CFT_Childcare_Services_-_Model_Contract.docx

Contract MA-063-26010356 For Child and Family Team Childcare Services Between Social Services Agency And

TBD

County of Orange Social Services Agency

MA-063-26010356

Child and Family Team Childcare Services

TBD

County of Orange Social Services Agency

MA-063-26010356

Child and Family Team Childcare Services

MODEL CONTRACT

MA-063-26010356

BETWEEN

COUNTY OF ORANGE

AND

TBD

FOR THE PROVISION OF

CHILD AND FAMILY TEAM CHILDCARE SERVICES

This Contract is by and between the COUNTY OF ORANGE, hereinafter referred to as “County,” and [CONTRACTOR’S NAME TO BE INSERTED], a California non-profit corporation, [or as applicable, a Delaware corporation, qualified to transact interstate business in the State of California], hereinafter referred to as “Contractor.”

ATTACHMENTS

This Contract is comprised of this document and the following Attachments, which are attached hereto and incorporated by reference into this Contract:

Attachment A – Scope of Work Attachment B – Information Technology Security Provisions Attachment C – Information Technology Security Guidelines Attachment D – Model Real Estate License Agreement

RECITALS

WHEREAS, County issued a Request For Proposal for Child and Family Team Childcare Services in October 2025;

WHEREAS, County desires to contract with Contractor for the provision of short-term, on-site childcare services;

WHEREAS, Contractor agrees to render such services on the terms and conditions hereinafter set forth;

WHEREAS, such services are authorized and provided for pursuant to California Welfare and Institutions Code (WIC) Sections 16501, 16507.7, 18961, and 18967; and

ACCORDINGLY, THE PARTIES AGREED AS FOLLOWS:

ARTICLES

TERMS AND CONDITIONS

TERM

The term of this Contract shall commence on July 1, 2026, and terminate on June 30, 2029, unless earlier terminated pursuant to the Termination provisions of this Contract; however, Contractor shall be obligated to perform such duties as would normally extend beyond this term, including, but not limited to, obligations with respect to indemnification, audits, reporting and accounting. This Contract may be renewed thereafter for a two-year term upon mutual agreement of both parties. The County does not have to provide a reason if it elects not to renew this Contract.

ALTERATION OF TERMS

This Contract, including any Attachments attached hereto and incorporated by reference, fully expresses all understandings of the parties and is the total agreement between the parties as to the subject matter of this Contract. No addition to, or alteration of, the terms of this Contract, whether written or verbal, are valid or binding unless made in the form of a written amendment to this Contract which is formally approved and executed by both parties.

A. The various headings, numbers, and organization herein are for the purpose of convenience only and shall not limit or otherwise affect the Contract.

STATUS OF CONTRACTOR

A. Contractor is, and shall at all times be deemed to be, an independent contractor, and shall be wholly responsible for the manner in which it performs the services required of it by the terms of this Contract. Nothing herein contained shall be construed as creating the relationship of employer and employee, or principal and agent, between County and Contractor or any of Contractor’s agents or employees. Contractor assumes exclusively the responsibility for the acts of its employees or agents as they relate to services to be provided during the course and scope of their employment.

B. Contractor, its agents, and employees shall not be entitled to any rights and/or privileges of County employees, and shall not be considered in any manner to be County employees.

C. Contractor certifies it is in compliance with County of Orange Local Small Business Preference requirements at the time this Contract is executed.

D. Contractor certifies it is in compliance with Disabled Veteran Business Enterprise requirements at the time this Contract is executed.

DESCRIPTION OF SERVICES

A. Contractor agrees to provide those services, facilities, equipment, and supplies, as described in Attachment A to the Contract between County of Orange and [Contractor name to be inserted], for the Provision of Child and Family Team Childcare Services, attached hereto and incorporated herein by reference. Contractor shall operate continuously throughout the term of this Contract with the number and type of staff described and as required for provision of services hereunder.

B. Subject to 30 days advance written notice, County may require changes in staffing allocations to reflect current workload demands or service needs as long as County’s maximum funding obligation, as set forth in this Contract, is not exceeded.

C. Upon the request of County, Contractor shall send appropriate staff to attend an orientation session and subsequent training sessions given by County.

COMPLIANCE WITH LICENSING STANDARDS AND LAWS

A. Contractor warrants that it and its personnel, described in the Personnel Disclosure paragraph of this Contract, who are subject to individual registration and/or licensing requirements, have all necessary licenses and permits required by the laws of the United States, State of California (hereinafter referred to as “State”), County of Orange, and all other appropriate governmental agencies to perform the services described in this Contract, and agrees to maintain, and require its personnel to maintain, these licenses and permits in effect for the duration of this Contract. Further, Contractor warrants that its employees shall conduct themselves in compliance with such laws and licensure requirements, including, without limitation, compliance with laws applicable to sexual harassment and ethical behavior. Contractor must notify County within one business day of any change in license or permit status (e.g., becoming expired, inactive, etc.).

