Butte County Board of Supervisors Agenda Transmittal

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1 Butte County Board of Supervisors Agenda Transmittal Clerk of the Board Use Only Agenda Item: 3.27 Amendment One to agreement with Northern California Youth and Family Programs for the Provision of Independent Subject: Living Program Services Department: Employment and Social Services Meeting Date Requested: May 20, 2014 Contact: Shelby Boston Phone: Regular Agenda Consent Agenda Department Summary: (Information provided in this section will be included on the agenda. Attach explanatory memorandum and other background information as necessary). Approval is requested for an amendment with Northern California Youth and Family Programs for the provision of independent living services. The amendment extends the term for six months to ensure continued services to youth and allow time for a new solicitation to be completed upon expiration of this amended agreement. The independent living program assists foster youth in Butte County, ages 16 to 21, by providing resources and skill development to enable these young adults to succeed in their daily living after they leave foster care. Northern California Youth and Family Programs have been providing independent living services to Butte County youth since The amendment extends the term of the agreement through December 31, 2014 and adds $113,640 for fiscal year , with a maximum amount of $795,480. Fiscal Impact: This cost is fully covered through 2011 Realignment. There is no impact to the County General Fund. Personnel Impact: Does not apply. Action Requested: Approve agreement amendment and authorize the Chair to sign subject to review by County Counsel and Auditor-Controller. Administrative Office Review: Sang Kim, Deputy Chief Administrative Officer

2 AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT BETWEEN COUNTY OF BUTTE AND NORTHERN CALIFORNIA YOUTH AND FAMILY PROGRAMS FOR THE PROVISION OF INDEPENDENT LIVING PROGRAM (ILP) This Amendment to the Agreement identified below, between the County of Butte, acting through the Butte County Department of Employment and Social Services, a political subdivision of the State of California, hereinafter referred to as County, and the Contractor identified below, reflects the mutual agreement between the parties to amend this Agreement in consideration for the mutual promises contained herein. Amendment Number One Date of Amendment 07/01/2014 Contract Number X18734 Date of Contract 07/01/2011 Contractor Northern California Youth and Family Programs Previous Contract Price $681,840 Fixed Price Not-to-Exceed Price Net Change This Amendment $113,640 Fixed Price Not-to-Exceed Price Revised Contract Price $795,480 Fixed Price Not-to-Exceed Price Original Completion Date June 30, 2014 Revised Completion Date December 31, 2014 Description of Additional Changes: This contract is being amended due to changes to Method and Rate of Payment and Standard Insurance Requirements for FY 14/15. Page One, B. Term: 1. This agreement is effective from July 1, 2011 through June 30, 2014 December 31, Page One, C. Payments: 1. Total Amount: The total amount of this contract shall not exceed $681,840 (FY 11/12: $227,280; FY 12/13: $227,280; FY 13/14: 227,280; FY 14/15: $ 113,640). Attached Amendment 1 Exhibit B METHOD AND RATE OF PAYMENT, which by reference shall be incorporated into the contract, shall replace and extinguish original Exhibit B METHOD AND RATE OF PAYMENT. Attached Amendment 1 Exhibit C STANDARD INSURANCE REQUIREMENTS, which by reference shall be incorporated into the contract, shall replace and extinguish original Exhibit C STANDARD INSURANCE REQUIREMENTS. All other terms of this Contract shall remain in full force and effect and are hereby reaffirmed as originally stated or as previously amended by prior written amendment to this contract. CONTRACTOR COUNTY Eve Nash, Executive Director Date Cathi Grams Date Northern California Youth and Family Programs Director, Department of Employment and Social Services Reviewed for fiscal control, subject to Budget appropriation Contracts Division, GSD Doug Teeter, Chair Date Butte County Board of Supervisors Butte County General Services Department Paul Hahn, Chief Administrative Officer Date By: Clerk of the Board BUDGET UNIT: FUNDING SOURCE: CWS Realignment DESS.NCYFP.ILP.Amend.FY11-15 Page 1 of 6

