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Home My WebLink About24-Parks & Recreation , ' ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: Parks, Recreation and Community Services Dept. Subject: Resolution of the Mayor and Common Council of the City of San Bernardino ratifying execution of Amendment No.3 to the Senior Nutrition Contract No. 04-886 between the City of San Bernardino and County of San Bernardino Department of Aging and Adult Services (DAAS) for the Senior Nutrition Program in the amount of $17,000 to replace kitchen equipment. From: Lemuel p, Randolph, Director Date: May 17, 2006 MICC Meeting Date: June 19,2006 Synopsis of Previous Council Action: June 23, 2005 - Mayor and Council approved Resolution 2005-169 authorizing the Department to apply for and administer the grant from San Bernardino County Department of Aging and Adult Services for the administration of the Senior Nutrition Program. Recommended Motion: #K Adopt Resolution Contact person: Aaliyah K. Harkley Phone: 384-5231 Supporting data attached: Staffrp.pnrt rF!!':.o Contr;lr.t R. ::ImF!nrlml"nt Ward: FUNDING REQUIREMENTS: Amount: $17000 Source: (Acct. No.) 123-513-5704 (At'd npC:Niptinn) F'1"ipmpnt Council Notes: ~o, ;)ODb- J go Finance: Agenda Item No. --ay (, ) ,qJOll CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino ratifying execution of Amendment No.3 to the Senior Nutrition Contract No. 04-886 between the City of San Bernardino and County of San Bernardino Department of Aging and Adult Services (DAAS) for the Senior Nutrition Program in the amount of $17,000 to replace kitchen equipment. Background: The Senior Nutrition Contract Amendment No. 3 is an agreement between the City and the County of San Bernardino (DAAS) to provide an additional $17,000 to replace kitchen equipment for the Senior Nutrition Program, The county has funds available from the Nutrition Services Incentive Program and has requested this amendment to the original agreement. The contract amount was $188,853 and with this increase, the amount will be $205,853. There are no other changes to the contract. Attached is the revised budget summary with the County of San Bernardino Department of Aging and Adult Services and the revised budget sheets. This program provides meals, nutritional education and counseling and companionship for seniors 60 years or older. The Parks, recreation and Community Services Department has provided nutrition services to seniors for 29 years. Information for the Senior Nutrition Program contract amendment was not received until April 28, 2006.The submittal deadline for this contract amendment is May 19, 2006; therefore, it is requested that execution of the contract be ratified at the meeting of the Mayor and Common Council on June 19,2006. Financial Impact: None Recommendation: Adopt Resolution. ""-"",,.. 1 2 3 4 5 6 7 8 9 101 11 121 13 14 '-' 15 III 1 GI III II 17i i II III 18i I I III IG 20 2111 III I, 2211 ,IIi il 'vi' ....:Ji III 21! "I III 2511 III 261 -- '1- ..../ 23 {c(o)[Plf RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO R4.TIFYING EXECUTION OF AMENDMENT NO.3 TO THE SENIOR NUTRITION CONTRACT NO. 04-886 BETWEEN THE CITY OF SAN BERNARDINO AND COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR THE SENIOR NUTRITION PROGRAM IN THE AMOUNT OF $17,000 TO REPLACE KITCHEN EQUIPMENT. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION I. The Mayor and Common Council of the City of San Bernardino hereby ratifies execution of Amendment r\o. 3 to the Senior r\utrition Contract No. 04-886 A-3 with the County of San Bernardino Department of Aging and Adult Services to amend Attachments B, B-1 and B-4 increasing funding and changing the Budget Summary with the County of San Bernardino Department of Aging and Adult Services. III .1/.' II l1o.~f ft ((?/6~ 18 I I LJI 20 I 2006. ",I ~.d I I :~2! _.~ "........ 