Request for a competitive contract proposal for
NOTICE OF SUBCONTRACTOR NEEDS
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&NOTICE OF SUBCONTRACTOR NEEDS The following agency declares its intention to apply as a Home Delivered Meal Provider under Title IIIC of the Older Americans Act.
MANDATORY PROVISIONS CLIENT CONTRIBUTIONS Title III Contract Requirements Each Agency must: • Provide each older person with a free and voluntary opportunity to contribute to the cost of the services. • Protect the privacy of each older person with respect to his or her contribution. • Establish appropriate procedures to safeguard and account for all contributions. • Where services are provided at a specific site, or where services are provided in large groups, unencoded envelopes shall be given to all recipients. Drivers must be ready to accept donations from clients on a daily basis. The project office will supply the envelopes. All donations are to be deposited into an account designated by the County the following business day. Agencies staff in contracting with and expending Older Americans Act funds, shall neither solicit nor accept gratuities, favors or anything of monetary value from HDM recipients. AGENCY MONITORING As outlined within the MANDATORY PROVISIONS FOR NUTRITION SERVICE PROVIDERS, it is the responsibility of the Atlantic County Area Agency on Aging to monitor Nutrition Service Providers. This includes but not limited to random monitoring of food at delivery of home, kitchen staff and food preparation. REPORTING REQUIREMENTS Should circumstances arise that have a significant impact upon the program, the Agency is required to notify the Division of Intergenerational Services. The following types of conditions must be reported as soon as they become known: A change in key staff. Problems, delays or adverse conditions which will materially affect the ability of the Agency to attain program objectives, prevent meeting of time schedules or goals, or preclude the attainment of project work units by established time periods. This disclosure shall be accompanied by a statement of the action to be taken or contemplated, and any assistance needed to resolve the situation. Title III Grievance Procedures for Clients As per Older American Act guidelines, PM96-11, III-9, vendor MUST inform clients that if they are dissatisfied with the food delivery or improperly denied service that they be provided an opportunity to submit a written complaint at the service provider level, of which will be acknowledged within (3) business days of receipt, investigated and then notified of findings. Agency must also inform Intergenerational Services immediately upon receipt of complaint. PROPOSAL INSTRUCTIONS QUESTIONS (Questions 1 - 23) In the space provided below please answer the listed questions. The space for your response will expand to the length of your response. Please click on and type in underlined areas. Please do not attach brochures, newspaper clippings or other materials. Points will be deducted for unanswered questions and indirect answers.
REPORTING REQUIREMENTS A programmatic statistical report must be submitted to the Atlantic County Division of Intergenerational Services monthly, within eight (5) days of the end of each month. Grantees must prepare an annual “Grant Closeout”, to be submitted to the Office on Aging by January 15th for the previous fiscal year. (Area Plan Accountant will provide assistance with this area) The Division of Intergenerational Services should be notified of reasons for slippage in cases where established goals were not met. The Division of Intergenerational Services shall carry out the monitoring and evaluation activities required by the State Division. These include annually one programmatic and one fiscal monitoring visit. The Director of the project, or a designated representative, must attend the quarterly Coordinating meetings on the dates established by the Office on Aging. Attendance is mandatory; all absences must be excused by the Division of Intergenerational Services.
required to notify the Division of Intergenerational Services. The following types of conditions must be reported as soon as they become known: A change in key staff. Problems, delays or adverse conditions which will materially affect the ability of the Agency to attain program objectives, prevent meeting of time schedules or goals, or Preclude the attainment of project work units by established time periods. This disclosure shall be accompanied by a statement of the action to be taken or contemplated, and any assistance needed to resolve the situation. BUDGET
Because your program CANNOT be fully funded through the Older Americans Act, as outlined, please indicate other funding sources. Failure to answer will jeopardize your bid UNIT COST IS PER MEAL. Determining Unit Cost Per Meal -- The following factors must be taken into account in determining the Unit Cost Per Meal. These factors MUST be outlined within your BUDGET, whether utilizing OAA funds or other sources. 1. Raw Food Cost – Including all menu items: entrée, vegetables, fruit, dessert, bread and alternate, fortified spread, milk, including condiments. 2. Packaging Cost: Disposables, miscellaneous (pre-packaged knife/fork/spoon set, napkins, 5 compartment Styrofoam tray, coffee cup, bowl as menu would dictate. 3. Labor Cost - Production, Preparation, Service, Packaging, Food Service Management, Transportation Labor (drivers). 4. Transportation - Gas, Oil, Van Maintenance, Depreciation, Insurance (van). 5. Administration - Administrative Salaries, Travel, Fees, Insurance, Office Supplies, Postage, Printing, Misc., Rent, Utilities, Telephone, Maintenance, Equipment Repairs, Small Equipment, Budget Request Form Instructions: The space for your response will expand to the length of your response. Please click on and type in underlined areas. Expenditure Items Column A – Requested OAA C2 broken out per section Column B – Other funds to support program, broken out per section. Other Funds Example: United Way funds, Applicant Agency fund, such as other funds agency chooses to use to support program outside of OAA federal/state funds. Weekend Home Delivered Meals requires 25% match, which must be included in Column B – other funds to support program. Column C – Total Budgeted Program broken out per section. Personnel – Include expenses for salaries, wages, fringe and related employee benefits provided for persons contributing to the program for administrative, management and program operation purposes and are employed by your agency. Contractual – Include services performed for the agency by another entity under a subcontract for: Food Caterer/Vendor – if food is prepared by a subcontractor Transportation – if food is being transported to site by a subcontractor
Food Costs: Include expenses for raw food, and related costs such as equipment, utility, labor, packaging etc. that are essential for food preparation and are not listed in other categories. Transportation: Include expenses for delivery of food to sites, include gas, oil, insurance, maintenance of vehicles and are not listed in other categories. Other: Include expenses for telephone, postage, supplies, printing, etc. that are not included in other categories. C2 Net Costs: Total sections 1,2,3 and this is the amount you are requesting from Atlantic County. Number of Meal Units: Total meals your will be preparing/packaging/transporting to Home Delivered Meal Recipients per year. Cost per Meal Unit: (This will be the reimbursement rate from the AAA) C2 Net Costs ÷ Meal Units = Cost per Meal Unit NAME OF APPLICANT: HOME DELIVERED MEAL BUDGET (Page 1) HOME DELIVERED MEAL BUDGET REQUEST FORM – MONDAY THROUGH FRIDAY Complete the Budget Request Form. Identify all costs that will be charged by the proposer for implementing the program and attaining the performance objective.
