or "Statement of Other Contracts" means a complete list of all other
contracts under which money has been or will be paid to the
C. the Contractor's failure to maintain insurance Contractor from the County, Federal, or State governments, or a
required by the Contract with an insurer that has Municipal Corporation, and (i) which are currently in effect or (ii)
designated the New York Superintendent of which have expired within the past twelve (12) months and have not
Insurance as its lawful agent for. service of been renewed.
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"Suffolk County Payment Voucher" means the document
authorized and required by the Comptroller for release of payment.
"Term" means the time period set forth on page one of the Contract
and, if exercised by the County, the option period.
2. Elements of Interpretation
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.
Capitalized terms used, but not otherwise defined, herein, shall have
the meanings assigned to them in the Contract.
End of Text for Article II
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Article III holder or the Contractor to perform the
General Terms and Conditions Services.
1. Contractor Responsibilities iii.) In the event that the Contractor is not
able to perform the Services due to a
a. Duties and Obligations loss of license, the Contractor shall not
be reimbursed for the Services rendered
i.) It shall be the duty of the Contractor to after the effective date of termination of
discharge, or cause to be discharged, all such license. Without limiting the
of its responsibilities, and to administer generality of the foregoing, if any part
funds received in the interest of the of the Contract remains to be
County in accordance with the performed, and the termination of the
provisions of the Contract. license does not affect the Contractor's
ability to render the Services, every
ii.) The Contractor shall promptly take all other tern and provision of the
action as may be necessary to render Contract shall be valid and enforceable
the Services. to the fullest extent permitted by law.
ill.) The Contractor shall not take any d. Documentation of Professional Standards
action that is inconsistent with the
provisions of the Contract. The Contractor shall maintain on file, in one
iv.) Services provided under this Contract location in Suffolk County, all records that
shall be open to all residents of the - demonstrate that it has complied with sub-
County. paragraphs (b) and (c) above. The address of the
location of the aforesaid records and documents
b. Qualifications, Licenses, and Professional shall he provided to the County no later than the
Standards date of execution of the Contract. Such
i. The Contractor represents and warrants documentation shall be kept, maintained, and
available for inspection by the County upon
that it has, and shall erm die required twenty-four (24) hours notice.
possess, during the Tenn, the required
licensing education, knowledge, e. Credentialing
experience, and character necessary to
qualify it to render the Services. i.) In the event that the Department, or any
division thereof, maintains a
The Contractor shall continuously have credentialing process to qualify the
during the Term all required Contractor to render the Services, the
authorizations, certificates, Contractor shall complete the required
certifications, registrations, licenses, credentialing process. In the event that
permits, and other approvals required
by any State crcredential, registration,
Federal, State, County, or local a any certification te or license, Drug
authorities necessary to qualify it to Enforcement Agency registration, or
render the Services. Medicare or Medicaid certification is
restricted, suspended, or temporarily or
c. Notifications permanently revoked, it is the duty of
Contractor to contact the
the
i.) The Contractor shall immediately y Department, or division thereof, as the
notify the County, in writing, any case may be, in writing no later than
disciplinary proceedings, comm menced three (3) days after such restriction,
or pending with any authority relating suspension, or revocation,
to a license held by any person
necessary to qualify him, her, or the It.) The Contractor shall forward to the
Contractor to perform the Services. Department, or division thereof, as the
case may be, on or before July 1 of
ii.) In the event that a person is no longer each year during the Term, a complete
licensed to perform the Services, the list of the names and addresses of all
Contractor must immediately notify the persons providing the Services, as well
County, but in no event shall such as their respective areas of certification,
notification be later than five (5) days credentialing registration, and
after a license holder has lost the licensing.
license required to qualify the license
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L Engineering Certificate
iv.) Upon termination, the Contractor shall
in the event that the Contract requires any reimburse the County the balance of
Engineering Services, the Contractor shall submit any funds advanced to the Contractor
to the County, no later than the due date for by the County no later than thirty (30)
submission for approval of any engineering work days after termination of the Contract.
product, the Certificate of Authorization The provisions of this subparagraph
("Certificate"), issued pursuant to shall survive the expiration or
§ 7210 of the New York Education Law, of every termination of the Contract.
person performing any Engineering Services.
The failure to file, submit, or maintain the v.) Nothing contained in this paragraph
Certificate shall be grounds for rejection of any shall be construed as a limitation on the
engineering work product submitted for approval. County's rights set forth in paragraphs
I(c) (iii) and 8 of this Article III.
2. Termination
3. Indemnification and Defense
a. Thirty Days Termination
a. The Contractor shall protect, indemnify, and hold
The County shall have the right to terminate the harmless the County, its agents, servants,
Contract without cause, for any reason, at any officials, and employees from and against all
time, upon such terms and conditions it deems liabilities, fines, penalties, actions, damages,
appropriate, provided, however, that no such claims, demands, judgments, losses, suits or
termination shall be effective unless the actions, costs, and expenses caused by the
Contractor is given at least thirty (30) days negligence or any acts or omissions of the
notice. Contractor, including reimbursement of the cost
of reasonable attomeys' fees incurred by the
b. Event of Default; Termination on Notice County, its agents, servants, officials, and
employees in any action or proceeding arising out
i.) The County may immediately terminate of, or in connection with, the Contract.
the Contract, for cause, upon such
terms and conditions it deems b. The Contractor hereby represents and warrants
appropriate, in the Event of Default. that it will not infringe upon any copyright in
ii.) If the Contractor defaults under any performing the Services. The Contractor agrees
other provision of the Contract, the that it shall protect, indemnify, and hold harmless
County may terminate the Contract, on the County, its agents, servants, officials, and
not less than five (5) days notice, upon employees from and against all liabilities, fines,
such terns and conditions it deems penalties, actions, damages, claims, demands,
appropriate, judgments, losses, suits or actions, costs, and
expenses arising out of any claim asserted for
c. Termination Notice infringement of copyright, including
reimbursement of the cost of reasonable
Any notice providing for termination shall be attomeys' fees incurred by the County, its agents,
delivered as provided for in paragraph 25 of this servants, officials, and employees in any action or
Article III. proceeding arising out of or in connection with
any claim asserted for infringement of copyright.
d. Duties upon Termination C. The Contractor shall defend the County, its
i.) The Contractor shall discontinue the agents, servants, officials, and employees in any
Services as directed in the termination proceeding or action, including appeals, arising
notice. out of, or in connection with, the Contract, and
any copyright infringement proceeding or action.
Alternatively, at the County's option, the County
it.) Subject to any defenses available to it, may defend any such proceeding or action and
the County shall pay the Contractor for require the Contractor to pay reasonable
the Services rendered through the date attorneys' fees or salary costs of County
of termination. employees of the Department of Law for the
defense of any such suit.
Ill.) The County is released from any and all
liability under the Contract, effective as
of the date of the termination notice.
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4. Insurance c. All policies providing such coverage shall be
issued by insurance companies authorized to do
a. The Contractor shall continuously maintain, business in New York with an A.M. Best rating
during the Term of the Contract, insurance in of A- or better.
amounts and types as follows:
d. The Contractor shall furnish to the County, prior
i.)' Commercial General Liability to the execution of the Contract, declaration
insurance, including contractual pages for each policy of insurance, other than a
liability coverage, in an amount not policy for commercial general liability insurance,
less than Two Million Dollars and upon demand, a true and certified original
($2,000,000.00) per occurrence for copy of each such policy evidencing compliance
bodily injury and Two Million Dollars with the aforesaid insurance requirements.
($2,000,000.00) per occurrence for
property damage. The County shall be e. In the case of commercial general liability
named an additional insured. insurance and business use automobile insurance,
the Contractor shall furnish to the County, prior
ii.) Automobile Liability insurance (if any to the execution of the Contract, a declaration
non-owned or owned vehicles are used page or insuring agreement and endorsement
by the Contractor in the performance of page evidencing the County's status as an
the Contract) in an amount not less - additional insured on said policy, and upon
than Five Hundred Thousand Dollars demand, a true and certified original copy of such
($500,000.00) per person, per accident, policy evidencing compliance with the aforesaid
for bodily injury and not less than One insurance requirements.
Hundred Thousand Dollars
($100,000.00) for property damage per f. All evidence of insurance shall provide for the
occurrence. County to be notified in writing thirty (30) days
prior to any cancellation, nonrenewal, or material
Ill.) Workers' Compensation and change in the policy to which such evidence
Employer's Liability insurance in relates. It shall be the duty of the Contractor to
compliance with all applicable New notify the County immediately of any
York State laws and regulations and cancellation, nomenewal, or material change in
Disability Benefits insurance, if any insurance policy.
required by law. The Contractor shall
famish to the County, prior to its g• In the event the Contractor shall fail to provide
execution of the Contract, the evidence of insurance, the County may provide
documentation required by the State of the insurance required in such manner as the
New York Workers' Compensation County deems appropriate and deduct the cost
Board of coverage or exemption from thereof from a Fund Source.
coverage pursuant to §§57 and 220 of
the Workers' Compensation Law. In h. If the Contractor is a Municipal Corporation and
accordance with General Municipal has a self-insurance program under which it acts
Law § 108, the Contract shall be void as a self-insurer for any of such required
and of no effect unless the Contractor coverage, the Contractor shall provide proof,
shall provide and maintain coverage acceptable to the County, of self-funded
during the Term for the benefit of such coverage.
employees as are required to be
covered by the provisions of the 5. Independent Contractor
Workers' Compensation Law.
