HomeMy WebLinkAbout1993-458
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RESOLUTION NO. 93-458
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AND
DIRECTING THE EXECUTION OF TWO AGREEMENTS BETWEEN THE
HEADSTARTISTATE PRESCHOOL DEPARTMENT OF HUMAN RESOURCES AGENCY
FOR SAN BERNARDINO COUNTY AND THE PARKS, RECREATION AND COMMUNITY
SERVICES DEPARTMENT OF THE CITY OF SAN BERNARDINO RELATING TO THE
HEADS TART PROGRAM AT THE DELMANN HEIGHTS COMMUNITY CENTER AND
REPEALING RESOLUTION NO. 93-404.
SECTION 1.
The Director of Parks, Recreation and
Community Services Department of the city of San Bernardino is
hereby authorized and directed to execute for and on behalf of
said City two agreements with the HeadstartlState Preschool
Department of Human Resources Agency for San Bernardino County
relating to the Headstart Program at the Delmann Heights
Community Center, copies of which agreements are attached hereto
as Exhibits "A" and "B" and are incorporated herein by reference
as though fully set forth at length.
SECTION 2.
The authorization to execute the above
referenced agreement is rescinded if the parties to the agreement
fail to execute it within ninety (90) days of the passage of this
resolution.
SECTION 3.
Resolution No. 93-404 is hereby repealed.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the city of San
Bernardino at a
regular
meeting thereof, held on the
20th
day of December
, 1993, by the following vote,
to wit:
12/10/93
-1-
93-458
1 RE: RESOLUTION AUTHORIZING AND DIRECTING THE EXECUTION OF TWO
AGREEMENTS BETWEEN THE COUNTY OF SAN BERNARDINO AND THE CITY OF
2 SAN BERNARDINO RELATING TO THE HEADS TART PROGRAM AT DELMANN
HEIGHTS COMMUNITY CENTER AND REPEALING RESOLUTION NO. 93-404.
3
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NAYS
ABSTAIN
ABSENT
COUNCIL MEMBERS:
AYES
NEGRETE
x
CURLIN
x
HERNANDEZ
x
OBERHELMAN
x
DEVLIN
x
9
10
11
12
13
14
15 day of
POPE-LUDLAM
x
MILLER
x
a~ CI-...Il
Rachel Clark, City Clark
The foregoing resolution is hereby approved this
f}..\<'
\ .....:L L-
December
, 1993.
16
17
18
19 Approved as to form
and legal content:
20
JAMES F. PENMAN
21 C~
22 By: A
23
II
24
II
25
26 II
delH.headstartCo
27 12/10/93 -2-
28
~1~ )2{~
Tom Minor, Mayor
City of San Bernardino
93-45!l:
~ <:J;'" .U'L-q
,~~~ .\ ~ -\'~ '2)
.
E New Vendor Code Dept. Contract Number
M Change . SC A 94-30
X Cancel
County Department Dept. Orgo. Contractor's license No.
Preschool Services Department
County Department Contract Represer,tative Ph. Ext. Amount of Contract
Hortense Hunn 2355 $140.776.00
Fund I Dept. I Organization I Appr. I Obj/Rev Source Activity 1 GRC/PROJ/JOB Number
Commodity Code Estimated Payment Total by Fiscal Year
FY Amount 110 FY Amount 110
Project Name
6050-3 - - - -
- - - -
- - - -
FOR COUNTY USE ONL Y
County of San Barnardino
FAS
CONTRACT TRANSMITTAL
CONTRACTOR City of San Bernardino Parks and Recreation
Birth Date
Federal ID No. or Social Security No.
Contractor's Representative
Annie F. Ramos. Director
Address 547 N. Sierra Way. San Bernardino. CA 92410-4816Phone(909)384-5233
Nature of Con:ract: (Briefly describe the genera' terms of the contract)
Preschool Services Department will contract with City of San Bernardino
Parks and Recreation in the amount of $140,776.00 for Delegation of
Activities. The Agreement for Delegation of Activities by the Federal
Department of Health and Human Services is effective September 1, 1993
through August 31 r 1994. The Department has included the cost of the
contract in its 1993-94 budget. There is no County cost.
(Attach this transmitta' to a/l contracts not prepared on the "Standard Contract" form.)
Reviewed as to Affirmative Action
Reviewed for Processing
~
~
Agency Administrator/CAD
Date
County ounsel
Date l.:rp ~/1.J
Date
02-12294-000 R.v. 11190
9~-458
;
~
\~\e..'C'~ . "'\"":, '-\S'"G
CONTRACT NO. 6050-3
AGREEMENT
FOR DELEGATION OF ACTIVITIES
UNDER DEPT. OF HEALTH AND HUMAN SERVICES/ADMINISTRATION FOR
CHILDREN AND FAMILIES
GRANT NO. 09CH-04l6/29
This agreement entered into as of September 1, 1993,
including attached conditions and program guidelines, shall
govern all activities of the Preschool Services Department;
financed under D/HHS/ACF NO. 09CH-04l6/29 (ACF) Administration
for Children and Families. Funding period for Grant No. 09CH-
0416/29 is September 1, 1993, through August 31, 1994.
