HomeMy WebLinkAbout18-Parks & Rec
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel P. Randolph, Director
ORIGINAL
Subject: RESOLUTION TO EXECUTE AMENDMENT
NO. 2 WITH THE COUNTY OF SAN
BERNARDINO AND AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION AND
COMMUNITY SERVICES DEPARTMENT TO
ADMINISTER FEDERAL GRANTS TO
CONTINUE THE HEAD START/PRESCHOOL
PROGRAM AT DELMANN HEIGHTS
COMMUNITY CENTER
Dept: Parks, Recreation & Community
Services Dept.
Date:
May 13, 2004
(J
MICC Meeting Date: June 7, 2004
Synopsis of Previous Council Action:
6-16-03 - Council approved Resolution 2003-142 to continue the Head StartJPreschool Program
at the Delmann Heights Community Center for FY 2003-04.
Recommended motion:
Adopt Resolution
Signature
Contact person:
Glenda Robinson
Phone:
384-5332
Supporting data attached:. Staff Report, Reso, & Agreement Ward: City-wide
FUNDING REQUIREMENTS: Amount: $60,171 (In-Kind Services)
Source: (Accl. No.) 123-523-xxxx $242.282
(Accl. Description)
Finance:
Council Notes:
"2&,<,> ~ 7.J:S::,4,-I4\
Agenda Item NO.J
(0/1/0'1
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution to execute Amendment No. 2 of Contract No. 02-658 with the County of San
Bernardino Pre-School Services Department and authorizing the Director of Parks, Recreation
and Community Services Department to administer federal grants to continue the Head
Start/Preschool Program at Delmann Heights Community Center.
Backeround:
The Head Start Preschool Program has been in operation at Delmann Heights Community Center
for the past 30 years. The school began with one class of 15 children and has now grown to four
classes of 15 children each. Two classes (30 participants) take place in the morning (8:00am-
II :30am) and two classes (30 participants) take place in the afternoon (12:3Opm-4:0Opm). The
morning class enjoys breakfast and lunch and the afternoon class receives lunch (on arrival) and
an afternoon snack prior to going home. Program curriculum includes music, language arts,
math and science.
There are 11 staff members that coordinate, implement and supervise the program. Staff works
194 days (i.e.: mid-August to late-May) and each program participant receives 170 days of
education. The demographic profile is as follows: 55% Hispanic, 25% African-American, 10%
Anglo, 3% Asian-American and 7% other. Ages of program participants are 3 to 4.9 years old.
Children must meet Federal income guidelines in order to participate in the program.
All participants receive a free dental and vision exam annually. The program is a successful
collaboration between the City of San Bernardino Parks, Recreation & Community Services
Department and the County of San Bernardino Preschool Services Department. These 60
children are now receiving education and training opportunities that would not be available to
them were it not for the Delman Heights Program.
Financial Impact:
There is no General Fund cash match required for this grant. The funding requirements are
$242,282 (program Grant) and $28,050 (Food Service Grant) federal share and $60,171 non-
federal share of City in-kind services. The in-kind includes thousands of hours of volunteer
work by the parents of the children in the HeadStart program as well as the program's
proportionate share of operating costs for the Delmann Heights Community.
Recommendation:
Adopt resolution.
c
o
o
RESOLUTION NO. If: (J) fP Y-
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
3 EXECUTE AMENDMENT NO. 2 OF CONTRACT NO. 02-658 WITH THE COUNTY
4 OF SAN BERNARDINO PRE-SCHOOL SERVICES DEPARTMENT AND
AUTHORIZING THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY
5 SERVICES DEPARTMENT TO ADMINISTER FEDERAL GRANTS TO CONTINUE
THE HEAD STARTIPRESCHOOL PROGRAM AT DELMANN HEIGHTS
6 COMMUNITY CENTER FOR FY 2004-2005 BEGINNING JULY I, 2004 THROUGH
7 JUNE 30, 2005.
8
9
10
11
12
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
authorized to execute Amendment No.2 of Contract No. 02-658 for Delegation of Activities
with the County of San Bernardino Preschool Services Department, copies of which are attached
13
14
15
16
17
18
19
20
21
22 III
23 III
24
25
26
27 III
28 III
hereto, marked Exhibit "A" and incorporated herein by reference as fully as though set forth at
length, and the Director of Parks, Recreation and Community Services Department is hereby
authorized to administer federal grants to continue the Head StartlPreschool Program at Delmann
Heights Community Center.
