HomeMy WebLinkAboutAGENDA REPORT 2025 0618 CC REG ITEM 10GCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of June 18, 2025
ACTION ADOPTED RESOLUTION NO.
2025-4336. (ROLL CALL VOTE:
UNANIMOUS)
BY A. Hurtado.
G. Consider Resolution Approving an Agreement with the Ventura County Human
Services Agency, Area Agency on Aging (VCAAA) for Senior Nutrition Program
Services. Staff Recommendation: Adopt Resolution No. 2025-4336 approving an
Agreement with the Ventura County Human Services Agency, Area Agency on
Aging for the provision of Senior Nutrition Program services and authorize the City
Manager to sign the Agreement and all related documents, including annual
renewals, subject to final language approval of the City Manager. (Staff: Chris
Ball, Senior Management Analyst) (ROLL CALL VOTE REQUIRED)
Item: 10.G.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Chris Ball, Senior Management Analyst
DATE: 06/18/2025 Regular Meeting
SUBJECT: Consider Resolution Approving an Agreement with the Ventura
County Human Services Agency, Area Agency on Aging (VCAAA) for
Senior Nutrition Program Services
BACKGROUND
The Moorpark Active Adult Center (AAC), through funding from the VCAAA, has offered
a Senior Nutrition Program (SNP) for seniors in the Moorpark community for over 20
years. Meals are cooked on-site Monday through Friday, excluding holidays, and
provided to eligible seniors aged 60 and up through either the congregate or home-
delivered meal services. The congregate meal service currently serves an average of
14 meals per day and is an important component of the AAC’s on-site senior service
offerings, which include socialization, recreation, education, and social services
activities and events. The home-delivered meal program currently provides
approximately 44 meals per day to homebound Moorpark seniors.
Funding for the SNP is provided through an Older Americans Act (OAA) Title III-C Grant
administered by the VCAAA, who contracts with local jurisdictions to provide SNP
services for their local populations. The funding amounts are determined by VCAAA
based on various factors including the amount of OAA Title III-C funding available and
the proportional number of clients served by each jurisdiction.
DISCUSSION
Historically the funds provided to local agencies were designated for operational
expenses, while wholesale food costs were calculated and paid by VCAAA independent
of local agency involvement. However, at the start of the fiscal year (FY) 2024/25
contract period, VCAAA notified local agencies that it intended to transfer responsibility
Item: 10.G.
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for wholesale food purchasing to local agencies beginning in FY 2025/26, accompanied
by an increase in contract funding. According to VCAAA, this change was being
implemented to be consistent with the County Human Service Agency’s standard grant
funding structure whereby the County distributes funding, and grantees are responsible
for managing all aspects of the program, including operations and procurement. The
FY 2024/25 grant period would be a transitional year during which VCAAA would
continue to pay for wholesale food and local jurisdictions would be responsible for
monitoring their food costs to prepare for assuming responsibility for wholesale food
purchasing in FY 2025/26. The City’s FY 2024/25 contract for SNP services provided
$65,100 for operations. VCAAA initially allocated an equal amount ($65,100) to cover
the City’s food costs and in early 2025 added an additional $45,000 in One-Time-Only
(OTO) grant funds to the food allocation. Staff has worked with VCAAA during the year
to monitor budget allocations and adjust as necessary to ensure adequate funding for
food. The final revised allocations for FY 2024/25 provide $50,105 for operations and
$125,095 for food purchases.
On June 3, 2025, the Ventura County Board of Supervisors approved contracts for SNP
services in all Ventura County cities, including the City of Moorpark. The Moorpark
contract offers a total amount of $140,000 (Attachment 1), which will provide $125,000
for food costs and $15,000 for operating expenses. Per VCAAA guidelines, a voluntary
donation of $4 per meal is suggested, however no eligible individual is denied
participation because of a failure or inability to contribute. The estimated participant
donation revenue for FY 2025/26 is $3,500. Although the City received an additional
$45,000 in OTO funding in FY 2024/25, this funding is not guaranteed but would be
added to the allocation for operating expenses if received in future years.
The initial contract term is for one year, terminating on June 30, 2026, with the option to
extend or renew for additional years upon mutual agreement between the City and
VCAAA. The contract outlines the City’s responsibilities related to the provision of
congregate and home-delivered meals, including guidelines regarding food procurement
and specific nutritional requirements for meals served through the program. The
contract also identifies five food suppliers, procured by the County through a
competitive Request for Proposals (RFP) process and approved as vendors for the SNP
program, from which the City can purchase wholesale food supplies. Staff is currently
in the process of establishing contracts with these vendors for the provision of food to
support the program in FY 2025/26.
The City Council is being asked to adopt a Resolution approving the Agreement with
VCAAA for the provision of SNP services and authorize the City Manager to serve as
signatory for the City Council on all matters related to the administration of this
Agreement including future extensions or renewals.
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ENVIRONMENTAL DETERMINATION
This action is exempt from the California Environmental Quality Act (CEQA) as it does
not constitute a project, as defined by Section 15378 of the State CEQA Guidelines.
Therefore, no further environmental review is required.
FISCAL IMPACT
As noted earlier, the Agreement with VCAAA provides $140,000 to support the SNP
program, and participant donations are estimated to provide an additional $3,500 in
program revenues. The FY 2025/26 budget identifies a total of $158,120 in direct
program costs, including program food supplies ($125,000), salary and benefits for one
part-time Senior Nutrition Coordinator ($24,620), supplies and equipment ($7,100), and
mileage reimbursement ($1,400). The result is an estimated net cost to the General
Fund (Fund 1000) of $14,620. The VCAAA Agreement requires a minimum matching
contribution of $14,000, which would be met by the City’s costs. Program costs are
reimbursed by the County monthly based on monthly progress reporting. Adequate
funding for SNP services is included in the budget for FY 2025/26, therefore no
additional appropriation is required.
COUNCIL GOAL COMPLIANCE
This action does not support a current strategic directive.
STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED)
Adopt Resolution No. 2025-______ approving an Agreement with the Ventura County
Human Services Agency, Area Agency on Aging for the provision of Senior Nutrition
Program services and authorize the City Manager to sign the Agreement and all related
documents, including annual renewals, subject to final language approval of the City
Manager.
Attachment 1: Draft Agreement
Attachment 2: Draft Resolution No. 2025-______
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Ventura County Human Services Agency, Area Agency on Aging
Agreement and Assurances of Older Americans Act
Award for Services – Contract No. C2526.03
This agreement is made and entered into on July 1, 2025, by and between the County of
Ventura,which includes its Human Services Agency, Area Agency on Aging
(hereinafter called “County” or “Area Agency” or “VCAAA”) and the City of Moorpark
(hereinafter called “City” or “Contractor”) for services specified in Exhibits A-C attached
hereto and incorporated herein by reference (“Service Requirements”). The total
compensation to be paid to Contractor shall not exceed $140,000 (the “Contract Amount”).
Matching contributions shall be $14,000.
Article I: Scope of Service and Performance Standards
Section 1
Contractor understands and agrees that unless agreed otherwise in writing by County,
Contractor will abide by the terms of this contract.
Section 2
Contractor shall provide, in a satisfactory and proper manner as determined by the Area
Agency’s representative, the necessary personnel, equipment and materials required to
carry out the services and/or activities as detailed in this contract and the attached Exhibit
A,incorporated herein. Contractor agrees to provide the services in accordance with all
applicable local, state, and federal designation and program standards, regulations and
laws.
Contractor shall provide services provided for in this agreement in accordance with, and to
comply with all terms of, the contracts (Area Plan (AP), as applicable) between the
California Department of Aging (CDA) and the Area Agency (“the CDA Contract”), and will
require any subcontractors to administer their subcontracts in accordance with this
agreement and the CDA Contract, and with all applicable local, state, and federal laws and
regulations including, but not limited to: those regarding discrimination, wages, and hours
of employment; occupational safety; and, fire, safety, health and sanitation regulations,
directives, guidelines and/or manuals related to this agreement, and resolve all issues using
good administrative practices and sound judgment. A copy of the CDA Contract is on file
with the Area Agency and is available upon request.
Section 3
The Contractor agrees that the performance of work and services pursuant to the
requirements of this Agreement shall conform to accepted professional standards.
The Contractor agrees that during the term of this agreement that they are of sound
financial status. Any Contractor that is a private corporation, Joint Powers Agreement
(JPA) or private nonprofit must be in good standing with the Secretary of State of California
and shall maintain that status throughout the term of the Agreement. Failure to maintain
good standing shall result in suspension or termination of this Agreement with the Area
Agency on Aging until satisfactory status is restored.
ATTACHMENT 1
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Section 4
Under the terms of this contract, the following definitions apply:
CCR means California Code of Regulations.
CFR means Code of Federal Regulations.
Child means an individual who is not more than eighteen (18) years of age.
Contractor means the legal entity that receives funds from the Area Agency on Aging to
provide direct services identified in and in accordance with this Agreement. This term may
be used interchangeably with Vendor.
Eligible Service Population for Title Ill C-1 and C-2 means individuals sixty (60) years
of age or older, with emphasis on those in greatest economic and social need with
particular attention to low-income minority older individuals, older individuals with LEP,
and older individuals residing in rural areas. [OAA § 305 (a)(2)(E); 22 CCR 7125, 7127,
7130, 7135]
Individuals eligible to receive Senior Nutrition Program meals are as follows:
Congregate Meals – Individuals eligible to receive meals at a congregate site are:
a) Any older individual.
b) The spouse of any older individual.
c) A person with a disability, under age sixty (60) who resides in housing
facilities occupied primarily by older individuals at which congregate
nutrition services are provided.
d) A disabled individual who resides at home with and accompanies an
older individual who participates in the program.
e) A volunteer under age sixty (60), if doing so will not deprive an older
individual sixty (60) or older of a meal. [CCR 7636.9(b)(3); CCR
7638.7(b) and OAA 339(H)]
Home-Delivered Meals – Individuals eligible to receive a home-delivered meal are
individuals who are:
a) Frail as defined by 22 CCR 7119, homebound by reason of illness or
disability, or otherwise isolated. (These individuals shall be given priority
in the delivery of services.) [45 CFR 1321.69(a)].
b) A spouse of a person in 22 CCR 7638.7(c)(2), regardless of age or
condition, if an assessment concludes that is in the best interest of the
homebound older individual.
c) An individual with a disability who resides at home with older individuals,
if an assessment concludes that it is in the best interest of the
homebound older individual who participates in the program.
To-Go Meals means meals that are picked up by clients (or client’s agent) or
delivered to clients who are not comfortable dining in a congregate meal setting.
a) C-1: To-Go meals are categorized as C-1 meals if they are consumed
onsite and include in-person interaction (e.g., dining at congregate site
such as restaurant, food truck, etc., or one-on-one with program
volunteer)or consumed offsite and include virtual interaction (e.g., group
interaction via Zoom, FaceTime, etc., or one-on-one with program
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volunteer via telephone) during the meal.
b) C-2: To-Go meals are categorized as C-2 meals if they are consumed
offsite without in-person or virtual interaction
Indirect Costs means costs incurred for a common or joint purpose benefiting more than
one cost objective and not readily assignable to the cost objective specifically benefited,
without effort disproportionate to the results achieved.
