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HomeMy WebLinkAboutResolution - 1413 - Grant Applications - SPAG -Title III Matching Funds, Senior Citizens Programs - 06_23_1983RESOLUTION 1413 - 6/23/83 RESOLUTION A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE GRANT APPLICATIONS TO THE SOUTH PLAINS ASSOCIATION OF GOVERNMENTS FOR MATCHING FUNDS AVAILABLE UNDER TITLE III OF OLDER AMERICANS ACT AND ALL AGREEMENTS, UNDERSTANDINGS, ASSURANCES AND OTHER DOCUMENTS RELATED TO THERETO. WHEREAS, each year the South Plains Association of Governments receives federal and state funds to contract with local organizations and agencies to provide services for senior citizens; and WHEREAS, from time to time the South Plains Association of Governments announces the availability of matching funds to provide services to senior citizens and invites project proposals; and WHEREAS, the City Council has determined that applications for Title III funds would be in the best interest of the citizens of the City of Lubbock; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock Grant Applications to the South Plains Association of Governments for matching funds available under Title III, the Older Americans Act, 42 U.S.C. §3021 et se ; for projects providing outreach, transportation, and nutrition services to senior citizens and all grant agreements, understandings, assurances and other documents relat- ing to the award, acceptance and administration of any such grants, copies of which executed documents shall be filed in the office of the City Secretary of the City of Lubbock and shall be and are hereby designated official records of the City of Lubbock. by the City Council this 23rd day of June fl 1983. (Mayor Pro Tem) I BILL ISTER, YOR CL, U ston, Director of Community Facilities AS TO M. Sherwin, Assistant City Attorney RESOLUTION 1023-A - 1/28/82 SMH:da RESOLUTION A RESOLUTION AUTHORIZING THE EXECUTION AND SUBMITTAL OF AN APPLICATION TO THE SOUTH PLAINS ASSOCIATION OF GOVERNMENTS TO APPLY FOR TITLE IIIc FUNDS; AUTHORIZING THE MAYOR TO EXECUTE THE CONTRACT UPON FUNDING APPROVAL BETWEEN THE CITY OF LUBBOCK AND THE SOUTH PLAINS ASSOCIATION OF GOVERNMENTS; AUTHOR- IZING THE MAYOR TO EXECUTE ANY OTHER DOCUMENT OR INSTRUMENT NECESSARY TO IMPLEMENT THE ACTIVITIES APPROVED IN THE FUNDING APPROVAL. WHEREAS, the City Council has determined that participation in Title IIIc will provide funds for services for the elderly population is in the interest of the citizens of the City of Lubbock; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock be and is hereby authorized to execute and submit for and on behalf of the City of Lubbock an application to South Plains Association of Governments to apply for Title IIIc funds; THAT the Mayor of the City of Lubbock be and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a contract upon !funding approval under Title IIIc between the City of Lubbock and the South tPlains Association of Governments; THAT the Mayor of the City of Lubbock be and is hereby authorized and directed to execute for and on behalf of the City of Lubbock any other docu- ment or instrument necessary to implement the activities approved in the Funding Approval. Passed by the City Council the 28th ,day of January , 1982. ALAK HENRY MAYORPRO TEM V ATTEST: iE elyn Ga a, ity Se re - reasurer I1APPROVED AS TO CONTENT: Lawrence Banks, Acting Director of Parks and Recreation APPROVED AS TO FORM: ,�� fm - " Susan M. Horton, Assistant City Attorney Henry Rieff PRESIDENT South Plains Association of Governments 3424 Avenue H • P.O.Box 2787 • Lubbock, Texas 79408 a 806/762-8721 Jerry D. Casstevens EXECUTIVE DIRECTOR December 8, 1983 TO: All Service Providers FROM: Robert Marshall, Director of Aging&t SUBJECT: FY 1984 Contract Attachments Due to a change in wording of the FY 1984 contract attachments between SPAG and your organization it will be necessary for the person who signed the contract to sign the enclosed attachment(s). Please return the signed attachment(s) to the SPAG Aging Department as soon as possible. Contracts will not be in effect until SPAG has received the signed attachments and until the complete contract document, signed by the executive director of SPAG, is returned to you. Please call me if you have any questions on this matter. An Equal Opportunity Employer CONTRACT BETWEEN �i SOUTH PLAINS ASSOCIATION OF GOVERNMENTS `/�r �-4.6` nf - 3 and CITY OF LUBBOCK Part I General Conditions This contract is between South Plains Association of Governments hereinafter referred to as SPAG and City of Lubbock hereinafter referred to as CONTRACTOR. All provisions herein are further based on a proposal sub- mitted by the CONTRACTOR to SPAG in June, 1983 and said proposal is for all purposes made a part hereof by reference, witnesseth: SPAG and the CONTRACTOR do mutually agree as follow: 1. CONTRACT AMOUNT The sum of money obligated by SPAG to the CONTRACTOR under this contract shall not exceed $ 143,219 for performance and amounts specified by attachments delineated below which are indicated by initials of signatory parties hereto and which are a part of this contract. SPAG CONTRACTOR SPAG AMOUNT INITIALS INITIALS ATTACHMENTS SERVICES $ 15,000 I.V Attachment A ZW Outreach $ 6,000 Attachment BdIr Transportation $ Attachment C Friendly Visiting $ Attachment D Legal - Community Service Advisor) $ Attachment E-1 Senior Center Operations $ Attachment E-2 Residential Repairs $ _ Attachment F Multipurpose Center Developm $ 115,915 Attachment G1W Nutrition Congregate $ 6,304 Attachment H4 Home Delivered Meals $ Attachment J Other 2. MATCH REQUIREMENTS The CONTRACTOR agrees to provide, as a supplement to the project budget, local cash match of at least $ 15,913 For those CONTRACTORS who generate more Program Income than required, the additional local match may be shown in Program Income column of this contract budget, but only minimum amount previously mentione is requested. 