Said activities will be carried out by the CITY OF SAN
BERNARDINO PARKS & RECREATION, hereinafter referred to as
"DELEGATE," on behalf of the Preschool Services Department and
the Board of Supervisors of San Bernardino County, hereinafter
referred to as "GRANTEE".
The GRANTEE and the DELEGATE agree as follows:
1. WORK TO BE PERFORMED. The DELEGATE shall, in a
satisfactory manner as determined by the GRANTEE, perform all
activities for the Head Start/State Preschool Program account as
approved in the ACF grant to the GRANTEE, for two (2) classes of
15 children, and for two (2) classes of 17 children, for a period
one hundred seventy (170) days.
2. COMPLIANCE WITH THE PROGRAM AS APPROVED. The DELEGATE
shall conduct the program to comply with funding sources
guidelines and requirements, approved budget attached; all
GRANTEE requirements and directives and any special conditions
that may from time to time be requested. Specifically, the
DELEGATES shall comply with 1-30-2, the Parents, as set forth in
the Federal Register, Part II, dated Friday, January 31, 1975, as
pertains to parents in decision-making. In such instances where
Policy Committees and Policy Council must aporove before final
action can be taken, the DELEGATE shall adhere to amendment to 1-
30-70.2, the Parents, dated October 8, 1980.
3. REPORTS, RECORDS & EVALUATIONS. The GRANTEE shall
supervise, evaluate and provide guidance and direction under this
agreement to the DELEGATE in the conduct of activities delegated
under this agreement. The DELEGATE agrees to submit to the
GRANTEE, such reports as may be required by ACF directives or by
10-01-93
93-458 . .
..
Page 2 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
the GRANTEE according to, but.not limited to the following
schedule:
a. Finance Reports - Due 10th day of each month.
b. Attendance Reports - Due 5th day of each month.
c. Local Contributions - Due lOth day of each month.
d. property Inventory - Due January 15, annually.
e. Final Reports, - September IS, annually.
f. Revision to Final Financial Report - for State,
due August 15, for ACF, October 1, annually.
g. Audit Report - requested.
h. Participant's Records (those records without
parental consent to be held for school
information) - Due in GRANTEE Office 10 days
following close of classes.
i. Personnel Policies and Grievances procedure for
all program employees - Due January 15, annually.
j. Policy Committee By-Laws - Due January 15,
annually.
k. Affirmative Action Policy - Due January 15,
annually.
1. All program and fiscal records must be retained
for five (5) years.
m. Copy of appropriate insurance policy, January 15,
annually.
The DELEGATE agrees to prepare and retain, and permit the
GRANTEE to inspect as it deems necessary for grant purposes in
addition to inspections authorized by the conditions in the
grants form ACF the following records:
Head Start/State Preschool Financial and Statistical, as
well as other records that may be required by relevant ACF and
client information. The DELEGATE further agrees that the GRANTEE
may carry out monitoring and evaluation activities in the program
and will effectively ensure the cooperation of the DELEGATE'S
employees and board members in such efforts.
4. CHANGES. The GRANTEE may, from time to time, request
changes in the scope of the services of the DELEGATE to be
performed hereunder. Such changes, including any increase or
decrease in the amount of the DELEGATE'S allocation which are
mutually agreed upon by and between the GRANTEE and the DELEGATE,
must be incorporated in written amendments to this agreement.
5. COMPLIANCE WITH THE LAW. The DELEGATE shall comply with
all applicable laws, ordinances and codes of the Federal
Government and, when there is no conflict with Federal, Local
laws.
10-01-93
93-458
Page 3 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
6. CALENDAR YEAR. The program year will be standardized to
cover (170) days with an approximated beginning date of September
8, 1993, and ending date of June 2, 1994.
7. FINANCIAL STATEMENT AND OTHER REPORTS. All reports must
be submitted on the scheduled time. Failure to comply may result
in the withholding of funds. The audit report must contain a
statement that the auditor has examined the disposition of all
funds advanced under this agreement. Failure to provide the
report within the scheduled time, will necessitate the GRANTEE
performing an audit of DELEGATE records, cost to be borne by the
DELEGATE.
8. INDEMNIFICATION AND INSURANCE - The DELEGATE agrees to
indemnify, defend and hold harmless ACF, the GRANTEE, the County
and their authorized agents, officers, volunteers and employees
against any and all claims or actions arising from DELEGATE'S
acts, errors or omissions and for any costs or expense incurred
by the ACF, the GRANTEE, the County on account of any claim
therefore.
INSURANCE - In order to accomplish the indemnification herein
provided for, but without limiting the indemnification, the
DELEGATE shall secure and maintain throughout the term of the
contract the following types of Insurance with limits as shown:
Worker's Compensation - A program of Worker's Compensation
insurance or a state-approved Self-insurance Program in an
amount and form to meet all applicable requirements of the
Labor Code of the State of California, including Employer's
Liability with $250,000.00 limits, covering all persons
providing services on behalf of the DELEGATE and all risks
to such persons under this Agreement.
Comprehensive General and Automobile Liability insurance -
This coverage to include contractual coverage, products
liability and automobile liability coverage for owned, hired
and non-owned vehicles. The policy shall have combined
single limits for bodily injury and property damage of not
less than one million dollars ($1,000,000.00).
