HomeMy WebLinkAbout1998-207
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RESOLUTION NO. 98-207
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT
TO ACCEPT AN AMENDED SENIOR NUTRITION CONTRACT FOR THE PERIOD OF
JULY 1, 1998 - AUGUST 31, 1998.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Director of Parks, Recreation and Community
Services Department of the City of San Bernardino is hereby
authorized and directed to accept an amended Senior Nutrition
Contract on behalf of the City, from San Bernardino County
Department of Aging and Adult Services for the Senior Nutrition
Program for the period of July 1, 1998 through August 31, 1998.
I HEREBY CERTIFY that the foregoing Resolution was duly
adopted by the Mayor and Common Council of the City of San
loint reqular
meeting thereof, held on
Bernardino at a
the 20t-h day of
wit:
IIII
IIII
IIII
IIII
IIII
IIII
IIII
III
1/ '
I /
III
.Tnly
, 1998, by the following vote, to
-1-
98-207
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT
TO ACCEPT AN AMENDED SENIOR NUTRITION CONTRACT FOR THE PERIOD OF
JULY 1, 1998 THROUGH AUGUST 31, 1998.
COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT
ESTRADA x
LIEN x
ARIAS X
SCHNETZ X
DEVLIN X
DEAN-ANDERSON X
MILLER X
of
,/")
01 .cJv.-e /~ -- C{(~
Ci ty Clerk
The forgoing Resolution is hereby approved this~v?~day
July , 1998.
. a.-/U_J
'th Valles, Mayor
y of San Bernardino
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
By:
,
,c'
tjg-7/9/98
Sr.Nutr.Contract
-2-
('- (~. ,,--'
Res 98-2 '7
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY, CALIFORNIA
AND RECORD OF ACTION
Agree. 97-745
August 18,1998
FROM: MIKE DECKER, Director
Department of Aging and Adult Services
SUBJECT: AMENDMENT NO.1 TO 1997/98 CONTRACT 97-745 WITH THE CITY OF SAN
BERNARDINO
RECOMMENDATION: Approve Amendment No.1 to Contract 97-745 between the County and
the City of San Bernardino to provide nutrition services extending the termination date to August
31, 1998 and increasing funding by $32,667.
BACKGROUND INFORMATION: The City of San Bernardino has successfully operated a senior
congregate meal program for several years. This action extends the termination date of their
existing contract from June 30,1998 to August 31,1998 at the same monthly funding level. The
increase in funding is $32,667 for a total contract amount of $228,984.
The primary reason for the amendment not being on contract by July 1, was unanticipated delays
in the Request for Applications (RFA) process that required the 1997/98 contract to be extended
to allow sufficient time to complete the RFA process for 1998/99. The RFA process is required
every four years by the Older Americans Act.
REVIEW BY OTHERS: The Senior Affairs Commission, Contract Compliance, Chief Deputy
County Counsel Ruth Stringer, and Deputy County Counsel Paula B. Tobler have reviewed and
approved this contract amendment.
FINANCIAL IMPACT: The contract is totally funded by State and Federal revenue and therefore
there is no local cost. The additional appropriations and revenues were included in the 1998/99
Proposed Budget.
SUPERVISORIAL DISTRICT(S): Fifth.
PRESENTER: Mike Decker, Director, Department of Aging and Adult Services
mil
AYE
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AYE
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cc: DMS--Mike Decker w/agreement
City of San Bernardino w/agree.
c/o DMS
Auditor w/agreement
SBD w/agreement
Risk Management
SSG
File w/agreement
o
BY
Rev 07/97
ITEM 044
Res 98-20'7
~
E New Vendor Code Dept. Contract Number
M Change SC A 97-745 A-I
X Cancel
County DepartmentDEPARTMENT OFOept, Orgn. Contractor's License No.
