Commission for Arts and Culture Funding Program Contracting with

Commission for Arts and Culture Funding Program Contracting with the City of San Diego Fiscal Year 2020

Welcome OSP and CCSD Contractors!

Who do I contact for help? FY20 Contracts, Contract Renewals, Invoicing for Reimbursement, Mid-Year and Final Reports: Gail Wingfield Senior Arts and Culture Funding Manager P: 619. 236. 6809 E: [email protected] Karla Centeno Arts & Culture Project Manager P: 610.236.6849 E: [email protected]

FY 2020 Fast Facts Organizational Support Program 105 Funded Allocated: 10,065,625 Creative Communities San Diego 54 Funded Allocated: 1,388,935 Contract Period is from July 1, 2019 – June 30, 2020.

Where can I find all this info? www.sandiego.gov/arts-culture/funding

What is the funding process?

What is included in the contract kit? One handbook for completing a contract or contract renewal kit One contract or contract renewal kit completion checklist For new contractors: Two complete contracts, unsigned One Exhibit A: Scope of Services For renewing contractors: Two copies of the contract renewal letter, unsigned One “Declaration in Lieu” of Required Auto Insurance One “Declaration in Lieu” of Required Workers’ Compensation Insurance

I received my contract kit, now what? 1. Read the instructions, the contract and Exhibit A, or renewal letter, Sign both contracts or letters and Declaration in Lieu (if applicable) 2. Return the following to the Commission for Arts and Culture: One complete contract or contract renewal letter, signed One duplicate contract or contract renewal letter, signed One Exhibit A: Scope of Services (for new contractors) Required Insurance Documents One “Declaration in Lieu” of Required Auto Insurance, signed if applicable One “Declaration in Lieu” of Required Workers’ Compensation Insurance, if applicable Contract or Renewal Kit signed due: August 16, 2019, 5:00 p.m.

Complete Contract Kit Contract with Exhibit A or Contract Renewal Letter, & Declaration in Lieu(s) Organization’s Insurance Information Organization’s State and Federal Charity Registrations

What are the insurance requirements? Commercial General Liability (CGL) Commercial Auto Liability (Auto) Workers Compensation (WC) The City of San Diego Purchasing and Contracting 1200 Third Avenue, 2nd Floor San Diego, CA 92101

Required Insurance Documents Certificate of Insurance (COI) Additional Insured Endorsement for CGL Primary and NonContributory Coverage for CGL Waiver of Subrogation for WC Declaration in Lieu, if applicable

Certificate of Insurance Required for all organizations Shows: Insurance coverage types Policy numbers Expirations dates Policy limits Certificate holder should be listed as The City of San Diego The City of San Diego Purchasing and Contracting 1200 Third Avenue, 2nd Floor San Diego, CA 92101

Additional Insured Endorsement Required for Commercial General Liability insurance Required Language: “The City of San Diego, its respective elected officials, officers, employees, and volunteers” The Policy Number needs to be printed on the top and needs to match the COI 2018CC201 The City of San Diego, its respective elected officials, officers, employees, and volunteers.

Additional Insured Endorsement 2018CC201 The City of San Diego, its respective elected officials, officers, employees, and volunteers.

Primary/Non-Contributory Coverage Required for Commercial General Liability insurance Can be an endorsement or a page from insurance policy document The Policy Number needs to be printed on the top and needs to match the COI Policy #: 2018CC201

Primary/Non-Contributory Coverage Policy #: 2017CC201

Waiver of Subrogation for Workers Comp. Required for Workers Compensation insurance Required Language: “The City of San Diego, its respective elected officials, officers, employees, and volunteers” The Policy Number needs to be printed on the top and needs to match the COI Policy #: 2018CC201 The City of San Diego, its respective elected officials, officers, employees, and volunteers.

Declaration in Lieu Forms Declaration in Lieu, if applicable: Automobile Liability Worker’s Compensation Insurance

Insurance Samples – In Lieu Forms Who should sign an Declaration in Lieu Auto Liability? Your organization does not currently own any vehicles, and Your organization carries auto liability insurance for hired & non-owned autos.

In Lieu Forms- Workers Compensation Who should sign an Declaration in Lieu Workers Compensation? Your organization has no paid employees, and All work to be performed under the contract is done solely by volunteers.

Tips for getting your insurance right Carefully read Article VII of your contract. Review this presentation. Share the insurance requirements found in Article VII of the contract and this video with your insurance broker - they are an insurance expert. Verify that your organization’s insurance policies will not expire in the next 90 days. Ensure that policy numbers typed on the endorsements match those numbers stated on the Certificate of Insurance.

State & Federal Registrations CA Dept. of Justice Charity Registration http://rct.doj.ca.gov Status Needed: Current CA Secretary of State https://businesssearch.sos.ca.gov/ Status Needed: Active Department of Industrial Relations https://www.dir.ca.gov/dlse/debar.html Organization is not listed as debarred

California Secretary of State Status Needed: Active

State of California - Department of Justice Status Needed: CURRENT

How can I expedite the process? Send complete and accurate insurance documents and keep the documents current throughout the year. Verify that your organization’s status with state and federal agencies is – and stays – current. Designate one person in your organization to be the point of contact for Commission staff.

Contract’s Journey Through the City Purchasing and Contractin g Arts & Culture Commission Staff City Attorney’ s Office

Purchase Order’s Journey in the City Internal Approval ARIBA Purchasing & Contracting

Contract Process is Complete!

Invoices for Reimbursement Organizational Support Program Refer to your contract for reimbursement criteria Does not need to be every three months Creative Communities San Diego Refer to your contract for reimbursement criteria

Invoice for Reimbursement All requests must show line items for eligible expenses and equivalent matching income. Cannot submit a final invoice for reimbursement until two things happen: 1. Services have been completed; 2. Final Performance Report has been submitted. Electronic Funds Transfer forms are available for download.

Reporting Requirements Mid-Year Performance Report Process improvement questions Data collection questions Released early October Submitted online DataArts Funder’s Report Final Performance Report Share successes and challenges Financial reporting Data collection questions Released early October Submitted Online Final invoice can be submitted once final report is received Actual content of reports is subject to change.

Acknowledgement All contractors are required to acknowledge City support in printed materials for their programs or event. Include the credit: Financial support is provided by the City of San Diego. If you received support from only the Commission: Use the Commission for Arts and Culture Department Logo If you received support from the Commission and other City departments including Libraries, City Council, Parks and Rec.: Use the City of San Diego Logo Download logos here: https://www.sandiego.gov/arts-culture/funding

Additional Technical Assistance Need additional help? Sign up for office hours! Organizations may sign up for one-on-one, 30-minute appointments with Commission staff. When: Every Thursday from July 25 - August 8, 2019 from 9:00 a.m-12:00 p.m. Where: Appointments take place in person at the Commission for Arts and Culture office, located at 1200 Third Avenue, Suite 924 in downtown, San Diego, or via phone. Appointments are scheduled on a first-come, first-serve basis. All appointments begin at the top of every half hour. Contact Gail Wingfield: [email protected]

Questions? Contract or Renewal Kit due: August 16, 2019, 5:00 p.m.