ADDITIONAL NAMED INSURED - All policies, except for the Worker's
Compensation coverage, shall contain additional endorsements
naming the GRANTEE and the County and their employees, agents,
volunteers and officers as additional named insured with respect
to liabilities arising out of the performance of services
hereunder.
10-01-93
93-458
Page 4 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
WAIVER OF SUBROGATION RIGHTS - DELEGATE shall require the
carriers or self insurance administrators of the above required
coverages to waive all rights of subrogation against ACF, the
GRANTEE, and the County and their officers, volunteers, employee,
contractors and subcontractors except for the negligent acts of
the County of San Bernardino.
POLICIES PRIMARY AND NON-CONTRIBUTORY - All policies required
above are to be primary and non-contributory with any insurance
or self-insurance programs carried or administered by the County.
PROOF OF COVERAGE - DELEGATE shall immediately furnish
certificates of insurance to the GRANTEE evidencing the insurance
coverage above required prior to the commencement of performance
of services hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty (30)
days written notice to the GRANTEE, and shall maintain such
insurance from the time DELEGATE commences performances of
services hereunder until the completion of such services. Within
sixty (60) days of the commencement of this Agreement the
DELEGATE shall furnish certified copies of the policies and
endorsements.
INSURANCE REVIEW - The above insurance requirements are subject
to periodic review by the County. The County's Risk Manager is
authorized, but not required, to reduce or waive any of the above
insurance requirements whenever the Risk Manager determines that
any of the above insurance is not available, is unreasonably
priced, or is not needed to protect the interests of the County.
In addition, if the Risk Manager determines that heretofore
unreasonably priced or unavailable types of insurance coverage or
coverage limits become reasonably priced or available, the Risk
Manager is authorized, but not required, to change the above
insurance requirements to require additional types of insurance
coverage or higher coverage limits, provided that any such change
is reasonable in light of past claims against the County,
inflation, or any other item reasonably related to the County's
risk.
Any such reduction or waiver for the entire term of the Agreement
and any changes requiring additional types of insurance coverage
or higher coverage limits must be made by amendment to this
Agreement. DELEGATE agrees to execute any such amendment within
thirty (30) days of receipt.
The County agrees to indemnify and hold harmless the DELEGATE and
their authorized agents, officers, volunteers and employees
against any and all claims or actions arising from County's
negligent acts or omissions on account of any claim therefore.
10-01-93
93-458'
Page 5 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
9. COVENANT AGAINST CONTINGENT FEES. The DELEGATE
warrants that no person or selling agency or other organization
has been employed or retained to solicit or secure this contract
upon an agreement or understanding for a commission, percentage
brokerage or contingent fee. For breach or violation of this
warrant, the GRANTEE shall have the right to nullify this
agreement with liability or, in its discretion, to deduct from
the agreement or otherwise recover the full amount of such
commission, percentage brokerage, or contingent fee, or seek such
other remedies as legally may be available.
10. SCHEDULE PAYMENT. The GRANTEE agrees to reimburse
the DELEGATE for authorized expenditures. The DELEGATE will
submit to the GRANTEE, statements that are sufficient to support
payment under the GRANTEE'S accounting procedures established or
approved by the GRANTEE'S Finance Officer. Within thirty (30)
days the GRANTEE will approved or disapproved payment of the
statements. In no event, however, will the DELEGATE receive
reimbursement cost exceeding $140,776.00, except as it has
received prior written authorization from GRANTEE, which shall be
incorporated into and attached to this agreement.
11. TERMINATION. The GRANTEE, may, by giving reasonable
written notice specifying the effective date, terminate this
agreement in whole or in part for cause which includes: (1)
Failure, for any reason, of the DELEGATE to fulfill in a timely
and proper manner, its obligations under this agreement,
including compliance with the approved program and attached
conditions, and such statutes, Executive Orders, and ACF
directives as may become generally applicable at any time; (2)
submission by the DELEGATE to ACF or the GRANTEE of reports that
are incorrect or incomplete in any material respect; (3)
ineffective or improper use of funds provided under this
agreement; and (4) suspension or termination by ACF the grant to
the GRANTEE under which this agreement is made, or the portion
thereof delegated by this agreement. The GRANTEE may also assign
and transfer this agreement when required by ACF direction. If
the DELEGATE is unable or unwilling to comply with such
additional conditions as may be lawfully applied by ACF to the
grants to the GRANTEE, the DELEGATE shall terminate the agreement
by giving a ninety (90) day written notice to the GRANTEE,
signifying the effective date thereof. In such event the GRANTEE
may require the DELEGATE to ensure that adequate arrangements
have been made for the transfer of the delegated activities to
another DELEGATE or to the GRANTEE. In the event of any
termination all property and finished or unfinished documents,
data, studies, and reports purchased or prepared by the DELEGATE
under this agreement, shall be disposed of according to ACF
directives, and the DELEGATE shall be entitled to compensation
for any un-reimbursed expenses reasonably and necessarily
10-01-93
93-458
Page 6 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
incurred in satisfactory performance of the agreement.
