HomeMy WebLinkAboutContract CAG-1 9-280
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AGREEMENT FOR SOUND GENERATIONS
THIS AGREEMENT, dated for reference purposes only as June 30, 2019, is by and between the
City of Renton (the "City"), a Washington municipal corporation, and Sound Generations
("Consultant"),a Washington public benefit corporation.The City and the Consultant 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:Consultant agrees to provide a senior meal program 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: Consultant 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, 2019.
4. Compensation:
A. Amount. No monetary compensation will be exchanged for this Agreement.
Consultant and the City each expressly acknowledges that this Agreement provides
benefit to each and that each Party is receiving adequate consideration.
B. [Intentionally omitted.]
C. [Intentionally omitted.]
D. [Intentionally omitted.]
5. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten (10)calendar days' notice to the Consultant in writing. In the event
of such termination or suspension, all finished or unfinished documents,data,studies,
worksheets, models and reports, or other material prepared by the Consultant
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 Consultant 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
Consultant 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 Consultant. 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.
6. Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant 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. Consultant 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 Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant 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 Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7. Record Maintenance: The Consultant 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 Consultant 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.
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8. Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act,Consultant 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
Consultant believes said records need to be protected from disclosure, it may, at
Consultant's own expense, seek judicial protection. Consultant shall indemnify, defend,
and hold harmless the City for all costs, including attorneys' fees, attendant to any claim
or litigation related to a Public Records Act request for which Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce for
distribution any and all records responsive 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 Consultant 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 Consultant and the City
during the period of the Work shall be that of an independent contractor, not
employee.The Consultant, 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
Consultant 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.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant 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 Consultant 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 Consultant
or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual,the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant's failure to do so.
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10. Hold Harmless: The Consultant 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 Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City's sole negligence.
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 persons
or damages to property caused by or resulting from the concurrent negligence of the
Consultant and the City, its officers, officials, employees and volunteers, Consultant's
liability shall be only to the extent of Consultant's negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant'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 Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant 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 Consultant, negotiating or administering this
Agreement, or evaluating the Consultant's performance of the Work.
12. City of Renton Business License: If required by the City,the Consultant 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:
http://www.rentonwa.gov/cros/One.aspx?portalld=7922741&pageld=9824882
Information regarding State business licensing requirements can be found at:
http://dor.wa.gov/doing-business/register-my-business
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13. Insurance: Consultant 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
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 Consultant's vehicles on the City's Premises by or on
behalf of the City, beyond normal commutes.
E. Consultant 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 Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant 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. Consultant shall provide the City with written notice of any policy cancellation,within
two (2) business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant's reasonable control. When such delays beyond the Consultant's reasonable
control occur,the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
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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
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 CONSULTANT
Deborah M Little, Recreation Supervisor Suma Mondal, Community Dining Program
1055 South Grady Way Manager
Renton, WA 98057 2208 2nd Ave, Suite, 100, Seattle, WA 98121
Phone: (425) 430-6632 Phone: (206) 727-6246
Dlitlle@Rentonwa.gov ! sumam@soundgenerations.org
Fax: (425) 430- I Fax: (206) 448-5766
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
A. Consultant, and Consultant'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 and 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 Consultant 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 Consultant 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.
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D. The Consultant 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.
18. Miscellaneous:The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C. Consultant 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 Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant 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 Consultant 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. Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G. Consultant is responsible for his/her own Worker's Compensation coverage as well as
that for any persons employed by the Consultant.
19. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B. General Administration and Management.The City's project manager is Debbie Little,
Recreation Supervisor. In providing Work, Consultant 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.
40.%
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D. Conflicts. In the event of any inconsistencies between Consultant 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 Consultant
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. Consultant and all of the Consultant'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. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such court even if Consultant 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 Consultant's performance of
this Agreement.
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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 Consultant 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 CONSULTANT
4
By: 6"
By:
Kelly Beym r Joanne Donohue
Community Services Administrator Chief Operating Officer
Authorized signatory for Sound
Generations
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Date Date
Approved as to Legal Form
By:
Shane Moloney
City Attorney
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Contract Template Updated 03/12/2019
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EXHIBIT A
MEMORANDUM OF AGREEMENT
This Memorandum of Agreement is between Sound Generations' Community Dining Program,and
City of Renton.
In recognition of the need to establish and maintain a social and nutritional program for low-
income elderly citizens,and in recognition that Sound Generations has been granted
governmental financing which will be available to contribute to the cost of such activities, it is
hereby agreed that Sound Generations' Community Dining Program,herein designated as
"Community Dining" and Renton Senior Activity Center,herein after designated as the "Center",
will work for the greater good of the community.
For these reasons, Community Dining and the Center agree to the following:
1. The Community Dining will manage and administer a senior meal program. The
Community Dining staff/ Site Coordinator (Nutrition) with the help of volunteers will
welcome and enroll all interested, eligible seniors to the program. The enrollment process
will include informing the member of the available resources and gathering demographic
information, concerns,needs and interests of the senior. Seniors are given an opportunity
to request assistance with health, social and dietary needs.
2. The Center agrees to provide facilities at the Renton Senior Activity Center for meal service,
5 days a week (Monday thru Friday) serving lunch to the local low income seniors in a
social gathering set up. There will be a designated Center staff contact person who can be
contacted by the Community Dining staff for daily operations related matters or issues.
3. The Site Coordinator (Nutrition) must be able to demonstrate that the food purchased for
the Community Dining Program is from an approved source and appropriate for the
population served. To do this,the Site Coordinator (Nutrition)must send the receipts and
invoices for all food purchased and disclose to the Nutrition Manager the name(s) and
location(s) the Site Coordinator (Nutrition) procures food products from.All meat, fish,
poultry, mushrooms,and game meat as well as donated food must come from a licensed
and insured food vendor (Cash &Carry, Safeway, Costco, etc.) and/or charitable non-profit
organization (Food Lifeline, Northwest Harvest,etc.). Bread and produce must be inspected
by the Site Coordinator (Nutrition)to ensure wholesomeness.All produce must be washed
thoroughly before serving. No homemade or home canned items are authorized to be used
for the Community Dining Program's meals.