SECTION 2. The authorization granted hereunder shall expire and be void and of no
further effect if the agreement is not executed by both parties and returned to the Office of the
City Clerk within 120 days following effective date of the Resolution.
III
III
YLo. !<6
. (p /7 /0 f
III
10
11 COUNCIL MEMBERS
12 ESTRADA
13 LONGVILLE
C 14 MC GINNIS
15
o
o
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
EXECUTE AMENDMENT NO. 2 OF CONTRACT NO. 02-658 WITH THE COUNTY
2 OF SAN BERNARDINO PRE-SCHOOL SERVICES DEPARTMENT AND
AUTHORIZING THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY
3 SERVICES DEPARTMENT TO ADMINISTER FEDERAL GRANTS TO CONTINUE
4 THE HEAD START/PRESCHOOL PROGRAM AT DELMANN HEIGHTS
COMMUNITY CENTER FOR FY 2004-2005 BEGINNING JULY 1, 2004 THROUGH
5 JUNE 30, 2005.
6
7
8
9
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
Meeting,
thereof, held on the
day of
, 2004, by the following vote to
wit:
AYES
NAYS
ABSTAIN ABSENT
DERRY
16
17
18 JOHNSON
19
20
21
22
23
24
25
26
27
28
KELLEY
MCCAMMACK
Rachel G. Clark, City Clerk
,2004.
day of
The foregoing resolution is hereby approved this
JUDITH V ALLES, MAYOR
City of San Bernardino
Approved as to form
And Legal content:
James F. Penman
City Attorney
BY:~
/:
t.?~
c
~
- Now Vendor Code Dept Contract Number
~ Change SANBERN772A ~C ~ 02-658 A-2
Cancel
County Department Depl O<gn. Contraclot's Wcense No.
~reschool Services Department
Coulty Department Contract Representative Telephone Tolal Contract Amount
~argie Donahue (909) 387-2444 $813.460
Contract Type
o Revenue 00 Encumbered 0 Unencumbered 0 Other:
If not encumbered or revenue contract type, provide reason:
Commodity Code Contract Start Dete Contract End Dete Original Amount Amendment Amount
July 1. 2002 June 30. 2005 $265.905 $270,332
Fund Dept Organization Appr. ObYRev Source GRClPROJ/JOB No. Amount
RSC HPS 150 . 300 3252 $270.332
Fund Oepl Organization Appr. ObjIRev Source GRClPROJ/JOB No. Amount
. .
Fund Oept Organization Appr. ObYRev Source GRClPROJ/JOB No. Amount
.
Project Name Estimated Payment Total by Fiscal Year
FY Amount lID FY Amount lID
PSD - Delegate Agency 04/05 $242,282 I
- -
Food Service Agreement 04/05 $ 28,050 I
- -
- -
Contract Type 2(b)
EXHIBIT "A"
FOR COUNTY USE ON/. Y
County of San Bernardino
FAS
STANDARD CONTRACT
OS CONTRACT is entered into in the State of California by and between the County of San Bernardino, called
the County, and .
Name
City of San Bernardino Parks & Recreation
Address
hereinafter called
DELEGATE AGENCY (DELEGATE)
547 N. Sierra Way
San Bernardino, CA 92410
Phone Birth Date
(909) 384-5233
Federal 10 No. 'or Social Security No.