Individual with a disability means an individual with a disability, as defined in Section 3
of the Americans with Disabilities Act of 1990 (42 U.S.C. 12102), who is not less than age
18 and not more than age 59. [OAA § 372(a)(2)]
In-kind Contributions means the value of non-cash contributions donated to support the
project or program (e.g., property, service, etc.).
Matching Contributions (called Recipient Local Share for Title V: [OAA § 502(c)(2)] [20
CFR 641.809]) means local cash and/or in-kind contributions made by the Contractor,
Subcontractor, or other local resources. Matching Contributions qualify as match for the
contract funding. Cash and/or in-kind contributions may count as match if such
contributions are used to meet program requirements. Any matching contributions, or
Recipient Local Share, (cash or in-kind) must be reported monthly and be verifiable from
the records of the Contractor. Matching contributions, or Recipient Local Share, must be
used for allowable costs in accordance with the Code of Federal Regulations [2 CFR 200]
and [2CFR 2900].
Non-Matching Contributions means local funding that does not qualify as matching
contributions and/or is not being budgeted as matching contributions. (e.g., federal funds,
overmatch, etc.).
Nutrition Education means an intervention targeting OAA participants and caregivers
that uses information dissemination, instruction, or training with the intent to support food,
nutrition, and physical activity choices and behaviors (related to nutritional status) in order
to maintain or improve health and address nutrition-related conditions. Content is
consistent with the Dietary Guidelines for Americans; is accurate, culturally sensitive,
regionally appropriate, and considers personal preferences; and is overseen by a
registered dietitian or individual of comparable expertise as defined in the OAA.
OAA means Older Americans Act.
Program Income means revenue generated by the Contractor from contract-supported
activities and may include:
a. Voluntary contributions received from a participant or responsible party as a result
of services.
b. Income from usage or rental fees of real or personal property acquired with grant
funds or funds provided under this Agreement.
Program Requirements means Title Ill program requirements found in the OAA [42 USC
3001-3058]; the Code of Federal Regulations [45 CFR 1321]; the California Code of
Regulations[22 CCR 7000 et seq.]; CDA Program Memoranda, and California Retail Food
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Code (CRFC).
State and Department mean the State of California and the California Department of
Aging (CDA) interchangeably.
Title III C-1 (Congregate Nutrition Services)means nutrition services for older
individuals in a congregate setting. Services include meals, nutrition education, nutrition
risk screening, and opportunities for socialization. Each meal shall provide one-third (1/3)
of the Dietary Reference Intakes (DRI) and comply with the most current Dietary
Guidelines for Americans (DGA). To be an eligible Title III C-1 congregate nutrition site,
the site must meet all of the following criteria: [22 CCR 7638.7(a)]
a. Be open to the public. [45 CFR 1321.53(b)(3)]
b. Not means test. [OAA § 315(b)(3)]
c. Provide participants the opportunity to make voluntary contributions and not deny
service fornot contributingtothecostoftheservice.[OAA§315(b)(4)][22CCR7638.9]
d. Not receive funds from another source for the cost of the same meal, equipment,
or services. [2 CFR 200.403(f)][45 CFR 75.403(f)]
Title III C-2 (Home-Delivered Nutrition Services)means nutrition services provided to
frail, homebound, or isolated older individuals including meals, nutrition education, and
nutrition risk screening. Each meal shall provide one-third (1/3) of the DRI and comply with
the most current Dietary Guidelines for Americans. [22 CCR 7135, 22 CCR 7638.7(c)]
Title III C-2 meals are compliant with the Older Californians Nutrition Program Menu
Guidance
Vendor means an entity selling or providing goods or services. This term may be used
interchangeably with Contractor.
Article II: Period of Performance
Except as otherwise provided, the term of this agreement shall commence on July 1, 2025,
and terminate on June 30, 2026. This Agreement can be extended or renewed for
additional years upon mutual agreement of both parties.
Article III: Program Budget and Payment Schedule
Section 1
The reimbursable compensation of this Agreement shall be paid in monthly increments
upon receipt of an accurate invoice submitted monthly for all expenses incurred and paid
for the previous month. Invoices shall be submitted no later than the fifteenth (15th)
calendar day of the subsequent month to Human Services Agency-Fiscal Division.
In accordance with the approved budget (“Authorized Total Budget”), County will
reimburse to Contractor the approved expenses within 30 days of receipt of an approved
and accurate invoice.
No expenditure shall be made or obligation incurred in excess of this agreement, or not in
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accordance with the Authorized Total Budget. Any expenditure of funds that is not in
compliance with the Authorized Total Budget or this agreement, or not within the costs set
forth in the Authorized Total Budget, shall not be chargeable to the County. Any
unauthorized expenditures shall be borne by Contractor.
Any reimbursement for authorized travel and per diem shall be at rates not to exceed
those amounts paid by the State in accordance with the California Department of Human
Resources’ (CalHR) rules and regulations.
(https://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx)
This is not to be construed as limiting the Contractor from paying any differences in costs,
from funds other than those provided by CDA, between the CalHR rates and any rates the
Contractor is obligated to pay under other contractual agreements. No travel outside the
state of California shall be reimbursed.
Section 2
All payments shall be made in accordance with the provisions of this agreement and the
Authorized Total Budget (See Exhibit B). The funds to be paid by the Area Agency to
Contractor are solely federal and state funds and shall be spent in accordance with the
Authorized Total Budget. Contractor must obtain prior approval in writing from County’s
Fiscal Representative for any budget modifications.
Section 3
The Area Agency may, at its discretion, reallocate to other projects that portion of
Contractor's Older Americans Act award which (during the mid-year or other budget
review) is projected to become unexpended grant funds.
Section 4
Contractor shall maintain accounting records (including payroll records, bills, invoices and
receipts) for all funds received pursuant to this agreement separate from any other funds
administered by Contractor. This shall include program income, voluntary contributions,
and all matching funds. Contractor shall also account for all other non-cash items, where
applicable.
Section 5
In the event Contractor receives payment for a service to which reimbursement is
disallowed by the Area Agency or to the Area Agency by the California Department of
Aging or the Federal Administration on Aging, Contractor shall promptly refund the
disallowed amount to the Area Agency on request.
Section 6
Funds made available under this Agreement shall supplement, and not supplant, any
Federal, State, or local funds expended by a State or unit of general-purpose local
government to provide Title III (excluding III E), or Title VII Programs. Funds made
available under Title III E shall be budgeted and expended in accordance with the five
federal support service components specified in OAA § 373(b) and distinguished between
“caregiver” and “grandparent” support services, as required for the Older Americans Act
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Performance System (OAAPS). Funds made available under Title III E shall supplement
and not supplant other services that may directly or indirectly support informal caregiving,
such as Medicaid waiver programs (e.g., MSSP, etc.), or other caregiver services such as
those provided through Caregiver Resource Centers, Linkages, Alzheimer’s Day Care
Resource Centers, Respite Purchase of Service, and other Title III funded providers.
Section 7
Costs incurred by the Contractor or subcontractor must be verifiable from the records of
the Contractor or subcontractor and must be allowable as outlined in the Code of Federal
Regulations [2 CFR 200] and [2CFR 2900] and may be cash or in-kind contributions.
Section 8
The maximum reimbursement amount allowable for indirect costs is 15% of Contractor’s
Modified Total Direct Costs (MTDC), excluding in-kind contributions and nonexpendable
equipment. Indirect costs shall not exceed 15% of the Contractor’s MTDC per funding
category. [2 CFR 200.414(c)(1),(f)] [45 CFR 75.414(c)(1), (f)]
Contractors requesting reimbursement for indirect costs shall retain on file an approved
indirect cost rate accepted by all federal awarding agencies or an allocation plan
documenting the methodology used to determine the indirect costs.
Administrative costs exceeding the maximum 15% may be budgeted as in-kind for
purposes of meeting matching requirements in Title III and VII programs only. Contractors
must receive prior approval from the Area Agency prior to budgeting the excess indirect
costs as in-kind.
Section 9
Matching Requirements
1. The required minimum program matching contributions for Title III-C is ten percent
(10%).
2. Minimum matching requirements are calculated on net costs, which are total costs
less program income, non-matching contributions, and State funds.
3. Program matching contributions for Title III-C can be pooled to meet the minimum
requirement of ten percent (10%).
4. Matching contributions generated in excess of the minimum required are
considered overmatch.
Section 10
Should the Contractor begin work in advance of when the Agreement is approved, that
work may be considered as having been performed at risk as a volunteer and may not be
reimbursed or compensated.
Article IV: Reporting and Evaluation
Section 1
Contractor shall report data into LiveWellVC monthly. All program data must be reported
online on or before the tenth (10th) day of each month following the month being reported
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and shall contain the information requested by the Area Agency. No request for payment
of funds shall be approved by the Area Agency's representative until such reports have
been timely filed.
Section 2
Area Agency may, at its discretion, conduct periodic evaluations or audits of the Program.
Contractor shall cooperate with the Area Agency in evaluations of the Program as
scheduled by the Area Agency. Contractor will collect and make available all pertinent
project information as needed and/or requested and participate in any project site visits
made by the Area Agency.
Article V: Information Integrity and Security
The Contractor, and its subcontractors, shall have in place operational policies,
procedures, and practices to protect State information assets, including those assets used
to store or access Personal Health Information (PHI), Personal Information (PI) and any
information protected under the Health Insurance Portability and Accountability Act
(HIPAA), (i.e., public, confidential, sensitive and/or personal identifying information) herein
referred to as Personal, Sensitive and Confidential Information (PSCI) as specified in the
State Administrative Manual, 5300 to 5365.3; Cal. Gov. Code § 11019.9, DGS
Management Memo 06-12; DOF Budget Letter 06-34; and CDA Program Memorandum
07-18 Protection of Information Assets and the Statewide Health Information Policy
Manual.
Information assets may be in hard copy or electronic format and may include but is not
limited to:
1. Reports
2. Notes
3. Forms
4. Computers, laptops, cellphones, printers, scanners
5. Networks (LAN, WAN, WIFI) servers, switches, routers
6. Storage media, hard drives, flash drives, cloud storage
7. Data, applications, databases
Encryption of Computing Devices
The Contractor, and its subcontractors, are required to use 128-Bit encryption for PSCI
data that is collected and stored on all computing devices (including but not limited to,
workstations, servers, laptops, personal digital assistants, notebook computers and
backup media) and/or portable electronic storage media (including but not limited to, discs,
thumb/flash drives, portable hard drives, and backup media).
Disclosure
1. The Contractor, and its subcontractors, shall ensure that all PSCI is protected from
inappropriate or unauthorized access or disclosure in accordance with applicable laws,
regulations, and State policies.