Notwithstanding the above, the DELEGATE shall not be relieved of
liability to the GRANTEE for damages sustained by the GRANTEE by
virtue of any breach of the agreement by the DELEGATE and the
GRANTEE may withhold any reimbursement to the DELEGATE for the
purpose of set-off until such time as the exact amount of damages
due to GRANTEE from the DELEGATE is agreed upon or otherwise
determined. Upon sixty (60) days written notice, delivered in
person or by registered or certified mail, either the GRANTEE or
the DELEGATE may terminate this agreement without cause.
12. NON-FEDERAL SHARE. The DELEGATE will contribute
$134,356 to the program funds. Such contribution shall be in
cash in the amount of $-0-, and in-kind in the amount of
$134,356, per attached Budget.
13. In accordance with the approved grants, GRANTEE will
provide DELEGATE Agency with such supportive monitoring services
as agreed upon to include the following:
a. Health Services: Medical, Dental, Mental and Nutrition
b. Social Services: Social Services Specialist and Family
Services Workers
c. Training: pre_service/In-service/Workshops
d. Parent Involvement, T/TA and Monitoring
e. Handicapped Services
f. Administration
g. Educational Program for Children
h. Qualifications for Staff.
14. ACCOUNTING FOR PROPERTY. DELEGATE will maintain record
control over all non-expendable property purchased, including all
office machinery and office furniture, regardless of value.
Record control means: (1) Written records furnishing at least
item description, serial and/or model number, acquisition cost
and document number and date; (2) all pieces of property shall
be tagged for purpose of identification; (3) an inventory of
property shall be submitted to the GRANTEE annually; (4)
disposal, loss or destruction of property shall be properly
documented, with copies of such documentation furnished the
GRANTEE within thirty (30) days following the occurrence causing
the same. Non-expendable property is any article having a
service life in excess of one (1) year and which cannot be
correctly described as either materials or supplies. Title to
this property whether purchased or donated as non-Federal share
contribution, shall be determined in accordance with ACF
guidelines. Any purchase in excess of five thousand dollars
($5,000) not approved in the original budget must be approved in
writing by the funding sources.
10-01-93
-93-458
. . .
Page 7 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
15. PUBLICATION AND PUBLICITY. The DELEGATE may publish
results of its function and participation in the approved program
without prior review by the GRANTEE, providing that such
publication acknowledges that the program is supported by funds
awarded by ACF, and that five (5) copies of each publication be
furnished to ACF, plus copies to the GRANTEE as the GRANTEE may
reasonably required.
16. COPYRIGHTS. If this agreement results in a book or
other copyrightable material, the author is free to copyright the
work, but the Administration for Children and Families reserves a
royalty-free no-exclusive and irrevocable license to reproduce,
publish, or otherwise use, and to authorize others to use, all
copyrighted material and all material which can be copyright
resulting from this agreement.
17. PATENTS. Any discovery or invention arising out of or
developed in the course of work aided by this agreement shall be
promptly and fully reported to the GRANTEE and to the Director of
ACF for determination as to whether patent protection on such
invention or discovery shall be sought and how the rights in the
invention or discovery, including rights under any patent issued
thereon, shall be disposed of and administered in order to
protect public interest.
18. DISCRIMINATION IN EMPLOYMENT PROHIBITED. The DELEGATE
shall not discriminate against any employee in the performance of
this agreement or against any applicant for employment because of
race, creed, color, sex, medical condition, physical handicap,
marital status, age or national origin. The DELEGATE will take
affirmative action to ensure that applicants are employed, and
that employees are treated during employment, without regard to
their race, creed, sex, medical condition, physical handicap,
marital status, or national origin. This recruitment shall apply
to, but not limited to the following: employment, upgrading,
demotion, or transfer; recruitment advertising; layoff or
termination; rates of payor other forms of compensation; and
selection for training, including apprenticeship.
19. DISCRIMINATION PROHIBITED. No person in the United
States shall, on the grounds of race, creed, color, sex, age,
medical condition, physical handicap, marital status, or national
origin, be excluded from participation in, be denied the proceeds
of, or be subject of discrimination in the performance of this
agreement. Program regulations promulgated in Chapter 13 of
Title 45 of the Code of Federal Regulations, Part 80, Non-
Discrimination under programs receiving Federal assistance
10-01-93
93-458
Page 8 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
through the Department of Health and Human Services, and Welfare
effectuation of Title VI of the Civil Rights Act of 1964; Part
81, Practice and Procedures for hearing under Part 84,
Nondiscrimination on the basis of handicap in programs.
20. POLITICAL ACTIVITY PROHIBITED. None of the funds,
materials, property or services contributed by the GRANTEE or the
DELEGATE under this agreement, shall be used in the performance
of this agreement for any partisan political activity, or to
further the election or defeat of any candidate for public
office.
21. RELIGIOUS ACTIVITY PROHIBITED. There shall be no
religious worship, instruction or proselytizing as part of or in
connection with performance of this agreement.
IN WITNESS WHEREOF, the Department and the DELEGATE have
executed this agreement of the date first above written.