The Contractor is not, and shall never be, considered an
iv.) Professional Liability insurance in an employee of the County for any purpose. Notwithstanding
amount not less than Two Million anything contained in. this Contract, the Contract shall not
Dollars ($2,000,000.00) on either a be construed as creating a principal-agent relationship
per-occurrence or claims-made between the County and the Contractor or the Contractor
coverage basis. and the County, as the case may be.
b. The County may mandate an increase in the 6. Severability
liability limits set forth in the immediately
preceding paragraphs (4)(a)(i), (ii), and (iv). It is expressly agreed that if any tens or provision of this
Contract, or the application thereof to any person or
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circumstance, shall be held invalid or unenforceable to any b. The Contractor shall not utilize criteria or
extent, the remainder of the Contract, or the application of methods of administration which have the effect
such term or provision to persons or circumstances other of subjecting individuals to discrimination
than those as to which it is held invalid or unenforceable, because of their race, creed, color, national
shall not be affected thereby, and every other term and origin, sex, age, disability, sexual orientation,
provision of the Contract shall be valid and shall be military status, or marital status, or have the
enforced to the fullest extent permitted by law. effect of substantially impairing the Contract with
respect to individuals of a particular race, creed,
7. Merger; No Oral Changes color, national origin, sex, age, disability, sexual
orientation, military status, or marital status, in
It is expressly agreed that the Contract represents the entire determining:
agreement of the parties and that all previous i.) the Services to be provided; or
understandings are herein merged in the Contract. No
modification of the Contract shall be valid unless in written ii.) the class of individuals to whom, or the
form and executed by both parties. situations in which, the Services will be
provided; or
8. Set-Off Rights Iii.) the class of individuals to be afforded
The County shall have all of its common law, equitable, an opportunity to receive the Services.
and statutory rights of set-off. These rights shall include, 10. Nonsectarian/Nonpartisan Declaration
but not be limited to, the County's option to withhold from
a Fund Source an amount no greater than any sum due and The Services performed under the Contract are secular and
owing to the County for any reason. The County shall
nonpartisan
exercise its set-off rights subject to approval by the County in nature. No funds received pursuant to the
Attorney. In cases of set-off pursuant to a Comptroller's Contract shall be used for sectarian purposes or to further the
audit, the County shall only exercise such right after the advancement of any religion, candidate or partisan effort.
finalization thereof, and only after consultation with the The Services will be available to all eligible individuals
regardless of religious belief or political affiliation.
County Attorney.
9. Non-Discrimination in Services 11. Governing Law
a. The Contractor shall not, on the grounds of race, The Contract shall be governed by, and construed in
creed, color, national origin, sex, age, disability, accordance with, the laws of the State of New York,
sexual orientation, military status, or marital without regard to conflict of laws. Venue shall be
status designated in the Supreme Court, Suffolk County, the
United States District Court for the Eastern District of New
1.) deny any individual the Services York, or, if appropriate, a court of inferior jurisdiction in
provided pursuant to the Contract; or Suffolk County.
ii.) provide the Services to an individual
that is different, or provided in a 12. No Waiver
different manner, from those provided
to others pursuant to the Contract; or It shall not be construed that any failure or forbearance of
Ill.) subject an individual to segregation or the County to enforce any provision of the Contract in any
particular instance or instances is a waiver of that
separate treatment in any matter related provision. Such provision shall otherwise remain in full
to the individual's receipt of the force and effect, notwithstanding any such failure or
Services provided pursuant to the forbearance.
Contract; or
Iv.) restrict an individual in any way from 13. Conflicts of Interest
any advantage or privilege enjoyed by
others receiving the Services provided The Contractor shall not, during the Term, pursue a course
pursuant to the Contract; or of conduct which would cause a reasonable person to
v.) treat an individual differently from believe that he or she is likely to be engaged in acts that
not create a substantial conflict between its obligations under
others in determining whether from
the individual satisfies any eligibility or the Contract and its private interests. The Contractor is
conditions which charged with the duty to disclose to the County the
other requirements satisfies
individuals must meet in order to existence of any such adverse interests, whether existing or
receive the Services provided pursuant potential. This duty shall continue as long as the Term.
re Contract. The determination as to whether or when a conflict may
the
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potentially exist shall ultimately be made by the County partnership interests (other than the
Attorney after full disclosure is obtained. purchase of partnership interests by
existing partners, by the partnership
14. Cooperation on Claims itself or the immediate family members
by reason of gift, sale or devise), or the
The Contractor and the County shall render diligently to dissolution of the partnership without
each other, without compensation, any and all cooperation immediate reconstitution thereof, and
that may be required to defend the other party, its
employees and designated representatives, against any ii.) if the Contractor is a closely held
claim, demand or action that may be brought against the corporation (i.e. whose stock is not
other party, its employees or designated representatives publicly held and not traded through an
arising out of, or in connection with, the Contract exchange or over the counter):
15. Confidentiality 1. the dissolution, merger,
consolidation or other
Any document of the County, or any document created by reorganization of the Contractor;
and
the Contractor and used in rendering the Services, shall
remain the property of the County and shall be kept 2. the sale or other transfer of twenty
confidential in accordance with applicable laws, rules, and percent (20%) or more of the
regulations. shares of the Contractor (other
than to existing shareholders, the
16. Assignment and Subcontracting corporation itself or the immediate
family members of shareholders
a. The Contractor shall not delegate its duties under by reason of gift, sale or devise).
the Contract, or assign, transfer, convey,
subcontract, sublet, or otherwise dispose of the b. If the Contractor is a not-for-profit corporation, a
Contract, or any of its right, title or interest change of twenty percent (20%) or more of its
therein, or its power to execute the Contract, or shares or members shall be deemed a Permitted
assign all or any portion of the monies that may Transfer.
be due or become due hereunder, (collectively
referred to in this paragraph 16 as "Assignment"), C. The Contractor shall notify the County in writing,
to any other person, entity or thing without the which notice (the "Transfer Notice") shall
prior written consent of the County, and any include:
attempt to do any of the foregoing without such
consent shall be void ab initio. I.) the proposed effective date of the
Permitted Transfer, which shall not be
b. Such Assignment shall be subject to all of the less than thirty (30) days nor more than
provisions of the Contract and to any other one hundred eighty (180) days after the
condition the County requires. No approval of date of delivery of the Transfer Notice;
any Assignment shall be construed as enlarging
any obligation of the County under the terms and ii.) a summary of the material terms of the
provisions of the Contract. No Assignment of the proposed Permitted Transfer;
Contract or assumption by any person of any duty
of the Contractor under the Contract shall III.) the name and address of the proposed
provide for, or otherwise be construed as, transferee;
releasing the Contractor from any term or
provision of the Contract. Iv.) such information reasonably required
17. Changes to Contractor by the County, which will enable the
County to determine the financial
responsibility, The Contractor may, from time to time, only with character, and reputation
of the proposed transferee, nature of the
the County's written consent, enter into a proposed assignee/transferee's business
Permitted Transfer. For purposes of the and experience;
Contract, a Permitted Transfer means:
V.) all executed forms required pursuant to
i.) if the Contractor is a partnership, the Article IV of the Contract, that are
withdrawal or change, whether required to be submitted by the
voluntary, involuntary or by operation Contractor; and
of law, of the partners, or transfer of
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vi.) such other information as the County
may reasonably require. 21. Copyrights and Patents
d. The County agrees that any request for its a. Copyrights
consent to a Permitted Transfer shall be granted,
provided that the transfer does not violate any If the work of the Contractor should result in the
provision of the Contract, and the transferee has production of original books, manuals, films, or
not been convicted of a criminal offense as other materials for which a copyright may be
described under Article II of Chapter 189 of the granted, the Contractor may secure copyright
Suffolk County Code. The County shall grant or protection. However, the County reserves to
deny its consent to any request of a Permitted itself, and the Contractor hereby gives to the
Transfer within twenty (20) days after delivery to County, and to any other person designated by
the County of the Transfer Notice, in accordance the County, a royalty-free, nonexclusive license
with the provisions of Paragraph 25 of Article to produce, reproduce, publish, translate, or
III of the Contract. If the County shall not give otherwise use any such materials.
written notice to the Contractor denying its
consent to such Permitted Transfer (and setting b. Patents
forth the basis for such denial in reasonable
detail) within such twenty (20)-day period, then If the Contractor makes any discovery or
the County shall be deemed to have granted its invention during the Term, as a result of work
consent to such Permitted Transfer. performed under the Contract, the Contractor
may apply for and secure for itself patent
e. Notwithstanding the County's consent, protection. However, the County reserves to
i.) the terms and conditions of the itself, and the Contractor hereby gives to the
Contract shall in no way be deemed to County, and to any other person designated by
have been waived or modified; and the County, a royalty-free, nonexclusive license
to produce or otherwise use any item so
ii.) such consent shall not be deemed discovered or patented.
consent to any further transfers.
