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Agreement - Youth Alliance - Contract No. 24PD1294 - SCRJYDP Coordinator Position - Signed 2023-12-01City of Gilroy Agreement/Contract Tracking Today’s Date: December 5, 2023 Your Name: Trish Vigil Contract Type: Services over $5k - Consultant Phone Number: 846-0316 Contract Effective Date: (Date contract goes into effect) 12/1/2023 Contract Expiration Date: 12/31/2025 Contractor / Consultant Name: (if an individual’s name, format as last name, first name) Youth Alliance Contract Subject: (no more than 100 characters) SCRJYDP Coordinator Position Contract Amount: (Total Amount of contract. If no amount, leave blank) 300744 By submitting this form, I confirm this information is complete: Date of Contract Contractor/Consultant name and complete address Terms of the agreement (start date, completion date or “until project completion”, cap of compensation to be paid) Scope of Services, Terms of Payment, Milestone Schedule and exhibit(s) attached Taxpayer ID or Social Security # and Contractors License # if applicable Contractor/Consultant signer’s name and title City Administrator or Department Head Name, City Clerk (Attest), City Attorney (Approved as to Form) Routing Steps for Electronic Signature Risk Manager City Attorney Approval As to Form City Administrator or Department Head City Clerk Attestation DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -1- 4835-2267-0361v1 LAC\04706083 AGREEMENT FOR SERVICES (For contracts over $5,000 - CONSULTANT) This AGREEMENT made this 1st day of December, 2023, between: CITY: City of Gilroy, having a principal place of business at 7351 Rosanna Street, Gilroy, California and CONSULTANT: Youth Alliance, having a principal place of business at 7598 Monterey Hwy, Suite 150, Gilroy CA 95020 and MAILING/Communication address is: PO Box 1291 Hollister CA 95024. ARTICLE 1. TERM OF AGREEMENT This Agreement will become effective on December 1, 2023 and will continue in effect through December 31, 2025 unless terminated in accordance with the provisions of Article 7 of this Agreement. Any lapse in insurance coverage as required by Article 5, Section D of this Agreement shall terminate this Agreement regardless of any other provision stated herein. ______ Initial ARTICLE 2. INDEPENDENT CONTRACTOR STATUS It is the express intention of the parties that CONSULTANT is an independent contractor and not an employee, agent, joint venturer or partner of CITY. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between CITY and CONSULTANT or any employee or agent of CONSULTANT. Both parties acknowledge that CONSULTANT is not an employee for state or federal tax purposes. CONSULTANT shall not be entitled to any of the rights or benefits afforded to CITY’S employees, including, without limitation, disability or unemployment insurance, workers’ compensation, medical insurance, sick leave, retirement benefits or any other employment benefits. CONSULTANT shall retain the right to perform services for others during the term of this Agreement. ARTICLE 3. SERVICES TO BE PERFORMED BY CONSULTANT A. Specific Services CONSULTANT agrees to: Perform the services as outlined in Exhibit “A” (“Specific Provisions”) and Exhibit “B” (“Scope of Services”), within the time periods described in Exhibit “C” (“Milestone Schedule”). DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -2- 4835-2267-0361v1 LAC\04706083 B. Method of Performing Services CONSULTANT shall determine the method, details and means of performing the above-described services. CITY shall have no right to, and shall not, control the manner or determine the method of accomplishing CONSULTANT’S services. C. Employment of Assistants CONSULTANT may, at the CONSULTANT’S own expense, employ such assistants as CONSULTANT deems necessary to perform the services required of CONSULTANT by this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 below. CITY may not control, direct, or supervise CONSULTANT’S assistants in the performance of those services. CONSULTANT assumes full and sole responsibility for the payment of all compensation and expenses of these assistants and for all state and fe deral income tax, unemployment insurance, Social Security, disability insurance and other applicable withholding. D. Place of Work CONSULTANT shall perform the services required by this Agreement at any place or location and at such times as CONSULTANT shall determine is necessary to properly and timely perform CONSULTANT’S services. ARTICLE 4. COMPENSATION A. Consideration In consideration for the services to be performed by CONSULTANT, CITY agrees to pay CONSULTANT the amounts set forth in Exhibit “D” (“Payment Schedule”). In no event however shall the total compensation paid to CONSULTANT exceed $300,744. B. Invoices CONSULTANT shall submit invoices for all services rendered. C. Payment Payment shall be due according to the payment schedule set forth in Exhibit “D”. No payment will be made unless CONSULTANT has first provided City with a written receipt of invoice describing the work performed during the preceding period. If CITY objects to all or any portion of any invoice, CITY shall notify CONSULTANT of the objection within thirty (30) days from receipt of the invoice, give reasons for the objection, and pay that portion of the invoice not in dispute. It shall not constitute a default or breach of this Agreement for CITY not to pay any invoiced amounts to which it has objected until the objection has been resolved by mutual agreement of the parties. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -3- 4835-2267-0361v1 LAC\04706083 D. Expenses CONSULTANT shall be responsible for all costs and expenses incident to the performance of services for CITY, including but not limited to, all costs of equipment used or provided by CONSULTANT, all fees, fines, licenses, bonds or taxes required of or impos ed against CONSULTANT and all other of CONSULTANT’S costs of doing business. ARTICLE 5. OBLIGATIONS OF CONSULTANT A. Tools and Instrumentalities CONSULTANT shall supply all tools and instrumentalities required to perform the services under this Agreement at its sole cost and expense. CONSULTANT is not required to purchase or rent any tools, equipment or services from CITY. B. Workers’ Compensation CONSULTANT agrees to provide workers’ compensation insurance for CONSULTANT’S employees and agents and agrees to hold harmless, defend with counsel acceptable to CITY and indemnify CITY, its officers, representatives, agents and employees from and against any and all claims, suits, damages, costs, fees, demands, causes of action, losses, liabilities and expenses, including without limitation reasonable attorneys’ fees, arising out of any injury, disability, or death of any of CONSULTANT’S employees. C. Indemnification of Liability, Duty to Defend 1. As to professional liability, to the fullest extent permitted by law, CONSULTANT shall defend, through counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys’ fees, to the extent arising or resulting directly or indirectly from any willful or negligent acts, errors or omissions of CONSULTANT or CONSULTANT’S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. 