HomeMy WebLinkAboutAgreement A-24-710 with Thomas Sy dba MindTapp.pdf Agreement No. 24-710
1 SERVICE AGREEMENT
2 This Service Agreement ("Agreement") is dated December 17, 2024 and is between
3 Thomas Sy dba MindTapp, a sole proprietor ("Contractor"), and the County of Fresno, a political
4 subdivision of the State of California ("County").
5 Recitals
6 A. The County's Department of Social Services (DSS) serves adults, children, and families
7 in achieving health, safety, and self-sufficiency through a diverse range of programs and
8 partnerships, serving about one in two County residents.
9 B. The County has a vested interest in developing the leadership capacity of its employees,
10 which will result in greater retention of staff, improved organizational cohesion, and ultimately more
11 effective public service.
12 C. The County, through its DSS, is in need of management training, coaching, and
13 consultation services to support the goals of leadership development, staff retention, and
14 departmental cohesion.
15 D. The Contractor, willing and able to provide the aforementioned services to DSS managerial
16 and executive leaders, entered into Procurement Agreement No. P-23-022 with the County on
17 January 5, 2023.
18 E. The County and Contractor would like to continue the provision of management training,
19 coaching, and consultation services pursuant to the terms of this Agreement.
20 The parties therefore agree as follows:
21 Article 1
22 Contractor's Services
23 1.1 Scope of Services. The Contractor shall perform all of the services provided in
24 Exhibit A to this Agreement, titled "Scope of Services."
25 1.2 Representation. The Contractor represents that it is qualified, ready, willing, and
26 able to perform all of the services provided in this Agreement.
27 1.3 Compliance with Laws. The Contractor shall, at its own cost, comply with all
28 applicable federal, state, and local laws and regulations in the performance of its obligations
1
1 under this Agreement, including but not limited to workers compensation, labor, and
2 confidentiality laws and regulations.
3 Article 2
4 County's Responsibilities
5 2.1 The County shall meet all obligations provided in Exhibit A to this Agreement, titled
6 "Scope of Services."
7 Article 3
8 Compensation, Invoices, and Payments
9 3.1 The County agrees to pay, and the Contractor agrees to receive, compensation for
10 the performance of its services under this Agreement as described in Article 2 and Exhibit A of
11 this Agreement at an hourly rate of$500 and a transportation reimbursement rate of$2,500.
12 The actual quantity of services may vary each month. A unit of service is inclusive of all costs
13 associated with the provision of services. Partial hours will be billed in 15-minute increments. All
14 travel must be approved by the County and itemized in the submitted invoice. Travel rate
15 includes the cost of an overnight stay, meals, mileage, and travel time. No additional
16 compensation will be provided.
17 3.2 The services provided by the Contractor under this Agreement are funded in whole
18 or in part by the State of California and/or the United States Federal government. In the event
19 that funding for these services is delayed by the State Controller or the Federal government, the
20 County may defer payment to the Contractor. The amount of the deferred payment shall not
21 exceed the amount of funding delayed to the County. The period of time of the deferral by the
22 County shall not exceed the period of time of the State Controller's or Federal government's
23 delay of payment to County plus forty-five (45) days.
24 3.3 Maximum Compensation. The maximum compensation payable to the Contractor
25 under this Agreement is $100,000 during the period of December 16, 2022, through December
26 31, 2023, $99,000 during the period of January 1, 2024, through December 31, 2024, $100,000
27 during the period of January 1, 2025, through December 31, 2025, and $100,000 during the
28 one-year optional extended period of January 1, 2026, through December 31, 2026. In no event
2
1 shall compensation paid for services performed under this agreement exceed $399,000. The
2 Contractor acknowledges that the County is a local government entity and does so with notice
3 that the County's powers are limited by the California Constitution and by State law, and with
4 notice that the Contractor may receive compensation under this Agreement only for services
5 performed according to the terms of this Agreement and while this Agreement is in effect, and
6 subject to the maximum amount payable under this section. The Contractor further
7 acknowledges that County employees have no authority to pay the Contractor except as
8 expressly provided in this Agreement.
9 3.4 Invoices. The Contractor shall submit monthly invoices to
10 )SSlnvoices(a)fresnocountyca.gov in attention to the County's designated Senior Staff Analyst.
11 The Contractor shall submit each invoice within 30 days following the month in which expenses
12 were incurred and services rendered, and in any case within 60 days after the end of the term or
13 termination of this Agreement. Contractor shall submit invoices to the County each month with
14 supporting documentation of costs. Failure to submit supporting documentation shall be
15 deemed sufficient cause for County to withhold payments until there is compliance, as further
16 described in Section 3.6 herein. Supporting documentation shall include but is not limited to
17 activity reports reflecting the services rendered in such detail as acceptable to the County's
18 DSS. No reimbursement for services shall be made until invoices and supporting documents are
19 reviewed and approved by the County's DSS. Proof of payment may be required for certain
20 funding streams and will be made available by the Contractor as requested by the County.
21 3.5 Payment. The County shall pay each correctly completed and timely submitted
22 invoice within 45 days after receipt. If an invoice is incorrect or otherwise not in proper form or
23 detail, the County's DSS Director or designee shall have the right to withhold payment as to only
24 that portion of the invoices that is incorrect or improper, after five days prior written notice or
25 email correspondence to the Contractor. The County shall remit any payment to the
26 Contractor's address specified in the invoice.
27 3.6 Incidental Expenses. The Contractor is solely responsible for all of its costs and
28 expenses that are not specified as payable by the County under this Agreement.
