HomeMy WebLinkAboutAgenda - 03-23-2010 - 1ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 23, 2010
Action Agenda
Item No.
SUBJECT: Approval of Contract with A Southern Season, lnc. for FY 2009-10 for
Subsidized Employment
DEPARTMENT: Social Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Nancy Coston, 245-2800
Contract with Limited Attachments
PURPOSE: To consider approval of a FY2009-10 contract for subsidized employment with A
Southern Season, Inc. for the Department of Social Services.
BACKGROUND: The Department of Social Services (DSS) will receive $302,052 in federal
funds through June 30, 2010 and additional funds in the next fiscal year to establish a
subsidized employment program in Orange County as part of the American Recovery and
Reinvestment Act. These funds can be given to private companies, public agencies and
nonprofit organizations to hire Orange County residents at or below 200% of poverty with a child
under age 18 in the home. The funds subsidize the wage of the employee providing an
incentive for companies to hire and train unemployed Orange County residents.
A Southern Season, Inc., a Chapel Hill-based business, has agreed to employ seven full-time
and one part-time employee as part of the program. A Southern Season will agree to evaluate
each employee on a monthly basis and provide supervision under the terms of the agreement
and will be reimbursed the costs of the position.
There is no cost to the County to run or administer the subsidized employment program. All
funds to pay employees hired by A Southern Season, Inc. under the terms of this contract are
paid with federal dollars through the Department of Social Services' budget. Should. these
funds cease to be available, the program will be discontinued and the contract voided.
FINANCIAL IMPACT: Social Services estimates $94,000 in federal dollars will be paid to A
Southern Season, Inc. as part of this contract to include employee compensation and benefits.
There is no cost to the County. If federal funds for this program cease to be available, -the
program will be ended and the contract voided.
RECOMMENDATION(S): The Manager recommends the Board approve the contract with A
Southern Season, Inc. and authorize the Chair to sign on behalf of the Board, subject to final
approval by the County Attorney. Given the time issues related to implementation of subsidized
employment, the Manager also recommends that the Board authorize the Manager to sign any
other contracts for subsidized employment that do not incur County costs and have been
approved by the County Attorney.
Contract # 68-10001 Fiscal Year Begins July 1, 2009 Ends June 30, 2010
This contract is hereby entered into by and between the Orange County Department of Social Services (the
"County") and A Southern Season, Inc. (the "Contractor") (referred to collectively as the "Parties"). The
Contractor's federal tax identification number or Social Security Number is
1. Contract Documents: This Contract consists of the following documents:
(1) This contract
(2) The General Terms and Conditions (Attachment A)
(3) The Scope of Work, description of services, and rate (Attachment B)
(4) Federal Certification Regarding Drug-Free Workplace (Attachment C)
(5) Conflict of Interest (Attachment D)
(6) No Overdue Taxes (Attachment E)
(7) Federal Certification Regarding Lobbying (Attachment G)
(8) Federal Certification Regarding Debarment (Attachment IT)
These documents constitute the entire agreement between the Parties and supersede all prior oral or written
statements or agreements.
2. Precedence among Contract Documents: In the event of a conflict between or among the terms of the
Contract Documents, the terms in the Contract Document with the highest relative precedence shall prevail. The
order of precedence shall be the order of documents as listed in Paragraph 1, above, with the first-listed
document having the highest precedence and the last-listed document having the lowest precedence. If there aze
multiple Contract Amendments, the most recent amendment shall have the highest precedence and the oldest
amendment shall have the lowest precedence.
3. Effective Period: This contract shall be effective on March 24, 2010 and shall terminate on June 30, 2010,
This contract must be twelve months or less.
4. Contractor's Duties: The Contractor shall provide the services and in accordance with the approved rate as
described in Attachment B, Scope of Work.
5. County's Duties: The Orange County Department of Social Services/Work First Program will reimburse A
Southern Season, Inc. the gross subsidized wages for subsidized employees through the Work FirstITANF
program. A Southern Season, Inc. agrees to allow the Orange County Department of Social Services Work First
Program to count 25% of the employee's total gross subsidized wages as an in-kind cost toward State
Maintenance of Effort expenditures. The 25% projection is considered an in-kind cost based on the amount of
supervision and training each Work First/TANF eligible subsidized employee receives. Reimbursements will be
completed monthly and will start the month after the employee begins working. This contract is subject to
continued funding availability.
^ a. There are no matching requirements from the Contractor.
® b. The Contractor's matching requirement is an in-kind match of 25% of the employee's gross monthly
subsidized wages. Please note this is an in-kind match based on the amount of supervision and
training each participant will receive. There is no cash match for this contract:
® In-kind ^ Cash
^ Cash and In-kind ^ Cash and/or In-kind
Contract-General (07/08)
4
The contributions from the Contractor shall be sourced from non-federal funds.
The total contract amount including any Contractor match shall not exceed 100% of the TANF
eligible subsidized employee's gross subsidized wages and an in-kind cost of 25% of each TANF
eligible subsidized employee's subsidized wages.
6. Reporting Requirements:
Contractor shall comply with audit requirements as described in N.C.G.S. § 143C-6-22 & 23 and OMB Circular
A-133.
