HomeMy WebLinkAboutOffice for the Aging - AAA Transportation Program DENIS NONCARROW Town Hall,S309S Main Road P.O.
TOWN CLERK +pf SaDT Box 1179
�4 Southold,New York 11971 Fax
(631) 76S-614S Telephone(631)
REGISTRAR OF VITAL 76S-1800
STATISTICS MARRIAGE OFFICER www.southoldtownny.gov
RECORDS MANAGEMENT
OFFICER FREEDOM OF
INFORMATION OFFICER r�llNt�•
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2026-260 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
MARCH 24,2026: .
RESOLVED, that the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Albert J. Krupski, Jr. to execute the Southold AAA Transportation Program
Agreement between the County of Suffolk Office for the Aging and the Town of Southold, for
the period January 1, 2026 through December 31, 2026, with an option,to be exercised at the
County's discretion, to June 30, 2027, on the same terms and conditions herein; to provide for
transportation services through the AAA Transportation Program for seniors in Southold Town,
as identified in Contract IFMS no. 00000016467; 001-6806-4980-95294, with service levels as
indicated, with a maximum reimbursement to the Contractor from the County not to exceed
$10,165.00, at no cost to the Town, subject to the approval of the Town Attorney.
Denis Noncarrow
Southold Town Clerk
RESULT: Adopted
MOVER: Councilwoman Smith
SECONDER: Councilman Mealy
AYES: Councilman Mealy, Justice Stevens, Councilwoman Doherty,
Councilwoman Smith, Councilwoman Suess, Supervisor Krupski, Jr.
NAYES: None
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Southold AAA Transportation Program
This Contract ("the Contract") is between the County of Suffolk ("the County"), a municipal
corporation of the State of New York, acting through its duly constituted Office for the Aging ("the Department"),
located at 100 Veterans Memorial Highway,P.O. Box 6100,Hauppauge,New York 11788-0099; and
Town of Southold (Contractor), a municipal corporation of the State of New York,having an address at
53095 Main Road,P.O. Box 1179, Southold, New York•11971.
Contractor and County are collectively referred to herein as"Parties" and each is individually a"Party".
The Contractor has been designated to receive funds from the County for an AAA Transportation Program
("the Services")as set forth in Article I, entitled"Description of Services."
Term of the Contract: January 1,2026 through December 31,2026;with an option,to be exercised at the
County's discretion,to June 30,2027 on the same terms and conditions herein.
Service Levels: 1,000 Units of Transportation Service
80 Elderly Served
Total Cost of the Contract: Shall not exceed$10,165.00,to be paid as set forth in Articles V and VI, attached.
Terms and Conditions: Shall be as set forth in Articles I through VI,attached hereto and made a part hereof.
In Witness Whereof,the parties hereto have executed the Contract as of the latest date written below.
Town of Southold County of Suffolk
By:
Albert J. Kr pski, Jr. By:
Supervisor Kevin B.Molloy
Fed. Taxpayer ID#: 11-6001939 Chief Deputy un xecutive
Date 7 Date
, hereby
certifies under penalties of p jury tha I am an officer of Approved:
Tbuj n 0 /L LA r f ,� D I Department n
at i�ve'read and I am familiarwith`V§/A'5`-8 of By: p FC
Article V of the Suffolk Coun Code,and that 14ollyj.Rhodes-Teague
0 O Lk l Director, Office f r Ns ,
ging
meets all requirements to qualify for exemption Date
thereunder.
Name Date 3 j 7 Recom d:
By:
Approved as to Form: Michelle Belsky
Christopher J. Clayton Food Se c Sup rvi , r
Suffolk Cou Att n y Date
By:
Errol i Hams
Sr. A istant County ttorney
Date
0090696
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List of Articles
Article I
Description of Services
1. Conflicting Provisions
2. Goals of Program
3. General Program Terms and Conditions
4. Administration
5. Contractor's Staff
6. Coordination
7. Targeting and Outreach
8. Equal Access
9. Reporting Requirements
10. Incident Reporting
11. Confidentiality
12. Promotions and Advertisements
13. Contributions
14. Participant Comments and Satisfaction Surveys
15. Monitoring
16. Grievance Procedures
17. 'Contract Agency Performance Measures and Reporting Requirements—Local Law No. 41-2013
18. Reporting of Key Performance Indicators
Contractor's Narrative
Article 1A
Grievance Procedures
I. Purpose
II. Notifying Participants of Right to File Grievance
IIl. Grievance Process
IV. Recordkeeping
V. Confidentiality
Article II
Definitions
1. Meanings of Terms
2. Elements of Interpretation
Article III
General Terms and Conditions
1. Contractor Responsibilities
a. Duties and Obligations
b. Qualifications, Licenses, and Professional Standards
c. Notifications
d. Documentation of Professional Standards
e. Credentialing
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f. Engineering Certificate
2. Termination
a. Thirty Days Termination
b. Event of Default; Termination on Notice
c. Termination Notice
d. Duties upon Termination
3. Indemnification and Defense
4. Insurance
5. Independent Contractor
6. Severability
7. Merger;No Oral Changes
8. Set-Off Rights
9. Non-Discrimination in Services and Employment
10. Nonsectarian Declaration
11. Governing Law
12. No Waiver
13. Conflicts of Interest
14. Cooperation on Claims
15. Confidentiality
16. Assignment and Subcontracting
17. Changes to Contractor
18. No Intended Third Parry Beneficiaries
19. Certification as to Relationships
20. Publications
21. Copyrights and Patents
a. Copyrights
b. Patents
22. Arrears to County
23. Lawful Hiring of Employees Law in Connection with Contracts for Construction or Future
Construction
24. Certification Regarding Lobbying
25. Record Retention
26. Contract Agency Performance Measures and Reporting Requirements - Local Law No. 41-2013
27. Notice
28. Data Protection and Cybersecurity
29. New York State Labor Law
Article IV
Suffolk County Legislative Requirements
1. Contractor'sNendor's Public Disclosure Statement .
2. Living Wage Law
3. Use of County Resources to Interfere with Collective Bargaining Activities
4. Lawful Hiring of Employees Law
5. Gratuities
6. Prohibition Against Contracting with Corporations that Reincorporate Overseas
7. Child Sexual Abuse Reporting Policy
8. Non Responsible Bidder
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9. Use of Funds in Prosecution of Civil Actions Prohibited
10. Youth Sports
11. Work Experience Participation
12. Safeguarding Personal Information of Minors
13. Contract Agency Performance Measures and Reporting Requirements
14. Suffolk County Local Laws Website Address
15. Suffolk County Code of Ethics
16. Notification of Cyber Security Breach
Article V
General Fiscal Terms and Conditions
1. General Payment Terms
a. Presentation of Suffolk County Payment Voucher
b. Voucher Documentation
c. Payment by County
d. Budget Modification
e. Budget and/or Services Revisions
f. Taxes
g. Final Voucher
2. Subject to Appropriation of Funds
3. Personnel Salaries, Pension and Employee Benefit Plans, Rules and Procedures
4. Accounting Procedures
5. Audit of Financial Statements
6. Financial Statements and Audit Requirements
7. Furniture, Fixtures, Equipment, Materials, Supplies
a. Purchases, Rentals or Leases Requiring Prior Approval
b. Purchase Practices/Proprietary Interest of County
c. County's Right to Take Title and Possession
d. Inventory Records, Controls and Reports
e. Protection of Property in Contractor's Custody
f. Disposition of Property in Contractor's Custody
8. Lease or Rental Agreements
9. Statement of Other Contracts
10. Miscellaneous Fiscal Terms and Conditions
a. Limit of County's Obligations
b. Duplicate Payment from Other Sources
c. Funding Identification
d. Outside Funding for Non-County Funded Activities
e. Potential Revenue
f. Payments Contingent upon State/Federal Funding
g. Denial of Aid
h. Budget
i. Payment of Claims
j. Payments Limited to Actual Net Expenditures
k. Travel, Conference, and Meeting Attendance: SOP A-07 Amendment 1
1. Salaries
in. Salary Increases
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n. Contractor Vacancies
o. No Limitation On Rights
p. Comptroller's Rules and Regulations
Article VI
Budget
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Article I
Description of Services
Town of Riverhead
AAA Transportation Program
Whereas, the Contractor has been identified in the 2026 Suffolk County Adopted Budget under the funding as
listed on page one (1) of the Contract to perform the Services for the Department; and
Whereas, the AAA Transportation Program expands essential transportation activities for the elderly by
providing assistance in meeting the transportation operating expenses related to serving the elderly, as required
by the IIIC Nutrition Program for the Elderly or other similar programs; and
Whereas, the enhancement of transportation services is considered to be in the best interest of the County and
the elderly residents of Suffolk County and ensures the best possible outcome.
Now therefore, in consideration of the mutual provisions and covenants hereafter set forth, the parties hereto
agree as follows:
1. Conflicting Provisions
In the event of any conflict between this Article I and any other provision to this Contract, such other
provision shall prevail unless it is expressly stated that this Article I shall prevail.
2. Goals of the Program
The Contractor shall provide the following transportation services:
The Contractor may provide transportation other than to and from the nutrition sites on an as needed
basis. This may include, but is not limited to, transportation to medical appointments, shopping,
activities for socialization and other such activities scheduled as part of the Contractor's regular
transportation program activities or by appointment. All transportation services shall be furnished
using licensed drivers and insured and inspected vans and automobiles.
3. General Program Terms and Conditions
In general, but without limitation, the Contractor shall be required to meet the criteria listed below:
a. Have,and maintain throughout the term of this Contract,an existing agreement to provide a service
or services for the elderly in Suffolk County.
b. Have an owned or contract vehicle available for the Services, either through purchase agreement
or lease agreement.
4. Administration
a. Overall administration of this program will be the responsibility of the Contractor. The Contractor
will ensure proper implementation and direction of the services, act as liaison between the
Department and the actual service, and ensure accuracy and timeliness of submission of all
reporting forms and expenditures.
b. Program staff shall attend meetings and training as requested by the Department.
5. Contractor's Staff
a. The Contractor agrees to employ adequate numbers of qualified staff and supervisory personnel to
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meet all the specifications and responsibilities of the program in an orderly, punctual and reliable
manner and to assure the health, safety, and welfare of participants. A full-time
manager/supervisor will direct and coordinate the daily operations. All meetings and trainings
required by the County are to be attended by the appropriate staff. The Contractor will have on
file with the Department the procedures to be followed by workers and other staff in case of
emergency.
b. The County shall have the right to prior approval of the filling of any AAA Transportation Coordinator
and shall be advised by the Contractor of the duties and compensation of all personnel assigned to the
AAA Transportation Program.
C. The provisions of this paragraph five (5) are in addition to the provisions of Article V, paragraph
ten (10), subparagraph n.
6. Coordination
The Contractor must coordinate the delivery of services with other providers and organizations to provide
the most suitable outcomes and minimize duplication of effort. In order to accomplish this,the Contractor
will undertake activities such as, but not limited to, participation in inter-agency meetings, coordination
of referrals and follow-ups with other local service providers, entering into agreements with other
organizations for joint efforts and/or funding, centralized assessment and maintaining up-to-date resource
materials both within and outside the Contractor's organization.
7. Targeting and Outreach
a. The Contractor, to the extent it has discretion regarding to whom it will provide services, must
give preference to providing services to those unserved and underserved older adults in greatest
social or economic need, particularly those who are low-income, low-income minorities, older
adults with limited English proficiency, Native Americans, and frail/persons with disabilities and
older adults residing in rural areas in accordance with their need for such services, and to meet
specific objectives established by the Department for providing services to the above groups within
the PSA Older Americans Act ("OAA" §305 (a)(2)(E)). The term "greatest economic need" is
defined as the need resulting from an income at or below the poverty levels as established annually
by the U.S. Office of Management and Budget. The term "greatest social need" refers to the need
caused by non-economic factors which include physical and mental disabilities, language barriers
and cultural, social or geographical isolation including isolation caused by racial or ethnic status
that restricts an individual's ability to perform normal daily tasks or threatens the capacity of the
individual to live independently (OAA §102 (23 and 24)).
b. The Contractor agrees to concentrate the services on older adults in the targeted populations
identified by the Department following the methods the Department has established for complying
with the targeting requirements under the OAA and the Equal Access and Targeting Policy issued
by the New York State ("NYS") Office for the Aging. Consistent with the OAA and NYS
applicable regulations, including the following laws: the Older Americans Act(OAA), Title III of
the Code of Federal Regulations,45 CFR 1321;the NYS Elder Law and relevant NYS regulations
(Title 9, Subtitle Y of the New York State Code of Rules and Regulations); the Contractor's
targeting goal is to substantially increase the numbers of older adults from targeted population
groups (minority, low-income, frail, vulnerable).
C. The following target groups have been identified as having the greatest economic and social needs:
minority, low-income, frail and vulnerable.