3
1 Article 4
2 Term of Agreement
3 4.1 Term. This Agreement is effective on December 16, 2022, and terminates on
4 December 31, 2025, except as provided in section 4.2, "Extension," or Article 6, "Termination
5 and Suspension," below.
6 4.2 Extension. The term of this Agreement may be extended for one additional one-year
7 period only upon written approval of both parties at least 30 days before the first day of the next
8 one-year extension period. The County's DSS Director or his or her designee is authorized to
9 sign the written approval on behalf of the County based on the Contractor's satisfactory
10 performance. The extension of this Agreement by the County is not a waiver or compromise of
11 any default or breach of this Agreement by the Contractor existing at the time of the extension
12 whether or not known to the County.
13 Article 5
14 Notices
15 5.1 Contact Information. The persons and their addresses having authority to give and
16 receive notices provided for or permitted under this Agreement include the following:
17
For the County:
18 Director of Department of Social Services
County of Fresno
19 205 W. Pontiac Way
Clovis, CA 93612
20 dssasu@fresnocountyca.gov
21
For the Contractor:
22 Dr. Thomas Sy dba MindTapp
17206 Courtney Lane
23 Huntington Beach, CA 92649
dr.tom.sy@gmail.com
24
25 5.2 Change of Contact Information. Either party may change the information in section
26 5.1 by giving notice as provided in section 5.3.
27 5.3 Method of Delivery. Each notice between the County and the Contractor provided
28 for or permitted under this Agreement must be in writing, state that it is a notice provided under
4
1 this Agreement, and be delivered either by personal service, by first-class United States mail, by
2 an overnight commercial courier service, or by a Portable Document Format (PDF) document
3 attached to an email.
4 (A) A notice delivered by personal service is effective upon service to the recipient.
5 (B) A notice delivered by first-class United States mail is effective three County
6 business days after deposit in the United States mail, postage prepaid, addressed to the
7 recipient.
8 (C)A notice delivered by an overnight commercial courier service is effective one
9 County business day after deposit with the overnight commercial courier service,
10 delivery fees prepaid, with delivery instructions given for next day delivery, addressed to
11 the recipient.
12 (D)A notice delivered by PDF document attached to an email is effective when
13 transmission to the recipient is completed (but, if such transmission is completed outside
14 of County business hours, then such delivery is deemed to be effective at the next
15 beginning of a County business day), provided that the sender maintains a machine
16 record of the completed transmission.
17 5.4 Claims Presentation. For all claims arising from or related to this Agreement,
18 nothing in this Agreement establishes, waives, or modifies any claims presentation
19 requirements or procedures provided by law, including the Government Claims Act (Division 3.6
20 of Title 1 of the Government Code, beginning with section 810).
21 Article 6
22 Termination and Suspension
23 6.1 Termination for Non-Allocation of Funds. The terms of this Agreement are
24 contingent on the approval of funds by the appropriating government agency. If sufficient funds
25 are not allocated, then the County, upon at least 30 days' advance written notice to the
26 Contractor, may:
27 (A) Modify the services provided by the Contractor under this Agreement; or
28 (B) Terminate this Agreement.
5
1 6.2 Termination for Breach.
2 (A) Upon determining that a breach (as defined in paragraph (C) below) has
3 occurred, the County may give written notice of the breach to the Contractor. The written
4 notice may suspend performance under this Agreement, and must provide at least 30
5 days for the Contractor to cure the breach.
6 (B) If the Contractor fails to cure the breach to the County's satisfaction within the
7 time stated in the written notice, the County may terminate this Agreement immediately.
8 (C) For purposes of this section, a breach occurs when, in the determination of the
9 County, the Contractor has:
10 (1) Obtained or used funds illegally or improperly;
11 (2) Failed to comply with any part of this Agreement;
12 (3) Submitted a substantially incorrect or incomplete report to the County; or
13 (4) Improperly performed any of its obligations under this Agreement.
14 6.3 Termination without Cause. In circumstances other than those set forth above, the
15 County or Contractor may terminate this Agreement by giving at least 30 days advance written
16 notice to the Contractor.
17 6.4 No Penalty or Further Obligation. Any termination of this Agreement by the County
18 under this Article 6 is without penalty to or further obligation of the County.
19 6.5 County's Rights upon Termination. Upon termination for breach under this Article
20 6, the County may demand repayment by the Contractor of any monies disbursed to the
21 Contractor under this Agreement that, in the County's sole judgment, were not expended in
22 compliance with this Agreement. The Contractor shall promptly refund all such monies upon
23 demand. This section survives the termination of this Agreement.
24 Article 7
25 Independent Contractor
26 7.1 Status. In performing under this Agreement, the Contractor, including its officers,
27 agents, employees, and volunteers, is at all times acting and performing as an independent
28
6
1 Contractor in an independent capacity, and not as an officer, agent, servant, employee, joint
2 venturer, partner, or associate of the County.
3 7.2 Verifying Performance. The County has no right to control, supervise, or direct the
4 manner or method of the Contractor's performance under this Agreement, but the County may
5 verify that the Contractor is performing according to the terms of this Agreement.
6 7.3 Benefits. Because of its status as an independent Contractor, the Contractor has no
7 right to employment rights or benefits available to County employees. The Contractor is solely
8 responsible for providing to its own employees all employee benefits required by law. The
9 Contractor shall save the County harmless from all matters relating to the payment of
10 Contractor's employees, including compliance with Social Security withholding and all related
11 regulations.