IT IS HEREBY AGREED AS FOllOWS:
Amendment No, 2
It is hereby agreed to amend Contract #02-658 between the County of San Bernardino and City of San Bernardino
Parks & Recreation as follows:
o
Page 1 of 3
Section VI. Fiscal Provisions
Amend Paragraphs A., B. C., and D. to read as follows:
o
B.
C.
D.
o
The maximum amount of reimbursement under this Contract shall not exceed $270,332 including the
original contract amount and all subsequent amendments, and shall be subject to availability of funds to
the County. The consideration to be paid to Delegate. as provided herein. shall be in full payment for all
Delegate's services and expenses incurred in the performance hereof, including travel and per diem.
The Delegate will contribute $60.571 to the program funds. Such contributions shall be in cash or in-kind
in the amount of $60,571.
The County agrees to reimburse the Delegate for authorized expenditures. The reimbursement will be
based on the attached Program Budget (Attachment B) and unit costs as defined in Paragraph D of this
Section. The Delegate will submit to the County statements that are sufficient to support payment under
the County's accounting procedures established or approved by the County's Controller. Within thirty (30)
days, the County will approve or disapprove payment of the statements. In no event, will the Delegate
receive reimbursement exceeding $270,332, except if it has received prior written authorization from the
County, which shall be incorporated into and attached to this agreement.
For food services, the Delegate will provide invoices once a month to PSD Finance Department, not later
than the tenth (10th) day of each month for the previous months activities. Invoices shall include, and be
based upon all meals delivered. including breakfasts, lunches and snacks, at the following unit price:
MEALS
Estimated Estimated
Meal Type Number of Number of Unit Price Total Price
Servings Per Operating Days
Dav
Breakfast 30 170 1.05 $ 5,355
Lunch 60 170 1.95 $ 19,890
P.M. Snack 30 170 .55 $ 2,805
Total Food Cost Shall Not Exceed: $ 28,050
SECTION IX. TERM
Amend to read as follows:
This Contract is effective as of July 1, 2002, and is extended from its original expiration date of June 30, 2003, to
expire on June 30, 2005. but may be terminated earlier in accordance with provisions of Section X of the Contract.
ATTACHMENT B:
Attachment B, "DA - SB Parks FY 2004-2005 Budget" is added to the Program Budget.
o
Page 2 of 3
~II other terms and conditions in this contract remain in full force and effect.
c
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OTY OF SAN BERNARDINO
City of San Bernardino Parks & Recreation
(Print or type nome of corporation, company, contractor. etc.)
~
Dennis Hansberger, Chairman, Board of Supervisors
By ~
(Authorized signeture - sign in blue ink)
Dated
Name Judith Valles
(Print or type name of person signing contreet)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Clerk of the Board of Supervisors
of the County of San Bernardino.
Title
MayOr
(Print or Type)
Dated
Deputy
Address 547 N. Sierra Way
San Bernardino, CA 92410
By
:1
Dale
'J
Oate
APP~. v.enX' .a~ to L~al Form. _, '. /.:
~' '':::-k!'~lCl(0--,~y~'
Sandra Baxter. County Counsel .
Page 3 of 3
o
S8 City-Parks-DA
FY 2004-05 Budaet
(Funded Slots: 60 Federal Part-Day Slots)
Federal USDA Total 0;'
i
Head Start Nutrition Budgat
~ DaecrlDtlon Funde Funde FY 2004-05 ~
A. Personnel
AD1 Program Managers & Content Area Experts 25.100 25.100
A02 T eachersllnfant Toddler Teachers 86,850 86.850
AOS Teacher Aides & Other Education Personnel 36,782 38.782
A14 Clerical Personnel 15.287 15,287
A17 Maintenance Personnel 6.263 6.263
Total Peraonnel 170,282 170,282
B. Fringe Benefits
B01 Social Security(FICA), State Disability. Unemployment 6.386 6.386
B02 HealthlDentalllWe insurance 41.132 41.132
B03 Retirement 8,816 8.816
B04 Other Fringe 2,469 2.469
Total Fringe Benefits 58,803 I 58,803
E. Supplies !:l
0 l
E01 Office Supplies 4,380 ~ 4.380 l
E02 Child and Family Service Supplies 4,417 ~
~ 4.417 "l
. ?, 2.~00 I
E03 Food Services Supplies 2,200 ;;
E04 Other Supplies ~
Total Supplies 10.997 Ii 10,997 .