AGING AND ADUL T SERVICES OOA OOA
County Department Contract Representative Ph. Ex!. Amount of Contract
MIKE DECKER DIRECTOR 891-3900 ~228 984
Fund I Dept. I Organizati0n I A'ppr. I Obj/Rev Source Activity I GRC/PROJ/JOB Number
SBG OOA OOA 200 2445
Commodity Code Estimated Payment Total by Fiscal Year
FY Amount I/O FY Amount I/O
Project Name 97/98 $196,317
- - -
NUTRITION FOR 98/99 32.667 - -
SENIORS -
- - - -
FOR COUNTY USE ONL Y
County of San Bernardino
FAS
CONTRACT TRANSMITTAL
CONTRACTOR
CITY OF SAN BERNARDINO
Birth Date
Federal 10 No, or Social Security No. 95-6000772
Contractor's Representative ANNIE F. RAMOS, DIRECTOR
Address 547 N. SIERRA WAY, SAN BERNARDINO, CA 92401-1211
Phone (909) 384-5231
Nature of Contract: (Briefly describe the general terms of the contract)
The City of San Bernardino has successfully operated a senior congregate meal program for several
years. This action extends the termination date of their existing contract from June 30, 1998 to August
31, 1998 at the same monthly funding level. The increase in funding is $32,667 for a total contract
amount of $228,984.
The reason for the extension is to provide sufficient time to complete the Request for Application (RF A)
process for 1998/99, required every four years by the Older Americans Act.
(Attach this transmittal to all contracts not prepared on the "Standard Contract" form.)
Reviewed as to Affirmative Action
Reviewed for Processing
.. See original contract.
..
Agency Administrator/CAD
Date
Date
Date
02-12294-000 Rev. 11/90
lO_lS041A_577
Res 98-207
1 AMENDMENT NO. 1
2 WHEREAS, the County and the City of San Bernardino,
3 entered into a contract on September 9, 1997, designated in County
4 records as Contract No. 97-745; and
5 WHEREAS, the parties now desire to amend said contract
6 to provide for an increase for services provided thereunder;
7 NOW, THEREFORE, it is mutually agreed that effective
8 July 1, 1998, Contract No. 97-745 is amended as follows:
9 1) The maximum amount of California Department of
10 Aging funds available under this contract as specified in Article
11 III, Paragraph Al thereof, is hereby increased to $228,984;
12 2) The termination date for the contract as specified
13 in Article X, Paragraph B, is extended to August 31, 1998;
14 3) Attachment A, Exhibit A-I, Exhibit B Summary, and
15 Exhibi t Bl are marked "REVISED" and are incorporated therein
16 by reference:
17 4) Except as modified by this amendment, all provisions
18 of Contract No. 97-745 remain in full force and effect.
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FOR THE DEPARTMENT OF AGING
AND ADULT SERVICES
FOR THE CONTRACTOR
12[07.. ~~
project Director
City of San Bernardino
Je ry Eav s, Chairman
Sa ern dino County
Board of Supervisors
AUG 1 8 19981
/'--;) 3 - ft"
Date
Date
SIGNED AND CfRTlflED THAT A COpy OF THIS
DOCUMENT HAS BEEN DElIVERED TO THE CHAIR.
M.~N DF THE BOARD.
EARLENE S
Clerk of ~
of e i$}
By
98..,207
Attachment A page 1 of 5
Work Plan (Revised)
City of San Bernardino
FY 97-98
1bis work plan contains the measurable objectives mandated by DAAS of the Nutrition provider. The work plan specifies
and establishes time frames either on an annual basis or where required by state regulations on a quarterly basis. The
wOlk plan constitutes the primary docwnent for on-going mouitoring, Annual Program Performance ReviewlFiscal Audit
and will be used to measure the providers efforts towards providing quality Nutrition Services.
t. Program Description
A. Geographic Area/Clientele & Eligibility Crireria
I. The geographic area served by this contractor covers the communities of San Bernardino and Highland.
2, The clientele for congregate nutrition consists of:
a. Seuiors 60 and over;
b. The spouse of any person 60 and over;
c. Handicapped or disabled individuals who reside in a housing facility occupied primarily by the elderly
at which congregate nutrition services are provided,
d, A handicapped or disabled child who lives with an elderly individual and;
e, Any volunteer regardless of age who volunteers hislber time at a meal preparation site at least eight
hours per month.
3. The clientele for Home-Delivered Meals consists of:
a. Seniors 60 and over;
b. The spouse of any person 60 and over;
c, A non-elderly person who lives with an individual receiving Home-delivered Meals;
d, Handicapped or disabled individuals who live with the elderly client, and;
e. Any volunteer regardless of age who volunteers hislber time at a meal preparation site at least eight
hours per month.
