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HomeMy WebLinkAbout2021-272-Finance-Vendor Senior care of Orange County («Agencys_Name») Orange County Outside Agency Performance Agreement Revised 7/2018 Page 1 of 9 OUTSIDE AGENCY PERFORMANCE AGREEMENT THIS AGREEMENT, made and entered into the first day of July 2020, (“Effective Date”) by and between the County of Orange, a political subdivision of the State of North Carolina, 200 South Cameron Street, Hillsborough, North Carolina, 27278, ("County") and, Senior Care of orange County, Inc. a not-for-profit corporation, located at 105 meadowlands drive, Hillsborough, NC27278 (“Provider”). WITNESSETH: WHEREAS, it is in the interests of the County that said program be assisted by the County and thereby enhance its availability to residents of the County, and said program addresses an important community human services need, as identified by the Board of Commissioners. NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereafter set forth, the County and agree as follows: 1. Term of the Agreement. The term of this Agreement shall be a program year beginning July 1, 2020 to June 30, 2021. 2. Scope of Services. a. Provider will provide services, as outlined in the attached Outside Agency Funding Application and any amendments or revision thereto which is attached as Exhibit “A” and incorporated by reference, to the residents of Orange County. The Scope of Services and the Program Budget may be different from the original application based on County appropriation; however, any revisions or amendments to this Agreement must be approved in writing by the County and attached to this Agreement as Exhibit B. b. The Provider shall be solely responsible for the means, methods, techniques, sequence, safety program and procedures necessary to properly and fully complete the work set for th in the Scope of Services. 3. Funding. a. The County agrees to appropriate for the provision of services described in Exhibit A, Scope of Services and more particularly described in the Revised Program Budget, the maximum sum of $36,750. b. All funds appropriated shall be used for purposes described in Exhibit A. Any funds not used for the purposes stated shall be returned to the County. Any changes in the use of funds must be authorized in writing by the County prior to any expenditure of the funds by th e Provider. If the funds are expended not in accordance with the Scope of Services, at the discretion of the County the Provider may be required to repay the funds to the County. c. The Provider shall be paid in four equal installments in the amount of $9187.50. The first payment is contingent upon receipt of the agency’s performance agreement; the remaining payments are contingent upon receipt of the request for reimbursement and related supporting documentation. d. The County’s obligation to make the quarterly payments is contingent upon receipt of Progress Reports, which show satisfactory progress toward completion of performance measures and an accounting of expenditures as detailed in the attached Scope of Services. DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D («Agencys_Name») Orange County Outside Agency Performance Agreement Page 2 of 9 Rev. 7/18 e. Once Provider has satisfied its obligations as provided in (d) payment will be made 21 days after receipt of the Progress Report and Request for Reimbursement or 21 days after due date of Progress Report whichever is later. f. The County is not obligated to provide any other support to Provider in this or in succeeding fiscal years. 4. Agency Reporting. a. Provider will provide Orange County a Progress Report that includes a fiscal report and updates on performance measures as outlined in the Scope of Services. Progress Report dates are: July 1 – December 31; January 1 – March 31 and April 1 - June 30. Reports are due on January 11, April 12, and July 12 of the program fiscal year. b. Provider agrees to allow the County to inspect its financial books and records, which document costs of those services, upon reasonable notice during normal working hours. 5. Termination. a. In the event of any of the circumstances set forth below (hereinafter referred to as “default”), the County may immediately terminate this Agreement, in whole or in part, and from time to time. Notice of termination must be in writing, state the reason or reasons for the termination, and specify the effective date of the termination: i. In the event that Provider shall cease to exist as an organization or shall enter bankruptcy proceedings, be declared insolvent, or liquidate all or substantially all of its assets, or significantly reduce its services or accessibility to Orange County residents during the term of this Agreement; or ii. In the event that Provider shall fail to render a satisfactory accounting as provided section 4 above, the County may terminate this Agreement and Provider shall return all payments already made to it by the County for services which have not been provided or for which no satisfactory accounting has been rendered; or iii. In the event of any fraudulent representation by the Provider in an invoice or other verification required to obtain payment under this Agreement or other dishonesty on a material matter relating to the performance of services under this Agreement. iv. Nonperformance, incomplete service or performance, or failure to satisfactorily perform any part of the work identified in the Scope of