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HomeMy WebLinkAbout23-Parks & Rec .. { CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Lemuel P. Randolph, Director Subject: RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT WITH THE COUNTY OF SAN BERNARDINO TO ADMINISTER A PROGRAM CONTINUATION GRANT FROM THE STATE OF CALIFORNIA COMMUNITY BASED SERVICES PROGRAM (CBSP) FUNDS IN THE AMOUNT OF $24,436 FOR THE PERIOD OF JULY I, 2003 THROUGH JUNE 30, 2004. MICC Meeting Date: February 17, 2004 Dept: Parks, Recreation & Community Services Dept. Date: January 14,2004 OR\G\NAL Synopsis of Previous Council Action: The Mayor and Common Council has approved application and administration of State CBSP funds for the administration of the Senior Companion Program since 1998. Recommended Motion: Adopt Resolution Contact person: Lemuel P. Randolph Phone: 5030 Supporting data attached: staffreoort. reso. budget. & contract Ward: Citv-wide FUNDING REQUIREMENTS: Amount: $3,722.00 (Non-City funds) Source: (Acct. No.) 123-508-5957 Council Notes: (Ar.r.:t nA~r.rirtinn) rmnrrl11nit}r 'Pnlmt1~tinn Arrt Floan,"~;/Z:~ \2..~~2(p~ ~ Agenda Item No. .;{3 ~/1110'f ,. .... CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of a contract with the County of San Bernardino to administer a program continuation grant from the State of California Community Based Services Program (CBSP) funds in the amount of $24,436 for the period of July I, 2003 through June 30, 2004. Background: The Senior Companion Program is one in which low-income seniors serve as companions for frail elderly or disabled to help them to remain in their own homes or return to their own homes, thus avoiding institutionalization. The Senior Companions are volunteers who, because they are low income, receive an untaxed stipend of $2.65 per hour plus help with lunch and transportation. This enables low- income seniors to serve as volunteers, thereby keeping them active and in their own homes as well as the clients they serve. The State grant has been renewed annually since 1998 and currently funds 6 companions who will provide 24 clients with 6,200 hours of service annually. In December of2003, SCP received $7,538.67 from the Community Foundation to be used, as needed (no restrictions). These were remaining funds at the end of the Community Foundation's fiscal year, which needed to be allocated. The grant director from the Community Foundation chose the City of San Bernardino's Senior Companion Program (SCP) to be the recipient of these funds because our program is viewed as a 'best practice'. The total of $3,722 of the $7,538.67 donation will match this County contract (State funds). The balance of $3,816.67 will be used to reimburse Senior Companions for mileage incurred transporting clients to medical appointments and grocery shopping. The Corporation for National Service (CNS) volunteer transportation budget only covers mileage between the Senior Companions' and the clients' homes. Besides using Community Foundation funds for these expenses, we also use Title III funds to reimburse the Senior Companions who are all poverty-level-qualified and could not afford to pay themselves. This criteria is met in our entire service area. Although these funds were allocated in July of2003, they have not yet been received by the Department of Aging and Adult Services (DAAS). This DAAS agreement was delivered to the City in early December to be reviewed and endorsed as soon as possible. Since the start of the fiscal year federal funds have been used for SCP expenses. The receipt of these CBSP grant funds will allow the program to switch use of these State funds to prevent either funding source from becoming oversubscribed. The CBSP funds must be requested and expended by June 30, 2004. It is recommended that this request be approved, so that the program may continue to serve the growing senior population in our area. Financial Impact: There is no financial impact to the City. Recommendation: Adopt Resolution. ,. e e e '" t(Q)f1f RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT WITH THE 3 COUNTY OF SAN BERNARDINO TO ADMINISTER A PROGRAM CONTINUA TIOl'\ GRANT FROM THE STATE OF CALIFORNIA COMMUNITY BASED SERVICES 4 PROGRAM (CBSP) FUNDS IN THE AMOUNT OF $24,436 FOR THE PERIOD OF JULY 1,2003 THROUGH JUNE 30, 2004. 5 6 7 8 9 BE IT RESOLVED BY THE MA YOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. The Mayor and Common Council of the City of San Bernardino authorizes the Mayor, or her designee, to execute a contract with the County of San Bernardino to administer a continuation grant in the amount of $24,436 from the State of California Office of Aging CBSP for the period of July 1,2003 through June 30, 2004, A copy of said contract is attached hereto 10 II as Exhibit "A" and incorporated herein by reference in its entirety, 12 1/1 13 1/1 14 1/1 15 1/1 16 1/1 17 1/1 18 1/1 19 1/1 20 21 1/1 22 1/1 23 /II 24 /II 25 /II 26 /II 27 /II 28 YLo . ~S ,1-/11/tJfL .. e e e 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 OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONTRACT WITH THE COUNTY OF SAN BERNARDINO TO ADMINISTER A PROGRAM CONTINUATION GRANT FROM THE STATE OF CALIFOR1'lIA COMMUNITY BASED SERVICES PROGRAM (CBSP) FUNDS IN THE AMOUNT OF $24,436 FOR THE PERIOD OF JULY 1,2003 THROUGH JUNE 30, 2004. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bemardino at a meeting thereof, held day of , 2004, by the following vote, to wit: on the Council Members: AYES NAYS ABST AIN ABSENT ESTRADA LIEN LONGVILLE MCGINNIS DERRY SUAREZ ANDERSON MC CAMMACK Rachel G. Clark, City Clerk day of The foregoing resolution is hereby approved this 2004. Judith Valles, Mayor City of San Bemardino Approved as to Form and legal content: JAMES F. PENMAN, City Atlomey . -. , , ATTACHMENT A P.O.# " . 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" 600 W. Fifth Street San Bernardino, CA 92401-1211 Phone 909-354-5413 Federal 10 No. or Social Security No. IT IS HEREBY AGREED AS FOllOWS: WHEREAS, The County, acting as the Area Agency on Aging, through its representative, the Department of Aging and Adult Services, desires to provide services to seniors to improve or maintain choice, independence, and quality of life: and WHEREAS, County has been allocated state and/or federal funds by the California Department of Aging to provide services to seniors; and WHEREAS, County finds Contractor qualified to provide services to seniors; and WHEREAS, County desires that such services be provided by Contractor and Contractor agrees to perform these services as set forth below; NOW THEREFORE, County and Contractor mutually agree to the following terms and conditions: I. CONTRACTOR SERVICE RESPONSIBILITIES A, Contractor shall provide, in a satisfactory and proper manner, as determined by the County, the services defined and set forth in Exhibit A attached hereto and incorporated by these references into this Contract, based upon the services ordered by County staff. B. Contractor shall provide all necessary qualified personnel for performance of services under this Contract. C. Contractor shall record services and submit reports as required by the State of California and County, enumerating all services authorized and delivered to clients. Contractor shall make available to the County all records as necessary