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i. Minority-persons of Black,Hispanic,Asian,Native American(American Indian),Alaska
Native, Native Hawaiian or Other Pacific Islander origins. Persons whose origins are of
Two (2) or More Races or who are identified as being in a racial category different from
those above (other than white) may be included (see the Other Race or Two (2) or More
Races categories, defined below).
a) Black - refers to a person who has origins in any of the Black racial groups of
Africa. This includes, for example, persons who self-report as Black, African
American, Kenyan,Nigerian, Haitian or other applicable identification.
b) Hispanic (or Latino) - refers to a person of Cuban, Mexican, Puerto Rican, South
or Central American, or other Spanish culture or origin regardless of race. Hispanic
origin can be viewed as the heritage, nationality group, lineage, or country of birth
of the person or the person's parents or ancestors before their arrival in the United
States. People who identify their origin as Hispanic,Latino,or Spanish may be any
race.
c) Asian - refers to a person having origins in any of the original peoples of the Far
East, Southeast Asia, or the Indian subcontinent, including, but not limited to,
Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands,
Thailand, and Vietnam.
d) American Indian or Alaska Native - refers to a person having origins in any of the
original peoples of North and South America(including Central America) and who
maintains tribal affiliation or community attachment. This category includes
people who indicated their race(s) as "American Indian or Alaska Native" or
reported their enrolled or principal tribe, such as Navajo, Blackfeet, Inupiat,
Yup'ik, and/or Central American or South American Indian groups.
e) Native Hawaiian or Other Pacific Islander-refers to a person having origins in any
of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
f) Other Race or Two (2) or More Races - this category includes persons who self-
identify as multiracial, mixed, interracial, or a racial category other than white, not
included in the descriptions above.
ii. Low—Income - Persons with incomes at or below 150% of the poverty level.
iii. Frail—Persons with one (1) or more functional deficits in the following areas:
a) Physical functions;
b) Mental functions;
c) Activities of daily living (eating, bed/chair transfer, dressing, bathing,toiletry and
continence); and/or,
d) Instrumental activities of daily living (meal preparation, housekeeping, shopping,
medications, telephone, travel, and money management).
Disabled—Any person who has a physical or mental impairment which substantially limits
one (1) or more major life activities, has a record of such impairment, or is regarded as
having such impairment. This includes alcoholism and drug addiction.
iv. Vulnerable — Persons with a deficit of social resources, those who are isolated socially,
linguistically or geographically, and/or those affected by other environmental conditions
including the following:
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a) Language barriers; Limited English Proficiency - Individuals who do not speak
English as their primary language and who have a limited ability to read, write,
speak,or understand English may be limited English proficient,and may be eligible
to receive language assistance with respect to a particular type of service, benefit,
or encounter;
b) Rural residence;
c) Persons with disabilities;
d) Institutionalized or at risk of institutionalization;
e) Lesbian, gay, bisexual, transgender(LGBT) older adults;
f) Low literacy;
g) Older adult caregivers of children with developmental disabilities, mental illness,
or other disabilities requiring a caretaker (e.g., traumatic brain injury);
h) Homebound; and,
i) Alzheimer's or other Dementia.
d. In order to comply with Targeting requirements, the Contractor must employ Outreach Strategies
which may include, but are not limited to, locating target populations using Census or other
resource data, translated printed materials, location of services in catchment areas for targeted
populations, publicity to community-based groups, and minority staff/volunteers.
8. Equal Access
a. The Contractor shall comply with requirements for equal access including language accessibility,
nondiscrimination and concentration of services on target populations. .
b. The Contractor shall provide maximum accessibility to those older adults in greatest economic or
social need, and new sites shall be free from architectural barriers that limit participation of
disabled older individuals (NYS regulations, Title 9, Subtitle Y, §6652.2 (1) and Section 504 of
the Rehabilitation Act of 1973). Accessibility requirements include provision of services and
assistive devices(including assistive technology services and devices)designed to meet the unique
needs of older individuals who are disabled, and of older individuals who provide uncompensated
care to their adult children with disabilities. Providers must ensure that communications with
individuals with disabilities are as effective as communications with others(ADA,28 CFR 35.160-
35.164). For example, auxiliary aids and services may include:
• For individuals who are deaf or hard of hearing: qualified interpreters, note takers,
computer-aided transcription services, written materials, telephone handset amplifiers,
assistive listening systems, telephones compatible with hearing aids, closed caption
decoders, open and closed captioning, telecommunications devices for deaf persons
(TDDs), videotext displays, and exchange of written notes.
• For individuals with vision impairments: qualified readers, taped texts, audio recordings,
Brailed materials, large print materials, and assistance in locating items.
• For individuals with speech impairments: TDDs, computer terminals, speech synthesizers,
and communication boards.
C. Additionally, consistent with the Civil Rights Act of 1964, Title VI, the Title VI regulations,
federal Executive Order 13166, and the NYS Human Rights Law, all subcontractors are required
by law to take reasonable steps to provide meaningful access to limited English proficient persons.
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All aging services providers are obligated to provide reasonable,timely, and appropriate language
assistance to the limited English proficiency (LEP) populations each serves.
Mandated Action:
The Contractor shall,at a minimum,maintain a telephonic interpretation service contract or similar
community arrangement with a language interpretation services provider of their choice no later
than ninety(90)days after the effective date of this contract. The Contractor's staff for this program
with public contact must be aware of,and trained in the timely and appropriate use of,these language
services. The Contractor shall also ensure that LEP persons are informed of the availability of
language assistance, free of charge, by providing written notice in languages LEP persons will
understand at service locations.
9. Reporting Requirements
a. Monthly Reports
Monthly reports must be submitted to the Department on a form prescribed by the Department.
Monthly reports are due to the Department by the eighth (8th) day of the month following the
month being reported. These reports shall contain, at a minimum, the following categories of
information:
i. Units of service: one (1) unit is equal to each (1) one-way trip per person.
ii. The number of individuals who have received transportation by the Contractor under this
Transportation Program Contract.
iii. A monthly activity schedule showing the specific transportation services the Contractor
will make available to the congregate participants that require transportation.
iv. Mileage recordings.
b. Electronic Reporting
i. The Contractor shall maintain electronic records on all program participants using the most
currently approved form provided by the Department and compliant with State and Federal
reporting requirements. Data for all participants must be updated monthly.
ii. In order to comply with electronic reporting requirements,the Contractor must have adequate
computer equipment and software available to support the approved form.
iii. Transportation units and unduplicated number of persons served must be entered
electronically in Peer Place or in subsequent County approved computer systems. All
participant data must be entered completely by the eighth (8th) of each month for the
previous months' data.
10. Incident Reporting
The Contractor will report at least verbally to the Department,within twenty-four(24)hours any incidents
involving all instances of claims,costs,damages,and injuries to persons or property of whatsoever kind arising
out of services provided under this Contract. A written follow-up of such incidents shall be sent to the
Department within five (5) days of the occurrence. The Contractor further agrees to send the Department
copies of all"notices of claim"relating to the program covered in this Contract.
11. Confidentiality
a. The Contractor agrees that no personal information obtained from an individual in conjunction with
this program shall be disclosed in a form in which it is identified with the individual without such
individual's written consent to such disclosure, except to the Department.
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b. In the case of a request by the Department for names and addresses of individuals participating in
the program,the Contractor shall furnish such information as requested. Failure to comply with a
request by the Department for such information shall be deemed a material breach of this Contract
and shall result in a freeze on all monies due and owing to the Contractor until compliance by the
Contractor.
12. Promotions and Advertisements
a. Any references to transportation services provided under this Contract must include due recognition to
New York State Office for the Aging. The Contractor must include the express acknowledgement as
follows:
"This service has been provided with financial assistance, in whole or in part through a grant from
the New York State Office for the Aging."
b. The provisions of this paragraph shall prevail over any conflicting provisions of Article III,
paragraph 20.
13. Contributions
The Contractor agrees to inform each recipient of the service of the opportunity to make a completely
voluntary and anonymous contribution toward the cost of the service. Service may not be denied,
however, if a person is unable or unwilling to make a contribution. The Contractor must maintain an audit
trail of all incoming contributions and make monthly reports of any contributions received. Monthly
contributions will be deducted from monthly expenditures to arrive at net reimbursement. All
contributions must be used to enhance services. All printed materials used for the program must include
the sources of funding for the program and must include the following information:
Contributions to this (these) service(s) are completely voluntary and anonymous. Services will
not be denied because of inability or unwillingness to contribute. Any contribution you wish to
make will be used to expand the program and will be greatly appreciated.
14. Participant Comments & Satisfaction Surveys
Pursuant to the NYS Office for the Aging Regulations Section 6654.8, the Contractor shall develop and
implement procedures to obtain the views of program participants about the services they receive. Copies
of records of such views shall be maintained for at least five (5) program years and shall be available to
the Department for inspection upon request. Such method shall respect the client's right to confidentiality.
In any event, at the conclusion of the service, but not less often than annually, the Contractor shall send
each recipient an evaluation letter and survey in the form approved by the Department, informing him/her
of the sources of funding for the program and including the following information:
Contributions are welcomed and are used to expand this service.
15. Monitoring
a. Program
The Contractor agrees to permit the Department's staff and staff of the New York State Office for
the Aging to review programmatic records at any time.
b. Fiscal
As required, the Department's fiscal staff may examine or review evidence regarding the existence,
time and classification of financial transactions,which are charged to the program for reimbursement.
To obtain this evidence, the fiscal staff will examine documentary evidence including financial
verification by actually observing or counting certain assets (e.g. case,fdod inventory, equipment and
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supplies)to establish their physical existence.
16. Grievance Procedures
In accordance with §306 (a) (10) of the Older Americans Act, as amended (OAA), the Department has
established a process for resolving complaints from older persons who are dissatisfied with or denied
services funded under Title III of the Act. The Contractor shall comply with the requirements of the
Grievance Procedures as set forth in Article IA.
17. Contract Agency Performance Measures and Reporting Requirements—Local Law No. 41-2013
a. If payment under this Contract may exceed $50,000, it is subject to the requirements of Suffolk
County Local Law No. 41-2013, a Local Law to Implement Performance Measurement to
Increase Accountability and Enhance Service Delivery by Contract Agencies (Article VIII of
Chapter 189 of the Suffolk County Code)as set forth in Article IV of this Contract entitled"Suffolk
County Legislative Requirements."
b. The Contractor shall cooperate with the Department in all aspects necessary to carry out the
requirements of Local Law No. 41-2013.
18. Reporting of Key Performance Indicators
Beginning in the second month of the Contract Term for contracts subject to Suffolk County Local Law
No. 41-2013, the Contractor shall submit monthly actual performance data, also known as key
performance indicators ("KPIs") for the prior month's data, and analysis of the Contract performance
measures to the Department in accordance with the submission procedures specified by the Department.
KPIs shall be submitted no later than the 15th of each month of the Contract Term, as more specifically
set forth in Article I/Section 9 to this Contract.
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Contractor's Narrative &
Response for Equal Access & Targeting
AAA Transportation
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2026 Southold AAA barcode 90696.docx
ARTICLE I
Nutrition Program
JACQUELINE MARTINEZ ®$ofFBI �a® Home Delivered Meals
Senior Citizens Program �® �j� Case Management
Director Essential Transportation
Town of Southold. C Shopping Assistance
750 Pacific Street Program
P.O.Box 85 ®� • Senior Adult Day Care
Mattituck,NY 11952 ®� ��® Katinka House
Tel.(631)298-4460 Telephone Reassurance
Fax(631)298-4462 Residential Repair
Town of Southold
AAA Transportation Services
Program Narrative 1/1/26—12/31/26
Southold Town Senior Services delivers both regular route and demand-responsive transportation
services to resident seniors in Southold Town. Given the rural and geographically dispersed nature
of the community, coupled with limited reliable, affordable alternatives,many older adults are
isolated and unable to access services vital to their independence,health and well-being. To address
these critical needs, Southold Town Senior Services proposes to continue its demand-responsive
transportation program,providing medical escort assistance and transportation to other essential
destinations. For the January 1,2025 through December 31,2025 program year, Southold Town
provided 754 units of transportation to 42 unduplicated seniors and$1,120 was collected in
voluntary and anonymous contributions. Transportation service levels were limited during this
period due to staffing shortages, as one full-time and one part-time mini-bus driver position remained
vacant for approximately seven months. These vacancies had a direct impact on service availability
and reduced the overall number of transportation units delivered.
For the January 1,2026 through December 31,2026 program year, Senior Services aims to provide
approximately 1000 units of transportation service to 80 unduplicated seniors,with projected
voluntary and anonymous contribution income of$2,000.The Town is actively recruiting to fill both
driver positions and anticipates expanding medical and essential transportation services once staffing
levels are restored. Medical transportation is offered primarily within the Townships of Southold
and Riverhead. Appointments are typically scheduled months in advance on a first-come, first-serve
basis. We request that seniors not exceed three rides per month so that there is sufficient availability
for all who request the service. AAA Transportation funding will be applied to support a designated
portion of our overall service. The Senior Citizens Program Director will oversee program
implementation and staff,while the Senior Citizens Bus Supervisor will manage all scheduling and
direct supervision of transportation personnel.