Services or to comply with any provision of this Agreement, as determined by the County in its sole discretion. v. Failure to adhere to the terms of applicable county, state or federal laws, regulations, or stated public policy. b. In the event of default by the Provider, the county may elect to terminate this Agreement, in whole or in part and/or require the Provider to repay the funds within ten (10) business days from written notice of default. The County may (but shall not be required to) grant the Provider an opportunity to cure the default without termination of this Agreement. This clause shall not be interpreted to limit the County’s remedies in law or in equity. DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D («Agencys_Name») Orange County Outside Agency Performance Agreement Page 3 of 9 Rev. 7/18 c. Notwithstanding the foregoing, either party may terminate the agreement at any time without penalty; provided that written notice of such termination is furnished to the other party at least 30 days prior to termination. In the event of such termination, any payment due shall be prorated to the date of termination and any unused funds shall be returned to the County within 10 days of termination. d. Any termination of this Agreement for default under this section that is later deemed to be unjustified shall be deemed a termination for convenience. 6. Insurance. a. General Requirements. The Provider shall purchase and maintain, during the period of performance of this Agreement, insurance: i. Worker’s Compensation. For protection from claims under workers' or workmen's compensation acts; ii. Comprehensive General Liability Insurance covering claims arising out of or relating to bodily injury, including bodily injury, sickness, disease or death of any of the Consultant's employees or any other person and to real and personal property including loss of use resulting thereof; iii. Comprehensive Automobile Liability Insurance, including hired and non-owned vehicles, if any, covering personal injury or death, and property damage; and iv. Professional Liability Insurance, covering personal injury, bodily injury and property damage and claims arising out of or related to the performance under this Agreement by the Consultant or his agents, consultants and employees. b. Limits of Coverage: Minimum limits of insurance coverage shall be as follows: INSURANCE DESCRIPTION MINIMUM REQUIRED COVERAGE  Worker's Compensation Limits for Coverage A - Statutory State NC & Coverage B - Employers Liability $500,000 each accident, disease policy limit and disease each employee  Commercial General $1,000,000 Each Occurrence Liability $2,000,000 Aggregate  Automobile Liability $500,000 Combined Single Limit  Professional Liability $1,000,000 Each Occurrence $2,000,000 Aggregate c. All insurance policies (with the exception of Worker's Compensation and Professional Liability) required under this Agreement shall name the County as an additional insured party and as a certificate holder. Evidence of such insurance and all correspondence shall be sent to: Orange County Risk Manager Post Office Box 8181 Hillsborough, NC 27278 d. Nothing in this section is intended to affect or abrogate the County’s sovereign immunity defenses. DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D («Agencys_Name») Orange County Outside Agency Performance Agreement Page 4 of 9 Rev. 7/18 7. Relationship of the Parties. Provider is an independent contractor of the County. Provider represents that they have or will secure, at his own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees or have any contractual relationship with the County. All personnel engaged in work under this Agreement shall be fully qualified and shall be authorized and permitted under federal, state and local law to perform such services. 8. Compliance with all Laws. The Provider, at its sole expense, shall comply with all laws, ordinances, orders and regulations of the federal, state or local governments, as well as their respective departments, commissions, boards, and officers, which are in effect at the time of execution of this Agreement or are adopted at any time following execution of this agreement. 9. Subcontract. The County and Provider deem the services provided under this Agreement to be personal in nature and Provider may not subcontract any rights or duties under this Agreement to any other party without prior written consent from the County. 10. Assignment. The Provider shall not assign this Agreement, including the rights to payment, to any other party without the prior written consent of the County. 11. Indemnification. Provider agrees to defend, indemnify, and hold harmless the County, for all loss, liability, claims or expense (including reasonable attorney's fees) arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by the negligence or willful misconduct of the Provider, except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this section to require Provider to indemnify the County to the extent permitted under North Carolina law. Nothing in this section is intended to affect or abrogate the County’s sovereign immunity defenses. 12. Non-Appropriation. This Agreement is subject to the availability of funds to purchase the specified services and may be terminated at any time if such funds become unavailable. 