Cost Per Meal Unit to be included on the PROPOSAL PAGE. NAME OF APPLICANT: HOME DELIVERED MEAL BUDGET (Page 2) Please Justify each Position Title as outlined above. List all project staff. Identify the number of full-time equivalent (FTE) staff to be employed in each position. Also indicate which staff will be funded in whole or in part with the C2 OAA requested funds. Include the amount requested If already hired, list by name all key staff who will be essential to the program’s success.
OTHER COST CATEGORIES
If Applicable: Name and Address of SUBCONTRACTOR for CATERER and/or TRANSPORTATION NAME: ADDRESS: NAME OF APPLICANT: WEEKEND HOME DELIVERED MEAL BUDGET (Page 1) WEEKEND HOME DELIVERED MEAL BUDGET REQUEST FORM – SATURDAY AND SUNDAY (REQUIRES 10% MATCH) Complete the Budget Request Form. Identify all costs that will be charged by the proposer for implementing the program and attaining the performance objective.
Cost Per meal Unit to be included on the PROPOSAL PAGE NAME OF APPLICANT: WEEKEND HOME DELIVERED MEAL BUDGET (Page 2) Please Justify each Position Title as outlined above. List all project staff. Identify the number of full-time equivalent (FTE) staff to be employed in each position. Also indicate which staff will be funded in whole or in part with the C2 OAA requested funds. Include the amount requested If already hired, list by name all key staff who will be essential to the program’s success.
OTHER COST CATEGORIES
If Applicable: Name and Address of SUBCONTRACTOR for CATERER and/or TRANSPORTATION NAME: ADDRESS: PROPOSAL FORM DATE: NAME AND ADDRESS OF SUBMITTING AGENCY Name: Address:
Type of Organization: Public Agency Private Non-Profit For Profit PROJECT DIRECTOR
SUBMITTING AGENCY PERSONNEL:
Atlantic County Area Plan Contract Proposal Evaluation Form Agency: _____________________________ Total Points ____________ Program: _______________________________________________________________ Reviewer: _________________________________ Date: __________________
GRANT AGREEMENT GRANT AGREEMENT NUMBER ____________________________________________DATE__________ APPROPRIATION CODE__________________________________________________________________ PROJECT____________________________________________________________________________________ PROJECT CODE________________________________________________________________ SUB-GRANTEE_________________________________________________________________ ______________________________________________________________________________ TERM OF GRANT__________________________________TO____________________________________ Grant Agreement Pages 1 through________________ COUNTY OF ATLANTIC DIVISION OF INTERGENERATIONAL SERVICES INDEX TO PROVISION OF GRANT AGREEMENT General Provisions 1. Term of Agreement 2. Governing Statutory and Regulatory Provisions 3. Changes in Agreement 4. Termination of Agreement 5. Stipulations 6. Scope of Services 7. Compensation 8. Method of Payment 9. Travel Expenses 10. Personal Property 11. Unexpended Fund Balances 12. Assignability 13. Insurance 14. Publications and Reports 15. Compliance 16. Liability Statement 17. Monitoring, Auditing and Evaluation 18. Reporting Requirements 19. Other Funds 20. Availability of Funds 21. Bidding 22. Liquidation 23. Non-Discrimination 24. Project Income 25. Sale of Property 26. Certified Audits 27. Rules and Regulations 28. Carryover Funds 29. Barrier-Free Environment 30. Client Views 31. Licensure 32. Low-Income Minority Clients 33. Client Donations ATTACHMENTS “A” - Scope of Services “C” - Method of Payment and Reporting Requirements COUNTY OF ATLANTIC DIVISION OF INTERGENERATIONAL SERVICES Attachment to Grant Agreement _____________________ Dated_____________________ The following provisions shall be added to the captioned grant agreement: LIQUIDATION OF EQUIPMENT. Grantee agrees that in the event of termination of the grant agreement and non-renewal of the grant agreement, all equipment having a value of $300 or more, purchased in whole or part with Title III funds will revert to the County of Atlantic. NON-DISCRIMINATION. Grantee agrees that he will not discriminate in employment practices, in the provision of services, or in any other way, because of sex, race, creed, national origin, physical handicap, or for any other reason. County of Atlantic BY: ______________________________________ NAME: Dennis Levinson TITLE: County Executive DATE:____________________________________ Sub-Grantee BY:_______________________________________ NAME: TITLE:
LETTER OF AGREEMENT Between the Governing body of Atlantic County and New Jersey Division of Senior Affairs Re: As the County Executive of the County of Atlantic, I do hereby agree to carry out the program as detailed in the accompanying scope of services and budget for the By:________________________________________________ Name: Dennis Levinson Title: County Executive Date:______________________________________________ Attest:
By:_____________________________________________
by and between the Atlantic County Division of Intergenerational Services, referred to as the “County” and Name:______________________________________________________________________________________ Address:____________________________________________________________________________________ hereinafter referred to as the “Sub-Grantee”. Witnesseth That: 1. Term of Agreement. This agreement shall be effective as of the ____________________________ day of __________________, ______and shall terminate no later than the day of __________________, _______. ** With the County obligating the right to reserve the option to renew said services for an additional year. 2. Governing Statutory and Regulatory Provisions. This Agreement and all sub-contracts, renewals, modifications are subject to the provisions of Public Law cited as the “Older Americans Comprehensive Services amendments of 1978 and the applicable Atlantic County Area Plan adopted pursuant to said statutes and regulations wherein the Atlantic County Division of Intergenerational Services is designated as the sole Agency to administer Title III of the Older Americans Act as amended by the aforementioned Public Law. 3. Changes in Agreement. Any parties hereto may, from time to time, request changes in the scope of services to be performed hereunder. Such changes, including any increase or decrease in the amount of reimbursement to the Sub-Grantee, which are mutually agreed upon by the parties to this Agreement, must be incorporated in written amendments to this Agreement and signed by the parties. The Sub-Grantee shall review actual and projected expenditures pursuant to this Agreement on a quarterly basis and shall advise the County of any projected variation in expenditures from the maximum expenditure allowance. 