Equal Access to Services and Targeting Plan:
In following guidelines set forth under the Older Americans Act, Southold Town Senior Services
continues our commitment to our goal of providing transportation services to underserved and/or
minority elderly residents. According to the 2020 U.S. Census, approximately 34%of Southold
Town's population is age 60 or older and there has been a steady increase totally approximately 40%
of seniors. This demographic underscores the importance of targeted transportation services for
older residents. Targeting and expanded outreach efforts will continue to be a major priority for the
upcoming year.
In following the guidelines of the Older Americans Act, Southold Town Senior Services reaffirms
our commitment to providing transportation to underserved and minority elderly residents.
According to the 2020 U.S. Census, 6.43 %of elderly residents in Southold Town are minority and
our service during the most recent program year exceeded this target with 10.1 %minority seniors
served. For the l/1/26— 12/31/26 program year, our goal is to provide 900 units of service to 90
unduplicated seniors. Southold Town Senior Services will ensure access for services to the four
target groups with the greatest economic and social needs: minorities, low-income;frail, and
vulnerable persons aged 60 and older.
Targeted outreach will also include those with Limited English Proficiency(LEP)and LGBTQ+
older adults. Ensuring equal access to language services is a high priority and is achieved through a
contract with Geneva Worldwide Language Services. Staff are trained in the timely and appropriate
use of language interpretation resources. As a SCOFA contractor, we will fully comply with the
Equal Access to Services and Targeting Policy(12-PI 08) and the Telephonic Interpretation Policy
(12-IN4-03)to expand access to the most vulnerable elderly, particularly those with LEP. Additional
language access services are provided through a supplemental contract with Language Line
Solutions. Staff will inform LEP individuals of FREE language assistance by providing written
notices in languages the individual understands at service locations. Signs are posted at the Senior
Center entry highlighting this service, and information is posted on the Town's website to alert
residents, community organizations, and local churches.
Outreach and visibility of transportation services have increased through print media(brochures,
newspapers, senior center menus, and calendars), and we are featured in Eastern Long Island
Hospital's Seniors Options and Solutions Program newsletter distributed town-wide. The Town of
Southold website(www.southoldtownny.gov)remains an important resource with weekly updates on
activities,program announcements, and forms.
Our collaborative relationships continue with Long Island Cares(as a satellite food distribution site)
and North Fork Parish Outreach to reach frail, low-income and minority elderly residents.Local
physicians' offices also assist by providing referrals and direct scheduling for transportation services.
Southold Town Senior Services partners with the Family Service League of Suffolk County NORC
Program(LI Sound Senior Care),which focuses on improving quality of life for geographically
isolated seniors in Greenport West and Greenport Village. This partnership enhances collaboration
and access to low-income minority elderly populations in the area.
Since 2011,we have maintained a working relationship with S.A.G.E.to increase awareness of
activities and services for the LGBTQ community. We have also contacted the LGBTQ network for
additional services. In 2015,we partnered with the Nassau-Suffolk Hospital Council as a host site
for the Consumer Assistance for the Aged, Certified Blind and Disabled program. An Application
Assistance Navigator is on site monthly to help individuals apply for health insurance coverage
specific to their needs. Seniors with disabilities also receive referrals and assistance with ADA
compliance inquiries and access to medical transportation options, such.as SCAT.
Additional Outreach efforts include:
•Program highlights in the Town-wide newsletter and quarterly recreation bulletin mailed to all
households;brochures distributed to pharmacies,medical offices, PT offices and libraries.
n
• Referrals from caseworkers for Home Delivered Meals participants.
• Information provided to local service agencies,health care providers,and hospitals.
• Word-of-mouth referrals from satisfied seniors.
•Featured coverage in The Suffolk Times(articles, columns, editorials).
• Church bulletins.
• Continued Southold Town Government Cablevision Channel 22 features.
•Announcements at local senior meetings and monthly caregivers'
• Regular Public Service Announcements on WLNG Radio.
• Southold Town Website
• Outreach tables at hamlet post offices and grocery stores.
• Collaboration with the Southold Police Department to identify and refer isolated, frail, and
vulnerable seniors.
• Community presentations to civic groups, churches and community organizations.
Co-location of NORC Program at the Senior Center's Community Outreach Office with other
community partners.
Satisfaction surveys are completed annually and all participants may provide voluntary and
anonymous feedback.
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Article 1A
Grievance Procedures
I. Purpose
A. In accordance with § 306(a)(10) of the Older Americans Act, as amended (OAA),_Suffolk County
Office for the Aging has established the following process for resolving the complaints from older
persons who are dissatisfied with or denied services.
II. Notifyin2 Participants of Riaht to File Grievance
A. The Contractor shall notify participants and applicants of their right to file a grievance, as
follows:
1) A summary of the procedures, including a statement that assistance to file shall be provided
to older persons, must be prominently posted at service delivery sites or offices at which
participants and service applicants apply for services. Summaries shall also be written in
languages other than English where needed to serve the client/applicant population.
2) In-home services participants shall be informed of the grievance procedures through written
and verbal statements provided to them upon assessment and/or reassessment for services.
B. Denial of Service. Any participant or applicant who is denied services must be given the reasons
for the denial. For housekeeping,homemaker,home delivered meals,case management, and other
services for which written applications are made, the denial shall be confirmed in writing and the
applicant informed of the right to file a grievance and of the individual to whom the grievance
shall be addressed. For congregate meals, transportation, recreation, and other services which are
applied for by telephone or verbally in person,the client may be told of the right to file a grievance
verbally.
III. Grievance Process
A. Filing of Grievance
1) Participants must submit their grievances in writing to the person(s) that has been designated by a
service provider to conduct the initial review. The reviewer may be the director of the service
provider agency, or any other person designated by such director who is not familiar with or
otherwise involved in the particular grievance.
2) The grievance should be filled within thirty (30) days of denial, reduction, or termination of
services, or of the event or circumstance with which the participant is dissatisfied. The service
provider may grant an extension for good cause shown.
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3) The grievance should be filed on the enclosed form,which shall include a written statement setting
forth in detail the date, time, and circumstances that are the basis of the complaint.
B. Investigation and Response to Grievance
1) The designated reviewer who performs the initial review shall investigate the grievance. If
appropriate, this may include meeting with the grievant and/or other persons involved in the
action(s) complained of or in the denial of services. The reviewer shall review all pertinent facts
and/or documents, and shall determine whether the complained-of agency action or determination
was consistent with applicable federal and State laws, regulations, and policies.
2) The designated reviewer shall prepare and send a written response to the grievant within fifteen
(15) days after the grievance is filled. The response shall set forth the circumstances relating to
the grievance, the action requested by the grievant, the findings of the reviewer, a proposed
remedial action, if any, and an explanation of the determination, including the facts relied upon.
A copy of its decision must be forwarded to the Director of the Suffolk County Office for the
Aging.
3) The designated reviewer shall create and maintain a Complaint File consisting of the grievance
form, all documents and /or information relied upon in making a determination, and the written
response described above.
C. Appeal of Initial Response/Decision. If the complaint has been handled by a service provider
agency under subcontract to the Suffolk County Office for the Aging and the grievant is not
satisfied with the determination reached by such service provider, the grievant has the right to
further review as follows:
1) The grievant may initiate a request for subsequent review by the Suffolk County Office for the
Aging Director, P.O. Box 6100, Hauppauge, New York 11788-0099 within twenty (20) calendar
days following receipt of notification by the service provider agency of its decision.
2) The Suffolk County Office for the Aging Director shall request,and the subcontractor agency shall
provide, copies of the Complaint File. The Suffolk County Office for the Aging Director will
review the materials to ensure that pertinent policies and procedures have been applied and
followed. If appropriate,the Suffolk County Office for the Aging Director or his/her designee will
meet with the grievant to allow for an opportunity to present information about the grievance.
3) If policies and procedures have been adhered to, the Suffolk County Office for the Aging's
Director will not overturn the decision of its subcontractor agency. If proper policies and
procedures have not been applied, the Suffolk County Office for the Aging reserves the right to
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overturn the decision. The subsequent review shall be completed within forty-five (45) days of
receipt of the request by the grievant and the grievant will be promptly notified in writing of the
result of the.subsequent review.
IV. Recordkeepina
The service provider agency which is handling the grievance shall keep a file, for seven (7) years, of
all relevant documents and records. This shall include at a minimum: the initial grievance; any
investigative reports;any written response submitted by the Suffolk County Office for the Aging or service
provider agency; any documents or other records submitted by any party; the written Initial Response of
the agency; and, if applicable, the notice to the grievant of the right to appeal.
V. Confidentiality
No information, documents, or records relating to a grievance shall be disclosed by program staff or
volunteers in a form capable of identifying the grievant without the written informed consent of the
grievant unless the disclosure is required by court order or program monitoring by authorized agencies.
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COMPLAINT LETTER FORM
Service Provider
Letterhead
Instructions
Please complete both sides of this form. If assistance is needed in completing this form, you may contact
(Name and phone). Completed forms should be sent to:
Service Provider contact person and address
This form must be filed within (30) calendar days of the event or action
complained of unless you are granted an extension for good cause.
I am requesting a review of the following grievance:
❑ I was denied service.
❑ I am not satisfied with the quality of service or an activity provided by
your agency or by your service provider.
❑ I have the following grievance (briefly describe):
Date/estimated date of the event or action complained of:
Please describe in details what happened or what your grievance is (if you need extra
space,use back side of this form):
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Please state, if you know, what relief you are seeking:
Signed:
Name (print):
Date:
Address:
Phone Number:
End of Article 1
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Article II d. the Contractor's failure to comply with any
Definitions Federal,State or local law,rule,or regulation,and
County policies or directives;or
1. Meanings of Terms
e. the Contractor's bankruptcy or insolvency;or
As used herein:
f. the Contractor's failure to cooperate in an Audit of
"Audit of Financial Statements"means the examination by Financial Statements;or
the Comptroller and any Federal or State auditing authority of
the financial statements of the Contractor resulting in the g• the Contractor's falsification of records or reports,
publication of an independent opinion on whether or not those misuse of funds,or malfeasance or nonfeasance in
financial statements are relevant,accurate,complete,and fairly financial record keeping arising out of, or in
presented. connection with,any contract with the County;or
"Budget"means the Contractor's summary or plan of all h. the Contractor's failure to submit, or failure to
intended revenue,whether received in the form of fees,grants,County timely submit,documentation to obtain Federal or
funding,or any other source,and expenditures necessary to render the State funds;or
Services.
i. the inability of the County or the Contractor to
"Budget Deficiency Plan" means an analysis of the cost of the obtain Federal or State funds due to any act or
Services, changes in fiscal conditions, and required modifications to omission of the Contractor;or
the Contract to continue to render the Services.
j. any condition that the County determines; in its
"Comptroller"means the Comptroller of the County of Suffolk. sole discretion,is dangerous.
"Contract"means all terms and conditions of this Contract forming k. the failure to comply with Local Law 41-2013 and
all rights and obligations of the Contractor and the County. related contractual requirements.
"Contractor"means the signatory corporation, its officers, officials, "Federal"means the United States government, its departments, and
employees, agents, servants, sub-contractors, volunteers, and any agencies.
successor or assign of any one or more of the foregoing performing the
Services. "Fringe Benefits"means non-wage benefits which accompany,or are
in addition to, a person's salary, such as paid insurance, sick leave,
"County"means the County of Suffolk,its departments,and agencies. profit-sharing plans,paid holidays,and vacations.
"County Attorney" means the County Attorney of the County of "Fund Source" means any direct or indirect sum payable to the
Suffolk. Contractor by the County pursuant to any lawful obligation.
"Department" means the signatory department approving the "Legislature"means the Legislature of the County of Suffolk.
Contract.
"Management Letter" means a letter certified as true by the
"Engineering Services" means the definition of the practice of Contractor's certified public accountant or chief financial officer of
engineering and the definition of practice of land surveying,as the case findings and recommendations for improvements in internal fiscal
may be,under Section 7201 and Section 7203 of the State Education control that were identified during an Audit of Financial Statements,
Law,respectively. but which were not required to be included in an audit report.
"Event of Default"means "Municipal Corporation"means a town,village,or school district.
a. the Contractor's failure to perform any duty "Services"means all that which the Contractor must do,and any part
required of it under paragraphs 1(b)-(e)of Article thereof arising out of,or in connection with,the Contract as described
III of the Contract;or in Article I"Description of Services."
b. the Contractor's failure to maintain the amount "State"means the State of New York.
and types of insurance with an authorized insurer
as required by the Contract;or "Statement of Other Contracts"means a complete list of all other
contracts under which money has been or will be paid to the Contractor
C. the Contractor's failure to maintain insurance from the County, Federal, or State governments, or a Municipal
required by the Contract with an insurer that has Corporation, and (i) which are currently in effect or (ii) which have
designated the New York Superintendent of expired within the past twelve(12)months and have not been renewed.