22. Arrears to County
18. No Intended Third Party Beneficiaries
Contractor warrants that, except as may otherwise be
The Contract is entered into solely for the benefit of the authorized by agreement, it is not in arrears to the County
County and the Contractor. No third parry shall be deemed upon any debt, contract, or any other lawful obligation, and
a beneficiary of the Contract and no third party shall have is not in default to the County as surety.
the right to make any claim or assert any right under the
Contract.
23. Lawful Hiring of Employees Law in Connection
with Contracts for Construction or Future
19. Certification as to Relationships Construction
The Contractor certifies under penalties of perjury that, In the event that the Contract is subject to the Lawful
other than through the funds provided in the Contract and Hiring of Employees Law of the County of Suffolk, Suffolk
other valid agreements with the County, there is no known County Code Article II of Chapter 353, as more fully set
spouse, life partner, business, commercial, economic, or forth in the Article entitled "Suffolk County Legislative
financial relationship with the County or its elected Requirements," the Contractor shall maintain the
officials. The Contractor also certifies that there is no documentation mandated to be kept by this law on the
relationship within the third degree of consanguinity, construction site at all times. Employee sign-in sheets and
between the Contractor, any of its partners, members, register/log books shall be kept on the construction site at
directors, or shareholders owning five (501e) percent or all times and all covered employees, as defined in the law,
more of the Contractor, and the County. shall be required to sign such sign-in sheets/register/log
books to indicate their presence on the construction site
20. Publications during such working hours.
Any book, article, report, or other publication related to the 24, Record Retention
Services provided pursuant to this Contract shall contain
the following statement in clear and legible print: The Contractor shall retain all accounts, books, records,
"This publication is fully or partially funded and other documents relevant to the Contract for seven
by the County of Suffolk." (7) years after final payment is made by the County.
Federal, State, and/or County auditors and any persons
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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 Without limiting the generality of the
foregoing, records directly related to contract
expenditures shall be kept for a period of ten (10) years
because the statute of limitations for the New York
False Claims Act (New York False Claims Act § 192)
is ten (10) years.
25. Notice
Unless otherwise expressly provided, 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 written notice to the addressor. All
notices received by the Contractor relating to a legal claim
shall be immediately sent to the Department and also to the
County Attorney at H. Lee Dennison Building, 100
Veterans Memorial Highway, P.O. Box 6100, (Sixth
Floor), Hauppauge, New York, 11788-0099.
End of Text for Article III
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Article IV 3. Use of County Resources to Interfere with Collective
Suffolk County Legislative Requirements Bargaining Activities
It shall be the duty of the Contractor to read, become
1. Contractor's/Veador's Public Disclosure Statement familiar with, and comply with the requirements of Article I
of Chapter 803 of the Suffolk County Code.
It shall be the duty of the Contractor to read, become
familiar with, and comply with the requirements of section County Contractors (as defined by section 803-2) shall
A5-7 of Article V of the Suffolk County Code. comply with all requirements of Chapter 803 of the Suffolk
County Code, including the following prohibitions:
Unless certified by an officer of the Contractor as being
exempt from the requirements of section A5-7 of Article V a. The Contractor shall not use County funds to
of the Suffolk County Code, the Contractor represents and assist, promote, or deter union organizing.
warrants that it has filed with the Comptroller the verified
public disclosure statement required by Suffolk County b. No County funds shall be used to reimburse the
Administrative Code Article V, section A5-7 and shall file Contractor for any costs incurred to assist,
an update of such statement with the Comptroller on or promote, or deter union organizing,
before the 31 st day of January in each year of the
Contract's duration. The Contractor acknowledges that c. No employer shall use County property to hold a
such filing is a material, contractual and statutory duty and meeting with employees or supervisors if the
that the failure to file such statement shall constitute a purpose of such meeting is to assist, promote, or
material breach of the Contract, for which the County shall deter union organizing.
be entitled, upon a determination that such breach has
occurred, to damages, in addition to all other legal If the Services are performed on County property, the
remedies, of fifteen percent (15%) of the amount of the Contractor must adopt a reasonable access agreement, a
Contract. neutrality agreement, fair communication agreement, non-
intimidation agreement, and a majority authorization card
Required Form: agreement.
Suffolk County Form SCEX 22; entitled
"Contractor's/Vendor's Public Disclosure Statement" If the Services are for the provision of human services and
are not to be performed on County property, the Contractor
2. Living Wage Law must adopt, at the least, a neutrality agreement.
It shall be the duty of the Contractor to read, become Under the provisions of Chapter 803, the County shall have
familiar with, and comply with the requirements of Chapter the authority, under appropriate circumstances, to terminate
575, of the Suffolk County Code. the Contract and to seek other remedies as set forth therein,
for violations of this Law.
This Contract is subject to the Living Wage Law of the Required Form:
County of Suffolk. The law requires that, unless specific Suffolk County Labor Law Form DOL-1,01; entitled
exemptions apply, all employers (as defined) under service "Suffolk County Department of Labor - Labor Mediation
contracts and recipients of County financial assistance, (as Unit Union Organizing Certification/Declaration - Subject
defined) shall provide payment of a minimum wage to to Audit."
employees as set forth in the Living Wage Law. Such rate
shall be adjusted annually pursuant to the terms of the q, Lawful Hiring of Employees Law
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, It shall be the duty of the Contractor to read, become
to terminate the Contract and to seek other remedies as set familiar with, and comply with the requirements of Article
forth therein, for violations of this Law. II of Chapter 353 of the Suffolk County Code.
Required Forms: This Contract is subject to the Lawful Hiring of Employees
Law of the County of Suffolk. It provides that all covered
Suffolk County Living Wage Form LW-1; entitled "Suffolk employers, (as defined), and the owners thereof; as the case
County Department of Labor - Living Wage Unit Notice of may be, that are recipients of compensation from the
Application for County Compensation (Contract)." County through any grant, loan, subsidy, funding,
appropriation, payment, tax incentive, contract,
Suffolk County Living Wage Form LW-38; entitled subcontract, license agreement, lease or other financial
"Suffolk County Department of Labor- Living Wage Unit compensation agreement issued by the County or an
Living Wage Certification/Declaration - Subject To awarding agency, where such compensation is one hundred
Audit." percent (100%) funded by the County, shall submit a
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completed sworn affidavit (under penalty of perjury), the
form of which is attached, certifying that they have Suffolk County Lawful Hiring of Employees Law Form
complied, in good faith, with the requirements of Title 8 of LHE-1; entitled "Suffolk County Department of Labor -
the United States Code Section 1324a with respect to the Notice Of Application To Certify Compliance With Federal
hiring of covered employees (as defined) and with respect Law (8 U.S.C. Section 1324a) With Respect To Lawful
to the alien and nationality status of the owners thereof. Hiring of Employees."
The affidavit shall be executed by an authorized
representative of the covered employer or owner, as the Suffolk County Lawful Hiring of Employees Law Form
case may be; shall be part of any executed contract, LHE-2; entitled "Affidavit Of Compliance With The
subcontract, license agreement, lease or other financial Requirements Of 8 U.S.C. Section 1324a With Respect To
compensation agreement with the County; and shall be Lawful Hiring Of Employees"
made available to the public upon request.
5. Gratuities
All contractors and subcontractors (as defined) of covered
employers, and the owners thereof, as the case may be, that It shall be the duty of the Contractor to read, become
are assigned to perform work in connection with a County familiar with, and comply with the requirements of Chapter
contract, subcontract, license agreement, lease or other 664 of the Suffolk County Code.
financial compensation agreement issued by the County or
awarding agency, where such compensation is one hundred The Contractor represents and warrants that it has not
percent (100%) funded by the County, shall submit to the offered or given any gratuity to any official, employee or
covered employer a completed sworn affidavit (under agent of the County or the State or of any political party,
penalty of perjury), the form of which is attached, with the purpose or intent of securing an agreement or
certifying that they have complied, in good faith, with the securing favorable treatment with respect to the awarding
requirements of Title 8 of the United States Code Section or amending of an agreement or the making of any
1324a with respect to the hiring of covered employees and determinations with respect to the performance of an
with respect to the alien and nationality status of the agreement.
owners thereof, as the case may be. The affidavit shall be
executed by an authorized representative of the contractor, 6. Prohibition Against Contracting with Corporations
subcontractor, or owner, as the case may be; shall be part of that Reincorporate Overseas
any executed contract, subcontract, license agreement, lease
or other financial compensation agreement between the It shall be the duty of the Contractor to read, become
covered employer and the County; and shall be made familiar with, and comply with the requirements of sections
available to the public upon request. A4-13 and A4-14 of Article IV of the Suffolk County
Code.