13. Non-Discrimination. Provider agrees as part of consideration of the granting of funds by Orange County the parties hereto for themselves, their agents, officials, employees and servants agree not to discriminate in any manner of these basis of race, color, gender, national origin, age, handicap, religion, sexual orientation, familial status or veterans status with reference to any activities carried out by the grantee, no matter how remote. The parties hereto further agree in all respects to conform to the provision and intent of Orange County Civil Rights Ordinance, as amended and the Orange County Non-discrimination Policy. This provision is enforced by action for specific performance, injunctive relief, or other remedy as by law provided; this provision shall be binding on the grantees, the successors and assigns of the parties hereto with reference to the above subject manner. 14. Living Wage. Orange County is committed to providing its employees with a living wage and encourages agencies if funds to pursue the same goal. The County’s living wage is $ 14.95 per hour. To the extent possible, Orange County recommends Charles House Association provide a living wage to its employees. 15. Notice. The Parties hereto agree and understand that written notice, mailed or delivered, to the last known address shall constitute sufficient notice to the County and the Provider. All notices required and/or made pursuant to this Agreement to be given to the County and the Provides shall be in writing and mailed to the party addressed as follows: DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D («Agencys_Name») Orange County Outside Agency Performance Agreement Page 5 of 9 Rev. 7/18 16. Entire Agreement. This Agreement, including any referenced attachments, constitutes the entire Agreement between the parties and shall supersede, replace or nullify any and all prior Agreements of understandings; written or oral, relating to the matters set forth herein, and any such prior Agreements or understandings shall have no force or affect whatsoever on this Agreement. The County and Provider have read this Agreement and agree to be bound by all of its terms, and further agree that this Agreement constitutes the complete and exclusive statement of the Agreement between the County and Provider. 17. Severability. All clauses found herein shall act independently of each other. If a clause is found to be illegal or unenforceable, it shall have no effect on the other provisions of this Agreement. It is understood by the parties hereto that if any part, term or provision of this Agreement is by the Courts held to be illegal or in conflict with any laws of the State of North Carolina or the United States, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part, term or provision held to be invalid. a. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are a nd shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor, on the list created by the State Treasurer pursuant to G.S. 147-86.58. 18. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. IN WITNESS WHEREOF, the Orange County and the Provider have signed this Agreement, effective on the last date this Agreement is signed by both parties as indicated by the dates set forth under signatures below. For and on behalf of the Provider _____________________________ _______________________ , Date For and on behalf of Orange County Government _______________________________ ________________________ Bonnie Hammersley, County Manager Date County: Finance & Administrative Services Orange County Post Office Box 8181 Hillsborough, NC 27278 Provider Senior Care of Orange County 105 meadowlands Drive, Hillsborough, NC 27278 DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D 5/24/2021 5/27/2021 («Agencys_Name») Orange County Outside Agency Performance Agreement Page 6 of 9 Rev. 7/18 ORANGE COUNTY—DEPARTMENT USE ONLY ______________________________________________________________________________ Department Party/Vendor Senior care of Orange County Name: Party/Vendor Contact Person Contact Phone: 919-245-2017 Party/Vendor Address: 105 Meadowland Drive City ; Hillsborough State: NC Zip: 27278 Department: Finance & Administrative Services Amount:$36,500 Purpose: FY 2020-21 Outside Agency/Human Services Performance Agreeement Budget Code(s): 10495050-719027 Vendor # 800047 Vendor is a BOCC consultant? Yes No Contract Type: (Check one) New Renewal x Amendment Effective Date 7/1/2020 Approved by Board Yes No Agenda Date: This agreement is approved as to technical form and content: Department Director’s Signature ________________________________________ Date: ________ Information Technologies (Applicable only to hardware/software purchases or related services) This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer___________________________________ Date: _________ Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer ____________________________________ Date: _________ Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney __________________________________________Date: ________ Clerk to the Board Received for record retention: All Docusign contracts must be copied to Sherri Ingersoll upon completion @ singersoll@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Office of the Clerk to the Board __________________________________________Date:_________ DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D 5/25/2021 5/27/2021 5/27/2021 5/27/2021 («Agencys_Name») Orange County Outside Agency Performance Agreement Page 7 of 9 Rev. 7/18 DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D