Insurance as its lawful agent for service of process;
or "Suffolk County Payment Voucher"means the document authorized
and required by the Comptroller for release of payment.
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"Term"means the time period set forth on page one of the Contract
and,if exercised by the County,the option period.
2. Elements of Interpretation
Words of the masculine gender shall mean and include correlative
words of the feminine and neuter genders and words importing the
singular number shall mean and include the plural number and vice
versa. Words importing persons shall include firms, associations,
partnerships(including limited partnerships),trusts,corporations,and
other legal entities,including public bodies,as well as natural persons,
and shall include successors and assigns.
Capitalized terms used, but not otherwise defined, herein, shall have
,the meanings assigned to them in the Contract.
End of Text for Article H
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Article III Contractor's ability to render the Services, every
General Terms and Conditions other term and provision of the Contract shall be
valid and enforceable to the fullest extent
1. Contractor Responsibilities permitted by law.
a. Duties and Obligations d. Documentation of Professional Standards
1.) It shall be the duty of the Contractor to The Contractor shall maintain on file, in one location in
discharge, or cause to be discharged, all of its Suffolk County, all records that demonstrate that it has
responsibilities, and to administer funds received complied with sub-paragraphs (b) and (c) above. The
in the interest of the County in accordance with the address of the location of the aforesaid records and
provisions of the Contract. documents shall be provided to the County no later than the
date of execution of the Contract. Such documentation shall
ii.) The Contractor shall promptly take all be kept, maintained, and available for inspection by the
action as may be necessary to render the Services. County upon twenty-four(24)hours notice.
iii.) The Contractor shall not take any action e. Credentialing
that is inconsistent with the provisions of the
Contract. i.) In the event that the Department,or any
division thereof,maintains a credentialing process
iv.) Services provided under this Contract to qualify the Contractor to render the Services,
shall be open to all residents of the County. the Contractor shall complete the required
credentialing process. In the event that any State
b. Qualifications, Licenses, and Professional credential, registration, certification or license,
Standards Drug Enforcement Agency registration, or
Medicare or Medicaid certification is restricted,
The Contractor represents and warrants that it has,and shall suspended, or temporarily or permanently
continuously possess, during the Term, the required revoked,it is the duty of the Contractor to contact
licensing, education, knowledge, experience, and character the Department, or division thereof, as the case
necessary to qualify it to render the Services. may be, in writing, no later than three (3) days
after such restriction,suspension,or revocation.
The Contractor shall continuously have during the Term all
required authorizations, certificates, certifications, ii.) The Contractor shall forward to the
registrations,licenses,permits,and other approvals required Department, or division thereof, as the case may
by Federal, State, County, or local authorities necessary to be, on or before July 1 of each year during the
qualify it to render the Services. Term, a complete list of the names and addresses
of all persons providing the Services, as well as
C. Notifications their respective areas of certification,
credentialing,registration,and licensing.
i.) The Contractor shall immediately notify
the County, in writing, of any disciplinary f. Engineering Certificate
proceedings, commenced or pending, with any
authority relating to a license held by any person In the event that the Contract requires any Engineering
necessary to qualify him,her,or the Contractor to Services,the Contractor shall submit to the County,no later
perform the Services. than the due date for submission for approval of any
engineering work product, the Certificate of Authorization
ii.) In the event that a person is no longer ("Certificate"), issued pursuant to § 7210 of the New York
licensed to perform the Services, the Contractor Education Law,of every person performing any Engineering
must immediately notify the County, but in no Services. The failure to file, submit, or maintain the
event shall such notification be later than five(5) Certificate shall be grounds for rejection of any engineering
days after a license holder has lost the license work product submitted for approval.
required to qualify the license holder or the
Contractor to perform the Services. 2. Termination
iii.) In the event that the Contractor is not a. Thirty Days Termination
able to perform the Services due to a loss of
license,the Contractor shall not be reimbursed for The County shall have the right to terminate the Contract
the Services rendered after the effective date of without cause,for any reason, at any time,upon such terms
termination of such license. Without limiting the and conditions it deems appropriate,provided,however,that
generality of the foregoing, if any part of the no such termination shall be effective unless.the Contractor
Contract remains to be performed, and the is given at least thirty(30)days'notice.
termination of the license does not affect the
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b. Event of Default;Termination on Notice liabilities, fines, penalties, actions, damages, claims,
demands, judgments, losses, suits or actions, costs, and
i.) The County may immediately terminate expenses arising out of any claim asserted for infringement
the Contract, for cause, upon such terms and of copyright, including reimbursement of the cost of
conditions it deems appropriate, in the Event of reasonable attorneys'fees incurred by the County,its agents,
Default as defined in Article II. servants, officials, and employees in any action or
proceeding arising out of or in connection with any claim
ii.) If the Contractor defaults under any asserted for infringement of copyright.
other provision of the Contract, the County may
terminate the Contract, on not less than five (5) C. The Contractor shall defend the County,its agents,
days' notice, upon such terms and conditions it servants, officials, and employees in any proceeding or
deems appropriate. action, including appeals, arising out of, or in connection
with, the Contract, and any copyright infringement
C. Termination Notice proceeding or action.Alternatively, at the County's option,
the County may defend any such proceeding or action and
Any notice providing for termination shall be delivered as require the Contractor to pay reasonable attorneys' fees or
provided for in paragraph 27 of this Article III. salary costs of County employees of the Department of Law
for the defense of any such suit.
d. Duties upon Termination
4. Insurance
i.) The Contractor shall discontinue the
Services as directed in the termination notice. a. The Contractor shall continuously maintain,
during the Term of the Contract, insurance in amounts and
ii.) Subject to any defenses available to it, types as follows:
the County shall pay the Contractor for the
Services rendered through the date of termination.
i.) Commercial General Liability
iii.) The County is released from any and all insurance, including contractual liability
liability under the Contract,effective as of the date coverage,in an amount not less than Two Million
of the termination notice. Dollars($2,000,000.00)per occurrence for bodily
injury and Two Million Dollars ($2,000,000.00)
iv.) Upon termination, the Contractor shall per occurrence for property damage. The County
reimburse the County the balance of any funds shall be named an additional insured.
advanced to the Contractor by the County no later
than thirty (30) days after termination of the ii.) Automobile Liability insurance (if any
Contract. The provisions of this subparagraph non-owned or owned vehicles are used by the
shall survive the expiration or termination of the Contractor in the performance of the Contract)in
Contract. an amount not less than Five Hundred Thousand
Dollars($500,000.00)per person,per accident,for
V.) Nothing contained in this paragraph bodily injury and not less than One Hundred
shall be construed as a limitation on the County's Thousand Dollars ($100,000.00) for property
rights set forth in paragraphs I(c)(iii)and 8 of this damage per occurrence. The County shall be
Article III. named an additional insured.
3. Indemnification and Defense iii.) Workers' Compensation and
Employer's Liability insurance, Disability
a. The Contractor shall protect,indemnify,and hold Benefits insurance, including coverage for Paid
harmless the County, its agents, servants, officials, and Family Leave Benefits in compliance with all
employees from and against all liabilities, fines, penalties, applicable New York State laws and regulations
actions,damages,claims,demands,judgments,losses,suits and Disability Benefits insurance, if required by
or actions, costs, and expenses caused by the negligence or law. The Contractor shall furnish to the County,
any acts or omissions of the Contractor, including prior to its execution of the Contract, the
reimbursement of the cost of reasonable attorneys' fees documentation required by the State of New York
incurred by the County, its agents, servants, officials, and Workers' Compensation Board of coverage or
employees in any action or proceeding arising out of, or in exemption from coverage pursuant to §§57 and
connection with,the Contract. 220 of the Workers' Compensation Law. In
accordance with General Municipal Law§108,the
b. The Contractor hereby represents and warrants Contract shall be void and of no effect unless the
that it will not infringe upon any copyright in performing the Contractor shall provide and maintain coverage
Services. The Contractor agrees that it shall protect, during the Term for the benefit of such employees
indemnify, and hold harmless the County, its agents, as are required to be covered by the provisions of
servants, officials, and employees from and against all the Workers' Compensation Law.
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Contract, or the application thereof to any person or
iv.) Professional Liability insurance in an circumstance, shall be held invalid or unenforceable to any
amount not less than Two Million Dollars extent, the remainder of the Contract, or the application of
($2,000,000.00) on either a per-occurrence or such term or provision to persons or circumstances other
claims-made coverage basis. than those as to which it is held invalid or unenforceable,
shall not be affected thereby, and every other term and
b. The County may mandate an increase in the provision of the Contract shall be valid and shall be enforced
liability limits set forth in the immediately preceding to the fullest extent permitted by law.
paragraphs (4)(a)(i), (ii), and (iv) or require other types of
insurance coverage or policies. 7. Merger;No Oral Changes
C. All policies providing such coverage shall be It is expressly agreed that the Contract represents the entire
issued by insurance companies authorized to do business in agreement of the parties and that all previous understandings
New York with an A.M.Best rating of A-or better. are herein merged in the Contract. No modification of the
Contract shall be valid unless in written form and executed
d. The Contractor shall furnish to the County, prior by both parties.
to the execution of the Contract, declaration pages for each
policy of insurance, other than a policy for commercial S. Set-Off Rights
general liability insurance, and upon demand, a true and
certified original copy of each such policy evidencing The County shall have all of its common law,equitable,and
compliance with the aforesaid insurance requirements. statutory rights of set-off. These rights shall include,but not
be limited to,the County's option to withhold from a Fund
e. In the case of commercial general liability Source an amount no greater than any sum due and owing to
insurance the Contractor shall furnish to the County,prior to the County for any reason. The County shall exercise its set-
the execution of the Contract,a declaration page or insuring off rights subject to approval by the County Attorney. In
agreement and endorsement page evidencing the County's cases of set-off pursuant to a Comptroller's audit,the County
status as an additional insured on said policy, and upon shall only exercise such right after the finalization thereof,
demand, a true and certified original copy of such policy and only after consultation with the County Attorney.
evidencing compliance with the aforesaid insurance
requirements. 9. Non-Discrimination in Services and Employment
f. All evidence of insurance shall provide for the a. The Contractor shall not, on the grounds of race,
County to be notified in writing thirty(30)days prior to any creed, color, national origin, sex, age, disability, sexual
cancellation,nonrenewal,or material change in the policy to orientation,military status,or marital status
which such evidence relates. It shall be the duty of the
Contractor to notify the County immediately of any i.) deny any individual the Services
cancellation, nonrenewal, or material change in any provided pursuant to the Contract;or
insurance policy. ii.) provide the Services to an individual
that is different, or provided in a
g. In the event the Contractor shall fail to provide different manner, from those provided
evidence of insurance,the County may provide the insurance to others pursuant to the Contract;or
required in such manner as the County deems appropriate iii.) subject an individual to segregation or
and deduct the cost thereof from a Fund Source. separate treatment in any matter related
to the individual's receipt of the
h. If the Contractor is a Municipal Corporation and Services provided pursuant to the
has a self-insurance program under which it acts as a self- Contract;or
insurer for any of such required coverage, the Contractor iv.) restrict an individual in any way from
shall provide proof,acceptable to the County,of self-funded any advantage or privilege enjoyed by
coverage. others receiving the Services provided
pursuant to the Contract;or
5. Independent Contractor v.) treat an individual differently from
others in determining whether or not the
The Contractor is not, and shall never be, considered an individual satisfies any eligibility or
employee of the County for any purpose. Notwithstanding other requirements or conditions which
anything contained in this Contract,the Contract shall not be individuals must meet in order to
construed as creating a principal-agent relationship between receive the Services provided pursuant
the County and the Contractor or the Contractor and the to the Contract;or
County,as the case may be. vi.) discriminate against employees or
applicants for employment.
6. Severability
b. The Contractor shall not utilize criteria or methods
It is expressly agreed that if any term or provision of this of administration which have the effect of subjecting
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individuals to discrimination because of their race, creed, and designated representatives, against any claim, demand
color,national origin,sex,age,disability,sexual orientation, or action that may be brought against the other party, its
military status, or marital status, or have the effect of employees or designated representatives arising out of,or in
substantially impairing the Contract with respect to connection with,the Contract.
individuals of a particular race,creed,color,national origin,
sex, age, disability, sexual orientation, military status, or 15. Confidentiality
marital status,in determining:
Any document of the County, or any document created by
i.) the Services to be provided;or the Contractor and used in rendering the Services, shall
remain the property of the County and shall be kept
ii.) the class of individuals to whom,or the confidential in accordance with applicable laws, rules, and
situations in which,the Services will be regulations.
provided;or
16. Assignment and Subcontracting
iii.) the class of individuals to be afforded an
opportunity to receive the Services. a. The Contractor shall not delegate its duties under
the Contract,or assign,transfer,convey,subcontract,sublet,
10. Nonsectarian Declaration or otherwise dispose of the Contract,or any of its right,title
or interest therein, or its power to execute the Contract, or
The Services performed under the Contract are secular in assign all or any portion of the moneys that may be due or
nature. No funds received pursuant to the Contract shall be become due hereunder, (collectively referred to in this
used for sectarian purposes or to further the advancement of paragraph 16 as"Assignment"),to any other person, entity
any religion. The Services will be available to all eligible or thing without the prior written consent of the County,and
individuals regardless of religious belief or affiliation. any attempt to do any of the foregoing without such consent
shall be void ab initio.