An updated affidavit shall be submitted by each such
employer, owner, contractor and subcontractor no later The Contractor represents that it is in compliance with
than January I of each year for the duration of any contract sections A4-13 and A4-14 of Article IV of the Suffolk
and upon the renewal or amendment of the Contract, and County Code. Such law provides that no contract for
whenever a new contractor or subcontractor is hired under consulting services or goods and services shall be awarded
the terms of the Contract. by the County to a business previously incorporated within
The Contractor acknowledges that such filings are a the U.S.A. that has reincorporated outside the U.S.A.
material, contractual and statutory duty and that the failure Child Sexual Abuse Reporting Policy
to file any such statement shall constitute a material breach
of the Contract. It shall be the duty of the Contractor to read, become
Under the provisions of the Lawful Hiring of Employees familiar with, and comply with the requirements of Article
Law, the County shall have the authority to terminate the 11 of Chapter 880 of the Suffolk County Code.
Contract for violations of this Law and to seek other
remedies available under the law. The Contractor shall comply with Article II of Chapter 880,
of the Suffolk County Code, entitled "Child Sexual Abuse
The documentation mandated to be kept by this law shall at Reporting Policy," as now in effect or amended hereafter or
all times be kept on site. Employee sign-in sheets and of any other Suffolk County Local Law that may become
register/log books shall be kept on site at all times during applicable during the term of the Contract with regard to
working hours and all covered employees, as defined in the child sexual abuse reporting policy.
law, shall be required to sign such sign-in
sheets/register/log books to indicate their presence on the S. Non Responsible Bidder
site during such working hours. '
It shall be the duty of the Contractor to read, become
Required Forms: familiar with, and comply with the requirements of Article
II of Chapter 189 of the Suffolk County Code.
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It shall be the duty of the Contractor to read, become familiar
Upon signing the Contract, the Contractor certifies that it with, and comply with the requirements of Suffolk County
has not been convicted of a criminal offense within the last Local Law No. 20-2013, a Local Law to Safeguard the
ten (10) years. The term "conviction" shall mean a finding Personal Information of Minors in Suffolk County.
of guilty after a trial or a plea of guilty to an offense All contract agencies that provide services to minors are
covered under section 189-5 of the Suffolk County Code required to protect the privacy of the minors and are strictly
under "NonresponsibleBidden" prohibited from selling or otherwise providing to any third
9. Use of Funds in Prosecution of Civil Actions party, in any manner whatsoever, the personal or identifying
information of any minor participating in their programs.
Prohibited
It shall be the duty of the Contractor to read, become 13. Suffolk County Local Laws Website Address
familiar with, and comply with the requirements of Article
III of Chapter 893 of the Suffolk County Code. Suffolk County Local Laws, Rules and Regulations
can be accessed on the homepage of the Suffolk
The Contractor shall not use any of the moneys, in part or County Legislature.
in whole, and either directly or indirectly, received under
the Contract in connection with the prosecution of any civil End of Text for Article IV
action against the 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.
it. 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 the
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 exercise such other remedies as may be
appropriate in the circumstances.
12. Safeguarding Personal Information of Minors
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Article V form(s) required by County or the Suffolk
General Fiscal Terms and Conditions County Department of Audit and Control, shall
be furnished to the County pursuant to, and as
I. General Payment Terms limited by, the Regulations for Accounting
Procedures for Contract Agencies of the Suffolk
a. Presentation of Suffolk County Payment County Department of Audit and Control. In
Voucher addition to any other remedies that the County
may have, failure to supply the required
In order for payment to be made by the County to documentation will disqualify the Contractor
the Contractor for the Services, the Contractor from any further County contracts.
shall prepare and present a Suffolk County
Payment Voucher, which shall be documented by c. Payment by County
sufficient, competent and evidential matter. Each
Suffolk County Payment Voucher submitted for Payment by the County shall be made within
payment is subject to Audit at any time during thirty (30) days after approval of the Suffolk
the Term or any extension thereof. This County Payment Voucher by the Comptroller.
provision shall survive expiration or termination
of this Contract for a period of not less than d. Budget Modification
seven (7) years, and access to records shall be as
set forth in paragraph 24 of Article III, and i.) The parties shall use the Contract
paragraph 4(b) of Article V. Budget Modification Request form
("Budget Modification") for revisions
b. Voucher Documentation to the Budget and Services not
involving an increase to the total cost
The Suffolk County Payment Voucher shall list of the Contract. The Contractor shall
all information regarding the Services and other submit to the County the Budget
items for which expenditures have been or will be Modification proposed revisions for
made in accordance with the Contract. Either either Budget or the Services. Such
upon execution of the Contract (for the Services request must be made in advance of
already rendered and expenditures already made), incurring any expenditure for which the
or not more than thirty (30) days after the revision is needed.
expenditures were made, and in no event after the
3I" day of January following the end of each year When the County and the Contractor
of the Contract, the Contractor shall furnish the agree as to such revisions, the
County with detailed documentation in support Contractor shall execute the Budget
of the payment for the Services or expenditures Modification form. The Contractor
under the Contract e.g. dates of the Service, shall return it to the County for
worksite locations, activities, hours worked, pay execution.
rates and all program Budget categories. The Upon complete execution of the Budget
Suffolk County Payment Voucher shall include Modification form, the County shall
time records, certified by the Contractor as true return a copy to the Contractor. The
and accurate, of all personnel for whom revision shall not be effective until the
expenditures are claimed during the period. Budget Modification is completely
Time and attendance records of a project director, executed.
if any, shall be certified by the Chairperson,
President or other designated member of the iv.) The Budget Modification form may be
Board of Directors of the Contractor. All Suffolk submitted only twice per calendar year
County Payment Vouchers must bear a signature and may only be submitted prior to
as that term is defined pursuant to New York November 151°' of that year.
State General Construction Law §46 by duly
authorized persons, and certification of such e. Budget and/or Services Revisions
authorization with certified specimen signatures
thereon must be filed with the County by a i.) The parties shall use the Contract
Contractor official empowered to sign the Budget/Services Revision. Approval
Contract. Disbursements made by the Contractor Form
in accordance with the Contract and submitted (Budget /Services Revisions) for
revisions to the Budget and Services
for reimbursement must be documented and must involving any change to the total cost
comply with accounting procedures as set forth of the Contract due to a resolution of
by the Suffolk County Department of Audit and the Legislature, changes to the
Control. Documentation, including any other County's adopted annual budget, or for
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any other reason necessitating revisions Budget Deficiency Plan. In the event that a
to the Budget or Services. Budget Deficiency Plan is imposed, the County
shall promptly notify the Contractor in writing of
if.) When the County and the Contractor the terms and conditions thereof, which shall be
agree as to such revisions, the deemed incorporated in and made a part of the
Contractor shall execute the
Contract, and the Contractor shall implement
Budget/Services Revisions form. The
those
Contractor shall return it to the County. terms and conditions in no less than
fourteen (14) days.
iii.) Upon complete execution of the form 3. Personnel Salaries, Pension and Employee Benefit
by the parties, the County shall return a Plans, Rules and Procedures
copy to the Contractor. The revision
shall not be effective until the Budget a. Upon request, the Contractor shall submit to the
/Services Revisions is completely County a current copy, certified by the
executed. Contractor as true and accurate, of its
E Taxes 1.) salary scale for all positions listed in
The charges payable to the Contractor under the the Budget;
Contract are exclusive of federal, state, and local if.) personnel rules and procedures;
taxes, the County being a municipality exempt
from payment of such taxes. iii.) pension plan and any other employee
benefit plans or arrangements.
g. Final Voucher
b. The Contractor shall not be entitled to
The acceptance by the Contractor of payment of reimbursement for costs under any pension or
all billings made on the final approved Suffolk benefit plan the Comptroller deems commercially
County Payment Voucher shall operate as and unreasonable.
shall be a release of the County from all claims
by the Contractor through the date of the c. Notwithstanding anything in this paragraph 3 of
Voucher. this Article V, the County shall not be limited in
requesting such additional financial information
2. Subject to Appropriation of Funds it deems reasonable.
A. The Contract is subject to the amount of funds 4. Accounting Procedures
appropriated each fiscal year and any subsequent
modifications thereof by the County Legislature A. The Contractor shall maintain accounts, books,
and no liability shall be incurred by the County records, documents, other evidence, and _
beyond the amount of funds appropriated each accounting procedures and practices which
fiscal year by the County Legislature for the sufficiently and properly reflect all direct and
Services. indirect costs of any nature expended in the
performance of the Contract, in accordance with
b. If the County fails to receive Federal or State generally accepted accounting principles and
funds originally intended to pay for the Services, with rules, regulations and financial directives, as
or to reimburse the County, in whole or in part, may be promulgated by the Suffolk County
for payments made for the Services, the County Department of Audit and Control and the
shall have the sole and exclusive right to: Department. The Contractor shall permit
inspection and audit of such accounts, books,
t.) determine how to pay for the Services; records, documents and other evidence by the
Department and the Suffolk County Comptroller,
if.) determine future payments to the or their representatives, as often as, in their
Contractor; and judgment, such inspection is deemed necessary.