3. SUBCONTRACT PERIOD This agreement will become binding on the date of the signatures by both parties. Notwithstanding this date, the term of the agreement will begin on 10/1/83 , and end 9/30/84 . This term may be extended upon request by the CONTRACTOR and approval by SPAG and the Texas Department on Aging. 4. NOTICE Any and all notices required in or by this contract shall be addressed as follows: a. If notice is to be sent to SPAG: South Plains Association of Governments P.O. Box 2787 Lubbock, Texas 79408 b. If notice is to be sent to the CONTRACTOR: Citv of Lubbock P.O. Box 2000 Lubbock, TX 79457 Part II BUDGET OUTREACH City of Lubbock ©a - A BUDGET CATEGORY SPAG-FEDERAL FUNDS IN -KIND TOTAL SALARIES/FRINGE 1. Outreach 6,968 6,968 2. Fringe 1,742 1,742 TRAVEL 1. Staff 900 900 MISCELLANEOUS 1. Senior News 3,800 3,800 2. Office Supplies 1,200 1,200 3. Postage 390 390 SPACE/UTIL/PHONE 1,667 1,667 TOTALS 15,000 1,667 16,667 Part II BUDGET TRANSPORTATION City of Lubbock ©q.6 BUDGET CATEGORY SPAG-FEDERAL FUNDS PROGRAM INCOME IN -KIND TOTAL SALARIES/FRINGE 1. Drivers 11000 11000 OPERATIONS 1. Gas, Oil, Maint. 6,000 667 6,667 TOTALS 6,000 667 11000 7,667 City of Lubbock Part II I BUDGET M- 1' NUTRITION SERVICES UDGET CATEGORY SPAG-FEDERAL FUNDS PROGRAM INCOME IN -KIND TOTAL C1 Cong .C2 H DEL C1 CONG C2 H DEL C1 CONG C2 H DEL ALARIES/FRINGE Drivers 8,710' 8,710 17,420 Supervisors (2) 6,812 1,202 8,014 Supervisor (1) 13,279 301 13,580 Outreach 11,624 11,624 Asst. Super. 5,108 902 6,010 AW FOOD 94,685 4,000 24,067 1,645 PERATIONS Space/Util/Phone 300 Supplies, Kitchen 100 200 Renov/Repair 200 OTALS 115,915 6,304 122,219 124,397 300 300 200 44,401 1,645 13,279 301 181,845 ATTACHMENT A /, _.,: Special Conditions for Outreach CITY SLCRLTARY-TREASUR�,k City of Lubbock Contractor Name 09-A Code This contract obligates SPAG to a maximum of'$ 15,000 federal dollars. The CONTRACTOR must match these dollars with a minimum of $ 1,667 Cash or In -Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay salary. fringe. senior news. office supplies, and postage for persons sixty (60) years of age and older in Lubbock 2. CONTRACTOR GOAL The goal of this contract is to provide outreach for at leas 175 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in population of Lubbock CONTRACTOR assures that outreach shall be established and maintained such that eligible individuals within that service area will have reasonable convenient access to the service, including, to the extent possible, the provision of outreach services in the language in which a significant number of older persons speak if other than English is their principal language. Bus dispatching will be a part of this service, where applicable. Outreach service is to preview: 1. Current information with respect to the opportunities and services available to eligible individuals, and current lists of older individuals in need of services and opportunities are developed and maintained; and, 2. A trained staff member, or volunteers, to inform eligible individuals of opportunities and services which are available and, to the extent possible, assist them to take advantage of such services. Bus dispatching is a service where 1, Requests for bus transportation may be made at times advertised by CONTRACTOR and consistent with contract requirements, and where 2. A bus dispatcher coordinates transportation requests with the bus driver. CITY OF L!1&d0 MAYOR u orize 4Cntra;or Signature ATTACHMENT B Special Conditions for Transportation Services City of Lubbock Contractor Name 09-B Code This contract obligates SPAG to a maximum of $ 6,000 federal dnllarc, Tho CONTRACTOR must match these dollars with a minimum of $ 667 Cash or In - Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay gas, oil, maintenance for vans for persons sixty (60) years of age and older in Lubbock 2. CONTRACT GOAL The goal of this contract is to provide transportation for at lea! 175 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in the population of Lubbock CONTRACTOR assures that eligible persons in the service area have transportation to nutrition services, center services, to shopping, paying bills, visiting the beauty and barber shop, medical appointments, and agency appointments such as Social Security.. etc., through either a scheduled route pick-up, demand/response or through a combinatic of both. Where a common need exists for transportation of participants under Title XIX and XX of the Social Security Act, CONTRACTOR may enter into agreements with other agencies for the purpose of meeting these needs through coordination of efforts. CITY OF LUBB MAYOR uthorized Co nPfttor Signature ATTACHMENT G Special Conditions for Nutrition Congregate Services City of Lubbock Contractor Name 09-H Code This contract obligates SPAG to a maximum of $ 115,g15 federal dollars. The CONTRACTOR must match these dollars with a minimum of $ 12,879 Cash or In - Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay for nutrition services for persons sixty (60) years of age and older in Lubbock 2. CONTRACT GOAL The goal of this contract is to provide congregate meals for at least 6,050 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in the population of Lubbock CONTRACTOR agrees to provide an average of 251 meals per day for the contract peri which is a total of 63,503 meals for the period of the contract. CONTRACTOR further ag to deliver congregate meals in accordance with the following conditions: 1. Hot meals shall be provided in a congregate setting at least 5 days per weeks, according to a published schedule. 