12 7.4 Services to Others. The parties acknowledge that, during the term of this
13 Agreement, the Contractor may provide services to others unrelated to the County.
14 Article 8
15 Indemnity and Defense
16 8.1 Indemnity. The Contractor shall indemnify and hold harmless and defend the
17 County (including its officers, agents, employees, and volunteers) against all claims, demands,
18 injuries, damages, costs, expenses (including attorney fees and costs), fines, penalties, and
19 liabilities of any kind to the County, the Contractor, or any third party that arise from or relate to
20 the performance or failure to perform by the Contractor (or any of its officers, agents,
21 subcontractors, or employees) under this Agreement. The County may conduct or participate in
22 its own defense without affecting the Contractor's obligation to indemnify and hold harmless or
23 defend the County.
24 8.2 Survival. This Article 8 survives the termination of this Agreement.
25 Article 9
26 Insurance
27 9.1 The Contractor shall comply with all the insurance requirements in Exhibit C to this
28 Agreement.
7
1 Article 10
2 Inspections, Audits, Record Maintenance, and Public Records
3 10.1 Inspection of Documents. The Contractor shall make available to the County, and
4 the County may examine at any time during business hours and as often as the County deems
5 necessary, all of the Contractor's records and data with respect to the matters covered by this
6 Agreement, excluding attorney-client privileged communications. The Contractor shall, upon
7 request by the County, permit the County to audit and inspect all of such records and data to
8 ensure the Contractor's compliance with the terms of this Agreement.
9 10.2 State Audit Requirements. If the compensation to be paid by the County under this
10 Agreement exceeds $10,000, the Contractor is subject to the examination and audit of the
11 California State Auditor, as provided in Government Code section 8546.7, for a period of three
12 years after final payment under this Agreement. This section survives the termination of this
13 Agreement.
14 10.3 Single Audit Clause. If Contractor expends Seven Hundred Fifty Thousand Dollars
15 ($750,000) or more in Federal and Federal flow-through monies annually, Contractor agrees to
16 conduct an annual audit in accordance with the requirements of the Single Audit Standards as
17 set forth in Office of Management and Budget (OMB) Title 2 of the Code of Federal Regulations
18 Part 200. Contractor shall submit said audit and management letter to County. The audit must
19 include a statement of findings or a statement that there were no findings. If there were negative
20 findings, Contractor must include a corrective action signed by an authorized individual.
21 Contractor agrees to take action to correct any material non-compliance or weakness found as
22 a result of such audit. Such audit shall be delivered to County's DSS, Administration, for review
23 within nine (9) months of the end of any fiscal year in which funds were expended and/or
24 received for the program. Failure to perform the requisite audit functions as required by this
25 Agreement may result in County performing the necessary audit tasks, or at County's option,
26 contracting with a public accountant to perform said audit, or, may result in the inability of
27 County to enter into future agreements with Contractor. All audit costs related to this Agreement
28 are the sole responsibility of Contractor.
8
1 10.4 Program Audit Requirements. A single audit report is not applicable if all
2 Contractor's Federal contracts do not exceed the Seven Hundred Fifty Thousand Dollars
3 ($750,000) requirement or Contractor's funding is through Drug related Medi-Cal. If a single
4 audit is not applicable, a program audit must be performed and a program audit report with
5 management letter shall be submitted by Contractor to County as a minimum requirement to
6 attest to Contractor's solvency. Said audit report shall be delivered to County's DSS,
7 Administration, for review no later than nine (9) months after the close of the fiscal year in which
8 the funds supplied through this Agreement are expended. Failure to comply with this Act may
9 result in County performing the necessary audit tasks or contracting with a qualified accountant
10 to perform said audit. All audit costs related to this Agreement are the sole responsibility of
11 Contractor who agrees to take corrective action to eliminate any material noncompliance or
12 weakness found as a result of such audit. Audit work performed by County under this paragraph
13 shall be billed to the Contractor at County cost, as determined by County's Auditor-
14 Controller/Treasurer-Tax Collector.
15 10.5 Record Establishment and Maintenance. Contractor shall establish and maintain
16 records in accordance with those requirements prescribed by County, with respect to all matters
17 covered by this Agreement. Contractor shall retain all fiscal books, account records and client
18 files for services performed under this Agreement for at least five (5) years from date of final
19 payment under this Agreement or until all State and Federal audits are completed for that fiscal
20 year, whichever is later.
21 (A) Cost Documentation. Contractor agrees to maintain records to verify costs under
22 this Agreement including a General Ledger, properly executed payrolls, time records,
23 invoices, vouchers, orders, proof of payment, and any other accounting documents
24 pertaining in whole or in part to this Agreement and they shall be clearly identified and
25 readily accessible. The support documentation must indicate the line budget account
26 number to which the cost is charged.
27 (B) Service Documentation. Contractor agrees to maintain records to verify services
28 under this Agreement including names and addresses of clients served, if applicable,
9
1 and the dates of service and a description of services provided on each occasion. These
2 records and any other documents pertaining in whole or in part to this Agreement shall
3 be clearly identified and readily accessible.
4
(C) County shall notify Contractor in writing within thirty (30) days of any potential
5
State or Federal audit exception discovered during an examination. Where findings
6
indicate that program requirements are not being met and State or Federal participation
7
in this program may be imperiled in the event that corrections are not accomplished by
8
Contractor within thirty (30) days of receipt of such notice from County, written
9
notification thereof shall constitute County's intent to terminate this Agreement.