Such right of inspection and audit as set forth in
iii.) determine what amounts, if any, are subparagraph b. below shall exist during the
reimbursable to the County by the Term and for a period of seven (7) years after
Contractor and the terms and expiration or termination of the Contract.
conditions under which such
reimbursement shall be paid. b. The Contractor shall retain all accounts, books,
records, and other documents relevant to the
c. The County may, during the Term, impose a Contract for seven (7) years after final payment is
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made by the County. Federal, State, and/or financial condition and operations of the
County auditors and any persons duly authorized Contractor, including a balance sheet and
by the County shall have full access and the right statement of income and expenses, attested by the
to examine any of said materials during said Auditor as fairly and accurately reflecting the
period. Such access is granted notwithstanding accounting records of the Contractor in
any exemption from disclosure that may be accordance with generally accepted accounting
claimed for those records which are subject to principles. The Contractor may solicit requests
nondisclosure agreements, trade secrets and for proposals from a number of qualified
commercial information or financial information accounting firms and review carefully the costs
that is privileged or confidential. of, and qualifications for, this type of work before
c. The Contractor shall utilize the accrual basis of selecting the Auditor.
accounting and will submit all financial reports b. The Auditor should be required to meet the
and claims based on this method of accounting following minimum requirements:
during the Tern.
• i.) a current license issued by
the Audit of Financial Statements e New York State
Education Department
A. All payments made under the Contract are ii.) sufficient auditing experience
subject to audit by the Comptroller pursuant to in the not-for-profit
Article V of the Suffolk County Charter. The governmental or profit-
Contractor further agrees that the Comptroller making areas, as applicable;
and the Department shall have access to and the and
right to examine, audit excerpt copy or
iii.) a satisfactory peer review
transcribe any pertinent transactions or other issued within not more than
records relating to services under the Contract. If three (3) years prior to the
such an audit discloses overpayments by the
County to the Contractor, within thirty (30) days date when the Auditor was
selected to conduct the audit.
after the issuance of an official audit report by the
Comptroller or his duly designated c. The audit must be conducted in accordance with
representatives, the Contractor shall repay the generally accepted governmental auditing
amount of such overpayment by check to the standards. Financial statements must clearly
order of the Suffolk County Treasurer or shall differentiate between County-funded programs
submit a proposed plan of repayment to the and other programs that the Contractor may be
Comptroller. If there is no response, or if operating. The use of subsidiary schedules
satisfactory repayments are not made, the County should be encouraged for this purpose. The
may recoup overpayments from any amounts due Auditor must also prepare a Management Letter
or becoming due to the Contractor from the based on the audit.
County under the Contract or otherwise.
d. In the event the Contractor is a not-for-profit
b. The provisions of this paragraph shall survive the organization or unit of local government and
expiration or termination of the Contract for a expends five hundred thousand ($500,000.00)
period of seven (7) years, and access to records dollars or more of Federal monies, whether as a
shall be as set forth in paragraph 24 of Article III, recipient expending awards received directly
and paragraph 4(b) of Article V. from Federal awarding agencies, or as a
subrecipient expending Federal awards received
6. Financial Statements and Audit Requirements from a pass-through entity, such as New York
State or Suffolk County, during any fiscal year
a. Notwithstanding any other reporting or within which it receives funding under the
bertification requirements of Federal, State, or Contract the audit must be conducted, and the
local authorities, the Contractor shall obtain the audit report ("Single Audit Report") must be, in
services of an independent licensed public accordance with OMB Circular No. A-133
accountant or certified public accountant (the (revised June 27, 2003). Single Audit Reports
"Auditor") to audit its financial statements for must also be submitted to the designated
each Contractor's "fiscal year" in which the clearinghouse, cognizant agency and/or pass-
Contractor has received, or will receive, three through entity, to the extent required by the OMB
hundred thousand ($300,000.00) dollars or more Circular referred to above.
from the County, whether under the Contract or C. The Contractor must submit to the County a
other agreements with the County, and shall
submit a report to the County on the overall statement in writing, certified by its chief
financial officer, which states the amount of
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Federal funding expended by the Contractor i.) The Contractor shall follow the general
during such fiscal year. The Contractor must practices that are designed to obtain
mail or deliver the certified statement to the furniture, fixtures, equipment,
Department and to the Executive Director of materials, or supplies at the most
Auditing Services, Suffolk County Department of reasonable price or cost possible.
Audit and Control, H. Lee Dennison Building,
100 Veterans Memorial Highway, P. O. Box if.) The County reserves the right to
6100, Hauppauge, New York 11788-0099, as purchase or obtain furniture, fixtures,
soon as possible after the end of the Contractor's equipment, materials, or supplies for
fiscal year. The statement must include all the Contractor in accordance with the
Federal funding received directly from the programmatic needs of the Contract. If
Federal government and all Federal funds passed the County exercises this right, the
through from the County and other pass-through amount budgeted for the items so
entities. purchased or obtained by the County
for the Contractor shall not be available
L Copies of all financial statements, Management to the Contractor for any purpose
Letters, Single Audit Reports and other audit whatsoever. Title to any such items
reports must be transmitted to the County and to purchased or otherwise obtained by the
the Executive Director of Auditing Services at County for the programs encompassed
the address set forth above. The reports must be by the Contract and entrusted to the
submitted within thirty (30) days after completion Contractor, shall remain in the County.
of the audit, but in no event later than nine (9) -
months after the end of the Contractor's fiscal if[.) The County shall retain a proprietary
year, to which the audit relates. interest in all furniture, removable
g. These requirements do not preclude the County, fixtures, equipment, materials, and
the Comptroller, or their authorized supplies purchased or obtained by the
representatives, or Federal or State auditors from Contractor and paid for or reimbursed
auditing all records of the Contractor. Therefore, to the Contractor pursuant to the terms
the records of the Contractor must be made of the Contract or any prior agreement
available to authorized representatives of Federal, between the parties.
State and County government for that purpose.
iv.) The Contractor shall attach labels
h. The provisions of this paragraph shall survive the indicating the County's proprietary
expiration or termination of the Contract. interest or title in all such property.
7. Furniture, Fixtures, Equipment, Materials, Supplies C. County's Right to Take Title and Possession
a. Purchases, Rentals or Leases Requiring Prior Upon the termination or expiration of the
Approval Contract or any renewal thereof, the
discontinuance of the business of the Contractor,
Prior to placing any order to purchase, rent or lease the failure of the Contractor to comply with the
any furniture, fixtures, or equipment valued in terms of the Contract, the bankruptcy of the
excess of one thousand dollars (S 1,000.00) per unit Contractor, an assignment for the benefit of its
for which the Contractor will seek reimbursement creditors, or the failure of the Contractor to
from the County, the Contractor shall submit to the satisfy any judgment against it within thirty (30)
County a written request for approval to make such days of filing of the judgment, the County shall
a proposed purchase, rental or lease, with a list have the right to take title to and possession of all
showing the quantity and description of each item, furniture, removable fixtures, equipment,
its intended location and use, estimated unit price materials, and supplies and the same shall
or cost, and estimated total cost of the proposed thereupon become the property of the County
order. Written approval of the County shall be without any claim for reimbursement on the part
required before the Contractor may proceed with of the Contractor.
such proposed purchase, rental or lease of
furniture, fixtures or equipment. All items it. Inventory Records, Controls and Reports
purchased must be new or like new unless
specifically described otherwise in the Budget. The Contractor shall maintain proper and
accurate inventory records and controls for all
b. Purchase Practices/Proprietary Interest of such furniture, removable fixtures and equipment
County acquired pursuant to the Contract and all prior
agreements between the parties, if any. Three (3)
29 of 34 pages
ARTICLE V
Law No. 14 -AG IFMS No. 0000000
Rev. 12/3/13 001-6806-4980-95285
Line Item/Omnibus Grant - AAA Transportation
months before the expiration date of the Contract, accordance with the rules and regulations of the
the Contractor shall make a physical count of all County and the State of New York.
items of furniture, removable fixtures and
equipment in its custody, checking each item S. Lease or Rental Agreements
against the aforesaid inventory records. A report
setting forth the results of such physical count If lease payments or rental costs are included in the Budget
shall be prepared by the Contractor on a form or as an item of expense reimbursable by the County, the
forms designated by the County, certified and Contractor shall promptly submit to the County, upon
sighed by an authorized official of the request, any lease or rental agreement. If during the Tenn,
Contractor, and one (1) copy thereof shall be the Contractor shall enter into a lease or rental agreement,
delivered to the County within five (5) days after or shall renew a lease or rental agreement, the Contractor
the date set for the aforesaid physical count. shall, prior to the execution thereof, submit such lease or
Within five (5) days after the termination or rental agreement, to the County for approval.