2. The congregate site shall be located, where feasible and appropriate, within walking distance to the majority of eligible older persons. 3. The CONTRACTOR shall comply with all state and local health laws and ordinances con- cerning preparation, handling, and serving of food. 4. Special menus, where feasible and appropriate, shall be prepared to meet dietary needs arising from health requirements, religious requirements, or ethnic backgrounds of eligible participants. 5. Food containers and utensils for blind and handicapped participants shall be provided. 6. The CONTRACTOR shall serve food in accordance with the recommended dietary allowance (RDA) as established by the Food and Nutrition Board of the National Academy of Scienc National Research Council and shall follow the menu plan developed by the nutrition consultant. 7. The CONTRACTOR shall prepare food in accordance with recipes provided. 8. Each participant shall be provided the opportunity to have milk with the meal. 9. Appropriate and cost effective arrangements shall be made for the transportation of commodities, where applicable, and for the storage and use of USDA commodities. 10. Cash provided in lieu of commodities shall be spent only for buying USDA commodities a food grown and produced in the United States. 11. Participants shall be assisted in taking advantage of benefits available to them throu the Food Stamp Program. 12. The CONTRACTOR shall coordinate with the Food Stamp Program administered by the Texas Department of Human Resources. MAYOR uthorized Cont 71or Signature , ATTACHMENT H Special Conditions for Home Delivered Services City of Lubbock Contractor Name 09-J Code This contract obligates SPAG to a maximum of $ 6,304 federal dollar-, Tho CONTRACTOR must match these dollars with a minimum of $ 700 Cash or -In - Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. I. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay for nutrition services for persons sixty (60) years of age and older in Lubbock 2. CONTRACT GOAL The goal of this contract is to provide home delivered meals for at leas 108 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in the population of Lubbock CONTRACTOR agrees to provide an average of 12 meals per day for the contract period which is a total of 3,036 meals for the period of the contract. CONTRACTOR further agre to deliver hot meals to the home in accordance with the following conditions: 1. Meals shall be provided 5 days per week. 2. An assessment of need shall be conducted before beginning delivery of meals. 3. Meals shall be hot when delivered. 4. Where feasible meals shall be delivered to eligible persons when weather related emergencies arise. 5. The CONTRACTOR shall comply with all state and local laws and ordinances concerning preparation, handling, and serving food. 6. Special menus, where feasible and appropriate, shall be prepared to meet dietary needs arising from health requirements, religious requirements, or ethnic backgrounds of eligible participants. 7. Food containers and utensils for blind and handicapped participants shall be provided. 8. The CONTRACTOR shall serve food in accordance with the recommended dietary allowance (R National Research Council and shall follow the menu plan developed by the nutrition consultant. 9. The CONTRACTOR shall prepare food in accordance with recipes provided. r 10. Each participant shall be provided the opportunity to have milk with the meal. 11. Appropriate and cost effective arrangements shall be made for the transportation of commodities, where applicable, and for the storage and use of USDA commodities. 12. Cash provided in lieu of commodities shall be spent only for buying USDA commodities an food grown and produced in the United States. 13. Participants shall be assisted in taking advantage of benefits available to them throug the Food Stamp Program. 14. The CONTRACTOR shall coordinate with the Food Stamp Program administered by the Texas Department of Human Resources. 4717 Z' MAYOR Authorize Con for Signature Part III General Conditions for the Provision of Various Social Services 1. AUTHORITY The authority on which this contract is based derives from the Older Americans Act of 1965, as amended, and its regulations; HHS regulations on Administration of Grants; Title 45 C.F.R. Part 74 and Title 41 C.F.R. Part 60-250 pertaining to employment of Disabled Veterans; Title VI of the Civil Rights Act of 1964; the Clean Air Act; the Clean Water Act; the Contract Work Hours and Safety Standards Act; regulations pursuant to the Rehabilitation Act Amendments of 1974; the Historic Preservation Act; the Flood Control Act; the Housing and Urban Develop- ment Act of 1974; and all Texas Department on Aging Policies, and Rules as published in the Texas Register under Rules 34B et seq (Title 40, Part IX, Texas Administrative Code); and, with all state and local laws as pertain to this contract and its attachments. 2. SPAG FUNDING OBLIGATIONS In consideration of full and satisfactory performance of the activities described in this contract, SPAG shall be liable to CONTRACTOR for actual allowable costs incurred by CONTRACTOR, within the period of this contract; for performances rendered here- under subject to CONTRACTOR furnishing its share of allowable costs incurred. 1. It is expressly understood by the CONTRACTOR that the ability and obligation of SPAG to fund this contract is based solely on a commit- ment to SPAG from the Texas Department on Aging to provide funds. The CONTRACTOR shall have no claim, under terms of this contract, on any funds from SPAG other than these. 