2. As to other liability, to the fullest extent permitted by law, CONSULTANT shall defend, through counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys’ fees, arising or resulting directly or indirectly from any act or omission of CONSULTANT or CONSULTANT’S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. D. Insurance In addition to any other obligations under this Agreement, CONSULTANT shall, at no cost to CITY, obtain and maintain throughout the term of this Agreement: (a) Commercial Liability DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -4- 4835-2267-0361v1 LAC\04706083 Insurance on a per occurrence basis, including coverage for owned and non-owned automobiles, with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof; and (b) Professional Liability Insurance (Errors & Omissions) with a minimum coverage of $1,000,000 per occurrence or claim, and $2,000,000 aggregate; provided however, Professional Liability Insurance written on a claims made basis must comply with the requirements set forth below. Professional Liability Insurance written on a claims made basis (including without limitation the initial policy obtained and all subsequent policies purchased as renewals o r replacements) must show the retroactive date, and the retroactive date must be before the earlier of the effective date of the contract or the beginning of the contract work. Claims made Professional Liability Insurance must be maintained, and written evidence of insurance must be provided, for at least five (5) years after the completion of the contract work. If claims made coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the earlier of the effective date of the contract or the beginning of the contract work, CONSULTANT must purchase so called “extended reporting” or “tail” coverage for a minimum of five (5) years after completion of work, which must also show a retroactive date that is before the earlier of the effective date of the contract or the beginning of the contract work. As a condition precedent to CITY’S obligations under this Agreement, CONSULTANT shall furnish written evidence of such coverage (naming CITY, its officers and employees as additional insureds on the Comprehensive Liability insurance policy referred to in (a) immediately above via a specific endorsement) and requiring thirty (30) days written notice of policy lapse or cancellation, or of a material change in policy terms. E. Assignment Notwithstanding any other provision of this Agreement, neither this Agreement nor any duties or obligations of CONSULTANT under this Agreement may be assigned or subcontracted by CONSULTANT without the prior written consent of CITY, which CITY may withhold in its sole and absolute discretion. F. State and Federal Taxes As CONSULTANT is not CITY’S employee, CONSULTANT shall be responsible for paying all required state and federal taxes. Without limiting the foregoing, CONSULTANT acknowledges and agrees that: • CITY will not withhold FICA (Social Security) from CONSULTANT’S payments; • CITY will not make state or federal unemployment insurance contributions on CONSULTANT’S behalf; • CITY will not withhold state or federal income tax from payment to CONSULTANT; • CITY will not make disability insurance contributions on behalf of CONSULTANT; • CITY will not obtain workers’ compensation insurance on behalf of CONSULTANT. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -5- 4835-2267-0361v1 LAC\04706083 ARTICLE 6. OBLIGATIONS OF CITY A. Cooperation of City CITY agrees to respond to all reasonable requests of CONSULTANT and provide access, at reasonable times following receipt by CITY of reasonable notice, to all documents reasonably necessary to the performance of CONSULTANT’S duties under this Agreement. B. Assignment CITY may assign this Agreement or any duties or obligations thereunder to a successor governmental entity without the consent of CONSULTANT. Such assignment shall not release CONSULTANT from any of CONSULTANT’S duties or obligations under this Agreement. ARTICLE 7. TERMINATION OF AGREEMENT A. Sale of Consultant’s Business/ Death of Consultant. CONSULTANT shall notify CITY of the proposed sale of CONSULTANT’s business no later than thirty (30) days prior to any such sale. CITY shall have the option of terminating this Agreement within thirty (30) days after receiving such notice of sale. Any su ch CITY termination pursuant to this Article 7.A shall be in writing and sent to the address for notices to CONSULTANT set forth in Exhibit A, Subsection V.H., no later than thirty (30) days after CITY’ receipt of such notice of sale. If CONSULTANT is an individual, this Agreement shall be deemed automatically terminated upon death of CONSULTANT. B. Termination by City for Default of Consultant Should CONSULTANT default in the performance of this Agreement or materially breach any of its provisions, CITY, at CITY’S option, may terminate this Agreement by giving written notification to CONSULTANT. For the purposes of this section, material breach of this Agreement shall include, but not be limited to the following: 1. CONSULTANT’S failure to professionally and/or timely perform any of the services contemplated by this Agreement. 2. CONSULTANT’S breach of any of its representations, warranties or covenants contained in this Agreement. CONSULTANT shall be entitled to payment only for work completed in accordance with the terms of this Agreement through the date of the termination notice, as reasonably determined by CITY, provided that such payment shall not exceed the amounts set forth in this Agreement for the tasks described on Exhibit C” which have been fully, competently and timely rendered by CONSULTANT. Notwithstanding the foregoing, if CITY terminates this Agreement due to CONSULTANT’S default in the performance of this Agreement or material breach by CONSULTANT of any of its provisions, then in addition to any other rights and remedies CITY DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -6- 4835-2267-0361v1 LAC\04706083 may have, CONSULTANT shall reimburse CITY, within ten (10) days after demand, for any and all costs and expenses incurred by CITY in order to complete the tasks constituting the scope of work as described in this Agreement, to the extent such costs and expenses exceed the amounts CITY would have been obligated to pay CONSULTANT for the performance of that task pursuant to this Agreement. C. Termination for Failure to Make Agreed-Upon Payments Should CITY fail to pay CONSULTANT all or any part of the compensation set forth in Article 4 of this Agreement on the date due, then if and only if such nonpayment constitutes a default under this Agreement, CONSULTANT, at the CONSULTANT’S option, may terminate this Agreement if such default is not remedied by CITY within thirty (30) days after demand for such payment is given by CONSULTANT to CITY. D. Transition after Termination Upon termination, CONSULTANT shall immediately stop work, unless cessation could potentially cause any damage