expiration date of the Contract, the Contractor
shall submit to the County six (6) copies of the 9. Statement of Other Contracts
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 Prior to the execution of the Contract, the Contractor shall
items of furniture, removable fixtures and submit a Statement of Other Contracts to the County,
equipment on the aforesaid expiration date, and which shall be attached as an exhibit to the Contract. If the
revised, if necessary, to include any inventory Contract is amended during the Tern, or if the County
changes during the last three (3) months of the exercises its option right, the Contractor shall attach a then
Term. current Statement of Other Contracts.
e. Protection of Property in Contractor's 10. Miscellaneous Fiscal Terms and Conditions
Custody
a. Limit of County's Obligations
The Contractor shall maintain vigilance and take
all reasonable precautions to protect the furniture, The maximum amount to be paid by the County
fixtures, equipment, material or supplies in its is set forth on the first page of the Contract.
custody against damage or loss by fire, burglary,
theft, disappearance, vandalism, or misuse. In the b. Duplicate Payment from Other Sources
event of burglary, theft, vandalism, or
disappearance of any item of furniture, fixtures, Payment by the County for the Services shall not
equipment, material or supplies, the Contractor duplicate payment received by the Contractor
shall immediately notify the police and make a from any other source.
record thereof, including a record of the results of
any investigation which may be made thereon. In C. Funding Identification
the event of loss of or damage to any item of
furniture, fixtures, equipment, materials, or The Contractor shall promptly submit to the
supplies from any cause, the Contractor shall County upon request, a schedule for all programs
immediately send the County a detailed written funded by the County, itemizing for each such
report thereon. program the sums received, their source and the
total program budget.
E Disposition of Property In Contractor's
Custody d. Outside Funding for Non-County Funded
Activities
Upon termination of the County's funding of any
of the Services covered by the Contract, or at any Notwithstanding the foregoing provisions of the _
other time that the County may direct, the Contract, it is the intent of the County that the
Contractor shall make access available and render terms and conditions of the Contract shall not
all necessary assistance for physical removal by limit the Contractor from applying for and
the County or its designee of any or all furniture, accepting outside grant awards or from providing
removable fixtures, equipment, materials or additional educational activities/services which
supplies in the Contractor's custody in which the may result in the Contractor incurring additional
County has a proprietary interest, in the same costs, as long as the following conditions are met:
condition as such property was received by the
Contractor, reasonable wear and tear excepted. I.) The County is not the Fund Source for
Any disposition, settlements or adjustments the additional services;
connected with such property shall be in
30 of 34 pages
ARTICLE V
Law No. 14 -AG IFMS No. 0000000
Rev. 12/3/13 001-6806-4980-95285
Line Item/Omnibus Grant - AAA Transportation
ii.) Sufficient funding is available for or funding the Contract and fails to approve aid in
can be generated by the Contractor to reimbursement to the County for payments made
cover the cost incurred by the hereunder by the County to the Contractor for
Contractor to provide these additional expenditures made during the Term because of
services; and any act, omission or negligence on the part of the
Contractor, then the
Ill.) If sufficient funding is not available or County may deduct and
cannot be generated, is the n County shall 'withhold from any payment due to the Contractor
not be held liable for any o the an amount equal to the reimbursement denied by
additional costs incurred by the the state or federal government agency, and the
Contractor in famishing such County's obligation to the Contractor shall be
reduced by any such amounts. In such an event,
additional services. if there should be a balance due to the County
iv.) Prior to scheduling any such additional after it has made a final payment to the
services on County-owned property, Contractor under the Contract, on demand by the
the Contractor shall obtain written County, the Contractor shall reimburse the
County approval. The Contractor shall, County for the amount of the balance due the
to the County's satisfaction, submit any County, payable to the Suffolk County Treasurer.
documentation requested by the The provisions of this subparagraph shall survive
Department reflecting the change, and the expiration or termination of the Contract.
identify the additional services to be
provided and the source of funding that h. Budget
shall be utilized to cover the
expenditures incurred by the Contractor The Contractor expressly represents and agrees
in undertaking the additional services. that the Budget lists all revenue, expenditures,
personnel, personnel costs and/or all other
e. Potential Revenue relevant costs necessary to provide the Services.
The Contractor shall actively seek and take I. Payment of Claims
reasonable steps to secure all potential funding
from grants and contracts with other agencies for Upon receipt of a Suffolk County Payment
programs funded by the County. Voucher, the County, at its discretion, may pay
the Contractor during the Term, in advance, an
f. Payments Contingent upon State/Federal amount not to exceed one sixth (1/6) of the
Funding maximum amount to be paid by the County set
forth on the first page of the Contract.
Payments under the Contract may be subject to
and contingent upon continued funding by State j• Payments Limited to Actual Net Expenditures
and/or Federal agencies. In the event payments
are subject to such funding no payment shall be The Contractor agrees that if, for any reason
made until the Contractor submits documentation whatsoever, the Contractor shall spend during the
in the manner and form as shall be required by Term for the purposes set forth in the Contract an
State and/or Federal agency. If late submission amount less than, or receive amounts more than,
of claims precludes the County from claiming provided in the Budget, the total cost of the
State or Federal reimbursement, such late claims Contract shall be reduced to the net amount of
by the Contractor shall not be paid by the County actual Contractor expenditures made for such
subject to subparagraph g. below, if, for any purposes. The total amount to be paid by the
reason, the full amount of such funding is not County shall not exceed the lesser of (i) actual
made available to the County, the Contract may net expenditures or (ii) the total cost of the
be terminated in whole or in part, or the amount Contract on the cover page and in the Budget.
payable to the Contractor may be reduced at the Upon termination or expiration of the Contract, if
discretion of the County, provided that any such the Contractor's total amount of allowable
termination or reduction shall not apply to expenses is less than the total amount of the
allowable costs incurred by the Contractor prior payments made during the Term, the Contractor
to such termination or reduction, and provided shall prepare a check payable to the Suffolk
that money has been appropriated for payment of County Treasurer for the difference between the
such costs. two amounts and submit such payment to the
County, along with the final Suffolk County
g. Denial of Aid Payment Voucher.
If a State or Federal government agency is
M of 34 pages
ARTICLE V
Law No. 14 -AG IFMS No. 0000000
Rev. 1213/13 , 001-6806-4980-95285
Line Item/Omnibus Grant - AAA Transportation
Term of the Contract. The "Comptroller's Rules
k. Travel Costs and Regulations for Consultant's Agreements"
may be viewed online at the County's website.
Reimbursement to the Contractor for travel costs Go to "Government," then "Comptroller," then
shall not exceed amounts allowed to County "Consultant's Agreements."
employees.
1. Attendance at Conferences End of Article V
All conferences that are partially or fully funded
by the County that the Contractor's staff wishes
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. 14-2007.
in. 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.
n. Salary Increases
No salary, wage, or other compensation for the
Services shall be increased over 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 vacant position
as of the date of execution of the Contract or as
may thereafter become vacant, and, in the
exercise of that right. The County may
. promulgate reasonable regulations involving
filling of vacancies which shall be deemed to be
incorporated by reference in, and be made part
of, the Contract, provided, however, that subject
to the availability of funding, approval for the
hiring of replacement clerical shall be a
Contractor determination.
P. No Limitation On Rights
Notwithstanding anything in this Article V to the
contrary, the County shall have available to it all
rights and remedies under the Contract and at law
and equity.
q. Comptroller's Rules and Regulations
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
32 of 34 pages
ARTICLE V
Law No. 14 -AG IFMS No. 0000000
Rev. 12/3/13 001-6806-4980-95285
Line Item/Omnibus Grant - AAA Transportation
APPENDIXI
BUDGET
Town of Southold
AAA Transportation Program
April 1, 2013 -March 31, 2014
PERSONNEL $7.400
Driver 7,400
FRINGE 616
NET REIMBURSEMENT 15
33 of 34 pages
Law No. 14 -AG IFMS No. 0000000
Rev. 12/3/13 001-6806-4980-95285
Line Item/Omnibus Grant - AAA Transportation
Exhibits
Exhibit 1 Public Disclosure not applicable - see cover page
Exhibit 2 Living Wage
Exhibit 3 Union Certification
Exhibit 4 Lawful Hiring
Exhibit 5 Certification Regarding Lobbying
Exhibit 6 Legislative Designated Funding Applications; Budget
Exhibit 7 Budget Modification Request
Exhibit 8 Budget/Services Revisions Approval
Exhibit 9 Standard Operating Procedure A-07 Amendment 1
and Executive Order 14-2007 or any successor order.