23 211 25/ 261 '~ 27 28 1 2 3 4 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING EXECUTION OF AMENDMENT NO.3 TO THE SENIOR NUTRITION CONTRACT NO. 04-886 BETWEEN THE CITY OF SA:\' BERNARDINO AND COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR THE SENIOR NUTRITION PROGRAM IN THE AMOUNT OF $17,000 TO REPLACE KITCHEN EQUIPMENT. I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 51 6 and Common Council of the City of San Bernardino at a meeting thereof, held 7 on the , 2006, by the following vote, to wit: day of 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 10 ESTRADA BAXTER 11 12 MCGINNIS 13 DERRY 14 15 KELLEY JOHNSON H~ . "I 171 MCCAMMACK Rachel G. Clark, City Clerk The foregoing resolution is hereby approved this day of Patrick J. Morris. Mayor City of San Bernardino Ap\,roved as to Form;) III f/. \z,/}? '1-. (: C.-,1-~ ames F. Penman, City Attornev / ". J REPORTIRECOMMENDATION TO THE BOARD OF SUPERVISORS OF SAN BERNARDINO COUNTY, CALIFORNIA AND RECORD OF ACTION June 6, 2006 FROM: COLLEEN KRYGIER, Director Department of Aging and Adult Services SUBJECT: AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES PROVIDERS RECOMMENDATION: Approve Amendments to Agreements with the following agencies, increasing the total combined contract amount by $17,620, from $467,662 to $485.282, to continue to provide senior nutrition services through June 30, 2006: Agreement No. 04-813 A-3 04-886 A-3 A enc Cit of Montclair Ci of San Bernardino Total Current Contract Amount $95,730 $371,932 $467,662 Proposed Increase FY 2005/06 Amendment $620 $17,000 $17,620 Proposed Total Contract Amount $96,350 $388,932 $485,282 BACKGROUND INFORMATION: On March 22, 1972, President Nixon signed into law the Nutrition Program for the Elderly Act, establishing the Senior Nutrition Program as part of the Older Americans Act (OAA). This legislation created the congregate and home-delivered nutrition programs. These programs provide nourishing meals, and nutrition education and counseling to people 60 years of age or older and their spouses. "-- Since 1978, the Department of Aging and Adult Services (DAAS) has operated Senior Nutrition Programs for the County of San Bernardino. Senior Nutrition Services are provided by contracted vendors and are procured through a formal procurement process. On December 16, 2003, the Board of Supervisors (BaS) approved and authorized the release of a Request for Proposals (RFP) to procure congregate and home delivered nutrition services throughout the County. In August and September 2004. as a result of this procurement, as well as an informal solicitation to procure services in remote areas, the BaS approved a total of eight contracts for a combined total contract amount of $2,864.608. In May and June 2005, the BaS approved amendments to all eight contracts to award these agencies additional One-Time Only Nutrition Services Incentive Program (NSIP) funds from the Administration on Aging in an aggregate amount of $72,819, increasing the combined total contract amount from $2,864,608 to $2,937,427. Page 1 of 2 -- cc: OMS - Dalton w/agreements Contractor cia OMS w/agreements ACR - Mejico w/agreements IDS wfagreements Risk Management OMS - Krygier Senior Affairs Commission HSG-Contracts - Ciabattini HSG-Finance - Chacon County Counsel - Carey-Wilson CAO/HSG - Morris File w/Agreement No. 04-813: Agreement No. 04-886 Record of Action of the Board of Supervisors AGREEM 13 A-3 and 04-886 A.3 CALENDAR) ~ ISORS ARDINO MOTION SECOND MOVE 4 5 DA mb AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES PROVIDERS June 6, 2006 Page 2 of 2 In June and July 2005, the BaS approved amendments to all of the contracts except ComMunity Action Partnership of Sa" Bernardino County (CAP), increasing the combined total contract amount by $1,818,678, from $2,937,427 to $4,756,105, and extending the terms of the contracts through June 30, 2006. CAP chose not to renew their contract to provide congregate and home delivered meals, effective September 30, 2005. A purchase order in the amount of $264,339 was issued to CAP to provide services for the three-month period from July 1, 2005 through September 30, 2005. On July 19, 2005, the BaS approved and authorized the release of a Request for Applications to procure congregate and home delivered nutrition services in the areas served by CAP (East Valley, Morongo Basin, and Crestline). On September 27, 