;l\
.: ..
F. Contractual fi :::1
F04 Child Transportation Services 1.200 ~
F08 Other Contracts ,
1,200 1-li
Total Supplies .~~
~~ ..
",. 1,000 I
H. Other i
H17 Other 1,000
Total Other 1,000 {i 1,000 lI,
~ ~
Sub Total 242,282 ~ 242,282 ~
~
1f t
v'
Food Program ~
28,050 " 28,050 i
~
Grand Total Budget 242,282 I I 28,050 II 270,332 ~
c
In-Kind Match Required
60,571 II
M
60,571 ~
. Revised May 24, 2004 to add $1,600 to the Food Supplies Budget.
DA-SB Parb. BudaeI FV 2D04~ R.viud Final
CitY SA pJIrb BultaM FY 2004-05
FOR COUNTY USE ONL Y
ORIGINAL
FAS
New Vendor Code Dep\. Contract Number
I- SC ~
~ Change SANBERN772A 02-658 A-2
Cancel
County Department Dep\. Orgn. Contractor's License No.
Preschool Services Department
County Department Contract Representative Telephone Total Contract Amount
r."argie Donahue (909) 387-2444 $813,460
Contract Type
o Revenue [XJ Encumbered 0 Unencumbered 0 Other:
If not encumbered or revenue contract type, provide reason:
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount
July 1, 2002 June 30, 2005 $265,905 $270,332
Fund Dep\. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
RSC HPS 150 300 3252 . $270.332
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
.
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
Project Name Estimated Payment Total by Fiscal Year
FY Amount 110 FY Amount I/O
PSD - Delegate Agency 04/05 $242,282 I
- -
Food Service Agreement 04/05 $ 28,050 I
- -
- -
Contract Type 2(b)
o~
County of San Bernardino
STANDARD CONTRACT
Q CONTRACT is entered into in the State of California by and between the County of San Bernardino, called
the County, and
Name
City of San Bernardino Parks & Recreation
Address
hereinafter called
DELEGATE AGENCY (DELEGATE)
547 N. Sierra Way
San Bernardino, CA 92410
Phone Birth Date
(909) 384-5233
Federal 10 No. or Social Security No.
IT IS HEREBY AGREED AS FOLLOWS:
Amendment No.2
It is hereby agreed to amend Contract #02-658 between the County of San Bernardino and City of San Bernardino
Parks & Recreation as follows:
o
Paoe 1 of 3
~Section VI. Fiscal Provisions
Amend Paragraphs A., B. C., and D. to read as follows:
o
The maximum amount of reimbursement under this Contract shall not exceed $270,332 including the
original contract amount and all subsequent amendments, and shall be subject to availability of funds to
the County. The consideration to be paid to Delegate, as provided herein, shall be in full payment for all
Delegate's services and expenses incurred in the performance hereof, including travel and per diem.
B. The Delegate will contribute $60,571 to the program funds. Such contributions shall be in cash or in-kind
in the amount of $60,571. .
C. The County agrees to reimburse the Delegate for authorized expenditures. The reimbursement will be
based on the attached Program Budget (Attachment B) and unit costs as defined in Paragraph D of this
Section. The Delegate will submit to the County statements that are sufficient to support payment under
the County's accounting procedures established or approved by the County's Controller. Within thirty (30)
days, the County will approve or disapprove payment of the statements. In no event, will the Delegate
receive reimbursement exceeding $270,332, except if it has received prior written authorization from the
County, which shall be incorporated into and attached to this agreement.