to conduct thorough and comprehensive contract monitoring and auditing, and to conduct evaluation concerning the Contractor and program as appropriate under terms of this Contract. D. Contractor is expected to maintain an ongoing cooperation between a client's other service providers, if any, and the County staff; and to supply information to and utilize information received from the County staff regarding referred clients. E. Contractor agrees to participate in appropriate employee and vendor training and development provided by the Department of Aging and Adult Services ("DMS") and the California Department of Aging ("CDA"). Page 1 of 13 a -\ F. For Multipurpose Senior Services Program (MSSP) contracts: Contractor is required to complete the CDA vendor application that will be provided to the Contractor by DMS. II. CONTRACTOR GENERAL RESPONSIBILITIES A. In the performance of this Contract, Contractor, its agents and employees, shall act in an independent capacity and not as officers, employees, or agents of the County of San Bernardino. B. Contractor agrees to provide or has already provided information on former County of San Bernardino administrative officials (as defined below) who are employed by or represent Contractor. The information provided includes a list of former County administrative officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of the business. The information also includes the employment with or representation of Contractor. For purposes of this provision, "County administrative official" is defined as a member of the Board of Supervisors or such officer's staff, County Administrative Officer or member of such officer's staff, County department or group .head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit. C. If during the course of the administration of this Contract, the County determines that the Contractor has made a material misstatement or misrepresentation or that materially inaccurate information has been provided to the County, this Contract may be immediately terminated. If this Contract is terminated according to this provision, the County is entitled to pursue any available legal remedies. D. Without the prior written consent of County, this Contract is not assignable by Contractor either in whole or in part. E. Contractor agrees to obtain the written approval from the Director of DMS prior to entering into any subcontract for work contemplated under this Contract. Contractor shall be fully responsible for the performance of any subcontractor, including but not limited to insuring the availability and retention of records, and subcontractor shall be subject to the provisions of this Contract. A copy of any executed subcontract must be forwarded to DMS within thirty (30) days before the start date of the subcontract. F. Contractor will maintain all records and books pertaining to the delivery of services under this Contract and demonstrate accountability for contract performance. County, or its designee, shall have the right upon reasonable notice and at reasonable hours of business to examine and inspect such records and books. Records, should include, but are not limited to monthly summary sheets, sign-in sheets, and other primary source documents. Fiscal records shall be kept in accordance with Generally Accepted Accounting Principles and must account for all funds, tangible assets, revenue and expenditures. Fiscal records must also comply with the appropriate Office of Management and Budget (OMB) Circulars, which state the administrative requirements, cost principles and other standards for accountancy. G. All records shall be complete and current and comply with all Contract requirements. Failure to maintain acceptable records per the preceding requirements shall be considered grounds for withholding of payments for billings submitted and for termination of the Contract. H. All budget changes within major categories, such as Salaries and Benefits, Equipment, Modes of Service or Other Costs exceeding 10% of the approved budget, for that major category, represents a departure from the approved project plans and require DMS' approval. Budget modification requests will be made to DMS in the form of a written justification outlining specific shifts of funds that will be made. I. Contractor shall notify County of any continuing vacancies and any positions that become vacant during the term of this Contract that will result in reduction of services to be provided under this Contract. Upon notice of vacancies, the Contractor will apprise County of the steps being taken to provide the services and to fill the position as expeditiously as possible. Vacancies and associated Page 2 of 11 ., problems shall be reported to County on each periodically required report for the duration of said vacancies and/or problems. J. Contractor shall require all persons, including but not limited to its officers, agents, employees, volunteers and any subcontractor directly or indirectly involved in administration of services provided under this Contract to comply with the provisions of sections 15633, 15633.5, and 10850 of the Welfare and Institutions ("W & I") Code and Division 19-000 of the Department of Social Services Manual of Policies and Procedures to assure that: 1. All applications and records concerning any individual made or kept by any pUblic officer, public agency, or Contractor with the administration of any provision of the W & I Code relating to any forms of public social services provided under this Contract will be confidential and will not be open to examination for any purpose not directly connected with the administration, performance, compliance, monitoring or auditing of such services. 2. No person will publish, disclose, use permit or cause to be published, disclosed, or used, any confidential information pertaining to any applicant or recipient of services under this Contract. Contractor agrees to inform all persons directly or indirectly involved in administration of services provided under this Contract of the above provisions and that any person deliberately violating these provisions is guilty of a misdemeanor. K. Contractor shall obtain from the Department of Justice records of all convictions involving any sex crimes, drug crimes, or crimes of violence of a person who is offered employment or volunteers, for all positions in which he or she would have contact with a minor, the aged, the blind, the disabled or a domestic violence client, as provided for in Penal Code section 11105.3. This includes licensed personnel who are not able to provide documentation of prior Department of Justice clearance. A copy of a license from the State of California is sufficient proof. L. Contractor shall notify County of any staff member, paid, intern, or volunteer, who is knowingly or negligently employed who has been convicted of any crime of violence or of any sexual crime. Contractor shall investigate all incidents where an applicant, employee, intern or volunteer has been arrested and/or convicted for any crime listed in Penal Code Section 11105.3 and shall notify the County. At the County's discretion, the County may instruct Contractor to take action to either deny/terminate employment or deny/terminate internship and/or volunteer services where the investigation shows that the underlying