B. Program Description
I. Purpose: Nutrition services are provided to assist older individuals to live independently by promoting better
health through improved nutrition and reduced isolation through a program coordinated with other
supportive services.
2, Defmition, Nutrition services include the procurement, preparation, transport, and service of meals to older
persons at congregate sites or in their homes.
C. Intended Outcomes
1. Serve 339 Congregate meals per day that are nutritious, providing at least 1/3 of the miuimwn daily
requirements, served in an environment that is pleasant, safe and free from coercion at least 296 days for
a total of 103,344 meals per year at the sites listed in Exhibit A-I.
98-207
Attachment A page 2 of 5
2. Provide Congregate meals to at least 1,000 unduplicated seniors of which no are minority low-income
seniors.
3. A Program Dietitian, meeting the requirements set forth within PM 95 03 (P). 145,3b, will provide a
minimum of20 hours of activity to provide functions mandated by the State of California. Those functions
include approval of the contractors menus, staff training, nutrition education activities, and monitoring.
Contractor's menus will be approved by the dietitian hefon: submission to the AAA Dietitian for fmal
approval and certification prior to use as specified within PM 95 03 (P), 143.3 a, 6. Staff training will be
provided as specified within PM 95 03 (P), 147.5, Nutrition education seIVices shall be provided to
homebound and congregate sites as specified within PM 95 03 (P), 145.11. Nutrition counseling shall be
provided to homebound and congregate participants as specified within PM 95 03 (P), 145.13.
4, Provide outreach in the community through a minimum of 12 presentations to community groups,
organizations, etc. and through door-to-door contact to new seniors of at least 254 contacts which represents
at least 254 hours of outreach activity, and is exclusive of the periodic home visits conducted by the
provider to their current participants homes, All outreach will be documented and kept on me for the
Annual Program Performance Review.
5. Conduct a client satisfaction sUIVey at least once a year if not more often. The survey instrument must be
approved by a designated DAAS staff prior to its use, and all fmdings from the surveys must be used to
improve seIVices. The retwned SlOVeys and the tabulated results must be kept on me for review by DAAS.
A copy of the tabulated results must be sent to DAAS.
6. Prepare posters and signs in languages other than English, and post the signs in such locations as churches,
community service locations and small stores serving the minority communities.
U. Service Delivery Activities
A. Staffing and Volunteers
Sufficient personnel shall be available to carry ont the needs of the program. This includes a Project Director
and additional personnel as determined by the size of the seIVice area and the method and level of seIVice
provision needed to fully comply with the terms of this work plan and contract.
1. Paid Staff FTE %CI %C2
a. Food SupeIVisor II 1.00 100 0
b. Food Supervisor I 1.00 100 0
c. Food W orkerIl 1.00 100 0
d. 2 Food Worker I's 1.00 100 0
e. 3 Site Coordinators!
Recreation Leaders 1.13 100 0
f. Senior Recreation Leader/
Accountant/Accountant Tech!
Kitchen Helper 1.00 100 0
g. 2 Food SeIVice/Delivery
Persons 1.00 100 0
h. Administrative Assistant/
Recreation Specialist .60 100 0
i. Senior Recreation SupeIVisor ,25 100 0
j. 4 Kitchen Helpers 2,00 100 0
98-207
Attachment A page 3 of 5
2. Volunteer Staff
a. Volunteers constitute individuals who work at least eight hours per-month without pay in the
performance of essential duties at a Congregate or Home-delivered kitchen.
b. Volunteers shall be recruited and used in all phases of services operations. Volunteers shall,
J. Be screened and selected througb a formal process tbat assesses their capabilities, and;
ii. Not replace paid personnel.
c. Individuals who work at a meal preparation site for either Congregate or Home-delivered Meals and
are paid through Job Training and Partnership Act, Senior Employment, Work Study, or any other job
training program are not considered volunteers and must pay the agreed upon rate charged for regular
paid staff.