10
10.6 Public Records. The County is not limited in any manner with respect to its public
11
disclosure of this Agreement or any record or data that the Contractor may provide to the
12
County. The County's public disclosure of this Agreement or any record or data that the
13
Contractor may provide to the County may include but is not limited to the following:
14
(A) The County may voluntarily, or upon request by any member of the public or
15
governmental agency, disclose this Agreement to the public or such governmental
16
agency.
17
(B) The County may voluntarily, or upon request by any member of the public or
18
governmental agency, disclose to the public or such governmental agency any record or
19
data that the Contractor may provide to the County, unless such disclosure is prohibited
20
by court order.
21
(C)This Agreement, and any record or data that the Contractor may provide to the
22
County, is subject to public disclosure under the Ralph M. Brown Act (California
23
Government Code, Title 5, Division 2, Part 1, Chapter 9, beginning with section 54950).
24
(D)This Agreement, and any record or data that the Contractor may provide to the
25
County, is subject to public disclosure as a public record under the California Public
26
Records Act (California Government Code, Title 1, Division 7, Chapter 3.5, beginning
27
with section 6250) ("CPRA").
28
10
1 (E) This Agreement, and any record or data that the Contractor may provide to the
2 County, is subject to public disclosure as information concerning the conduct of the
3 people's business of the State of California under California Constitution, Article 1,
4 section 3, subdivision (b).
5 (F) Any marking of confidentiality or restricted access upon or otherwise made with
6 respect to any record or data that the Contractor may provide to the County shall be
7 disregarded and have no effect on the County's right or duty to disclose to the public or
8 governmental agency any such record or data.
9 (G) Notwithstanding sections A-F above, any information protected by law shall not
10 be subject to public disclosure.
11 10.7 Public Records Act Requests. If the County receives a written or oral request
12 under the CPRA to publicly disclose any record that is in the Contractor's possession or control,
13 and which the County has a right, under any provision of this Agreement or applicable law, to
14 possess or control, then the County may demand, in writing, that the Contractor deliver to the
15 County, for purposes of public disclosure, the requested records that may be in the possession
16 or control of the Contractor. Within five business days after the County's demand, the
17 Contractor shall (a) deliver to the County all of the requested records that are in the Contractor's
18 possession or control, together with a written statement that the Contractor, after conducting a
19 diligent search, has produced all requested records that are in the Contractor's possession or
20 control, or (b) provide to the County a written statement that the Contractor, after conducting a
21 diligent search, does not possess or control any of the requested records. The Contractor shall
22 cooperate with the County with respect to any County demand for such records. If the
23 Contractor wishes to assert that any specific record or data is exempt from disclosure under the
24 CPRA or other applicable law, it must deliver the record or data to the County and assert the
25 exemption by citation to specific legal authority within the written statement that it provides to
26 the County under this section. The Contractor's assertion of any exemption from disclosure is
27 not binding on the County, but the County will give at least 10 days' advance written notice to
28 the Contractor before disclosing any record subject to the Contractor's assertion of exemption
11
1 from disclosure. The Contractor shall indemnify the County for any court-ordered award of costs
2 or attorney's fees under the CPRA that results from the Contractor's delay, claim of exemption,
3 failure to produce any such records, or failure to cooperate with the County with respect to any
4 County demand for any such records.
5 Article 11
6 Disclosure of Self-Dealing Transactions and Conflict of Interest
7 11.1 Applicability. This Article 11 applies if the Contractor is operating as a corporation,
8 or changes its status to operate as a corporation.
9 11.2 Duty to Disclose. If any member of the Contractor's board of directors is party to a
10 self-dealing transaction, he or she shall disclose the transaction by completing and signing a
11 "Self-Dealing Transaction Disclosure Form" (Exhibit B to this Agreement) and submitting it to the
12 County before commencing the transaction or immediately after.
13 11.3 Definition. "Self-dealing transaction" means a transaction to which the Contractor is
14 a party and in which one or more of its directors, as an individual, has a material financial
15 interest.
16 11.4 Conflict of Interest. No officer, employee or agent of the County who exercises any
17 function or responsibility for planning and carrying out of the services provided under this
18 Agreement shall have any direct or indirect personal financial interest in this Agreement. In
19 addition, no employee of the County shall be employed by the Contractor under this Agreement
20 to fulfill any contractual obligations with the County. The Contractor shall comply with all
21 Federal, State of California and local conflict of interest laws, statutes and regulations, which
22 shall be applicable to all parties and beneficiaries under this Agreement and any officer,
23 employee or agent of the County.
24 Article 12
25 Confidentiality and Data Security
26
12.1 Conformance with Laws:
27
All services performed by Contractor under this Agreement shall be in strict conformance
28
with all applicable Federal, State of California and/or local laws and regulations relating to
12
1
confidentiality. For the purpose of preventing the potential loss, misappropriation or inadvertent
2
disclosure of County data including sensitive or personal client information; abuse of County
3
resources; and/or disruption to County operations, individuals and/or agencies that enter into a
4
contractual relationship with County for the purpose of providing services under this Agreement
5
must employ adequate data security measures to protect the confidential information provided
6
to Contractor by County, including but not limited to the following:
7
(A) Contractor-Owned Mobile/Wireless/Handheld Devices may not be connected to
8
County networks via personally owned mobile, wireless or handheld devices, except
9 when authorized by County for telecommuting and then only if virus protection software
10
currency agreements are in place, and if a secure connection is used.
11
(B) Contractor-Owned Computers or Computer Peripherals may not be brought into
12
County for use, including and not limited to mobile storage devices, without prior
13
authorization from County's Chief Information Officer or their designee. Data must be
14 stored on a secure server approved by County and transferred by means of a VPN
15
(Virtual Private Network) connection, or another type of secure connection of this type if
16
any data is approved to be transferred.