TITLE: Director
of Supervisors
CITY OF SAN BERNRDINO PARKS &
RECRE2Z - 1 .~
BY: 11A.{ ~ v
DATE:
11 ,l~.ti~
DATE:
JAN 11 1994
94-30
6050-3.ADC
SIG:"Ef.! MiD CERTiFIED THAT A COPY or THiS
DOCUMENT H,i\S SEEN DELlVEnED TO THE CHAm.
r.:\AN OF Tf-I:: SOt.::lD.
By
10-01-93
93-458
PRESCHOOL SERVICES DEPARTMENT
SAN BDNO. PARKS & RECREATION 1993-94
A. PERSONNEL
GRAND
TOTAL
TEACHER DIRECTOR
TEACHER
2 TEACHERS
2 TEACHER AIDE
2 TEACHER AIDE
CLERK
$17,207
$14,883
$29,996
$12,497
$11,097
$9,266
TOTAL
$94,946
B. FRINGE BENEFITS
RETI REMENT
HEALTH INSURANCE
WORKERS COMPo
MEDICARE
SUI
$10,507
$22,896
$3,086
$1,377
$238
TOTAL
$38,104
E. SUPPLIES
CLASSROOM
OFFICE
POSTAGE
EQUIPMENT
$2,404
$650
$71
$500
TOTAL
$3,625
F. CONTRACTUAL
FIELD TRIP
$1,792
TOTAL
$1,792
H. OTHER
PARENT ACTIVITY
EQUIP. MAl NT/REPAIR
FOOD
TELEPHONE
ADMISSIONS
$200
$389
$400
$920
$400
TOTAL
$2,309
GRAND TOTAL
$140,776
50
NON FEDERAL SHARE
ADMINISTRATION
VOLUNTEERS
SPACE COSTS
TOTAL
$7,054
$15,664
$44,460
$67,178
93,...458
.. '. I
Page 9 Delegation Agreement -- Cont'd.
CONTRACT NO. 6050-3
NONDISCRIMINATION CLAUSE (OCP-l)
1. During the performance of this contract, contractor and its
subcontractor shall not unlawfully discriminate, harass or allow
harassment, against any employee or applicant for employment
because of sex, race, color, ancestry, religious creed, national
origin, physical disability (including HIV and AIDS), mental
disability, medical condition (cancer), age (over 40), marital
status, and denial of family care leave. Contractors and
subcontractors shall insure that the evaluation and treatment of
their employees and applicants for employment are free from such
discrimination and harassment. Contractor and subcontractor shall
comply with the provisions of the Fair Employment and Housing Act
(Government Code, Section 12900 et seq.) and the applicable
regulations promulgated thereunder (California Code of
Regulations, Title 2, Section 7285.0 et seq.). The applicable
regulations of the Fair Employment and Housing Commission
implementing Government Code, Section 12990 (a-f), set forth in
Chapter 5 of Division 4 of Title 2 of the California Code of
Regulations are incorporated into this contract by reference and
made a part hereof as if set forth in full. -Contractor and its
subcontractor shall give written notice of their obligations under
this clause to labor organizations with which they have a
collective bargaining or other agreement.
2. This contractor shall include the nondiscrimination and
compliance provisions of this clause in all subcontracts to
perform work under the contract.
STD. l7A(REV. (10/93)
10-01-93
MINUTES OF THE BOARD OF SUPERVISORS
Preschool Services; OF SAN BERNARDINO COUNTY, CALIFORNIA
Inc, Cities-SB;
Agree. 94-33
. 93-458
January 11, 1994
RECEIVi=f}-CI1'! CLEF!!
FROM: HORTENSE HUNN, EXECUTIVE DIRECTOR '94 JAN 21 P 4 :31
PRESCHOOL SERVICES DEPARTMENT
SUBJECT:
PY 1993-94 PROGRAM CONTRACT IPSO 7050-3)
RECOMMENDATION:
Approve Preschool Services Department contract with City of San Bernardino Parks and
Recreation in the amount of $29,513.00 for Food Services as set forth by program
guidelines under the Department of Health and Human Services and the State
Department of Education.
BACKGROUND:
On May 25, ~ 993, the Board of Supervisors approved the continuing application for
Head StarVState Preschool. This contract is the result of program operations included
in the application.
(
REVIEW BY OTHER DEPARTMENTS:
The PSD Policy Council approved the annual program application on May 18, 1993,
which included the need for these services. This contract has been reviewed and
approved as to legal form by Chief Deputy County Counsel, Ruth Stringer. Risk
Management reviewed the contract and it meets requirements.
FINANCIAL DATA:
PSD has included the cost of this contract in its FY 1993-94 budget. There is no
County cost.
PRESENTER:
Hortense Hunn, Executive Director
(
c: Preschool Services w/agree.
Contractor w/agreement
c/o Preschool Services
Auditor w/agreernent
HR-Affirmative Action
EHS
Risk Management
SSG-Michaelson
File w/agreement
14~507-o00
Rev. 10/81
mll
AYE SECOND
4 5
ITEM 52c
93-458
,,~~_C\2,,-\\:,'b
E New Vendor Code Dept. Contract Number
M Change SC A 94-33
X Cancel
County Department Dept. Orgn. Contractor's License No.
