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Home My WebLink About2005-169 " " ------r----- " , 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO, 2005-169 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO EXECUTE AMENDMENT NO, 2 TO ADMINISTER A GRANT IN THE AMOUNT OF $188,853 FROM SAN BERNARDINO COUNTY DEPARTMENT OF AGING AND ADULT SERVICES FOR THE ADMINISTRATION OF THE SENIOR NUTRITION PROGRAM. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION L The Mayor of the City of San Bernardino or her designee is hereby authorized to execute Amendment No.2 to administer a grant in the amount of$188,853 from San Bernardino County Department of Aging and Adult Services for the administration of the Senior Nutrition Program. SECTION 2. The authorization granted hereunder shaH expire and be void and of no further effect if the application is not submitted within 120 days following the effective date of this resolution. III III III III III III III III III . , " " ", 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO EXECUTE AMENDMENT NO.2 TO ADMINISTER A GRANT IN THE AMOUNT OF $188,853 FROM SAN BERNARDINO COUNTY DEPARTMENT OF AGING AND ADULT SERVICES FOR THE ADMINISTRATION OF THE SENIOR NUTRITION PROGRAM. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and joint regular Common Council of the City of San Bernardino at a meeting thereof, held on the _ day of June , 2005, by the following vote, to wit: ABSTAIN ABSENT Council Members: AYES NAYS ESTRADA x LONGVILLE x McGINNIS x DERRY x KELLEY x JOHNSON x McCAMMACK x 'itrwhet}j, ~wJ0 &j y1~hel G. Clark, City, C:;ki)t The foregoing resolution is hereby approved thi ~une ptl~5. Approved as to Form and legal content: th Valles, Mayor of San Bernardino JAMES F. PENMAN, City ttorney , , r , REPORT/RECOMMENDA'TION to THE BOARD OF SUPERVISORS OF SAN B~RNARDINO COUNTY, CALIFORNIA AND RECORD OF ACTION July 12, 2005 FROM: MARY R. SAWICKI, Director Department of Aging and Adult Services SUBJECT: AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES PROVIDERS RECOMMENDATION: Approve Amendment No. 2 to Contracts with the following agencies, increasing the total combined contract amount by $729,651, from $723,958 to $1,453,609, and extending the contract term through June 30, 2006 to continue to provide senior nutrition services: Contract Number 04-886 A-2 04-814 A-2 Current Contract Amount $183,079 $540,879 $723,958 Proposed Amount FY 05/06 $188,853 $540,798 $729,651 Total Contract Amount $371,932 $1,081,677 $1,453,609 Aoencv City of San Bernardino Hi Desert Meals on Wheels, Inc. Total BACKGROUND INFORMATION: On March 22, 1972, President Nixon signed into law the Nutrition Program for the Elderly Act, establishing the Senior Nutrition Program as part of the Older Americans Act (OAA). This legislation created the congregate and home-delivered nutrition programs. These programs provide nourishing meals, nutrition education and counseling to people 60 years of age or older and their spouses. Since 1978, the Department of Aging and Adult Services (DAAS) has operated Senior Nutrition Programs for the County of San Bernardino. Senior Nutrition Services are procured through a formal procurement process. On December 16, 2003, the Board of Supervisors (BaS) approved and authorized the release of a Request for Proposals (RFP) to procure congregate and home delivered nutrition services. As a result of this procurement, six agencies were awarded contracts. None of these agencies provide congregate services in the Hinkley or Lucerne services areas. In order to obtain the required