conduct renders the person unsuitable for employment, internship, or volunteer services. Contractor shall immediately notify Human Services System (HSS) concerning the arrest and/or conviction, for other than minor traffic offenses, of any paid employee, agent, consultant, intern or volunteer staff, when Contractor knows such information. M. Contractor shall make every reasonable effort to prevent employees, consultants or members of its governing bodies from using their positions for purposes that are, or give the appearance of being motivated by a desire for private gain for themselves or others, such as those with whom they have family, business, or other ties. In the event County determines a conflict of interest exists, County may disallow any increase in costs associated with the conflict of interest and such conflict may constitute grounds for termination of the Contract. This provision shall not be construed to prohibit employment of persons with whom Contractor's officers, agents, or employees have family, business or other ties so long as the employment of such persons does not result in increased costs over those associated with the employment of any other equally qualified applicants and such persons have successfully competed for employment with other applicants on a merit basis. N. Contractor agrees to and shall comply with the following indemnification and insurance requirements: 1. Indemnification - The Contractor agrees to indemnify, defend, and hold harmless the County and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred Page 3 of 11 . " by the County on account of any claim therefore, except where such indemnification is prohibited by law. 2. Insurance - Without in anyway affecting the indemnity herein provided and in addition thereto, the Contractor shall secure and maintain throughout the term of the Contract the following types of insurance with minimum limits as shown: a. Worker's Compensation - A program of Workers' Compensation insurance or a State- approved Self Insurance Program in amount or form to meet all applicable requirements of the labor Code of the State of California, including Employer's Liability with $250,000 limits, covering all persons providing services on behalf of Contractor and all risks to such persons under this Contract. b. Comprehensive General and Automobile Liability Insurance - This coverage to include contractual coverage and automobile liability coverage of 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). If Contractor provides transportation to one or more client at any time, the automobile liability insurance policy shall have combined single limits for bodily injury and property damage of not less than two million dollars ($2,000,000.00). c. Errors and Omissions Liability Insurance - Combined single limits of $1,000,000 for bodily injury and property damage and $3,000,000 in the aggregate or d. Professional Liability - Professional liability insurance with limits of at least $1,000,000 per claim or occurrence. 3. Additional Named Insured - All policies, except for Workers' Compensation, Errors and Omissions and Professional Liability policies, shall contain additional endorsements naming the County and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder. 4. Waiver of Subrogation Rights - Except for Errors and Omissions Liability and Professional Liability, Contractor shall require the carriers of the above-required coverage to waive all rights of subrogation against the County, its officers, employees, agents, volunteers, contractors and subcontractors. 5. 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. 6. Proof of Coverage - Contractor shall immediately furnish certificates of insurance evidencing the insurance coverage, including endorsements to: County of San Bemardino c/o Insurance Compliance 686 East Mill Street San Bemardino, CA 92415-0640 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 County, and Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this Contract, the Contractor shall furnish certified copies of the policies and all endorsements. O. Contractor agrees to and shall comply with the Elder and Dependent Adult Abuse Reporting laws: 1. Contractor will ensure that all known or suspected instances of elder or dependent adult abuse are reported to DMS Adult Protective Services. Page 4 of 11 - , . " 2. In accordance with W & I Code section 15630, employees of the Contractor and its subcontractors may be mandated reporters of elder and dependent adult abuse. Contractor assures all employees, agents, consultants or volunteers who perform services under this Contract and are mandated to report elder and dependent adult abuse will sign a statement, upon the commencement of their employment, acknowledging their reporting requirements and their compliance with them. 3. Mandated reporters are required to report all instances of known or suspected abuse of the elderly and dependent adults by telephone immediately or as soon as practically possible. under the following circumstances: a. When the mandated reporter has observed or has knowledge of an incident that reasonably appears to be physical abuse, abandonment, isolation, financial abuse, or neglect; or b. When the mandated reporter is told by an elder or dependent adult that he or she has experienced behavior constituijng physical abuse, abandonment, isolation, financial abuse, or neglect; c. A written "Report of Su~pected Dependent Adult/Elder Abuse" (SOC 341) must be submitted within two (2) working days of making the telephone report to the responsible agency, as defined below in paragraph 4. 4. Incidents of elder and dependent adult abuse must be reported to the correct agency as follows: a. If the abuse has occurred in a long term care facility, except a state mental hospital or state developmental center, the report shall be made to the local Long term Care Ombudsman or local law enforcement; b. If the abuse has occurred in a state mental hospital or state developmental center, the report shall be made to the designated investigators of the State Department of Mental Health or the State Department of Developmental services or to the local law enforcement; c. If the abuse occurred anywhere other than a long-term care facility or state mental hospital or state developmental center, the report shall be made to Adult Protective Services or local law enforcement 5. Under the terms of this Contract, as changes in the Elder and Dependent Adult Reporting Laws are enacted, the Contractor is bound to comply with the most current regulations. P. Contractor shall comply with all applicable laws, statutes, ordinances, administrative orders, rules or regulations relating to its duties, obligations and performance under the terms of the Contract and shall procure all licenses and pay all fees and other charges required thereby. Contractor shall maintain all required licenses during the term of this Contract Failure to comply with the provisions of this section may result in immediate termination of this Contract a. Contractor shall comply with all applicable local health and safety clearances, including fire clearances, for each site where services are provided under the terms of this Contract R. Contractor agrees to and shall comply with the County's Equal Employment Opportunity Program and Civil Rights Compliance requirements: 1. Equal Employment Opportunity Program: The Contractor agrees to comply with the provisions of the Equal Employment Opportunity Program of the County of San Bernardino and rules and regulations adopted pursuant thereto: Executive Order 11246, as amended by Executive Order 11375, 11625, 12138, 12432. 