3. OPERATING BUDGET This contract and the project operated hereunder by the CONTRACTOR shall be governed by a BUDGET/s as defined in Part II - Special Conditions and Budget Justification. 1. Adjustments to approved individual budget line items may be made by CONTRACTOR, providing that the adjustment to an individual line item does not exceed ten percent (10%) of the line item amount, that the total of line item adjustments within a category does not exceed ten percent (10%) of the category amount, and that there is no change in the category total amount. 2. Adjustments amounting to more than that provided in #1 above may be made by the CONTRACTOR only with prior written authorization from SPAG. 4 Part III General Conditions for the Provision of Various Social Services 1. AUTHORITY The authority on which this contract is based derives from the Older Americans Act of 1965, as amended, and its regulations; HHS regulations on Administration of Grants; Title 45 C.F.R. Part 74 and Title 41 C.F.R. Part 60-250 pertaining to employment of Disabled Veterans; Title VI of the Civil Rights Act of 1964; the Clean Air Act; the Clean Water Act; the Contract Work Hours and Safety Standards Act; regulations pursuant to the Rehabilitation Act Amendments of 1974; the Historic Preservation Act; the Flood Control Act; the Housing and Urban Develop- ment Act of 1974; and all Texas Department on Aging Policies, and Rules as published in the Texas Register under Rules 34B et seq (Title 40, Part IX, Texas Administrative Code); and, with all state and local laws as pertain to this contract and its attachments. 2. SPAG FUNDING OBLIGATIONS In consideration of full and satisfactory performance of the activities described in this contract, SPAG shall be liable to CONTRACTOR for actual allowable costs incurred by CONTRACTOR, within the period of this contract, for performances rendered here- under subject to CONTRACTOR furnishing its share of allowable costs incurred. 1. It is expressly understood by the CONTRACTOR that the ability and obligation of SPAG to fund this contract is based solely on a commit- ment to SPAG from the Texas Department on Aging to provide funds. The CONTRACTOR shall have no claim, under terms of this contract, on any funds from SPAG other than these. 3. OPERATING BUDGET This contract and the project operated hereunder by the CONTRACTOR shall be governed by a BUDGET/s as defined in Part II - Special Conditions and Budget Justification. 1. Adjustments to approved individual budget line items may be made by CONTRACTOR, providing that the adjustment to an individual line item does not exceed ten percent (10%) of the line item amount, that the total of line item adjustments within a category does not exceed ten percent (10%) of the category amount, and that there is no change in the category total amount. 2. adjustments amounting to more than that provided in #1 above may be made by the CONTRACTOR only with prior written authorization from SPAG. 4. PAYMENTS SPAG has no obligation to advance any funds obligated under the terms of this contract. In the absence of written agreement to the contrary, funds will be remitted by SPAG to the CONTRACTOR on a reimbursement basis subject to appro- priate administrative procedures and contingent upon receipt of funds by SPAG from the Texas Department on Aging. ALL PAYMENTS FOR THIS CONTRACT ARE TO BE MADE PAYABLE TO NAME City of Lubbock ADDRESS P.O. Box 2000 Lubbock, TX 79457 It is agreed that the CONTRACTOR shall submit requests for payment to SPAG on a monthly basis and that payment of funds to the CONTRACTOR by SPAG under the terms of this contract shall be'subject to the following procedures: a. By the 5th day of the month the CONTRACTOR will request, in a form prescribed by SPAG, reimbursement for allowable actual project expenditures during the previous month. b. CONTRACTOR requests for reimbursement will be supported by auditable records kept on file by the CONTRACTOR, and these records will be available for inspection on request by SPAG and/or the Texas Depart- ment on Aging. c. SPAG will reimburse the CONTRACTOR within 30-days of receipt of a proper request, contingent upon receipt to SPAG funds from the Texas Department on Aging. d. The CONTRACTOR will report to SPAG by the 5th day of the month if no CONTRACTOR expenditures were incurred during the previous month, under the terms of this contract. e. Final requests for payment, whether at completion of the contract period or in the event of early contract termination, must be submitted by the CONTRACTOR to SPAG within 30 days of the final contract effective date. SPAG cannot guarantee payment of reimbursement requests received more than 30 days after the contract completion date. 5. SUBCONTRACTING OF FUNDS None of the funds provided to the CONTRACTOR by SPAG under the terms of this con- tract:may be subcontracted or passed through by the CONTRACTOR to another agency for the provision of services described herein without the express written approval of SPAG. 4. PAYMENTS SPAG has no obligation to advance any funds obligated under the terms of this contract. In the absence of written agreement to the contrary, funds will be remitted by SPAG to the CONTRACTOR on a reimbursement basis subject to appro- priate administrative procedures and contingent upon receipt of funds by SPAG from the Texas Department on Aging. ALL PAYMENTS FOR THIS CONTRACT ARE TO BE MADE PAYABLE TO NAME City of Lubbock ADDRESS P.O. Box 2000 Lubbock, TX 79457 It is agreed that the CONTRACTOR shall submit requests for payment to SPAG on a monthly basis and that payment of funds to the CONTRACTOR by SPAG under the terms of this contract shall be'subject to the following procedures: a. By the 5th day of the month the CONTRACTOR will request, in a form