4. In addition to regular visits, Sound Generation Community Dining staff will do an annual
on-site audit.A checklist of required documents will be provided to the Site Coordinator
(Nutrition)before Program level audit.
5. The Site Coordinator (Nutrition)will be supervised by the Community Dining Program
Manager. The Site Coordinator (Nutrition)will supervise volunteers who support the hot
lunch program and be responsible for food preparation, cooking, sign in,donation
collection, data collection and entry, and clean up. The Nutrition Manager will work with
the Center staff and volunteers at the Center on a range of issues, including,but not limited
to food safety, food storage, food waste, and nutritional standards.
EXHIBIT A
6. The Site Coordinator (Nutrition)will review and abide by the Washington State Department
and Health Services Aging and Disability Services Senior Nutrition Program standards
(attached to this Memorandum of Agreement) and found at:
http://www.aasa.dshs.wa.gov/professional/snp/,with support by the Nutrition Manager.
7. The Site Coordinator (Nutrition)agrees to use or develop menus that comply with the Older
Americans'Act funding requirements by consulting with Nutrition Manager for menu
approval.
8. The Site Coordinator/(Nutrition) shall purchase, prepare, cook and serve meals for the
lunch program 5 days a week and Samoan Seniors on Fridays.
9. This contract will support number of meals up to 13,000 annually to 444 seniors.All
additional meals served will be supported by Community Dining depending on the
additional funding available.
10.The Site Coordinator (Nutrition)will assist Community Dining in order to accomplish
contract requirements and other funder requests and help with translating materials for
their participants.
a) Participant Information (Regular)
b) Nutrition Risk Survey (twice a year)
c) Client Feedback (Regular)
d) Nutrition Education (twice a year done by Nutrition Manager)
11.The Center will cooperate with donation collection procedure and policies set by
Community Dining, a suggested donation of$4.00 per eligible meal and charge $10.00 for
guest/ineligible meals. Following the Cash handling policy with 2 staff/volunteer must
count the daily money and initial.We need some support from the Center in observing the
donation handling process.The Site Coordinator (Nutrition)shall deposit the cash
collections to the credit of the Community Dining bank account each project day and give
Community Dining the daily record of such deposits. Food stamps can be offered too.
12. It is agreed that the responsibility of labor costs will be paid by Community Dining to
employ a Site Coordinator (Nutrition) at the Center.
13.The Center will be responsible for maintenance &procurement of Kitchen Equipment
unless there is funding available and/or budget allows.
14.The Center will assist with collecting the Fire Inspection Report annually as needed.
15. Community Dining will be responsible for annual Kitchen Permit renewal.
16.The Site Coordinator (Nutrition)shall use the Volunteer weekly sign-in form and send it to
Community Dining staff regularly.Also will collect volunteer information on a regular basis.
EXHIBIT A
17.Community Dining shall be represented in the overall management of said food service
operations by the Nutrition Manager,who shall have the right and authority:
a. To develop and supply to the Site Coordinator(Nutrition),specifications for the food to be
purchased by the Site Coordinator (Nutrition)for the Community Dining's food service
operations.
b. To inspect the purchased food to determine compliance with the purchase specifications
and to reject food not meeting such specifications.
c. To supply or approve the menus and recipes for meals and other food to be served so as
to ensure compliance with the U.S. Department of Health and Human Services and ADS'
meal requirements.
d. To inspect at any time food preparation, storage and service areas to determine the
adequacy of the prep and service center's cleaning and sanitation practices.
e. To determine the adequacy of the Center's storage practices so as to ensure the
safekeeping of all food.
18.The Center/Site Coordinator (Nutrition)shall comply with all federal,state and local laws and
regulations, shall procure and keep in effect all licenses, permits, and food handler's cards as
are required by law, and shall post such permits, notices, and cards in a prominent place
within the food service areas,as required.
19.All records bearing upon food service operations shall be maintained by Community
Dining. Authorized representatives of Community Dining,the City of Seattle,the State
Agency, and the U.S. Department of Health and Human Services shall have the right to
conduct on-site administrative review of the food service operation.
20. Each party shall be responsible for their own liability insurance in the amount of at least
$1Million and agrees to accept responsibility for claims they cause and to hold the other
party harmless.
21.Any addition or closure to the Center will be discussed with the City of Seattle's Program
Specialist with at least 3 months'notice provided to the City of Seattle of proposed closure.
Sound Generations will provide a written plan to the City of Seattle for any proposed
changes to site including timeline and the impact of the service change to populations
served and other sites.
22.The Center shall take initiative to contact local priority communities (rural/great social
and economic needs/ Limited English Speaking/disability/LGBT/Homeless) and focus
populations (Black/African American/Hispanic/Latino/Native American/ Pacific Islander/
Asian/ Other Ethnic poor and low income adults/non-English speaking) to inform them
about the meal program and other activities offered with service details.
23.The Center will outreach to aging adults reflecting diverse community and encouraging
cross-cultural participation is desirable.
EXHIBIT A
24.The Center shall refer clients,in a proactive,seamless, client-friendly manner,to other
programs and agencies to enhance service quality,minimize duplication, enhance the
resources available and provide benefit to program participants.
25. Community Dining desires an environment that is welcoming and culturally sensitive for
everyone. Center staffs are expected to make all requested efforts to assure this is the
case. Racial and sexual harassment will not be tolerated.