12250, Title VII of the Civil Rights Act of 1964 (and Division 21 of the California Department of Social Services Manual of Polices and Procedures and California Welfare and Institutions Code, Section 10000), the California Fair Employment and Housing Act, and other applicable Federal, State, and County laws, Page 5 of 11 I' '. regulations and policies relating to equal employment or social services to welfare recipients, including laws and regulations hereafter enacted. The Contractor shall not unlawfully discriminate against any employee, applicant for employment, or service recipient on the basis of race, color, national origin or ancestry, religion, sex, marital status, age, political affiliation or disability. Information on the above rules and regulations may be obtained from County HSS Contract Administration. 2. Civil Rights Compliance: The Contractor shall develop and maintain internal pOlicies and procedures to assure compliance with each factor outlined by state regulation. These policies must be developed into a Civil Rights Plan, which is to be on file with County HSS Contract Administration within 30 days of awarding of the contract. The Plan must address prohibition of discriminatory practices, accessibility, language services, staff development and training, dissemination of information, complaints of discrimination, compliance review, and duties of the Civil Rights Liaison. Upon request, HSS shall supply a sample of the Plan format. The Contractor shall be monitored by HSS for compliance with provisions of its Civil Rights Plan. . S. Contractor shall not offer (either directly or through an intermediary) any improper consideration such as, but not limited to, cash, discounts, service, the provision of travel or entertainment, or any items of value to any office, employee or agent of the County in an attempt to secure favorable treatment regarding this Contract. The County, by written notice, may immediately terminate any contract if it determines that any improper consideration as described in the preceding paragraph was offered to any officer, employee or agent of the County with respect to the proposal and award process. This prohibition shall apply to any agreement, extension or evaluation process once a Contract has been awarded. Contractor shall immediately report any attempt by a County officer, employee or agent to solicit (either directly or through an intermediary) improper consideration from Contractor. The report shall be made to the supervisor or manager charged with supervision of the employee or to the County Administrative Office. In the event of a termination of the Contract under this provision, the County is entitled to pursue any available legal remedies. T. Contractor agrees to comply with all applicable proviSions of the Americans with Disabilities Act (ADA). U. Contractor will observe the mandatory standards and policies relating to energy efficiency in the State Energy Conservation Plan (Title 20, Chapter 4, California Code of Regulations). V. Contractor shall use recycled and recyclable products, whenever practicable, in fulfilling the terms of this Contract. Recycled printed products shall include a symbol identifying the recycled material. W. Contractor understands and agrees that any and all legal fees or costs associated with lawsuits concerning this Contract against the County shall be the Contractor's sole expense and shall not be charged as a cost under this Contract. In the event of any contract dispute hereunder, each party to this Contract shall bear its own attorney's fees and costs regardless of who prevails in the outcome of the dispute. IV. PAYMENT SCHEDULE AND METHOD A. The maximum amount of payment under this Contract shall not exceed the total contract amount set forth on the attached Purchase Order as authorized by the County's Purchasing Department, and shall be subject to the availability of funds to the County. The County is under no obligation to make any referrals for the purpose of services during the lifetime of this Contract. B. Upon receipt of an approved invoice, the County shall pay the Contractor for services authorized the previous month. The completed invoice is to be received by the 5th working day of the month. Under normal conditions, Contractor should expect payment approximately twenty-one (21) days after Page 6 of 11 ..' , , '. " submission of a correctly prepared invoice. Monthly invoices shall not be greater than one-twelfth (1/12) of the total annual contract amount. C. OMS representative shall not approve any request for payment of funds until Contractor has filed properly completed reports required under this Contract. Contractor shall ensure that all expenditures are supported by properly executed payroll time records, invoices, contracts, vouchers, orders and any other accounting documents pertaining in whole or in part to this Contract. Such documents shall be clearly identified and readily accessible to OMS staff, as may be required. O. Contractor must return any unspent funds with submittal of revised year-end Financial Closeout Report, or based on the results of an independent audit. E. OMS reserves the right to refuse payment to Contractor or later disallow costs for any expenditure determined by OMS to be non-compliant with any provision of this Contract, or inappropriate to such activities, or for which there is inadequiilte supporting documentation presented, or for which prior approval is required by not granted F. OMS shall pay Contractor only for services ordered by authorized OMS staff. The Contractor agrees that reimbursement for each service furnished under this Contract made in accordance with the rates stipulated herein, represents payment in full for said service. The Contractor shall not seek reimbursement from OMS for any services reimbursed in whole or in part by any other payor. Whenever Contractor is not in compliance with any provision of this Contract, OMS may withhold payment of any invoice submitted to OMS by Contractor until such time as suitable documentation is submitted to OMS. G. Contractor is to provide the requested services in accordance with the timelines set by OMS. Where the Contractor does not provide a definite date to commence providing the ordered services within five (5) working days of service start-up as specified by OMS, the request for service becomes automatically void and OMS will have no obligation to pay for any services provided under such request for services. H. If Contractor cannot provide authorized services to a specific client, or feels the authorized services are not appropriate, Contractor shall notify OMS staff within three (3) working days of receipt of request for services. I. When Contractor fails to provide an authorized service to a client and the client incurs costs (e.g. fees for a doctor appointment) Contractor will be responsible for said costs. J. Costs for services under the terms of this Contract will be incurred during the term