B. Contractor represents and warrants that services to be provided under this Contract shall fully comply, at Contractor’s expense, with all standards, laws, statutes, restrictions, ordinances, requirements, and regulations (collectively “laws”), including, but not limited to, those issued by County in its governmental capacity and all other laws applicable to the services at the time services are provided to and accepted by County. Contractor acknowledges that County is relying on Contractor to ensure such compliance, and pursuant to the requirements of the Insurance and Indemnification section, Contractor agrees that it shall defend, indemnify and hold County and County Indemnitees harmless from all liability, damages, costs and expenses arising from or related to a violation of such laws.

Contractor shall remain in compliance and in good standing, maintaining current and active business entity and/or nonprofit registration status, with all applicable federal, state and local registration requirements at the time of execution of the contract through the duration of the term of the Contract, and shall provide annual confirmation of current and active status to County through the term of the Contract.

In the performance of this Contract, Contractor shall comply with all applicable provisions of the California Welfare and Institutions Code (WIC); Title 45 of the Code of Federal Regulations (CFR); implementing regulations under 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Title 48 CFR Section 31.2 and all applicable laws and regulations of the United States, State of California, County of Orange, and County of Orange Social Services Agency, and all administrative regulations, rules, and policies adopted thereunder, as each and all may now exist or be hereafter amended.

C. For federally funded Contracts in the amount of $25,000 or more, Contractor certifies that its officers and/or principals are not debarred or suspended from federal financial assistance programs and/or activities.

DELEGATION AND ASSIGNMENT/CHANGE OF OWNERSHIP

A. Delegation and Assignment

1. In the performance of this Contract, Contractor may neither delegate its duties or obligations nor assign its rights, either in whole or in part, without the prior written consent of County. Any attempted delegation or assignment without prior written consent shall be void. The transfer of assets in excess of 10 percent of the total assets of Contractor, or any change in the corporate structure, the governing body, or the management of Contractor, which occurs as a result of such transfer, shall be deemed an assignment of benefits under the terms of this Contract requiring County approval.

2. County reserves the right to immediately terminate the Contract in the event County determines that the assignee is not qualified or otherwise acceptable to County for the provision of services under the Contract.

B. Change of Ownership

1. Contractor agrees that if there is a change or transfer in ownership of Contractor’s business prior to completion of this Contract, and County agrees to an assignment of the Contract, the new owners shall be required, under the terms of sale or other instruments of transfer, to assume Contractor’s duties and obligations contained in this Contract and complete them to the satisfaction of County.

SUBCONTRACTS

No performance of this Contract or any portion thereof may be subcontracted or otherwise delegated by Contractor, in whole or in part, without first obtaining the prior express written consent of County. Any attempt by Contractor to subcontract or delegate any performance of this Contract without the prior express written consent of County shall be invalid and shall constitute a material breach of this Contract, and any attempted assignment or delegation in derogation of this paragraph shall be void. In the event that Contractor is authorized by County to subcontract, this Contract shall take precedence over the terms of the agreement between Contractor and subcontractor, and any agreement between Contractor and a subcontractor shall incorporate by reference the terms of this Contract. Contractor shall remain responsible for the performance of this Contract and indemnification of County notwithstanding the County’s consent to Contractor’s request for approval of a subcontractor. Under no circumstances shall County be required to directly monitor the performance of any subcontractor. All work performed by a subcontractor must be monitored by Contractor and must meet the approval of the County of Orange pursuant to the terms of this Contract.

FORM OF BUSINESS ORGANIZATION/NAME CHANGE

A. Form of Business Organization

1. Upon the request of County, Contractor shall prepare and submit, within 30 days thereafter, an affidavit executed by persons satisfactory to County, containing, but not limited to, the following information:

The form of Contractor’s business organization, i.e., proprietorship, partnership, corporation, etc.

a. A detailed statement indicating the relationship of Contractor, by way of ownership or otherwise, to any parent organization or individual.

b. A detailed statement indicating the relationship of Contractor to any subsidiary business organization or to any individual who may be providing services, supplies, material, or equipment to Contractor or in any manner does business with Contractor under this Contract.

B. Change in Form of Business Organization

1. If, during the term of this Contract, the form of Contractor’s business organization changes, or the ownership of Contractor changes, or when changes occur between Contractor and other businesses that could impact services provided through this Contract, Contractor shall promptly notify County, in writing, detailing such changes. A change in the form of business organization may, at County's sole discretion, be treated as an attempted assignment of rights or delegation of duties of this Contract.

C. Name Change

1. Contractor must notify County, in writing, of any change in Contractor's status with respect to name changes that do not require an assignment of the Contract. While Contractor is required to provide name change information without prompting from the County, Contractor must also provide an update to County of its status upon request by County.