3 EXHIBIT B METHOD AND RATE OF PAYMENT Rates paid for contract services will be documented on the monthly claim form for salary and nonsalary expenditures according to the budget included as Exhibit B-1, and incorporated in the agreement. The total amount of claims for this contract shall not exceed $795,480 (fiscal year : $227,280; fiscal year : $227,280; fiscal year : $227,280; fiscal year : $113,640). The County shall make payments to the Contractor upon receipt of a Butte County Claim for Professional Services form, submitted monthly for services provided during the preceding month. Claims should clearly indicate the amount paid in salary and non-salary categories according to the approved budget. Each monthly claim shall document the expenditures for the preceding month. The initials of client served shall be attached or listed on the claim form, including dates of service and type of service provided. In order for the Department to complete the billing for the fiscal year, Contractor shall submit an estimated claim form for the month of June by June 15 th. Then by July 15 th, the Contractor shall submit an adjusted claim to reflect the actual claim for services provided in June. Completed claim forms shall be sent to the Project Coordinator at the address indicated on page one of this Agreement in the variable information table. DESS.NCYFP.ILP.Amend.FY11-15 Page 2 of 6

4 Exhibit B-1 Butte County ILP FY 11/12 through FY 13/14 Item Description Amount Staff Salaries A Minimum of 4 FTE positions $150,000 In Placement (15-18) Includes all direct services to clients: $22,000 Incentives, Experiential Groups Paid Volunteer Program Life files Work related: Bus Passes, Bikes, Clothes Drivers Training Workbooks, Lending Library Scholarships Social Events, CYC Aftercare (18-21) Includes all services to 18 to 21 age group. $22,000 Housing Support (START) Educational Support Job Search Support Youth & Family Support Includes: $20,280 All costs for administration, buildings and equipment Administrative salaries, clerical support etc. Office space, individual space & shared space. Utilities Office equipment: copy machine, FAX, computers etc. Office supplies Insurance, Postage Printing, Telephone Transportation All associated transportation $12,000 Staff Conferences Attendance at state & local conferences and trainings. $1,000 Total $227,280 Funds may be shifted between line items if approved by both the County and Contractor. DESS.NCYFP.ILP.Amend.FY11-15 Page 3 of 6

5 Exhibit B-2 Butte County ILP FY 14/15: July 1, 2014 through December 31, 2014 Item Description Amount Staff Salaries A Minimum of 4 FTE positions $87,200 In Placement (15-18) Includes all direct services to clients: $9,000 Incentives, Experiential Groups Paid Volunteer Program Life files Work related: Bus Passes, Bikes, Clothes Drivers Training Workbooks, Lending Library Scholarships Social Events, CYC Aftercare (18-21) Includes all services to 18 to 21 age group. $1,500 Housing Support (START) Educational Support Job Search Support Youth & Family Support Includes: $8,940 All costs for administration, buildings and equipment Administrative salaries, clerical support etc. Office space, individual space & shared space. Utilities Office equipment: copy machine, FAX, computers etc. Office supplies Insurance, Postage Printing, Telephone Transportation All associated transportation $6,000 Staff Conferences Attendance at state & local conferences and trainings. $1,000 Total $113,640 Funds may be shifted between line items if approved by both the County and Contractor. DESS.NCYFP.ILP.Amend.FY11-15 Page 4 of 6