2. The Contractor, and its subcontractors, shall protect from unauthorized disclosure,
PSCI such as names and other identifying information concerning persons receiving
services pursuant to this Agreement, except for statistical information not identifying
any participant.
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3. “Personal identifying information” shall include, but not be limited to, name, identifying
number, social security number, state driver’s license or state identification number,
financial account numbers, symbol or other identifying characteristic assigned to the
individual, such as fingerprint, voiceprint or a photograph.
4. The Contractor, and its subcontractors, shall not use PSCI above for any purpose
other than carrying out the Contractor’s obligations under this Agreement. The
Contractor and its subcontractors are authorized to disclose and access identifying
information for this purpose as required by OAA.
5. Contractor, and its subcontractors, will not, except as otherwise specifically authorized
or required by this agreement or court order, disclose any identifying information
obtained under the terms of this agreement to anyone other than the Area Agency
and/or the California Department of Aging without prior written authorization from the
Area Agency and/or the California Department of Aging. Contractor may be
authorized, in writing, by a participant to disclose identifying information specific to the
authorizing participant.
6. Contractor, and its subcontractors, may allow participants to authorize the release of
information to specific entities, but shall not request or encourage any participant to
give blanket authorization to sign a blank release, nor shall Contractor accept such
from any participant. The Contractor may allow a participant to authorize the release
of information to specific entities but shall not request or encourage any participant to
give a blanket authorization or sign a blank release, nor shall the Contractor accept
such blanket authorization from any participant.
Security Awareness Training Requirement
The Contractor’s employees, subcontractors, and volunteers handling PSCI must
complete the required CDA Security Training module located at
https://aging.ca.gov/Information_security/within thirty (30) days of the start date of the
Contract/Agreement, within thirty (30) days of the start date of any new employee,
subcontractor, or volunteer’s employment and annually thereafter. The Contractor must
maintain certificates of completion on file and provide them to VCAAA upon request.
Health Insurance Portability and Accountability Act (HIPAA)
Contractor agrees to comply with the privacy and security requirements of the Health
Insurance Portability and Accountability Act (HIPAA) and ensure that subcontractors
comply with the privacy and security requirements of HIPAA.
Security Incident Reporting
A security incident occurs when CDA information assets are or reasonably believed to
have been accessed, modified, destroyed, or disclosed without proper authorization, or
are lost or stolen. The Contractor and its Subcontractors/Vendors, must comply with
CDA’s security incident reporting procedure located at
https://www.aging.ca.gov/Information_Security/Security_Incident_Reporting_Procedures/
Security Breach Notifications
Notice must be given by the Contractor, and/or its subcontractors to anyone whose PSCI
could have been breached in accordance with HIPAA, the Information Practices Act of
1977, and State policy.
Software Maintenance
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The Contractor, and its subcontractors, shall apply security patches and upgrades in a
timely manner and keep virus software up to date on all systems on which State data may
be stored or accessed.
Electronic Backups
The Contractor and its subcontractors shall ensure that all electronic information is
protected by performing regular backups of files and databases and ensure the availability
of information assets for continued business. The Contractor, and its subcontractors, shall
ensure that all data, files, and backup files are encrypted.
Article VI: State Licensure Requirements
Contractor represents or warrants that it possesses or will possess all necessary licenses,
permits, notices and certificates required to provide the services which are the subject of
this agreement prior to the commencement date of the agreement.
Article VII: Contributions for Social Services
Contractor shall provide older persons receiving services the opportunity to contribute to all
or part of the costs of the social services provided. Contractor will consult with the project
consumer participation body regarding proposed contributions. Each individual recipient
will determine what he/she/they is able to contribute toward the cost of the social service.
No older person will be denied a social service because of his/her/their failure to
contribute.
Means tests shall not be used by any Contractor for any Title III or Title VII services, nor
shall services be denied to any Title III or Title VII client that does not contribute toward
the cost of the services received. Methods used to solicit voluntary contributions for Title
III and Title VII services shall be non-coercive.
The Contractor assures that voluntary contributions shall be allowed and may be solicited
in accordance with the following requirements [OAA § 315(b)]. Clearly inform each
recipient that there is no obligation to contribute and that the contribution is purely
voluntary. Protect the privacy and confidentiality of each recipient with respect to the
recipient's contribution or lack of contribution.
a.Each service provider will:
i. Provide each recipient with an opportunity to voluntarily contribute to the cost
of the service.
ii. Establish appropriate procedures to safeguard and account for all
contributions.
iii. Use all collected contributions to expand the services for which the
contributions were given and to supplement (not supplant) funds received
under this Agreement.
In the event that Contractor generates program income from a program funded by this
agreement, this income must be reported and expended under the same terms and
conditions as the program funds from which it is generated. Program income must be used
to expand baseline services and be used to pay for current allowable costs of the program
in the same fiscal year that the income was earned. For programs funded by Title III B,
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Title III C, Title III D, Title III E, Title VII Ombudsman and Title VII-A Elder Abuse Prevention
programs, program income must be expended prior to drawing down additional funds as
required in [2 CFR 200.305(b)(5)] and [2 CFR 200.307(e)] and may reduce the total
amount of contract funds payable to Contractor. Program income may not be used to meet
the matching requirements of this contract.
Article VIII: Nondiscrimination
Contractor shall comply with all federal and state statutes relating to nondiscrimination,
including those contained in the Contractor Certification Clauses (CCC1005) which is
hereby incorporated by reference. These include but are not limited to:
(a) Title VII of the Civil Rights Act of 1964 (42 USC 2000e et. seq.), as amended by the
Equal Opportunity Act of March 24, 1972 (Public Law 92-261);
(b) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on
the basis of race, color, or national origin;
(c) Title IX of the Education Amendments of 1972, as amended (20 USC §§ 1681-1683,
and 1685-1686), which prohibits discrimination on the basis of sex;
(d) Section 504 of the Rehabilitation Act of 1973, as amended (29 USC § 794), which
prohibits discrimination on the basis of handicap;
(e) the Age Discrimination Act of 1975, as amended (42 USC §§6101-6107), which
prohibits discrimination on the basis of age;
(f) the Drug Abuse Office and Treatment Act of 1972 (P.L. 92-255), as amended, relating
to non-discrimination on the basis of drug abuse;
(g) the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment, and
Rehabilitation Act of 1970 (P.L. 91-616), as amended, relating to non-discrimination on
the basis of alcohol abuse or alcoholism;
(h) §§ 523 and 527 of the Public Health Service Act of 1912 (42 USC §§ 290 dd-3 and
290 ee-3) as amended, relating to confidentiality of alcohol and drug abuse patient
records;
(i) Cal. Gov. Code § 11135 et seq., and 2 CCR § 11140 et seq., which prohibit recipients
of state financial assistance from discriminating against persons based on race, national
origin, ethnic group identification, religion, age, sex, sexual orientation, color, or disability
(22 CCR § 98323), Title VII of the Civil Rights Act of 1968 (42 USC §§ 43601 et seq.) as
amended, relating to nondiscrimination in the sale, rental or refinancing of housing;
(j) any other nondiscrimination provisions in the specific statute(s) under which application
for federal assistance is being made; and,
(k) the requirements of any other nondiscrimination statute(s) which may apply to this
agreement.
California Civil Rights Laws
The Contractor shall ensure compliance with the requirements of California Public
Contract Code § 2010 by submitting a completed California Civil Rights Laws Certification,
prior to execution of this Agreement. The certificate is available at:
http://www.dgs.ca.gov/ols/Forms.aspx
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The California Civil Rights Laws Certification ensures Contractor compliance with the
Unruh Civil Rights Act (Cal. Civ. Code § 51) and the Fair Employment and Housing Act
(Cal. Gov. Code § 12960) and ensures that Contractor internal policies are not used in
violation of California Civil Rights Laws.
Contractor shall comply with the Americans with Disabilities Act (ADA) of 1990, which
prohibits discrimination on the basis of disability, as well as all applicable regulations and
guidelines issued pursuant to the ADA. (42 USC §§ 12101 et seq.)
Inquiries and Complaints Regarding National Origin
Contractor must designate an employee to whom initial complaints or inquiries regarding
national origin can be directed. The name of the designated individual shall be provided
to the VCAAA Grants Administrator. Complaints relating to national origin discrimination
shall be handled by the Contractor. If the complaint is not resolved, the complainant shall
be provided to the VCAAA Grants Administrator. The Contractor shall notify VCAAA
immediately of a complaint alleging discrimination based upon a violation of State or
federal law. [2 CCR 11162, 22 CCR 98310, 98340]
Limited English-Speaking Participants
Contractor agrees to provide the Ventura County Area Agency on Aging with the following
information regarding program participants: number or proportion of limited English-
speaking (LEP) persons likely to be encountered by the program, frequency with which
LEP individuals come in contact with the program, nature and importance of the services
provided to people’s lives.
This group-needs assessment will serve as the basis for the Contractor’s determination of
“reasonable steps” and provide documentary evidence of compliance with Cal. Gov. Code
§ 11135 et seq., 2 CCR 11140, 2 CCR 11200 et seq., and 22 CCR 98300 et seq.
Contractor shall take reasonable steps, based upon the group-needs assessment
identified above, to ensure that “alternative communication services” are available to non-
English speaking or LEP beneficiaries of services under this Agreement. [2 CCR 11162]
Based on findings of the group-needs assessment, the Contractor shall ensure reasonable
alternative communication services are available to meet the linguistic needs of identified
eligible client population groups at key points of contact. Key points of contact include, but
are not limited to, telephone contacts, office visits and in-home visits. [2 CCR 11162]
“Alternative communication services” include, but are not limited to, the provision of
services and programs by means of the following: Interpreters or bilingual providers and
provider staff, contracts with interpreter services, use of telephone interpreter lines,
sharing of language assistance materials and services with other providers, translated
written information materials, including but not limited to, enrollment information and
descriptions of available services and programs and referral to culturally and linguistically
appropriate community service programs.
Article IX: Training
Contractor agrees to participate in staff training and development programs provided by
the Area Agency, California Department of Aging, Administration on Aging, or any of their
agents. Contractor shall make budget provisions to pay for the travel, per diem, and tuition
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costs of such efforts as required or necessary. Trainings for staff and volunteers will
include the following: food safety, prevention of foodborne illness, HACCP principles,
accident prevention, fire safety, first aid, chocking, earthquake preparedness, and other
emergency procedures. Contractor will keep documentation of training certificates on file
and will have a written plan for staff and volunteer training. At a minimum staff are required
to complete 4 hours of annual training. All staff and volunteers who are providing food
safety training must have current food safety certificates on file.
Article X: Lobbying Certification
Contractor certifies to the best of its knowledge and belief that:
1. No federally appropriated funds have been paid or will be paid, by or on behalf of
Contractor, to any person for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, an officer or employee of
Congress, or an employee of a member of Congress in connection with the awarding
of any federal contract, the making of a federal grant, the making of any federal loan,
the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any federal contract, grant, loan, or
cooperative agreement.