Preschool Services Department
County Department Contract Rep~esentath','e Ph. Et(t. Amount of Contract
Hortense Hunn 2355 29 513.00
Fund I Dept. 1 Organization I Appr. I Obj/Rev Source Activity 1 GRC/PROJ/JOB Number
Commodity Code Estimated Payment Total by Fiscal Year
FY Amount 110 FY Amount 110
Project Name
7050-3 - - - -
- - - -
- - - -
FOR COUNTY USE ONL Y
~
County of San Barnardino
FAS
CONTRACT TRANSMITTAL
CONTRACTOR City of San Bernardino Parks and Recreation
Birth Date
Federal 10 No. or Social Security No.
Contractor's Representative Annie F. Ramos. Director
Address 547 N. Sierra Way. San Bernardino. CA 92410-48HPhone (909)384-5233
Nature of Contract: (Briefly describe the general terms of the contract)
Preschool Services Department will contract with City of San Bernardino
Parks and Recreation in the amount of $29,513.00 for food services. The
Agreement is effective October 1, 1993 through September 30, 1994. The
Department has included the cost of this contract in its 1993-94 budget.
There is no County cost.
(Attach this transmittal to all contracts not prepared on the "Standard Contract" form.)
APP..'o..v.e. d as to L.e9...81~.
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02.12294-000 Rev. ",90
Reviewed as to Affirmative Action
Reviewed for Processing
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PRESCHOOL SERVICES DEPARTMENT OF
SAN BERNARDINO COUNTY
686 EAST MILL STREET - ROOM 2077
SAN BERNARDINO, CALIFORNIA 92408-1610
NUMBER OF CHILDREN
NUMBER OF SITES
7~50-3
S ~ BERNARDINO CITY PARKS & RECREATION
2969 FLORES STREET
SAN BERNARDINO. CALIFORNIA 92405
M
1
CONTRACT NUMBER
NAME OF AGENCY
ADDRESS
In order to' serve meals to the Head Start/State Preschool
enrollees in San Bernardino county, the PRESCHOOL SERVICES
DEPARTMENT (hereinafter referred to as the "SPONSORING AGENCY")
AND DELEGATE AGENCY whose name and address appear ,above
(hereinafter referred to as the "SERVICE INSTITUTION"), acting on
behalf of the number of site listed above, agree as follows:
THE SPONSORING AGENCY AGREES THAT: To the extent of
reimbursement received from State Department of Education, Food
and Nutrition Services, it shall make payment to the SERVICE
INSTITUTION. These payments shall be in accordance with
pertinent reports received from the SERVICE INSTITUTION as
required by the SPONSORING AGENCY. Payments will be based on the
SERVICES INSTITUTION'S report of total meals served times
reimbursement rates; or total cost of food; whichever is less and
not to exceed $29,513.00.
THE SERVICES INSTITUTION REPRESENTS AND WARRANTS THAT: It is a
non-profit agency that is exempt, or moving towards being exempt,
from income tax under the Internal Revenue Code, as amended and
is the agency with delegated authority for the operation of food
services for the site(s) listed above, and in order to qualify
for reimbursement under this agreement, agrees it will:
1. Conduct a non-profit food service operation and use
income accruing to its food service operations only for
program purposes.
2. Serve meals which meet the minimum requirements as
prescribed in meal patterns for children in child care
programs of this agreement during a period designated
as the attendance period by the SERVICE INSTITUTION.
3. Maintain, in storage, preparation, and service of food,
proper sanitation and health standards in conformance
with applicable State and local laws and regulations;
maintain necessary facilities for sorting, preparing
and serving food.
10-01-93
93-4"8
Page 2 Food Services Agreement -- Cont'd.
Contract No. 7050-3
4.
Purchase in as large quantities as may
utilized in its food service, food
plentiful by the SPONSORING AGENCY.
be effectively
designated as
5. Accept cash-in-lieu of commodities in the amount
established for the fiscal year in accordance with
regulations. Total payment to an insti tution including
cash for commodities shall not exceed total program
costs less cash income to the program.
6. Submi t claims for reimbursement in accordance with
procedures established by the' SPONSORING AGENCY.
7. Submit claims for number of meals served and not for
number o~meals delivered.
8. The SERVICE INSTITUTION shall keep full and accurate
records of its food service operation to serve as a
basis for claim for reimbursement, and for audit and
review purposes. The records to be kept must include
the following: Daily attendance records; daily meal
count, by types of meals served, for both children and
adul ts; menu planning worksheets including specific
type and amount of food used; monthly inventory records
to determine the cost of food; program expenditures
supported by invoices, receipts, or other proof of
expenditures for food and labor.
9. Temperature of food will meet local, State and health
standards when food is delivered to site(s).
10. Substitutions may be made on foods if individual
participating children are unable to consume such foods
because of medical and other special dietary needs.
Such substitutions shall be made only when supported by
a statement from a recognized medical authority which
includes recommended alternate foods.
11. Maintain washing of eating and serving utensils which
meets local health department standards.
12. Chairs, tables and eating utensils will be suitable for
the size and developmental level of the children.
13. Upon request, make all accounts and records pertaining
to the program available to the SPONSORING AGENCY and
to the FOOD AND NUTRITION SERVICE OF THE USDA, for
audit or review, at a reasonable time and place. Such
records shall be retained beyond the five year period
10.01-93
93-458
",
Page 3 Food Services Agreement -- Cont'd.
