Loading...
HomeMy WebLinkAboutP-23-613 Careit Company.pdf coU County of Fresno �+ INTERNAL SERVICES DEPARTMENT Facilities• Fleet• Graphics• Purchasing •Security•Technology O� 1$5O ORES PROCUREMENT AGREEMENT Agreement Number P-23-613 December 19, 2023 Careit Company 1812 W. Burbank Blvd., #5573 Burbank, CA 91506 The County of Fresno (County) hereby contracts with Careit Company(Contractor)for Food Recovery Software in accordance with the text of this agreement, Attachment"A", by this reference made a part hereof. TERM: This Agreement shall become effective December 19, 2023 and shall remain in effect through December 18, 2026. EXTENSION: This Agreement may be extended for two (2) additional one (1)year periods by the mutual written consent of all parties. MINIMUM ORDERS: Unless stated otherwise there shall be no minimum order quantity. The County reserves the right to increase or decrease orders or quantities. CONTRACTOR'S SERVICES: Contractor shall perform the services as described in Attachment"A" attached, at the rates set forth in Attachment"A". ORDERS: Orders will be placed on an as-needed basis by County of Fresno, Department of Public Works and Planning under this contract. PRICES: Prices shall be firm for the contract period. MAXIMUM: In no event shall services performed and/or fees paid under this Agreement be in excess of one Hundred Twenty-Two Thousand Dollars ($122,000.00). ADDITIONAL ITEMS: The County reserves the right to negotiate additional items to this Agreement as deemed necessary. Such additions shall be made in writing and signed by both parties. DELIVERY: The F.O.B. Point shall be the destination within the County of Fresno. All orders shall be delivered complete as specified. All orders placed before Agreement expiration shall be honored under the terms and conditions of this Agreement. DEFAULT: In case of default by Contractor, the County may procure the articles/services from another source and may recover the loss occasioned thereby from any unpaid balance due the Contractor or by any other legal means available to the County. The prices paid by County shall be considered the prevailing market price at the time such purchase is made. Inspection of deliveries or offers for delivery, which do not meet specifications, will be at the expense of Contractor. 333 W. Pontiac Way, Clovis, CA 93612 / (559) 600-7110 *The County of Fresno is an Equal Employment Opportunity Employer* PROCUREMENT AGREEMENT NUMBER: P-23-613 Page 2 Careit Company December 19, 2023 INVOICING: An itemized invoice shall be sent to requesting County department in accordance with invoicing instructions included in each order referencing this Agreement. The Agreement number must appear on all shipping documents and invoices. Invoice terms shall be Net 45 Days. INVOICE TERMS: Net forty-five (45)days from the receipt of invoice. TERMINATION: The County reserves the right to terminate this Agreement upon thirty (30)days written notice to the Contractor. In the event of such termination, the Contractor shall be paid for satisfactory services or supplies provided to the date of termination. LAWS AND REGULATIONS: The Contractor shall comply with all laws, rules, and regulations whether they be Federal, State or municipal, which may be applicable to Contractor's business, equipment and personnel engaged in service covered by this Agreement. AUDITS AND RETENTION: Terms and conditions set forth in the agreement associated with the purchased goods are incorporated herein by reference. In addition, the Contractor shall maintain in good and legible condition all books, documents, papers, data files and other records related to its performance under this contract. Such records shall be complete and available to Fresno County, the State of California, the federal government or their duly authorized representatives for the purpose of audit, examination, or copying during the term of the contract and for a period of at least three years following the County's final payment under the contract or until conclusion of any pending matter(e.g., litigation or audit), whichever is later. Such records must be retained in the manner described above until all pending matters are closed. LIABILITY: The Contractor agrees to: Pay all claims for damage to property in any manner arising from Contractor's operations under this Agreement. Indemnify, save and hold harmless, and at County's request defend the County, its officers, agents and employees from any and all claims for damage or other liability, including costs, expenses (including attorney's fees and costs), causes of action, claims or judgments resulting out of or in any way connected with Contractor's performance or failure to perform by Contractor, its agents, officers or employees under this Agreement, and from any and all costs and expenses (including attorney's fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm or corporation who may be injured or damaged by the performance, or failure to perform, of Contractor, its officers, agents, or employees under this Agreement. INSURANCE: Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following insurance policies or a program of self-insurance, including but not limited to, an insurance pooling arrangement or Joint Powers Agreement (JPA)throughout the term of the Agreement: A. Commercial General Liability: Commercial General Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000.00). This policy shall be issued on a per occurrence basis. County may require specific