2005, the BaS approved a contract with Family Service Association of Western Riverside County in the amount of $1,350,000 to provide services in the areas previously served by CAP for the period from October 1, 2005 through June 30, 2006. Earlier this year, Federal Title III One-Time-Only funds for FY 2005/06 were made available for nutrition services providers to purchase equipment, supplies, andlor food to continue providing services through June 30, 2006. - On May 23, 2006, the BOS approved amendments with Bonnie Baker Senior Citizens Club, Family Services Association of Western Riverside County, Hi Desert Meals on Wheels, Inc., Hinkley Senior Citizens Club. Inc" Lucerne Valley Senior Citizens Center, and Steelworkers Oldtlmers Foundation increasing the contract amount for FY 2005/06 by $90,043, from $2,933,917 to $3,023,960, and increasing the total combined contract amount from $4,533,240 to $4,623,283, to continue to provide congregate and home delivered meals to seniors through June 30, 2006. The City of Montclair and the City of San Bernardino required additional time to obtain- approvals and signatures, Approval of these amendments for the City of Montclair and the City of San Bernardino will increase the contract amounts for FY 2005106 by $17,620, from $234,761 to $252,381, and will increase the total combined contract amount from $467,662 to $485,282, to continue to provide congregate and home delivered meals to seniors through June 30, 2006, Contractor performance is measured by reviewing the required monthly reports and semi-annual site visits by County staff to monitor contract compliance, fiscal, and program elements, These contractors are in contract compliance and have met performance standards. REVIEW BY OTHERS: These actions have been recommended by the Senior Affairs CommiSSion on March 15, 2006. This item has been reviewed by Human Services Contracts (Lori Ciabattini, Contracts Manager, 388-0253) on May 19, 2006; County Counsel (Jacqueline Carey-Wilson, Deputy County Counsel, 387-4334) on May 22, 2006; Human Services Finance (Lynn Chacon, Administrative Analyst, 388-0211) on May 22, 2006; and the County Administrative Office (Gary Morris, P,dmlnistrative Analyst, 388-0356) on May 22, 2006, FINANCIAL IMPACT: Approval of these amendments will increase the total contract amounts for FY 2005/06 by $17.620, from $234,761 to $252,381, and the total contract amounts from $467,662 to $485,282. This increase is funded through Federal Title III One-Time-Only funds in the amount of $17,620. Adequate appropriations and revenues of $252,381 are included in the DAAS FY 2005/06 budget. There is no additional local cost. - SUPERVISORIAL DISTRICT(S): All PRESENTER: Colleen Krygier, Director, Department of Aging & Adult Services, (909) 891-3917 r,""Ar-'fOF"' ..... FAS New Vendor Code Dept. Contract Number I- SC ~ ~ Change CITYOFS772 OOA 04-886 A-3 Cancel County Department Dept. Orgo. Contractor's License No. ~ging and Adult Services OOA NUT County Department Contract Representative Telephone Total Contract Amount Regina Dalton 388-0241 $388,932 Contract Type o Revenue 00 Encumbered o Unencumbered 0 Other: If not encumbered or revenue contract type, provide reason: Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount Sept. 1, 2004 June 30, 2006 $179,729 $17,000 Fund Dept. Organization Appr, Obj/Rev Source GRC/PROJ/JOB No. Amount AAF OOA NUT 200 2445 , 3C1SBY06 $17.000 Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount Fund Dept. Organization Appr, Obj/Rev Source Project Name Estimated Payment Total by Fiscal Year Senior Nutrition Services FY Amount I/D FY Amount lID Congregate Nutrition 05/06 $17,000 1 - - Services - - FOR COUNTY USE ONL Y ~ County of San Bernardino STANDARD CONTRACT THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of Aging and Adult Services, hereinafter called the County, and Name City of San Bernardino Address hereinafter called Contractor 547 North Sierra Way San Bernardino. CA 92410-4816 Phone Birth Date (909) 384-5030 FederallD No_ or Social Security No IT IS HEREBY AGREED AS FOLLOWS: Amendment No, 3 It is hereby agreed to amend Contract No. 04-886 as follows: III. CONTRACTOR GENERAL RESPONSIBILITIES Paragraph A to read as amended: 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. Contractor certifies that it and its subcontractors: 1. Are not presently disbarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. 