2. If any funds other than federally appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of any
federal agency, a member of Congress, or an officer or employee of Congress in
connection with this federal contract, grant, loan or cooperative agreement, the
undersigned shall complete and submit Standard Form LLL, “Disclosure Form to
Report Lobbying” in accordance with its instructions. The form is available upon
request from the Area Agency.
3. This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. This certification is a prerequisite
for making or entering into this transaction imposed by 31 USC 1352. Any person
who fails to file the required certification shall be subject to a civil penalty of not less
than $10,000 and not more than $100,000 for each such failure.
Article XI: Subcontracts and Assignments
In the event any subcontractor or assignment is utilized by Contractor for any portion of
the project, Contractor retains the prime responsibility for carrying out all of the terms of
this agreement, including, but not limited to, the responsibility for preserving the State’s
copyrights and rights in data, for handling property in accordance with Article XVIII of this
agreement, and the responsibility for ensuring the availability and retention of records of
subcontractors and assignments in accordance hereto.
All contractors are required to submit a list of Grant Funded Property with the June
RFF/Close out Report.
No subcontract or assignment utilizing funds from this agreement shall be entered into
which has a term extending beyond the ending date of this agreement as set forth in Article
II hereto. Any subcontracts to provide program services under this agreement shall be
approved in writing by an Area Agency designated representative and shall have no force
or effect until so approved and will be subject to the provision of this agreement. Purchase
of items such as standard commercial supplies, office space, or printing services do not
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require a subcontract and do not require prior Area Agency approval. A copy of any
executed subcontract or assignment must be forwarded to the Area Agency within thirty
(30) days after the beginning of the subcontract or assignment. Contractor will be
responsible for monitoring the insurance requirements of its subcontractors in accordance
with Article XVI of this contract.
Conflict of Interest
1. The Contractor shall prevent employees, consultants, or members of governing bodies
from using their positions for purposes including, but not limited to, the selection of
subcontractors, that are, or give the appearance of being, motivated by a desire for
privategainforthemselvesorothers,suchasfamily,business,orotherties. Intheevent
Area Agency determines that a conflict of interest exists, any increase in costs
associated with the conflict of interest may be disallowed by Area Agency and such
conflict may constitute grounds for termination of the Agreement.
2. This provision shall not be construed to prohibit employment of persons with whom
the Contractor's officers, agents, or employees have family, business, or other ties, so
long as the employment of such persons does not result in a conflict of interest (real
or apparent) or increased costs over those associated with the employment of any
other equally qualified applicant, and such persons have successfully competed for
employment with the other applicants on a merit basis.
Covenant Against Contingent Fees
1. The Contractor warrants that no person or selling agency has been employed or
retained to solicit this Agreement. There has been no agreement to make commission
payments in order to obtain this Agreement.
2. For breach or violation of this warranty, County shall have the right to terminate this
Agreement without liability or at its discretion to deduct from the Agreement price or
consideration, or otherwise recover, the full amount of such commission, percentage,
brokerage, or contingency fee.
Article XII: Recordkeeping
Contractor shall maintain complete records (which shall include, but not be limited to:
accounting records; contracts; agreements; reconciliation of the “Financial Closeout
Report” to the audited financial statements, single audit, and general ledgers; a summary
worksheet of results from the audit resolutions performed for all subcontractors with
supporting documentation; letters of agreement; insurance documentation in accordance
with this contract; Memorandums and/or letters of understanding; patient or client records;
and electronic files) of its activities and expenditures hereunder in a form satisfactory to
the Area Agency and the California Department of Aging in compliance with the laws and
regulations of the State of California and the Department of Health and Human Services.
The financial records of Contractor as they pertain to this contract are subject to audit by
the Area Agency. Contractor shall allow the California Department of Aging, the Controller
General of the United States, or duly authorized representatives of any of those entities,
to inspect Contractor books and records at any time during the contract period, and for a
minimum period of four (4) years after the expiration of the contract. Contractor shall
maintain responsibility for such records, both during the contract period and for a minimum
four (4) year period following the last transaction related to the contract. Records for non-
expendable property must be retained for a minimum of four (4) years subsequent to the
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final disposition of this property. All original source documents must be retained until an
audit resolution is completed or four (4) years from the end of the fiscal year for which the
document is prepared. The VCAAA recommends that Contractor contact the VCAAA
Grants Manager before disposing of any records.
If any unauthorized expenditures, unallowable expenditures, or irregularities are
discovered, Contractor is responsible for making any necessary reparation to the County.
If an audit is commenced or discovers any unallowable expenditures or irregularities, the
records must be kept by Contractor as long as necessary until the issue is satisfactorily
resolved. After the authorized period has expired, confidential records shall be shredded
and disposed of in a manner that will maintain confidentiality.
Article XIII: Unexpended Funds
Contractor understands and agrees that there is no provision for carryover of unexpended
funds at the end of the contract period. Any money obligated under this contract (even if in
the possession of Contractor) but not needed to meet incurred obligations will be returned
with the Financial Closeout Report to the Area Agency.
Article XIV: Audit and Closeout Requirements
Section 1
General
1. Any duly authorized representative of the federal or State government, which
includes but is not limited to the State Auditor, California Department of Aging
(CDA) staff, and any entity selected by State to perform inspections, shall have the
right to monitor and audit all Contractors providing services under this Agreement
through on-site inspections, audits, and other applicable means the State
determines necessary. In the event that Area Agency is informed of an audit by an
outside federal or State government entity affecting the Contractor, Area Agency
will provide timely notice to Contractor.
2. Contractor shall make available all reasonable information necessary to
substantiate that expenditures under this agreement are allowable and allocable,
including, but not limited to accounting records, vendor invoices, bank statements,
cancelled checks, bank/credit card statements, contracts and agreements,
employee time sheets, purchase orders, indirect cost allocation plans. Contractor
shall agree to make such information available to the Area Agency, the federal
government, the State, or any of their duly authorized representatives, including
representatives of the entity selected by State to perform inspections, for
examination, copying, or mechanical reproduction, on or off the premises of the
appropriate entity upon a reasonable request. All agreements entered into by the
Contractor and subcontractors with audit firms for purposes of conducting
independent audits under this Agreement shall contain a clause permitting any duly
authorized representative of the federal or State government access to the supporting
documentation of said audit firm(s).
3. The Contractor shall cooperate with and participate in any further audits, which
may be required by the State, including CDA fiscal and compliance audits.
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Section 2
Fiscal and Compliance Audits
1. The Area Agency shall perform fiscal and compliance audits of Contractors in
accordance with Generally Accepted Government Auditing Standards (GAGAS) to
ensure compliance with applicable laws, regulations, grants, and contract
requirements.
2. These fiscal and compliance audits may include, but not be limited to, a review of:
a. Financial closeouts (2 CFR 200.1 and 45 CFR 75.2)
b. Internal controls (2 CFR 200.303 and 45 CFR 75.303)
c. Allocation of expenditures (2 CFR 200.1 and 45 CFR 75.2)
d. Allowability of expenditures (2 CFR 200.403 and 45 CFR 75.403)
e. Equipment expenditures and approvals, if required (2 CFR 200.439 and 45
CFR 75.439)
Section 3
Single Audit Reporting Requirements (2 CFR 200 Subpart F and 45 CFR 75 Subpart F)
1. Contractor Single Audit Reporting Requirements
a. Contractors that expend $750,000 or more in federal funds shall arrange for
an audit to be performed as required by the Single Audit Act of 1984, Public
Law 98-502; the Single Audit Act Amendments of 1996, Public Law 104-
156; 2 CFR 200.501 to 200.521 and 45 CFR 75.501 to 75.521. A copy shall
be submitted to the Area Agency.
b. The copy shall be submitted within thirty (30) days after receipt of the
Auditor’s report or nine (9) months after the end of the audit period,
whichever occurs first, or unless a longer period is agreed to in advance by
the cognizant or oversight agency.
c. For purposes of reporting, the Contractor shall ensure that Federal-Funded
expenditures are displayed discretely along with the related federal
expenditures in the single audit report’s “Schedule of Expenditures of
Federal Awards” (SEFA) under the Catalog of Federal Domestic Assistance
(CFDA) number along with the related State-Funded expenditures.
d. For contracts that do not have CFDA numbers, the Contractor shall ensure
that the State-funded expenditures are discretely identified in the SEFA by the
appropriate program name, identifying grant/contract number, and as passed
through the Area Agency on Aging.
2. The Contractor shall perform a reconciliation of the “Financial Closeout Report” to
the audited financial statements, single audit, and general ledgers. The
reconciliation of the CDA Closeout to the Contractor general ledger must be
submitted with the CDA Closeout shall be maintained and made available for Area
Agency review.
3. Contract Resolution of Contractor
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The Contractor shall have the responsibility for resolving its contracts with
subcontractors to determine whether funds provided under this Agreement are
expended in accordance with applicable laws, regulations, and provisions of
contracts or agreements. Within thirty (30) days after the close of the project period
or when requested by the Area Agency (whichever comes earlier), Contractor shall
provide the Area Agency with an ending “Financial Closeout Report” signed by
Contractor’s representative. The Area Agency shall provide Contractor the form on
which to complete the Financial Closeout Report, and the Financial Closeout
Report shall contain all the information required by the Area Agency.
4. The Contractor shall ensure that single audit reports, including those of its
subcontractors, meet 2 CFR 200 and 45 CFR 75, Subparts F-Audit Requirements.
5. Contract resolution includes:
a. Contractor will ensure that appropriate corrective action has been taken to
correct instances of non-compliance with federal laws and regulations.
Corrective action shall be taken within six months after the Area Agency
receives Contractor’s audit report.
b. Reconciling reported expenditures to the amounts identified in the single
audit or other type of audit if the Contractor was not subject to the single
audit requirements. For a Contractor who was not required to obtain a single
audit and did not obtain another type of audit, the reconciliation of
expenditures reported to the Area Agency must be accomplished through
performing alternative procedures (e.g., risk assessment [2 CFR 200.331
and 45 CFR 75.352], documented review of financial statements, and
documented expense verification, including match, etc.).
6. When alternative procedures are used, the Contractor shall perform financial
management system testing, which provides, in part, for the following:
a. Accurate, current, and complete disclosure of the financial results of each
federal award or program.
b. Records that identify adequately the source and application of funds for
each federally funded activity.
c. Effective control over, and accountability for, all funds, property, and other
assets to ensure these items are used solely for authorized purposes.
d. Comparison of expenditures with budget amounts for each federal award.
e. Written procedures to implement the requirements of 2 CFR 200.305.
f. Written procedures for determining the allowability of costs in accordance
with 2 CFR Part 200 and 45 CFR Part 75, Subparts E - Cost Principles. [2
g. CFR 200.302 and 45 CFR 75.302]
h. The Contractor shall document system and expense testing to show an
acceptable level of reliability, including a review of actual source
documents.
i. Determining whether the results of the reconciliations performed
necessitate adjustment of the Contractor’s own records.