or harm to person or property, in which case CONSULTANT shall cease such work as soon as it is safe to do so. CONSULTANT shall incur no further expenses in connection with this Agreement. CONSULTANT shall promptly deliver to CITY all work done toward completion of the services required hereunder, and shall act in such a manner as to facilitate any the assumption of CONSULTANT’s duties by any new consultant hired by the CITY to complete such services. ARTICLE 8. GENERAL PROVISIONS A. Amendment & Modification No amendments, modifications, alterations or changes to the terms of this Agreement shall be effective unless and until made in a writing signed by both parties hereto. B. Americans with Disabilities Act of 1990 Throughout the term of this Agreement, the CONSULTANT shall comply fully with all applicable provisions of the Americans with Disabilities Act of 1990 (“the Act”) in its current form and as it may be amended from time to time. CONSULTANT shall also requir e such compliance of all subcontractors performing work under this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 above. The CONSULTANT shall defend with counsel acceptable to CITY, indemnify and hold harmless the CITY OF GILROY, its officers, employees, agents and representatives from and against all suits, claims, demands, damages, costs, causes of action, losses, liabilities, expenses and fees, including without limitation reasonable attorneys’ fees, that may arise out of any violations of the Act by the CONSULTANT, its subcontractors, or the officers, employees, agents or representatives of either. C. Attorneys’ Fees If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -7- 4835-2267-0361v1 LAC\04706083 attorneys’ fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. D. Captions The captions and headings of the various sections, paragraphs and subparagraphs of the Agreement are for convenience only and shall not be considered nor referred to for resolving questions of interpretation. E. Compliance with Laws The CONSULTANT shall keep itself informed of all State and National laws and all municipal ordinances and regulations of the CITY which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Without limiting the foregoing, CONSULTANT agrees to observe the provisions of the Municipal Code of the CITY OF GILROY, obligating every contractor or subcontractor under a contract or subcontract to the CITY OF GILROY for public works or for goods or services to refrain from discriminatory employment or subcontracting practices on the basis of the race, color, sex, religious creed, national origin, ancestry of any employee, applicant for employment, or any potential subcontractor. F. Conflict of Interest CONSULTANT certifies that to the best of its knowledge, no CITY employee or office of any public agency interested in this Agreement has any pecuniary interest in the business of CONSULTANT and that no person associated with CONSULTANT has any interest tha t would constitute a conflict of interest in any manner or degree as to the execution or performance of this Agreement. G. Entire Agreement This Agreement supersedes any and all prior agreements, whether oral or written, between the parties hereto with respect to the rendering of services by CONSULTANT for CITY and contains all the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding. No other agreements or conversation with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Such other agreements or conve rsations shall be considered as unofficial information and in no way binding upon CITY. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -8- 4835-2267-0361v1 LAC\04706083 H. Governing Law and Venue This Agreement shall be governed by and construed in accordance with the laws of the State of California without regard to the conflict of laws provisions of any jurisdiction. The exclusive jurisdiction and venue with respect to any and all disputes arising hereunder shall be in state and federal courts located in Santa Clara County, California. I. Notices Any notice to be given hereunder by either party to the other may be effected either by personal delivery in writing or by mail, registered or certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties at th e addresses appearing in Exhibit “A”, Section V.H. but each party may change the address by written notice in accordance with this paragraph. Notices delivered personally will be deemed delivered as of actual receipt; mailed notices will be deemed delivered as of three (3) days after mailing. J. Partial Invalidity If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way. K. Time of the Essence All dates and times referred to in this Agreement are of the essence. L. Waiver CONSULTANT agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Executed at Gilroy, California, on the date and year first above written. CONSULTANT: CITY: Youth Alliance CITY OF GILROY By: By: Name: Diane Ortiz Name: Jimmy Forbis Title: CEO Title: Administator, City of Gilroy Social Security or Taxpayer Identification Number 770377245 DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -9- 4835-2267-0361v1 LAC\04706083 Approved as to Form ATTEST: City Attorney City Clerk DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -1- 4835-2267-0361v1 LAC\04706083 EXHIBIT “A” SPECIFIC PROVISIONS I. PROJECT MANAGER CONSULTANT shall provide the services indicated on the attached Exhibit “B”, Scope of Services (“Services”). (All exhibits referenced are incorporated herein by reference.) To accomplish that end, CONSULTANT agrees to assign Rene Casas, who will act in the capacity of Project Manager, and who will personally direct such Services. Except as may be specified elsewhere in this Agreement, CONSULTANT shall furnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to complete the Services in accordance with the terms of this Agreement. II. NOTICE TO PROCEED/COMPLETION OF SERVICE A. NOTICE TO PROCEED CONSULTANT shall commence the Services upon delivery to CONSULTANT of a written “Notice to Proceed”, which Notice to Proceed shall be in the form of a written communication from designated City contact person(s). Notice to Proceed may be in the form of e-mail, fax or letter authorizing commencement of the Services. For purposes of this Agreement, Sandra Cruz, South County Youth Task Force Coordinator shall be the designated City contact person(s). Notice to Proceed shall be deemed to have been delivered upon actual receipt by CONSULTANT or if otherwise delivered as provided in the Section V.H. (“Notices”) of this Exhibit “A”. B. COMPLETION OF SERVICES When CITY determines that CONSULTANT has completed all of the Services in accordance with the terms of this Agreement, CITY shall give CONSULTANT written Notice of Final Acceptance, and CONSULTANT shall not incur any further costs hereunder. CONSULTANT ma y request this determination of completion when, in its opinion, it has completed all of the Services as required by the terms of this Agreement and, if so requested, CITY shall make this determination within two (2) weeks of such request, or if CITY deter mines that CONSULTANT has not completed all of such Services as required by this Agreement, CITY shall so inform CONSULTANT within this two (2) week period. III. PROGRESS SCHEDULE The schedule for performance and completion of the Services will be as set forth in the attached Exhibit “C”. IV. PAYMENT OF FEES AND DIRECT EXPENSES Payments shall be made to CONSULTANT as provided for in Article 4 of this Agreement. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -2- 4835-2267-0361v1 LAC\04706083 Copies of pertinent financial records, including invoices, will be included with the submission of billing(s) for all direct expenses. V. OTHER PROVISIONS A. STANDARD OF WORKMANSHIP CONSULTANT represents and warrants that it has the qualifications, skills and licenses necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and CITY expressly relies upon CONSULTANT’S representations and warranties regarding its skills, qualifications and licenses. CONSULTANT shall perform such Services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Any plans, designs, specifications, estimates, calculations, reports and other documents furnished under this Agreement shall be of a quality acceptable to CITY. The minimum criteria for acceptance shall be a product of neat appearance, well-organized, technically and grammatically correct, checked and having the maker and checker identified. The minimum standard of appearance, organization and content of the drawings shall be that used by CITY for similar purposes. B. RESPONSIBILITY OF CONSULTANT CONSULTANT shall be responsible for the professional quality, technical accuracy, and the coordination of the Services furnished by it under this Agreement. CONSULTANT shall not be responsible for the accuracy of any project or technical information provided by the CITY. The CITY’S review, acceptance or payment for any of the Services shall not be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement, and CONSULTANT shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONSULTANT’S negligent performance of any of the services furnished under this Agreement. C. RIGHT OF CITY TO INSPECT RECORDS OF CONSULTANT CITY, through its authorized employees, representatives or agents, shall have the right, at any and all reasonable times, to audit the books and records (including, but not limited to, invoices, vouchers, canceled checks, time cards, etc.) of CONSULTANT fo r the purpose of verifying any and all charges made by CONSULTANT in connection with this Agreement. CONSULTANT shall maintain for a minimum period of three (3) years (from the date of final payment to CONSULTANT), or for any longer period required by law, sufficient books and records in accordance with standard California accounting practices to establish the correctness of all charges submitted to CITY by CONSULTANT, all of which shall be made available to CITY at the CITY’s offices within five (5) business days after CITY’s request. D. CONFIDENTIALITY OF MATERIAL All ideas, memoranda, specifications, plans, manufacturing procedures, data (including, but not limited to, computer data and source code), drawings, descriptions, documents, discussions or DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -3- 4835-2267-0361v1 LAC\04706083 other information developed or received by or for CONSULTANT and all other written and oral information developed or received by or for CONSULTANT and all other written and oral information submitted to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT and shall not, without the prior written consent of CITY, be used for any purposes other than the performance of the Services, nor be disclosed to an entity not connected with the performance of the such Services. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is or becomes generally known to the related industry (other than that which becomes generally known as the result of CONSULTANT’S disclosure thereof) shall be deemed conf idential. CONSULTANT shall not use CITY’S name or insignia, or distribute publicity pertaining to the services rendered under this Agreement in any magazine, trade paper, newspaper or other medium without the express written consent of CITY. E. NO PLEDGING OF CITY’S CREDIT. Under no circumstances shall CONSULTANT have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY. F. OWNERSHIP OF MATERIAL. All material including, but not limited to, computer information, data and source code, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared (or caused to be prepared) under this Agreement shall be the property of CITY, but CONSULTANT may retain and use copies thereof subject to Section V.D of this Exhibit “A”. CITY shall not be limited in any way in its use of said material at any time for any work, whether or not associated with the City project for which the Services are performed. However, CONSULTANT shall not be responsible for, and City shall indemnify CON SULTANT from, damages resulting from the use of said material for work other than PROJECT, including, but not limited to, the release of this material to third parties for work other than on PROJECT. G. NO THIRD PARTY BENEFICIARY. This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties, and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever. H. NOTICES. Notices are to be sent as follows: CITY: Sandra Cruz, SCYTF Coordinator City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -4- 4835-2267-0361v1 LAC\04706083 CONSULTANT: Diane Ortiz, CEO The Hollister Youth Alliance (DBA The Youth Alliance) PO Box 1291 Hollister, CA 95024 I. FEDERAL FUNDING REQUIREMENTS. If the box to the left of this sentence is checked, this Agreement involves federal funding and the requirements of this Section V.I. apply. If the box to the left of this sentence is checked, this Agreement does not involve federal funding and the requirements of this Section V.I. do not apply. 1. DBE Program CONSULTANT shall comply with the requirements of Title 49, Part 26, Code of Federal Regulations (49 CFR 26) and the City-adopted Disadvantaged Business Enterprise programs. 2. Cost Principles Federal Acquisition Regulations in Title 48, CFR 31, shall be used to determine the allowable cost for individual items. 