USE OF COUNTY PROPERTY

A. Contractor shall be co-located with County staff, at a County facility, to provide services under this Contract. Contractor shall enter into a rent-free license agreement with County for the co-location and shall execute all terms and conditions of said agreement upon County’s presentation of said document to Contractor. Failure to execute and abide by the license agreement will result in a breach of this Contract.

B. Contractor is responsible for any costs associated with Fair Employment and Housing Act and Americans with Disabilities Act accommodations for its own employees at County facilities. County may, at its sole discretion and on a case-by-case basis, provide for such accommodations at no cost to Contractor.

NON-DISCRIMINATION

A. In the performance of this Contract, Contractor agrees that it shall not engage nor employ any unlawful discriminatory practices in the admission of clients, provision of services or benefits, assignment of accommodations, treatment, evaluation, employment of personnel, or in any other respect, on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military and veteran status, or any other protected group, in accordance with the requirements of all applicable federal or State laws.

B. Contractor shall furnish any and all information requested by County and shall permit County access, during business hours, to books, records, and accounts in order to ascertain Contractor’s compliance with this Non-Discrimination provision of this Contract.

C. Non-Discrimination in Employment

1. Contractor shall comply with Executive Order 11246, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (Title 41 CFR Part 60).

2. All solicitations or advertisements for employees placed by or on behalf of Contractor shall state that all qualified applicants will receive consideration for employment without regard to race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military and veteran status, or any other protected group, in accordance with the requirements of all applicable federal or State laws. Notices describing the provisions of the equal opportunity clause shall be posted in a conspicuous place for employees and job applicants.

3. Contractor shall refer any and all employees desirous of filing a formal discrimination complaint to:

California Department of Fair Employment 2218 Kausen Drive, Suite 100 Elk Grove, CA 95758 Telephone: (800) 884-1684

(800) 700-2320 (TTY)

D. Non-Discrimination in Service Delivery

1. Contractor shall comply with Titles VI and VII of the Civil Rights Act of 1964, as amended; Section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975, as amended; the Food Stamp Act of 1977, as amended, and in particular 7 CFR section 272.6; Title II of the Americans with Disabilities Act of 1990, as amended; California Civil Code Section 51 et seq., as amended; California Government Code (CGC) Sections 11135-11139.5, as amended; CGC Section 12940 (c), (h), (i), and (j); CGC Section 4450; Title 22, California Code of Regulations (CCR) Sections 98000-98413; the Dymally-Alatorre Bilingual Services Act (CGC Section 7290-7299.8); Section 1808 of the Removal of Barriers to Interethnic Adoption Act of 1996; and other applicable federal and State laws, as well as their implementing regulations (including Title 45 CFR Parts 80, 84, and 91; Title 7 CFR Part 15; and Title 28 CFR Part 42), and any other law pertaining to Equal Employment Opportunity, Affirmative Action, and Nondiscrimination, as each may now exist or be hereafter amended. Contractor shall not implement any administrative methods or procedures which would have a discriminatory effect or which would violate the California Department of Social Services (CDSS) Manual of Policies and Procedures (MPP) Division 21, Chapter 21-100. If there are any violations of this Paragraph, CDSS shall have the right to invoke fiscal sanctions or other legal remedies in accordance with WIC Section 10605, or CGC Sections 11135-11139.5, or any other laws, or the issue may be referred to the appropriate federal agency for further compliance action and enforcement of this Non-Discrimination section of this Contract.

2. Contractor shall provide any and all clients desirous of filing a formal complaint any and all information as appropriate:

a. Pamphlet: “Your Rights Under California Welfare Programs” (PUB 13)

b. Discrimination Complaint Form

c. Civil Rights Contacts

County Civil Rights Contact:

Orange County Social Services Agency Program Integrity Attn: Civil Rights Coordinator P.O. Box 22001 Santa Ana, CA 92702-2001 Telephone: (714) 438-8877

State Civil Rights Contact:

California Department of Social Services Civil Rights Bureau P.O. Box 944243, M/S 8-16-70 Sacramento, CA 94244-2430 Telephone: (916) 654-2107 Toll Free: (866) 741-6241

Federal Civil Rights Contact:

Office for Civil Rights U.S. Department of Health and Human Services 90 7th Street, Suite 4-100 San Francisco, CA 94103 Customer Response Center: (800) 368-1019

d. The following websites provide Civil Rights information, publications and/or forms:

https://www.cdss.ca.gov/Portals/9/FMUForms/M-P/PUB470.pdf?ver=2021-05-10-164956-817 (Pub 470 - Your rights Under Adult Protective Services)

i. http://www.cdss.ca.gov/inforesources/Civil-Rights/Your-Rights-Under-California-Welfare-Program (Pub 13 – Your Rights Under California Welfare Programs)

ii. http://ssa.ocgov.com/about/services/contact/complaints/comply [Social Services Agency (SSA) Contractor and Vendor Compliance page]

NOTICES

All notices, requests, claims, correspondence, reports, statements authorized or required by this Contract, and/or other communications shall be addressed as follows:

County:

County of Orange, Social Services Agency Contracts Services 500 N. State College Blvd., Suite 100 Orange, CA 92868

Contractor:

[Contractor's Name] [Mailing Address] [City, State, Zip Code]

All notices shall be deemed effective when in writing and when:

A. Deposited in the United States mail, first class postage prepaid and addressed as shown above;

B. Sent by Email;

C. Faxed and transmission confirmed; or D. Accepted by U.S. Postal Services Express Mail, Federal Express, United Parcel Service, or any other expedited delivery service.