7. The Contractor shall be required to include in its contract with the independent
Auditor that the Auditor will comply with all applicable audit requirements and
standards. Contractor shall permit independent auditors to have access to the
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records and financial statements as necessary for Contractor to comply with OMB
Circular A-133.
8. The Contractor shall disclose to the Area Agency whether audit findings were
issued; and, if applicable, any communication or follow-up performed to resolve the
findings.
9. A reasonably proportionate share of the costs of audits required by and performed
in accordance with the Single Audit Act Amendments of 1996, as implemented by
requirements of this part, are allowable.
Contractors expending less than $750,000 in total federal funds are exempt from federal
audit requirements, but their records must be available for review. Area Agency reserves
the right to determine whether Contractor expended the funds provided under this
agreement in accordance with applicable laws and regulations. This may be
accomplished by reviewing an audit of Contractor (financial statements including working
papers and accounting records) or through other means (e.g., monitoring reviews) if
Contractor has not been audited. Accounting records must contain receipts and/or other
documentation enumerated in Article III Section 4 of this contract, to support all claims.
Article XV: Indemnity
1. All activities and/or work covered by this Agreement shall be at the risk of Contractor
alone. Contractor agrees to defend (at County’s request), indemnify, and hold harmless
the County of Ventura, including all of its boards, districts, agencies, departments,
officers, employees, agents and volunteers, against any and all claims and losses,
lawsuits, judgments, debts, demands and liability, injuries or death of persons and/or
damages to property arising directly or indirectly out of the obligations herein described
or undertaken, or out of operations conducted or subsidized in whole or in part by
Contractor, save and except claims or litigation arising through the sole negligence or
wrongdoing and/or sole willful misconduct of the Area Agency and the County of
Ventura.
Contractor further agrees to indemnify, defend, and hold harmless the County of
Ventura and the California Department of Aging, their officers, agents, and employees
from any and all liability, claims and losses, damages or expenses, including
reasonable attorney fees arising from all acts or omissions to act of contractor or its
officers, agents or employees in rendering services under this contract; excluding,
however, such liability, claims, losses, damages or expenses arising from Agency’s
sole negligence or willful acts accruing to or resulting from any subcontractors,
suppliers, laborers, and any other person, firm, or corporation furnishing or supplying
work services, materials, or supplies in connection with any activities performed for
which funds from this agreement were used and from any and all claims and losses
accruing or resulting to any person, firm, or corporation who may be injured or damaged
by Contractor in the performance of this agreement.
2. Contamination and Pollution. Contractor, solely at its own cost and expense, will
provide cleanup of any premises, property, or natural resources contaminated or
polluted due to Contractor activities. Any fines, penalties, punitive or exemplary
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damages assigned due to contamination or polluting activities of Contractor will be
borne entirely by Contractor. Any Contractor receiving more than $100,000 in funding
shall comply with all orders or requirements issued under the following laws: Clean Air
Act, as amended (42 USC 1857); Federal Water Pollution Control Act, as amended
(33 USC 1251 et seq.); Environmental Protection Agency Regulations (40 CFR, Part15
and Executive Order 11738), State Contract Act [Cal. Pub. Con. Code §10295 et seq.],
and Unruh Civil Rights Act [Cal. Pub. Con. Code § 2010].
3. Contractor, and the agents and employees of Contractor, in the performance of this
Agreement, duties, and obligations, and in the exercise of the rights granted under this
Agreement shall act in an independent capacity and not as officers or employees or
agents of the Area Agency, the County of Ventura or the State of California.
4. If, in the performance of this Agreement, Contractor chooses to associate, subcontract
with, or employ any third person in carrying out its responsibilities under this
Agreement, any such third person shall be entirely and exclusively under the direction,
supervision, and control of Contractor. All terms of association, subcontract or
employment, including hours, wages, working conditions, discipline, hiring and
discharging, or any other terms of association, subcontract or employment or
requirements of law, shall be determined by Contractor, and the Area Agency shall
have no right or authority over such persons or the terms of their association,
subcontract or employment, except as provided in this Agreement. Neither Contractor
nor any such person shall have any claim under this Agreement or otherwise against
the Area Agency for sick leave, vacation pay, retirement benefits, social security
benefits, workers’ compensation, disability, unemployment insurance benefits, or
employee benefits of any kind.
5. The Contractor, and its subcontractor(s), shall comply with Governor’s Executive Order
2-18-2011, which bans expenditures on promotional and marketing items colloquially
known as “S.W.A.G.” or “Stuff We All Get.”
6. Contractor is an independent contractor and shall hold the County of Ventura harmless
from any and all claims that may be made against the County of Ventura based upon any
contention by any third party that an employer- employee relationship exists by reason
of this Agreement. The County is not required to make any deductions from the
compensation payable to Contractor under the provisions of this Agreement.
Contractor shall be solely responsible for self- employment social security taxes,
income taxes and any other taxes levied against it. Contractor does not assign such
obligation to the County for collection or administration except as may be required by federal
and state statutes.
Contractor further agrees to hold the County harmless from, and to compensate the
County for, any claims against the County for payment of state or federal income or
other tax obligations relating to Contractor’s compensation under the terms of this
Agreement.
Article XVI: Insurance
The County of Ventura requires that all contractors indemnify and defend the County for
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liability incurred as a result of actions associated with the project, and carry insurance as
required. Contractor, at its sole cost and expense, shall obtain and maintain in full force
during the term of this agreement adequate liability insurance to cover all activities
necessary to fulfill its obligations under this Agreement.
It is understood and agreed that the Area Agency reserves the right to determine the type
and extent of insurance that may be required.
1. Prior to commencement of any contract, Contractor shall provide the VCAAA proof of
the following insurance:
(a) Commercial General Liability “occurrence” coverage in the minimum amount of
$1,000,000 combined single limit (CSL) bodily injury & property damage each
occurrence and $2,000,000 aggregate, including personal injury, broad form
property damage, products/completed operations, broad form blanket
contractual and $50,000 fire legal liability.
(b) Commercial Automobile Liability coverage in the minimum amount of
$1,000,000 CSL bodily injury & property damage, including owned, non-owned,
and hired automobiles, also to include Uninsured/Underinsured Motorists
coverage in the minimum amount of $100,000 when there are owned vehicles.
Contractor must have on file evidence of auto insurance in the minimum amount
of $100,000 CSL bodily injury & property damage for all employees and
volunteers associated with the contract.
(c) Workers’ Compensation coverage, in full compliance with California statutory
requirements, for all employees of Contractor and Employer's Liability in the
minimum amount of $1,000,000.
2. All insurance required shall be primary coverage in respect to the County of Ventura,
and any insurance or self-insurance maintained by the Area Agency and the County
of Ventura shall be in excess of Contractor’s insurance coverage and shall not
contribute to it.
3. The County of Ventura its boards, agencies, departments, offices, employees, agents,
and volunteers are to be named as Additional Insured with respect to work done by
Contractor under the terms of this Agreement on all policies required (except Workers’
Compensation).
4. Contractor agrees to waive all rights of subrogation against the County of Ventura for
losses arising directly or indirectly from the activities and/or work performed by
Contractor under the terms of this agreement (applies only to Commercial General
Liability and Workers’ Compensation).
5. The Area Agency is to be notified immediately if any aggregate insurance limit is not
met. Additional coverage must be purchased to meet requirements.
6. Policies will not be canceled, non-renewed, or reduced in scope of coverage at any
time that said policies are required by this agreement until after 30 days’ written notice
has been given to the Area Agency and approved in writing by the Area Agency. If the
reason for cancellation is non-payment of the insurance premium, 10 days’ written
notice is acceptable.
7. Contractor agrees to provide the Area Agency with the following insurance documents
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on or before the effective date of this contract:
(a) Certificates of Insurance for all required coverages. The County of Ventura shall
be named the certificate holder and the address must be listed on the certificate.
(b) Additional Insured endorsements naming the County of Ventura and
authorized with a signature by the insurance carrier.
(c) Waiver of Subrogation endorsement (aka: Waiver of Transfer Rights of Recovery
Against Others, Waiver of Our Right to Recover from Others).
Article XVII: Contract Modifications
Any revision, waiver, or modification of this agreement must be approved in writing by the
Area Agency by amendment to this Agreement. Only a modification that changes a single
approved budget line item that is less than 10 percent may be made without prior written
approval by the Area Agency.
Article XVIII: Planning Efforts
Contractor shall cooperate fully with the Area Agency in any efforts toward developing a
comprehensive and coordinated system of services for the elderly. Contractor shall
participate in joint planning efforts and service which may include the shared use of
equipment, service coordination, and other activities as may be determined by the Area
Agency to attain this goal.
Article XIX: Personnel
Contractor shall maintain adequate staffing levels to perform at the contracted level of this
program. Contractor shall actively seek qualified older persons for paid positions on the
project and make provisions for volunteer opportunities for older persons.
Article XX: Debarment, Suspension, and other Responsibility Matters
Contractor certifies to the best of its knowledge and belief, that it or its agents:
1. Are not presently debarred, suspended, proposed for disbarment, declared ineligible,
or voluntarily excluded from covered transactions by any federal department or agency.
2. Have not, within a three-year period preceding this Agreement, been convicted of, or
had a civil judgment rendered against them, for commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain, or performing a public
(federal, state, or local) transaction or contract under a public transaction; violation of
federal or state antitrust statutes or commission of embezzlements, theft, forgery,
bribery, falsification or destruction of records, making false statements, or receiving
stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, state, or local) with commission of any of the offenses
enumerated in paragraph (2) of this certification; and,
4. Have not, within a three-year period preceding this Agreement, had one or more public
transactions (federal, state, or local) terminated for cause or default.
Contractor shall report immediately to the Area Agency in writing any incidents of alleged
fraud or abuse. Contractor will maintain any records, documents, or other evidence of
fraud and abuse until otherwise notified by the Area Agency on Aging.
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Article XXI: Living Wage Ordinance
This contract may be subject to the County of Ventura Living Wage Ordinance
(“Ordinance”). The Ordinance requires the payment of a living wage and accompanying
paid time off to all covered employees engaged in providing services pursuant to a service
contract as defined in Sec.4952 (f). Failure to comply will constitute a material breach of
the contract and may result, among other things, in the suspension or termination of the
affected contract and debarment from future County contracting opportunities for a period
not to exceed three years. 501(c)(3) nonprofit organizations are exempt from the
Ordinance.
Article XXII: Termination of Grant
Section 1
Older Americans Act funds awarded under this contract may be terminated by the Area
Agency at any time for non-compliance with any of the terms and conditions of this contract
provided that at least thirty (30) days’ written notice is given to Contractor.