3. Covenant against Contingent Fees The CONSULTANT warrants that he/she has not employed or retained any company or person, other than a bona fide employee working for the CONSULTANT, to solicit or secure this Agreement, and that he/she has not paid or agreed to pay any company or person, ot her than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or formation of this Agreement. For breach or violation of this warranty, the Local Agency shall have the right to annul this Agreement without liability or, at its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -1- 4835-2267-0361v1 LAC\04706083 EXHIBIT “B” SCOPE OF SERVICES CONSULTANT Youth Alliance shall perform the following services and duties that pertain to the Diversion Program Coordinator (DPC) position for the Project II THRIVE (Transformation and Hope, Resiliency, Integrity, Voice & Engagement) South County Restorative Justice Youth Diversion Program (RJYDP), a programmatic initiative which aims to support youth and families through a restorative justice framework while improving public and youth safety by reducing youth-led citation and violence within South Santa Clara County. This is a ful l-time position under the State of California Title II Grant for three (3) calendar years beginning January 1, 2023 to December 31, 2025. This Full Time DPC position runs from December 1, 2023 to December 31, 2025. All invoices and services to be rendered by December 31, 2025. PROGRAM REVIEW: The Project II THRIVE RJYDP provides an opportunity for South Santa Clara County youth who engage in alleged harmful or citable conduct to come together with impacted community members and collectively address the incident as a circle, whil e supporting and respecting youth as valuable community members. Completion of the voluntary program diverts youth away from the Juvenile Justice System by striving to decrease historical and systematic inequities and barriers by removing the citation. Th is program is also meant to provide local supports that youth and families feel they need to heal and thrive, while shifting the law enforcement and juvenile justice system away from first time citations of specific offenses. Based on Restorative Justice (RJ) framework, RJYDP operates through a trauma-informed lens and seeks to address root causes of harmful behaviors through program milestones. Youth voice alongside local community will create solutions needed to cultivate po sitive opportunities and pathways. By way of the Title II grant funded, the pilot program will expand the number of youth/ families served and expand referring agency capacity. CONSULTANT Youth Alliance shall complete the following services: 1. WORK ACTIVITIES: As a full-time DPC, the CONSULTANT will fulfill all coordination and logistical roles of the RJYDP program, to include but not limited to: a. Overseeing, coordinating, and supporting youth referrals and referral processing from acceptance to program completion, and this includes preparing youth and their support systems for the Restorative Justice (RJ) Circle. b. Facilitating communication and troubleshooting conflicts with program members and agencies. c. Communicating regularly with all Program partners and ensuring timely delivery of information. d. Facilitating a monthly collaborative meeting with team members. e. Following the South County RJYDP Guide and practices developed and ensuring team members and program participants also follow practices to program model fidelity. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -2- 4835-2267-0361v1 LAC\04706083 f. Will oversee approximately 50+ new youth referrals annually along with maintaining and closing currently open cases. g. Offer on-going support to all youth referred and who want to participate in the diversion program and ensuring the referred agency is actively engaged with them. On -going support may also include supporting youth referrals with aftercare supports and services after program completion. h. Ensuring all youth who agree to participate in the program, complete an intake interview/assessment with a CBO within two weeks of the CBO receiving the referral. i. Connecting youth and family with a referral agency and assisting youth with completing their Restorative Agreement (RA) through check-ins (phone-calls, in-person visits (home or school or public place), referrals, or in any way that is appropriate for the specific youth. j. Conducting youth referral entrance and exit surveys. k. Preparing and ensuring all youth and their support systems who participate in a RJ Circle receive proper explanation, guidance and preparation so they feel safe for their circle. l. Preparing and ensuring all RJ Circle participants, including person(s) harmed and their support systems who participate in a Circle, receive proper explanation, guidance and preparation so they feel safe and prepared for their circle. m. Coordinating and participating (which may include facilitating as Circle Keeper) in one to four Restorative Justice Circles per month, ensuring the proper personnel to be present (i.e. Circle Keeper, family, youth supporters, community members, school personnel, etc.) n. Ensuring the Restorative Conferencing Circles adhere to restorative justice and restorative practices, for example, those practices outlined by International Institute for Restorative Practices. o. Making referrals to local agencies for evidence-based and pro-social programs based on assessment, intake interview and needs identified through the restorative circle and/or needs identified by DPC or RJYDP partners. p. Making referrals or linking to community, local, county or state assets and resources as needed. q. Overseeing, coordinating, and tracking the restitution process for youth where restitution is a part of a Restorative Agreement (which is created by a RJ Circle). r. Coordination of trainings for team members, volunteers, local schools, program graduates and anyone who participates or wants to participate in the RJYDP. s. Working with local cities and justice partners to ensure review of all citations to determine eligibility for referral to the Diversion Program. t. Attending necessary RJYDP and related meetings and activities as they arise, which may occur outside of traditional 8:00 a.m. to 5:00 p.m., Monday through Friday work hours. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -3- 4835-2267-0361v1 LAC\04706083 u. Completing and submitting monthly service delivery calendars to help maximize collaborative efforts with all SCYTF and RJYDP partners, documenting services being offered. v. Working with Program Evaluators, the City and the Data Collection Team to complete the grant's Local Evaluation Plan, quarterly dashboards and the Final Evaluation Report by December 31, 2025. w. Attending trainings or presentations to stay current on Restorative Justice and Restorative Practices, trauma informed care, mandated reporting, and other trainings that fit within the scope, supports, and services of RJYDP. x. Recruiting ongoing program volunteers, tracking fingerprinting clearance and onboarding volunteers. Creating and maintaining a data base of volunteers, potential volunteers and agencies that have been trained in various Restorative Justice frameworks. y. Planning and coordinating a regional South County restorative justice symposium and inviting local and regional practitioners, interested community partners, including former graduates of RJYDP, to share stories and increase their understanding of Restorative practices and RJ practices. z. Upon request by SCYTF, conducting outreach or engagement activities with youth and families for the Diversion Program in Morgan Hill, San Martin, and Gilroy as appropriate and/or available. Outreach or engagement activities is interpreted broadly and can include, but is not limited to, tabling at events, attending meetings, participating in pro -social activities; having conversations with youth, community members, volunteers, agencies and government entities, and others that seek to promote or encourage participation in the Diversion Program, and leading or engaging in any activity, in community or school, that seeks to promote, encourage participation and educate others in the Diversion Program. aa. Participating in the monthly SCYTF Technical Team meetings and SCYTF Multi-Disciplinary Team (MDT) meetings. 