coverage including completed operations, product liability, contractual liability, Explosion-Col lapse- Underground, fire legal liability or any other liability insurance deemed necessary because of the nature of the contract. B. Automobile Liability: Comprehensive Automobile Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per accident for bodily injury and for property damages. Coverage should include any auto used in connection with this Agreement. C. Professional Liability: If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual aggregate. D. Worker's Compensation: A policy of Worker's Compensation insurance as may be required by the California Labor Code. P-23-613 Careit Company.docx PROCUREMENT AGREEMENT NUMBER: P-23-613 Page 3 Careit Company December 19, 2023 Additional Requirements Relating to Insurance: Contractor shall obtain endorsements to the Commercial General Liability insurance naming the County of Fresno, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents, and employees shall be excess only and not contributing with insurance provided under Contractor's policies herein. This insurance shall not be cancelled or changed without a minimum of thirty(30) days advance written notice given to County. Contractor hereby waives its right to recover from County, its officers, agents, and employees any amounts paid by the policy of worker's compensation insurance required by this Agreement. Contractor is solely responsible to obtain any endorsement to such policy that may be necessary to accomplish such waiver of subrogation, but Contractor's waiver of subrogation under this paragraph is effective whether or not Contractor obtains such an endorsement. Within Thirty(30) days from the date Contractor signs and executes this Agreement, Contractor shall provide certificates of insurance and endorsement as stated above for all of the foregoing policies, as required herein, to the County of Fresno, Department of Public Works and Planning, 2220 Tulare Street, 61" Floor, Fresno, CA 93721 , stating that such insurance coverage have been obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be responsible for any premiums on the policies; that such Commercial General Liability insurance names the County of Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by County, its officers, agents and employees, shall be excess only and not contributing with insurance provided under Contractor's policies herein; and that this insurance shall not be cancelled or changed without a minimum of thirty(30) days advance, written notice given to County. Certificates of Insurance are to include the contract number at the top of the first page. In the event Contractor fails to keep in effect at all times insurance coverage as herein provided, the County may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event. All policies shall be with admitted insurers licensed to do business in the State of California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc. rating of A FSC VII or better. COMING ON COUNTY PROPERTY TO DO WORK: Contractor agrees to provide maintain and furnish proof of Comprehensive General Liability Insurance with limits of not less than $500,000 per occurrence. INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations assumed by Contractor under this Agreement, it is mutually understood and agreed that Contractor, including any and all of Contractor's officers, agents, and employees will at all times be acting and performing as an independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, employee,joint venturer, partner, or associate of the County. Furthermore, County shall have no right to control or supervise or direct the manner or method by which Contractor shall perform its work and function. However, County shall retain the right to administer this Agreement so as to verify that Contractor is performing its obligations in accordance with the terms and conditions thereof. Contractor and County shall comply with all applicable provisions of law and the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject thereof. Because of its status as an independent contractor, Contractor shall have absolutely no right to employment rights and benefits available to County employees. Contractor shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, Contractor shall be solely responsible and save County harmless from all matters relating to payment of Contractor's employees, including compliance with Social Security, withholding, and all other regulations governing such P-23-613 Careit Company.docx PROCUREMENT AGREEMENT NUMBER: P-23-613 Page 4 Careit Company December 19, 2023 matters. It is acknowledged that during the term of this Agreement, Contractor may be providing services to others unrelated to the County or to this Agreement. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement nor their rights or duties under this Agreement without the written consent of the other party. AMENDMENTS: This Agreement constitutes the entire Agreement between the Contractor and the County with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, writings, advertisements, publications, Request for Proposals, Bids and understandings of any nature whatsoever unless expressly included in this Agreement. This Agreement supersedes any and all terms set forth in Contractor's invoice. This Agreement may be amended only by written addendum signed by both parties. INCONSISTENCIES: In the event of any inconsistency in interpreting the documents which constitute this Agreement, the inconsistency shall be resolved by giving precedence in the following order of priority: (1)the text of this Agreement(excluding Attachment"A"); and (2)Attachment"A. GOVERNING LAWS: This Agreement shall be construed, interpreted and enforced under the laws of the State of California. Venue for any action shall only be in County of Fresno. ELECTRONIC SIGNATURES: The parties agree that this Agreement may be executed by electronic signature as provided in this section. A. An "electronic signature" means any symbol or process intended by an individual signing this Agreement to represent their signature, including but not limited to (1)a digital signature; (2)a faxed version of an original handwritten signature; or(3) an electronically scanned and transmitted (for example by PDF document)of a handwritten signature. B. Each electronic signature affixed or attached to this Agreement(1) is deemed equivalent to a valid original handwritten signature of the person signing this Agreement for all purposes, including but not limited to evidentiary proof in any administrative or judicial proceeding, and (2) has the same force and effect as the valid original handwritten signature of that person. C. The provisions of this section satisfy the requirements of Civil Code section 1633.5, subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3, Part 2, Title 2.5, beginning with section 1633.1). D. Each party using a digital signature represents that it has undertaken and satisfied the requirements of Government Code section 16.5, subdivision (a), paragraphs (1)through (5), and agrees that each other party may rely upon that representation. This Agreement is not conditioned upon the parties conducting the transactions under it by electronic means and either party may sign this Agreement with an original handwritten signature. Please acknowledge your acceptance by returning all pages of this Agreement to my office via email or USPS. Please refer any inquiries in this matter to Susan Walker, Purchasing Technician, at 559-600-7111 or suwalker@fresnocountyca.gov. P-23-613 Careit Company.docx PROCUREMENT AGREEMENT NUMBER: P-23-613 Page 5 Careit Company December 19, 2023 FOR THE COUNTY OF FRESNO Digitally signed by Manuel M. Manuel M. Vilanova Vilanova Date:2023.12.20 16:21:48-08'00' Manuel Vilanova Deputy Director, ISD 333 W. Pontiac Way Clovis, CA 93612 MN:slw P-23-613 Careit Company.docx PROCUREMENT AGREEMENT NUMBER: P-23-613 Page 6 Careit Company December 19, 2023 CONTRACTOR TO COMPLETE: Company: Careit Co Type of Entity: ❑ Individual ❑ Limited Liability Company ❑ Sole Proprietorship ❑ Limited Liability Partnership ■❑ Corporation ❑ General Partnership 1812 W Burbank Blvd #5573 Burbank CA 91506 Address City State Zip 3234848308 hello@careit.com TELEPHONE NUMBER FAX NUMBER E-MAIL ADDRESS Print Name & AI son Schill CEO Ben Arledge, CTO Title: y � Print Name &Title: g � Digitally signed by Alyson Schill Digitally signed by Ben Arledge Alyson Schill Date 2023.12.1913:57:32 g e n Arledge Signature: -08,00, Signature: Date:2023.12.19,7:40:07-07'00' ACCOUNTING USE ONLY ORG No.: 9015 Account No.: 7295 Requisition No.: 9012400055 (08/2022) P-23-613 Careit Company.docx PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 1 of 12 12/19/2023 CARE T Food Recovery Software 1812 W Burbank Blvd. #5573 Burbank, CA 91506 (323)-484-8303 Careitapp.com INTRODUCTION Careit is a digital food donation marketplace that matches any type of business with extra edible food to a nearby nonprofit. Nonprofits find donations in their area that match their food requirements and set up a pick-up or drop-off with the donor and their staff or volunteers. Careit was designed to empower small to mid-sized nonprofit organizations to build a robust resource redistribution program for their specific community's needs. It was also designed to be an all- inclusive data tracking tool to assist municipalities in establishing a comprehensive SB 1383- compliant edible food waste prevention program. HISTORY OF CAREIT Based in Los Angeles, Careit Co is a woman-owned, social and environmentally proactive tech company. It began in 2015 when founder Alyson Schill joined the Los Angeles Food Policy Council and determined that a digital food donation marketplace was needed for upcoming California State Senate Bill 1383. Careit Co was officially incorporated in Burbank, CA in 2021. Since July of 2021, Careit has assisted over 2,500 edible food donors to connect with over 1000 local nonprofit food recovery organizations and service providers through its platform, and is contracting with 61 municipalities to track their edible food recovery program for the Jan 1, 2022 launch of SB 1383. Over eight million lbs. of food from 18,600 donations have been recorded on Careit to date. Edible food generator user types range from restaurants, grocery stores, caterers, film sets, event planners, corporate offices, and hospitals. Food recovery organizations range from food banks, food recovery service providers, faith-based institutions, food pantries, women and youth services, recovery centers, and tiny nonprofits that feed people on skid row. A cohesive network of edible food generators, nonprofits, municipalities, and volunteers collaborating efficiently is what drives Careit's core business model. Each entity plays an important role in the network, but all have a different set of needs. That's why Careit built out several different user types. PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 