The parties each may designate by written notice from time to time, in the manner aforesaid, any change in the address to which notices must be sent.

NOTICE OF DELAYS

Except as otherwise provided under this Contract, when either party has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this Contract, that party shall, within one business day, give notice thereof, including all relevant information with respect thereto, to the other party.

INDEMNIFICATION

Contractor agrees to indemnify, defend with counsel approved in writing by County, and hold U.S. Department of Health and Human Services, the State, County, and their elected and appointed officials, officers, employees, agents, and those special districts and agencies which County’s Board of Supervisors acts as the governing Board (“County Indemnitees”) harmless from any claims, demands, or liability of any kind or nature, including, but not limited to, personal injury or property damage arising from or related to the services, products, or other performance provided by Contractor pursuant to this Contract. If judgment is entered against Contractor and County by a court of competent jurisdiction because of the concurrent active negligence of County or County Indemnitees, Contractor and County agree that liability will be apportioned as determined by the court. Neither party shall request a jury apportionment.

INSURANCE

A. Prior to the provision of services under this Contract, Contractor agrees to carry all required insurance at Contractor’s expense, including all endorsements required herein, necessary to satisfy County that the insurance provisions of this Contract have been complied with. Contractor agrees to keep such insurance coverage current and provide Certificates of Insurance and endorsements to County during the entire term of this Contract.

B. Contractor shall ensure that all subcontractors performing work on behalf of Contractor pursuant to this Contract shall be covered under Contractor’s insurance as an Additional Insured or maintain insurance subject to the same terms and conditions as set forth herein for Contractor. Contractor shall not allow subcontractors to work if subcontractors have less than the level of coverage required by County from Contractor under this Contract. It is the obligation of Contractor to provide notice of the insurance requirements to every subcontractor and to receive proof of insurance prior to allowing any subcontractor to begin work. Such proof of insurance must be maintained by Contractor through the entirety of this Contract for inspection by County representative(s) at any reasonable time.

C. All self-insured retentions (SIRs) shall be clearly stated on the Certificate of Insurance. Any SIRs in excess of $50,000 shall specifically be approved by the County’s Risk Manager, or designee. County reserves the right to require current audited financial reports from Contractor. If Contractor is self-insured, Contractor will indemnify County for any and all claims resulting or arising from Contractor’s services in accordance with the indemnity provision stated in this Contract.

D. If Contractor fails to maintain insurance acceptable to County for the full term of this Contract, County may terminate this Contract.

E. Qualified Insurer

1. The policy or policies of insurance must be issued by an insurer with a minimum rating of A- (Secure A.M. Best's Rating) and VIII (Financial Size Category as determined by the most current edition of the Best's Key Rating Guide/Property-Casualty/United States or ambest.com).

2. If the insurance carrier does not have an A.M. Best Rating of A-/VIII, the CEO/Office of Risk Management retains the right to approve or reject a carrier after a review of the company's performance and financial ratings.

3. The policy or policies of insurance maintained by Contractor shall provide the minimum limits and coverage as set forth below.

4. Increased insurance limits may be satisfied with Excess/Umbrella policies. Excess/Umbrella policies when required must provide Follow Form coverage.

F. Required Coverage Forms

1. Commercial General Liability coverage shall be written on occurrence basis utilizing Insurance Services Office (ISO) form CG 00 01, or a substitute form providing liability coverage at least as broad.

2. Business Auto Liability coverage shall be written on ISO form CA 00 01, CA 00 05, CA 0012, CA 00 20, or a substitute form providing coverage at least as broad.

G. Required Endorsements

1. Commercial General Liability policy shall contain the following endorsements, which shall accompany the Certificate of Insurance:

a. An Additional Insured endorsement using ISO form CG 20 26 04 13, or a form at least as broad, naming the County of Orange, its elected and appointed officials, officers, employees, and agents as Additional Insureds or provide blanket coverage, which will state AS REQUIRED BY WRITTEN CONTRACT.

b. A primary non-contributory endorsement using ISO form CG 20 01 04 13, or a form at least as broad, evidencing that Contractor's insurance is primary and any insurance or self-insurance maintained by the County shall be excess and non-contributory.