2. DATA COLLECTION: The CONSULTANT will complete the following data-related services: a. Maintain forms to help with data tracking, to include Excel Data Tracker or similar tracker, sign- in sheets to track participation, Units of Service Workbook and complete monthly and quarterly BSCC reporting templates (excel BSCC Program Activity Report (PAR) and word document BSCC Program Narrative Report) and any additional reporting necessary for program evaluation. Required reporting data and submit it to the City of Gilroy (City) by the 10th day of the follwing quarter of services. b. The CONSULTANT will maintain a Performance Activity Report (PAR) to collect and track youth demographics and progress through the RJYDP with client demographic that BSCC requests, such as: first and last name initials; date of birth; age; start and end dat e for services given, gender (male/female/Agender/Bigender/Cisgender/Non-Binary); Offender Status (at-risk population- no prior offense; first-time offenders; repeat offenders; status offenders; violent offenders); other factors (mental health; pregnant; substance abuse; truant/dropout); project cost per youth; zip code of youth served, ethnicity of youth served, and hours of service per youth by DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -4- 4835-2267-0361v1 LAC\04706083 activity type, and the CONSULTANT will need to provide the following project youth demographics (using tracking tools and documentation provided by CITY). c. The CONSULTANT will maintain Project Assessment data, within the Units of Service Workbook, to include: Number of project youth served; Number and percent of program youth who offend or reoffend; Number and percent of program youth completing program requ irements; Number and percent of program youth exhibiting a desired change in targeted behaviors: substance abuse; school attendance; gangs; employment status; Number and percent of program youth charged with formal probation violations; Average length of time between intake and referral for program youth; Number and percent of program youth who are re-victimized or citated for similar offense and Number and percent of families/youth/victims/staff satisfied with the project. d. CONSULTANT will complete a quarterly narrative (template provided by CITY). 3. PROJECT BOOKS AND RECORDS: The CONSULTANT shall establish an official file for the project. The file shall contain adequate documentation of all actions taken with respect to the project, including copies of this Agreement, approved program/budget modifications, financial records, programmatic information and required reports. These records shall be maintained for a minimum of three (3) years after the acceptance of the final grant project audit under the Grant Agreement and shall be subject to examination and/or audit by CITY, BSCC or designees, state government auditors or designees, or by federal government auditors or designees. a. The CONSULTANT will maintain adequate fiscal and project books, records, documents, and other evidence pertinent to the work on the project in accordance with generally accepted accounting principles. Adequate supporting documentation shall be maintained i n such detail so as to permit tracing transactions from the invoices and payments to the accounting records, to the supporting documentation. b. The CONSULTANT shall establish separate accounting records and maintain documents and other evidence sufficient to properly reflect the amount, receipt, and disposition of all program funds, including grant funds and any matching funds by CONSULTANT. Source documentatio n to be kept and filed includes copies of all approved modifications, financial records, and progress reports. c.Personnel and payroll records shall include the time and attendance reports for all individuals reimbursed under the Title II grant, whether they are employed full -time or part-time, and submitted along with Invoice and Reports to the City. d. The CONSULTANT shall maintain documentation of donated goods and/or services, including the basis for valuation. e. The CONSULTANT agrees to protect records adequately from fire or other damage. When records are stored away from the CONSULTANT’s principal office, a written index of the location of records stored must be on hand and ready access must be assured. f. Access to Books and Records: The CONSULTANT will make such books, records, supporting documentations, and other evidence available to the City and BSCC or designee, the State Controller’s Office, the Department of General Services, the Department of Financ e, California DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -5- 4835-2267-0361v1 LAC\04706083 State Auditor, and their designated representatives during the course of the project and for a minimum of three (3) years after acceptance of the final grant project audit. The Subcontractor shall provide suitable facilities for access, monitoring, inspection, and copying of books and records related to the grant-funded project. g. All CONSULTANT records relevant to the program must be preserved a minimum of three (3) years after closeout of the grant project and shall be subject at all reasonable times to inspection, examination, monitoring, copying, excerpting, transcribing, and au diting by the BSCC or designees. If any litigation, claim, negotiation, audit, or other action involving the records has been started before the expiration of the three (3) year period, the records must be retained until the completion of the action and resolution of all issues which arise from it or until the end of the regular three (3) year period, whichever is later. 4. AUDIT: The CONSULTANT must be prepared to complete an annual audit by the BSCC for each fiscal year/audit period, or fraction thereof, for the entire three-year grant cycle. a. CONSULTANT agrees that the CITY, the awarding department of BSCC, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement. CONSULTANT agrees to maintain such records for possible audit for a minimum of three (3) years after final payment unless a longer period of records retention is stipulated. CONSULTANT agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, CONSULTANT agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896). 5. CONSULTANT’S GENERAL RESPONSIBILITY: The CONSULTANT agrees to comply with all terms and conditions of this Service Agreement. a. The CONSULTANT is responsible for the performance of all project activities identified in this Scope of Work. b. The CONSULTANT shall immediately advise the City of any significant problems or changes that arise during the course of the project through the quarterly Narrative Report and via monthly check-in meetings. 