Section 2
The Contractor (applies to all program except for the Ombudsman) may terminate this
contract at any time, for reasons of its own choosing, provided that at least one hundred
and eighty (180) days written notice is given to the Area Agency. The Ombudsman
Contractor shall carry out the federal and state mandates and responsibilities without any
break in the provision of ombudsman services. Contractor shall promptly notify the Area
Agency of any intention to terminate responsibility for ombudsman services. Except as
provided elsewhere in this agreement, Contractor shall continue the program without any
break in service until another contractor can take over responsibility for operation of the
program.
Section 3
Contractor shall promptly notify the Area Agency of any intention to terminate responsibility
for providing the specified contract-funded services.
Section 4
This contract may be terminated on twenty-four (24) hours’ notice in the event the
allocation to the Area Agency of Older Americans Act and/or state funds are reduced,
suspended, or terminated for any reason. Contractor hereby expressly waives any and all
claims against the Area Agency for damages arising from the reduction, suspension, or
termination of the federal and/or state funds provided to the Area Agency, under which this
agreement is made, or to the portion thereof delegated by this agreement.
Section 5
In the event that Contractor dissolves or terminates this contract, Contractor shall provide
a final property inventory to the Area Agency. The Area Agency and the California
Department of Aging reserve the right to require Contractor to transfer such property to
another agency, the Area Agency, or the California Department of Aging.
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To exercise the above right, no later than 120 days after the termination of the Agreement
or notification of Contractors dissolution, the Area Agency will issue specific written
disposition instructions to Contractor.
Article XXIII: Access
Contractor shall provide access to the federal or state agency, Bureau of State Audits, the
Controller General of the United States and the Area Agency, or any of their duly
authorized federal or state representatives, to any books, documents, papers, records,
and electronic files of Contractor which are directly pertinent to this specific Agreement for
the purpose of making an audit, examination, excerpts, and transcriptions.
Article XXIV: Monitoring
1. Authorized State representatives and Area Agency representatives shall have the right
to monitor, assess, and evaluate Contractor’s performance pursuant to this Agreement.
Said monitoring, assessment, and evaluation may include, but is not limited to: audits,
inspections of project premises, interviews of project staff and participants and, when
applicable, inspection of food preparation sites.
2. Contractor shall cooperate with the State and the Area Agency in the monitoring,
assessment and evaluation processes, which include making any administrative
program and fiscal staff available during any scheduled process.
Article XXV: Grievance
Section 1
Contractor is required to establish a written grievance procedure for reviewing and
attempting to resolve complaints of older individuals [California Code of Regulations
Section 7400(a)(2)]. At a minimum the process shall all of the following:
(a) Time frames within which a complaint will be acted upon.
(b) Written notification to the complainant of the results of the review, including a
statement that the complainant may appeal to the Area Agency if dissatisfied with
the results of the Contractors review.
(c) Confidentiality provisions to protect the complainant's rights to privacy. Only
information relevant to the complaint may be released to the responding party
without the older individual's consent.
Section 2
Contractor is required to notify all older individuals of the grievance process through their
organization as well as the Area Agency. Contractor may notify older individuals by the
following methods:
(a) Posting notification of the process in visible and accessible areas, such as the
bulletin boards in senior centers. For areas in which a substantial number of older
individuals are non-English speaking, the notification shall also be posted in the
primary language of a significant number of older individuals. The term “substantial
number” and “significant number” shall be determined by the Area Agency.
(b) Advising homebound older individuals of the process either orally or in writing upon
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the service providers’ contact with the individuals.
Section 3
Complaints may involve, but not be limited to, any or all of the following: amount or duration
of a service, denial or discontinuance of a service or dissatisfaction with the service being
provided or with the service provider, complaints regarding an issue of professional
conduct that is under the jurisdiction of another entity, such as the California Medical Board
or the State Bar Association, or failure of the Contractor to comply with the terms of this
contract. Sections 9102 and 9105, Welfare and Institutions Code. Reference 42 USC
3026(a) (6) (P) and 3027 (a) (43).
Article XXVI: Contact for Responsibility and Notification
Section 1
The Director of the Ventura County Human Services Agency, Area Agency on Aging, or
designee shall be the Area Agency’s representative for purposes of administering this
agreement. The Program Manager/Director shall represent Contractor.If the Contractor’s
representative changes, Contractor agrees to immediately notify the VCAAA’s Grants
Administrator.
Section 2
Any notice or notices required or permitted to be given pursuant to this agreement may be
personally served on the other party by the party giving such notice, or may be served by
certified mail, return receipt requested, to the following address:
AREA AGENCY:
Ventura County Human Services Agency
855 Partridge Drive
Ventura, CA 93003-9086
CONTRACTOR:
City of Moorpark
323 Science Drive
Moorpark, CA 93021
Article XXVII: ListofExhibits
The Contractor shall comply with the Contract and the Exhibits listed below:
Exhibit A-Scope of Work, Services and Reporting Requirement
Exhibit B-Budget
Exhibit C-Ventura County Focal Points
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IN WITNESS THEREOF, the County of Ventura and Contractor have executed this
Agreement as of the date first written above.
COUNTY OF VENTURA CITY OF MOORPARK
Authorized Signature Authorized Signature
Printed Name Printed Name
Director, Human Services Agency
Title Title
Date Date
Tax Identification Number
Secretary of State Entity Number
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EXHIBIT A
SCOPE OF WORK, SERVICES AND REPORTING REQUIREMENTS
1. Overview of Services
County has engaged Contractor to provide the following services, which are more
specifically described in the Services section below:
Provide Congregate and Home-Delivered meals to seniors aged 60 years and older as
defined in Title III C1 and C2 of the Older Americans Act. Seniors participating in the meal
program will be given the opportunity to give a voluntary contribution. The suggested
contribution amount cannot exceed the actual cost of the meal. No minimum or maximum
number of transactions can be guaranteed for this program.
2. Services
Contractor shall perform the following services:
The Senior Nutrition Program is intended to provide nutrition meal services as described
in the Older Americans Act (OAA) of 1965, as amended, and to assist older individuals in
California to live independently, by promoting better health through improved nutrition, and
reduced isolation through programs coordinated with nutrition-related supportive services,
fostering aging in place and promoting choice and quality of life.
Definition:Senior Nutrition Program services means the procurement, preparation,
transport, and service of meals, nutrition education, nutrition screening, and nutrition
counseling to eligible individuals at congregate sites or in their homes.
Goals:To maintain or improve the physical, psychological, and social well-being of older
individuals by providing or securing appropriate nutrition services in the County for the
purposes outlined in the Older Americans Act, Part C, Section 330:
(a) to reduce hunger and food insecurity;
(b) to promote socialization of older individuals;
(c) to mitigate isolation of older adults; and
(d) to promote the health and well-being of older individuals by assisting such
individuals to gain access to nutrition and other disease prevention and health
promotion services to delay the onset of adverse health conditions resulting from
poor nutritional health or sedentary behavior.
Objectives:
(a) Give preference to older individuals with the greatest economic or social need, with
particular attention to low-income minority individuals.
(b) Serve meals that are appealing and comply with the most recent Dietary Guidelines
for Americans (DGA).
(c) Promote and maintain high food safety and sanitation standards.
(d) Promote good health behaviors through nutrition education and nutrition screening
of participants.
(e) Promote or maintain coordination with other nutrition-related supportive services
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for older individuals.
Target Population:The Senior Nutrition Program provider(s) shall target individuals who
are sixty (60) years of age or older, minorities, those with low income, and those living in
rural areas of Ventura County.
Congregate Meal Services:Contractor shall provide meals in a social setting at a
minimum of one meal per day, five days per week; however, where a situation calls for
more or less than one meal per day, pre-approval by the Ventura County Area Agency on
Aging (VCAAA) is required. Contractor shall determine an individual’s need for more than
one meal per day based on nutritional risk assessment, living status and income of the
participant. Food production procedures shall comply with Title 22 of the California Retail
Food Code (CRFC) standards, and the U.S. Food and Drug Administration’s Hazard
Analysis and Critical Control Points (HACCP) best practices guidelines.
Congregate Meal Services consist of managing and administering daily, weekly, monthly,
and annual operations of congregate dining. Tasks include, but are not limited to, the
receipt of weekly deliveries of food and non-food supplies, the safe storage of these
supplies, the final assembly and serving of meals, cleaning the site before, during and
after meal service, purchasing supplies, establishing and providing meal counts to VCAAA
in a timely fashion, distributing menus (in English and Spanish), ensuring the confidential
collection of voluntary contributions, safeguarding of contributions collected, ensuring that
participants complete intake forms that collect required demographic information,
utilization of the reporting system and other administrative requirements. Tasks also
include the accounting and reporting of voluntary contributions following prescribed fiscal
standards.
Home-Delivered Meal Services:Contractor shall provide Home-Delivered Meal Services
to eligible older persons who are homebound by reason of illness, disability, or functional
need and unable to prepare their own meals. Assessments of individuals receiving home-
delivered meals are required to establish initial eligibility and to ascertain ongoing
eligibility. Food production procedures shall comply with Title 22, CRFC standards, and
HACCP best practices guidelines. The Contractor shall provide written instructions in the
language of the majority of the participants for the handling and re-heating of meals.
Home-Delivered Meal Services include, but are not limited to, the following tasks: receive
and safely store weekly deliveries of food supplies; manage and administer operations for
the delivery of meals to homebound older adults; assemble meals (if necessary); deliver
meals to eligible older adults using the Contractor’s delivery vehicles and temperature-
controlled food carriers; assess and reassess clients monthly to determine initial and
ongoing eligibility for the program; prepare and/or distribute menus (in English and
Spanish, as needed); provide nutrition education and counseling as prescribed by the
VCAAA Registered Dietitian or program Registered Dietitian; and meet all the
administrative requirements of the Senior Nutrition Program. Tasks include collecting,
accounting, and reporting of voluntary contributions in a confidential manner and
consistent with standard accounting principles.
Volunteer Recruitment:The Contractor is responsible for recruitment of volunteers to
aid in the operation of the program.
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Eligibility of Volunteers:Volunteers may be offered a meal if doing so will not deprive a
participant of a meal. Contractor shall comply with the most current Ventura County Area
Agency on Aging Contractor’s Handbook for providing and accounting for meals provided
to Senior Nutrition Program volunteers, and shall report all volunteer meals on a monthly
basis to County. In all cases of eligibility, priority shall be given to individuals aged 60 and
older and Native Americans aged 45 and older.
Nutrition Risk:The Contractor shall annually assess each Title III C-1 and C-2 client’s
nutrition risk using the Determine Your Nutritional Risk checklist published by the Nutrition
Screening Initiative. [OAA § 339(2)(J); OAA § 207(a)(3)]
Safety:Contractor is responsible for providing accident prevention, fire safety, first aid,
choking, earthquake preparedness and other emergency procedures training as required
at each congregate meal site. A current Fire Inspection Certification shall be displayed at
each site. Each meal site and/or Home-Delivered Meals distributor is also required to
maintain and make available to staff upon request current Safety Data Sheets (SDS) at
their site(s) per the Code of Federal Regulations (29 CFR). Furthermore, each meal site
and/or home-delivered meals distributor must display a State of California Health
Certification. Each congregate meal site must also displaya current ServSafe Certification.