17
(C) County-Owned Computer Equipment— Contractor or anyone having an
18 employment relationship with County may not use County computers or computer
19
peripherals on non-County premises without prior authorization from County's Chief
20
Information Officer or their designee.
21 (D) Contractor may not store County's private, confidential or sensitive data on any
22
hard-disk drive.
23 (E) Contractor is responsible to employ strict controls to ensure the integrity and
24
security of County's confidential information and to prevent unauthorized access to data
25 maintained in computer files, program documentation, data processing systems, data
26 files and data processing equipment which stores or processes County data internally
27 and externally.
28 (F) Confidential client information transmitted to one party by the other by means of
13
1
electronic transmissions must be encrypted according to Advanced Encryption
2
Standards (AES) of 128 BIT or higher. Additionally, a password or pass phrase must be
3
utilized.
4
(G)Contractor is responsible to immediately notify County of any breaches or
5
potential breaches of security related to County's confidential information, data
6
maintained in computer files, program documentation, data processing systems, data
7
files and data processing equipment which stores or processes County data internally or
8
externally.
9 (H) Contractor shall require its subcontractors to comply with the provisions of this
10
Data Security section.
11 Article 13
12 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-
13 Lower Tier Covered Transactions.
14 13.1 County and Contractor recognize that Contractor is a recipient of State or Federal
15 assistance funds under the terms of this Agreement. By signing this Agreement, Contractor
16 agrees to comply with applicable Federal suspension and debarment regulations, including but
17 not limited to: 7 CFR 3016.35, 29 CRF 97.35, 45 CFR 92.35, and Executive Order 12549. By
18 signing this Agreement, Contractor attests to the best of its knowledge and belief, that it and its
19 principals:
20 (A) Are not presently debarred, suspended, proposed for debarment, declared
21 ineligible, or voluntarily excluded from participation in this transaction by any Federal
22 department or agency; and
23 (B) Shall not knowingly enter into any lower tier covered transaction with an entity or
24 person who is debarred, suspended, proposed for debarment, declared ineligible, or
25 voluntarily excluded from participation in this transaction by any Federal department or
26 agency.
27 (C) Contractor shall provide immediate written notice to County if at any time during
28 the term of this Agreement Contractor learns that the representations it makes above
14
1 were erroneous when made or have become erroneous by reason of changed
2 circumstances.
3 13.2 Contractor shall include a clause titled "Certification Regarding Debarment,
4 Suspension, Ineligibility, and Voluntary Exclusion — Lower Tier Covered Transactions" and
5 similar in nature to this Article Thirteen (13) in all lower tier covered transactions and in all
6 solicitations for lower tier covered transactions.
7 13.3 Contractor shall, prior to soliciting or purchasing goods and services in excess of
8 $25,000 funded by this Agreement, review and retain the proposed vendor's suspension and
9 debarment status at https://sam.gov/SAM/.
10 13.4 The certification in Article Thirteen (13) of this Agreement is a material representation
11 of fact upon which County relied in entering into this Agreement.
12 Article 14
13 General Terms
14 14.1 Modification. Except as provided in Article 6, "Termination and Suspension," this
15 Agreement may not be modified, and no waiver is effective, except by written consent by both
16 parties. The Contractor acknowledges that County employees have no authority to modify this
17 Agreement except as expressly provided in this Agreement.
18 (A) Changes to the rates in Article 3, "Compensation, Invoices, and Payments,"
19 Section 1, in an amount not to exceed 10% of the maximum annual compensation
20 payable to the Contractor, may be made with the written approval of County's DSS
21 Director or their designee. Said modifications shall not result in any changes to the
22 maximum compensation amount payable to Contractor, as stated in this Agreement.
23 (B) Contractor agrees that reductions to the maximum compensation set forth under
24 Article Three (3) of this Agreement may be necessitated by a reduction in funding from
25 State or Federal sources. Any such reduction to the maximum compensation may be
26 made with the written approval of County's DSS Director or their designee and
27 Contractor. Contractor further understands that this Agreement is subject to any
28 restriction, limitations, or enactments of all legislative bodies which affect the provisions,
15
1 term, or funding of this Agreement in any manner. If the parties do not provide written
2 approval for modification due to reduced funding, this Agreement may be terminated in
3 accordance with Section 6.1 above.
4 14.2 Contractor's Name Change. An amendment, assignment, or new agreement is
5 required to change the name of Contractor as listed on this Agreement. Upon receipt of legal
6 documentation of the name change, County will process the agreement. Payment of invoices
7 presented with a new name cannot be paid prior to approval of said agreement.
8 14.3 Public Information. Contractor shall disclose County as a funding source in all
9 public information and program materials developed in support of contracted services.
10 14.4 Non-Assignment. Neither party may assign its rights or delegate its obligations
11 under this Agreement without the prior written consent of the other party. Any transferee,
12 assignee or subcontractor will be subject to all applicable provisions of this Agreement, and all
13 applicable State and Federal regulations. Contractor shall be held primarily responsible by
14 County for the performance of any transferee, assignee or subcontractor unless otherwise
15 expressly agreed to in writing by County. The use of subcontractor by Contractor shall not
16 entitle Contractor to any additional compensation than provided for under this Agreement.
17 14.5 Governing Law. The laws of the State of California govern all matters arising from
18 or related to this Agreement.