prescribed by SPAG, reimbursement for allowable actual project expenditures during the previous month. b. CONTRACTOR requests for reimbursement will be supported by auditable records kept on file by the CONTRACTOR, and these records will be available for inspection on request by SPAG and/or the Texas Depart- ment on Aging. c. SPAG will reimburse the CONTRACTOR within 30-days of receipt of a proper request, contingent upon receipt to SPAG funds from the Texas Department on Aging. d. The CONTRACTOR will report to SPAG by the 5th day of the month if no CONTRACTOR expenditures were incurred during the previous month, under the terms of this contract. e. Final requests for payment, whether at completion of the contract period or in the event of early contract termination, must be submitted by the CONTRACTOR, to SPAG within 30 days of the final contract effective date. SPAG cannot guarantee payment of reimbursement requests received more than 30 days after the contract completion date. 5. SUBCONTRACTING OF FUNDS None of the funds provided to the CONTRACTOR by SPAG under the terms of this con- tract may be subcontracted or passed through by the CONTRACTOR to another agency for the provision of services described herein without the express written approval of SPAG. 6. PROGRAM INCOME 1. Program Income MUST first be used to meet the CASH non-federal require- ments. 2. Program Income in excess of that required shall be identified in the budget justification for allowable costs in "Other Resources."! 3. Program Income insufficient to meet each program category in Part II ,Budget Justification, in the column entitled "CONTRACTOR" shall be supplemented either by other cash or by documented in -kind contributions of goods and/or services. a. Program Income is income earned by CONTRACTOR from activities part or all of which are borne as a direct cost by SPAG under provisions of this contract. Program Income includes but is not limited to cash income from fees for services, from usage or rental fees, from the sale of goods, from meal contributions, or from donations. b. Program Income from meal contributions shall be used in such a manner to increase the number of meals served by the project. c. Program Income MUST BE REPORTED TO SPAG, BUDGETED BEFORE IT IS SPENT AND SPENT IN THE CURRENT CONTRACT PERIOD. 4. In -kind contributions means property or services provided to CONTRACTOR by Non -Federal third parties without charge to CONTRACTOR or SPAG which are a. identifiable from CONTRACTOR's records b. not included as contributions for any other state of federally assisted programs, and d. adequately documented as to nature, source, and value. 7. REPORTS AND RECORDS In addition to the submission of required financial reports, the CONTRACTOR agrees; a. To retain auditable accounts and records for a period of five years following expiration of this contract. Such records will be maintained at the following location: 9th & Texas Lubbock, TX 79401 b. To submit to SPAG other information regarding project operations as may be necessary from time to time. Such information as may be re- quired will be submitted by the CONTRACTOR in a form prescribed by SPAG. 8. PROPERTY The CONTRACTOR shall maintain a record of all property purchased under terms of this contract. A non -expendable property having an acquisition cost of $300 or more and having a normal life expectancy of one year or more, purchased under terms of this contract, shall revert to SPAG and -shall be delivered by the CONTRACTOR to SPAG in the event that services described herein are terminated either during or subsequent to the contract period. a. The CONTRACTOR shall maintain an inventory of all non -expendable property purchased under the terms of this contract. b. The CONTRACTOR shall exercise reasonable and prudent judgment in assuring .the maintenance, security, and authorized use of property purchased under terms of this contract. 9. AUDIT The CONTRACTOR shall provide and furnish SPAG an independent audit of its per- formance, receipts and expenditures under this agreement. The audit must cover the entire organization and comply with OMB Circular A-102, Attachment P or OMB Circular A-110, Attachment F, whichever is applicable, and all other federal guidelines. The CONTRACTOR shall furnish the audit within 90 days of the final contract effective date. 10. SUSPENSION OR TERMINATION In the event project monitoring/evaluation activities by SPAG or its agents, or by the Texas Department on Aging or its agents, disclose serious deficiencies in the operation of a project supported under provisions of this.contract, SPAG may elect to suspend this contract pending resolution of deficiencies or to terminate this contract. The CONTRACTOR shall be notified in writing of any such suspension or termination and shall have the right to appealto the SPAG Board of Directors. This contract may be terminated upon the occurrence of any of the following event a. Discontinuance by the CONTRACTOR of the project as.described herein; or b. Discontinuance of funding to SPAG from the Texas Department on Aging; or c. Failure of the CONTRACTOR to comply with any or al.l of -the terms and conditions stated herein; or d. Mutual agreement between SPAG and the CONTRACTOR. In the event of termination, final billings for expenditures made pursuant to the contract will be submitted to SPAG by the CONTRACTOR, but it is understood that r expenses incurred after the termination date will be reimbursed. 