services in these outlying areas, DAAS conducted an informal solicitation to procure congregate nutrition services in these areas. Hinkley Senior Citizens Club, Inc. and Lucerne Valley Senior Citizens Center expressed interest in providing services and were also awarded contracts. Page 1 of 2 cc: DAAS-Dalton wi agree Contractor clo Dept IDS wi agree Auditor-Valdez wi agree Risk Management Seniors Affair Comm. clo Dept HS Contracts-Ciabbatini County Counsel-Chu HS-Finance-Hallen CAO-Morris DAAS-Sawicki File wi agree Record of Action of the Board of Supervisors ent No. 04-886 A-2 o. 04-814 A-2 MOVE 5 MOTI BY jrh ITEM 081 AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES PROVIDERS July 12, 2005 Page 2 of 2 Following the formal procurement and the informal solicitation the BOS approved all eight contracts between August and September 2004 for a combined total contract amount of $2,864,598. In May and June 2005, the BOS approved Amendment NO.1 to all eight contracts to award these agencies additional One-Time-Only Nutrition Services Incentive program funds from the Administration on Aging in an aggregate amount of $72,819, increasing the combined total contract amount from $2,864,608 to $2,937,427. On June 21, 2005, the BOS approved Amendment NO.2 to five of these contracts, increasing the total contract amount by $1,089,027, from $1,108,266 to $2,197,293, to continue to provide congregate and home delivered meals to seniors throughout the County from July 1, 2005 through June 30, 2006. The City of San Bernardino and Hi Desert Meals on Wheels are being presented late because the contractors required additional time to revise budgets, and obtain approvals and signatures. Approval of these amendments will increase the total contract amount by $729,651, from $723,958 to $1,453,609, to continue to provide 60,000 congregate meals to seniors in the City of San Bernardino, and 80,000 congregate meals and 96,390 home delivered meals to seniors in the desert from July 1, 2005 through June 30, 2006. Contractor performance is measured by reviewing the required monthly reports and semi-annual site visits by County staff to monitor contract compliance, fiscal and program elements. These contractors are in contract compliance and have met performance standards. REVIEW AND APPROVAL BY OTHERS: This action has been recommended by the Senior Affairs Commission on April 20, 2005. These amendments have been reviewed by HS Contracts (Lori Ciabattini, Contracts Manager, 388-0253) on June 8, 2005; and the Office of County Counsel (Phebe W. Chu, Deputy County Counsel, 387-4725) on June 23, 2005. The item has been reviewed by HS Finance (John Hallen, Administrative Analyst, 388-0330) on June 27, 2005 and the County Administrative Office (Gary Morris, Administrative Analyst, 388-0356) on June 27, 2005. FINANCIAL IMPACT: Approval of these amendments will increase the combined total contract amount by $729,651, from $723,958 to $1,453,609. Federal and State revenues fund $659,901, and CDBG funds $5,000. Total local share of $64,750 is budgeted in the HS administrative budget and is funded 100% with Realignment revenues. Adequate appropriations and revenues of $729,651 have been included in the DAAS FY 05/06 budget. There is no additional local cost. Cost Reduction Review: The County Administrative Office has reviewed this agenda item and recommends this action because the request involves funds awarded by the Administration on Aging through the California Department of Aging and is not subject to state budget reductions. SUPERVISORIAL