B. Staffmg DefInitions-Nutrition Services Project Director: The minimum qualifications for a Nutrition Project
Director include individuals with an associate degree with emphasis in:
1. Food setvicesmanagement; or
2, Business administration; or
3. Personnel and/or Human Resources Management, or Gerontology; and
4, Two years of experience with increasing responsibility
C. Training Activities
I. Provide training quarterly, at a minimum, to improve the ability, knowledge, and skills of paid and volunteer
staff of the nutrition program. A written training plan shall be prepared as specified within PM95 03 (P),
147.5, in order to comply with this requirement. The written staff training plan is to be implemented and
placed on file by September 30, 1997, and be available for review by DAAS staff.
In addition, annually evaluate the paid staff and volunteer's performance to determine hislher effectiveness,
skill development and understanding of the tasks they are assigned. Documentation of the annual
evaluations will be kept on me at the provider's main offIce for review by DAAS during the Annual
Program Performance Review.
2. All Project Directors and food service managers shall complete a minimum of 15 clock hours specifically
related to food service management, business administration, personnel, or personnel management. Proof
of completion will be documented and kept on file for review by the Department during the Annual Program
Performance Review.
3. All Project Directors and food service managers shall complele a minimum of 15 clock hours specifically
related to food sanitation and health. Proof of completion will be documented and kept on me for review
by the Department during the Annual Program Performance Review.
D. Service Locations
Central Kitchens
1. 5th Street Senior Center Site
2. Hernandez Site
3. Lytle Creek Site
4. Highland Site
5, Nicholson Site
6. Perris Hill Senior Center Site
7. Enterprise Center Site
8. Adult Day CarelHighland Site
1. 5th Street Senior Center Site
2, Perris Hill Senior Center Site
98-,207
Attachment A page 4 of 5
E.. lvfenu Planning
I. Coordinate with the Department's Nutritionist by providing monthly menus. No change to the menus will
occur without a two day prior notice to DAAS and 'Proper documentation kept on me at the provider's main
office,
2. Develop menus that are reflective of the participants food eating habits, Particular attention shall be paid
to ethnic and regional foods which should be served at least once a week if not more often.
m. Other Service Requirements
A. Meal Site Physical Set-up
I. Provide an attractive environment including but not limited to table cloths, table decorations, bulletin boards,
wall decorations, matching dishes and utensils. Further, the provider will encourage creative, appealing,
and innovative activities aimed at encouraging greater participation by the seniors.
2. Post floor plans identifYing emergency exits, assembly areas, etc. and conduct evacuation drills at least twice
a year. Proof of evacuation drills will be kept on file duly signed by the Fire Marshall, or other authorized
agency within the community where the site or sites are located.
3, Post "NO SOLICITING" signs on the door leading into each Congregate site. No soliciting of any kind is
permitted on the premises during the IWlch hours for services or goods promoted by businesses.
B, Donations and Confidentiality
I. Maintain a written donation policy and appropriate procedures to safeguard and account for all
contributions.
2. Encourage seniors to donate by posting motivational signs, and by verbally reminding the participants about
the importance of their contributions. The Contractor will not in any way employ tactics which could be
viewed as coercion, embarrassing and/or obligatory to the meal being provided to the senior participant.
Tactics such as placing volWlteers to guard the collection boxes, having participants sign-in and pay before
a meal ticket is given, etc. are strictly prohibited by this work plan and contract. Further, no exchange of
money for the pwpose of making change will be allowed at the collection box.
3. All contributions, including those for gnest and staff meals, shall be used to increase the number of meals,
to facilitate access to nutrition services, and to provide other supportive services directly related to nutrition.
C. Coordination Activities
I. If applicable, develop a fair and equitable policy and procedure for referring elderly participants to the
appropriate transportation provider for securing public transportation to and from nutrition sites and have
the policy fully in place by September 30,
2. Include the following statement on all advertising, brochures, posters, etc, "Fundingfor this service has been
provided by the San Bernardino County Department of Aging and Adult Services through a grant award
from the California Department of Aging".
3. Coordinate service with other COWlty departments and local agencies by providing time for presentations
or special activities that promote a Community Based System of Care for the elderly participants attending
their sites. All such activities must be documented and kept on me for review by DAAS.
9(l-207
Attachment A page 5 of 5
D. Reporting Requirements
1. Report all known or suspected cases of elderly abuse to DAAS Adult Protective SelVices or law
enforcement immediately or .. soon as possible by telephone, and send a written report within two (2)
working days. Abuse of an elder or dependent. adult means physical abuse, neglect, intimidation, cruel
punishment, fiduciary abuse, abandonment, isolation or other treatment with resulting physical harm or pain
or mental suffering or the deprivation by a care custodian of goods or services which are necessary to avoid
physical harm or mental suffering.
