Board of Commissioners Agenda Item Transmittal Form Procurement/Contract/ransmital Form Type ofcontract: 1yearD Multi-yearD Singlel Event X Contract #: BOCApprovall Date: Submission Information Contact Name: Carol Cummings- Fambrough Department: Talent management Vendor Information Vendor Name: Association County Commissioners: of Georgia Civic Affairs Foundation, Inc. Address: 191 Peachtree Street, Suite 700 Atlanta, GA: 30303 Email: mnesmith@accgorg Phone #: 404-992-8737 Contact: Michele N. Smith Project' Title: General Georgia County Internship Program (GCIP) -Classification and Compensation Funding Account Number: Contract amount: $3259.50 Internship $400 Cost Share Contract Type: Goods 0 Services0) Labor (x) Contract Action: New (x) Renewal0) Change Order0) Term of contract: May 1,2025- - September1,2025 Original Contract Number: approved for processing. ChiefFinancial Officer Finance Director Signatures Ihave reviewed the attached contract, and the amounti is Procurement Manager Signature Ihave reviewed the attached contract, andi itisi in compliance with Purchasing Policies of Rockdale County. Date Signature: Date: Detailed. Summary of Contract: Rockdale County Talent Management Department is requesting acceptance of the 2025 Summer GCIP. Intern. that we have been selected and awarded. The Classification and Compensation: Management Systems Intern through ACCG will work directly with the Compensation and HRIS Team of Talent Management. This intern will focus on a comprehensive set of activities integral to the successful execution of the project. These tasks include a thorough review of our current Compensation and Classification plan through. research, system data support and assistance in developing a standard. A $400 cost share will provide additional funding (on top of the grant amount) to cover the difference in the hourly pay rate for the qualified intern candidate. This amount willl be paid via the Talent Management budget. Operating Procedure Document. Department Head/HlectedOlticlal Signature: Gon 0Bhw Date: /1lo/a5 202521 ACCG Civic Affairs Foundation January 6, 2025 Ms. Chantall Hunt 958 Milstead Avenue, Ste 120 Conyers, GA 30012 Dear Ms. Hunt, lam pleased to inform you that Rockdale County has been awarded a Georgia County Internship Program (GCIP) grant from the Association County Commissioners of Georgia Civic Affairs Foundation ("ACCG Civic Affairs Foundation") contingent upon the parties entering into thet terms and conditions of the Georgia County Internship Program Grant Agreement (the "Agreement") that this grant award letter isi incorporated hereto. A grant contract package is enclosed fory you to complete and return. Upon proper completion of such as solely determined by the ACCG Civic Affairs Foundation, this grant is awarded for the 2025 summer program int the amount of $3,259.50 fori the Classification Management Systems Intern project to cover one internship. The grant provided must be used toi fund costs associated with thei intern's salary, FICA, and worker's compensation as specified ini the Agreement. Please contact Michele NeSmith at mnesmith@accg.Org or at 404-922-8737 ify you need assistance with grant requirements or in publicizing the proposed internship position. While the ACCG Civic Affairs Foundation will post this position through their website and helpt to publicize it through other channels, itist the responsibility of the County to recruit, interview and hire the intern. Ini the event the County is unable to hire a summer intern for the project description provided, the grant award designated for this purpose willl be rescinded in full. Congratulations and thank you for participating ini the GCIP 2025 grant program. Sincerely, 2A9 Dave Wills Association County Commissioners of Georgia Civic Affairs Foundation secretary-treasurer: CC: Chair. JaNice VanNess Susan Sanders Jennifer Rutledge Kimberly Redd ACCGI Civic Affairs Foundation GEORGIA COUNTY INTERNSHIP PROGRAM GRANT AGREEMENT This AGREEMENT is made and entered into by and between the ASSOCIATION COUNTY COMMISSIONERS OF GEORGIA CIVIC AFFAIRS FOUNDATION, INC., (the FOUNDATION). having its principal office at 191 Peachtree Street, Suite 700, Atlanta, Georgia, 30303, and Rockdale County "COUNTY"), having its principal office at 962 Milstead Avenue, Conyers, GA 30012 Ine exchange for valuable consideration, the parties agree as follows. I. GENERAL TERMS. A. Agreement Term: This Agreement shall be effective as ofthe last date of execution by the parties. Pursuant to O.C.G.A. $36-10-l.approval by the COUNTY'S governing authority and entry on the COUNTY'S minutes is necessary before the parties may execute. Evidence thereof shall be provided to the