11. Governing Law
b. Such Assignment shall be subject to all of the
The Contract shall be governed by, and construed in provisions of the Contract and to any other condition the
accordance with,the laws of the State of New York,without County requires. No approval of any Assignment shall be
regard to conflict of laws. Venue shall be designated in the construed as enlarging any obligation of the County under
Supreme Court, Suffolk County,the United States District the terms and provisions of the Contract. No Assignment of
Court for the Eastern District of New York, or, if the Contract or assumption by any person of any duty of the
appropriate, a court of inferior jurisdiction in Suffolk Contractor under the Contract shall provide for,or otherwise
County. be construed as, releasing the Contractor from any term or
provision of the Contract.
12. No Waiver
17. Changes to Contractor
It shall not be construed that any failure or forbearance of the
County to enforce any provision of the Contract in any a. The Contractor may,from time to time,only with
particular instance or instances is a waiver of that provision. the County's written consent, enter into a Permitted
Such provision shall otherwise remain in full force and Transfer. For purposes of the Contract,a Permitted Transfer
effect,notwithstanding any such failure or forbearance. means:
13. Conflicts of Interest i.) if the Contractor is a partnership, the.
withdrawal or change, whether
The Contractor shall not, during the Term,pursue a course voluntary, involuntary or by operation
of conduct which would cause a reasonable person to believe of law, of the partners, or transfer of
that he or she is likely to be engaged in acts that create a partnership interests (other than the
substantial conflict between its obligations under the purchase of partnership interests by
Contract and its private interests. The Contractor is charged existing partners, by the partnership
with the duty to disclose to the County the existence of any itself or the immediate family members
such adverse interests, whether existing or potential. This by reason of gift,sale or devise),or the
duty shall continue as long as the Term. The determination dissolution of the partnership without
as to whether or when a conflict may potentially exist shall immediate reconstitution thereof,and
ultimately be made by the County Attorney after full
disclosure is obtained. ii.) if the Contractor is a closely held
corporation (i.e. whose stock is not
14. Cooperation on Claims publicly held and not traded through an
exchange or over the counter):
The Contractor and the County shall render diligently to
each other, without compensation, any and all cooperation 1. the dissolution, merger,
that may be required to defend the other party,its employees consolidation or other
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reorganization of the
Contractor;and e. Notwithstanding the County's consent,
2. the sale or other transfer of i.) the terms and conditions of the Contract
twenty percent(20%)or more shall in no way be deemed to have been
of the shares of the Contractor waived or modified;and
(other than to existing
shareholders, the corporation ii.) such consent shall not be deemed
itself or the immediate family consent to any further transfers.
members of shareholders by
reason of gift,sale or devise). 18. No Intended Third Party Beneficiaries
b. If the Contractor is a not-for-profit corporation, a The Contract is entered into solely for the benefit of the
change of twenty percent (20%) or more of its shares or County and the Contractor. No third party shall be deemed
members shall be deemed a Permitted Transfer. a beneficiary of the Contract and no third party shall have
the right to make any claim or assert any right under the
C. The Contractor shall notify the County in writing, Contract.
which notice(the"Transfer Notice")shall include:
19. Certification as to Relationships
i.) the proposed effective date of the
Permitted Transfer, which shall not be The Contractor certifies under penalties of perjury that to the
less than thirty(30)days nor more than best of its knowledge,other than through the funds provided
one hundred eighty(180)days after the in the Contract and other valid agreements with the County,
date of delivery of the Transfer Notice; there is no known spouse,life partner,business,commercial,
economic, or financial relationship with the County or its
a summary of the material terms of the elected officials. The Contractor also certifies to the best of
proposed Permitted Transfer; its knowledge that there is no relationship within the third
degree of consanguinity,between the Contractor,any of its
iii.) the name and address of the proposed partners, members, directors, or shareholders owning five
transferee; (5%)percent or more of the Contractor,and the County. The
foregoing certification shall not apply to a contractor that is
iv.) such information reasonably required by a municipal corporation or a government entity.
the County, which will enable the
County to determine the financial 20. Publications
responsibility, character, and reputation
of the proposed transferee,nature of the Any book, article,report, or other publication related to the
proposed assignee/transferee's business Services provided pursuant to this Contract shall contain the
and experience; following statement in clear and legible print:
V.) all executed forms required pursuant to "This publication is fully or partially funded
Article IV of the Contract, that are by the County of Suffolk."
required to be submitted by the
Contractor;and 21. Copyrights and Patents
vi.) such other information as the County a. Copyrights
may reasonably require.
Any and all materials generated by or on behalf of the
d. The County agrees that any request for its consent Contractor while performing the Services (including,
to a Permitted Transfer shall be granted, provided that the without limitation,designs,images,video,reports,analyses,
transfer does not violate any provision of the Contract, and manuals, films,tests, tutorials, and any other work product
the transferee has not been convicted of a criminal offense of any kind) and all intellectual property rights relating
as described under Article II of Chapter 189 of the Suffolk thereto("Work Product") are and shall be the sole property
County Code. The County shall grant or deny its consent to. of the County. The Contractor hereby assigns to the County
any request of a Permitted Transfer within twenty(20)days its entire right,title and interest,if any,to all Work Product,
after delivery to the County of the Transfer Notice, in and agrees to do all acts and execute all documents, and to
accordance with the provisions of Paragraph 27 of Article III use its best efforts to ensure that its employees,consultants,
of the Contract. If the County shall not give written notice subcontractors, vendors and agents do all acts and execute
to the Contractor denying its consent to such Permitted any documents,necessary to vest ownership in the County
Transfer (and setting forth the basis for such denial in of any and all Work Product. The Contractor may not secure
reasonable detail)within such twenty(20)-day period,then copyright protection. The County reserves to itself,and the
the County shall be deemed to have granted its consent to Contractor hereby gives to the County, and to any other
such Permitted Transfer. person designated by the County, consent to produce,
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reproduce, publish, translate, display or otherwise use the
Work Product. This paragraph shall survive any completion, 24. Certification Regarding Lobbying
expiration or termination of this Contract.
Together with this Contract and as a condition precedent to
The County shall be deemed to be the author of all the Work its execution by the County, the Contractor shall have
Product. The Contractor acknowledges that all Work executed and delivered to the County the Certification
Product shall constitute"work made for hire"under the U.S. Regarding Lobbying (if payment under this Contract may
copyright laws. To the extent that any Work Product does exceed $100,000) as required by Federal regulations, and
not constitute a"work made for hire,"the Contractor hereby shall promptly advise the County of any material change in
assigns to the County all right, title and interest, including any of the information reported on such Certification, and
the right,title and interest to reproduce, edit, adapt,modify shall otherwise comply with, and shall assist the County in
or otherwise use the.Work Product,that the Contractor may complying with, said regulations as now in effect or as
have or may hereafter acquire in the Work Product, amended during the term of this Contract.
including all intellectual property rights therein, in any
manner or medium throughout the world in perpetuity 25. Record Retention
without compensation. This includes,but is not limited to,
the right to reproduce and distribute the Work Product in The Contractor shall retain all accounts,books,records,and
electronic or optical media, or in CD-ROM, on-line or other documents relevant to the Contract for seven(7)years
similar format. after final payment is made by the County. Federal, State,
and/or County auditors and any persons duly authorized by
b. Patents the County shall have full access and the right to examine
any of said materials during said period. Such access is
If the Contractor develops, invents, designs or creates any granted notwithstanding any exemption from disclosure that
idea, concept, code, processes or other work or materials may be claimed for those records which are subject to
during the Term, or as a result of any Services performed nondisclosure agreements, trade secrets and commercial
under the Contract("patent eligible subject matter"),it shall information or financial information that is privileged or
be the sole property of the County. The Contractor hereby confidential Without limiting the generality of the foregoing,
assigns to the County its entire right,title and interest,if any, records directly related to contract expenditures shall be kept
to all patent eligible subject matter,and agrees to do all acts for a period of ten (10) years because the statute of
and execute all documents, and to use its best efforts to limitations for the New York False Claims Act(New York
ensure that its employees, consultants, subcontractors, False Claims Act§ 192)is ten(10)years.
vendors and agents do all acts and execute any documents,
necessary to vest ownership in the County of any and all 26. Contract Agency Performance Measures and Reporting
patent eligible subject matter. The Contractor may not apply Requirements—Local Law No.41-2013
for or secure for itself patent protection. The County
reserves to itself and the Contractor hereby gives to the a. If payment under this Contract may exceed
County, and to any other person designated by the County, $50,000,it is subject to the requirements of Suffolk County
consent to produce or otherwise use any item so discovered Local Law No. 41-2013, a Local Law to Implement
and/or the right to secure a patent for the discovery or Performance Measurement to Increase Accountability and
invention. This paragraph shall survive any completion, Enhance Service Delivery by Contract Agencies (Article
expiration or termination of this Contract. VIII of Chapter 189 of the Suffolk County Code)as set forth
in Article IV entitled "Suffolk County Legislative
22. Arrears to County Requirements."
Contractor warrants that, except as may otherwise be b. The Contractor shall cooperate with the
authorized by agreement, it is not in arrears to the County Department in all aspects necessary to help carry out the
upon any debt,contract,or any other lawful obligation, and requirements of the Law.Based on criteria established by the
is not in default to the County as surety. Contractor in conjunction with the Department, the
23. Lawful Hiring of Employees Law in Connection with Contractor shall submit monthly reports regarding the
Contracts for Construction or Future Construction Contractor's performance relative to the established criteria,
on dates and times as specified by the Department,as more
In the event that the Contract is subject to the Lawful Hiring fully set forth in Article I and Article IV of this Contract.
of Employees Law of the County of Suffolk,Suffolk County
Code Article II of Chapter 353,as more fully set forth in the C. The Contractor shall submit an annual report to the
Article entitled"Suffolk County Legislative Requirements," Department regarding the Contractor's performance no later
the Contractor shall maintain the documentation mandated than July 31 of each year of the Term.All performance data
to be kept by this law on the construction site at all times. and reports will be subject to audit by the Comptroller.
Employee sign-in sheets and register/log books shall be kept
on the construction site at all times and all covered 27. Notice
employees, as defined in the law, shall be required to sign
such sign-in sheets/register/log books to indicate their Unless otherwise expressly provided, all notices shall be in
presence on the construction site during such working hours. writing and shall be deemed sufficiently given if sent by
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regular first class mail and certified mail, or personally
delivered during business hours as follows: 1.) to the 29. New York State Labor Law
Contractor at the address on page 1 of the Contract and 2.)
to the County at the Department, or as to either of the If applicable to this Contract,Contractor shall comply with
foregoing,to such other address as the addressee shall have Article 8 of the N.Y.Labor Law.
indicated by prior written notice to the addressor. All notices
received by the Contractor relating to a legal claim shall be
immediately sent to the Department and also to the County
Attorney at H. Lee Dennison Building, 100 Veterans End of Text for Article III
Memorial Highway, P.O. Box 6100, (Sixth Floor),
Hauppauge,New York, 11788-0099.
28. Data Protection and Cyber Security
a. Contractor and subcontractors shall comply with all
applicable federal, state, and local laws and regulations
related to data protection and cybersecurity
b. Where contractor or subcontractor stores, processes,
transmits, or has access to Payment Card Data or
Cardholder Data Environment(CDE)on behalf of Suffolk
County, Vendor shall comply with the current Payment
Card Industry Data Security Standard(PCI DSS).
C. Contractor and subcontractors shall employ reasonable
security measures as defined by the United States Fair Trade
Commission including but not limited to; encryption of
sensitive data, strong password policies, elimination of
default credentials,time limited credentials,least privileged
access for third party vendors, network segmentation,
regular patching and updates, monitoring of cyber security '
measures and logging thereof and incident response plan.
d. Contractor and all subcontractors shall comply with the
Department of Justice Preventing Access to U.S. Sensitive
Personal Data and Government Related Data by Countries
of Concern,28 CFR 202.
e. Contractor and all subcontractors shall comply with N.Y.