19 14.6 Jurisdiction and Venue. This Agreement is signed and performed in Fresno
20 County, California. Contractor consents to California jurisdiction for actions arising from or
21 related to this Agreement, and, subject to the Government Claims Act, all such actions must be
22 brought and maintained in Fresno County.
23 14.7 Construction. The final form of this Agreement is the result of the parties' combined
24 efforts. If anything in this Agreement is found by a court of competent jurisdiction to be
25 ambiguous, that ambiguity shall not be resolved by construing the terms of this Agreement
26 against either party.
27 14.8 Days. Unless otherwise specified, "days" means calendar days.
28
16
1 14.9 Headings. The headings and section titles in this Agreement are for convenience
2 only and are not part of this Agreement.
3 14.10 Severability. If anything in this Agreement is found by a court of competent
4 jurisdiction to be unlawful or otherwise unenforceable, the balance of this Agreement remains in
5 effect, and the parties shall make best efforts to replace the unlawful or unenforceable part of
6 this Agreement with lawful and enforceable terms intended to accomplish the parties' original
7 intent.
8 14.11 Nondiscrimination. During the performance of this Agreement, the Contractor shall
9 not unlawfully discriminate against any employee or applicant for employment, or recipient of
10 services, because of race, religious creed, color, national origin, ancestry, physical disability,
11 mental disability, medical condition, genetic information, marital status, sex, gender, gender
12 identity, gender expression, age, sexual orientation, military status or veteran status pursuant to
13 all applicable State of California and federal statutes and regulation.
14 (A) Domestic Partners and Gender Identity. For State fund-funded contracts of
15 $100,000 or more, Contractor certifies that it complies with Public Contract Code Section
16 10295.3.
17 (B) Americans with Disabilities Act. Contractor shall comply with the Americans with
18 Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as
19 well as all applicable regulations and guidelines issued pursuant to the ADA (42 U.S.C.
20 12101 et seq.).
21 (C) Contractor shall include the non-discrimination and compliance provisions of this
22 section in all subcontracts to perform work under this Agreement.
23 14.12 Lobbying and Political Activity. None of the funds provided under this Agreement
24 shall be used for publicity, lobbying or propaganda purposes designed to support or defeat
25 legislation pending in the Congress of the United States of America or the Legislature of the
26 State of California. Contractor shall not directly or indirectly use any of the funds under this
27 Agreement for any political activity or to further the election or defeat of any candidate for public
28 office.
17
1 14.13 Clean Air Act and the Federal Water Pollution Control Act. If the compensation
2 to be paid by the County under this Agreement exceeds One Hundred Fifty Thousand and
3 No/100 Dollars ($150,000) of Federal funding, Contractor agrees to comply with all applicable
4 standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671 q)
5 and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations
6 must be reported to the Federal awarding agency and the Regional Office of the Environmental
7 Protection Agency (EPA).
8 14.14 Procurement of Recovered Materials. If compensation to be paid by the County
9 under this Agreement is funded in whole or in part with Federal funding, In the performance of
10 this Agreement, Contractor shall comply with section 6002 of the Solid Waste Disposal Act, as
11 amended by the Resource Conservation and Recovery Act. The requirements of Section 6002
12 include procuring only items designated in guidelines of the Environmental Protection Agency
13 (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials
14 practicable, consistent with maintaining a satisfactory level of competition, where the purchase
15 price of the item exceeds $10,000 or the value of the quantity acquired during the preceding
16 fiscal year exceeded $10,000; procuring solid waste management services in a manner that
17 maximizes energy and resource recovery; and establishing an affirmative procurement program
18 for procurement of recovered materials identified in the EPA guidelines.
19 14.15 No Waiver. Payment, waiver, or discharge by the County of any liability or obligation
20 of the Contractor under this Agreement on any one or more occasions is not a waiver of
21 performance of any continuing or other obligation of the Contractor and does not prohibit
22 enforcement by the County of any obligation on any other occasion.
23 14.16 Child Support Compliance Act. If compensation to be paid by the County under
24 this Agreement includes State funding in excess of$100,000, the Contractor acknowledges in
25 accordance with Public Contract Code 7110, that:
26 (A) Contractor recognizes the importance of child and family support obligations and
27 shall fully comply with all applicable state and federal laws relating to child and family
28 support enforcement, including, but not limited to, disclosure of information and
18
1 compliance with earnings assignment orders, as provided in Chapter 8 (commencing
2 with section 5200) of Part 5 of Division 9 of the Family Code; and
3 (B) Contractor to the best of its knowledge is fully complying with the earnings
4 assignment orders of all employees and is providing the names of all new employees to
5 the New Hire Registry maintained by the California Employment Development
6 Department.
7 14.17 Priority Hiring Considerations. If compensation to be paid by the County under this
8 Agreement includes State funding and services in excess of$200,000, Contractor shall give
9 priority consideration in filling vacancies in positions funded by the Agreement to qualified
10 recipients of aid under Welfare and Institutions Code Section 11200, in accordance with Public
11 Contract Code Section 10353.
12 14.18 Entire Agreement. This Agreement, including its exhibits, is the entire agreement
13 between the Contractor and the County with respect to the subject matter of this Agreement,
14 and it supersedes all previous negotiations, proposals, commitments, writings, advertisements,
15 publications, and understandings of any nature unless those things are expressly included in
16 this Agreement. If there is any inconsistency between the terms of this Agreement without its
17 exhibits and the terms of the exhibits, then the inconsistency will be resolved by giving
18 precedence first to the terms of this Agreement without its exhibits, and then to the terms of the
19 exhibits.