4. Termination of Agreement. Termination of this Agreement may occur prior to the date agreed upon by the parties herein only upon the grounds and in the following manner: A. In the event the funds required by the parties from local, state and federal sources are not obtained and continued at an aggregate level sufficient to allow for the provision of the indicated quantity of services, the obligations of each party hereunder shall thereupon be reduced, or in the case of a complete failure of funds, terminated, provided that any termination of this Agreement shall be without prejudice to any obligations or liabilities of any party already accrued prior to such termination; B. Should the Sub-Grantee fail to perform or provide services, or otherwise fail to abide by the provision of this Agreement, thereby jeopardizing the continued receipt of Federal funds to this State, the County may terminate the whole or any part of this Agreement as long as it notifies the Sub-Grantee in writing within 15 working days of notice that Federal funding is jeopardized. Said written notice shall advise the Sub-Grantee that non-compliance may be corrected within a time period designated by the County and failure to correct non-compliance shall mean federal funds shall no longer be made available pursuant to this AGREEMENT; C. Utilization of any portion of the appropriation hereunder to employ or otherwise compensate any person employed by the County, who has directly participated in the negotiation or approval of this Agreement; D. Discovery of any pecuniary or personal interest by the Sub-Grantee, its employees, its officers, its Trustees or its Directors in the project, or in any contract emanating from the operation of this project; E. Failure, for any reason, of the Sub-Grantee to satisfy its obligations under this Agreement: F. Submission by the Sub-Grantee to the County of reports that are incorrect or incomplete in any material respect; G. Any improper or inefficient use of funds, provided under this Agreement; H. Failure of the Sub-Grantee and/or its staff which are detrimental to the objectives of this project; I. Any violation of the New Jersey Conflicts of Interest Law, N.J.S.A. 52:I3D-I2 et. seq. J. Failure of the Sub-Grantee to permit the County to make an inspection of the administrative or operational facilities of the project; K. By mutual agreement. Upon termination of this Agreement, the Sub-Grantee shall forthwith return all proceeds of the grant to the County. 5. Stipulations. A. Retention of Records. The Sub-Grantee agrees to retain all books, records and other documents relevant to this Agreement for three years after final payment unless an audit is in progress or exceptions have not been resolved and Federal auditors and any persons duly authorized by the County shall have full access to and the right to examine any of the said documents during the three year period. Any claimed waiver of these rights or privileges must be documented in writing. B. Safeguarding of Information. The Sub-Grantee agrees to safeguard information and records pertaining to clients served under this Agreement in accordance with the relevant standards on the use and disclosure of such information as defined in Federal Regulations governing same under Title III of the Older Americans Act as amended. C. Covenant of Non-Discrimination. During the performance of this Agreement, the Sub-Grantee shall comply with all the requirements of Title IV of the Civil Rights Act of 1964 and other applicable federal and state laws and regulations pertaining to the civil rights of individuals. 1. Title VI of the Civil Rights act of 1964 (42 U.S.C.A. S2000d et. seq.) and the regulations promulgated to implement this Act (45 C.F.R. Part 80), which require that no person shall on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance. 2. Title VII of the Civil Rights Act of 1964 (42 U.S.C.A. S2000e et seq.), as amended and Presidential Executive Order No. 11246, and any subsequent orders, which establish affirmative action employment standards and practices applicable to the Contractor. 3. New Jersey Law Against Discrimination (N.J.S.A. 10:5-1 et seq., P.L. 1975, c. 127), as amended, which requires that the Contractor recruit and hire employees and thereafter treat them equally with respect to compensation and all other terms, conditions and privileges of employment, without regard to any employee’s race, religion, color, sex, age, national origin, ancestry or marital status. 4. N.J.A.C. 17:27-1.1 et seq. which establishes affirmative action employment standards and practices applicable to public agencies and their contractors and subcontractors and which are intended to ensure compliance with the affirmative action requirements established under N.J.S.A. 10:5-36 et seq. C.1979, c.266. 5. The Americans with Disabilities Act of 1990, Pub.L. 101-336, 104 Stat. 327, 42 U.S.C. 12101-12213 and 47 U.S.C. 225 and 611, and the regulations promulgated pursuant thereto. 6. Any other applicable federal and state laws and regulations pertaining to the civil rights of individuals. 7. The Sub-Grantee will not, on the grounds of race, age, color, sex or national origin: a. deny an individual any services or other benefits provided under this program; b. provide any services or other benefits to an individual which are different, or are provided in a different manner, from these provided to others, under the program; c. subject any individual to segregation or separate treatment in any manner related to that person’s receipt of any services or other benefits provided under that program; d. restrict an individual in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any services or other benefits provided under this program; e. treat an individual differently from others in determining whether that person satisfies any eligibility or other requirements or condition which individuals must meet in order to receive any aid, care, services, or other benefits provided under the program; f. deny an individual an opportunity to participate in the program through the provision of services or otherwise or afford that person an opportunity to do so which is different from that afforded others under the program; g. in no event shall any individual who is provided with services funded under this agreement be asked or encouraged in any manner whatsoever to participate in any religious program, services or activity; h. any services to be provided under this agreement shall be exclusively secular and non-religious in nature and scope and in no event shall there be any religious services, counseling, proselytizing, instruction, or other religious influence undertaken in connection with the provision of such services. D. That the grant and services it proposes to fund in are not now being funded by other Older Americans Act funds, and that the proposed funds will not replace the non-federal resources of programs and services now in place; and E. That this program comply with the accessibility requirements and the employment requirements of Section 504, of the Rehabilitation Act of 1973 (CFR Title 45, Part 