of the Contract except as approved by County. County will not use current year funds to pay prior or future year obligations. K. Upon written demonstration of need by Contractor and at the option of the County, 10% of the total annual Contract funds may be advanced to Contractor by County upon approval of the Assistant County Administrator for the Human Services System. Any such advance will cause the amounts payable to Contractor to be reduced to the amount determined by dividing the balance left by the number of months remaining in the Contract term. The amount of the advance is limited to one- twelfth of the maximum amount of payment under this Contract. L. Funds made available under this Contract shall not supplant any federal, state or any governmental funds intended for services of the same nature as this Contract. Contractor shall not claim reimbursement or payment from County for, or apply sums received from County with respect to that portion of its obligations that have been paid by another source of revenue. Contractor agrees that it will not use funds received pursuant to this Contract, either directly or indirectly, as a contribution or compensation for purposes of obtaining funds from another revenue source without prior written approval of the County. Page 7 of 11 , , " M. For any Contract where DAAS is the case manager, it is understood that the implementation of services is dependent upon care plans developed by DAAS for DAAS clients, and ordered from the Contractor. N. In the event the Contract utilizes Community Development Block Grants ("CDBG") funds: "Cash Match" refers to cash, other than program income, contributed to the project from local or state funds. With the exception of CDBG, federal funds cannot be used as cash match. O. County is not liable for the payment of any taxes, other than applicable sales or use tax, resulting from this Contract however designated, levied or imposed, unless County would otherwise be liable for the payment of such taxes in the course of its normal business operations. P. The Contractor, by signing this Contract, hereby certifies to the best of his or her knowledge and belief, that: 1. No federal appropriated funds have been paid or will be paid, by or on behalf of the Contractor, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. 2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress in connection with this federal contract, grant, loan or cooperative agreement, the Contractor shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. VI. RIGHT TO MONITOR AND AUDIT A. County shall have the absolute right to monitor the performance of Contractor in the delivery of services provided under this Contract. B. County or any subdivision or appointee thereof, and the State of California or any subdivision or appointee thereof, including the Auditor General, shall have absolute right to review and audit all records, books, papers, documents, corporate minutes, and other pertinent items as requested, and shall have absolute right to monitor the performance of Contractor in the delivery of services provided under this Contract. Contractor shall give full cooperation in any auditing or monitoring conducted. C. Contractor shall cooperate with County in the implementation, monitoring and evaluation of this Contract and comply with any and all reporting requirements established by this Contract. D. All records pertaining to service delivery and all fiscal, statistical and management books and records shall be available for examination and audit by County, Federal and State representatives for a period of three years after final payment under the Contract or until all pending County, State and Federal audits are completed, whichever is later. Records of the Contractor, which do not pertain to the services under this Contract, shall not be subject to review or audit unless provided in this or another Contract. Technical program data shall be retained locally and made available upon the County's reasonable advance written notice or turned over to County. If said records are not made available at the scheduled monitoring visit Contractor may, at County's option, be required to reimburse County for expenses incurred due to required rescheduling of monitoring visit(s). Such reimbursement will not exceed $50 per hour (including travel time) and be deducted from the following month's claim for reimbursement. E. Contractor shall provide all reasonable facilities and assistance for the safety and convenience of County's representative in the performance of their duties. All inspections and evaluations shall be performed in such a manner as will not unduly delay the work of the Contractor. Page8of11 , , " VII. CORRECTION OF PERFORMANCE DEFICIENCIES AND APPEAL PROCEDURES A. Correction of Performance Deficiencies 1. Failure by Contractor to comply with any of the provIsions, covenants, requirements or conditions of this Contract shall be a material breach of this Contract. 2. In the event of a non-cured breach, County may, at its sole discretion and in addition to immediate termination and any other remedies available at law, in equity, or otherwise speCified in this Contract: a. Afford Contractor thereafter a time period within which to cure the breach, which period shall be established at sole discretion of County; and/or b. Discontinue reimbursement to Contractor for and during the period in which Contractor is in breach, which reimbursement shall not be entitled to later recovery; and/or c. Withhold funds pending duration of the breach; and/or d. Offset against any monies billed by Contractor but yet unpaid by County those monies disallowed pursuant to Item "2" of this paragraph; and/or e. Impose liquidated damages that will reduce the total reimbursable amount of the Contract by the amount(s) levied and not claimable by Contractor. This remedy shall only be used when reasonable efforts to correct a performance or violation deficiency have failed to correct the problem, or in circumstances of unacceptable or negligent performance of Contractor as determined by County. There is no limit to the number of adjustments County may levy per each instance. f. Terminate this Contract and be relieved of the payment of any consideration to Contractor should Contractor fail to perform the covenants herein contained at the time and in the manner herein provided. In event of such termination, the County may proceed with the work in any manner deemed proper by the County. The cost to the County shall be deducted from any sum due to the Contractor under this Contract and the Contractor upon demand, if any, shall pay the balance. B. Appeal Procedures If Contractor disagrees with any decision or action taken by the County or DAAS related to this Contract, Contractor may choose to file a formal grievance by following the procedures below: 1. The Contractor shall file a formal written grievance with the Director of DAAS within fifteen (15) business days after the Contractor is aware of the factors or conditions precipitating the contract dispute. The written grievance shall set forth the subject of the grievance, identify the specific clause in dispute and shall provide a detailed statement of the grievance, including. dates, names, places, and the specific remedy or action requested. The filing address is 686 East Mill Street, San Bernardino, California, 92415-0640. The Director of DAAS shall provide a written response to Contractor within fifteen (15) business days of receipt of the grievance. 