20 14.19 No Third-Party Beneficiaries. This Agreement does not and is not intended to
21 create any rights or obligations for any person or entity except for the parties.
22 14.20 Authorized Signature. The Contractor represents and warrants to the County that:
23 (A) The Contractor is duly authorized and empowered to sign and perform its
24 obligations under this Agreement.
25 (B) The individual signing this Agreement on behalf of the Contractor is duly
26 authorized to do so and his or her signature on this Agreement legally binds the
27 Contractor to the terms of this Agreement.
28
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1 14.21 Electronic Signatures. The parties agree that this Agreement may be executed by
2 electronic signature as provided in this section.
3 (A) An "electronic signature" means any symbol or process intended by an individual
4 signing this Agreement to represent their signature, including but not limited to (1) a
5 digital signature; (2) a faxed version of an original handwritten signature; or (3) an
6 electronically scanned and transmitted (for example by PDF document) version of an
7 original handwritten signature.
8 (B) Each electronic signature affixed or attached to this Agreement (1) is deemed
9 equivalent to a valid original handwritten signature of the person signing this Agreement
10 for all purposes, including but not limited to evidentiary proof in any administrative or
11 judicial proceeding, and (2) has the same force and effect as the valid original
12 handwritten signature of that person.
13 (C)The provisions of this section satisfy the requirements of Civil Code section
14 1633.5, subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3,
15 Part 2, Title 2.5, beginning with section 1633.1).
16 (D) Each party using a digital signature represents that it has undertaken and
17 satisfied the requirements of Government Code section 16.5, subdivision (a),
18 paragraphs (1) through (5), and agrees that each other party may rely upon that
19 representation.
20 (E) This Agreement is not conditioned upon the parties conducting the transactions
21 under it by electronic means and either party may sign this Agreement with an original
22 handwritten signature.
23 14.22 Counterparts. This Agreement may be signed in counterparts, each of which is an
24 original, and all of which together constitute this Agreement.
25 [SIGNATURE PAGE FOLLOWS]
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I The parties are signing this Agreement on the date stated in the introductory clause.
2
Thomas Sy dba MindTapp County OF FRESNO
3
5 Thomas Sy, PhD Nathan Magsig, Chairman of the Board of
Supervisors of the County of Fresno
6 17206 Courtney Lane
Huntington Beach, CA 92649 Attest:
7 Bernice E. Seidel
Clerk of the Board of Supervisors
8 County of Fresno, State of California
9 �}�,,Q,4,t(.
By:
10 Deputy
11 For accounting use only:
12 Org No.: 56107001
Account No.: 7295
13 Fund No.: 0001
Subclass No.: 10000
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Exhibit A
1 Scope of Services
2 Contractor: Thomas Sy dba MindTapp
3 Services: Management Training, Consultation, and Coaching Services
4 Contact Information:
5 - Telephone: 310-938-8854
6 - E-Mail: dr.tom.sy(agmail.com
7 Contractor Responsibilities:
8 1. Contractor will provide coaching, training, and consultation services to Fresno County
9 Department of Social Services (DSS) staff.
10 2. Contractor will plan and develop service delivery with the DSS Executive Team
11 3. Contractor will provide sign-in sheets with dates, training topic, attendee names, and
12 trainer's signature
13 4. Contractor will provide Organizational Development consultation activities in conjunction
14 with Departmental priorities
15 5. Contractor will participate in ad hoc meetings, as requested by DSS staff, including prep
16 time, consultation, and notes.
17 6. Contractor will provide monthly activity reports to DSS that detail services provided for
18 the prior month. Report format will be developed by DSS in collaboration with
19 Contractor. This will include, but not be limited to, measurements that coincide with
20 deliverables established as part of the service delivery plan.
21 Frequency of Service:
22 1. Contractor will provide services during the period agreement and actual quantity of
23 services may vary each month.
24 2. At DSS discretion and mutual approval, changes may be made to the frequency and
25 delivery of training or seminars.
26
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A-1
Exhibit B
1 Self-Dealing Transaction Disclosure Form
2 In order to conduct business with the County of Fresno ("County"), members of a
Contractor's board of directors ("County Contractor"), must disclose any self-dealing
3 transactions that they are a party to while providing goods, performing services, or both for the
4 County. A self-dealing transaction is defined below:
5 "A self-dealing transaction means a transaction to which the corporation is a party and in
which one or more of its directors has a material financial interest."
6 The definition above will be used for purposes of completing this disclosure form.
7 Instructions
8 (1) Enter board member's name, job title (if applicable), and date this disclosure is being
9 made.
10 (2) Enter the board member's company/agency name and address.
11 (3) Describe in detail the nature of the self-dealing transaction that is being disclosed to the
County. At a minimum, include a description of the following:
12 a. The name of the agency/company with which the corporation has the transaction;
13 and
14 b. The nature of the material financial interest in the Corporation's transaction that
the board member has.
15
(4) Describe in detail why the self-dealing transaction is appropriate based on applicable
16 provisions of the Corporations Code.
17 The form must be signed by the board member that is involved in the self-dealing
transaction described in Sections (3) and (4).
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B-1
Exhibit B
1 (1) Company Board Member Information:
2 Name: Date:
3 Job Title:
4 (2) Company/Agency Name and Address:
5
6
7
8
9 (3) Disclosure (Please describe the nature of the self-dealing transaction you are a
10 party to)
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16 (4) Explain why this self-dealing transaction is consistent with the requirements of
Corporations Code § 5233 (a)
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23 (5) Authorized Signature
24 Signature: Date:
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B-2
Exhibit C
Insurance Requirements
1. Required Policies
Without limiting the County's right to obtain indemnification from the Contractor or any third
parties, Contractor, at its sole expense, shall maintain in full force and effect the following
insurance policies throughout the term of this Agreement.