Contract No. 7050-3
as long as required for resolution of the issues raised
by the audit.
14. Provide adequate supervisory and operational personnel
for overall monitoring and management of each food
service operation under its jurisdiction and promptly
take such actions as are necessary to correct
deficiencies.
15. Paper or styrofoam tumblers are unacceptable.
The SERVICE INSTITUTION hereby certifies that it now complies
'with, and'shall for the entire term of" this contract comply with
all requirements imposed by or pursuant to SPONSORING AGENCY, as
now or hereafter amended (7 CFR Part 15), to the end no person in
"the, united States shall, 'on the grounds of ri~ce, color, ,or
nati"onal orfgin be excluded by discrimination under this program
operated by the SERVICE INSTITUTION.
INDEMNIFICATION AND INSURANCE - The SERVICE INSTITUTION agrees
to indemnify, defend and hold harmless the SPONSORING AGENCY, the
County and their authorized agents, officers, volunteers and
employees against any and all claims or actions arising from
SERVICE INSTITUTION acts, errors or omissions and for any costs
or expense incurred by the SPONSORING AGENCY, the County, on
account of any claim therefore.
INSURANCE - In order to accomplish the indemnification
herein provided for, but without limiting the
indemnification, the SERVICE INSTITUTION shall secure
and maintain throughout the term of the contract the
following types of Insurance with limits as shown:
Worker's Compensation A program of Worker's
Compensation insurance or a state-approved Self-
insurance Program in an amount and form to meet all
applicable requirements of the Labor Code of the State
of California, including Employer's Liability with
$250,000.00 limits, covering all persons providing
services on behalf of the SERVICE INSTITUTION and all
risks to such persons under, this Agreement.
Comprehensive General and Automobile Liability
insurance This coverage to include contractual
coverage, products liability and automobile liability
coverage for owned, hired and non-owned vehicles. The
policy shall have combined single limits for bodily
injury and property damage of not less than one million
dollars ($1,000,000.00).
10-01-93
93-45.8 .
Page 4 Food Services Agreement -- Cont'd.
Contract No. 7050-3
ADDITIONAL NAMED INSURED - All policies, except for the Worker's
Compensation coverage, shall contain additional endorsements
naming the SPONSORING AGENCY, the County and their employees,
agents, volunteers and officers as additional named insured with
respect to liabilities arising out of the performance of services
hereunder.
WAIVER OF SUBROGATION RIGHTS - SERVICE INSTITUTION shall require
the carriers or self insurance administrators of the above
required coverages to waive all rights of subrogation against the
SPONSORING AGENCY, the County their officers, volunteers,
employee, contractors and subcontractors except for the negligent
acts of the, SPONSORING AGENCY, the County of San Bernardino.
POLICIES PRIMARY AND NON-CONTRIBUTORY ;. .All policies require\'!
above are to .be primary and non~contributory with any insurance
or self-insurance programs carried or administered by the County.
PROOF OF COVERAGE - SERVICE INSTITUTION shall immediately furnish
certificates of insurance to the SPONSORING AGENCY evidencing the
insurance coverage above required prior to the commencement of
performance of services hereunder, which certificates shall
provide that such insurance shall not be terminated or expire
wi thout thirty (30) days written notice to the SPONSORING AGENCY,
and shall maintain such insurance from the time SERVICE
INSTITUTION commences performances of services hereunder until
the completion of such services. Within sixty (60) days of the
commencement of this Agreement the SERVICE INSTITUTION shall
furnish certified copies of the policies and endorsements.
INSURANCE REVIEW - The above insurance requirements are subject
to periodic review by the County. The County's Risk Manager is
authorized, but not required, to reduce or waive any of the above
insurance requirements whenever the Risk Manager determines that
any of the above insurance is not available, is unreasonably
priced, or is not needed to protect the interests of the County.
In addition, if the Risk Manager determines that heretofore
unreasonably priced or unavailable types of insurance coverage or
coverage limits become reasonably priced or available, the Risk
Manager is authorized, but not required, to change the above
insurance requirements to require additional types of insurance
coverage or higher coverage limits, provided that any such change
is reasonable in light of past claims against the County,
inflation, or any other item reasonably related to the County's
risk.
Any such reduction or waiver for the entire term of the Agreement
and any changes requiring additional types of insurance coverage
or higher coverage limits must be made by amendment to this
10-01-93
93-458
Page 5 Food Services Agreement -- Cont'd.
Contract No. 7050-3
Agreement. SERVICE INSTITUTION agrees to execute any such
amendment within thirty (30) days of receipt.
The SPONSORING AGENCY, the County agrees to indemnify and hold
harmless the SERVICE INSTITUTION and their authorized agents,
officers, volunteers and employees against any and all claims or
actions arising from SPONSORING AGENCY'S, the County, negligent
acts or omissions on account of any claim therefore.
THE SPONSORING AGENCY AND THE SERVICE INSTITUTION MUTUALLY AGREE
THAT:
1. Sites may be added or deleted.
2. The SPONSORING AGENCY shall promptly notify the SERVICE
INSTITUTION of. any . change in' the minimum . meal
requirements or in the assigned rates of reimbursement.