D. For food services, the Delegate will provide invoices once a month to PSD Finance Department, not later
than the tenth (10th) day of each month for the previous months activities. Invoices shall include, and be
based upon all meals delivered, including breakfasts, lunches and snacks, at the following unit price:
o
MEALS
Estimated Estimated
Meal Type Number of Number of Unit Price Total Price
Servings Per Operating Days
Dav
Breakfast 30 170 1.05 $ 5,355
Lunch 60 170 1.95 $ 19,890
P.M. Snack 30 170 .55 $ 2,805
Total Food Cost Shall Not Exceed: $ 28,050
SECTION IX. TERM
Amend to read as follows:
This Contract is effective as of July 1, 2002, and is extended from its original expiration date of June 30, 2003, to
expire on June 30, 2005, but may be terminated earlier in accordance with provisions of Section X of the Contract.
ATTACHMENT B:
Attachment B, "DA - SB Parks FY 2004-2005 Budget" is added to the Program Budget.
o
P!:lIna? nf ':l
~II other terms and conditions in this contract remain in full force and effect.
o
OTY OF SAN BERNARDINO
City of San Bernardino Parks & Recreation
(Print or type name of corporation, company, contractor, etc.)
~
Dennis Hansberger, Chairman, Board of Supervisors
By ~
(Authorized signature - sign in blue ink)
Dated
Name Judith Valles
(Print or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Clerk of the Board of Supervisors
of the County of San Bernardino.
Tille
Mavor
(Print or Type)
Dated
By
Deputy
Address 547 N. Sierra Way
San Bernardino. CA 92410
Approvecl as to Legal Form /) ...-. Revi
~~.) /v?\ ~cl.\.ili:Q,.i-p(
Sandra-S"axter. County Counsel
Date c:; (2Lf/~(j Date
~
Ro rta York, Director
Date \5 -~ 'I-tr,/
Page 3 of 3
o
58 City-Parks-DA
FY 2004-05 Budaet
(Funded Slots: 60 Federal Part-Day Slots)
Federal USDA ~. Total
Head Start Nutrition i Budget
~ DescriDtlon Funds Funds II FY 2004-05
~ ;J
A. Personnel ~
.~ t'
A01 Program Managers & Content Area Experts 25,100 I 25,100
A02 Teachers/Infant Toddler Teachers 86.850 86,850 ;,;.~
"
A05 Teacher Aides & Other Education Personnel 36,782 36,782 .:;.
A14 Clerical Personnel 15,287 I 15,287 {~,
A17 Maintenance Personnel 6,263 '. 6,263 r;
..<-
Total Personnel 170,282 , 170,282 .
~ '"
'"
B. Fringe Benefits ~ '.'
B01 Social Security(FICA), State Disability, Unemployment 6,386 ~ 6,386 ,;
Ii! 41,132 ,.
B02 Health/DentallLife insurance 41.132 i ,
,
B03 Retirement 8.816 8,816 ~~
B04 Other Fringe 2.469 2,469 "":
Total Fringe Benefits 58,803 58,803 t;:,.
~
9
E. Supplies I
0 lit
E01 Office Supplies 4,380 4,380 ""
('
E02 Child and Family Service Supplies 4.417 4,417 A
"
E03 Food Services Supplies 2,200 ~ ~ 2,200 F,e
E04 Other Supplies ~ ';"
~ .,.,
Total Supplies 10,997 ~ 10,997 '"
F. Contractual I ~
~~)
F04 Child Transportation Services 1,200 1,200 ,
u
F08 Other Contracts m ~_:
Total Supplies 1,200 ~ 1,200 ..
r
H. Other i ..
h
H17 Other 1,000 1,000
Total Other 1,000 ~ 1,000 f~
& f....
'..
. "',
Sub Total .~
242,282 242,282 t,:,
.j!.