2. Have not within a three-year period preceding this Agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection Page 1 of 3 with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses enumerated in paragraph 2 of this certification; and 4. Have not within a three-year period preceding this Contract had one or more public transactions terminated for cause or default. V, FISCAL PROVISIONS Paragraph A to read as amended: A, The maximum amount of funds available under this Contract shall not exceed $388,932, and shall be subject to availability of funds from COA, These funds are divided as follows: Original Contract Amount $179,729 September 1, 2004 through June 30, 2005 Amendment No, 1 $ 3,350 Increase for September 1, 2004 through June 30, 2005 Amendment NO.2 $188,853 July 1, 2005 through June 30, 2006 Amendment NO.3 $ 17,000 Increase for July 1,2005 through June 30, 2006 Paragraph S to read as amended: S. Matching Contributions The Contractor shall provide in-kind matching contributions of a minimum of $24,353 ($11,232 for FY 04/05, and $13,121 for FY 05/06), which is the Title III portion of the Contract multiplied by 11.11 %. Allowable match shall be in compliance with the following requirements: 1. Matching in-kind contributions must be for allowable costs as determined by COA PM, Allowable costs include but are not limited to rent, utilities, supplies, and personnel (volunteer). 2. To qualify as a matching in-kind contribution, indirect or Contractor allocated overhead expenses must be supported by a documented cost allocation plan. 3. Matching in-kind contributions in excess of the minimum required in one service component may be used to match another service component within the Older Americans Act. As an example, match exceeding the minimum requirement in a transportation program may be used to offset an under match in in-home supportive services. 4, Contractor shall provide a Budget In-Kind Narrative statement (Attachment B-2) to OMS with the submittal of the initial budget identifying the type, rates applied and, if applicable, source/location of in-kind to be used as match for the period of the Contract. The identified in-kind match shall be reported monthly on the monthly expense reports. a. Services of volunteers shall be valued at rates consistent with those ordinarily paid for similar work by the Contractor. If the Contractor does not have similar work, the rate shall be consistent with those in the labor market. In either case, a reasonable amount of employee benefits may be included. b. All other in-kind contributions shall be valued at current market value. x. GENERAL PROVISIONS Paragraph A to read as amended: 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. Page 2 of 3 Contractor: City of San Bernardino 547 North Sierra Way San Bernardino, CA 92410-4618 County of San Bernardino Human Services Attn: Contracts Unit 150 S. Lena Road San Bernardino, CA 92415-0515 County: Attachment B. 6udQet Summarv: Replace Attachment B for Fiscal Year 2005-2006 with Attachment B for Fiscal Year 2005-2006 dated April 1, 2006. Attachment 6-1, 6udQet Line Items: Replace Attachment B-1 for Fiscal Year 2005-2006 with Attachment B-1 for Fiscal Year 2005-2006 dated April 1, 2006. Attachment 6-4. Schedule of Equipment: Replace Attachment B-4 for Fiscal Year 2005-2006 with Attachment B-4 for Fiscal Year 2005-2006 dated April 1 , 2006. All other terms and conditions of Contract No, 04-886 shall remain the same and are incorporated herein by this reference. This amendrnent shall become effective upon execution by both parties. City of San Bernardino (Print or type name of co ~ Bill Postm By ~ Dated JUN 06 200; Name Lemuel p, Randolph (Print or type name of person signing contract) SIGNED AND CE DOCUMENT H CHAIRMAN 0 Title Director (Print or Type) Dated 5-1'8'-0<0 By JUN 0 6 2J0~ Address 547 North Sierra Way San Bernardino, CA 92410-4618 Ap 5 ~J-'-I r-()L J i, HS Contracts nit $.2360 Presented to 80S for Signature ell nl 1./ I ~ uJ.c....