DISTRICT(S): All PRESENTER: Mary R. Sawicki, Director, Department of Aging & Adult Services, (909) 891-3917 'I -', FOR COUNTY USE ONL Y FAS New Vendor Code Dept. Contract Number - SC A ~ Change CITYOFS772 OOA 04-886 A-2 Cancel County Department Dept. Orgn. Contractor's License No. o.ging and Adult Services OOA NUT County Department Contract Representative Telephone Total Contract Amount Regina Dalton 388-0241 $371,932 o Revenue [X] Encumbered Contract Type o Unencumbered 0 Other: If not encumbered or revenue contract type. provide reason: Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount Sept. 1, 2004 June 30, 2006 $179,729 $188,853 Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount AAF OOA NUT . 200 2445 , NC1SBY06 $45.752 Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount AAF OOA NUT 200 2445 3C1SBY06 $101,101 Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount AAF OOA NUT 200 2445 , RL 1 SBY06 $42,000 Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount , Project Name Estimated Payment Total by Fiscal Year Senior Nutrition Services FY Amount lID FY Amount I/O Congregate Nutrition 05/06 $188,853 I - - Services - - ~ County of San Bernardino STANDARD CONTRACT OR\G\NAL THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of Aging and Adult Services, hereinafter called the County, and Name City of San Bernardino Address hereinafter called Contractor 547 North Sierra Way San Bernardino, CA 92410-4816 Phone Birth Date (909) 384-5030 Federal 10 No. or Social Security No. IT IS HEREBY AGREED AS FOLLOWS: Amendment No.2 It is hereby agreed to amend Contract No. 04-886 as follows: III. CONTRACTOR GENERAL RESPONSIBILITIES Paragraph P, Item 2c is deleted from this Contract in its entirety. Paragraph P, Item 3 to read as amended: 3. Additional Named Insured - All policies, except for Workers' Compensation policies, shall contain additional endorsements naming the County and its officers, employees, agents and Page 1 of3 , " volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. Paragraph P, Item 4 to read as amended: 4. Waiver of Subrogation Rights - Contractor shall require the carriers of the above required coverages to waive all rights of subrogation against the County, its officers, employees, agents, volunteers, contractors and subcontractors. V. FISCAL PROVISIONS Paragraph A to read as amended: A. The maximum amount of funds available under this Contract shall not exceed $371,932, and shall be subject to availability of funds from CDA. These funds are divided as follows: Original Contract Amount $179,729 September 1, 2004 through June 30, 2005 Amendment NO.1 $ 3,350 Amendment NO.2 $188,853 Increase for September 1, 2004 through June 30, 2005 July 1, 2005 through June 30, 2006 Paragraph S to read as amended: S. Matching Contributions The Contractor shall provide in-kind matching contributions of a minimum of $22,464 ($11,232 for FY 04/05 and $11,232 for FY 05/06), which is the Title III portion of the Contract multiplied by 11.11 %. Allowable match shall be in compliance with the following requirements: VIII. TERM Paragraph A to read as amended: A. This Contract is effective as of September 1, 2004 and is extended from its original expiration date of June 30, 2005, to expire on June 30, 2006, but may be terminated earlier in accordance with provisions of Section IX of the Contract. The Contract term may be extended for one additional one- year period by mutual agreement of the parties. Attachment A. Work Plan/ScoDe of Work. Fiscal Year 2005-2006 is added to this contract. Attachment B. Budget