2. If Contractor is not satisfied with the Director of DAAS' response, Contractor rnay file a written grievance appeal, which shall include a statement by the Contractor as to why the Director of DAAS' response is not satisfactory, to the Assistant County Administrator of the Human Services System ("Assistant County Administrator") within fifteen (15) business days of receipt of the Director of DAAS' response. The filing address is 385 North Arrowhead Avenue, Fifth Floor, San Bernardino, California, 92415-0128. The Assistant County Administrator shall provide a written response to Contractor within fifteen (15) business days. The Assistant County Administrator shall have final authority for the decision on the grievance except as provided in the paragraph below. 3. For those appeals that involve CDA programmatic policies and directives issued to the County and contained within this Contract, this paragraph shall apply. If Contractor is not satisfied with Page 9 of 11 '. " the Assistant County Administrator's decision, the written grievance may be registered in writing with the CDA, Case Management Branch, 1600 "K" Street, Sacramento, Califomia, 95814, within fifteen (15) business days following receipt of the Assistant County Administrator's decision. Contractor shall submit to CDA the original written grievance along with a copy of the Director of DAAS' written response, the Contractor's appeal to the Assistant County Administrator, and the Assistant County Administrators' decision. CDA shall have final authority for the decision on the grievance. VIII. TERM A. B. This Contract is effective as of July 1, 2003 and expires June 30, 2004, but may be terminated earlier in accordance with provisions of Article IX of the Contract. This Contract is of no force or effect until signed by both parties hereto. The Contractor shall not commence performance until such approval has been obtained; failure to obtain such approval may result in non-payment for the performance of those services. IX. EARLY TERMINATION A. The County may terminate the Contract immediately under the provisions of Section VII of the Contract. In addition, the County may terminate the Contract without cause by serving a written notice to the Contractor thirty (30) days in advance of termination. The Assistant County Administrator - Human Services System is authorized to exercise the County's rights with respect to any termination of this Contract. Contractor will only be reimbursed for costs and uncancelable obligations incurred prior to the date of termination. Contractor will not be reimbursed for costs incurred after the date of termination. . B. x. GENERAL PROVISIONS A. When notices are required to be given pursuant to this Contract, the notices shall be in writing and mailed to the following respective addresses listed below. Contractor: City of San Bemardino 600 W. 5th Street San Bernardino, CA 92401 County: County of San Bernardino - Human Services System Attn: Mary L. Sawicki 686 East Mill Street San Bernardino, CA 92415-0515 B. Nothing contained in this Contract shall be construed as creating a joint venture, partnership or employment arrangement between the parties hereto, nor shall either party have the right, power or authority to create an obligation or duty, expressed or implied, on behalf of the party hereto. C. County shall have Power of Attorney to pay delinquent debts and unpaid wages for work provided under this Contract from accounts payable to Contractor in the event debts and wages have not been paid on a current basis. D. No waiver of any of the provisions of the Contract shall be effective unless it is made in writing, and refers to the provisions so waived and is executed by the parties. No course of dealing and no delay or failure of a party in exercising any right under the Contract shall affect any other or future exercise of that right or any exercise of any other right. A party shall not be precluded from exercising a right by its having partially exercised that right or its having previously abandoned or discontinued steps to enforce that right. E. Any alterations, variations, modifications, or waivers of provisions of the Contract, unless specifically allowed in the Contract, shall be valid only when they have been reduced to writing, duly signed and approved by the Authorized Representatives of both parties as an amendment to this Page 10 of 11 : '. Contract. No oral understanding or agreement not incorporated herein shall be binding on any of the Parties hereto. F. If any provision of the Contract is held by a court of competent jurisdiction to be unenforceable or contrary to law, it shall be modified where practicable to the extent necessary so as to be enforceable (giving effect to the intention of the parties) and the remaining provisions of the Contract shall not be affected. G. This Contract shall be govemed by and construed in all aspects in accordance with the laws of the State of California without regard to principles of conflicts of laws. The parties agree to the exclusive jurisdiction of the federal and state courts located in the County of San Bernardino, for any and all disputes arising under this Contract, to the exclusion of all other federal and state courts. XI. Conclusion A. This Contract, consisting of 11_ pages a'1d Exhibit A - Scope of Work, Exhibit B - Budget Display, Exhibit C - Vendor Complaint Form, and Exhibit D - Information Sheet, is the full and complete document describing services to be rendered by Contractor to County including all covenants, conditions and benefits. B. The signatures of the parties affixed to this Contract affirm that they are duly authorized to commit and bind their respective institutions to the terms and conditions set forth in this document. C. This Contract shall become effective upon execution by both parties. D. This Contract may be executed in counterparts. When executed, each counterpart shall be deemed an original irrespective of date of execution. Said counterparts shall together constitute one and the same Contract. IN WITNESS WHEREOF, the parties have caused this Contract to be executed as of the day and year written below by the County of San Bernardino Purchasing Department. ::;OUNTY OF SAN BERNARDINO "URCHASING DEPARTMENT CONTRACTOR 3y: MICHAEL LOLLER Deputy Purchasing Agent By: Jated: Dated: Page 11 of 11 r '. , , City of San Bernardino Senior Companion Program WORK PLAN FY 2003 - 2004 Exhibit A ., This work plan contains the measurable objectives mandated by DAAS of the service 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 work plan constitutes the primary document for ongoing monitoring, Annual Program Performance Review/Fiscal Audit and will be used to measure the provider's efforts toward providing quality Senior Companion Services. I. Scope of Work A. Geographic Area/Clientele and t:ligibility Criteria 1. The geographic area served by this provider covers the Morongo Basin area. 2. The clients served by this program are the Senior Companion volunteers, and by this agreement, consist of seniors 60 and over. B. Program Description 1. Purpose: To engage low-income persons 60 and older in volunteer service to meet critical community needs and to provide a high quality experience that will enrich the lives of the volunteers. 