Food Program 28,050 28,050 ~
t
"
I w
Grand Total Budget 242,282 I 28,050 270,332 ~f
o
In-Kind Match Required
60,571 II
ta
60,571 ri
. Revised May 24, 2004 to add $1,600 to the food Supplies Budget.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
June 9, 2004
TO:
Debbie Piantadosi, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2004-147
At the Mayor and Common Council meeting of June 7, 2004, the City of San Bernardino
adopted Resolution 2004-147 - Resolution authorizing the Mayor or her designee to execute
Amendment No.2 of Contract No. 02-658 with the County of San Bernardino Preschool Services
Department and authorizing the Director of Parks, Recreation and Community Services
Department to administer federal grants to continue the Head Start/Preschool Program at
Delmann Heights Community Center for FY 2004-2005 beginning July 1, 2004, through June 30.
2005.
Attached are three (3) 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.
Please be advised that the resolution and agreement will be null and void if not executed
within 120 days, or by October 5, 2004.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acknowledge receipt of the above mentioned documents.
Signed:///..IkM ./&A?..L
Date:
/.7-(/17
Please sign and return
HUMAN SERVICES SYSTEM
E
,,,-
.,-
-
~;
COUNTY OF SAN BERNARDINO
-
...'
--'
"
~,
Carol L. Anselmi
Assistant County Administrator
Reply to: Margie Donahue
IliI ISO S Lena Road
San Bernardino, CA 92415-0515
June 30, 2004
Judith Valles, Mayor
City Of San Bernardino Parks & Recreation Department
547 North Sierra Way
San Bernardino, CA 92410
Dear Mayor Valles:
Enclosed is your copy of County Contract 02-658 with your agency to provide Delegation of
Activities and Food Services for the County's Head Start/State Preschool Program.
I will be serving as the contract representative for this contract. If you have any questions or
require assistance, please feel free to contact me directly. Any notices pursuant to the contract
should be sent to her at the address below:
County of San Bernardino
Human Services System
Contracts Unit
150 S. Lena Road
San Bernardino, CA 92415-0515
Additionally, your attention is directed to Section XI, Paragraph F. As per this section, any
modification, change or addition to the scope of work or any other aspect of this contract must
be executed via contract amendment. Any such amendment must first be submitted to this
office for approval and usually requires prior approval from the County Board of Supervisors.
As such, please understand that County staff do not have the authority to authorize any
changes and any payment request based on an unauthorized change will not be honored.
Thank you for your assistance. If you have any further questions, please contact me at (909)
387-2444.
Sincerely,
~~
Margie Donahue
Contract Analyst
Enclosure
cc: Roberta York, PSD
Pamela Brown, PSD
Lemuel Randolph, SB Parks & Recreation
Glenda Martin-Robinson, SB Parks & Recreation
Leotha MaGee, SB Parks & Recreation
,.
,
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY, CALIFORNIA
AND RECORD OF ACTION
;
June 22, 2004
ROBERTA YORK, DIRECTOR
PRESCHOOL SERVICES DEPARTMENT
SUBJECT: AMENDMENTS TO CONTRACTS FOR DELEGATION OF ACTIVITIES AND
FOOD SERVICES
FROM:
RECOMMENDATION: Approve Amendment No. 2 to contracts between the County of San
Bernardino (Preschool Services Department) and the following agencies, increasing the total
contract amounts by $1,847,147, from $3,931,836 to a total of $5,778,983 and extending the
contract period through June 30, 2005, to provide Delegation of Activities and Food Services for
the Head Start/State Preschool Program:
Contract Agency Contract Contract Proposed Contract Total Contract
Amount Amount Amount Amount
FY 02103 FY 03/04 FY04-05
02-656 A-2 Colton Joint Unified $1,190,818 $1,236,217 $1,123,970 $3.551,005
School District
02-657 A-2 Needles Unified $ 493,719 $ 467,954 $ 452,845 $1,414,518
School District
02-658 A-2 City of San $ 265,905 $ 277,223 $ 270,332 $ 813,460
Bernardino Parks &
Recreation
Total $1,950,442 $1,981,394 $1 847,147 $5,778,983
BACKGROUND: Preschool Services Department (PSD) operates the Head Start/State
Preschool Program in the County of San Bernardino. The Department provides comprehensive
child development services to eligible low-income families both directly and through contracts
with Board Approved Delegate Agencies (DAs). DAs are public or private non-profit
organizations or agencies to which PSD, as a Head Start grantee, has delegated all or part of its
responsibility for operating a Head Start Program.