11. LIMI.TATION OF LIABILITY Notwithstanding any of the provisions of this agreement, the CONTRACTOR agrees to indemnify and ho1.d.SPAG harmless from any and all claims, demands., expenses or causes.of action that might be asserted against SPAG by any third party which shall arise from the conduct and performance of this agreement. It being the intention of the parties hereto that this indemnity provision shall indem- nify SPAG harmless as to any allegation made of negligence on the part of SPAG in the performance of this agreement. When 45 C.F.R., or its appendices, provide that a cost is allowable only authorized in writing, prior written approval from SPAG must be obtained. Approval of the CONTRACTOR's budget shall constitute written approval only if detailed budget justification supporting the purpose, need and reasonableness of such cost is included as part of the budget. 12. ORAL AND WRITTEN AGREEMENT All oral or written agreements made prior to this contract have been reduced to writing and are contained herein by the execution of this contract. CONTRACTOR evidences its understanding and agrees that any prior agreement.is terminated as of the effective date of this contract. Both parties agree that.SPAG shall not be liable for any costs incurred by CONTRACTOR except to the extent provided in this contract. 13. CERTIFICATION. AND EXECUTION The parties signatory hereto on behalf of SPAG and on behalf of the CONTRACTOR do hereby individually certify that each is authorized to execute this agreement on behalf of his/her respective organization. Executed in Triplicate this day of 19 10a City of Lubbock CONT CTOR BY: ✓ MAYOR A THORI E CO TR OR SIGNATURE" GtY bf L bbocl` Ted REVIEWED: SPAG DIRECTOR OF FINANVE Approved and accepted on behalf of South Plains Assoziation of Governments ry U. vasszevens, Part IV - Assurances The Contractor assures that he will maintain documentation to substantiate all of the assurance items. Such documentation will be subject to SPAG review for adequacy and completeness. 1. Compliance with Requirements The Contractor agrees to administer the program in accordance with the Act, and all applicable regulations, the policies and procedures established by SPAG, the State Unit on Aging, the Convnissioner on Aging and the Secretary of Health and Human Services. 2. efficient Administration The Contractor shall utilize such methods of administration as are necessary for the proper and efficient administration of the Contract and which assure avoidance of conflict of interest, both financial and by nepotism. 3. General Administrative and Fiscal Requirements The Contractor's shall adhere to administrative and cost principles which are in compliance with relevant provisions of 45 C.F.R. Part 74 except where these pro- visions are superseded by statute. 4. Management of. Funds The Contractor shall maintain sufficient fiscal control and accounting procedures . assure proper disbursement of and accounting for Federal and Non -Federal funds under this contract. 5. Safeauardino Confidential Information The Contractor shall implement such regulations, standards and procedures as are necessary to safeguard confidential information under relevant program regulations. 5. Reoortina-Reouirements The Contractor shall furnish such reports to SPAG as may be.specified, to maintain its reports and files in compliance with 45 C.F.R. Part 74 and to make its reports and files available to auditing entities as specified by 45 C.F.R. Part 74. Standards for Fire, Health, Safety, Sanitation and Other Standards Providers of service under this contract shall operate fully in conformance with all federal, state and local fire, health, safety, sanitation, and other standards prescribed in law or regulations. The Contractor assures that where the state or local jurisdictions require licensure for the provision of services, agencies providing such services shall be licensed. 8. Equal Opportunity and Civil Rights_ a. Equal Employment Opportunity The Contractor shall incorporate in its written personnel policies and procedures an affirmative action plan for equal employment opportunity including provisions for disabled veterans and handicapped individuals. b. Non -Discrimination on the Oasis of Handicap The Contractor shall provide that each program activity, when viewed in its entirety, is readily accessible to and usable by handicapped persons. When structural changes are required, these changes shall be in keeping with 45 C.F.R. Part 74. C. Civil Rights Compliance The Contractor shall ensure that benefits and services available under the contract are provided in a nondiscriminatory manner as required by Title VI of the Civil Rights Act of 1964, as amended. 9. Managing Property Purchased with Federal Funds The Contractor shall maintain a property control system ensuring adequate safe- guards for property purchased under terms of this contract. 10. Outreach, Training and Coordination Requirements a.- The Contractor shall provide a written plan for outreach to ensure participation of eligible persons, including those with the greatest social or economic needs. b. The Contractor shall participate in training as provided by SPAG. C. The Contractor shall coordinate its service/s with other service providers in the region. 11. Preference for Older Persons with Greatest Economic or Social Need The Contractor shall preferentially provide services to eligible persons with the greatest economic or social need. 12. Contributions for Services The Contractor shall provide voluntary 0000rtunity for eligible oarticioants to contribute to the cost of services while protecting the individual's privacy , to safeguard and account for such contributions, and to use such contributions to expand services. The Contractor may post a suggested contribution schedule based on income ranges of eligible participants in the community. Service shall not be denied because the eligible participant will not or cannot contribute. 