Mandated Reporters:Contractor must comply with all applicable provisions of Welfare
and Institutions Code - WIC § 15630. All staff and volunteers working with older adults
are “Mandated Reporters” and, as such, are required by law to report suspected abuse
and/or self-neglect. Senior Nutrition Program staff and volunteers shall be trained in
recognizing and reporting elder abuse and/or self-neglect.
Staff Qualifications:Contractor shall employ a Site Coordinator that is responsible for
the day-to-day operations of the Senior Nutrition Program at their site. The Site
Coordinator shall have one of the following qualifications:
(a) An Associate Degree in Institutional Food Service or closely related field, and two
years’ experience as a food service supervisor; or
(b) Demonstrable experience in food service and, within twelve months of hire,
successfully complete twenty (20) hours of college level coursework in food service
management, business administration and/or personnel; or
(c) Two years’ experience in food service management as verified by a Registered
Dietitian prior to hire.
All Site Coordinators must become ServSafe trained.
Training:Training by VCAAA Registered Dietitian (RD) for staff and volunteers shall
include, at a minimum, food safety(ServSafe)andpreventionoffoodborne illness, HACCP
principles, accident prevention, fire safety, first aid, choking, earthquake preparedness,
and other emergency procedures. TheRDwillprovidea yearlywritten plan for stafftraining
that shall be maintained at each Senior Nutrition Program site, and which shall include a
minimum of four hours per year of training by the RD for paid and non-paid food service
staff at each Senior Nutrition Program site. Training attendance records shall be submitted
to VCAAA quarterly. All staff and volunteers who are providing food safety training must
have current food safety certificates on file. Contractor will keep documentation of training
certificates on file and will have a written plan for staff and volunteer training.
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Nutrition Education Services for Participants:Nutrition education for program
participants shall be provided at a minimum of four times per year. All training shall be
conducted by the VCAAA RD who develops and maintains a yearly nutrition education
plan. Nutrition education for congregate meal participants may include demonstrations,
presentations, lectures and group discussions, all of which may be augmented with printed
materials. Distribution of printed materials shall constitute nutrition education for home-
delivered meal recipients. Accurate training records shall be kept by each Contractor that
indicate the type and duration of training, as well as copies of distributed printed materials.
Training records shall be submitted to VCAAA on a quarterly basis to ensure training
requirements are being met.
Monitoring Nutrition Programs:Food facilities (i.e., sites that store, prepare, package
or portion food) must be monitored on-site annually by the AAA Registered Dietitian (RD)
[22 CCR 7634.3(d)]. Non-food facilities that only distribute packaged meals (i.e., do not
store, prepare, package or portion food – therefore don’t meet the California Retail Food
Code’s definition of a “food facility”) must be monitored at least every other year on-site.
Restaurant vendors that prepare meals are considered food facilities (i.e., facilities that
store, prepare, package, or portion food) and as such must, at a minimum, be monitored
quarterly per CCR 7636.1(b)(6) by the RD, or by a person trained by and under the review
of the RD:
Records, Reports, Distribution of Information:Contractor shall report data into
LiveWellVC,https://livewellvc.communityos.org by the 10th of each month for the previous
month’s data. Contractor shall maintain current and accurate records on congregate and
home-delivered meal participants as follows:
(a) Both congregate and home-delivered meal participants shall have a Senior
Nutrition Program Meal Registration form on file in the reporting system.
(b) Each home-delivered meal recipient shall also have a current Senior Nutrition
Program Home-Delivered Meal Assessment Worksheet on file in the reporting
system.
(c) Contractors shall update the Nutritional Risk and Activities of Daily Living (ADL)
and Instrumental Activities of Daily Living (IADL) assessments for home-delivered
meal recipients in the reporting system annually.
(d) Each SNP Site Coordinator shall use the Meal Registration forms to generate
monthly rosters from LiveWellVC for home-delivered and congregate meal
recipients.
The Contractor shall assure that materials published under this Agreement shall:
(a) state, “The materials or product were a result of a project funded by a contract with
the California Department of Aging.”
(b) give the name of the entity, the address, and telephone number at which the
supporting data is available and
(c) include a statement that, “The conclusions and opinions expressed may not be
those of the California Department of Aging and the publication may not be based
upon or inclusive of all raw data.”
County’s Procured Suppliers:Contractor may order supplies and meals from any of
the County procured vendors. The five (5) procured vendors for the Senior Nutrition
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Program include: Azul Catering, Jordano’s Foodservice, Revolution Foods, Ventura
Harbor Restaurant, and Waterside Restaurant. These vendors were procured through a
competitive Request for Proposals (RFP) in 2024. Contractors are not limited to contract
with the approved vendors. However, the Contractor must meet CDA and County criteria
and obtain approval prior to contracting with additional vendors. Any costs incurred prior
to approval, may not be reimbursed, or compensated. All menus, meals and recipes of
procured vendors must be reviewed and approved by the VCAAA RD.
Food and Non-Food Procurement and Local Food Storage & Delivery:Contractor
shall procure and furnish food, and non-food items, including meals, reheating instructions
(in language of majority participants), and packaging, and safely and efficiently store,
transport, and deliver food and non-food items to pre-determined sites throughout Ventura
County, using temperature-controlled equipment. Deliveries to the meal-sites shall be
weekly according to placed orders. Food procurement procedures shall comply with Title
22, CRFC standards, and HACCP best practices guidelines. All food shall be of good
quality and shall be obtained from sources that conform to Federal, State, and local
regulatory standards for quality, sanitation, and safety. The delivery of food and non-food
supplies to local storage and distribution center and/or meal sites also includes the use of
transport equipment and food service containers. Due to the essential function of
supplying food and non-food supplies for the Senior Nutrition Program meal sites each
week, local storage and delivery of these items are required.
Nutrition Services Requirements:
Contractor shall ensure that the congregate meal site(s) adhere to the following
requirements:
(a) Each participant is registered for a meal using the Senior Nutrition Program Meal
Registration form; and
(b) Provide a means by which to obtain participants’ views about the services received;
and
(c) Provide meals, if available, to all participants regardless of reservation status; and
(d) Ensure that trained staff (paid and/or non-paid) are physically present during the
time that meals are being served; and
(e) Provide restrooms, lighting and ventilation at the site that meets the requirements
of California law; and
(f) Provide equipment (e.g., tables and chairs) that is sturdy and appropriate for older
individuals; and
(g) Arrange tables and chairs in such a manner as to be conducive to and encourage
socialization among participants.
Contractor contracting for home-delivered meal service shall adhere to the following
assessment requirements:
(a) Eligible participants are registered and assessed for need using the Senior Nutrition
Program Meal Registration form and the Home Delivered Meal Assessment
Worksheet; and
(b) Initial assessments may be done by phone; however, a written assessment shall
be conducted at the participants’ homes within two weeks of the beginning of meal
service; and
(c) Participants shall be assessed for other nutrition-related supportive services and
referred as needed; and
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(d) Participants shall be reassessed in their homes at least every six months and
allowable by phone every other quarter to ensure eligibility.
A waitlist shall be established whenever a Contractor is unable to provide home-delivered
meals to all eligible participants. Waitlists must be pre-approved by VCAAA. The decision
to place an eligible individual on a waitlist and their ranking on that list shall be determined
by greatest social and economic need.
Nutritional Requirements of Meals, Entrees or Protein Portions:Contractor and/or
contractor’s Registered Dietitian (RD) will work with the VCAAA RD to ensure that each
component complies with the most current California Department of Aging (CDA) Older
Californians Nutrition Program Menu Guidance, the Dietary Guidelines for Americans
(DGA) and provides 1/3 of the Dietary Reference Intakes. The DGA is jointly published by
the U.S. Department of Health and Human Services and the U.S. Department of
Agriculture. The Dietary Reference Intakes are reference values determined by the Food
and Nutrition Board of the National Academy of Medicine.
Per CDA guidance, each meal shall provide all the following:
(a)Caloric Range:A weekly average of 550 to 650 calories.
(b)Protein: Three (3) ounces of cooked, edible protein in the form of lentils, beans,
fish, meat, poultry, eggs, or the protein equivalent.
(c)Vegetables:
• At least one-half (½) cup serving of cooked vegetables and/or one (1)
cup of raw leafy vegetables.
•Dark Green vegetables to be included once a week.
•Red or Orange vegetables to be included once a week.
•Lentils, legumes, or Beans to be included once a week.
(d)Fruit: One-half (½) cup serving of fruit.
(e)Whole Grains:At least one (1) serving of whole grain.
(f)Dairy or Alternative:Eight (8) ounces of unsweetened soy beverage or fortified
fat-free or low-fat (one (1) percent (%) fat) milk, yogurt, or cheese.
(g)Sodium:A weekly average Sodium target of no more than 500-750 milligrams.
(h)Vitamin C:Foods containing a minimum of 25 milligrams of Vitamin C.
(i)Vitamin A:Food(s) naturally containing a minimum of 233 micrograms of Vitamin
A shall be served at least three (3) times per week.
If only the entrée is provided, each entrée shall provide all the following:
(a)Caloric Range:A weekly average of 450 to 550 calories.
(b)Protein: Three (3) ounces of cooked, edible protein in the form of lentils, beans,
fish, meat, poultry, eggs, or the protein equivalent.
(c)Vegetables:
• At least one-half (½) cup serving of cooked vegetables and/or one (1)
cup of raw leafy vegetables.
•Dark Green vegetables to be included once a week.
•Red or Orange vegetables to be included once a week.
•Lentils, legumes, or Beans to be included once a week.
(d)Whole Grains:At least one (1) serving of whole grain.
(e)Sodium:A weekly average Sodium target of no more than 400 milligrams.
(f)Vitamin C:Foods containing a minimum of 22 milligrams of Vitamin C.
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(g)Vitamin A:A weekly average of 91 micrograms of Vitamin A.
If only the protein portion is provided, each protein portion shall provide all the following:
(a)Caloric Range: A weekly average of 100 to 200 calories.
(b)Protein: Three (3) ounces of cooked, edible protein in the form of lentils, beans,
fish, meat, poultry, eggs, or the protein equivalent.
(c)Sodium:A weekly average Sodium target of no more than 300 milligrams.
These meals and any other Senior Nutrition Program meals served by Contractor shall
constitute the menu provided to participants of the Senior Nutrition Program. All menus,
meals and recipes must be reviewed and approved by the VCAAA RD. Any and all
supplemental foods and/or enhancements must be reviewed and approved by the VCAAA
RD prior to service. All menus must be submitted to VCAAA RDs by the 15th of each
month.