2. Definition: Senior Companions provide assistance to adults with physical. emotional, or mental health limitations, most of whom are elderly. These clients have difficulties with daily living tasks and Senior Companions help them retain their dignity and independence by assisting with such services as companionship, meal preparation, paying bills, buying groceries and finding transportation to medical appointments. Senior Companions serve an average of twenty hours a week and receive hourly stipends. 3. Policies and Guidelines: The Senior Companion Program is to adhere to all policies and guidelines set forth by: 1) the Corporation for National and Community Service (CNCS), which may be communicated and transmitted through California Department of Aging (CDA) Program Memos and 2) The Senior Companion Program Operations handbook issued by the National Senior Service Corps. C. Intended Outcomes 1. Provide 6,624 hours of Senior Companion services annually to seniors who are not eligible for these programs from any other resource. l:\Contracts-'FY 02-03\Senior C'omp \VP 02.doc '. ... -, 2. Senior Companion services must be provided to at least 40 unduplicated seniors, of which 4 are to be minority low-income seniors. /I. Service Delivery Activities A. Staffing 1. Sufficient personnel shall be available to carry out the needs of the program. This includes a Director and additional personnel as determined by the size of the service area and the method and level of service provision needed to fully comply with the terms of this work plan and agreement. 2. Recruitment and staffing of participants in the Senior Companion Program must be in accordance to the guidelines set forth in the Senior Companion Program Operations Handbook. B. Volunteer Staff 1. Volunteers, in this sense, are individuals who work without pay in the performance of essential duties to conduct the program. 2. Volunteers shall not replace paid personnel. C. Targeting 1. Seniors who are socially and/or economically needy and who are not eligible for services from any other source will be given priority for services. Further, individuals referred by DAAS staff shall be given first priority for services under this agreement. Definitions: Economically Needy: Seniors whose income is at or below the SSI/SSP level. Socially Needy: Seniors who have at least two of the following characteristics: Disabled, Language/Communication Barrier, Lives Alone, Age 75+. D. Training Activities 1. Training will be provided to Senior Companions Volunteers according to the Senior Companion Program Operations Handbook, which includes, but not limited to, not less than 40 hours of orientation and training to Senior Companions, of which 20 hours must be pre-service orientation, and an average of four hours monthly of in-service training. In addition, annually evaluate paid staff performance to determine his/her effectiveness, skill development and understanding of tasks they are assigned. Documentation of training shall be kept on file at the provider's L\Conlr.lcts\FY 02-03\Senior romp WP O.:!.uoc " .' main office for review by DAAS during program monitoring to be scheduled and conducted by DAAS. '. E. Travel 1. Transportation assistance for Companions may be considered, as specified in the Senior Companion Program Operations Handbook, for travel between individual assignments, which is part of the service schedule. Travel time between the volunteer's home and place of assignment may not be considered part of the service schedule and is not an allowable cost reimbursement, nor is client-related travel, e.g. shopping, medical appointments, etc. F. Stipend 1. Senior Companions serVe an average of 20 hours per week, usually five days a week. They receive a stipend payable in regular installments. The current stipend, effective April 1, 2002, is $2.65 per hour. G. Meals 1. Within the limits of available local resources and project policy, Senior Companions receive assistance with the cost of meals taken during their service schedule. III. Other Service Requirements A. Physical Set-Up 1. Where services are provided in a care center, office or any setting outside the client's home, the environment must be attractive, clean and free from obstacles which could cause injury. 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 Marshal or other authorized agency within the community where the service site is located. B. Donations and Confidentiality 1. Encourage seniors to donate by notifying them verbally that donations are accepted and are important to maintaining the service(s) provided. Post signs where appropriate stating that donations are accepted. The provider shall not in any way employ tactics which could be viewed as coercion, embarrassing, and/or obligatory to the service being provided. 2. All contributions shall be used to increase the amount of service being provided in the program(s) funded by DAAS. L:\Comral'ts\FY 02-03\Senior Camp WP O~.doc r . , 4 " . ~ . C. Coordination Activities 1. Provider shall participate within appropriate coordination bodies established by state law and/or county ordinance. 2. Provider shall include the following statement on all advertising, posters and brochures, etc.: "Funding for 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. Provider shall coordinate service with other County departments and local agencies by providing ti[Tle within the facility during participant meetings, staff meetings and volunteer meetings, etc., for presentations on special activities that promote a Community Based System of Care for elderly clients. All coordination activities must be documented and kept on file for review by OMS. 4. Provider shall coordinate service with other County 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 file for review by OMS. O. Reporting Requirements 1. Report all known or suspected cases of elderly or dependent adult abuse to OMS Adult Protective Services or law enforcement immediately or as 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 service and client data by the 5th working day of the month on the Senior Companion Monthly Report "OMS SCC". 3. Report monthly expenditures to OMS by the 5th working day of the month. Maintain support files 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 file by month for review during the Annual Audit. 4. Maintain records, by month, that support claimed in-kind expenditures, l:\('ontracts\,ry O:!-OJ"S!:llior Comp WP 02.doc f' '. , . .', Jrr the event additional funds become available, the provider will use the funds to increase the Senior , Companion Program and related services provided to elderly clients in the formula set forth by the State. Failure to abide by this work plan will constitute just cause for sanctions being imposed. Signature Signature Title Title . Date Date 1.:\Contracts\FY 02-03\Scniot Comp WP 02.doc , , . . . ',. -, ., County of San Bernardino Department of Aging & Adult Services Exhibit C , VENDOR COMPLAINT FORM Date: Program: Name of staff completing form: Phone number: Client name: Phone number: ContractorNendor: Staff Name: Issue: FACTS: Resolution: Name of staff resolving issue: Date: DMS VEND 1 (01/02) r -. . . Exhibit D ~ , .. INFORMATION SHEET CONTRACTOR SHALL COMPLETE SECTION I OF THIS FORM AND RETURN TO: SAN BERNARDINO COUNTY Department of Aging and Adult Services Attn: CONTRACTS SF.