1. The Workers’ Compensation policy shall contain a waiver of subrogation endorsement waiving all rights of subrogation against the County of Orange, its elected and appointed officials, officers, employees, and agents or provide blanket coverage, which will state AS REQUIRED BY WRITTEN CONTRACT.

H. All insurance policies required by this Contract shall waive all rights of subrogation against the County of Orange, its elected and appointed officials, officers, employees, and agents when acting within the scope of their appointment or employment.

I. The County of Orange shall be the loss payee on the Employee Dishonesty coverage. A Loss Payee endorsement evidencing that the County of Orange is a Loss Payee shall accompany the Certificate of Insurance.

J. Contractor shall provide 30 days prior written notice to the County of any policy cancellation or non-renewal and 10 days prior written notice where cancellation is due to non-payment of premium and provide a copy of the cancellation notice to County. Failure to provide written notice of cancellation may constitute a material breach of the Contract, upon which the County may suspend or terminate this Contract.

K. The Commercial General Liability policy shall contain a severability of interests clause also known as a “separation of insureds” clause (standard in the ISO CG 0001 policy).

L. Insurance certificates should be forwarded to County at the address indicated in Notices section of this Contract.

M. If Contractor fails to provide the insurance certificates and endorsements within seven days of notification by CEO/County Procurement Office or Deputy Procurement Agent, award may be made to the next qualified proponent.

N. County expressly retains the right to require Contractor to increase or decrease insurance of any of the above insurance types throughout the term of this Contract. Any increase or decrease in insurance will be as deemed by County of Orange Risk Manager as appropriate to adequately protect County.

O. County shall notify Contractor in writing of changes in the insurance requirements. If Contractor does not provide acceptable Certificates of Insurance and endorsements to County incorporating such changes within 30 days of receipt of such notice, this Contract may be in breach without further notice to Contractor, and County shall be entitled to all legal remedies.

P. The procuring of such required policy or policies of insurance shall not be construed to limit Contractor’s liability hereunder nor to fulfill the indemnification provisions and requirements of this Contract, nor act in any way to reduce the policy coverage and limits available from the insurer.

$2,000,000 aggregate

NOTICE OF LITIGATION, INCIDENTS, CLAIMS, OR SUITS

Contractor shall report to County, in writing within 24 hours of occurrence, the following:

A. Any instance in which Contractor becomes a party to any litigation against County, or a party to litigation that may reasonably affect Contractor’s performance under this Contract. While Contractor is required to provide this information without prompting from County, any time there is a change to Contractor’s litigation status, Contractor must also provide an update to County whenever requested by County.

B. Any accident or incident relating to services performed under this Contract that involves injury or property damage which may result in the filing of a claim or lawsuit against Contractor and/or County.

C. Any third-party claim or lawsuit filed against Contractor arising from or relating to services performed by Contractor under this Contract.

D. Any injury to an employee of Contractor that occurs on County property.

E. Any loss, disappearance, destruction, misuse or theft of any kind whatsoever of County property, monies or securities entrusted to Contractor under the term of this Contract.

F. Any Notice of Contract Breach, or equivalent, received from any entity for whom Contractor is providing the same or similar services, under a written contract, regardless of service location or jurisdiction.

CONFLICT OF INTEREST

A. Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of County. This obligation shall apply to Contractor, Contractor’s officers, directors, employees, agents, and subcontractors associated with accomplishing work and services hereunder. Contractor’s efforts shall include, but not be limited to establishing precautions to prevent its employees, agents, and subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence County staff or elected officers from acting in the best interests of County.

B. Contractor shall notify County, in writing, of any potential or actual conflicts of interest between Contractor and County that may arise prior to, or during the period of, Contract performance, including, but not limited to, whether any known County public officer’s child is an officer or director of, or has an ownership interest of 10 percent or more in, Contractor. While Contractor will be required to provide this information without prompting from County any time there is a change regarding conflict of interest, Contractor must also provide an update to County upon request by County.

C. County of Orange Board of Supervisors policy prohibits its employees from engaging in activities involving a conflict of interest. Contractor shall not, during the period of this Contract, employ any County employee for any purpose.

ANTI-PROSELYTISM PROVISION

No funds provided directly to institutions or organizations to provide services and administer programs under Title 42 United States Code (USC) Section 604a(a)(1)(A) shall be expended for sectarian worship, instruction, or proselytization, except as otherwise permitted by law.

SUPPLANTING GOVERNMENT FUNDS

Contractor shall not supplant any federal, State, or County funds intended for the purposes of this Contract with any funds made available under this Contract. Contractor shall not claim reimbursement from County for, or apply sums received from County with respect to, that portion of its obligations which have been paid by another source of revenue. Contractor agrees that it shall not use funds received pursuant to this Contract, either directly or indirectly, as a contribution or compensation for purposes of obtaining federal, State, or County funds under any federal, State, or County program without prior written approval of County.