(A) Commercial General Liability. Commercial general liability insurance with limits of not
less than Two Million Dollars ($2,000,000) per occurrence and an annual aggregate of
Four Million Dollars ($4,000,000). This policy must be issued on a per occurrence basis.
Coverage must include products, completed operations, property damage, bodily injury,
personal injury, and advertising injury. The Contractor shall obtain an endorsement to
this policy naming the County of Fresno, its officers, agents, employees, and volunteers,
individually and collectively, as additional insureds, but only insofar as the operations
under this Agreement are concerned. Such coverage for additional insureds will apply as
primary insurance and any other insurance, or self-insurance, maintained by the County
is excess only and not contributing with insurance provided under the Contractor's
policy.
(B) Automobile Liability. Automobile liability insurance with limits of not less than One
Million Dollars ($1,000,000) per occurrence for bodily injury and for property damages.
Coverage must include any auto used in connection with this Agreement.
In lieu of automobile liability, the Contractor may opt to use rideshare or other for-hire
vehicle transportation or public transportation when traveling to a County site to conduct
services performed under this Agreement. In the event Contractor fails to use rideshare
or other for-hire vehicle transportation or public transportation and uses a private vehicle
without the automobile liability coverage required in this Agreement, the County may, in
addition to other remedies it may have, suspend or terminate this Agreement upon the
occurrence of such event.
(C)Workers Compensation. Workers compensation insurance as required by the laws of
the State of California with statutory limits.
2. Additional Requirements
(A) Verification of Coverage. Within 30 days after the Contractor signs this Agreement,
and at any time during the term of this Agreement as requested by the County's Risk
Manager or the County Administrative Office, the Contractor shall deliver, or cause its
broker or producer to deliver, to the u6ouontractinsurance(c�tresnocountyL;a.Uuv,
Attention: Contract Analyst.
(i) Each insurance certificate must state that: (1) the insurance coverage has been
obtained and is in full force; (2) the County, its officers, agents, employees, and
volunteers are not responsible for any premiums on the policy; and (3) the
Contractor has waived its right to recover from the County, its officers, agents,
employees, and volunteers any amounts paid under any insurance policy
required by this Agreement and that waiver does not invalidate the insurance
policy.
C-1
Exhibit C
(ii) The commercial general liability insurance certificate must also state, and include
an endorsement, that the County of Fresno, its officers, agents, employees, and
volunteers, individually and collectively, are additional insureds insofar as the
operations under this Agreement are concerned. The commercial general liability
insurance certificate must also state that the coverage shall apply as primary
insurance and any other insurance, or self-insurance, maintained by the County
shall be excess only and not contributing with insurance provided under the
Contractor's policy.
(iii) The automobile liability insurance certificate must state that the policy covers any
auto used in connection with this Agreement.
(B) Acceptability of Insurers. All insurance policies required under this Agreement must be
issued by admitted insurers licensed to do business in the State of California and
possessing at all times during the term of this Agreement an A.M. Best, Inc. rating of no
less than A: VI I.
(C) Notice of Cancellation or Change. For each insurance policy required under this
Agreement, the Contractor shall provide to the County, or ensure that the policy requires
the insurer to provide to the County, written notice of any cancellation or change in the
policy as required in this paragraph. For cancellation of the policy for nonpayment of
premium, the Contractor shall, or shall cause the insurer to, provide written notice to the
County not less than 10 days in advance of cancellation. For cancellation of the policy
for any other reason, and for any other change to the policy, the Contractor shall, or shall
cause the insurer to, provide written notice to the County not less than 30 days in
advance of cancellation or change. The County in its sole discretion may determine that
the failure of the Contractor or its insurer to timely provide a written notice required by
this paragraph is a breach of this Agreement.
(D) County's Entitlement to Greater Coverage. If the Contractor has or obtains insurance
with broader coverage, higher limits, or both, than what is required under this
Agreement, then the County requires and is entitled to the broader coverage, higher
limits, or both. To that end, the Contractor shall deliver, or cause its broker or producer
to deliver, to the County's Risk Manager certificates of insurance and endorsements for
all of the coverages that have such broader coverage, higher limits, or both, as required
under this Agreement.
(E) Waiver of Subrogation. The Contractor waives any right to recover from the County, its
officers, agents, employees, and volunteers any amounts paid under the policy of
worker's compensation insurance required by this Agreement. The Contractor is solely
responsible to obtain any policy endorsement that may be necessary to accomplish that
waiver, but the Contractor's waiver of subrogation under this paragraph is effective
whether or not the Contractor obtains such an endorsement.
(F) County's Remedy for Contractor's Failure to Maintain. If the Contractor fails to keep
in effect at all times any insurance coverage required under this Agreement, the County
may, in addition to any other remedies it may have, suspend or terminate this
Agreement upon the occurrence of that failure, or purchase such insurance coverage,
and charge the cost of that coverage to the Contractor. The County may offset such
C-2
Exhibit C
charges against any amounts owed by the County to the Contractor under this
Agreement.
(G)Subcontractors. The Contractor shall require and verify that all subcontractors used by
the Contractor to provide services under this Agreement maintain insurance meeting all
insurance requirements provided in this Agreement. This paragraph does not authorize
the Contractor to provide services under this Agreement using subcontractors.
C-3