7. Payment Provisions:
Payment shall be made in accordance with the Contract Documents as described in the Scope of Work,
Attachment B.
8. Contract Administrators: All notices permitted or required to be given by one Party to the other and all
questions about the contract from one Party to the other shall be addressed and delivered to the other Party's
Contract Administrator. The name, post office address, street address, telephone number, fax number, and
email address of the Parties' respective initial Contract Administrators are set out below. Either Party may
change the name, post office address, street address, telephone number, fax number, or email address of its
Contract Administrator by giving timely written notice to the other Party.
For the County:
IF DELIVERED BY US POSTAL SERVICE IF DELIVERED BY ANY OTHER MEANS
Robert Gilmore, Work First Supervisor Robert Gilmore, Work First Supervisor
Orange County Orange County
P.O. Box 8181 113 Mayo Street
Hillsborough, NC 27278 Hillsborough, NC 27278
(919) 245-2847 (Phone)
(919) 644-3317 (Fax)
r ilmore co.oran e.nc.us
For the Contractor:
IF DELIVERED BY US POSTAL SERVICE IF DELIVERED BY ANY OTHER MEANS
Dora Gonzales, Human Resources/Program Dora Gonzales, Human Resources/Program Manager
Manager
A Southern Season, Inc. A Southern Season, Inc.
201 South Estes Drive 201 South Estes Drive
Chapel Hill, NC 27514 Chapel Hill, NC 27514
(919) 245-5104 (Phone)
Contract-General (07/08)
5
9. Signature Warranty:
The undersigned represent and warrant that they are authorized to bind their principals to the terms of this
agreement.
The Contractor and the County have executed this contract in duplicate originals, with one original being retained
by each party.
A SOUTHERN SEASON, INC.
Signature
Date
Printed Name
ORANGE COUNTY
Title
Signature Chair, Board of County Commissioners Date
Printed Name Title
Signature Director, Orange County Department of Social Services Date
Printed Name Title
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control
Act.
Signature of County Finance Officer Date
This contract has been approved as to form and legal sufficiency.
Signature of County Attorney Date
Contract-General (07/08)
Contract #68-10001 6
A Southern Season, Inc.
ATTACHIVIENT B
SCOPE OF WORK
Orange County Department of Social Services
Federal Taz Id. or SSN
Contract # 68-10001
A. CONTRACTOR INFORMATION
1. Contractor Agency Name: A Southern Season. Inc.
2. If different from Contract Administrator Information in General Contract:
Address
Telephone Number: Fax Number:
Email:
3. Name of Program (s):_ Subsidized Employment Program
4. Status: ( )Public ( )Private, Not for Profit (X) Private, For Profit
5. Contractor's Financial Reporting Year March 24, 2010 through June 30, 2010
B. Explanation of Services to be provided and to whom (include SIS Service Code):
A Southern Season, Inc. will provide paid employment to TANF eligible individuals
through subsidized employpositions Employer will pay wages benefits and
applicable insurance.
A Southern Season, Inc. will invoice Orange County Department of Social Services for
the employee's gross subsidized wages on a monthly basis A copy of the subsidized
employee's timesheet or pay stub will be submitted with the monthly invoice
Orange County Department of Social Services will reimburse A Southern Season Inc
100% of the employee's gross subsidized wages based on submitted timesheets~ay
stubs and invoices on a monthly basis.
A Southern Season, Inc. will provide supervision and training for the subsidized
employee and will permit the North Carolina Division of Social Services to count 25% of
the employee's gross subsidized wades toward the federal Maintenance of Effort
expenditure requirement for these services.
A Southern Season Inc will provide written performance assessments andlor updates for
the subsidized employee on a regular basis and no less than once per month
A Southern Season, Inc. will notify Orange Department of Social Services if a subsidized
employee is terminated before the end of their subsidized placement and the reason for
termination.
Contract-Scope of Work (06/04)
Contract #68-10001 7
A Southern Season, Inc.
C. Rate per unit of Service (define the unit): The Contractor will pav each ep rson
particinatin~ in the yro~ram an hourly rate greater than or equal to the federal minimum
w~e•
1. If Standard Fixed Rate, Maximum Allowable, (See Rates for Services Chart)
2. Negotiated County Rate.
D. Number of units to be provided:
E. Details of Billing process and Time Frames; The Contractor will be reimbursed
monthly based on an itemized service invoice form The invoice shall contain the
Contractors' Name, federal tax identification number and shall be signed and dated by a
staff representative of the Contractor.
The service invoice should be submitted by the 5th working day of the month following
the month of service to:
Robert Gilmore (r ilmore co.orange nc us)
Orange County Department of Social Services
P.O. Box 8181
Hillsborough, NC 27278
FAX: 919-644-3317
The Contractor will have to comply with the reporting requirements in order to continue
receiving reimbursements under this contract
F. Area to be served/Delivery site(s): Orange Coun
(Signature of County Authorized Person)
(Date Submitted)
(Signature of Contractor)
(Date Submitted)
Contract-Scope of Work (06/04)