Loading...
HomeMy WebLinkAboutContract 2023-2024 AGREEMENT FOR POP UP LUNCH EVENTS THIS AGREEMENT, dated for reference purposes only as April 1, 2023, is by and between the City of Renton (the “City”), a Washington municipal corporation, and the SOS program of Emergency Feeding Program of Seattle/King County (“Emergency Feeding Program”), a Washington NonProfit Corporation. The City and the Emergency Feeding Program are referred to collectively in this Agreement as the “Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date signed by both parties. 1. Scope of Work: Emergency Feeding Program agrees to provide at least three (3) no-cost pop-up lunch meal events per month at various locations around the City of Renton through the term of this contract, serving approximately 25-40 persons at each event, as specified in Exhibit A which is attached and incorporated herein and may hereinafter be referred to as the “Work.” 2. Changes in Scope of Work: The City, without invalidating this Agreement, may order changes to the Work consisting of additions, deletions or modifications. Any such changes to the Work shall be ordered by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually agreed by the Parties. 3. Time of Performance: Emergency Feeding Program shall commence performance of the Agreement pursuant to the schedule(s) set forth in Exhibit A. All Work shall be performed by no later than December 31, 2024. 4. Compensation: A. Amount. Total compensation to Emergency Feeding Program for Work provided pursuant to this Agreement shall not exceed $29,995.00, plus any applicable state and local sales taxes. Compensation shall be paid based upon a fixed quarterly rate as specified in Exhibit A. The Emergency Feeding Program agrees that any hourly or flat rate charged by it for its Work shall remain locked at the negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit A. Except as specifically provided herein, the Emergency Feeding Program shall be solely responsible for payment of any taxes imposed as a result of the performance and payment of this Agreement. B. Method of Payment. On a monthly or no less than quarterly basis during any quarter in which Work is performed, the Emergency Feeding Program shall submit a voucher DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 CAG-23-189 PAGE 2 OF 12 or invoice in a form specified by the City, including a description of what Work has been performed, the name of the personnel performing such Work, and any hourly labor charge rate for such personnel. The Emergency Feeding Program shall also submit a final bill upon completion of all Work. Payment shall be made by the City for Work performed within thirty (30) calendar days after receipt and approval by the appropriate City representative of the voucher or invoice. If the Emergency Feeding Program’s performance does not meet the requirements of this Agreement, the Emergency Feeding Program will correct or modify its performance to comply with the Agreement. The City may withhold payment for work that does not meet the requirements of this Agreement. C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by the City of any remedies it may have against the Emergency Feeding Program for failure of the Emergency Feeding Program to perform the Work or for any breach of this Agreement by the Emergency Feeding Program. D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City shall not be obligated to make payments for Work or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Work for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 5. Termination: A. The City reserves the right to terminate this Agreement at any time, with or w ithout cause by giving ten (10) calendar days’ notice to the Emergency Feeding Program in writing. In the event of such termination or suspension, all finished or u nfinished documents, data, studies, worksheets, models and reports, or other material prepared by the Emergency Feeding Program pursuant to this Agreement shall be submitted to the City, if any are required as part of the Work. B. In the event this Agreement is terminated by the City, the Emergency Feeding Program shall be entitled to payment for all hours worked to the effective date of termination, less all payments previously made. If the Agreement is terminated by the City after partial performance of Work for which the agreed compensation is a fixed fee, the City shall pay the Emergency Feeding Program an equitable share of the fixed fee. This provision shall not prevent the City from seeking any legal remedies it may have for the violation or nonperformance of any of the provisions of this Agreement and such charges due to the City shall be deducted from the final payment due the Emergency Feeding Program. No payment shall be made by the City for any expenses incurred or work done following the effective date of termination unless authorized in advance in writing by the City. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 3 OF 12 6. Warranties And Right To Use Work Product: Emergency Feeding Program will perform all Work identified in this Agreement in a professional and workmanlike manner and in accordance with all reasonable and professional standards and laws. Compliance with professional standards includes, as applicable, performing the Work in compliance with applicable City standards or guidelines (e.g. design criteria and Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall certify engineering plans, specifications, plats, and reports, as applicable, pursuant to RCW 18.43.070. Emergency Feeding Program further represents and warrants that all final work product created for and delivered to the City pursuant to this Agreement shall be the original work of the Emergency Feeding Program and free from any intellectual property encumbrance which would restrict the City from using the work product. Emergency Feeding Program grants to the City a non-exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and display all final work product produced pursuant to this Agreement. The City’s or other’s adaptation, modification or use of the final work products other than for the purposes of this Agreement shall be without liability to the Emergency Feeding Program. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Record Maintenance: The Emergency Feeding Program shall maintain accounts and records, which properly reflect all direct and indirect costs expended and Work provided in the performance of this Agreement and retain such records for as long as may be required by applicable Washington State records retention laws, but in any event no less than six years after the termination of this Agreement. The Emergency Feeding Program agrees to provide access to and copies of any records related to this Agreement as required by the City to audit expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement. 8. Public Records Compliance: To the full extent the City determines necessary to comply with the Washington State Public Records Act, Emergency Feeding Program shall make a due diligent search of all records in its possession or control relating to this Agreement and the Work, including, but not limited to, e-mail, correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them to the City for production. In the event Emergency Feeding Program believes said records need to be protected from disclosure, it may, at Emergency Feeding Program’s own expense, seek judicial protection. Emergency Feeding Program shall indemnify, defend, and hold harmless the City for all costs, including attorneys’ fee s, attendant to any claim or litigation related to a Public Records Act request for which Emergency Feeding Program has responsive records and for which Emergency Feeding Program has withheld records or information contained therein, or not provided them t o the City in a timely manner. Emergency Feeding Program shall produce for distribution any and all records responsive DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 4 OF 12 to the Public Records Act request in a timely manner, unless those records are protected by court order. The provisions of this section shall survive the expiration or termination of this Agreement. 9. Independent Contractor Relationship: A. The Emergency Feeding Program is retained by the City only for the purposes and to the extent set forth in this Agreement. The nature of the relationship between the Emergency Feeding Program and the City during the period of the Work shall be that of an independent contractor, not employee. The Emergency Feeding Program, not the City, shall have the power to control and direct the details, manner or means of Work. Specifically, but not by means of limitation, the Emergency Feeding Program shall have no obligation to work any particular hours or particular schedule, unless otherwise indicated in the Scope of Work or where scheduling of attendance or performance is mutually arranged due to the nature of the Work. Emergency Feeding Program shall retain the right to designate the means of performing the Work covered by this agreement, and the Emergency Feeding Program shall be entitled to employ other workers at such compensation and such other conditions as it may deem proper, provided, however, that any contract so made by the Emergency Feeding Program is to be paid by it alone, and that employing such workers, it is acting individually and not as an agent for the City. B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to Emergency Feeding Program or any employee of the Emergency Feeding Program. C. If the Emergency Feeding Program is a sole proprietorship or if this Agreement is with an individual, the Emergency Feeding Program agrees to notify the City and complete any required form if the Emergency Feeding Program retired under a State of Washington retirement system and agrees to indemnify any losses the City may sustain through the Emergency Feeding Program’s failure to do so. 10. Hold Harmless: The Emergency Feeding Program agrees to release, indemnify, defend, and hold harmless the City, elected officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the negligent acts, errors or omissions of the Emergency Feeding Program in its performance of this Agreement or a breach of this Agreement by Emergency Feeding Program, except for that portion of the claims caused by the City’s sole negligence. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 5 OF 12 Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence relative to construction, alteration, improvement, etc., of structure or improvement attached to real estate…) then, in the event of liability for damages arising out of bodily injury to pers ons or damages to property caused by or resulting from the concurrent negligence of the Emergency Feeding Program and the City, its officers, officials, employees and volunteers, Emergency Feeding Program’s liability shall be only to the extent of Emergency Feeding Program’s negligence. It is further specifically and expressly understood that the indemnification provided in this Agreement constitute Emergency Feeding Program’s waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have mutually negotiated and agreed to this waiver. The provisions of this section shall survive the expiration or termination of this Agreement. 11. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City employees from soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved in a contract or transaction. To ensure compliance with the City’s Code of Ethics and state law, the Emergency Feeding Program shall not give a gift of any kind to City employees or officials. Emergency Feeding Program also confirms that Emergency Feeding Program does not have a business interest or a close family relationship with any City officer or employee who was, is, or will be involved in selecting the Emergency Feeding Program, negotiating or administering this Agreement, or evaluating the Emergency Feeding Program’s performance of the Work. 12. City of Renton Business License: Unless exempted by the Renton Municipal Code, t Emergency Feeding Program shall obtain a City of Renton Business License prior to performing any Work and maintain the business license in good standing throughout the term of this agreement with the City. Information regarding acquiring a city business license can be found at: https://www.rentonwa.gov/Tax Information regarding State business licensing requirements can be found at: https://dor.wa.gov/doing-business/register-my-business 13. Insurance: Emergency Feeding Program shall secure and maintain: A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this Agreement. B. In the event that Work delivered pursuant to this Agreement either directly or indirectly involve or require