---...~v1 Colleen Krygier, Director Date Date 0,Z3-L)?> ~ ~uditor/Controller-Recorder Use Onl o Contract Database 0 FAS Input Date Keyed By " Page 3 of 3 BUDGET SUMMARY - ATTACHMENT B - April 1, 2006 City Of San Bernardino FISCAL YEAR 2005-2006 FY 05/06 FUNDING EXPENDITURES: 374,145 REVENUES: Title III, Older Americans Act C-I C-2 118,101 $118,101 Nutrition Services Incentive Program C-1 C-2 45,752 $45,752 Community Development Block Grant Realignment Funds 42,000 205,8531 TOTAL FUNDS AWARDED Other Funding 168,292 TOTAL REVENUES: 374,145 Page 1 of 1 SAN BERNARDINO COUNTY-DAAS Form 312A 02113/98 , . BUDGET LINE ITEMS -ATTACHMENT B-1 -April 1, 2006 FOR NUTRITION SERVICES FISCAL YEAR 2005-2006 CONGREGATE SITES Cl 0 HOME DELIVERED MEALS C2 D EXPENDITURE CATEGORY Funding Match TOTAL Less Match Cash In-Kind** I. PERSONNEL 129,408 17,492 146,900 2. STAFF TRAVEL - 3. STAFF TRAINING 300 300 4, EQUIPMENT 17,000 17,000 5, CONSULTANTS 6,080 6,080 6. FOOD COSTS 101,000 1,600 102,600 7, CONSUMABLE SUPPLIES 11,432 11 ,432 8, INSURANCE 1,200 1,200 9. REPAIRS & MAINTENANCE 3,000 3,000 10. RENT /BUILDING SPACE 48,000 48,000 II. UTILITIES 30,000 30,000 12, VEHICLE OPERATIONS 6,091 6,091 13, VOLUNTEER EXPENSES - 14. OTHER 1,542 1,542 Total Expenditure 275,853 - 98,292 374,145 Less Match Match Cash - CDBG - ECD - Match Cash - CDBG - DAAS - Match In-kind - 98,292 98,292 Less Funding - Program Non Match NSIP 45,752 45,752 Non-Match Cash - Non-Match In-Kind - Realignment Funds 42,000 42,000 Program Income 70,000 70,000 TOTAL FUNDING REQUEST 118,101 - . 118,101 Date of Submission - April 1, 2006 PROVIDER NAME - City Of San Bernardino SAN BERNARDINO COUNTY.DAAS Form 312A 02/13/98 INITIAL BUDGET D REVISED BUDGET 0 Page I of 2 .' BUDGET LINE ITEMS - ATTACHMENI' B-l - Aprill, 2006 FOR NUTRITION SERVICES FISCAL YEAR 2005-2006 CONGREGATE SITES Cl D HOME DELIVERED MEALS C2 0 EXPENDITURE CATEGORY Funding Match TOTAL Less Match Cash In-Kind** 1. PERSONNEL - 2, STAFF TRAVEL - 3, STAFF TRAINING - 4, EQUIPMENT - 5. CONSULTANTS - 6. FOOD COSTS - 7. CONSUMABLE SUPPLIES - 8, INSURANCE - 9, REPAIRS & MAINTENANCE - 10. RENT /BUILDING SPACE - 11. UTILITIES - 12, VEHICLE OPERATIONS - 13, VOLUNTEER EXPENSES - 14, OTHER - Total Expenditure - - - - Less Match Match Cash - CDBG - ECD - Match Cash - CDBG - DAAS - Match In-kind - - - Less Funding - Program - Non Match NSIP - Non Match Cash - Non Match Cash - Realignment Funds - Program Income - TOTAL FUNDING REQUEST - - - - Date of Submission - April 1, 2006 PROVIDER NAME - City Of San Bernardino INITIAL BUDGET 0 REVISED BUDGET D Page 2 of2 SAN BERNARDINO COUNTY-DAAS Form 312A 02/13/98 ATTACHMENT B-4 SCHEDULE OF EQUIPMENT - April 1 , 2006 Fiscal Year 2005-2006 Item Budgeted Total DescriDtion Quantity Cost Costs Steamer and Steam Table $17,00C $17,000 Provider Name: Citv of San Bernardino San Bernardino County - OMS Form 316 Revised 01/08/2001 Page 1 of 1 ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted):. ~ Item # a i Resolution # Vote: Ayes ~ ~ if; 5'1- J Nays ~ Abstain 7) Change to motion to amend original documents D Companion Resolutions d.-Wb -ltD Absent I "f- G Null/Void After: days I Resolution # On Attachments: D Note on Resolution of attachment stored separately: D PUBLISH D POST D RECORD WICOUNTY D By: Date Sent to Mayor: Date of Mayor's Signature: (p - Reso. Log Updated: );b Seal Impressed: ;>J Reso, # on Staff Report ~ Date of ClerklCDC Signature: Date Memo/Letter Sent for Signature: I" Reminder Letter Sent: Date Retumed: 2nd Reminder Letter Sent: Not Returned: D 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 V' No By_ Yes No ~ By_ Yes No~By_ Yes No -----tL" By_ Yes No~By_ Copies Distributed to: Animal Control City Administrator City Attorney Code Compliance Development Services Others: D D ~ 8;\ VI \A- D D EDA D Information Services D Parks & Recreation ~ \)t '\,\!'AAC C\. Police Department D Public Services D Water Department D ~ D D D Facilities Finance Fire Department Human Resources Notes: Ready to File: _ Date: Revised 12/18/03