The DAs provide administration services such as preparation of reports required by the Federal
funding source, facilities, and food services including breakfast, lunch and snacks for the Head
Start/State Preschool Program in their respective areas. (The DAs served approximately 406
children during FY 00/01,01/02,02/03, and 03/04.)
Page 1 of 3
Record of Action of the Board of Supervisors
cc: Preschool Services - York
~",sc!>QIJlt$~ces.."j)ollllln!e
~!wjAgreementi
HSS Contracts - Ciabattini
County Counsel - Baxter
HSS Fioance -Hallen
HSS/CAO - Morris
IDS - w/Agreement
Risk Management
HSS - Anselmi
File - Agreement Files
MonoN
ALENDAR)
d
RS
DINO
SECOND AYE
4 5
llu
BY'
DATED:
ITEM 042
. .
,
AMENDMENTS TO CONTRACTS FOR DELEGATION OF ACTIVITIES AND FOOD SERVICES
June 22, 2004
Page 2 of 3
On July 10, 2001, the Board of Supervisors approved and authorized PSD to release a Request
for Applications (RFA) to solicit qualified Head Start service providers for the following:
. Full-Day Full Service Head Start Programs
. Part-Day Partial Service Head StarUState Preschool Programs
. Part-Day Full Service Head StarVState Preschool Programs
As a result of the RFA process, Colton Joint Unified School District was recommended for award
of a contract to provide services. However, no agencies responded to the RFA to provide
required services in Needles and the City of San Bernardino. PSD contacted the DAs serving the
Needles and the City of San Bernardino areas and extended the opportunity to continue to
provide the DA services. Needles Unified School District and San Bernardino City Parks &
Recreation submitted Letters of Intent to provide services.
On June 16, 2002, the Board of Supervisors approved Contracts with Colton Joint Unified School
District, Needles Unified School District and the City of San Bernardino Parks & Recreation
Department in the amount of $1,950,442 to provide Delegation of Activities and Food Services
for PSD for the period of July 1, 2002 through June 3D, 2003.
On July 1, 2003, the Board of Supervisors approved Amendment No. 1 increasing the total
contract amounts by $1,981,394 and extending the contracts through June 2004.
Approval of these amendments will award $1,847,147 for FY 04/05 and extend the contract
terms twelve (12) months to allow these DAs to continue to provide Delegation of Activities and
Food Services for the Head StarVState Program to approximately 406 children and their families
in FY 04/05.
The contracts contain the option to be extended for two additional one-year periods (by mutual
agreement of the parties). These Contractors have successfully completed two (2) full years of
Delegation of Activities and Food Services for PSD. In the fall of 2004 a competitive procurement
will commence in order to provide these services in FY 05/06.
HSS Staff will monitor Contractor performance twice annually in the area of fiscal and program in
order to measure compliance with the Head Start Performance Standards. In addition, PSD and
other staff provide technical assistance as necessary.
REVIEW AND APPROVAL BY OTHERS: These amendments have been reviewed by HSS
Contracts (Lori Ciabattini, Contracts Manager, 388-0253) on April 22, 2004 and the Office of
County Counsel (Sandra Baxter, Deputy County Counsel, 387-5485) on April 27, 2004. This item
has been reviewed by HSS Finance (John Hallen, Administrative Analyst, 388-0330) on June 7,
2004 and the County Administrative Office (Gary Morris, Administrative Analyst, 388-0356) on
June 7, 2004.