Professional Services, Professional Liability, Errors and DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 6 OF 12 Omissions coverage shall be provided with minimum limits of $1,000,000 per occurrence. "Professional Services", for the purpose of this section, shall mean any Work provided by a licensed professional or Work that requires a professional standard of care. C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the State of Washington, shall also be secured. D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired or non-owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any use of Emergency Feeding Program’s vehicles on the City’s Premises by or on behalf of the City, beyond normal commutes. E. Emergency Feeding Program shall name the City as an Additional Insured on its commercial general liability policy on a non-contributory primary basis. The City’s insurance policies shall not be a source for payment of any Emergency Feeding Program liability, nor shall the maintenance of any insurance required by this Agreement be construed to limit the liability of Emergency Feeding Program to the coverage provided by such insurance or otherwise limit the City’s recourse to any remedy available at law or in equity. F. Subject to the City’s review and acceptance, a certificate of insurance showing the proper endorsements, shall be delivered to the City before performing the Work. G. Emergency Feeding Program shall provide the City with written notice of any policy cancellation, within two (2) business days of their receipt of such notice. 14. Delays: Emergency Feeding Program is not responsible for delays caused by factors beyond the Emergency Feeding Program’s reasonable control. When such delays beyond the Emergency Feeding Program’s reasonable control occur, the City agrees the Emergency Feeding Program is not responsible for damages, nor shall the Emergency Feeding Program be deemed to be in default of the Agreement. 15. Successors and Assigns: Neither the City nor the Emergency Feeding Program shall assign, transfer or encumber any rights, duties or interests accruing from this Agreement without the written consent of the other. 16. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears below (as modified in writing from time to time by such party), and given personally, by registered or certified mail, return receipt requested, by facsimile or by nationally recognized overnight courier service. Time period for notices shall be deemed to have commenced upon the date of receipt, EXCEPT DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 7 OF 12 facsimile delivery will be deemed to have commenced on the first business day following transmission. Email and telephone may be used for purposes of administering the Agreement, but should not be used to give any formal notice required by the Agreement. CITY OF RENTON Guy Williams, Human Services Manager 1055 South Grady Way Renton, WA 98057 Phone: (425) 430-6652 gwilliams@rentonwa.gov EMERGENCY FEEDING PROGRAM Dr. Ray Hampton, SOS Program Director 851 Houser Way N. Renton, WA 98057 Phone: 425.277.0300 RHampton@EmergencyFeeding.org 17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification, the Emergency Feeding Program agrees as follows: A. Emergency Feeding Program, and Emergency Feeding Program’s agents, employees, representatives, and volunteers with regard to the Work performed or to be performed under this Agreement, shall not discriminate on the basis of race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age (except minimum age and retirement provisions), honorably discharged veteran or military status, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification in relationship to hiring a nd employment, in employment or application for employment, the administration of the delivery of Work or any other benefits under this Agreement, or procurement of materials or supplies. B. The Emergency Feeding Program will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such action shall include, but not be limited to the following employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training. C. If the Emergency Feeding Program fails to comply with any of this Agreement’s non- discrimination provisions, the City shall have the right, at its option, to cancel the Agreement in whole or in part. D. The Emergency Feeding Program is responsible to be aware of and in compliance with all federal, state and local laws and regulations that may affect the satisfactory completion of the project, which includes but is not limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton Council Resolution Number 4085. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 8 OF 12 18. Miscellaneous: The parties hereby acknowledge: A. The City is not responsible to train or provide training for Emergency Feeding Program. B. Emergency Feeding Program will not be reimbursed for job related expenses except to the extent specifically agreed within the attached exhibits. C. Emergency Feeding Program shall furnish all tools and/or materials necessary to perform the Work except to the extent specifically agreed within the attached exhibits. D. In the event special training, licensing, or certification is required for Emergency Feeding Program to provide Work he/she will acquire or maintain such at his/her own expense and, if Emergency Feeding Program employs, sub-contracts, or otherwise assigns the responsibility to perform the Work, said employee/sub- contractor/assignee will acquire and or maintain such training, licensing, or certification. E. This is a non-exclusive agreement and Emergency Feeding Program is free to provide his/her Work to other entities, so long as there is no interruption or interference with the provision of Work called for in this Agreement. F. Emergency Feeding Program is responsible for his/her own insurance, including, but not limited to health insurance. G. Emergency Feeding Program is responsible for his/her own Worker’s Compensation coverage as well as that for any persons employed by the Emergency Feeding Program. 19. Other Provisions: A. Approval Authority. Each individual executing this Agreement on behalf of the City and Emergency Feeding Program represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the City or Emergency Feeding Program. B. General Administration and Management. The City’s project manager is Guy Williams, Human Services Manager. In providing Work, Emergency Feeding Program shall coordinate with the City’s contract manager or his/her designee. C. Amendment and Modification. This Agreement may be amended only by an instrument in writing, duly executed by both Parties. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 9 OF 12 D. Conflicts. In the event of any inconsistencies between Emergency Feeding Program proposals and this Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated by reference only to the extent of the purpose for which they are referenced within this Agreement. To the extent a Emergency Feeding Program prepared exhibit conflicts with the terms in the body of this Agreement or contains terms that are extraneous to the purpose for which it is referenced, the terms in the body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein. E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington and the City of Renton. Emergency Feeding Program and all of the Emergency Feeding Program’s employees shall perform the Work in accordance with all applicable federal, state, county and city laws, codes and ordinances. F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared by the joint efforts of the Parties and shall not be construed against one party or the other as a result of the preparation, substitution, submission or other event of negotiation, drafting or execution. G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or interpret this Agreement or any of its terms or covenants shall be brought in the King County Superior Court for the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington, or its replacement or successor. Emergency Feeding Program hereby expressly consents to the personal and exclusive jurisdiction and venue of such court even if Emergency Feeding Program is a foreign corporation not registered with the State of Washington. H. Severability. A court of competent jurisdiction’s determination that any provision or part of this Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement, which shall remain in full force and effect. I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any representations or understandings, whether oral or written, not incorporated are excluded. J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Work is essential to the Emergency Feeding Program’s performance of this Agreement. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 10 OF 12 K.Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give any rights or benefits in the Agreement to anyone other than the Parties, and all duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of the Parties and no one else. L.Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal representatives to the other party to this Agreement, and to the partners, successors, assigns, and legal representatives of such other party with respect to all covenants of the Agreement. M.Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s failure to enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City or Emergency Feeding Program from enforcing that provision or any other provision of this Agreement in the future. Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any prior or subsequent breach unless it is expressly waived in writing. N.Counterparts. The Parties may execute this Agreement in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last signed by the Parties below. CITY OF RENTON By:_____________________________ EMERGENCY FEEDING PROGRAM By:____________________________ Maryjane Van Cleave EHHS Administrator Glenn Turner Executive Director _____________________________ Date _____________________________ Date Approved as to Legal Form By: __/s/ MPK______________ M.Patrice Kent Senior Assistant City Attorney Contract Template Updated 5/21/2021 (Legal Ref #2563 ) DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 5/4/2023 | 3:48 PM PDT5/18/2023 | 3:35 PM PDT sw PAGE 11 OF 12 Exhibit A Scope and Schedule of Work 2023-2024 Program Services Agreement Agency: Emergency Feeding Program of Seattle-King County Funding Source General Fund (Rev Replacemt) Program: SOS Pop-Up Lunch Program for homelss residents and those with food insecurities 2023 Funding (3 Qtrs) $12,855 This funding will provide: Pop-Up Lunch meals for a minimum of three events each month. 2024 Funding (4 Qtrs) $17,140 Effective Date April 1, 2023 – December 31, 2024 Total Contract: $29,995 Annual Program Outputs: 2023 (3 Qtrs) 2024 (4 Qtrs) Totals Renton Need Area: Estimated Number of SOS Pop-Up lunch events. 27 36 63 Basic Needs Estimated Number of visits to events. 810 1,080 1,890 Estimated Number of Meal Bags/Supplies provided. 810 1,080 1,890 BACKGROUND: The Emergency Feeding Program of Seattle-King County is located in the City of Renton and is a mobile food service outreach program that supports the most vulnerable residents by providing food and cold weather supplies. SCOPE: The Emergency Feeding Program will provide SOS Pop-Up lunch meal events a minimum of three times each month at various locations around the city of Renton. Each event is typically held from 12:30p.m. to 2:00p.m. Dates, times, and locations of the events shall be provided to the City in advance. This program is a free lunch event for the unsheltered and those Renton residents with food insecurities. Ready-to-eat food and drinks, personal hygiene kits, cleaning supplies, and socks are typically provided at the events. Approximately 25-40 persons will be served at each event. This program will follow all City adopted street standards and stay within compliance of area clean up guidelines. Emergency Feeding Program will provide all staffing, equipment, supplies, food, etc. needed to hold the events. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4 PAGE 12 OF 12 BUDGET: The City will pay four thousand two hundred and eight five dollars ($4,285) per quarter on a flat fee basis for a minimum of three SOS Pop-Up events each month, payable upon receipt of invoice/documentation of work completed. The total contract amount shall not exceed $29,995.00 for 2023-2024 services. REPORTING: Emergency Feeding Program will report the following information along with each billing: A. SOS Pop-Up event date/time/location. B. Number of visits. C. Number of meals/supplies provided. D. Brief narrative, if applicable. DocuSign Envelope ID: 9F7B8080-AB95-4623-9616-84453F81E0C4