84) and that funds will not be awarded to any agency in non-compliance; and F. That a Affirmative Action Plan, meeting all federal requirements, is available for review; and G. That, subject to merit system requirements, preference will be given to persons 60 or older or Older Americans Act Title V Community Service Employment Program Enrollees in permanent positions (Section 1321.69 as revised by N.J. DOA); and H. That the Sub-Grantee utilizes such methods of administration as are necessary for the proper and efficient administration of this grant; and I. That all policies and procedures promulgated by the Atlantic County Division of Intergenerational Services will be adhered to; and J. That the Sub-Grantee will make every effort to: Participate in conferences on minority issues; use or develop materials specifically designed for minority elderly; be involved in training programs on minority issues; make hearings accessible to minority elderly by locating in minority neighborhoods or communities; assure adequate minority representation in community needs assessment; and K. That minority elderly are represented in proportion to their presence in the general population of the zone on the grantees Advisory Council; and L. That the Advisory Council has been established in accordance with policies set forth by the Atlantic County Division of Intergenerational Services; and
S. That the Older Americans Act funds applied for have been pooled with other community resources to the greatest extent. 6. Scope of Services. In consideration of the grant provided by this Agreement, the Sub-Grantee shall, in a satisfactory and proper manner as determined by the County perform all services specified in Attachment “A”. 7. Compensation. The County shall grant to the Sub-Grantee a sum not to exceed $_________________. The Sub-Grantee shall expend project funds in accordance with the Approved Budget as set forth on Attachment “B”. Except as shall be more specifically limited on Attachment “B”, the amounts expended for each of the program activity listed on Attachment “B” may not exceed the approved amount by more than 10% or $500.00, whichever is greater, provided however, that the total Approved Budget is not exceeded. The express prior written approval of the County is necessary to exceed these limitations. 8. Method of Payment. The County shall make payments under this Agreement upon the submission of a properly executed County invoice form, together with such documentation as may be required. The manner and form of such submissions shall be in accordance with the procedures described on Attachment “C”. 9. Travel Expenses. The Sub-Grantee, if a public agency, shall charge expenses for travel in accordance with the customary practice in the government of which the agency is a part. If the Sub-Grantee is a private agency, expenses charged for travel shall not exceed those allowable under the State of New Jersey Travel Regulations. In any event, travel expenses shall not be charged in access of the allowable budget amount. 10. Personal Property. If personality, including equipment, costing less than one hundred ($100.00) dollars per item is acquired and used for three (3) years from the date of acquisition for approved contract purposes, title to such property shall vest in the Sub-Grantee, Personality, including equipment, costing more than one hundred ($100.00) dollars or used for less than three (3) years shall be owned by the County. The County, at its option, may, however, permit the Sub-Grantee to retain such property subject to reimbursement to the County of its cost minus a fair rental value for the period of actual use. *All other allowable expenses are subject to those definitions set forth in “Guidelines for Implementation Title III”, issued by the Division of Senior Affairs. 11. Unexpected Fund Balances. The Sub-Grantee may incur costs only during the period set forth in paragraph No. 1 of this Agreement. Expenditures made before or after these dates shall be disallowed. Funds obligated, but not disbursed at the end of the contract period, shall be liquidated within 30 days after the close of the contract period and any unexpected fund balance remaining shall be returned to the County with the submission of the final report. The County, at its discretion, may authorize the Sub-Grantee to use the unexpended grant funds: (a) for approved grant purposes after the end of the contract period if the project is a continuing activity and the County intends to enter into another agreement for a period of time immediately following the contract period. Under such circumstances, the amount of the subsequent grant shall be reduced by the amount of the unexpended funds remaining at the end of the previous contract period. (b) for approved grant purposes if the County authorizes an extension of the contract period. In no event shall the Sub-Grantee use expended grant funds after the contract period without the express written approval of the County. 12. Assignability. The Sub-Grantee shall not subcontract any of the work or services covered by this Agreement, nor shall any interest in the Agreement be assigned or transferred, except as may be provided within the terms of this Agreement or with the express written approval of the County. Except that the Sub-Grantee may apportion not more than 2.0% of the Compensation detailed in Paragraph 7 for legal and auditing fees in the execution process. 13. Insurance. The Sub-Grantee shall submit evidence of insurance coverage in amounts specified by and in companies satisfactory to the County. 14. Publications and Reports. The following regulations concerning publications shall be adhered to by the Sub-Grantee: A. Any books, reports, pamphlets, papers or articles based on activities receiving support under Title III must contain an acknowledgment of that support. B. The Department of Health, Education and Welfare, Office on Human Development, Administration on Aging, (hereinafter called AoA) reserves the option to receive free of charge up to 12 copies of any publications published as a part of a Title III project, and two copies of any publication based on project activities. C. Where a project results in a book or other copyrightable material, the author is free to obtain a copyright, but AoA reserves a royalty free, non exclusive and irrevocable license to reproduce, publish, or otherwise use, or authorize others to use, all such material. All project material produced by project staff shall bear proper agency acknowledgment when reproduced. 15. Compliance. To be adhered to by the County and Sub-Grantee. A. The Sub-Grantee, in order to induce the County to make the within grant for the project, agrees that is shall comply with all provisions of the authorizing appropriation, the Act, and any regulations, requirements or guidelines which the Department may issue, whether explicitly referred to herein or not. It is further agreed that the Sub-Grantee shall seek and develop its own source of funding in anticipation of the expiration of this Grant. In no event shall this Grant be construed as a commitment by the County to expand beyond the termination date set forth in paragraph 1. B. The appointment of the Project Director shall be subject to the advice and consent of the Division of Intergenerational Services. C. There shall be no requirements to be met by the elderly client and/or participant a prerequisite to receiving the services of the project other than that they have reached their sixteenth year. D. All vehicles operated by the project shall be in accordance with New Jersey Motor Vehicle Laws and operated by persons who: a. possess a valid New Jersey Driver’s License; b. are free from any impairing illness or disability.