Gen.Bus. Law§ 899-bb by developing, implementing, and
maintaining reasonable safeguards to protect the security,
confidentiality,and integrity of private information.
f. The Contractor shall read,become familiar with,and comply
with the requirements of section A5-22 of Article V of the
Suffolk County Administrative Code. The Contractor (as
defined in section A5-22) certifies that it has policies and
procedures in place for the effective management of any
cyber security breach,event or attack.The Contractor shall,
within 48 hours, notify the Chief Information Security
Officer ("CISO") at the Office of Information Technology
located at William J. Lindsay County Complex—Building
50, 725 Veterans Memorial Highway, Hauppauge, New
York 11788 and the Department named on the signature
page of this Contract, of any cyber breach, event or attack,
as defined in section A5-22 of Article V of the Suffolk
County Administrative Code. The Contractor, upon
completion of its investigation of the cyber breach,event or
attack, shall provide a written report of the findings of the
completed investigation to the CISO.
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Article IV terminate the Contract and to seek other remedies as set forth
Suffolk County Legislative Requirements therein,for violations of this Law.
NOTE: THE CONTRACTOR'S COMPLETED LEGISLATIVE Required Forms:
REQUIREMENTS FORMS REFERENCED HEREIN ARE Suffolk County Living Wage Form DOL-LW1/38(Revised
AVAILABLE ON FILE AT THE DEPARTMENT NAMED ON 1/2026) entitled "SUFFOLK COUNTY DEPARTMENT
THE SIGNATURE PAGE OF THIS CONTRACT. OF LABOR, LICENSING & CONSUMER AFFAIRS—
NOTICE OF APPLICATION FOR COUNTY
These Legislative Requirements,as may be amended from time to COMPENSATION-LIVING WAGE
time,shall apply to the Contractor regardless of whether notice of CERTIFICATION/DECLARATION-SUBJECT TO
such amendments has been provided to the Contractor by the AUDIT."
County. It is the Contractor's obligation under this Contract to
read,become familiar with,and comply with the requirements of 3. Use of County Resources to Interfere with Collective
amended Suffolk County Local Laws, Rules and Regulations, Bargaining Activities
which can be accessed on the homepage of the Suffolk County It shall be the duty of the Contractor to read,become familiar
Legislature. with, and comply with the requirements of Article I of
Chapter 803 of the Suffolk County Code.
1. Contractor's/Vendor's Public Disclosure Statement
County Contractors (as defined by section 803-2) shall
It shall be the duty of the Contractor to read,become familiar comply with all requirements of Chapter 803 of the Suffolk
with, and comply with the requirements of section A5-8 of County Code,including the following prohibitions:
Article V of the Suffolk County Code.
a. The Contractor shall not use County funds to
Unless certified by an officer of the Contractor as being assist,promote,or deter union organizing.
exempt from the requirements of section A5-8 of Article V
of the Suffolk County Code, the Contractor represents and b. No County funds shall be used to reimburse the
warrants that it has filed with the Comptroller the verified Contractor for any costs incurred to assist,promote,or deter
public disclosure statement required by Suffolk County union organizing.
Administrative Code Article V, section A5-8.and shall file
an update of such statement with the Comptroller on or C. No employer shall use County property to hold a
before the 31st day of January in each year of the Contract's meeting with employees or supervisors if the purpose of such
duration. The Contractor acknowledges that such filing is a meeting is to assist,promote,or deter union organizing.
material, contractual and statutory duty and that the failure
to file such statement shall constitute a material breach of the If the Services are performed on County property, the
Contract, for which the County shall be entitled, upon a Contractor must adopt a reasonable access agreement, a
determination that such breach has occurred,to damages, in neutrality agreement, fair communication agreement, non-
addition to all other legal remedies,of fifteen percent(15%) intimidation agreement, and a majority authorization card
of the amount of the Contract. agreement.
Required Form: If the Services are for the provision of human services and
Suffolk County Form SCEX 22; entitled are not to be performed on County property,the Contractor
"Contractor's/Vendor's Public Disclosure Statement" must adopt,at the least,a neutrality agreement.
2. Living Wage Law Under the provisions of Chapter 803,the County shall have
the authority,under appropriate circumstances,to terminate
It shall be the duty of the Contractor to read,become familiar the Contract and to seek other remedies as set forth therein,
with, and comply with the requirements of Chapter 575, of for violations of this Law.
the Suffolk County Code.
Required Form:
This Contract is subject to the Living Wage Law of the Suffolk County Labor Law Form DOL-LO1 (Revised
County of Suffolk. The law requires that, unless specific 1/2024); entitled "Suffolk County Department of Labor,
exemptions apply, all employers(as defined)under service Licensing & Consumer Affairs — Union Organizing
contracts and recipients of County financial assistance, (as Certification/Declaration-Subject to Audit."
defined) shall provide payment of a minimum wage to
employees as set forth in the Living Wage Law. Such rate 4. Lawful Hiring of Employees Law
shall be adjusted annually pursuant to the terms of the
Suffolk County Living Wage Law of the County of Suffolk. It shall be the duty of the Contractor to read,become familiar
Under the provisions of the Living Wage Law, the County with, and comply with the requirements of Article II of
shall have the authority,under appropriate circumstances,to Chapter 353 of the Suffolk County Code.
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This Contract is subject to the Lawful Hiring of Employees The documentation mandated to be kept by this law shall at
Law of the County of Suffolk. It provides that all covered all times be kept on site. Employee sign-in sheets and
employers, (as defined),and the owners thereof,as the case register/log books shall be kept on site at all times during
may be,that are recipients of compensation from the County working hours and all covered employees, as defined in the
through any grant, loan, subsidy, funding, appropriation, law,shall be required to sign such sign-in sheets/register/log
payment, tax incentive, contract, subcontract, license books to indicate their presence on the site during such
agreement,lease or other financial compensation agreement working hours.
issued by the County or an awarding agency, where such
compensation is one hundred percent(100%)funded by the Required Forms:
County, shall submit a completed sworn affidavit (under "SUFFOLK COUNTY DEPARTMENT OF LABOR,
penalty of perjury),the form of which is attached,certifying LICENSING, & CONSUMER AFFAIRS — NOTICE OF
that they have complied,in good faith,with the requirements APPLICATION TO CERTIFY COMPLIANCE WITH
of Title 8 of the United States Code Section 1324a with FEDERAL LAW (8 U.S.C. SECTION 1324A) WITH
respect to the hiring of covered employees(as defined)and RESPECT TO LAWFUL HIRING OF EMPLOYEES,
with respect to the alien and nationality status of the owners Suffolk County Code,Chapter 353 (2006)"DOL-LHE 1/2
thereof. The affidavit shall be executed by an authorized (REVISED 1/2024).
representative of the covered employer or owner,as the case
may be; shall be part of any executed contract, subcontract, 5. Gratuities
license agreement, lease or other financial compensation
agreement with the County; and shall be made available to It shall be the duty of the Contractor to read,become familiar
the public upon request. with, and comply with the requirements of Chapter 664 of
the Suffolk County Code.
All contractors and subcontractors (as defined) of covered
employers, and the owners thereof,as the case may be,that The Contractor represents and warrants that it has not
are assigned to perform work in connection with a County offered or given any gratuity to any official, employee or
contract, subcontract, license agreement, lease or other agent of the County or the State or of any political party,with
financial compensation agreement issued by the County or the purpose or intent of securing an agreement or securing
awarding agency,where such compensation is one hundred favorable treatment with respect to the awarding or
percent (100%) funded by the County, shall submit to the amending of an agreement or the making of any
covered employer a completed sworn affidavit (under determinations with respect to the performance of an
penalty of perjury),the form of which is attached,certifying agreement.
that they have complied,in good faith,with the requirements
of Title 8 of the United States Code Section 1324a with 6. Prohibition Against Contracting with Corporations
respect to the hiring of covered employees and with respect that Reincorporate Overseas
to the alien and nationality status of the owners thereof, as
the case may be. The affidavit shall be executed by an It shall be the duty of the Contractor to read,become familiar
authorized representative of the contractor,subcontractor,or with, and comply with the requirements of sections A4-13
owner, as the case may be; shall be part of any executed and A4-14 of Article IV of the Suffolk County Code.
contract, subcontract, license agreement, lease or other
financial compensation agreement between the covered The Contractor represents that it is in compliance with
employer and the County;and shall be made available to the sections A4-13 and A4-14 of Article IV of the Suffolk
public upon request. County Code. Such law provides that no contract for
consulting services or goods and services shall be awarded
An updated affidavit shall be submitted by each such by the County to a business previously incorporated within
employer,owner,contractor and subcontractor no later than the U.S.A.that has reincorporated outside the U.S.A.
January 1 of each year for the duration of any contract and
upon the renewal or amendment of the Contract, and 7. Child Sexual Abuse Reporting Policy
whenever a new contractor or subcontractor is hired under
the terms of the Contract.
It shall be the duty of the Contractor to read,become familiar
The Contractor acknowledges that such filings are a with, and comply with the requirements of Article 11 of
material, contractual and statutory duty and that the failure Chapter 880 of the Suffolk County Code.
to file any such statement shall constitute a material breach
The Contractor shall comply with Article II of Chapter 880,
of the Contract.
of the Suffolk County Code, entitled "Child Sexual Abuse
Reporting Policy,"as now in effect or amended hereafter or
Under the provisions of the Lawful Hiring of Employees
Law, the County shall have the authority to terminate the of any other Suffolk County Local Law that may become
Contract for violations of this Law and to seek other applicable during the term of the Contract with regard to
child sexual abuse reporting policy.
remedies available under the law.
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8. Non Responsible Bidder County may withhold payment, terminate the Contract or
exercise such other remedies as may be appropriate in the
It shall be the duty of the Contractor to read,become familiar circumstances.
with, and comply with the requirements of Article II of
Chapter 189 of the Suffolk County Code. 12. Safeguarding Personal Information of Minors
Upon signing the Contract,the Contractor certifies that it has It shall be the duty of the Contractor to read,become familiar
not been convicted of a criminal offense within the last ten with, and comply with the requirements of Suffolk County
(10)years. The term "conviction" shall mean a finding of Local Law No. 20-2013, a Local Law to Safeguard the
guilty after a trial or a plea of guilty to an offense covered Personal Information of Minors in Suffolk County.
under section 189-5 of the Suffolk County Code under
"Nonresponsible Bidder." All contract agencies that provide services to minors are
required to protect the privacy of the minors and are strictly
9. Use of Funds in Prosecution of Civil Actions prohibited from selling or otherwise providing to any third
Prohibited party,in any manner whatsoever,the personal or identifying
information of any minor participating in their programs.
It shall be the duty of the Contractor to read,become familiar
with, and comply with the requirements of Article III of 13. Contract Agency Performance Measures and
Chapter 893 of the Suffolk County Code. Reporting Requirements
The Contractor shall not use any of the moneys,in part or in It shall be the duty of the Contractor to read,become familiar
whole, and either directly or indirectly, received under the with, and comply with the requirements of Suffolk County
Contract in connection with the prosecution of any civil Local Law No. 41-2013, a Charter Law to Implement
action against the County in any jurisdiction or any judicial Performance Measurement to Increase Accountability and
or administrative forum. Enhance Service Delivery by Contract Agencies (Article
VIII of Chapter 189 of the Suffolk County Code) as more
10. Youth Sports fully set forth in Article I and Article III of this Contract.
It shall be the duty of the Contractor to read,become familiar All contract agencies having a contract in excess of$50,000
with, and comply with Article III of Chapter 730 of the shall cooperate with the contract's administering department
Suffolk County Code. to identify the key performance measures related to the
objectives of the services that the contract agency provides
All contract agencies that conduct youth sports programs are and shall develop an annual performance reporting plan.The
required to develop and maintain a written plan or policy contract agency shall cooperate with the administering
addressing incidents of possible or actual concussion or department and the County Executive's Performance
other head injuries among sports program participants.Such Management Team to establish working groups to identify
plan or policy must be submitted prior to the award of a appropriate performance indicators and targets for monthly
County contract,grant or funding. Receipt of such plan or evaluation of the contract agency's performance.
policy by the County does not represent approval or
endorsement of any such plan or policy,nor shall.the County 14. Suffolk County Local Laws Website Address
be subject to any liability in connection with any such plan
or policy. Suffolk County Local Laws, Rules and Regulations can be
accessed on the homepage of the Suffolk County
11. Work Experience.Participation Legislature.
If the Contractor is a not-for-profit or governmental agency 15. Suffolk County Code of Ethics
or institution, each of the Contractor's locations in the
County at which the Services are provided shall be a work As required by Suffolk County Standard Operating
site for public-assistance clients of Suffolk County pursuant Procedure A-06,the following is a link to the Suffolk County
to Chapter 281 of the Suffolk County Code at all times Ethics Booklet,which contains the provisions of the Suffolk
during the Term of the Contract. If no Memorandum of County Code of Ethics:
Understanding ("MOU") with the Suffolk County
Department of Labor for work experience is in effect at the https://suffolkcountyny.poy/Portals/0/fonnsdoesBoardofet
beginning of the Term of the Contract,the Contractor,if it is hics/2%2024%20BLUE%20BOOK%20UPDATED.i)
a not-for-profit or governmental agency or institution,shall
enter into such MOU as soon as possible after the execution M. Notification of Cyber Security Breach
of the Contract and failure to enter into or to perform in
accordance with such MOU shall be deemed to be a failure It shall be the duty of the Contractor to read,become familiar
to perform in accordance with the Contract, for which the with,and comply with the requirements of section A5-22 of
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ARTICLE IV
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
Article V of the Suffolk County Administrative Code.