6. MODIFICATIONS: No change or modification in the project will be permitted without prior written approval from the BSCC, and therefore the City. The City will request changes to BSCC and communicate to the CONSULTANT. Request for changes may include mod ification to project scope, changes to performance measures, compliance with collection of data elements, and other significant changes in the budget or program components contained in this Service Agreement which is based on the Application for Funding the City submitted to BSCC. Changes shall not be implemented by the project until authorized by the BSCC and the City will authorize the CONSULTANT when those changes can or cannot be implemented. 7. REQUIREMENT TO REPORT POTENTIALLY DUPLICATIVE FUNDING: If The CONSULTANT currently has other active awards of local or federal funds, or if the DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -6- 4835-2267-0361v1 LAC\04706083 CONSULTANT receives any other award of local or federal funds during the period of performance for this award, the CONSULTANT promptly must determine whether funds from any of those other local or federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the City in writing of the potential duplication, and, if so requested by the City, must seek a budget-modification or change-of-project-scope grant adjustment notice (GAN) to eliminate any inappropriate duplication of funding. 8. TERMINATION FOR CAUSE: The City may terminate the Service Agreement and be relieved of any payments should the CONSULTANT fail to perform the requirements of this Service Agreement at the time and in the manner herein provided. In the event of such termination the City may proceed with the work in any manner deemed proper by the City, as per notification by the State. All costs to the City shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand. 9. NON-DISCRIMINATION CLAUSE: During the performance of this Service Agreement, the CONSULTANT shall not deny the Agreement services and benefits to any person 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, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because 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, or mili tary and veteran status. CONSULTANT shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. CONSULTANT and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article. CONSULTANT shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require ascertaining compliance with this clause. CONSULTANT shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) a. The CONSULTANT shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement. 9. Transport of Youth: Transportation can only occur after all necessary insurance(s) have been completed and insurances and waivers meet all necessary insurance guidelines. One-to-one driving is not allowed. The CONSULTANT and youth in transport must be o f the same gender, or there may be another staff member in the car of the opposite gender. This may include City staff. A guardian/parental permission slip must be signed each time a youth enters the CONSULTANT's vehicle. If transportation occurs under life coaching/case management, all intake paperwork must DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -7- 4835-2267-0361v1 LAC\04706083 be up to date and the two-to-one ratio must be enforced. Contact of youth and transportation must follow County and City procedures. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -1- 4835-2267-0361v1 LAC\04706083 EXHIBIT “C” MILESTONE SCHEDULE Management Plan CONSULTANT Youth Alliance will utilize 1 FTE to implement program services. Diversion Program Coordinator, Rodrigo Jimenez will have the following Job duties include: Oversight of program fidelity, referral process, partner with Community Based Organizations (CBOs) and Youth Support Specialists to ensure consistent practices, troubleshoot conflicts with participants, program team members, and community members, facilitate monthly collaborative meetings among Diversion Program Team members and other stakeholders, connect and facilitate communication among Diversion Program Team members, coordinate Restorative Justice Circles, tracks, collects and analyzes data, assists with coordinating trainings for the Diversion Program Team and volunteers, bilingual (English/Spanish). Full list of duties is listed in SCOPE OF SERVICES. Job duties include but are not limted to : oversight of program fidelity, referral process, partner with Community Based Organizations (CBOs) and Youth Support Specialists to ensure consistent practices, troubleshoot conflicts with participants, program team members, and community members, facilitate monthly collaborative meetings among Diversion Program Team members and other stakeholders, connect and facilitate communication among Diversion Program Team members, coordinate Restorative Justice Circles, tr acks, collects and analyzes data, assists with coordinating trainings for the Diversion Program Team and volunteers, bilingual (English/Spanish). Diversion Program Coordinator Rodrigo Jimenez has over ten years of experience with the target population for this program and is trained and certified in Restorative Justice Peacemaking Circles (Restorative Justice Training Institute), Restorative Justice Harm Repair Circles (Restorative Justice Training Institute), The Council for Boys and Young Men (One Circle Foundation), and Mental Health First Aid (National Council for Mental Wellbeing). Rigo has worked in the South County communities for a dozen years and is extremely well-connected with most of the partners in this venture. He has an excellent rapport with youth educators and community leaders. His excellent communication and collaboration skills will help him work out creative and impactful ways to ensure this program is well understood and appreciated throughout the South County. Deputy Director of Programs Rene Casas has over 20 years of experience working with disadvantaged and underserved youth, parents, and communities of color. Mr. Casas has worked tirelessly to address issues hindering the upward mobility of communities of co lor. Mr. Casas has learned restorative practices and techniques (Circles of Hope, Re-integration Circles, Community- Building Circles, Cultural Rites of Passage, and RJ in schools) from various sources but credits his personal growth, leadership development, and healing-informed practices to the teachings of La Cultura Cura (Culture Cures). Rene is also a co-founder and a previous board member of MILPA (Motivating Individual Leadership for Public Advancement), an organization authentically working with system-impacted individuals to address multiple inequities through system and policy change. In 2015, Rene was awarded the National Juvenile Justice Network DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -2- 4835-2267-0361v1 LAC\04706083 (NJJN) Fellowship, where he spearheaded a community-level approach to youth justice policy and systems change addressing the school-to-prison pipeline. Since 2017, Rene has been part of the executive advisory board of the National Alianza for Youth Justice (NAYJ). Mr. Casas