( rIO" I: CO" I I{ \CTOI{ I"r<lJ{~1 \TIO::\ Contraltor Name. Cit of San arnardino Parks, Rec. & Comm. Svcs. De t. Address (jndlllfi/lg CiIY, Slate and Zip Code): Emili!: (909) 384-5233 Phone: Fa."; 909 384-5160 (909) 384-5413 Phone: Fax; 909 889-9801 547 N. Sierra Wa WebSilc- San Bernardino CA 92410-4816 Enl.1il: www.ci.san-bernardino.ca.us Site NalT1e lor Services{1f Different from COli/rae/or): Senior Com anion Pro ram Address (including CiIY. Stale or/(l Zip Code): Web Site: 600 West 5th St. San Bernardino CA 92410 Same deal_be@sbcity.org Clillll:('onlill't; Title: Bett Deal Contract Si nature Authorit SCP Mana er Name: Name: Lemuel P. Randol h Titlt:: Title- Director Si~r1ature: Signature: Phone It: ( 909) 384-5030 Claim Si nature Authorit : Phone #: E-Mail- :\ame: ~anle' Tille: SCP Mana er . Signature: Signature: San Bernardino County Department of Aging and Adult Services Contracts Unit 686 E. Mill Street San Bernardino, CA 92415-0920 . Contracts Unit: Sandy Decker, Contracts Management 909-891-3901 E-i\Iail: sd~ckt.'ri0lSs:.;<;Q<;~!lll!~_:.Si}\ Vllit Fit< #: 909-89/-9/50 Page I of 1 -~T '. < "- l - ~ 0 II> N .., '" .,; ~ .., "" .., ... "" e: i2 ... W ~ Z .... ~ .., . .., ... ... ... ... 0 0 N .: w 8 0 8 0 0 0 0 > a: .... t ~ N 11>11> 0 ~ ~ CD.... .... -' ~ co ~ ... N ::J 0 :l: .... .... ... ... .., .. Q: 3 ~ - N ri ri ... Ii: <:I CD Z .... ... ~ Ulj Q > Z ... ... 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Cl ~ Will W 5 - Ul z t=" Z Z 8 0 ow 0 0 II) z 1=. ~ ::l ~ Cl >0: -' ~ c: 0 Cl Ul Ii> CD 00 ::re W ii: 0 0 Z do ~ c I- 0 ~ Z ~ '" c l:! 0 u ... i 0: 0: 0 c: ~. I- W ,., W II. II. < Z 'E W Z a. r! II. W :5 I- 0 0 E II. w 0 "2 0 0: c W III 0 ::! -' is 0 at U W 0: ~ 0 0 -' W w ll: :;J -' Ul ~ Cl U U j! II. l- ll. g w E j! 2!: I- 0 W >= 0 z 5 J: E ~ ~ II. ~ e w 0 b 8 "C e ;:: W aI -" - ll: W a. - III l)..::{ .l.t:l.' ,it.lt;J... J,b: ... J.-.,t.l":l--='l:>..-;:l~'" M\Jl.)Mt'l l"".l:. ::M...Il..JI":.....t.::>> rf-l\:ll:. tJ.:.. '0 e -- Cltv of S.n Bernardmo hum.an RosourUI f Aisk Mal"lagemenl DIvISion 300 N. "0. SV091 SilJ"l BernardinO, CA 92"8 Exhibit E Dlrettor, Human Resources FredWi1so" CI1Y Adminiitr,tOf CERTIFICATE OF INSURANCE OR SI!LF.INSURANCE In rhe event of cancell<l:ion of tho solf.in'uunce programs or policies deStQnltt'H2 belo...... I~ 15 the Intent of Ill, Crry of Sin B.,rnJrdmc 10 mall 30 days' priol notit.8 lheroof to: County of San Bernardino Human Servicas Sy.tems. Contracts 150 S. Lena Road Sen B.rnardino, CA 92415-0515 The City of Sin Slrnllrdlno certrfies th'11he folloWlf'9 ,"(In-msuran(;~ PI '~O'f1fT'S or l",;urante- policies ars Il"lforco~ City of San B.rnardino - S.nior Companion Program County Contract #21045 The County and its officers, employ.... agents, and volunteers ara named as additional insur.d with r..pect to liabiliti.. ariaing out of the performance of services hereunder. All rights of .ubrogation against the County. its offic.rs. volunteers, employee.. contractors and 6ubcontLACcors aTe waived. All polici.s are prbJlry and non-contributory. - COMPANY AND POLICY LIMITS OF L1AaILITY TYPE OF COWIlAGE POlICY NO. PEIlIOD -. Bodil., .njury Property 0...._,. Comprehen,'ve Gener.illlliabfltt't Sef(.,"~"red md~fm'te !:U:'~O,OOO Combined S.ngle L.imits incl Aula liability - Exces, Comprehensive Gen.ral Ll.bIIlIV intI. Auto liability Workers CtlmpensatrCln s./f.;n6vroa i"rJefimr" ;f..ifl..(,Jfll no coverllge ..- 0 T Professional H E Liability Self-insured Indefinite $1.000,000 pet !ai", ~ Thi, Cel'1l'lCltt IS nOI 'I.lid \Jnle" (Ount.fsignld by Itl'l aulhOllled reprounllttVe of lhe City of Sin BernlreJinc. Fll.lk Manlglment DIvision. oc, Betty Deal. Parks & R.c. 0"."0' of Human Rosourc~6.hV~__L _ Clly I)' S." B.rnIHJIOO J-~(; .......---"'.. _ Oate Avthc.f'ZOct Aeprestntat,v' Slr_t\ll'. Risk M mt. Coord. . or in'ormatton '''Q.rding ttle above self.;nsur.nce policies, ploue contle:' Rtsk M&nage-~enl Oi"'lsion In 1909) 384-5~8 2-10-04 112m'! Exhibit "A" e e e , <. Exhibit E Addendum to Certificate of Self-Insurance Acceptance of this application by the County shall constitute an agreement by the County that a Certificate of Bona fide Program of Self-Insurance by the Contractor shall satisry all insurance requirements contained in this agreement. Exhibit "A" T .: CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: February 19, 2004 TO: Betty Deal, Senior Companion Program Manager FROM: Michelle Taylor, Senior Secretary RE: Transmitting Documents for Signature - Resolution 2004-56 At the Mayor and Common Council meeting of February 17, 2004, the City of San Bernardino adopted Resolution 2004-56 - Resolution authorizing the execution of a contract with the County of San Bernardino to administer a program continuation grant from the State of California Community Based Services Program (CBSP) funds in the amount of $24,436 for the period of July 1, 2003, through June 30, 2004. Attached are two (2) original agreements. Please obtain signatures in the appropriate location and return one original agreement to the City Clerk's Office as soon as possible, to my attention. If you have any questions, please do not hesitate to contact me at ex!. 3206. Thank you. Michelle Taylor Senior Secretary I hereby acknowledge receipt of the above mentioned documents. Signed: ~ ~ Date: :2-- 'AD - D 1- Please sign and return T CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: April 22, 2004 TO: Veronica Martinez, Senior Secretary FROM: Michelle Taylor, Senior Secretary RE: Resolution 2004-56 - Program Continuation Grant, County of San Bernardino CC: Attached is a fully executed copy of the contract with the County of San Bernardino to administer a program continuation grant from the State of California Community Based Services Program (CBSP) funds in the amount of $24,436 for the period of July 1, 2003, through June 30, 2004. The original agreement is on file in the City Clerk's Office. If you have any questions, please call me at ex!. 3206. <;. ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM zco4--S4-> Meeting Date (Date Adopted): 2-\ I~C\<"\ Item # "L '3 Resolution # Vote: Ayes 1"'/ Nays.er Abstain .8- Change to motion to amend original documents 0 Companion Resolutions Absent G- NulVVoid After: NooJE days I Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0 PUBLISH 0 POST 0 RECORD W/COUNTY 0 By: J-.-\~-o'-1 2-\~-O'-1 2-\ "1-0'1 Date Sent to Mayor: Date of Mayor's Signature: Date of ClerklCDC Signature: Date MemolLetter Sent for Signature: I" Reminder Letter Sent: '2-\ C)~O'-l Date Returned: 2nd Reminder Letter Sent: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413,6429,6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985, 8234, 655, 92-389): Reso. Log Updated: W Seal Impressed: ff Not Returned: 0 Yes~ No By Yes NoL- By Yes No ,/ By Yes NO? By Yes No_ B Copies Distributed to: Animal Control 0 EDA 0 Information Services 0 City Administrator 0 Facilities 0 Parks & Recreation I!J City Attorney !B" Finance 0 Police Department 0 Code Compliance 0 Fire Department 0 Public Services 0 Development Services 0 Human Resources 0 Water Department D Others: 2..- Notes: Ready to File: _ Date: Revised 12/18/03