, '
AMENDMENTS TO CONTRACTS FOR DELEGATION OF ACTIVITIES AND FOOD SERVICES
June 22, 2004
Page 3 of 3
FINANCIAL IMPACT: Approval of these amendments will increase the maximum amount of
reimbursement under these contracts as follows:
Agency Contract Contract Requested Total
Amount Amount Increase Contract
FY 02103 FY 03/04 FY 04/05 Amount
Collon Joint Unified School $1,190,616 $1,236,217 $1,123,970 $3,551,005
District
Needles Unified School $ 493,719 $ 467,954 $ 452,645 $1,414,516
District
City of San Bernardino $ 265,905 $ 277,223 $ 270,332 $ 613,460
Parks & Recreation
Total $1,950,442 $1,981,394 $1,847,147 $5,776,983
The Delegate Agency portion of the Contract for the San Bernardino City Parks & Recreation
Department is 90% Federally funded through the Department of Health and Human
Services/Administration for Children and Families and 10% State funded through the
Department of Education, The Delegate Agency portion of the Contracts for Colton and Needles
School Districts is 73% Federally funded through the Department of Health and Human
Services/Administration for Children and Families, and is 27% State funded through the
Department of Education,
The Food Services portion of the Contracts for San Bernardino City Parks & Recreation
Department, and the Colton and Needles School Districts is 93% Federally funded by the Child
and Adult Care Food Program (administered through the State of California, Department of
Education), and is 7% funded through the State's Department of Education/Nutrition Services
Division, Adequate revenue and appropriations of $1,847,147 are included in PSD's FY 04/05
proposed budget and will result in no local cost to the County. Funding is expected to continue
at the current level for these Contracts in FY 04/05 and subsequent years, The agreements are
100% Federally and State funded, There is no local County cost.
Cost Reduction Review: The County Administrative Office has reviewed this agenda item and
recommends this action because the program is fully funded by Federal and State revenue
sources that are not in jeopardy in FY 04/05,
SUPERVISORIAL DISTRICTS: First and Fifth
PRESENTER:
. Roberta York, Director, Preschool Services Department, (909) 387-2355
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
July 8, 2004
TO:
Debbie Piantadosi, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-147 - Head StartJPreschool Program
CC:
Veronica Martinez, Senior Secretary
Attached is a fully executed copy of Amendment No.2 to Contract No. 02-658 with the County
of San Bernardino Preschool Services Department for the Head StartJPreschool Program at
Delmann Heights Community Center for Fiscal Year 2004-2005. The original agreement is on
file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 4,- '1--0<1 Item #
Vote: Ayes'- ""I Nays .e--
Change to motion to amend original documents D
II!, Resolution #
Abstain .Jd-
'2O:Yt.::J 4 ')
Absent -e
Companion Resolutions
NulVVoidAfter: 1'"2.C:> days/ \Cl-s-oi
Resolution # On Attachments: D Note on Resolution of attachment stored separately: D
PUBLISH D
POST D
RECORD W/COUNTY D
By:
Date Sent to Mayor:
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
<b -q rO'l
(., -'1 -c Lj
~v'1-Ott
Reso. Log Updated:
Seal Impressed:
w
~
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
~ ..q-C,-\ Date Returned: Il-')-o'-\ Not Returned: D
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):
Yes~
Yes
Yes
Yes
Yes
No
No ./"
No ",-
No V
No?
By
By
By
By
y-
Copies Distributed to:
Animal Control D EDA D Information Services D
City Administrator D Facilities D Parks & Recreation g'"
City Attorney Ei Finance W Police Department D
Code Compliance D Fire Department D Public Services D
Development Services D Human Resources D Water Department D
Others: -5
Notes:
Ready to File: _
Date:
Revised 12/18/03