2 of 12 12/19/2023 FOUR TYPES OF CAREIT USER ACCOUNTS Free Account - Businesses and nonprofits can download the Careit app and login to post their available food donations. Nonprofits reserve the donations and enter the final weights to close it out. Businesses on the app can view a tiled photo list of all of their donations that can be opened to show the name and contact info of the food recovery organization, list and category of items donated, date of donation, quantity of items donated. Careit shows a running tally of the donations' weight, which can be filtered by the past day, week, month, year, or all time. Careit's software will auto-generate a written agreement between every food recovery organization and edible food generator that posts and rescues food on the Careit app. The written agreement is available for download on the user's profile through their online dashboard at my.careitapp.com. Careit has included all necessary SB 1383 record keeping requirements for edible food generators, food recovery organizations, and food recovery services in their Free Account features. Food Mover Account -A food recovery nonprofit organization can utilize the Careit Food Mover account type to appoint online relationships and donations between an edible food generator and a food recovery organization. Using the account, an administrator can add a food generator or organization, post a donation on behalf of a food generator, and automatically assign the donation to a food recovery organization. If volunteers are available, they may self- assign, or an administrator can assign a donation to a driver or partner organization associated with the account. Food Mover users can: • Directly upload their contacts into the Careit database • Post a donation on behalf of a donor • Match donations to appropriate food recovery organizations for receipt • Track all donations and food rescues associated with their organization • Create schedules for volunteer or staff drivers for pick-ups Careit also provides Food Movers with an optional safety training program, required for all volunteers or agencies picking up food. This program is based upon guidelines issued by the Los Angeles County Department of Public Health, but can be tailored to the individual nonprofit's training needs. The Food Mover Account costs $250 per month. Careit Annual Cost User Type $3,000 Food Mover PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 3 of 12 12/19/2023 CARE T a 0 OAlyecn 8ehlll Carelt PICKUP INFO Frequency:Weekly Assigned To:Alyson Schill Sloppy Joes ADDRESS Hotel Nainarr.Muthiahpuram.Thoothukudi,Tamil Nadu,India G Overview Edit Food Run PICK UP DATE/TIME Wednesday.December 15 @ 1,23 PM vHONE:3458876666 our impact VEHICLE'.Van Cancel Run Calendar 10 Food Runs Pickup Instructions: - > Pick up on a forklift veiavan Hype t r', .a ,�t F6 Rescues > uA.' vTd'Aq aeinui DROPOFF INFO maaaippu Iff ansmuy Donations > Unity Church �® C! Incomplete Donations ADDRESS.Sinnamoni Nagar,Thoothukudi.Tamil Nadu,India Tho ukudi PHONE-.1 587 801 3267 9b Donors Muttay n ® lu ..vuaw e M] rtvciplents Unassign This Run SETTINGS �. My Team Figure 1 The Driver View of a Food Mover Dashboard,Assigned Donation Executive Account The Executive account was designed to help municipalities to increase commercial edible food generator access to food recovery organizations and food recovery services. Municipalities and their partnering consultants will create a geographic-based food donation data tracking dashboard. Using a list of coordinates or utilizing a boundary drawing tool, Careit will create a digital geo-fence around a physical area and create parameters around the entire zone to view and report all the donations originating from within. The Careit data dashboard is compatible with many other data management tracking software. Executive users can: • Comply with SB 1383 Section 18995.2 requirements for an implementation record • Provide a list of users from their zone to be uploaded into the Careit database • Request Careit to create user accounts for each business or organization • Generate and provide reports on a monthly basis and annually for inclusion in the CalRecycle EAR • View all donation information from entities that reside within the zone to determine SB 1383 compliance • View aggregated information to evaluate program implementation progress communitywide The Careit team will provide technical assistance including help setting up an account with the goal of creating a built-out database for each individual entity to successfully log data. The Executive account cost is determined by the approximate number of essential accounts that the municipality requests to track. DIGITAL SPECIFICATIONS AND SECURITY PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 4 of 12 12/19/2023 Available on iOS, Android and Desktop Users may download Careit on the iOS or Android app store to use on their mobile or tablet devices. Additionally, users may use a web browser to create an account and/or log in to view account information or manage their subscription at my.careitapp.com. Secure Hosting Through AWS Careit is hosted through the internet's most secure platform, Amazon Web Services. AWS uses Encryption Keys to remove the threat of data breaches, and protect the confidentiality and integrity of the software and website's stored data. Security tasks are automated on AWS, preventing any potential human error. All data flowing across the AWS global network that interconnects