Summary. Fiscal Year 2005-2006 is added to this contract. Attachment B-1. Budget Line Items. Fiscal Year 2005-2006 is added to this contract. Attachment B-2. Budget In-Kind Narrative. Fiscal Year 2005-2006 is added to this contract. Attachment B-3. Schedule of Personnel. Fiscal Year 2005-2006 is added to this contract. Attachment B-4. Schedule of EauiDment. Fiscal Year 2005.2006 is added to this contract. Page 2 of3 All other terms and conditions of Contract No. 04-886, shall remain the same and are incorporated herein by this reference. This amendment shall become effective upon execution by both parties. :OU~~ERm _ Bill Postmus, Chairman, Board of Supervisors Dated Name (Aut gnature - si In blue Ink) , a. \ Or\~\1" Lemuel P. Randolph (Print or type name of person signing contract) PY OF THIS OTHE Title Supervisors Bernardino. Dated Director I I (Print or Type) (0 ;;l.l O$"' By Address 547 North Sierra Way San Bernardino, CA 9241 0-4618 :S~BOSfu~f~C Mary R. sa~Director Date Date b/U/oJ Auditor/Controller-Recorder Use Onl Page 3of3 , ATTACHMENT A WORK PLAN/SCOPE OF WORK FY 2005.2006 Contractor: City of San Bernardino Program: C-1 All requirements in Attachment A, Work Plan/Scope of Work FY 2004-200S, apply throughout FY 200S-2006, with the following changes: II. Proaram Outcomes Paragraph A amended to include the following for FY OS/06: Number of Meals Proaram # of days Total # of meals C-1 2S4 60,000 Paragraph B amended to include the following for FY OS/06: Sites and number of meals per day Site Sth Street Senior Center Perris Hill Senior Center Hernandez Community Center New Hope Family Life Center Lytle Creek Community Center Highland Senior Center Lighthouse of the Blind # of meals oer day 90 60 11 10 10 41 1S IV. Staff Trainina Activities Paragraph D to read as amended: D. A copy of the written plan for FY 04/0S must be sent to DAAS by September 2, 2004, and by August 1S, 200S for FY OS/06. V. Satisfaction Survev Paragraph A to read as amended: A. The provider shall conduct a client satisfaction survey at least once a year. The survey instrument must be approved by DAAS prior to its use, and all Page 1 of 2 " ATTACHMENT A findings from the surveys must be used to improve services. The completed surveys and the tabulated results must be kept on file. A copy of the tabulated results must be sent to DAAS by April 2, 2005 for FY 04/05 and by April 2, 2006 for FY 05/06. Paragraph C, Item 4 to read as amended: 4. The Nutrition Education Plan for Seniors is due to DAAS for FY 04/05 by September 2, 2004, and by August 15, 2005 for FY 05/06. XI. Proaram Reauirements Paragraph G, Item 5 to read as amended: 5. Report expenditures funded with Deferred Income by September 30, 2004 for FY 04/05 and September 30, 2005 for FY 05/06. Page 2 of 2 . , , , <, BUDGET SUMMARY - ATTACHMENT B City Of San Bernardino FISCAL YEAR 2005-2006 FY 05/06 FUNDING EXPENDITURES: REVENUES: Title III, Older Americans Act C-l C-2 101,101 $101,101 Nutrition Services Incentive Program C-l C-2 45,752 $45,752 Community Development Block Grant Realignment Funds 42,000 TOTAL FUNDS AWARDED Other Funding TOTAL REVENUES: SAN BERNARDINO COUNTY-DAAS Form 312A 02113/98 357,145 188.8531 168,292 357,145 Page 1 of 1 . .' '. BUDGET LINE ITEMS -ATTACHMENT B-1 FOR NUTRITION SERVICES FISCAL YEAR 2005-2006 CONGREGATE SITES Cl 0 HOME DELIVERED MEALS C2 D EXPENDITURE CATEGORY Funding Match TOTAL Less Match Cash In-Kind** 1. PERSONNEL 129,408 17,492 146,900 2. STAFF TRAVEL - 3. STAFF TRAINING 300 300 4. EQUIPMENT - 5. CONSULTANTS 6,080 6,080 6. FOOD COSTS 101,000 1,600 