BREACH SANCTIONS

A. Failure by Contractor to comply with any of the provisions, covenants, or conditions of this Contract shall be a material breach of this Contract. In such event, County may, and in addition to immediate termination and any other remedies available at law, in equity, or otherwise specified in this Contract:

1. Afford Contractor a time period within which to cure the breach, which period shall be established by County; and/or

2. Discontinue reimbursement to Contractor for and during the period in which Contractor is in breach, which reimbursement shall not be entitled to later recovery; and/or

3. Offset against any monies billed by Contractor but yet unpaid by County those monies disallowed pursuant to Subparagraph 19.A.2 above.

B. County will give Contractor written notice of any action pursuant to this Paragraph, which notice shall be deemed served on the date of mailing.

PAYMENTS

A. Maximum Contractual Funding Obligation The maximum funding obligation of County under this Contract shall not exceed the amount of $210,000, or actual allowable costs, whichever is less. The estimated annual amount for each 12-month period is as follows:

1. $70,000 for July 1, 2026, through June 30, 2027;

1. $70,000 for July 1, 2027, through June 30, 2028; and

1. $70,000 for July 1, 2028, through June 30, 2029.

B. Allowable Costs and Usage During the term of this Contract, County shall pay Contractor monthly in arrears for the provision of Child and Family Team Childcare Services as described in the Compensation provision of the Scope of Work. No guarantee is given by County to Contractor regarding usage of this Contract. Contractor agrees to supply the services at the unit price specified in the Scope of Work, regardless of the number of clients provided by County.

C. Claims

1. Contractor shall submit monthly claims to be received by County no later than the 20th calendar day of the month for expenses incurred in the preceding month, except as detailed below in Subparagraph 20.C.4. In the event the 20th calendar day falls on a weekend or County holiday, Contractor shall submit the claim the next business day. County holidays include New Year’s Day, Martin Luther King Jr. Day, President Lincoln’s Birthday, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Native American Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving Day, and Christmas Day.

2. All claims must be submitted on a form approved by County. County may require Contractor to submit supporting source documents with the monthly claim, including, inter alia, a monthly statement of services, general ledgers, supporting journals, time sheets, invoices, canceled checks, receipts, and receiving records, some of which may be required to be copied. Source documents that Contractor must submit shall be determined by County and/or County's Auditor-Controller. Contractor shall retain all financial records in accordance with the Records, Inspections and Audits provisions of this Contract.

3. Payments should be released by County within a reasonable time period of approximately 30 days after receipt of a correctly completed claim form and required supporting documentation.

4. Year-End and Final Claims [Adjust due dates to account for weekend or holiday.]

a. During each County fiscal year, July 1 through June 30, covered under the term of this Contract, County may establish two billing periods (June 1st through June 15th and June 16th through June 30th) for the month of June which shall require Contractor submit separate invoice claims for each billing period. In the event County determines a need for two billing periods during any or all County fiscal years, County will provide written notification to Contractor by the 15th of May of each corresponding fiscal year, which will inform Contractor of applicable invoice claim deadlines.

b. Contractor shall submit a final claim for each County fiscal year, July 1 through June 30, covered under the term of this Contract, as stated in Paragraph 1, by no later than August 30th of each corresponding County fiscal year. Claims received after August 30th of each corresponding County fiscal year may, at County’s sole discretion, not be reimbursed. County may modify the date upon which the final claim per each County fiscal year must be received, upon written notice to Contractor.

c. The basis for final settlement shall be the actual allowable costs as defined in Title 48 CFR Section 31.2, incurred and paid by Contractor pursuant to this Contract; limited, however, to the maximum funding obligation of County. In the event that any overpayment has been made, County may offset the amount of the overpayment against the final payment. In the event overpayment exceeds the final payment, Contractor shall pay County all such sums within five business days of notice from County. Nothing herein shall be construed as limiting the remedies of County in the event an overpayment has been made.

OVERPAYMENTS

Any payment(s) made by County to Contractor in excess of that to which Contractor is entitled under this Contract shall be repaid to County, in accordance with any applicable regulations and/or policies in effect during the term of this Contract, or as established by County procedure. Any overpayments made by County which result from a payment by any other funding source shall be repaid, at the discretion of County, to County or the funding source. Unless earlier repaid, Contractor shall make repayment within 30 days after the date of the final audit findings report and prior to any administrative appeal process. In the event an overpayment owing by Contractor is collected from County by the funding source, then Contractor shall reimburse County within 30 days thereafter and prior to any administrative appeal process. Contractor agrees to pay all costs incurred by County necessary to enforce the provisions set forth in this Paragraph.

OUTSTANDING DEBT

Contractor shall have no outstanding debt with County, or shall be in the process of resolving outstanding debt to County’s satisfaction, prior to entering into and during the term of this Contract.