Exhibit 10 Statement of Other Contracts
34 of 34 pages
SUtYULK UVUIN IN I)EFARTNIEiNT OF LABUR, L11:ENS11NU
CONSUMER AFFAIRS - LOCAL LAW COMPLIANCE UNIT
NOTICE OF APPLICABILITY
OF LIVING WAGE LAW
Living Wage Law, Suffolk County Code, Chapter 575 (2001)
To Be Completed By The Local Law Compliance Unit
DATE: September 18, 2013
TO: Mary-Valerie Kempinski, S.C Office for the Aging
FROM: Brend senberg, Director
TELEPHONE . 631-853-3808
VENDOR 11-6001939 REF.: AAA Transportation Program
You are hereby notified that the response from Town of Southold has been evaluated by the Local Law
Compliance Unit of the Suffolk County Department of Labor, Licensing & Consumer Affairs.
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 fail 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 575-5 A & B).
LW-13
(Revised 2/13)
Suffolk County, New York
Department of Labor - t
SUFFOLK COUNTY DEPARTMENT OF LABOR-LABOR MEDIATION UNIT
UNION ORGANIZING CERTIFICATION/DECLARATION -SUBJECT TO AUDIT
If the following definition of "County Contractor" (Union Organizing Law Chapter 466-2) applies to the
contractor's/beneficiary's business or transaction with Suffolk County, the contractor/beneficiary must complete Sections I,
III, and IV below. If the following definitions do not apply, the contractor/benetidary must complete Sections II, III and IV
below. Completed forms must be submitted to the awarding agency.
County Contractor: "Any employer that receives more than $50,000 in County funds for supplying goods or services pursuant to a
written contract with the County of Suffolk or any of its agencies; pursuant to a Suffolk County grant; pursuant to a Suffolk County
program; pursuant to a Suffolk County reimbursement for services provided in any calendar year; or pursuant to a subcontract with
any of the above."
Section I
The Union Organizing Law applies to this contract. I/we hereby agree to comply with all the provisions of Suffolk
% County Local Law No. 26-2003, the Suffolk County Union Organizing Law (the law) and, as to the goods and/or
services that are the subject of the contract with the County of Suffolk shall not use County funds to assist, promote,
Check if or deter union organizing (Chapter 466-3 A), nor seek reimbursement from the County for costs incurred to assist,
Applicable promote, or deter union organizing. (Chapter 466-3 B)
Uwe further agree to take all action necessary to ensure that County funds are not used to assist, promote, or deter
union organizing. (Chapter 466-3 I)
I/we further agree that I/we will not use County property to hold meetings to assist, promote, or
deter union organizing. (Chapter 466-3E)
Itwe further agree that if any expenditures or costs incurred to assist, promote, or deter union organizing are made,
Uwe shall maintain records sufficient to show that no County funds were used for those expenditures and, as
applicable, that no reimbursement from County funds has been sought for such costs. I/we agree that such records
shall be made available to the pertinent County agency or authority, the County Comptroller, or the County
Department of Law upon request. (Chapter 466-31)
I/we further affirm to the following as to the goods and/or services that are the subject of the contract with the
County of Suffolk:
• Uwe will not express to employees any false or misleading information that is intended to influence the
determination of employee preferences regarding union representation;
• Uwe will not coe'roe or intimidate employees, explicitly or implicitly, in selecting or not selecting a bargaining
representative;
• Uwe will not require an employee, individually or in a group, to attend a meeting or an event that is intended to
influence his or her decision in selecting or not selecting a bargaining representative;
• I/we understand my/our obligation to limit disruptions caused by prerecognition labor disputes through the
adoption of nonconfrontational procedures for the resolution of prerecognition labor disputes with employees
engaged in the production of goods or the rendering of services for the County; and
• I/we have or will adopt any or all of the above-referenced procedures, or their functional equivalent, to ensure
the efficient, timely, and quality provision of goods and services to the County. Itwe shall include a list of said
procedures in such certification.
Section II
The Union Organizing Law does not apply to this contract for the following reason(s):
Check if
Applicable
DOLLOI (3/5/08)
Suffolk County, New York
Department of Labor
Section III '
Contractor Name: Tnwn of 4nnthnl d Federal Employer ID#: 11-6001919
Contractor Address: 53095 Main Rnad PO Rnr 1179 Amount of Assistance: 48-Q16 00
Southold N.Y. 11971 Vendor ff:
Contractor Phone Southold Town Senior Svoa 611-999-4460
Description of projector service: Essential transportation assistance for seniors (shopping
and medical annointments).
Section IV
In the event any part of the Union Organizing Law, Chapter 466 of the Laws of Suffolk County, is found by a court of competent
jurisdiction to be preempted by federal and/or state law, this certification/declaration shall be void ab initio.
Section V
I declare under alty of perjury under the Laws of the State of New York that the undersigned is authorized to provide this
certification, d at the ebo is true and correct.
Authori d Signature Date
S o A R,sse11 Snuthold Town Supervisor
Print Name and Title of Authorized Representative
DOL-LO I (3/5/08)
J Ur r ULA t,UU1N 1 Y LEYAH-1 MEN 1' Ur' LABUH. LICENS1N G & CUN S UMER Ar r'AIRS
NOTICE OF APPLICATION TO CERTIFY COMPLIANCE WITH FEDERAL LAW
(8 U.S.C. SECTION 1324A)
WITH RESPECT TO LAWFUL HIRING OF EMPLOYEES
VERIFICATION OF SUBMISSION OF LAWFUL HIRING OF EMPLOYEES
Suffolk County Code, Chapter 353 (2006)
To Be Completed By The Local Law Compliance Unit
DATE: September 11, 2013
TO: Marv-Valerie Kempinski, S.C Office for the Aging
FROM: Brag Rosenberg, Director
VI
PHONE 1853-3808
EMPLOYER: Town of Southold
VENDOR#: 11-6001939 REF.: AAA Transportation Program
You are hereby notified that the submission from Town of Southold has been received by
the Local Law Compliance Unit of the Suffolk County Department of Labor, Licensing &
Consumer Affairs. 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
(Revised 2/13)
i•
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 State 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 with the awarding of any contract, the making of
any grant, the making of any ban, the entering of any cooperative agreement, and the
extension, continuation, renewal; amendment, or modifloation 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 person for influencing or attempting to Influence legislation or
appropriation actions pending before local, State and Federal executive and/or
legislative bodies. In connection with this cartract, grant, ban or cooperative agreement,
the undersigned shall complete and submit Standard Fort LLL, 'Disclosure 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 subawards at all tiers (Including subcoMracss, subgrants,
and contracts under grants, bans, and cooperative agreements) and that all
subrecipients shall cerfify 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
I 31, U.S. Code. Failure to file the required certification 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-lailure=
By: Date: f' 5/
Signature of Official Authorized
To Sign Application
For Town of Southold
Name of Grantee
Cemnca n PA9W p LOW/ft 05
COUNTY OF SUFFOLK
OFFICE, OF BUDGET AND MANAGEMENT
CONTRACT BUDGET MODIFICATION REQUEST
The program budget contained In the Agreement of
between the
(Term crAgrsament)
COUNTY OF SUFFOLK and
Program Name Contract No.
Is hereby amended as follows:
UNE
NUMBER
(HEADING DESCRIPTION $ BEFORE $ CHANGE +
$ AFTER OR-
Except NGE ~ p
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
Tide: Tide: Director
Date: Dept: AGING
Agency' Date:
FOR THE COUNTY OF SUFFOLK
APPROVED BY:
BUDGET DIRECTOR
DATE:
NOTE: This form Is not to be used to affect any net increase In the budget
USE REVERSE FOR SUPPORTING STATEMENTS
Contract Budget Approval Form
Revision No:
Department:
Contractor:
Agreement No.
Agreement Period:
Date last executediamended:
Budget Period to which this revision applies:
Identify the items that are being changed by this revision:
Budget:
Period Adopting Revising
Amount of increase
Amount of decrease
New Budget amount for the period:
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: Federal Tax ID
By:
Name: County Executive Budget Office:
Title:
Date: Approved Disapproved
Division: By:
Name:
By: Title:
Name: Date:
Title:
Date:
Contract BWW Approval Form 2010
Date: oni Nunnber: A-07
STANDARD Amendment 1
OPERATING Approved by:
PROCEDURE
OFFICE OF THE COUNTY EXECUM STEVE LEVY
SUFFOt tt COUNTY EXEaMYE
THIS SOP SUPERSEDES THE SHEETS IN THE SOP
MANUAL THAT IS IDENTRIED AS "SOP A-V'
DATED 4!21'97. HOLDERS OF THE SOP MANUAL
SHOULD REMOVE AND DISCARD THE CITED
SHEETS AND REPLACE THEM WITH THIS
DOCUMENT.
I. P.BL>Q4lf: This SOP details how employees can obtain approval for conference
attendance, travel out of Suffolk County during county time for conferences or
seminars, and gDvamne t related meetings with an overnight stay.
2. & This SOP applies to all County Employees in all county departments,
offices, agencies.