16. Liability Statement. The Sub-Grantee agrees to save, defend and hold the County harmless from and against any claim, suit or liability to any third parties resulting from the Sub-Grantee’s performance under this Agreement. 17. Monitoring, Auditing and Evaluation. A. The County shall provide to the Sub-Grantee, consultation and technical assistance for the duration of the contract. B. The County shall perform fiscal management activities to oversee the management of funds provided to the Sub-Grantee through this Agreement, the County shall monitor all reports of such fiscal management activities on a monthly basis and conduct a semi-annual program evaluation of the operations performed by the Sub-Grantee for the purpose of obtaining information necessary to assure the continued receipt of federal funds, to justify the past expenditure of funds, or to form the basis for a future claim for federal funds. C. The Sub-Grantee shall receive, retain and make available to the County, within 60 days of the termination of this Agreement, an external fiscal audit report of the Sub-Grantee. The cost for these external audits shall be paid from the funds provided the Sub-Grantee under this Agreement. D. The County, and the Sub-Grantee agree that the right is reserved for the County to make on-site visits to the premises where social services are being provided pursuant to this Agreement at time which are mutually agreeable to the County and the Sub-Grantee, in order to assure that the agreeable to the County and the Sub-Grantee, in order to assure that the purpose of this Agreement are being furthered and fulfilled. Any claimed waiver of these rights or privileges must be known and in writing. E. In fulfilling the above (17B) of this Agreement, the County will provide at least one in-depth evaluation of the Sub-Grantee during the term of this Agreement. F. Evaluations will be conducted by persons designated by the County, in conformance with regulations governing Title III of the Older Americans Act as amended. G. The Sub-Grantee will be given a minimum of ten working days notice of the dates of an evaluation, and each evaluation will not exceed three (3) days in duration, except in exceptional circumstances. H. Evaluations shall be conducted in the following manner and steps: 1. County selects the Sub-Grantee to be evaluated, notifies the Sub-Grantee, designates the members of the team and arranges the dates, which as far as possible should be mutually convenient to County and Sub-Grantee. 2. County coordinates the evaluation. 3. Evaluators meet and prepare informal recommendations, which are first transmitted to executive director of the Sub-Grantee only. If affirmative actions are recommended, an informal meeting between the evaluators and the executive director is held, to establish areas of agreement and disagreement, and to give the Sub-Grantee an opportunity to present its position. 4. If recommended actions are agreed to by the Sub-Grantee, the evaluator shall conduct a follow-up in whatever form is appropriate within 60 days of agreement. If agreed changes have been made, a favorable written report concluding the evaluation shall be prepared by the evaluators and submitted to the County and the Sub-Grantee. 5. If there is no agreement, or agreed actions are not carried out, the evaluators shall prepare a complete written report, which shall be forwarded to the County and the Sub-Grantee. 6. Only properly recommended affirmative action involving fundamental deficiencies, substantially jeopardizing the ability of the program to provide social services in compliance with this Agreement may be considered at the time of refunding. Any properly recommended affirmative action may be considered in determining allocation of new federal or state funds. I. Evaluation to be conducted by the Sub-Grantee: 1. All projects funded from the funds described herein (Title III) shall be formally monitored twice annually and evaluated annually in accordance to the established procedures of the State Division on Aging. 18. Reporting Requirements The following reports will be required: A. Financial: The Sub-Grantee shall submit financial reports as required by the Atlantic County Division of Intergenerational Services on a monthly basis, by the 5th calendar day of the following month. B. Programmatic: The Sub-Grantee shall submit monthly statistics (QPRS reports) by the 5th calendar day of the following month. Quarterly reports with emphasis on progress of new programs, justifications of increased or decreased services and a description of the problems (long and short term), shall be submitted. 19. Other Funds. The Sub-Grantee shall not use funds provided under this Agreement to replace existing or committed financial support for the same project, except as may be provided by this Agreement or with the express written approval of the County. 20. Availability of Funds. The parties hereto recognized that this Grant Agreement, made on behalf of the County, is dependent upon such funding appropriations as may be made by the State of New Jersey, the Federal Government or other funding sources; the County shall not be held liable for any breach of this Agreement because of the absence of available funding appropriations. 21. Bidding. This contract is subject to the New Jersey Public Bidding Laws and all of the laws of the State of New Jersey and ordinances and resolutions of the County of Atlantic. 22. Liquidation of Equipment. The Sub-Grantee agrees that in the event of termination of the grant agreement and non-renewal of the grant agreement, all equipment having a value of $100.00 or more, purchased in whole or part with Title III funds will revert to the County of Atlantic. 23. Non-Discrimination. The Sub-Grantee agrees that he will not discriminate in employment practices, in the provision of services, or in any other way, because of sex, race, creed, national origin, physical handicapped, or for any other reason. 24. Project Income. All funds, accrued interest derived there from, generated by Sub-Grantees shall be implemented to replace amount of federal funds as designated by contractual agreement. 