Foundation from the COUNTY Clerk's Office as requested and incorporated into this Agreement. B. Purpose of Agreement: The FOUNDATION is providing grant funding through the Georgia County Internship Program pursuant to the grant award letter ("Grant Award Letter") (Exhibit A) to reimburse certain costs to the COUNTY to employ interns to complete projects as described in the county grant. application ("County Grant Application") (Exhibit B) from) May 1,2025 until September 1,2025. This Agreement provides the terms and conditions under which the COUNTY may receive reimbursement from the FOUNDATION. II. REIMBURSEMENT TO COUNTY. Inexchangei for the COUNTY hiring thei intern(s) to perform projects as described in the approved County Grant Application and to learn about the operations of county government, the FOUNDATION shall provide reimbursement to the COUNTY as follows: A. Use of Grant Funds. 1. Amount of Reimbursement a. Hourly Rate. The FOUNDATION shall reimburse the COUNTY for the cost of wages at the rate of$15.00 per hour for each hour worked up to 2001 hours, fora maximum reimbursement of$3,000.00 for wages per intern, per internship, unless Approved by ACCGI Legal 12/09/2024 ACCGI Civic Affairs Foundation the COUNTY has agreed to pay a percentage oft the costs as described within the The COUNTY may pay the intern at al higher rate than $15.00 per hour at its own expense as provided for in their approved County Grant Application or as established at a later time by the COUNTY. In either case, the COUNTY shall be responsible forj payment for all the costs above the reimbursed/ hourly rate of$15.00 b. Workers' Compensation. The FOUNDATION shall reimburse the COUNTY for a portion of the cost to cover the intern under the COUNTY'S workers' compensation plan in the Foundation's sole discretion up to a maximum C. FICA. The FOUNDATION shall reimburse the COUNTY for a portion of the cost ofpaying Federal Insurance Contributions. Act (FICA)in thel Foundation'ss sole discretion at ai maximum reimbursement ofupt to $229.50 per intern, per internship. 2. Additional Compensation for Intern. The COUNTY may pay the intern(s) in an amount greater than $15.00 per hour or allow the intern(s) to work more than 2001 hours during the grant period. However, the COUNTY will not be entitled to additional grant reimbursement for wages, workers' compensation, FICA or any other employment costs County Grant Application. per hour, including workers' compensation and FICA. reimbursement rate ofup to $30.00 per intern, per internship. for the additional wages or hours. III. Obligations of COUNTY: A. Use of Grant Funds. Grant reimbursement is limited to the actual amount of wages paid and approved employment costs for up to 200 hours of actual work performed by a qualified intern, from May 1, 2025 to September 1, 2025, for the Foundation approved internship project as described within the attached County Grant Application. B. Compensation. The COUNTY shall pay interns funded in whole or in part by this grant aminimum of $15.00 per hour for each hour suffered or permitted to be worked by the C. Internship Requirements. All interns must have on site supervision, be provided with work projects as provided in the approved County Grant Application submitted by the COUNTY and be afforded the opportunity to learn about the operations of county D. Required Information: Proof of Payment of Intern and Reporting Requirements. Upon completion of the internship, the COUNTY shall provide the following information tot the FOUNDATION: (I) copy of the offer letter provided to the intern upon hire; (2) employment verification, including the E-Verify usage and acknowledgement form (E- Verify Usage and Acknowledgement Form") (Exhibit C); (3) proof of payment for each intern. government. 2 Approved by ACCGLegal 12/09/2024 ACCG Civic Affairs Foundation payment period for every intern receiving funding through this Agreement; (4) signed and completed reimbursement request ("Reimbursement Request") (Exhibit D); and (5) completed Intern Evaluation Requirements (Exhibit E). All required information shall be submitted by the COUNTY and received by the FOUNDATION by October 10. 