their data centers and regions is automatically encrypted at the physical layer before it leaves their secured facilities. Additional encryption layers exist as well; for example, all VPC cross-region peering traffic, and customer or service-to-service TLS connections. Secure Payments Through Stripe Stripe is used as Careit's third-party payment gateway, to ensure that Careit stores no sensitive or payment information for any of its users. Stripe has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1. This is the most stringent level of certification available in the payments industry. All card numbers are encrypted at rest with AES-256. Decryption keys are stored on separate machines. None of Stripe's internal servers and daemons can obtain plaintext card numbers but can request that cards are sent to a service provider on a static allow list. 1 MUNICIPAL DATA TRACKING USING THE CAREIT APP 1.1 Municipal Food Recovery Program Management Interface Through Careit's Executive User account, a city will be able to report and monitor data and track the California state waste reduction compliance status of edible food generators and food recovery organizations and services that reside within their geographic area. 1.2 Setting up an Executive Account Step 1: CONTACT UPLOAD A municipality may choose to either have individual food recovery organizations and edible food generators sign up for their own Careit account, or they can pre- upload accounts into Careit. Upon receiving the final list of names, addresses, and contact information including emails for edible food generators and food recovery organizations/services that will be participating in recovery of food from Tier 1 and Tier 2 generators, Careit staff will start the process of creating the municipal database: 1. Upload the contacts into the Careit database PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 5 of 12 12/19/2023 2. Create user accounts for each business or organization 3. Send emails to the primary contact at each entity inviting them to use the Careit app Step 2: GEOFENCE Upon receiving the final list of geo-coordinates for the city in the form of a 11geojson" file, the Careit development team will create a digital geo-fence to build the municipal Executive Account on Careit. This list can also be found using general database inquiries available on the internet, if no file is available to the city. Step 3: TRAINING The Careit team will provide training to city staff over the initial year of the contract, and through any proceeding updates or feature additions to the software. An Executive Account subscription will include four online city staff training workshops. It will also include access to a training document, and any future videos created to explain how to use the software. 1.3 Executive Account Team Members Any designated Administrator of the Executive Account will be able to add multiple Executive Account team members by the user's email address, with which the user may create a password and log in to the Executive Dashboard. Team members will have permission to view all records, log notes on EFG and FRO organizational profiles, and pull reports. An Executive team may decide to include members from their partnering waste haulers or consultant firms. 1.4 The use of Careit for tracking reports Careit designed compliance tracking features for Executive Account users that assist a jurisdiction with reporting and the EFG and FRO inspection requirements specifically required for Section 18994.2 Jurisdiction Annual Reporting. Cities will also be provided with an Implementation Record tool to comply with Section 18995.2. Reports on Careit can be customized and downloaded by the Executive Account users for inclusion in the Electronic Annual Report (EAR). These reports can be downloaded as a CSV file. Careit staff will work with City staff to ensure that the data will be aligned with Implementation Record requirements laid out in SIB 1383 Section 18995.2. City staff, hired consultants, or partnering waste hauler staff may log in to Careit to conduct on-site inspections or interviews, add tags or notes to an organization, or they may view and pull reports from the following data: • All edible food generators within the geo-fence • A list of food recovery organizations and services who have established contracts or written agreements with commercial edible food generators (Tier 1 and Tier 2) that reside within the geo-fence • All city-generated tags such as hauler, tier type, or nonprofit type for each organization • All food donations posted on the Careit app for each entity that lies within the account's geo-parameters Once donation data has been populated into the Careit app, Executive Account users can pull a report filtered by date range on each EFG to view information such as: • All edible food that has been recovered in the City • Dates donations were made • Types of food donated PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 6 of 12 12/19/2023 • Weight of donated food that was unfit for human consumption • All food recovery organizations that rescued food from the EFG CARET Q O hn4<DOe eitville III Columns Filters =Density r�Export C Donor Start Date End Dab Isharte Address City/Town State/Pr... d Change Geozones Sustain LA 2021-07-13r10:0... 2021-07-16T30:0-. 3236730828 124 Roselown Place,Los._ Los Angeles California r Donations I Hollywood Food... 2021-11-03101 2021-11-07T00:3_. •1157-831-8024 1223 Vine Street Los An_. Los Angeles California M organizations COPA 2021-11-03r14:L.. 2021-21-03T14:L.. 252-431-7125 107 W Main St,Durham,... Durham North Carolina SETTINGS Pulp Pantry 2021-09-22T02:... 