25. Sale of Property. Property, including equipment, purchased with Federal funds costing in excess of $100.00 may not be sold without authorization of the Division of Intergenerational Services. Monies generated by sale of said property or equipment will be termed as project income. Contractual Agreement will be amended to reflect sale amount as part of the revenue resource. 26. Certified Audits. The Division of Intergenerational Services will initiate procedures to have the Project audited. Certified audit reports will be required for all projects funded under the Area Plan with Title III funds. Up to three percent of the total amount of current Title III funds allocated to the County will be used for said audits. The County agrees to inform the Sub-Grantee of the date and location of the closing audit conference and to have a representative of the Sub-Grantee at the closing audit conference, if requested. The audits will be performed by a Registered Municipal Accountant (RMA) or a Certified Public Accountant (CPA) whose firm also has RMA’s on staff. 27. Rules and Regulations. The Sub-Grantee must abide by Administration of Grants, Federal Regulations Title 45-Part 74 and Federal Register Volume 45-No. 63, Department of Health, Education and Welfare Grants for the State and Community Programs on Aging, dated Monday, March 31, 1980, and all other related state and federal laws, and state, federal and county rules, regulations and formal administrative requirements as well as subsequent federal guidelines affecting Title III grants 28. Carryover Funds. Carryover funds, if any, will be used before further Title III funds are made available. Carryover Title III funds will be expended as a part of the total commitment of Title III funds as specified elsewhere in this Grant Agreement.. 29. Barrier-Free Environment. The Sub-Grantee, in accepting this Grant, agrees to comply with the specific provisions implementing Section 504 of the Rehabilitation Act of 1973 (Public Law Regulations, Title 45-Part 84), and were issued in the Federal Register, Volume 42-No. 86, May 4, 1977. Section 504 stipulates that no otherwise qualified handicapped individual shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination, under any program or activity receiving Federal Financial Assistance. 30. Client Views. Procedures for obtaining the views of participants about the services they received under this grant will be developed and implemented by the Sub-Grantee. 31. Licensure. Where applicable the Sub-Grantee will obtain appropriate licenses and meet all safety requirements. 32. Low Income Minority Clients. Low-income minority individuals will be sought out by the Sub-Grantee to provide services to them. 33. Client Donations. Donations made by, for, or on behalf of any client to the Sub-Grantee for services provided through this project will be used exclusively for this project. ATTACHMENT A TO GRANT AGREEMENT NUMBER___________________________ SCOPE OF SERVICES Attachment B to Grant Agreement Number _________ DOA 3-2 State of New Jersey Department of Community Affairs Division of Senior Affairs P.O. 2768 Trenton, New Jersey 08625
ESTIMATED COST for PROPOSED PROJECT
ESTIMATED COST for PROPOSED PROJECT
ESTIMATED COST for PROPOSED PROJECT
LOCAL NON-FEDERAL PARTICIPATION
COUNTY OF ATLANTIC DIVISION OF INTERGENERATIONAL SERVICES ATTACHMENT ‘C’ TO GRANT AGREEMENT NUMBER________________ METHOD OF PAYMENT AND REPORTING REQUIREMENTS The Sub-Grantee shall be paid, upon execution of this Agreement and submission of properly executed standard invoice forms detailing to monthly or quarterly sums not to exceed a total award of $______________________________________. The following reports will be required:
Monthly Statistical Reports shall be due on or before the fifth calendar day of the following month. Quarterly Narrative and Statistical Reports shall be due on or before the fifth of January, April, July and October, covering the prior three month period. ATTACHMENT D In executing this contract and accepting funds under this contract, the Contractor agrees in the performance of this contract to comply with all federal, state and municipal laws, rules and regulations generally applicable to the activities by whomsoever performed in which Contractor is engaged in the performance of this contract. In addition, the Contractor agrees in the performance of this contract to comply with all policies and procedures promulgated by the New Jersey State Division on Aging and Atlantic County Area Agency on Aging. Specifically, the Contractor assures compliance with the following: A. Federal Laws, Rules and Regulations: The Contractor, in accepting this contract, agrees to comply with: 1. The conditions set forth below which are intended to assure that funds provided under this contract shall not be utilized in a manner which would contravene the Establishment Clause of the First Amendment of the United States Constitution. Specifically, these conditions are as follows: a. Any services to be funded under this agreement shall be provided regardless of religious affiliation or beliefs; b. In no event shall the provision of the services to be funded under this agreement be conditioned upon attendance at or participation in religious programs, services, or activities. c. Any services to be provided under this agreement shall be essentially secular in nature and scope and in no event shall there be any religious services, counseling, proselytizing, instruction or other religious influence undertaken in connection with the provision of such services. d. Funds provided under this contract shall not be used for the construction, rehabilitation, or restoration of any facility owned by a religious organization and used, now or in the future, for any religious activity or purpose. The parties hereto acknowledge that this Grant Agreement numbered_________________________ consists of ____________________pages numbered 1 through ____________consecutively. IN WITNESS WHEREOF, the County and the Sub-Grantee have executed this Agreement as of the date first written above. COUNTY OF ATLANTIC GOVERNING BODY
BY:______________________________________________ Name Title
ATTEST: Sub-Grantee: (Fill in exact name as on page 1) By:_______________________________________ By_______________________________________________ Secretary or Governmental Clerk Name Title
The aforementioned Agreement has been reviewed and approved as to form. By:______________________________________________ Date:____________________________________________ CONTRACT FORMS
A/. GENERAL REQUIREMENTS 1/ The Contractor(s) shall provide and pay for insurance coverage of such type and in such amounts as will completely protect the Contractor and the County, its elected officials, officers, agents, servants employees and assigns against any and all risks of loss (including costs of defense) or liability arising out of this contract.