102,600 7. CONSUMABLE SUPPLIES 11,432 11,432 8. INSURANCE 1,200 1,200 9. REPAIRS & MAINTENANCE 3,000 3,000 10. RENT /BUILDING SPACE 48,000 48,000 11. UTILITIES 30,000 30,000 12. VEHICLE OPERATIONS 6,091 6,091 13. VOLUNTEER EXPENSES - 14. OTHER 1,542 1,542 Total Expenditure 258,853 - 98,292 357,145 Less Match Match Cash - CDBG - ECD - Match Cash - CDBG - DAAS - Match In-kind - 98,292 98,292 Less Funding - Program Non Match NSIP 45,752 45,752 Non-Match Cash - Non-Match In-Kind - Realignment Funds 42,000 42,000 Program Income 70,000 70,000 TOTAL FUNDING REQUEST 101,101 - - 101,101 Date of Submission - May 3, 2005 PROVIDER NAME - City Of San Bernardino SAN BERNARDINO COUNTY.DAAS Form 312A 02/13/98 INITIAL BUDGET 0 REVISED BUDGET D Page 1 of 2 , ., " BUDGET LINE ITEMS - ATTACHMENT B-1 FOR NUTRITION SERVICES FISCAL YEAR 2005-2006 CONGREGATE SITES Cl D HOME DELIVERED MEALS C2 0 EXPENDITURE CATEGORY Funding Match TOTAL Less Match Cash In-Kind** 1. PERSONNEL - 2. STAFF TRAVEL - 3. STAFF TRAINING - 4. EQUIPMENT - 5. CONSULTANTS - 6. FOOD COSTS - 7. CONSUMABLE SUPPLIES - 8. INSURANCE - 9. REPAIRS & MAINTENANCE - 10. RENT /BUILDING SPACE - 11. UTILITIES - 12. VEHICLE OPERATIONS - 13. VOLUNTEER EXPENSES - 14. OTHER - Total Expenditure - - - - Less Match Match Cash - CDBG - ECD - Match Cash - CDBG - DAAS - Match In-kind - - - Less Funding - Program - Non Match NSIP - Non Match Cash - Non Match Cash - Realignment Funds - Program Income - TOTAL FUNDING REQUEST - - - - Date of Submission - May 3,2005 PROVIDER NAME - City Of San Bernardino SAN BERNARDINO COUNTY-DAAS Form 312A 02113/98 INITIAL BUDGET 0 REVISED BUDGET D Page 2 of 2 " . .' .. ATTACHMENT 8.2 Budget In-Kind Narrative Fiscal Year 2005-2006 Provide information regarding specific in-kind to be used as match. Include site location, if applicable, :Jescriptions, rates and other relevant information. The Total should equal the amount of in-kind reported as match on your budget summary. Description' Site/Location Rate Total In-Kind Match lPersonnel !coordinator of Senior Nutrition 547 North Sierra Wa) $1,4S7.7C $ 17,492.4C Program, and Managernent San Bernardino, Ca. 9241 ( 30% of Salary /Benefits Senior Recreation Supervisor !Food Cost Donations Thanksgiving Luncheo~ $1,600.0C $1,600.00 I1nsurance $100.0C $1,200.0C 600 West 5th Street. $12S.0C $l,SOO.OC 780 East 21 st Street ~ent / Building Sgace $4,00C $48,00C 600 West 5 Street. 780 East 21 st Street !utilities 600 West 5th Street 780 East 21 st Street $2,SOC $30,00C '(Identify type of in-kind: rent, volunteer services, etc.) DATE OF SUBMISSION May 3, 2005 PROVIDER NAME City of San Bernardino San Bernardino County-OMS Form 332 Revised 01/08/2001 Page 1 of 1 . " . , l") . a:I I- Z w :!E :E: 0 <0 i5 0 !< 0 N I in 0 0 N ~ ca CI) > - ca (.) In .- U. 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'':: Q) Q) .... c: C ,~ rn r/J ,~ <l.) <l.) Cl c 'C: x U. 0 0 ~& ,~ ~ :r: :r: 0 .!!! l'll Q) f!! ...... ! <l.) <l.) e; ,~ I- ~ .- c c ..... l'll Q) - ]~ Cl r/J <l.) <l.) <l.) Cli C/l a.. .- ~ ~ ~ t/) -g "0 ..c:: ..c:: > .s l'll .B .B ,~ 0 ~ 0 ...... U <l.) E - .3 ~ ~ ~ c1a 0 l'll 0 D.. C:r..r/J Cl I- a.. w I- ~ '0 ~ CI) Cl '" a. o "~ "E l'll c: .... Q) III c: l'll CI) - o - (3 Q) E l'll Z .... Q) "0 'S; e a.. '" ~ '" E 5 U- rn ~ I '" c: ,,~ 00 Uo g~ '-0 'E- "'~ EO "al CO'" c.;;: "''' 0)'" ~ ." ~ I .. . ATTACHMENT 8-4 SCHEDULE OF EQUIPMENT Fiscal Year 2005-2006 Item Budgeted Total Description Quantity Cost Costs None requested. -0 -0 Provider Name: Citv of San Bernardino San Bernardino County - DAAS Form 316 Revised 01/0812001 Page 1 of 1