2021-09-22T03:... 8475333168 866 East Kensington Roo... Los Angeles California �tr Geozones goputt 2021-11-18T37:0... 2021-11-20T00:0... 8586929085 9922 East Montgomery A... Spokane Valley Washington 0 Invitations Sloppy toes 2021-08-07T16:0... 2021-08-14T36:0... 3237765555 303 Black Street,Camar... Camargo Oklahoma Account Settings Hollvwood Food... 2021-11-03r00:4... 2021-11-06T00:4... -1757-831-8024 1223 Vine Street.Los An... Los Angeles California Total Rows:223 COW Co.a 2022.Terms al Sernce. Figure 2 Executive Dashboard View of Local Donations Executive account users will compare these fields with the anticipated donation amounts based on their initial capacity assessment and update compliance status as necessary. If so desired, Careit can additionally be used to track a city's compliance with educating commercial edible food generators, increasing commercial edible food generators access to food recovery organizations and food recovery services, and monitoring commercial edible food generators compliance. Inspections to each EFG and FRO entity directly on the Careit app. Completed inspections will be attached to each entity profile account. Executive account users will be provided with the following detailed information on EFGs and FRO/FRSs for Implementation Records: • Type of visit: Routine Inspection, Complaint Review, NOV Investigation/Follow-Up • Visit number(first, second, etc.) • Date of visit • Name of enforcement staff person conducting inspection • EFG Name • EFG address and contact info • Name of contact interviewed • Compliance status with the following: 0 Requirements for a written contract or agreement on record with a food recovery organization or services that collect edible food for recovery or record of self-haul to a food recovery organization PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 7 of 12 12/19/2023 o Donating the maximum amount of edible food that would otherwise be disposed o Maintaining a record of food recovery organizations or services that collects or receives their edible food donations • Whether any educational materials were provided • Compliance result of inspection • Any proof of violation/non-compliance • Whether an NOV or penalty order was issued • Date organization complied with previously issued violation, if any • Notes about compliance Annual or monthly FRO/FRSs reports may be downloaded to include the following: • Type of visit: Routine Inspection, Complaint Review, NOV Investigation/Follow-Up • Visit number(first, second, etc.) • Date of visit (phone, virtual, in-person) • Name of staff person conducting inspection • FRO/FRS name • FRO/FRS address and contact info • Name of contact interviewed • Compliance status with the following: o Tracking the quantity in pounds of edible food collected from each commercial edible food generator annually AND an estimation of the amount of food to be collected annually on a city-by-city basis for the member agency in which it is located o Tracking the quantity in pounds of edible food transported to each food recovery organization per month (If the entity is an FRS) o Maintaining a record of the name, address and contact information for each commercial edible food generator that the service collects edible food from o Maintaining a record of the name, address and contact information for each food recovery service that the organization receives edible food from for food recovery • Whether any educational materials were provided • Compliance result of inspection • Whether an NOV or penalty order was issued • Any proof of violation/non-compliance • Notes about compliance 2 EFG/FRO DATA TRACKING USING THE CAREIT APP 2.1 EFG use of Careit PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 8 of 12 12/19/2023 By creating an expanded food recovery network, Careit assists municipalities in meeting their requirements of Section 18991.1 which requires municipalities to increase commercial edible food generator access to food recovery organizations and food recovery services. Tier 1 commercial edible food generators are required to comply with the food recovery requirements of Section 18991.3 by January 1, 2022, and Tier 2 commercial edible food generators by January 1, 2024. An EFG located within the municipality may post donations through the Careit app, including the description of the edible food available for pick-up or delivery and the quantity and type of food. Posted donations will be available for recovery by a participating food recovery organization or service within the municipality. The EFG may also request their partnering food recovery Food Mover Account subscriber to post a donation on behalf of them, and an FRO or FRS will populate the data after each donation is complete. EFGs can then use their Careit account to monitor how much food they have donated and the status of posted donations. Pounds of food donated can be filtered and viewed by individual donations, food recovered in the last day, week, month, year, and all time. Additionally, through Careit, an EFG can cancel or edit donations, and will receive push notifications that will update them on the status of transport for donation pick-ups. Once the first donation between an EFG and an FRO is reserved on the platform, Careit will automatically create a written agreement between the two entities that is signed and dated, and available