4/ The Contractor(s) shall furnish the County with Certificates of Insurance, as shown under “B” Specific Coverage Requirements, policies for General Liability must be endorsed to include the County of Atlantic as an Additional Insured, a copy of ISO Endorsements CG 20 10 is required along with the certificate. The Certificates of Insurance shall set out the types of coverage, the limits of liability, describe the operation by reference to this contract and provide for (30 days) written notice to the County of cancellation and/or non-renewal. All of the Contractors. Deductibles or Retention's shall be the sole responsibility of the contractor, those in excess of $10,000 are to be disclosed and are subject to approval by the County. If requested actual policy copies or incurred loss information may be required. 5/ The policies and specified limits of coverage must be effective prior to the commencement of work and must remain in force until final acceptance of the work under the contract. Contracts that involve construction, installation, or maintenance repair must maintain completed operations insurance, endorsing the County as an additional insured for a term of two (2) years beginning on the date of the final acceptance. They also must include a copy of I.S O. Endorsement CG 2011 CG 2037 , or their equivalent. 6/ The Contractor(s) shall obtain, and furnish the County, certificates of insurance from their subcontractor(s) or sub sub contractor(s) showing polices in force with coverage and limits as described under these insurance requirements. 7/ The Certificate of Insurance with a A COPY OF THE ADDITIONAL INSURED ENDORSEMENTS , are to be signed by a person authorized by the insuring company(s) to bind coverage on it's behalf. Neither approval by the County nor failure to disapprove Certificates of Insurance/ furnished by the Contractor shall release the Contractor from full responsibility for all liability including costs of defense. Insurance is required as a measure of protection and the Contractor's liability is not limited thereby. 8/ The Certificates of Insurance, must be submitted to the County and shall be subject to the review and approval of the County Counsel or Risk Manager. 9/ If at any time during the term of this contract or any extension thereof, if any of the required policies of insurance should expire, change or be canceled, it will be the responsibility of the Contractor, prior to the expiration, change or cancellation, to furnish to the County a Certificate of Insurance indicating renewal or an acceptable replacement of the policy so that there will be no lapse in any coverage. In the event of interruption of any coverage for any reason, all payments and work under the contract shall cease and not be resumed until coverage has been restored and a current Certificate of Insurance received and approved. 10/ Any policy of insurance that is written on a claims made basis shall, under the terms of this contract, be renewed or the coverage extended for a period of not less than three years and shall provide coverage for the period operations were performed by the contractor. Proof of such extension shall annually be presented to the Risk Manager for the County of Atlantic and indicate the retroactive date of coverage or indicate that all prior acts coverage is provided. 11/ Insurance or Risk Funding maintained by the County shall be considered as Excess over Contractors Insurance. Insurance or Risk Funding Maintained by the County of Atlantic does not provide protection for Contractors liability. 12/ Certificates of Insurance and Evidence of Property Forms shall show the Certificate Holder as follows: COUNTY OF ATLANTIC COUNTY OFFICE BUILDING 1333 ATLANTIC AVENUE ATLANTIC CITY, NEW JERSEY 08401 ATTN.: ROBERT GRIST, RISK MANAGER
1/ Each Occurrence $1,000,000 2/ Damage to Rented or Leased Properties $ 100,000 3/ Medical Expense $ 5,000 4/ Personal & Adv. Injury $1,000,000 5/ General Aggregate $2,000,000 6/ Products-Completed Operations Aggregate $2,000,000 c) Motor Vehicle Liability Insurance in a comprehensive form, endorsed to include pollution coverage, with minimum limits of $1,000,0000 CSL 1/ Owned Vehicles 2/ Hired/Leased Vehicles 3/ Non-Owned Vehicles d) Umbrella /Excess Liability over General / Automobile liability , with minimum limits of $1,000,000 e) Professional Liability Insurance, including errors and omissions coverage with minimum limits of $ 1,000,000/ $2,000,000 January , 2011 (REVISED 4/10)
During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. l7:27‑5.2. The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does not discriminate on the basis of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job‑related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions. In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: Letter of Federal Affirmative Action Plan Approval Certificate of Employee Information Report Employee Information Report Form AA302 (electronically provided by the Division and distributed to the public agency through the Division’s website at www.state.nj.us/treasury/contract_compliance) The contractor and its subcontractors shall furnish such reports or other documents to the Division of Public Contracts Equal Employment Opportunity Compliance as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Public Contracts Equal Employment Opportunity Compliance for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27. FORMS
BID CHECK LIST Checked Items required with bid Items submitted with bid (Bidder’s INITIALS )