13. Maintenance of Non -Federal Support for Services The Contractor shall not replace funds from Non -Federal sources with federal funds. The Contractor agrees to continue or to initiate efforts to obtain support from other sources for services funded under this part. 14. Opportunity for Older Persons to Advise Contractors Contractors who operate focal points in the community must assure collocation of services, where feasible. MAYOR u rued Co tractor ig iature City bf Lubbock, Texas' -ATTACHMENT A Special Conditions for Outreach ' l ':ITY 5 I'L1 ARY TFEASiT..,R City of Lubbock Contractor Name 09-A Code This contract obligates SPAG to a maximum of•$ 15,000 federal dollars. The CONTRACTOR must match these dollars with a minimum of $ 1,667 Cash or In -Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay salary, fringe senior news, office supplies, and postage for persons sixty (60) years of age and older in Lubbock 2. CONTRACTOR GOAL The goal of this contract is to provide outreach for at least 175 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in population of Lubbock CONTRACTOR assures that outreach shall be established and maintained such that eligible individuals within that service area will have reasonable convenient access to the service, including, to the extent possible, the provision of outreach services in the language in which a significant number of older persons speak if other than English is their principal language. Bus dispatching will be a part of this service, where applicable. Outreach service is to preview: 1. Current information with respect to the opportunities and services available to eligible individuals, and current lists of older individuals in need of services and opportunities are developed and maintained; and, 2. A trained staff member, or volunteers, to inform eligible individuals of opportunities and services which are available and, to the extent possible, assist them to take advantage of such services. Bus dispatching is a service where 1, Requests for bus transportation may be made at times advertised by CONTRACTOR and consistent with contract requirements, and where 2. A bus dispatcher coordinates transportation requests with the bus driver. CITY OF LVEc� WOR u r Signature -r ATTACHMENT B Special Conditions for Transportation Services City of Lubbock Contractor Name 09-B Code This contract obligates SPAG to a maximum of $ 6,000 federal dnllarz. Thn CONTRACTOR must match these dollars with a minimum of $ 667 Cash or In - Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay gas, oil, maintenance for vans for persons sixty (60) years of age and older in Lubbock 2. CONTRACT GOAL The goal of this contract is to provide transportation for at least 175 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in the population of Lubbock CONTRACTOR assures that eligible persons in the service area have transportation to nutrition services, center services, to shopping, paying bills, visiting the beauty and barber shop, medical appointments, and agency appointments such as Social Security, etc., through either a scheduled route pick-up, demand/response or through a combination of both. Where a common need exists for transportation of participants under Title XIX and XX of the Social Security Act, CONTRACTOR may enter into agreements with other agencies for the purpose of meeting these needs through coordination of efforts. CITY OF LUBe : MAYOR uthorized Con ctor Signature �i ATTACHMENT G Special Conditions for Nutrition Congregate Services City of Lubbock Contractor Name 09-H Code This contract obligates SPAG to a maximum of $ 115,915 federal dollars. The CONTRACTOR must match these dollars with a minimum of $ 12,879 Cash or In - Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay for nutrition services for persons sixty (60) years of age and older in Lubbock 2. CONTRACT GOAL The goal of this contract is to provide congregate meals for at least 6,050 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in the population of Lubbock CONTRACTOR agrees to provide an average of 251 meals per day for the contract peri which is a total of 63.503 meals for the period of the contract. CONTRACTOR further ag to deliver congregate meals in accordance with the following conditions: 1. Hot meals shall be provided in a congregate setting at least 5 days per weeks, according to a published schedule. 2. The congregate site shall be located, where feasible and appropriate, within walking distance to the majority of eligible older persons. 3. The CONTRACTOR shall comply with all state and local health laws and ordinances con- cerning preparation, handling, and serving of food. 4. Special menus, where feasible and appropriate, shall be prepared to meet dietary needs arising from health requirements, religious requirements, or ethnic backgrounds of eligible participants. 5. Food containers and utensils for blind and handicapped participants shall be provided. 6. The CONTRACTOR shall serve food in accordance with the recommended dietary allowance (RDA) as established by the Food and Nutrition Board of the National Academy of Scienc National Research Council and shall follow the menu plan developed by the nutrition consultant. 7. The CONTRACTOR shall prepare food in accordance with recipes provided. 8. Each participant shall be provided the opportunity to have milk with the meal. 9. Appropriate and cost effective arrangements shall be made for the transportation of commodities, where applicable, and for the storage and use of USDA commodities. 10. Cash provided in lieu of commodities shall be spent only for buying USDA commodities a food grown and produced in the United States. 11. Participants shall be assisted in taking advantage of benefits available to them throe the Food Stamp Program. 