for download on both of the users' dashboards. By participating in the municipal food rescue program, Careit will create an account for all EFGs. After participating in the act of donating food on Careit, EFGs will be able to log in to their account to view their list of food recovery organizations and services, auto-generated written agreements, frequency, quantity, and types of food donated. Careit offers EFGs the free and easy solution to comply with the following SB 1383 requirements: A contract or written agreement with any or all of the following: (1) Food recovery organizations or services that will collect their edible food for food recovery. • (2) Food recovery organizations that will accept the edible food that the commercial edible food generator self-hauls to the food recovery organization for food recovery. Keep a record that includes the following: (1) A list of each food recovery service or organization that collects or receives its edible food pursuant to a contract or written agreement established under Section 18991.3(b). (2) A copy of contracts or written agreements between the commercial edible food generator and a food recovery service or organization. • (3) A record of the following for each food recovery organization or service that the commercial edible food generator has a contract or written agreement with pursuant to Section 18991.3(b): o (A) The name, address and contact information of the service or organization. o (B) The types of food that will be collected by or self-hauled to the service or organization. PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 9 of 12 12/19/2023 o (C) The established frequency that food will be collected or self-hauled. o (D) The quantity of food collected or self-hauled to a service or organization for food recovery. The quantity shall be measured in pounds recovered per month. 2.2 FRO/FRS use of Careit An FRO/FRS within the municipality will be able to reserve a donation posted on the Careit app, assign internal staff or volunteer drivers to pick up the donation, track the status of each reservation, and monitor how much food they have rescued. FRO/FRSs will be prompted to record the final weight of each completed donation through the Careit app. FRO's may also reduce food waste and share any excess food in their inventory by posting donations and redistributions to nearby nonprofits. Additionally, an FRO/FRS can edit details of a posted donation, cancel a posted donation, cancel a donation they had previously reserved, or reject a donation that has been assigned to them. If a reserved donation is canceled or an assigned donation is rejected, an activity note will be logged in the FRO's activity feed, and Careit will send a push-notification and activity note to the original EFG donor. As FROs add staff and volunteer team members to their account, they will be able to create assignments for pick-up, receive alerts about rejected assignments, reassign reserved pick-ups, and track the status of each reserved donation in their organization. By participating in the municipal food rescue program, all FRO/FRSs will automatically have a Careit account with which they can log in to view their list of edible food generators, food recovery organizations and services, auto-generated written agreements, frequency, quantity, and types of food recovered and donated. Pounds of food recovered can be filtered and viewed by individual donations, or by total food recovered in the last day, week, month, year, and all time. Careit offers FRO/FRSs the free and easy solution for food recovery organization and food recovery services to comply with the following SB 1383 requirements: (1) A food recovery service shall maintain a record of: (A) The name, address and contact information for each commercial edible food generator that the service collects edible food from. (B) The quantity in pounds of edible food collected from each commercial edible food generator per month. (C) The quantity in pounds of edible food transported to each food recovery organization per month. (D) The name, address and contact information for each food recovery organization that the service transports edible food to for food recovery. (2) A food recovery organization shall maintain a record of: • (A) The name, address and contact information for each commercial edible food generator that the organization receives edible food from. (B) The quantity in pounds of edible food received from each commercial edible food generator per month. • (C) The name, address and contact information for each food recovery service that the organization receives edible food from for food recovery. PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 10 of 12 12/19/2023 2.3 Methodology for managing data Using one - or a combination of the following methods - donation data, including weights can be accumulated through the Careit database. • An edible food generator may post all of their food donations through the Careit app, and a food recovery organization will complete the data population after each rescue is complete. • A Food Recovery Service nonprofit may subscribe to the Food Mover Account and post one-time or recurring donations on behalf of a donor and assign them to a local Food Recovery Organization for pick-up or drop-off. The FRO will complete the donation and enter total weights through their free Careit user account. • If an FRO currently does not have the technology or personnel to self-report through Careit, they may be emailed to City staff or a partnering Food Mover Account user to manually submit the info into the Careit database. 