3. This agreement may be terminated upon sixty (60) days
written notice on the part of either party hereto, and
the SPONSORING AGENCY may terminate this agreement
immediately after receipt of evidence that the terms
and conditions of this agreement by the regulations
governing the program have not been fully complied with
by the SERVICE INSTITUTION. Any termination of this
agreement by the SPONSORING AGENCY shall be in
accordance with applicable laws and regulations. No
termination or expiration of this agreement, however,
shall effect the obligation of the SERVICE INSTITUTION
to maintain and retain records available for audit.
4. The terms of this agreement shall not be modified or
changed in any way other than by the consent in writing
of both parties hereto. The SPONSORING AGENCY shall
provide such supervisory and monitoring assistance to
the SERVICE INSTITUTION that shall include, but is not
limited to:
a. Consultative and technical assistance to ensure
meals meet the requirements, required records are
being maintained and that all other applicable
program requirements are met.
b. Training of personnel responsible for food
service where needed.
c. Periodic visits to sites to monitor compliance.
d. Documentation of such visits shall be maintained
on file by the SPONSORING AGENCY.
10.01.93
93.-458 .
Page 6 Food Services Agreement -- Cont'd.
Contract No. 7050-3
This Agreement shall be effective with respect to meals served
during the period commencing the 1st day of October, 1993, and
ending September 30, 1994, unless terminated early as herein
provided.
NONDISCRIMINATION - The sheet marked "Nondiscrimination Clause"
is attached hereto and by this reference incorporated herein.
ON BEHALF OF SERVICE INSTITUTION:
{2.-~l~{I?
Date
ftMAj '?-. ~
Signature
Annie F. Ramos, Director of Parks,
Recreation and Community Services. Dept.
Type or Print Name and Title
ON BEHALF OF SPONSORING AGENCY:
JAN 11 1994
Date
94-33
Signature
JON D. HIKELS
Chairman, Board of Supervisors
Type or Print Name and Title
7050-3.FSC
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10-01.93
93~58
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Page 7 Food Services Agreement -- Cont'd.
Contract No. 7050-3
NONDISCRIMINATION CLAUSE (OCP-l)
1. During the performance of this contract, contractor and
its subcontractor shall not unlawfully discriminate,
harass or allow. harassment, against any empl.oyee or
applicant .for employment because of sex, race, .color,
ancestry, religious creed, national origin, physical
disabili ty (including HIV and AIDS), mental disabili ty,
medical condition (cancer), age (over 40), marital
status, and denial of family care leave. Contractors
and subcontractors shall insure that the evaluation and
treatment of their employees and applicants for
employment are free from such discrimination and
harassment. Contractor and subcontractor shall comply
with the provisions of the Fair Employment and Housing
Act (Government Code, Section 12900 et seq.) and the
applicable regulations promulgated thereunder
(California Code of Regulations, Title 2, Section
7285.0 et seq.). The applicable regulations of the
Fair Employment and Housing Commission implementing
Government Code, Section 12990 (a-f), set forth in
Chapter 5 of Division 4 of Title 2 of the California
Code of Regulations are incorporated into this contract
by reference and made a part hereof as if set forth in
full. Contractor and its subcontractor shall give
written notice of their obligations under this clause
to labor organizations with which they have a
collective bargaining or other agreement.
2.
This contractor shall include
compliance provisions of
subcontracts to perform work
the nondiscrimination and
this clause in all
under the contract.
10.01-93
9:3-458-' .
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Preschool Services;
Inc. Cities-SB;
Agree. 94-30
MINUTES OF THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY. CALIFORNIA
~
January 11, 1994
RECE'V~D'-C!T'( CLERl<
FROM:
HORTENSE HUNN. EXECUTIVE DIRECTOR
PRESCHOOL SERVICES DEPARTMENT
'94 JAN 21 P 3 :11
SUBJECT:
PY 1993-94 PROGRAM CONTRACT (PSD 6050-31
RECOMMENDATION:
Approve Preschool Services Department contract with City of San Bernardino Parks and
Recreation in the amount of $140,776.00 for Delegation of Activities as set forth by
program guidelines under the Department of Health and Human Services and the State
Department of Education.
BACKGROUND:
On May 25, 1993, the Board of Supervisors approved the continuing application for
Head StarVState Preschool. This contract is the result of program operations included
in the application.
REVIEW BY OTHER DEPARTMENTS:
The PSD Policy Council approved the annual program application on May 18, 1993,
which included the need for these services. This contract has been reviewed and
approved as to legal form by Chief Deputy County Counsel, Ruth Stringer. Risk
Management reviewed the contract and it meets requirements.
FINANCIAL DATA:
-,
PSD has included the cost of this contract in its FY 1993-94 budget. There is no
County cost.
PRESENTER:
Hortense Hunn, Executive Director
14.9507..000
Rev. 10/81
mll
MOTION
SECOND
5
(
cc: Preschool Services w/agree.
Contractor w/agreement
c/o Preschool Services
Auditor w/agreement
HR-Affirmative Action
Risk Managel'lent
SSG-Michaelson
File w/agreement
ITEM 5lc