291
P AGE 1 O F 4 P AGE(S )
3. PERFORMANCE PERIOD 4. EFFECTIVE DATES:
FROM: July 1, 2025 TO: June 30, 2026 INITIAL CONTRACT EFFECTIVE DATE: 7/1/25
AMENDMENT #:
CONTRACT #: C2526.03 AMENDMENT EFFECTIVE DATE:
APPROVED BUDGET
(Enter original budget
numbers here)
MATCH/NON-
MATCH (In-Kind
or Cash)
MATCH
TYPE (In-
Kind or
Cash)
PROGRAM
INCOME
14,000$50,000$in-kind 3,500$
-$
500$48,000$in-kind
-$
125,000$
500$
140,000$98,000$3,500$
-$
140,000$98,000$3,500$
ESTIMATED NUMBER OF MEALS (ANNUAL)MEALS % OF BUDGET BUDGET
Congregate Meals C1 4,500 28%39,375$
Home Delivered Meals C2 11,500 72%100,625$
Total Estimated Meals 16,000 100%140,000
Instructions: Enter revised line item expense details below. The Adjustments and Revised Budget above will autocalculate.
I. DIRECT PROGRAM EXPENSES
A. Staff Salaries (List Position/Title)Monthly Salary FTE(S)# of Months Total
Senior Nutrition Coordinator 14,000$
-$
Contract Budget Exhibit B
1. CONTRACTOR NAME: City of Moorpark
2. PROGRAM ACTIVITY/PROJECT NAME: Senior Nutrition Program (SNP)
D. Contractual Services
I. DIRECT PROGRAM EXPENSES
A. Staff Salaries
B. Staff Fringe Benefits
C. Direct Program Operating Expenses
E. Food Costs
F. Other
SUBTOTAL SECTION I -DIRECT PROGRAM EXPENSES
II. INDIRECT COSTS
TOTAL CONTRACT BUDGET
BUDGET DETAIL
BUDGET SUMMARY
CO N T R ACT BU DGET G:\2.Contracts& Grants\1.Contracts\2025-2026Contracts\AAA S r.N utritionP rogram\CityofM oorpark\ExhibitB -M oorparkS N P 292
P AGE 2 O F 4 P AGE(S )
3. PERFORMANCE PERIOD 4. EFFECTIVE DATES:
FROM: July 1, 2025 TO: June 30, 2026 INITIAL CONTRACT EFFECTIVE DATE: 7/1/25
AMENDMENT #:
CONTRACT #: C2526.03 AMENDMENT EFFECTIVE DATE:
Contract Budget Exhibit B
1. CONTRACTOR NAME: City of Moorpark
2. PROGRAM ACTIVITY/PROJECT NAME: Senior Nutrition Program (SNP)
-$
-$
-$
-$
-$
-$
-$
A. Subtotal Staff Salaries 14,000$
B. Staff Fringe Benefits Total
Payroll Taxes
(Social security, Medicare, etc.)-$
Health Benefits -$
Retirement Contributions -$
Other (please describe):-$
Other (please describe):-$
B. Subtotal Staff Fringe Benefits -$
C. Direct Program Operating Expenses
(Must be verifiable and cannot also be treated as an
Indirect Cost.)TOTAL
Staff Travel, Telephone/Utilities, Insurance Related to the
Program, Office Supplies, Materials, Program Outreach,
Other Program Costs 500$
Rate (%)
Budget Justification & Calculation Details
SNP driver mileage reimbursement
CO N T R ACT BU DGET G:\2.Contracts& Grants\1.Contracts\2025-2026Contracts\AAA S r.N utritionP rogram\CityofM oorpark\ExhibitB -M oorparkS N P 293
P AGE 3 O F 4 P AGE(S )
3. PERFORMANCE PERIOD 4. EFFECTIVE DATES:
FROM: July 1, 2025 TO: June 30, 2026 INITIAL CONTRACT EFFECTIVE DATE: 7/1/25
AMENDMENT #:
CONTRACT #: C2526.03 AMENDMENT EFFECTIVE DATE:
Contract Budget Exhibit B
1. CONTRACTOR NAME: City of Moorpark
2. PROGRAM ACTIVITY/PROJECT NAME: Senior Nutrition Program (SNP)
Rental Costs (includes facility lease)-$Exclude from MTDC
Equipment*-$Exclude from MTDC
C. Subtotal Direct Program Operating Expenses 500$
D. CONTRACTUAL SERVICES
(List legal entity name for each)
Subaward (S) or
Vendor (V) (to Total
-$
-$
-$
-$
-$
D. Subtotal Contractual Services -$
E. FOOD COSTS
Vendor Name Description & Cost Details TOTAL
Jordanos/Waters Edge/Waterside/Azul/Revolution 125,000$
-$
-$
E. Subtotal Equipment 125,000$
F. OTHER (Please Describe)
Additional food costs 500$
-$
Vendor food contracts
Budget Justification & Calculation Details
Allowance for supplemental food purchases.
Contract Description & Cost Details
(*Note: For equipment items over $5,000 and a useful life of more than one year, additional approval is needed. Please list all such items individually with
the per-unit costs.)
CO N T R ACT BU DGET G:\2.Contracts& Grants\1.Contracts\2025-2026Contracts\AAA S r.N utritionP rogram\CityofM oorpark\ExhibitB -M oorparkS N P 294
P AGE 4 O F 4 P AGE(S )
3. PERFORMANCE PERIOD 4. EFFECTIVE DATES:
FROM: July 1, 2025 TO: June 30, 2026 INITIAL CONTRACT EFFECTIVE DATE: 7/1/25
AMENDMENT #:
CONTRACT #: C2526.03 AMENDMENT EFFECTIVE DATE:
Contract Budget Exhibit B
1. CONTRACTOR NAME: City of Moorpark
2. PROGRAM ACTIVITY/PROJECT NAME: Senior Nutrition Program (SNP)
-$
-$
-$
-$
F. Subtotal Other 500$
140,000$
II. INDIRECT COSTS*(Use one of the options below.)
DIRECT PROGRAM COSTS TOTAL
CO N T R ACT BU DGET G:\2.Contracts& Grants\1.Contracts\2025-2026Contracts\AAA S r.N utritionP rogram\CityofM oorpark\ExhibitB -M oorparkS N P 295
Page 1 of 1
EXHIBIT C
VENTURA COUNTY FOCAL POINTS WITH ADDRESSES
PROJECT:SENIOR NUTRITION PROGRAM
Focal Points*Senior
Center**StreetAddress City ZIP Phone
1 AreaAgencyonAgingofVentura County No 4561Telephone Road Ventura 93003 805-477-7300
2 CamarilloHealthCare District No 3687 E.Las Posas Road,
#188 (Bldg. H)Camarillo 93020 800-900-8582
3 Fillmore Active Adult Center
Managed by City of Fillmore Yes 535 Santa Clara Avenue Fillmore 93015 805-524-3030
4
Goebel Adult Community Center
AcollaborationofCityofThousandOaks&
Conejo Recreation & Park District Yes 1385E. Janss Road Thousand
Oaks 91362 805-381-2744
5
HELP of Ojai
a nonprofit organization Yes 370BaldwinRoad Ojai 93022 805-646-5122
6 Moorpark Active Adult Center
Managed by City ofMoorpark Yes 799MoorparkAvenue Moorpark 93021 805-517-6261
7 Palm Vista Senior Center
Managed by City ofOxnard Yes 801 South C Street Oxnard 93030 805-385-8163
8 Pleasant Valley Senior Center
ManagedbyPleasantValleyPark&RecDistrict Yes 1605E. Burnley Street Camarillo 93010 805-482-4881
9
Port Hueneme Senior Center
OrveneS.CarpenterCommunityCenter
Managed by City of Port Hueneme Yes 550 Park Avenue Port
Hueneme 93041 805-986-6542
10 Santa Paula Senior Center
Managedby City ofSanta Paula Yes 530 WestMain Street Santa
Paula 93060 805-933-4226
x356
11 Simi Valley Senior Center
Managedby City of Simi Valley Yes 3900Avenida Simi Simi Valley 93065 805-583-6363
12 Colonia Senior Center
Managed by City ofOxnard Yes 197 North MarquitaStreet Oxnard 93033 805-385-7970
13 Ventura Avenue Adult Center
Managed by City of Ventura Yes 550 N. Ventura Avenue Ventura 93001 805-648-3035
14 Conejo Valley Senior Concerns
a nonprofit organization No 401HodencampRoad Thousand
Oaks
91360 805-497-0189
15 Wilson Senior Center
Managed by City ofOxnard Yes 350 North C Street Oxnard 93030 805-385-8028
Focal Points for Title III EEligible Family Caregivers
1 Conejo Valley Senior Concerns
a nonprofit organization No 401HodencampRoad Thousand
Oaks 91360 805-497-0189
2 Wellness &Caregiver Center of VC
Operatedby CamarilloHealthCare District No 3687 E.Las Posas Road,
#188 (Bldg. H)Camarillo 93020 800-900-8582
NOTE:Thedesignationofa focal pointandaseniorcenterdependsonthearrayofservicesoffered(seedefinitionsbelow).
*Focal Point – Facilities designated as focal points provide a comprehensive delivery of social services, such as information and assistance,
recreation, nutrition, social, mental health, etc. They may house a variety of services in the same location (collocation) used by other providers
of services to seniors. The federal Older Americans Act defines a focal point as a facility established to encourage maximum collocation and
coordination of services for older persons.
**Senior Center – The federal Older Americans Act defines a senior center as a community facility for the organization and delivery of a broad
spectrum of services, including health, mental health, social, nutrition, educational services, and recreational activities for older individuals.
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RESOLUTION NO. 2025-____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AUTHORIZING AN
AGREEMENT WITH THE VENTURA COUNTY HUMAN
SERVICES AGENCY, AREA AGENCY ON AGING FOR
SENIOR NUTRITION PROGRAM SERVICES
WHEREAS, the City Council is dedicated to the support of beneficial programs
for older Americans in the City of Moorpark; and
WHEREAS, meeting the nutrition needs of older Americans is a significant
means of maintaining health and wellness in our older population; and
WHEREAS, funds for the Senior Nutrition Program at the Active Adult Center are
available through an Agreement with the Ventura County Human Services Agency,
Area Agency on Aging; and
WHEREAS, the Ventura County Human Services Agency, Area Agency on Aging
has provided an Agreement with the City of Moorpark commencing July 1, 2025 that
updates the operation and procurement requirements for the Senior Nutrition Program.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves and authorizes an Agreement
with the Ventura County Human Services Agency, Area Agency on Aging for the
provision of Senior Nutrition Program services and authorizes the City Manager to sign
the Agreement and all related documents, including extensions or renewals, to continue
the operation of the Senior Nutrition Program.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
PASSED AND ADOPTED this 18th day of June, 2025.
________________________________
Chris R. Enegren, Mayor
ATTEST:
___________________________________
Ky Spangler, City Clerk
ATTACHMENT 2
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