FINAL REPORT

Contractor shall complete and submit to County a final report within 60 days after the termination of this Contract, which shall summarize the activities and services provided by Contractor during the term of this Contract. Contractor and County may mutually agree to modify the date upon which the final report must be submitted. Any agreement must be in writing.

RECORDS, INSPECTIONS AND AUDITS

A. Financial Records

1. Contractor shall prepare and maintain accurate and complete financial records. Financial records shall be retained by Contractor for a minimum of five years from the date of final payment under this Contract, or until all pending County, State, and federal audits are completed, whichever is later.

2. Contractor shall establish and maintain reasonable accounting, internal control, and financial reporting standards in conformity with generally accepted accounting principles established by the American Institute of Certified Public Accountants and to the satisfaction of County.

B. Client Records

1. Contractor shall prepare and maintain accurate and complete records of clients served and dates and type of services provided under the terms of this Contract in a form acceptable to County.

2. Contractor shall keep all County data provided to Contractor during the term(s) of this Contract for a minimum of five years from the date of final payment under this Contract, or until all pending County, State, and federal audits are completed, whichever is later. These records shall be stored in Orange County, unless Contractor requests and County provides written approval for the right to store the records in another county. Notwithstanding anything to the contrary, upon termination of this Contract, Contractor shall relinquish control with respect to County data to County in accordance with the Termination provisions of this Contract.

3. County may refuse payment for a claim if client records are determined by County to be incomplete or inaccurate. In the event client records are determined to be incomplete or inaccurate after payment has been made, County may treat such payment as an overpayment within the provisions of this Contract.

C. Public Records

1. To the extent permissible under the law, all records, including, but not limited to, reports, audits, notices, claims, statements, and correspondence, required by this Contract, may be subject to public disclosure. County will not be liable for any such disclosure.

D. Inspections and Audits

1. The U.S. Department of Health and Human Services, Comptroller General of the United States, Director of CDSS, State Auditor-General, County, County’s Auditor-Controller and Internal Audit Department, or any of their authorized representatives, shall have access to any books, documents, papers, and records, including medical records, of Contractor which any of them may determine to be pertinent to this Contract. Further, all the above-mentioned persons have the right at all reasonable times to inspect or otherwise evaluate the work performed or being performed under this Contract and the premises in which it is being performed.

2. Contractor shall make its books and records available within the borders of Orange County within 10 days of receipt of written demand by County.

3. In the event Contractor does not make available its books and financial records within the borders of Orange County, Contractor agrees to pay all necessary and reasonable expenses incurred by County, or County’s designee, necessary to obtain Contractor’s books and records.

4. Contractor shall pay to County the full amount of County’s liability to the State or Federal Government or any agency thereof resulting from any disallowances or other audit exceptions to the extent that such liability is attributable to Contractor’s failure to perform under this Contract.

E. Evaluation Studies Contractor shall participate, as requested by County, in research and/or evaluative studies designed to show the effectiveness and/or efficiency of Contractor’s services or provide information about Contractor’s project.

PERSONNEL DISCLOSURE

A. This Paragraph applies to all of Contractor's personnel providing services through this Contract, paid and unpaid, including those identified in the Staffing section of this Contract (hereinafter referred to as “Personnel”).

B. Contractor shall make available to County a current list of all Personnel providing services hereunder, including résumés and job applications. Changes to the list will be immediately provided to County, in writing, along with a copy of a résumé and/or job application. The list shall include:

1. Names and dates of birth of all Personnel by title, whose direct services are required to provide the programs described herein;

2. A brief description of the functions of each position and the hours each person works each week, or for part-time Personnel, each day or month, as appropriate;

3. The professional degree, if applicable, and experience required for each position; and

4. The language skill, if applicable, for all Personnel.

C. Where authorized by law, and in a manner consistent with California Government Code Section 12952, Contractor shall require prospective Personnel to provide detailed information regarding the conviction of a crime, by any court, for offenses other than minor traffic offenses. Information discovered subsequent to the hiring or promotion of any prospective Personnel shall be cause for termination from the performance of services under this Contract.

D. Where authorized by law, Contractor shall conduct, at no cost to County, a clearance on the following public websites of the names and dates of birth for all Personnel who will have direct, interactive contact with clients served through this Contract: U.S. Department of Justice National Sex Offender Website (www.nsopw.gov) and Megan’s Law Sex Offender Registry (www.meganslaw.ca.gov).

E. Where authorized by law, Contractor shall conduct, at no cost to County, a criminal record background check on all Personnel who will have direct, interactive contact with clients served through this Contract. Background checks conducted through the California Department of Justice shall include a check of the California Central Child Abuse Index, when applicable. Candidates will satisfy background checks consistent with this Paragraph and their performance of services under this Contract.

F. Contractor shall ensure that clearances and background checks described above in Subparagraphs 25.D and 25.E are completed prior to Contractor’s Personnel providing services under this Contract.