2025 in E. Hiring of Intern. In order to be eligible to receive the reimbursement provided for in Paragraph A of Section II of this Agreement, the COUNTY must hire an intern who is an undergraduate student, graduate student, recent college graduate, or a high school student 16 years of age or older who is dually enrolled in a college program, as an employee to perform the projects as provided for in the approved County Grant Application. The COUNTY may not hire an intern as an independent contractor for reimbursement under this Agreement. The intern hired must be willing and agreeable to having certain information shared about them and their internship pursuant to this Agreement. The COUNTY must submit to the FOUNDATION no later than July 1,2025: intern consent form ("Intern Consent Form'")(Exhibit F): the county and intern information ("Intern and County Information Requirements" (Exhibit G): and an intern photograph. F.Tax Withholdings. The COUNTY is responsible for withholding all applicable state and G. Nondiscrimination in Employment Practices. The COUNTY agrees to comply with federal and state laws, rules and regulations, relative to nondiscrimination in employment practices because of political affiliation, religion, race, color, sex, disability, age over 40 years, national origin or any other protected class as provided by law. Nondiscrimination in employment practices is applicable to employees, applicants for employment, promotions, demotions, dismissal and other elements affecting mploymenlemployees. H. Compliance with Applicable Provisions of Federal and State Laws and Regulations. The COUNTY agrees to comply with all applicable federal and state laws, including, but 1. The Americans with Disabilities Act. The COUNTY agrees to comply with all applicable provisions ofthe Americans with Disabilities Act (ADA) and any relevant federal and state laws, rules and regulations regarding employment practices toward individuals with disabilities and the valablityacesibilny of programs, activities, or services for clients with disabilities. order to be eligible to receive grant reimbursement. federal income taxes on an intern's earnings. not limited to: 2. Fair Labor Standards Act 3. Georgia Security and Immigration Compliance Act. The COUNTY agrees to comply with all oft the E-Verify usage and hiring requirements as provided for in O.C.G.A. $1 13-10-91(a). 3 Approved by ACCGL Legal 12/09/2024 ACCGI Civic Affairs Foundation I. Duty to Notify FOUNDATION. It shall be the duty of the COUNTY to notify the FOUNDATION if an intern quits or is terminated by the COUNTY within five (5) days J. Nepotism. Ifthe COUNTY has a nepotism policy for new hires, that policy shall apply tot thel hire and engagement ofany intern reimbursed in whole ori in part through this grant. In the absence of such aj policy, the COUNTY shall refrain from hiring interns who are closely related by blood or marriage to COUNTY employees or officials whol haveal hiring or supervisory role over the intern. The COUNTY shall apply its personnel policies on dating in the workplace to any intern hired through this grant. If the COUNTY fails to follow these requirements, the COUNTY will not receive grant funding for any of the interns who have been involved in any of the aforementioned activities at the sole K. Campaign and Other Impermissible Activities. Interns hired through the Georgia County Internship Program and paid through grant funding are not permitted to work on campaigns for elections of commissioners or for any other elected official as part oft their work with the COUNTY. Interns are further not permitted to run personal errands for COUNTY officials and staff or work on projects that are unrelated to county government. Ifthe COUNTY fails toi follow these requirements, they will not receive grant funding for any oft the interns who have been involved in any of the aforementioned ofseparation. discretion oft the FOUNDATION. activities at the sole discretion oft thel FOUNDATION. IV. CONTRACT MODIFICATION No amendment, modification, or alteration of this AGREEMENT shall be valid or effective unless such modification is made in writing and signed by both parties. V. TERMINATION This Agreement may be terminated in the following circumstances: A. Due to default or for cause. Thel FOUNDATION may terminate this AGREEMENT at any time ifthe COUNTY: fails to perform any ofits obligations undert this AGREEMENT and fails to cure any breach within 10 days of ai notice of breach and intention to terminate by the FOUNDATION. The COUNTY shall be required to submit all required information identified in Section III (D) not later than 20 days after the date of written notice of termination. The COUNTY shall not receive any grant reimbursement for costs incurred after the date of termination or in the event a breach occurred that could not be B. Due to Early Separation of Intern. Should the intern funded by this grant be separated from the COUNTY'S employment prior to the expiration oft their internship period, this AGREEMENT shall terminate within 20 days of the separation unless another undergraduate student, graduate student, recent graduate, or a high school student 16 years satisfied. 