has also served as a commissioner for the Juvenile Justice Commission in Monterey County. Rene earned his Criminal Justice BA degree from California State University Chico and has recently received his Master of Social Work degree from California State University Monterey Bay. As a Social Work Intern with the Alianza, he helped lead a National qualitative research on how Latinx youth get tracked in the juvenile justice system along with a system impacted youth (The Latinx Data Gap). Timeline of schedule events may include, but not limited to: December 1-31, 2023 -On boarding meetings and trainings with City of Gilroy and Diversion partners -Help overseeing youth referrals from the South County Law Enforcement Agencies, and linking them with Community Based Organization partners. -Help coordinating RJ Circles if needed -Help supporting youth in preparing for RJ Circles and in completing their Restorative Agreements - Help facilitating monthly team meetings January 1, 2024-December 31, 2024: -Overseeing youth referrals from the South County Law Enforcement Agencies, and linking them with Community Based Organization partners. -Coordinating 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings -Administer, collect and track pre and post surveys -Recruitment and retention of program volunteers -Help lead and plan annual Restorative Justice Simposium -Completing and submitting service delivery calendars to help maximize collaborative efforts with all South County agencies and RJYDP partners, documenting services being rendered at different time frames, location(s) and service day(s). Completion of the calendars will be submitted to the City by the 7th of each month (no need to resend if there are no new changes). -Working with Program Evaluators and the City to collecte data for Local Evaluation Plan DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 -3- 4835-2267-0361v1 LAC\04706083 -Submitting quarterly state invoicing and reporting -Bi-annually presentations to Policy Team and Tech Team about the RJ Youth Diversion Program January 1, 2025-December 31, 2025: -Overseeing youth referrals from the South County Law Enforcement Agencies, and linking them with Community Based Organization partners. -Coordinating 1 to 4 days of RJ Circles -Supporting youth in preparing for RJ Circles and in completing their Restorative Agreements -Facilitating monthly team meetings -Completing and submitting service delivery calendars to help maximize collaborative efforts with all South County agencies and RJYDP partners, documenting services being rendered at different time frames, location(s) and service day(s). Completion of the calendars will be submitted to the City by the 7th of each month (no need to resend if there are no new changes). -Working with Program Evaluators and the City to collecte data for Local Evaluation Plan -Submitting quarterly state invoicing and reporting -Bi-annually presentations to Policy Team and Tech Team about the RJ Youth Diversion Program -All Project service activity period ends December 31, 2025. -All invoicing needs to be submitted by December 31, 2025 for all services rendered. DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 4835-2267-0361v1 LAC\04706083 EXHIBIT “D” PAYMENT SCHEDULE A. Compensation to CONSULTANT Youth Alliance shall be contingent upon successful completion of the services outlined in EXHIBIT B, SCOPE OF SERVICES. A statement of all professional services outlined under this AGREEMENT shall be prepared by CONSULTANT Youth Alliance and submitted to the City of Gilroy on or before the 10th day of the month, following the billing month, following completion of each of the Services identified in EXHIBIT B. If the services have been completed to the satisfaction of the City of Gilroy, the CITY shall make payment to the CONSULTANT within forty-five (45) business days after receipt of the statement and approval thereof. B. The maximum amount of compensation to be paid to CONSULTANT under this AGREEMENT shall not exceed $300,744. CONSULTANT to successfully complete the project within the designated time period. Reimbursement will be based on work completed, per budget specifications. C. Any hours worked for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to CITY . All contract deliverables needed for payment are stated in Exhibit B and include the completion of a quarterly invoice, with relevent direct expenses back up, monthly narrative and statistical reporting to show measurement for successful targeted youth intervention, groups and pro-social activities in pre-designated areas. Quarterly invoicing will include direct expenses for reimbursement, such as allowable overhead and supervision, direct expenses, i.e. cell phone and mileage reimbursement for positions, wages, and training. Any additional direct expenses will not be reimbursed by the CITY. All supporting documentation must be submitted forQuarterly expenditures upon BSCC’s and therefore, the City’s request. All supporting documentation must be maintained by the grantee on site and be readily available for review during CITY and BSCC site visits. Quarterly invoices and all back up documentation (RJ calendars, PAR report, staff timesheets, agency invoice, OUS workbook, and Narrative report/BSCC tracking and data collection documentation) will be submitted to the CITY by the 10th day of the next month, as follows or the Friday prior to if the 10th falls on a weekend : Quarters Invoice Deadline December 1-31, 2023 January 10, 2023 January 1, 2024 to March 31, 2024 April 10, 2024 April 1, 2024 to June 30, 2024 July 10, 2024 July 1, 2024 to September 30, 2024 October 10, 2024 October 1, 2024 to December 31, 2024 January 10, 2025 January 1, 2025 to March 31, 2025 April 10, 2025 DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9 4835-2267-0361v1 LAC\04706083 April 1, 2025 to June 30, 2025 July 10, 2025 July 1, 2025 to September 30, 2025 October 10, 2025 October 1, 2025 to December 31, 2025 January 15, 2026 Please allow up 45 business days between submittal of invoice and confirmed back up verification for the processing of payment. Back up includes but is not limited to any of the following: timecard for program coordinator, sign in sheets for services and programs sponsored by this agreement, fliers and brochures, pictures for program activities, meeting agendas and notes, and any other documentaiton related to the any of the diversion program activities. Invoices will be returned if necessary back up is not attached and timing of check processing will be paused. D. BUDGET - Youth Alliance- South County Youth Task Force Total Program Budget (December 1, 2023 through December 31, 2025) $300,744: -Personnel Costs Program Coordinator (Fulltime) $ 187,733 -Payroll Taxes/Employee Benefits $ 38,400 SUBTOTAL PERSONNEL COST: $ 226,133 -Professional Fees – Mileage/Transportation-Training/Consultant, Rent,Communication $ 35,383 SUBTOTAL OPERATING EXPENSES: $ 35,383 -Administrative Overhead $ 39,228 SUBTOTAL INDIRECT COST: $ 39,228 Account Code 2283000-51630 DocuSign Envelope ID: 674F73C1-BD47-4369-B995-49BB928E6CF9