3 OUTREACH AND SUPPORT 3.1 Combined Marketing Careit staff will partner with a city, consultant, or contracted waste hauler to provide the necessary outreach and education content for marketing Careit and increasing participation. This content can supplement welcome packets (for EFGs and FROs), email blasts, direct mailings, targeted posts, social platforms, and tabling event materials, where applicable. 3.2 Testing and Demo Accounts Edible food generators and food recovery organizations may use a Careit "demo login" to train staff or familiarize themselves with the Careit app features. A"demo login" will be provided to these users during the Careit Training workshop. Users may also choose to use their own account to post and rescue "test" food donations, which can be deleted by the organization at a later date. 3.3 Customer Support In order to meet the growth in services provided across North America, Careit utilizes the customer service application, Zoho Desk. Through Zoho Desk, Careit users with any questions or service requests can submit tickets that are addressed directly by Careit staff or affiliated customer support representatives. Users are also permitted to filter through instant solutions via the Careit repository for commonly asked questions, stored in the help.careitapp.com page. We will continue to build upon this repository as more questions are provided to us. For Careit Executive users, customer support is provided directly from Careit staff. Executive administrators are encouraged to email their Careit representative, or schedule meetings for questions, issues, or to schedule training sessions with Careit Staff. PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 11 of 12 12/19/2023 ROLLOUT TIMELINE At Careit, we're very flexible with an operation and rollout timeline that best suits the city's needs. We do request however, that Careit staff is allotted 10 days from the date of receiving the municipality's list of EFGs and FRO/FRSs to fully upload all accounts and invite the users into the Careit database. We require a one-day turnaround time for creating the geo-fence of an Executive Account and inviting the Administrative user by email. COSTS AND FEES SET UP FEES There will be a one-time set up fee charged for uploading EFG and FRO/FRS users, and to set up the geo-fence. Because of the storage space it takes to set up an Executive Account, Careit requests a minimum contract length of 1 year. The one-time set-up fee is: $2,000 YEARLY FEES Careit fees are structured to allow for varied edible food recovery programs, since no two municipalities are alike. A municipality might choose to track their program participant's data and allow each EFG or FRO entity to decide if they would like to upgrade their own subscription for access to downloadable files. In this situation, an Executive Account would be best. Number of EFG and FRO Careit Annual Cost Number of EFG and FRO Careit Annual Cost < 50 $2,800 800-2,000 $18,000 50-100 $5,000 2,000-5,000 $21,000 100-200 $8,500 5,000-10,000 $24,000 200-400 $12,000 10,000-15,000 $27,000 400-800 $15,000 15,000-20,000 $30,000 SERVICES AND SOFTWARE INCLUDED IN THE EXECUTIVE ACCOUNT Careit staff will create an account for each Tier 1 and Tier 2 generator and food recovery service/organization as profile information becomes available and is presented to Careit. All Executive Account users will have access to app data and the ability to export all data at all times, including at contract Termination. -WORKSHOPS AND TRAINING During contract year 1, Careit staff will provide staff to host up to 4 online workshops (up to 2 hours) at no charge to train EFG and FRO users. PROCUREMENT AGREEMENT NO.P-23-613 ATTACHMENT"A" Careit Company Page 12 of 12 12/19/2023 During subsequent years, Careit will provide up to 2 free workshops per year at no charge to train EFG and FRO users. During contract year 1, Careit will provide staff to host up to 4 online workshops at no extra charge to train City and consultant staff and contracted team members to use the Careit Executive Account features. During subsequent years, Careit will provide up to 2 free workshops per year at no charge to train City staff and contracted team members to use the Careit Executive Account features. As new features are released for the Executive Account, Careit will provide training documents such as emails, videos, and PDFs, and will be available by email for further questions. Additional training workshops can be purchased for a fee of$450 per 2-hour workshop. -ADDITIONAL CONSULTANT OUTREACH Careit may be hired to provide additional outreach staff support for inspections and individual location onboarding and staff training. The hourly rate for this support starts at$110 per hour, but may vary based on time and location. -EXECUTIVE GEO-FENCE Upon receiving the final list of geo-coordinates for the City, the Careit development team will create a digital geo-fence to build the municipal Executive Account on Careit. -CONTINUED SUPPORT Careit also provides standard maintenance and customer service assistance to all users on the Careit platform at no charge. Users may contact Careit directly at help(a-)_careit.com or use our Customer Support services at help.care itapp.com. We're happy to continue to collaborate with our Executive Account users to improve the efficiency and productivity of features and user experience.