2. Report accmatemeal counts on CDA 187 & 188 forms which will be verified by DAAS during the Annual
Audit. AdditionaIly, establish audit mes which include but are not be limited to a copy of the 187 report
attached to the meal sign-in sheets supporting meals reported on the CDA 187 form, and a copy of the 188
report attached to source documents, i.e. route sheets supporting meals reported on the CDA 188 form all
of which will be kept on file by month for annual review.
3, Report monthly expenditures to DAAS by the 5th working day of the month. Maintain support mes
including but not limited to invoices, payroll, and other supporting documents, all of which will be attached
to a copy of the expenditures report and kept on me by month for review during the Annual Audit.
4. Maintain records, by month, that support claimed in-kind expenditures.
5. By September 30, report expenditures funded with Deferred Income,
6. Develop and have on hand, for review by DAAS, a cost aIlocation plan which explains the methods used
to aIlocate costs between Congregate and Home-Delivered Meals or any other program funded by DAAS,
such as Home Repair, etc.
In the event additional funds become available, the provider will use the funds to increase the number of
meals being provided to elderly participants by either increasing the number of individuals attending its
present sites, or by opening new sites in communities not already selVed by the provider. Exceptions to this
requirement, for instance the use of additional funds to purchase equipment, must be fully documented in
writing and submitted to the department for prior approval. Failme to abide by this work plan will
constitute just cause for sanctions being imposed.
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98-207
REVISED
CITY OF SAN BERNARDINO
EXHIBIT "B"
BUDGET SUMMARY
FY 1997-98 & FY 1998/99
FY 1997-98
FY 1998-99
EXPENDITURES:
REVENUES:
Title III, Older Americans Act
C-l
C-2
$196,117
$17. 667
$149,017
o
$149,017
$24,836
o
$24,836
U.S. Department of Agriculture
C-1
C-2
$ 47,300
o
$ 47,300
$ 7,831
o
$ 7,831
TOTAL REVENUES:
.$~196 117
$17.,66_7
C 1 W C 2 D I I I B D I I I D D II I F D VI I 0 1\1 B D VI I ELD AB US E D 0 t h e r
F u n d i n 9 M a t c h
EXPEND ITURE CATE G ORY L e S S M a t c h C coh In-Kind T 0 t a I
1 PE RS 0 N N E L 1 6 0 , 7 6 6 2 0 , 0 0 0 1 8 0 , 7 6 6
2 STAFF TRA VE L 8 0 0 8 0 0
3 STAFF TRAI N I N G 1 ",HI , , ann
4 E QU I P M E NT 0 0
5 C 0 N S U LTANTS s. 0"" c; """
6 FO OD C 0 Sf -I,
'I' 1 4 7 6 5 9 1 0 0 0 1 4 8 6 5 9
7 OTHE R C OSf I 3 6 , 8 4 0 1 0 0 , 2 1 7 1 3 7 , 0 5 7
I
I
T t al E d . t I
0 X P e n 1 u r e 3 5 2 , 4 6 5 1 2 1 , 2 1 7 4 7 3 , 6 8 2
L e s s M a t c h I
I
M a t c h C a S h I
M a t ch I n - k i n d
LESS FUNDI N G I
1 0 0,3'W0 n Match U SDA 1 8 9
" ss c;c; lon 5 5
No n Match C a sh
No n M atch I n - mn d I 1 2 1 2 1 7 1 2 1 2 17
100 , ~ ~"QCrram In com e I 1 2 3 4 2 3
I 1 2 3 4 2 3
x , ,2 b , , ,
D e fe ITecl I nc 0 m e I
F E D E RAL S H AR E I 1 7 3 , 8 5 3 1 7 3 , 8 5 3
98-207
6-25-98
DATE OF SUBMISSION
CITY OF SAN BERNARDINO PARKS,
PROVIDER NAME REC. & COMMUNITY SVCS. DEPT.
INITIAL BUDGET 0
REVISED BUDGET lXJ
SAN BERNARDINO COUNTY.DAAS form 312-Revised 07/21/95