G. In the event a record is revealed through the processes described in above Subparagraphs 25.D and 25.E, County will be available to consult with Contractor on appropriateness of Personnel providing services through this Contract.

H. Contractor warrants that all Personnel assigned by Contractor to provide services under this Contract have satisfactory past work records and/or reference checks indicating their ability to perform the required duties and accept the kind of responsibility anticipated under this Contract. Contractor shall maintain records of background investigations and reference checks undertaken and coordinated by Contractor for Personnel assigned to provide services under this Contract, for a minimum of five years from the date of final payment under this Contract, or until all pending County, State, and federal audits are completed, whichever is later, in compliance with all applicable laws.

I. Contractor shall immediately notify County concerning the arrest and/or subsequent conviction, for offenses, other than minor traffic offenses, of any Personnel performing services under this Contract, when such information becomes known to Contractor. County may determine whether such Personnel may continue to provide services under this Contract and shall provide notice of such determination to Contractor in writing. Contractor’s failure to comply with County’s decision shall be deemed a material breach of this Contract, pursuant to the Breach Sanctions section of this Contract.

J. County has the right to approve or disapprove all of Contractor’s Personnel performing work hereunder, and any proposed changes in Contractor’s Personnel.

K. County shall have the right to require Contractor to remove any Personnel from the performance of services under this Contract. At the request of County, Contractor shall immediately replace said Personnel.

L. Contractor shall notify County immediately when Personnel is terminated for cause from working on this Contract.

M. Disqualification, if any, of Contractor Personnel, pursuant to this Paragraph shall not relieve Contractor of its obligation to complete all work in accordance with the terms and conditions of this Contract.

EMPLOYMENT ELIGIBILITY VERIFICATION

As applicable, Contractor warrants that it fully complies with all federal and State statutes and regulations regarding the employment of aliens and others, and that all its employees performing work under this Contract meet the citizenship or alien status requirement set forth in federal statutes and regulations. Contractor shall obtain, from all employees performing work hereunder, all verification and other documentation of employment eligibility status required by federal or State statutes and regulations including, but not limited to, the Immigration Reform and Control Act of 1986, Title 8 USC Section 1324 et seq., as they currently exist and as they may be hereafter amended. Contractor shall retain all such documentation for all covered employees for the period prescribed by the law. Contractor shall indemnify, defend with counsel approved in writing by County, and hold harmless, County, and its agents, officers and employees from employer sanctions and any other liability which may be assessed against Contractor or County or both in connection with any alleged violation of any federal or State statutes or regulations pertaining to the eligibility for employment of any persons performing work under this Contract.

CHILD AND DEPENDENT ADULT/ELDER ABUSE REPORTING

Contractor shall establish a procedure acceptable to County to ensure that all employees, agents, subcontractors, and all other individuals performing services under this Contract report child abuse or neglect to one of the agencies specified in Penal Code Section 11165.9 and dependent adult or elder abuse as defined in Section 15610.07 of the WIC to one of the agencies specified in WIC Section 15630. Contractor shall require such employees, agents, subcontractors, and all other individuals performing services under this Contract to sign a statement acknowledging the child abuse reporting requirements set forth in Sections 11166 and 11166.05 of the Penal Code and the dependent adult and elder abuse reporting requirements, as set forth in Section 15630 of the WIC, and shall comply with the provisions of these code sections, as they now exist or as they may hereafter be amended.

NOTICE TO EMPLOYEES REGARDING THE SAFELY SURRENDERED BABY LAW

Contractor shall notify and provide to its employees, a fact sheet regarding the Safely Surrendered Baby Law, its implementation in Orange County, and where and how to safely surrender a baby. The fact sheet is available on the Internet at www.babysafe.ca.gov for printing purposes. The information shall be posted in all reception areas where clients are served.

CONFIDENTIALITY

A. Contractor agrees to maintain the confidentiality of its records pursuant to WIC Sections 827 and 10850-10853, the CDSS MPP, Division 19-000, and all other provisions of law, and regulations promulgated thereunder relating to privacy and confidentiality, as each may now exist or be hereafter amended.

B. All records and information concerning any and all persons referred to Contractor by County or County’s designee shall be considered and kept confidential by Contractor and Contractor’s employees, agents, subcontractors, and all other individuals performing services under this Contract. Contractor shall require all of its employees, agents, subcontractors, and all other individuals performing services under this Contract to sign an agreement with Contractor before commencing the provision of any such services, agreeing to maintain confidentiality pursuant to State and federal law and the terms of this Contract.

C. Contractor shall inform all of its employees, agents, subcontractors, and all other individuals performing services under this Contract of this provision and that any person violating the provisions of said California state law may be guilty of a crime.

D. Contractor agrees that any and all subcontracts entered into shall be subject to the confidentiality requirements of this Contract.

E. Contractor agrees to maintain the confidentiality of its records with respect to…