12. The CONTRACTOR shall coordinate with the Food Stamp Program administered by the Texas Department of Human Resources. MAYOR oized Contra oSignature r Iliuml'itNI H Special Conditions for Home Delivered Services Cit of Lubbock Contractor Name 09-J Code This contract obligates SPAG to a maximum of•$ 6,304 - _ federal dollars, Tw,. CONTRACTOR must match these dollars with a minimum of $ 700 Cash or ire_ Kind. In no event shall SPAG be obligated for more than 90 percent of TOTAL PROJECT COST. 1. CONTRACT PURPOSE The purpose of this contract is to provide funds to pay for nutrition services for persons sixty (60) years of age and older in Lubbock 2. CONTRACT GOAL The goal of this contract is to provide home delivered meals for at least 108 individuals each month, with minority and below poverty level older persons to be served in proportion to their number in the population of Lubbock CONTRACTOR agrees to provide an average of 12 meals per day for the contract period which is a total of 3,036 meals for the period of the contract. CONTRACTOR further agree to deliver hot meals to the home in accordance with the following conditions: 1. Meals shall.be provided 5 days per week. 2. An assessment of need shall be conducted before beginning delivery of meals. 3. Meals shall be hot when delivered. 4. Where feasible meals shall be delivered to eligible persons when weather related emergencies arise. 5. The CONTRACTOR shall comply with all state and local laws and ordinances concerning preparation, handling, and serving food. 6. Special menus, where feasible and appropriate, shall be prepared to meet dietary needs arising from health requirements, religious requirements, or ethnic backgrounds of eligible participants. 7. Food containers and utensils for blind and handicapped participants shall be provided. 8. The CONTRACTOR shall serve food in accordance with the recommended dietary allowance (RD National Research Council and shall follow the menu plan developed by the nutrition consultant. 9. The CONTRACTOR shall prepare food in accordance with recipes provided. 10. Each participant shall be provided the opportunity to have milk with the meal. 11. Appropriate and cost effective arrangements shall be made for the transportation of commodities, where applicable, and for the storage and use of USDA commodities. 12. Cash provided in lieu of commodities shall be spent only for buying USDA commodities and food grown and produced in the United States. 13. Participants shall be assisted in taking advantage of benefits available to them through the Food Stamp Program. 14. The CONTRACTOR shall coordinate with the Food Stamp Program administered by the Texas Department of Human Resources. MAYOR Authorize7 Con for Signature t� A-1-0 i�(( 3 Page Two Contractor's Name City of Lubbock Contract Numbers 09 H & J ORIGINAL FEDERAL CONGREGATE HOME DELIVERED SALARIES/FRINGE 1 Drivers 8,710. 2. SijnPrvisors (2) 6,812. 3•___;iinarvi snrs (1 ) 4. niiirParh 5• Ac-t Siinery 5,108. 6. 7. 8. EQUIPMENT 1. 2. 3. o: RAW FOOD 94,685. TRAVEL 1. 2. OPERATIONS 1. Utilities 300. 2. Insurance 3. Renov/Repair 200. 4. Supplies, Kitchn. 100. 5. Vehciles 6. Ideal Dely. Costs 7. 8. 1,202. 902. 4,000. 200. TOTALS 115,915 6,304. 122,219. BUDGET PROGRAM I14COME/,IN-KIND CONGREGATE HOME DELIVERED PI IK PI IK 8,710. 13,279. 301. 11,624. 24,067. 1,645. 44,401. 13,279. 1,645. 301. Page Three Contractor's Name City of Iuhhock Contract Numbers 09 H AMENDE[ FEDERAL CONGREGATE HOME DELIVERED SALARIES/FRINGE 1._Drivers 8,710. 2. Supervisors (2) 6,812. 1,202. 3- Supervisors (1) 4. Outreach 5. Asst. Suoerv. 5,108. 902. 6. 7. 8. EQUIPMENT 1. 2. 3. RAW FOOD 103,287. 4,000. TRAVEL 1. 2. OPERATIONS 1. Utilities 300. 2. Insurance 3. Renov/Repair 200. 4. Supplies, Kitchn 100. 200. 5. Vehciles 6. Meal Dely. Costs 7. 8. TOTALS 124.517. 6,304. 130,821. I BUDGET PROGRAK INCOHE/,IN-KIND CONGREGATE HOME DELIVERED PI IK PI IK 8,710. 13,279. 301. 11,624. 24,067. 1,645. 44,401. 13,279. 1,645. 301. 4 Page Four Budget Amendment The total consideration of this contract is $ 124,517.00 The provisions regarding termination will remain unchanged and the original contract will remain in effect. These agreements, as specified above, will become effective upon being duly authorized and executed by City of Lubbock Please return two (2) executed copies to us for our files. j rely, D. asstevens tiv Director JDC/cm Encloures For: City of Lub ck Ale Authorize gnatur South Plains Association of Governments 3424AvenueH • P.O.Box2787 • Lubbock Texas79Q08 • 806/762-8721 17 ze-Co 'e/el-/3 Henry RieH Jerry D. Qmtevere PRESIDENT EXECUTIVE DIRECTOR February 7, 1984 Dorothy Dailey, Supervisor Lubbock Senior Citizens Program �� L 9C P.O. Box 2000 Lubbock, Texas 79457 Dear Ms. Dailey: The South Plains Association of Governments, in its capacity as the Area Agency on Aging,.contracted $115,915 of Older American Act Monies to provide nutrition services to the elderly in the City of Lubbock. This contract is numbered 09-H and extends from October 1, 1983 through September 30, 1984. This letter, with attached budget sheets showing the line item changes, con- stitutes authority to.amend the FY 84 budget by adding $8,602 to.the raw food budget line item. These funds are to be used to provide meals to the Visiting Nurse Service, Inc.'s Adult Day Care Center. The City of Lubbock agrees to provide up to twenty (20) meals per day to the Adult Day Care Center. These meals are to be in addition to Title XIX and Title XX meals which are taken care of in another agreement. Through this agreement any donations received by the Adult Day Care Center shall be retained by that program. An Equal Opportunity Employer