6 EXHIBIT C STANDARD INSURANCE REQUIREMENTS Before the commencement of work, Contractor shall submit Certificates of Insurance and Endorsements evidencing that Contractor has obtained the following forms of coverage and minimal amounts specified: MINIMUM SCOPE OF INSURANCE 1.) Commercial General Liability coverage (Insurance Services Office (ISO) occurrence form CG ). 2.) Automobile Liability Insurance standard coverage offered by insurance carriers licensed to sell auto liability insurance in California. Construction contracts only - Insurance Services Office s Business Auto Coverage form number CA covering any auto and endorsement CA Changes in Business Auto and Truckers Coverage forms - Insured Contract. 3.) Workers Compensation Insurance - As required by the State of California with Statutory Limits and Employer s Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury and disease. (Not required if Contractor provides written verification he or she has no employees.) 4.) Professional Liability Insurance - when the contract involves professional services such as engineering architectural, legal, accounting, instructing, and consulting, professional liability insurance is required. (If not contracting for professional services, delete this paragraph.) B. MINIMUM LIMITS OF INSURANCE 1.) General Liability: At least $1,000,000 combined single limit per occurrence coverage for bodily injury, personal injury and property damage, plus an annual aggregate of at least $2,000,000. If a general aggregate limit is used, then either the general aggregate limit shall apply separately to this project/location, or the general aggregate limit shall be twice the required per occurrence limit. The contractor or contractor s insurance carrier shall notify County if incurred losses covered by the policy exceed 50% of the annual aggregate limit. 2.) Automobile Liability: At least $100,000 to cover bodily injury for one person and $300,000 for two or more persons, and $50,000 to cover property damages. However, policy limits for construction projects shall be at least $1,000,000 combined single limit per accident for bodily injury and property damage for autos used by the contractor to fulfill the requirements of this contract, and coverage shall be provided for Any Auto, Code 1 as listed on the Accord form Certificate of Insurance. 3.) Workers Compensation and Employer s Liability: As required by the State of California with Statutory Limits and Employer s Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury and disease. (Not required if Contractor provides written verification he or she has no employees.) 4.) Professional Liability Insurance (If not contracting for professional services, delete this paragraph) Professional liability insurance covering professional services shall be provided in an amount of at least $1,000,000 per occurrence or $1,000,000 or on a claims made basis. However, if coverage is written on a claims made basis, the policy shall be endorsed to provide at least a two-year extended reporting provision. C. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retention must be declared on certificates of insurance and approved by the County. At the option of the County, either the contactor shall reduce or eliminate such deductibles or self-insured retentions, as respects the County, its officers, officials, employees and volunteers, or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claims administration and defense expenses. D. OTHER INSURANCE PROVISIONS 1. General liability insurance policies shall be endorsed to state: a.) The County, its officers, officials, employees and volunteers are to be covered as additional insured as respects liability arising out of activities performed by or at the direction of the Contractor, including products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the County, its officers, officials, employees or volunteers. b.) Contractor's insurance coverage shall be primary insurance as respects the County, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the County, its officers, officials, employees or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. c.) Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. DESS.NCYFP.ILP.Amend.FY11-15 Page 5 of 6

7 2. Construction contracts. Construction contracts must also provide an endorsement for Automobile liability insurance, which includes the items listed in D1 above. E. ACCEPTABILITY OF INSURANCE CARRIERS. Insurance is to be placed with insurers who are licensed to sell insurance in the State of California and who possess a Best s rating of no less than A-: VII. If the contractor s insurance carrier is not licensed to sell insurance in the State of California, then the carrier must possess a Best rating of at least A: VIII. (For Best ratings go to F. VERIFICATION OF COVERAGE. Contractor shall furnish the County certificates of insurance and original endorsements affecting coverage required by this clause. All certificates of insurance and endorsements are to be received by the County before work under the contract has begun. The County reserves the right to require complete, certified copies of all insurance policies required by this contract. Certificates of insurance shall state that the insuring agency agrees to endeavor to mail to County written notice 30 days before any of the insurance policies described herein are cancelled. Contractor agrees to notify County within two working days of any notice from an insuring agency that cancels, suspends, reduces in coverage or policy limits the insurance coverages described herein. G. SUBCONTRACTORS. Contractor shall include all subcontractors as insured under its policies or require all subcontractors to be insured under their own policies. If subcontractors are insured under their own policies, they shall be subject to all the requirements stated herein, including providing the County certificates of insurance and endorsements before beginning work under this contract. Revised 10/09/13 DESS.NCYFP.ILP.Amend.FY11-15 Page 6 of 6

Butte County Board of Supervisors Agenda Transmittal

Butte County Board of Supervisors Agenda Transmittal Clerk of the Board Use Only Agenda Item: 3.25 Subject: Amendment Two to Agreement with Counseling Solutions to Provide Parent Education and Counseling