The Contractor(as defined in section A5-22)certifies that it
has policies and procedures in place for the effective
management of any cyber security breach, event or attack.
The Contractor shall, within 48 hours, notify the Chief
Information Security Officer ("CISO") at the Office of
Information Technology located at William J. Lindsay
County Complex — Building 50, 725 Veterans Memorial
Highway,Hauppauge,New York 11788 and the Department
named on the signature page of this Contract, of any cyber
breach, event or attack, as defined in section A5-22 of
Article V of the Suffolk County Administrative Code. The
Contractor,upon completion of its investigation of the cyber
breach, event or attack,shall provide a written report of the
findings of the completed investigation to the CISO.
End of Text for Article fV
31 of 39 pages
ARTICLE IV
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
Article V required documentation will disqualify the Contractor from
General Fiscal Terms and Conditions any further County contracts.
1. General Payment Terms C. Payment by County
a. Presentation of Suffolk County Payment Payment by the County shall be made within thirty(30)days
Voucher after approval of the Suffolk County Payment Voucher by
the Comptroller.
In order for payment to be made by the County to the
Contractor for the Services,the Contractor shall prepare and d- Budget Modification
present a Suffolk County Payment Voucher, which shall be i•) The parties shall use the Contract
documented by sufficient, competent and evidential matter. Budget Modification Request form
Each Suffolk County Payment Voucher submitted for
payment is subject to Audit at any time during the Term or ("Budget Modification")for revisions to
t
any extension thereof. This provision shall survive he Budget and Services not involving
expiration or termination of this Contract for a period of not
C increase to the total cost of the
less than seven(7)years,and access to records shall be as set Contract. If the Contractor is seeking
forth in paragraph 25 of Article III, and paragraph 4(b) of such a modification,the Contractor shall
Article V. contact the Department to receive the
form and enter the required information.
b. Voucher Documentation When the County and the Contractor
agree as to such revisions, the
The Suffolk County Payment Voucher shall list all Contractor shall sign the Budget
information regarding the Services and other items for which Modification form and return it to the
expenditures have been or will be made in accordance with County for execution along with any
the Contract. Either upon execution of the Contract(for the other documentation the Department
Services already rendered and expenditures already made), may require.
or not more than thirty(30)days after the expenditures were
made,and in no event after the 31It day of January following ii.) Such request must be made in advance
the end of each year of the Contract, the Contractor shall of incurring any expenditure for which
the revision is needed.
furnish the County with detailed documentation in support
of the payment for the Services or expenditures under the iii.) Upon complete execution of the Budget
Contract, e.g., dates of the Service, worksite locations, Modification form, the County shall
activities, hours worked, pay rates and all program Budget return a copy to the Contractor. The
categories. The Suffolk County Payment Voucher shall revision shall not be effective until the
include time records,certified by the Contractor as true and Budget Modification is completely
accurate,of all personnel for whom expenditures are claimed executed.
during the period. Time and attendance records of a
Contractor's Director/Executive Director shall be certified iv.) The Budget Modification form may be
by the Chairperson,President or other designated member of submitted only twice per calendar year
the Board of Directors of the Contractor and shall be and may only be submitted prior to
maintained by the Contractor for audit. All Suffolk County November 151h-of that year.
Payment Vouchers must bear a signature as that-term is
defined pursuant to New York State General Construction e. Budget and/or Services Revisions
Law § 46 by duly authorized persons, and certification of
such authorization with certified specimen signatures
thereon must be filed with the County by a Contractor i.) The Parties shall use the Contract
official empowered to sign the Contract. FormBudg (S dget/ Revision Approval
Form (Budget/Services Revisions) for
Disbursements made by the Contractor in accordance with revisions to the Budget and Services
the Contract and submitted for reimbursement must be involving any change to the total cost of
documented and must comply with accounting procedures as the Contract due to a resolution of the
set forth by the Suffolk County Department of Audit and Legislature, changes to the County's
Control. Documentation, including any other form(s) adopted annual budget, or for any other
required by County or the Suffolk County Department of reason necessitating revisions to the
Audit and Control,shall be furnished to the County pursuant Budget or Services.
to, and as limited by, the Regulations for Accounting ii•) When the County and the Contractor
Procedures for Contract Agencies of the Suffolk County agree as to such revisions, the
Department of Audit and Control. In addition to any other Department will enter the information
remedies that the County may have, failure to supply the
32 of 39 pages
ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
into the Budget/Services Revisions those terms and conditions in no less than fourteen(14)days.
Form and send it to the Contractor for
signature.The Contractor shall return it 3. Personnel Salaries, Pension and Employee Benefit
to the County for execution along with Plans,Rules and Procedures
any other documentation the
Department may require. a. Upon request, the Contractor shall submit to the
County a current copy,certified by the Contractor as true and
iii.) Upon complete execution of the form by accurate,of its
the Parties, the County shall return a
copy to the Contractor. The revision i.) salary scale for all positions listed in the
shall not be effective until the Budget;
Budget/Services Revisions Form is
completely executed. ii.) personnel rules and procedures;
f. Taxes iii.) pension plan and any other employee
benefit plans or arrangements.
The charges payable to the Contractor under the Contract are
exclusive of federal,state,and local taxes,the County being b. The Contractor shall not be entitled to
a municipality exempt from payment of such taxes. reimbursement for costs under any pension or benefit plan
g-
Final Voucher the Comptroller deems commercially unreasonable.
C. Notwithstanding anything in this paragraph 3 of
The acceptance by the Contractor of payment of all billings this Article V,the County shall not be limited in requesting
made on the final approved Suffolk County Payment such additional financial information it deems reasonable.
Voucher shall operate as and shall be a release of the County
from all claims by the Contractor through the date of the
4. Accounting Procedures
Voucher.
2. Subject to Appropriation of Funds a. The Contractor shall maintain accounts, books,
records, documents, other evidence, and accounting
a. The Contract is subject to the amount of funds procedures and practices which sufficiently and properly
appropriated each fiscal year and any subsequent reflect all direct and indirect costs of any nature expended in
modifications thereof by the County Legislature, and no the performance of the Contract, in accordance with
liability shall be incurred by the County beyond the amount generally accepted accounting principles and with rules,
of funds appropriated each fiscal year by the County regulations and financial directives, as may be promulgated
Legislature for the Services. by the Suffolk County Department of Audit and Control and
the Department. The Contractor shall permit inspection and
b. If the County fails to receive Federal or State funds audit of such accounts,books,records,documents and other
originally intended to pay for the Services, or to reimburse evidence by the Department and the Suffolk County
the County, in whole or in part, for payments made for the Comptroller, or their representatives, as often as, in their
Services,the County shall have the sole and exclusive right judgment,such inspection is deemed necessary. Such right
to: of inspection and audit as set forth in subparagraph b.below
shall exist during the Term and for a period of seven(7)years
i.) determine how to pay for the Services; after expiration or termination of the Contract.
ii.) determine future payments to the b. The Contractor shall retain all accounts, books,
Contractor;and records, and other documents relevant to the Contract for
seven(7)years after final payment is made by the County.
iii.) determine what amounts, if any, are Federal, State,and/or County auditors and any persons duly
reimbursable to the County by the authorized by the County shall have full access and the right
Contractor and the terms and conditions to examine any of said materials during said period. Such
under which such reimbursement shall access is granted notwithstanding any exemption from
be paid. disclosure that may be claimed for those records which are
subject to nondisclosure agreements, trade secrets and
C. The County may, during the Term, impose a commercial information or financial information that is
Budget Deficiency Plan. In the event that a Budget privileged or confidential.
Deficiency Plan is imposed, the County shall promptly
notify the Contractor in writing of the terms and conditions
thereof,which shall be deemed incorporated in and made a
part of the Contract, and the Contractor shall implement
33 of 39 pages
ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
C. The Contractor shall utilize the accrual basis of qualifications for, this type of work before selecting the
accounting and will submit all financial reports and claims Auditor.
based on this method of accounting during the Term.
b. The Auditor should be required to meet the
5. Audit of Financial Statements following minimum requirements:
a. All payments made under the Contract are subject i.) a current license issued by the New York
to audit by the Comptroller pursuant to Article V of the State Education Department;
Suffolk County Charter. The Contractor further agrees that ii,) sufficient auditing experience in the not-
the Comptroller and the Department shall have access to and for-profit, governmental or profit-
the right to examine, audit, excerpt, copy or transcribe any
pertinent transactions or other records relating to services making areas,as applicable;and
under the Contract. If such an audit discloses overpayments iii.) a satisfactory peer review issued within
by the County to the Contractor,within thirty(30)days after not more than three(3)years prior to the
the issuance of an official audit report by the Comptroller or date when the Auditor was selected to
his duly designated representatives, the Contractor shall conduct the audit.
repay the amount of such overpayment by check to the order
of the Suffolk County Comptroller or shall submit a C. The audit must be conducted in accordance with
generally accepted governmental auditing standards.
proposed plan of repayment to the Comptroller. If there is
Financial statements must clearly differentiate between
no response,or if satisfactory repayments are not made,the
County may recoup overpayments from any amounts due or County-funded programs and other programs that the
becoming due to the Contractor from the County under the Contractor may be operating. The use of subsidiary
Contract or otherwise.The Comptroller reserves the right to schedules should be encouraged for this purpose. The
undertake all reasonable actions to ensure compliance with Auditor must also prepare a Management Letter based on the
all applicable local laws,rules,and regulations including but audit.
not limited to Chapter 189 of the Suffolk County Code
d. "Subrecipients"—Federally Funded Programs
b. The provisions of this paragraph shall survive the and Grants
expiration or termination of the Contract for a period of i.) In the event the Contractor is a
seven(7)years,and access to records shall be as set forth in
in
paragraph 25 of Art 200.icle III,and paragraph 4(b)of Article V. "Subrecipie that term is defined
2 CFR § 1 and expends ONE
MILLION ($1,000,000.00) dollars or
6. Financial Statements and Audit Requirements more of Federal moneys, whether as a
recipient expending awards received
a. Notwithstanding any other reporting or directly from Federal awarding agencies
certification requirements of Federal, State, or local or as a Contractor expending Federal
authorities, the Contractor shall obtain the services of an awards received from a pass-through
independent licensed public accountant or certified public entity such as New York State and/or
accountant(the"Auditor")to audit its financial statements Suffolk County, during any fiscal year
for each Contractor's"fiscal year" in which the Contractor within which it receives funding under
has received, or will receive, three hundred thousand the Contract,the audit referred to under
($300,000.00) dollars or more from the County, whether this paragraph 6 must be conducted and
under the Contract or other agreements with the County,and any the audit report must be in
shall submit a report to the County on the overall financial accordance with OMB Uniform Grant
condition and operations of the Contractor, including a Guidance — 2 CFR Part 200 ("Single
balance sheet and statement of income and expenses,attested Audit Report"). Single Audit Reports
by the Auditor as fairly and accurately reflecting the must also be uploaded to the Federal
accounting records of the Contractor in accordance with Audit Clearinghouse, to the extent
generally accepted accounting principles. The audited required by the OMB Uniform Grant
financial statements including respective Management Guidance referred to above. In addition,
Letters must be emailed to the Executive Director of the Single Audit Report, respective
Auditing Services at Audits@suffolkcountyny.gov within financial statements and - any
thirty(30)days after completion of the audit,but in no event Management Letters must be submitted
later than nine(9)months after the end of the Contractor's to the Department set forth on page one
fiscal year,to which the audit relates. The Contractor may of this Contract and emailed to the
solicit requests for proposals from a number of qualified Executive Director of Auditing Services
accounting firms and review carefully the costs of, and at
subrecipientmonitorinana,suffolkcoun
tyny.gov within thirty (30) days after
34 of 39 pages
ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
completion of the audit,but in no event representatives of Federal,State and County government for
later than nine (9)months after the end that purpose.
of the Contractor's fiscal year,to which
the audit relates. g. The provisions of this paragraph 6 shall survive
the expiration or termination of the Contract.
ii.) In the event the Contractor is a
"Subrecipient"as that term is defined in 7, Furniture,Fixtures,Equipment,Materials,Supplies
2 CFR § 200.1 and expends less than
ONE MILLION($1,000,000.00)dollars a. Purchases, Rentals or Leases Requiring Prior
of Federal moneys, whether as a Approval
recipient expending awards received
directly from Federal awarding agencies Prior to placing any order to purchase, rent or lease any
or as a Contractor expending Federal furniture, fixtures, or equipment valued in excess of one
awards received from a pass-through thousand dollars ($1,000:00) per unit for which the
entity such as New York State and/or Contractor will seek reimbursement from the County, the
Suffolk County, during any fiscal year Contractor shall submit to the County a written request for
the Contractor must email a certified approval to make such a proposed purchase,rental or lease,
Exemption Letter, the form of which with a list showing the quantity and description of each item,
shall be provided by the Department,on its intended location and use,estimated unit price or cost,and
the Contractor's Letterhead and a estimated total cost of the proposed order and three written
Schedule of Federal Funds Expended to estimates for the same. Written approval of the County shall
the respective County Department and be required before the Contractor may proceed with such
the Executive Director of Auditing proposed purchase, rental or lease of furniture, fixtures or
Services, at equipment. All items purchased must be new or like new
subrecipientmonitoring@suffolkcounty unless specifically described otherwise in the Budget.
ny.gov within thirty(30)days of the end
of the Contractor's fiscal year. The b. Purchase Practices/Proprietary Interest of
Schedule of Federal Funds Expended County
must include all Federal funding
received directly from the Federal i.) The Contractor shall follow the general
government and all Federal funds passed practices that are designed to obtain
through from the County and other pass- furniture, fixtures, equipment,
through entities. materials, or supplies at the most
reasonable price or cost possible.