4 Approved by ACCG Legal 12/09/2024 ACCG Civic Affairs Foundation of age or older who is dually enrolled in a college program, is hired to continue and complete the approved internship within the grant period and at least 100 hours are C. Natural Termination. Unless otherwise terminated, this Agreement shall terminate D. Survival. The following sections shall survive termination for any reason of this Agreement: Access to Records, Records Retention, and Investigation; Hold Harmless; remaining oft the internship. December 31, 2025. Program Publicity and COUNTY Participation; VI. Access to Records, Records Retention, and Investigation A. The FOUNDATION shall have access to any pertinent books, documents, papers, and records of the COUNTY for the purpose of making audit examinations, excerpts, and transcripts. The COUNTY shall retainall records related to this grant for seven years from submission oft the required information. Ifany litigation, claim, or audit is started before the expiration of the seven-year period, the records shall be retained until all litigation, B. The COUNTY agrees that the FOUNDATION has the authority to investigate any allegation of misconduct made by the COUNTY pertaining to this Agreement. The COUNTY agrees to cooperate fully in such investigations by providing the FOUNDATION reasonable access to its records and any other resources as necessary to claims, or audit findings involving the records have been resolved. investigate the allegation. VII. Hold Harmless To the extent permitted by law, the COUNTY agrees to hold harmless the FOUNDATION, Association County Commissioners ofGeorgia, their employees and agents fora any claim growing out ofany action performed by the COUNTY, its agents or employees under any provision oft this contract. VIII. Program Publicity and COUNTY Participation A. The COUNTY agrees to allow preplanned site visits from the FOUNDATION for the purpose ofinterviewing the intern(s) and supervisor, taking photographs, video, or audio, and reviewing projects that have been assigned. The COUNTY further agrees that any photographs or information obtained during such site visits may be used to promote the Georgia County Internship Program and FOUNDATION, which may include, but is not limited to, usage through websites, social networking sites, brochures, press releases, and other forms of media. 5 Approved by ACCGI Legal 12/09/2024 ACCG Civic Affairs Foundation B. The COUNTY further agrees that any promotional information by the COUNTY regarding the Georgia County Internship Program must be preapproved by the C. The COUNTY additionally agrees that any research, study, review, or analysis relative to the Georgia County Internship Program, or internship, conducted by or on behalf of the FOUNDATION. COUNTY must be reviewed and approved by the FOUNDATION. XI. Miscellaneous Provisions A. The intern is an employee of the county. At no time shall the intern be considered an employee or independent contractor of the FOUNDATION, or the Association County B. Neither the FOUNDATION nor any ofi its employees, agents, or subcontractors shall be .Neither party to this AGREEMENT shall have the authority to bind the other party. This AGREEMENT is executed and shall be controlled by the laws oft the State of Georgia. Commissioners of Georgia. considered aj partner, employee, or agent oft the COUNTY. XII. CONTRACT EXHIBITINCLISION: This contract includes the following exhibits, which are attached and incorporated herein by reference: Exhibit. A Grant Award Letter Exhibit C E-Verify Usage and Acknowledgement Form Exhibit D Reimbursement Request Exhibit E Intern Evaluation Requirements Exhibit G Intern and County Information Requirements Exhibit B County Grant Application Exhibit F Intern Consent Form Approved by ACCGI Legal 12/09/2024 ACCG Civic Affairs Foundation COUNTY: ASSOCIATION COUNTY COMMISSIONERS OF GEORGIA CIVIC AFFAIRS FOUNDATION, INC: Signature JeMice Van Ness Printed Name Chair CEO Title: This Signature A4 Dave Wills Printed Name Secretary-Ireasurer. Title: day of 2025 This 6th day of January, 2025 COUNTY CLERK CERTIFICATION: The undersigned Clerk of the governing authority of County, DOES HEREBY CERTIFY that the Georgia County Internship Program Grant Agreement with the Association County Commissioners of Georgia Civic. Affairs Foundation, Inc. was adopted by the appears ofrecord int the minute book of the County, which is in my custody and control. WITNESS my hand and the official seal oft the governing authority of County. County Governing Authority in a meeting that was properly advertised and open to the public on 2025, and that the original of said agreement (SEAL) Clerk/Exewtve Divectu 7 Approved! by ACCGI Legal 12/09/2024