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HomeMy WebLinkAboutCAP 2009-03-23 COMPLETE AGENDA PACKET City of Tukwila Distribution: B. Fletcher N. Olivas V. Griffin M. Hart J. Pace Community Affairs J. Duffle S. Hunstock D. Speck K. Hougardy V. Jessop R. Still Parks Committee J• Hernandez S. Kerslake B. Arthur D. Robertson G. Labanara C. Parrish O Verna Griffin, Chair Mayor Haggerton K. Matej K. Narog(cover) O Joe Duffie R. Berry M. Miotke S. Kirby(email) Kathy Hougardy E. Boykan C. O'Flaherty S. Norris(email) O AGENDA MONDAY, MARCH 23, 2009, 5:00 PM Conference Room #3 ITEM RECOMMENDED ACTION Page 1. PRESENTATION(S) 2. BUSINESS AGENDA a. Community Schools Collaboration Contract; a. Forward to 4/13 C.O.W. Pg.1 Evelyn Boykan, Human Services Manager. and 4/20 Regular Meeting. b. Update on Foster Golf Links Restaurant b. Information only. Pg.9 Vender Search; Bruce F /etcher, Parks and Recreation Director, 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Monday, April 13, 2009 e The City of Tukwila strives to accommodate those with disabilities. Please contact the City Clerk's Office at 206 433 -1800 for assistance. TO: FROM: Evelyn Boykan, Human Services Manager DATE: 3/23/09 SUBJECT: Community Schools of King County contract ISSUE The City awarded Community Schools Collaboration $130,000 for 2009 and 2010 to support the operations of the Tukwila Community Schools Collaboration program. Contracts over $25,000 require Council approval. BACKGROUND The Community Schools Collaboration provides afterschool programming at each one of the five schools inTukwila. The CSC program provides services in the areas of: academic and program enrichment, family support, education and community linkages and health services support including medical, dental and coordinated community health services. The Parks and Recreation department is no longer providing in -kind recreation services the Human Services Division has taken over the management and monitoring of this contract. DISCUSSION City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Community and Parks Jim Haggerton, Mayor Currently, monthly reporting includes narrative updates from the Director and Community Schools Health Coordinator in addition to detailed community liaison reports. Reporting also includes numbers of students attending, types of activity provided, program highlights, issues and concerns and upcoming events. The proposed contract will include outcomes around professional development needs, parent engagement and other measures as identified by an outside evaluator. RECOMMENDATION Council is being asked to review this item at the April 13 Committee of the Whole meeting and to approve it at the April 20 regular meeting. ATTACHMENTS Draft Contract for Social Services DRAFT Contract No. CONTRACT FOR SOCIAL SERVICES This Agreement is entered into by and between the City of Tukwila, Washington, a noncharter optional municipal code city hereinafter referred to as "the City and Community Schools Collaboration of Tukwila, hereinafter referred to as "the Contractor" whose principal office is located at 16256 Military Rd South, Suite 102, SeaTac, WA 98188. WHEREAS, the City has determined the need to have certain social services performed for its citizens but does not have the personnel or expertise to perform such services, and WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms and conditions, now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scope of Services to be Performed by Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. 2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered using billing voucher and method set forth on Exhibit B attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $130,000 for 2009 and $130,000 for 2010 at a rate of $10,833.33 monthly 2A. Criteria for Compensation. The Contractor will be expected to submit required reports and initiate bi- yearly presentations in a timely fashion. 3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement and according to the budget attached hereto as Exhibit C and incorporated herein by this reference as if fully set forth. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget by transferring funds among the budget categories. 4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing January 1, 2009 and ending December 31, 2010 unless sooner terminated under the provisions hereinafter specified. 5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 6. Indemnification. The Contractor shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of the Contractor, its officers, agents and employees, in performing the work required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Contractor, its officers, agents, and employees. 7. Insurance. A. The Contractor shall procure and maintain in full force throughout the duration of the Agreement comprehensive general liability insurance with a minimum coverage of $500,000.00 per occurrence /aggregate for personal injury and property damage. Said policy shall name the city of Tukwila as an additional named insured and shall include a provision prohibiting cancellation or reduction in the amount of said policy except upon thirty (30) days prior written notice to the City. Cancellation of the required insurance shall automatically result in termination of this Agreement. B. In addition to the insurance provided for in Paragraph A above, the Contractor shall maintain or insure, that its professional employees or contractors maintain professional liability insurance in the event that services delivered pursuant to this Agreement, either directly or indirectly, involve providing professional services. Such professional liability insurance shall be maintained in an amount not less than $500,000.00 combined single limit per claim /aggregate. For the purposes of this Paragraph "professional services" shall mean any services provided by a physician, licensed psychologist, or other licensed professional. C. Certificates of coverage as required by Paragraphs A and B above shall be delivered to the City within fifteen (15) days of execution of this Agreement. 