Subrecipients may include, but not
necessarily be limited to, not-for-profit ii.) The County reserves the right to
organizations;units of state government purchase or obtain furniture, fixtures,
or a unit of local governments. equipment,materials,or supplies for the
Contractor in accordance with the
e. Copies of any other audit reports including programmatic needs of the Contract. If
oversight agency audits must be submitted to the Department the County exercises this right, the
set forth on page one of this Contract and emailed to the amount budgeted for the items so
Executive Director of Auditing Services at purchased or obtained by the County for
Audits(a_suffolkcountyny.eov within thirty (30) days after the Contractor shall not be available to
completion of the audit(s). the Contractor for any purpose
whatsoever. Title to any such items
f. The requirements set forth in this paragraph 6 shall purchased or otherwise obtained by the
not preclude the authorized representatives of the County, County for the programs encompassed
the Comptroller,or Federal or State entities from conducting by the Contract and entrusted to the
any other duly authorized audit(s) of records and financial Contractor,shall remain in the County.
statements of the Contractor. The Contractor shall make
such records and financial statements available to authorized iii.) The County shall retain a proprietary
interest in all furniture, removable
fixtures, equipment, materials, and
supplies purchased or obtained by the
Contractor and paid for or reimbursed to
the Contractor pursuant to the terms of
the Contract or any prior agreement
between the parties.
35 of 39 pages
ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
materials, or supplies from any cause, the Contractor shall
iv.) The Contractor shall attach labels immediately send the County a detailed written report
indicating the County's proprietary thereon.
interest or title in all such property.
f. Disposition of Property in Contractor's
Custody
C. County's Right to Take Title and Possession
Contractor shall be required to obtain the County's prior
Upon the termination or expiration of the Contract or any written approval to dispose of any and all property including
renewal thereof, the discontinuance of the business of the fixtures, equipment and furniture, purchased with County
Contractor,the failure of the Contractor to comply with the finds. Upon termination of the County's funding of any of
terms of the Contract, the bankruptcy of the Contractor, an the Services covered by the Contract, or at any other time
assignment for the benefit of its creditors, or the failure of that the County may direct,the Contractor shall make access
the Contractor to satisfy any judgment against it within thirty available and render all necessary assistance for physical
(30)days of filing of the judgment,the County shall have the removal by the County or its designee of any or all furniture,
right to take title to and possession of all furniture, removable fixtures, equipment,materials or supplies in the
removable fixtures, equipment, materials, and supplies and Contractor's custody in which the County has a proprietary
the same shall thereupon become the property of the County interest,in the same condition as such property was received
without any claim for reimbursement on the part of the by the Contractor,reasonable wear and tear excepted. Any
Contractor. disposition, settlements or adjustments connected with such
property shall be in accordance with the rules and regulations
d. Inventory Records,Controls and Reports of the County and the State of New York.
The Contractor shall regularly and concurrently maintain g. Lease or Rental Agreements
proper and accurate inventory records and controls for all
such furniture, removable fixtures and equipment acquired If lease payments or rental costs are included in the Budget
pursuant to the Contract and all prior agreements between as an item of expense reimbursable by the County, the
the parties, if any. Three (3) months before the expiration Contractor shall promptly submit to the County, upon
date of the Contract, the Contractor shall make a physical request, any lease or rental agreement. If during the Term,
count of all items of furniture, removable fixtures and the Contractor shall enter into a lease or rental agreement,or
equipment in its custody, checking each item against the shall renew a lease or rental agreement,the Contractor shall,
aforesaid inventory records. A report setting forth the results prior to the execution thereof, submit such lease or rental
of such physical count shall be prepared by the Contractor agreement,to the County for approval.
on a form or forms designated by the County, certified and
signed by an authorized official of the Contractor, and one 9. Statement of Other Contracts
(1)copy thereof shall be delivered to the County within five
(5) days after the date set for the aforesaid physical count.
Within five(5) days after the termination or expiration date Prior to the execution of the Contract, the Contractor shall
of the Contract,the Contractor shall submit to the County six submit a Statement of Other Contracts to the County. If the
(6) copies of the same report updated to such date of the Contract is amended during the Term, or if the County
Contract,certified and signed by an authorized official of the exercises its option right,the Contractor shall submit a then
Contractor, based on a physical count of all items of current Statement of Other Contracts.
furniture,removable fixtures and equipment on the aforesaid
expiration date, and revised, if necessary, to include any 10. Miscellaneous Fiscal Terms and Conditions
inventory changes during the last three (3) months of the
Term. a. Limit of County's Obligations
e. Protection of Property in Contractor's Custody The maximum amount to be paid by the County is set forth
on the first page of the Contract.
The Contractor shall maintain vigilance and take all
reasonable precautions to protect the furniture, fixtures, b. Duplicate Payment from Other Sources
equipment, material or supplies in its custody against
damage or loss by fire, burglary, theft, disappearance, Payment by the County for the Services shall not duplicate
vandalism, or misuse. In the event of burglary, theft, payment received by the Contractor from any other source.
vandalism, or disappearance of any item of furniture,
fixtures, equipment, material or supplies, the Contractor C. Funding Identification
shall immediately notify the police and make a record
thereof,including a record of the results of any investigation The Contractor shall promptly submit to the County upon
which may be made thereon. In the event of loss of or request, a schedule for all programs funded by the County,
damage to any item of furniture, fixtures, equipment, itemizing for each such program the sums received, their
36 of 39 pages
ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
source and the total program budget. whole or in part, or the amount payable to the Contractor
may be reduced at the discretion of the County,provided that
d. Outside Funding for Non-County Funded any such termination or reduction shall not apply to
Activities allowable costs incurred by the Contractor prior to such
termination or reduction,and provided that money has been
Notwithstanding the foregoing provisions of the Contract,it appropriated for payment of such costs.
is the intent of the County that the terms and conditions of
the Contract shall not limit the Contractor from applying for g. Denial of Aid
and accepting outside grant awards or from providing
additional educational activities/services which may result in If a State or Federal government agency is funding the
the Contractor incurring additional costs, as long as the Contract and fails to approve aid in reimbursement to the
following conditions are met: County for payments made hereunder by the County to the
Contractor for expenditures made during the Term because
i.) The County is not the Fund Source for of any act, omission or negligence on the part of the
the additional services; Contractor,then the County may deduct and withhold from
any payment due to the Contractor an amount equal to the
ii.) Sufficient funding is Contractor
for c can reimbursement denied by the state or federal government
be generated rr the Contractor a cover agency, and the County's obligation to the Contractor shall
the cost incurred by the Contractor to be reduced by any such amounts. In such an event, if there
provide these additional services;and should be a balance due to the County after it has made a
iii.) If sufficient funding is not available or final payment to the Contractor under the Contract, on
cannot be generated, the County shall demand by the County, the Contractor shall reimburse the
not be held liable for any of the County for the amount of the balance due the County,
additional costs incurred by the payable to the Suffolk County Comptroller.The provisions
Contractor in furnishing such additional of this subparagraph shall survive the expiration or
services. termination of the Contract.
iv.) Prior to scheduling any such additional h. Budget
services on County-owned property,the
Contractor shall obtain written County The Contractor expressly represents and agrees that the
approval. The Contractor shall, to the Budget lists all revenue, expenditures,personnel,personnel
County's satisfaction, submit any costs and/or all other relevant costs necessary to provide the
documentation requested by the Services.
Department reflecting the change, and
identify the additional services to be i. Payment of Claims
provided and the source of funding that
shall be utilized to cover the Upon receipt of a Suffolk County Payment Voucher, the
expenditures incurred by the Contractor County, at its discretion,may pay the Contractor during the
in undertaking the additional services. Term,in advance,an amount not to exceed one sixth(1/6)of
the maximum amount to be paid by the County set forth on
e: Potential Revenue the first page of the Contract.
The Contractor shall actively seek and take reasonable steps j. Payments Limited to Actual Net Expenditures
to secure all potential funding from grants and contracts with
other agencies for programs funded by the County. The Contractor agrees that if,for any reason whatsoever,the
Contractor shall spend during the Term for the purposes set
f. Payments Contingent upon State/Federal forth in the Contract an amount less than,or receive amounts
Funding more than, provided in the Budget, the total cost of the
Contract shall be reduced to the net amount of actual
Payments under the Contract may be subject to and Contractor expenditures made for such purposes. The total
contingent upon continued funding by State and/or Federal amount to be paid by the County shall not exceed the lesser
agencies. In the event payments are subject to such funding of (i) actual net expenditures or (ii) the total cost of the
no payment shall be made until the Contractor submits Contract on the cover page and in the Budget. Upon
documentation in the manner and form as shall be required termination or expiration of the Contract,if the Contractor's
by State and/or Federal agency. If late submission of claims total amount of allowable expenses is less than the total
precludes the County from claiming State or Federal amount of the payments made during the Term, the
reimbursement, such late claims by the Contractor shall not Contractor shall prepare a check payable to the Suffolk
be paid by the County subject to subparagraph g.below, if, County Comptroller for the difference between the two
for any reason,the full amount of such funding is not made amounts and submit such payment to the County,along with
available to the County, the Contract may be terminated in the final Suffolk County Payment Voucher.
37 of 39 pages
ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
k. Travel, Conference, and Meeting Attendance: execution of the Contract or as may thereafter become
SOP A-07 Amendment 1 vacant, and, in the exercise of that right. The County may
promulgate reasonable regulations involving filling of
Reimbursement to the Contractor for travel costs shall not vacancies which shall be deemed to be incorporated by
exceed amounts allowed to County employees. All reference in, and be made part of, the Contract, provided,
conferences that are partially or fully funded by the County however,that subject to the availability of funding,approval
that the Contractor's staff wishes to attend must be pre- for the hiring of replacement clerical shall be a Contractor
approved, in writing, by the County and must be in determination.
compliance with Suffolk County Standard Operating
Procedure A-07 which may be viewed online at the County's o. No Limitation On Rights
website, SuffolkCountyny.gov; go to "Government," then
"Comptroller,"then"Consultant's Agreements." Notwithstanding anything in this Article V to the contrary,
the County shall have available to it all rights and remedies
1. Salaries under the Contract and at law and equity.
The Contractor shall not be eligible to receive any salary p- Comptroller's Rules and Regulations
reimbursement until proof of deposit or payment of all
withholding and payroll taxes to the Federal/State The Contractor shall comply with the"Comptroller's Rules
governments has been provided to the County. and Regulations for Consultant's Agreements" as
promulgated by the Department of Audit and Control of
M. Salary Increases Suffolk County and any amendments thereto during the
Term of the Contract. The "Comptroller's Rules and
No salary,wage,or other compensation for the Services shall Regulations for Consultant's Agreements" and"SOP A-07
be increased over the amount stated in the Budget without Amendment 1" may be viewed online at the County's
the prior written approval of the County. website, SuffolkCountyny.gov; go to "Government," then
"Comptroller,"then"Consultant's Agreements."
n. Contractor Vacancies
The County shall have the right of prior approval of the End of Text for Article V
Contractor's filling of any vacant position as of the date of
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ARTICLE V
Rev. 1/21/2026; Law No. 26-AG- IFMS No. 00000016467
Line Item/Omnibus Grant—AAA Transportation 001-6806-4980-95294
Article VI
Budget
Town of Southold
AAA Transportation Program
January 1, 2026—December 31, 2026
PERSONNEL
Drivers $9,3 87
FRINGE 778
NET REIMBURSEMENT �10,165
39 of 39 pages
ARTICLE VI