INSR ADDL SUBR LTR INSR WVD DATE (MM/DD/YYYY) PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) COMMERCIAL GENERAL LIABILITY AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE INSURER(S) AFFORDING COVERAGE NAIC # Y / N N / A (Mandatory in NH) ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? EACH OCCURRENCE $ DAMAGE TO RENTED $PREMISES (Ea occurrence)CLAIMS-MADE OCCUR MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ $ PRO- OTHER: LOCJECT COMBINED SINGLE LIMIT $(Ea accident) BODILY INJURY (Per person)$ANY AUTO OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS AUTOS ONLY HIRED PROPERTY DAMAGE $AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE $ CLAIMS-MADE AGGREGATE $ DED RETENTION $$ PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below POLICY NON-OWNED SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03) ACORDTM CERTIFICATE OF LIABILITY INSURANCE Evanston Insurance Company Markel Insurance Company 4/15/2021 McGriff Insurance Services 7701 Airport Center Dr Suite 1800 Greensboro, NC 27409 888 743-2217 8888279861 Senior Care of Orange County Inc C/O Swayzene Riggsbee 105 Meadowlands Dr Hillsborough, NC 27278-8500 35378 38970 A X X X BI/PD Ded:5,000 X SM936853 07/13/2020 07/13/2021 1,000,000 50,000 5,000 1,000,000 3,000,000 B Y MWC010610205 02/08/2021 02/08/2022 X 500,000 500,000 500,000 A Professional Liability SM936853 07/13/2020 07/13/2021 See description ** Workers Comp Information ** Other States Coverage Proprietors/Partners/Executive Officers/Members Excluded: Nancy Espersen, Officer Ann Burton, Officer (See Attached Descriptions) Orange County Government PO Box 8181 Hillsborough, NC 27278 1 of 2 #S27780063/M27365106 04SENIOCAR1Client#: 955852 LRN 1 of 2 #S27780063/M27365106 DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D SAGITTA 25.3 (2016/03) DESCRIPTIONS (Continued from Page 1) Dave Wilkerson, Officer Residual Market Limited Other States Insurance Endorsement Pol.# SM936853 Professional Liability Limit #1: 1,000,000 Ded.#1: $5,000.00 Limit #2: 3,000,000 Retroactive Date: July 13, 2005 for GL and PRO Form Description: Sexual Acts Liability Endorsement Limit #1: 1,000,000 Limit #2: 2,000,000 Policy includes endorsement that provides Additional Insured status for any Landlord, Owner, or Property Manager of the Designated Premises or any Tradeshow or Convention Sponsor or operator or any lessor of equipment. 2 of 2 #S27780063/M27365106 DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D FY 2020-21 Outside Agency Contact Information 1 Congratulations on being awarded Outside Agency Funding for FY 2020-21! Please provide the below information regarding your agencies’ contacts for fiscal year 21. Please complete and sign this form electronically and submit to Allen Coleman at outsideagencies@orangecountync.gov by Friday, August 14, 2020. Section A: Agency Information: Agency Legal Name Agency DBA (If Applicable) Physical Address Mailing Address Agency’s Telephone Number Agency Website Section B: Executive Director’s Information Executive Director’s Name Executive Director’s Telephone Number Executive Director’s Email Address Will the Executive Director Sign the Performance Agreement? YES NO If no, please tell us who? – Name: Email Address What type of Communications should this individual receive? Please select check all that apply: ___ Application Orientation & Training Opportunities ___ Financial Reporting ___ Performance Reporting ___ Performance Agreement Execution Senior Care of Orange County, Inc 105 Meadowlands Drive, Hillsborough, NC 27278 105 Meadowlands Drive, Hillsborough, NC 27278 919-245-2017 Dawniell Boykin 919-245-2017 dboykin@orangecountync.gov 4 4 4 4 4 DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D FY 2020-21 Outside Agency Contact Information 2 Section C: Program Contact Information Program Director’s Name Program Director’s Telephone Number Program Director’s Email Address What type of Communications should this individual receive? Please select check all that apply: ___ Application Orientation & Training Opportunities ___ Financial Reporting ___ Performance Reporting ___ Performance Agreement Execution Section D: Financial Contact Information Finance Director’s Name Finance Director’s Telephone Number Finance Director’s Email Address What type of Communications should this individual receive? Please select check all that apply: ___ Application Orientation & Training Opportunities ___ Financial Reporting ___ Performance Reporting ___ Performance Agreement Execution Section E: Administrative/Office Manager Contact Information Administrative Contact Name Administrative Telephone Number Administrative Email Address What type of communications should this individual receive? Please select check all that apply: ___ Application Orientation & Training Opportunities ___ Financial Reporting ___ Performance Reporting ___ Performance Agreement Execution DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D FY 2020-21 Outside Agency Contact Information 3 Existing Agencies: Has your agencies banking information changed? YES NO Has your federal ID number changed? YES NO New Agencies: Please submit a W9 and EFT Authorization Form. Both documents are required. ______________________________________________ _____________ Signature Date DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D 5/24/2021 DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D DocuSign Envelope ID: 4A1A8EC9-D4E0-4A05-A302-572F4C69566D