2 8. Record Keeping and Reporting. A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure properly accounting for all funds contributed by the City to the performance of this Agreement and compliance with this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. C. The Contractor shall provide monthly or quarterly reports to the City containing statistical data concerning client services performed by the Contractor during the reporting period. The Contractor will report to the City the types and number of services which the Contractor provided, together with information concerning the number of people who participated or received the services, and other information as agreed upon. The Contractor shall submit its report according to Exhibit A and incorporated herein by this reference as if fully set forth. 9. Compensation and Method of Payment. The Contractor shall submit an invoice and all accompanying reports as specified in the attached exhibit not more than 15 working days after the close of each indicated reporting period. The City will initiate authorization for payment after approval of corrected invoices and reports. 10. Revenues or Fees. A list of all proposed revenues or fees to be charged participants of the City funded program must be attached to this Agreement. Please attach the sliding fee scale if one is used. If fees to be charged is still in negotiation, those fee schedules must be received by the City as soon as they are agreed upon. 11. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by law during the performance of this Agreement. The City shall have the right to an annual audit of the Contractor's financial statement and condition. 12. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the same. If the Contractor's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. 13. Discrimination Prohibited. The Contractor shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Contractor to be provided under this Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or presence of any sensory, mental or physical handicap. For religious organizations providing services they will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing and exert no other religious influence in the provision of such public services. 3 14. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 15. Entire Agreement. This Agreement contains the entire Agreement between the parties hereto and no other Agreements, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or bind any of the parties hereto. Either party may request changes in the agreement. Proposed changes, which are mutually agreed upon, shall be incorporated by written amendments to this Agreement. 16. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by the Contractor upon the signature line below. 17. Applicable Law: Venue; Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this day of CITY OF TUKWILA CONTRACTOR: BY: MAYOR, JIM HAGGERTON ATTEST/ AUTHENTICATED: CITY CLERK ,CHRISTY O'FLAHERTY,CMC APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY BY ADDRESS: 4 EXHIBIT A Contractor will provide the following programs to Tukwila students and families within the Tukwila School District: Student support including academic and program enrichment, family support including information, education and community linkages, and health services support including medical, dental and coordinated community health services. Contractor will provide the following reports to the City as indicated: 1. Monthly: Number of children served at each school, activities offered, program highlights and students on waiting lists. Report will also include summary of cultural liaisons. Reports will be sent to Mayor's Office, Human Services, Parks and Recreation and City Council. 2. Quarterly: Financial statements reflecting year to date expenditures and revenues related to Tukwila programming. Progress report on outcomes. 3. Bi- Yearly Presentation to City Council to address program update, progress on identified outcomes 4. Outcomes 2009 A. Increased Professional Development for CSC staff CSC will submit a report identifying the professional development needs for CSC staff, along wth a professional development plan by 4th quarter. This will include, but not be limited to training as it relates to data collection and management. B. Increased parent engagement CSC will collect baseline data regarding levels of parent participation in afterschool program. This will be submitted by 4th quarter. C. CSC will submit any other additional evaluative data collected by the Stuart funded contracted evaluator. Funds will be used to pay for the following expenses:. Personnel and Operations for both Site based programming as well as cultural liaisons School based community programs: Cascade View Elementary $30,000 Thorndyke Elementary $30,000 Tukwila Elementary $30,000 Showalter Middle Schools $15,000 Foster High School $10,000 Cultural Liaisons Parent Engagement and Community Outreach $10,000 Administration costs supporting staff development $5,000 Total $130,000 6 Agency: Mailing Address: Specific Program: Reporting Period: Amount Requested This Invoice Authorized Signature EXHIBIT B CITY OF TUKWILA BILLING VOUCHER HUMAN SERVICES CONTRACTOR Office of Human Services 6200 Southcenter Blvd. Tukwila. WA 98188 Telephone Invoice Date of Invoice Note: Submit a separate voucher for each program which is funded by your City of Tukwila contract. Approved for Payment: UDGET SUMMARY Total Contract for Year Previous Payments This Year Current Request Previous Payment Current -YTD Balance Remaining For Department Use Only Date EXHIBIT C Operating Budget Planned monthly expenditures Agency will bill the City $10,833.33 monthly for a total of $130,000 City of Tukwila INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks Committee FROM: Bruce Fletcher, Parks and Recreation Director DATE: March 19, 2009 SUBJECT: Foster Golf Links Restaurateur Search Update ISSUE The City has been in the process of seeking a new restaurant vendor at Foster Golf Links. BACKGROUND Gordon's on the Green ended their lease agreement at Foster Golf Links in December. The Parks and Recreation department has been in the process of completing a vendor search for the restaurant space. DISCUSSION Jim Haggerton, Mayor Bruce Fletcher, Parks and Recreation Director, will provide a brief presentation and answer questions regarding the search process for the vendor replacement at Foster Golf Links.