Print Name of Bidder :____________________________________________ Date:___________ Signed By: _____________________________________________________________________ Print Name & Title: ______________________________________________________________ THIS CHECKLIST SHOULD BE INITIALED AND SIGNED WHERE INDICATED AND RETURNED WITH ALL ITEMS DISCLOSURE STATEMENT Name of Business: ________________________________________________________________ Principal place of Business: ___________________________________________________________ ____ PARTNERSHIP ____CORPORATION ____ SOLE PROPRIETORSHIP I certify that the list below contains the names and home addresses of all stock holders holding 10% or more or the issued and outstanding stock of the undersigned. If one or more of the below is itself a corporation or partnership, I have annexed the names and addresses of anyone owning a 10% or greater interest therein. I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned PLEASE CHECK APPROPRIATE BOXES ABOVE AND SIGN BELOW STOCKHOLDERS: NAME STREET ADDRESS CITY AND STATE ____________________ __________________________ ____________________ ____________________ __________________________ ____________________ ____________________ __________________________ ____________________ ____________________ __________________________ ____________________ I further certify that no officer or employee of the _______________________ has any interest, direct or indirect in this corporation or partnership or in this contract. I certify that the foregoing statements made by me are true. I am aware that if any of the foregoing statements made by me are willfully false, I am subject to punishment. SWORN AND SUBSCRIBED TO BEFORE ME THE ________ DAY OF _____________ 20____ ____________________________ _____________________________ Signature of Notary Public SIGNATURE Notary Public of __________________ _____________________________ PRINT OR TYPE NAME My Commission Expires _____________ _____________________________ TITLE OF PERSON SIGNING DS NON-COLLUSION AFFIDAVIT State of New Jersey ) ) ss County of __________________ I, _______________________ of __________________________ in the County of _________________ and the State of ____________________________, of full age, being duly sworn according to law on my oath, depose and say, that : I am ___________________________ of the Firm of _____________________, the bidder making the Proposal for the herein project, and that I executed the said Proposal with full authority to do so, that said bidder has not directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above named project, and that all statements contained in said Proposal and in this affidavit are true and correct, and made with full knowledge that the _________________________ relies upon the truth of the statements contained in said Proposal and in the statements contained in this affidavit in awarding the contract for the said project. I warrant that no requirement or commitment was made in reference to any political contribution to any party, person, or elected official and that no undisclosed benefits of any kind were promised to any one connected with County government or any political party in reference hereto. I further warrant that no person or selling agency has been employed or retained to solicit or secure such contract upon agreement or understanding for a commission, percentage, brokerage or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by _______________________________________ NAME OF CONTRACTOR I further warrant and represent that I have never been convicted of or acknowledge nor admitted to any payment of kickbacks or unlawful gifts to any government official or employee for which conduct the County of Atlantic deems me disqualified from doing business with County of Atlantic under such circumstances. I also understand that the above disqualification does not apply to any vendor who cooperates with the prosecution and gives supporting testimony on behalf of the prosecution in the course of a judicial inquiry. SWORN AND SUBSCRIBED TO BEFORE ME THE ________ DAY OF _____________ 20____
Signature of Notary Public SIGNATURE OF AFFIANT Notary Public of __________________ _______________________________ PRINT OR TYPE NAME OF AFFIANT My Commission Expires _____________
AFFIRMATIVE ACTION INFORMATION Please complete the following:
2. Our Company has a New Jersey Certificate of Employee Information Report: YES ______ NO _______ a. If yes, submit a Photographic copy of the Certificate 3. Our Company has neither of the above, therefore send us Form AA-302 (Affirmative Action Employee Information Report) SEND AA-302 __________ (check if applicable) I certify that the above information is correct to the best of my knowledge. NAME: _________________________________________ SIGNATURE: ___________________________________ TITLE: _________________________________________ DATE: _________________________________________ AAI AFFIDAVIT OF COMPLIANCE ON CONTRACTOR'S RECYCLING PROGRAM (CONTRACTOR MUST COMPLETE, SIGN AND NOTARIZE THIS FORM AND SUBMIT WITH BID PACKAGE) The County of Atlantic has pursuant to P.L. 1987, Chapter 102, adopted the Atlantic County Recycling Plan and Ordinance #7 of 1988, which designates the following commercial and institutions materials as recyclable and mandates the recycling thereof; Glass, food and beverage containers: clear, amber, green Newspapers Aluminum beverage cans corrugated cardboard White office paper Computer Paper
Name of Company (check as many as apply)
before me on NAME _______________, 20____ _____________________ TITLE
______________________ _____________________ NOTARY DATE R Directory: acbidportal.nsf acbidportal.nsf -> Notice to proposers addendum #1 cc 201511. 2 Request for a competitive contract proposal for senior center site manager services for atlantic county acbidportal.nsf -> Request for a competitive contract proposal for\ acbidportal.nsf -> Request for a competitive contract proposal for acbidportal.nsf -> Request for proposal for Download 0.76 Mb. Share with your friends:
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