3. 11djUMMr This procedure amends the previous version dated 3/22/04. The
new procedure will require the booking of hotel accommodations, rental
.
airplane travel, and AMTRAK be handled through a designated travel agency,cars
4. DWhilloar
(1) A Cgaft= is defined as a large group of people assembling together to
discuss a wide range of topics The Annual New York State Association of
counties Conference is an example ore confxxanc e.
(2) A g is defined as a one day, regularly scheduled or impromptu,
tag of people for a specific purpose. A meeting of the Legislative
of abcommittee of the New York State Association of Counties is an example
mooft
(3) A SMIWK is defined as a group of people assembling for education or
!miming related to performance of a one's job duties as a county employee.
S. Procedure
A. Coafereaees
1) No more than two (2) persons from a department will be
if a
conference, meeting, or seminar. Cere permitted to attend
tea. mating or seminar has programs s with th con conflicsting will houur granted if s
more than one s, if it requires
person to attend, or if &
Wdal circmnar, warrant
attendees (e.g., mandated training). m"
2) No reimbursement will be made for an overnight stay in New York City, Nassau
or Suffolk County. Employes will be required to commute to comnces,
meahrgs, and seminars in these locations. Reimbursement for meals shall be
limited to those instances in which It ds required by binding lepl obligation.
3) An application for conference attendance, and travel, Exautive Form 10, must be
submitted so that it arrives at the Comty Executive's Budget Offs at least two
weeks prior to the conference date, 7f an emergency need In attend a conference
ari
M"VeMCM for ses, the form should be faxed to the Deputy County Executive for Finance and
approval. Any applications submitted less than two (2) weeks
emegency caused once date shall be wtomatkxlly dended, unless a doeuneuted
caused the del by an unforeseen event beyond the control of the applicant has
ay in Bung the application.
In no circumstances should an employee attend a conference before the
c`u*netwe form has been apiuoved. There will be no reimbursemed for
conferrnce attendance toms submitted afror the date of the conference for
in,&vanwnlsceorm who attended confo" oes prior to receiving an approved Confeenee
Attend
1 11 personal day or vacation day will have to be charged by
such employee in the absence of such approval.
4) All travel reeding hotel accommodations, airline travel, car rental, and AMTRAX
shill be arranged through a desWissed travel agency.
5) doSWOftg cumentation, fees, n, &CS,ou wch as brochuros, program descriptions, itineraries,
Fxaarttye Form #10ratiounle, application, etc., must be submitted with
.
6)
the Rules and Regulations governing travel orders and accounts, prone
t Demt of Audit and
Exeputive rtive Form m #10. #10.
Control, must be followed in preparing
1) The box indicating "Total Coat of this Conf renee" and the senors at the bottom
'"6'01 ' ravel Cost" and "Total Cost" should be filled in on all copies. fOr ~Ia aPPlicatices
agency item of die bo w will be returned to the respective department,
Y procedures have not been adhered to.
COUNTY OF SUFFOLK
Steve Levy
SUFFOLK COUNTY EXECUri E
S. LeeDmedep p ogee saYatol
IOeVetere~sllmeoe~~
lA.~ 61M
~Pl~esll! 3179
(ifl~ Kldeee
EXECUTIVE ORDER NO. 4-2004
TO: All Department Heads
FROM: Hon. Steve Levy, Suffolk County Executive
RE: 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 shah rot 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.
All requests for such approvals sh be filed with the Chief Deputy County Executive.
DATED: Ja 1, 2004
.S
County Executive of Suffolk Co
x. Henry L. Barton, Jr., Clerk of the Legislature
E04mvel mudwrs-4 2004
OFFICE OF THE COUNTY EXECUTIVE
&me Levy
coumv ExECUnVB
EXECUTIVE ORDER NO, 1-2005 AMENDING EXECUTIVE ORDER NO. 4,2104
TO: All Department Heads
FROM: Steve Levy, County Executive of Suffolk County
RE: Travel Vouchers - Update
Please be advised that Executive Order No. 4-20D4, 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
Paul Sabatino II. [the] Chief Deputy County Executive; and
[Deputy County Executive for Finance and Management)
Jeffrey Szabo. Deouty County Executive and Chief of Staff.
This Executive Order supersedes Executive. Order No. 4-2004, Travel Vouchers.
DATED: March 2005.
f"o
1-j r
STEVE
COUNTY EXECUTIVE OF SUFFOLK COUNTY
Bradcets denote deletion of existing language.
Underlining denotes addition of new language.
B,LBBBNNN.ONRU 0M • I00YETBRANSWAOR1ALWOKWAY • ?.QROXG100 0 NMMAUMN.Y.117p.Rp 1 0 (01)=4ft
cc: Henry L. Barton, Jr., Clerk of the Legislature
Kevin S. Law, Esq., Chief Deputy County Executive for Administration and
General Counsel
Paul Sabstino II, Esq., Chief Deputy County Executive
Frederick B. Pollert, 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 Executive Assistant, Intergovernmental Relations Division
Amy Engel, County Executive Assistant
Executive's Technology Unit
C-0-1-2D05-TMvebVouchero-updated
HAMDRNMSWOUIIAINO • 100VEIEHANSMOMMALMORWAY • PA DM6300 • MAMAUOLN.Y.Ir=4 A • tDOW4000.
OFFICE OF THE COUNTY EXECUTIVE
Steve Lev
00MY Moc unvE
EXECUTIVE ORDER NQ. 1A-2005 AMENDING EXECUTIVE ORDER NO. 4,2004
TO: All Department Heads
FROM: Steve Levy, County Executive of Suffolk County
RE: 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 arty requests for approval or payment for travel and related,
expenses andattendance under Sections [2.16 and 3-2] 2-17 and 3-1 of the*
SUFFOLK COUNTY ADMINISTRATIVE CODE shall [not] only be approved
by the County Executive [unless it secures the approval of] gLlw. ,
1.) Paul Sabatino 11, Chief Deputy County Executive; and
2.) Jeffrey Szabo, Deputy County Execxitive and Chief of Staff.
This Executive Order supersedes Executive Order No. 4-2004, Travel Vouchers.
DATED: July 2005
STEVE
COUNTY EXECUTIVE OF S FFOLK COUNTY
I I Brackets denote deletion of wdeting language.
Underlining denotes addition of new language.
f
.....s.-•.ue•mwu~wM11V•v . ?nMNfR1M • NAlN1AlK#.WY.IIAtiell • N,1Ues>rooo
UU UNTY OF SUFFOLK
OFFICE OF THE COUNTY EXECUTIVE
Steve Levy
COUNTYEXscunVE
EXEC UTNE ORDER NO, 14-2007 RESCINDING "E7CECU IVE ORDER N0.7 •2008
TO: All Department Heads
FROM: Steve Levy, County Executive of Suffolk County
RE: Travel Vouchers
Please be advised that Executive Order No. 1A-2005, Travel Vouchers-Update, is hereby
rescinded.
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
attendance under Sections 2-17 and 3-1 of the SUFFOLK COUNTY
ADMINISTRATIVE CODE shall only be approved by the County Executive or by
Deputy County Executive and Chief of Staff Jeffrey W. Szabo
DATED: December 2007.
STE L
COUNTY EXECUTIVE OF SU OLK COUNTY
cc: Tim Laube, Clerk of the Legislature
William J. Lindsay, Presiding Officer
Jim Margo, Chief Deputy'County Executive
Jeffrey W, Szabo Deputy County Executive and Chief of Staff
Ben Zwirn, Deputy County Exeoutive
Frederick B. Pollert, Deputy County Executive for Finance and Management
Joseph S. Dujmic, Jr., County Executive Assistant
Executive's TeohnoloWUnit
H. W.F.. C04NISON BUILO8J0 ? 100 V8TEBANS M8MOBIAL HIOHWAV ? PA. BOX 6100. ? HAUPPAUM N. Y. 11"t-W" ? (611)1334000
STATEMENT OF OTHER CONTRACTS
CONTRACTOR NAME Town of Southold Senior Services
' I
ADDRESS 750 Pacific Street, P.O. Box 85, Mattituck, New York 11952
CONTACT Karen McLaughlin, Director PHONE NUMBER 631 298-4460
I
AGREEMENT TERM OF
PROGRAM NUMBER CONTRACT WITH AGREEMENT AMOUNT
M-C Nutrition Programs for the 1 FMS No. S C EXE Suffolk County Office for
Elderly (Congregate C-1 and 11000005241 the Aging 1/l/12-12/31/12 $ 249,353.00
Home Delivered Meals C-2)
AAA Transportation 1 FMS No. 00000005285 Suffolk County Office for
Assistance Program the Aging 04/01/12-3/31/13 $ 5,402.00
CSE Residential Repair iFMS No. 00000005218 Suffolk County Office for
Program the Aging 04/01/12-03/31/13 $ 19,380.00
• Indicate (a) type of organization - County, State, Federal or Other and (b) name of Department, Agency or Organization.
STATEMENT OF OTHER CONTRACTS 05
10/2012