HomeMy WebLinkAbout21-Parks & Recreation
ORIGINAL
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
MAYOR TO EXECUTE AN AGREEMENT
BETWEEN THE CITY OF SAN
BERNARDINO AND THE SAN
BERNARDINO CITY UNIFIED SCHOOL
DISTRICT FOR DELIVERY OF MEALS
AND SNACKS TO DELMANN HEIGHTS
COMMUNITY CENTER HEAD START
PROGRAM.
MICC MEETING DATE: July 24, 2006
Dept: Parks, Recreation & Community
Services Dept.
Date: July 3, 2006
Synopsis of Previous Council Action:
August 5, 2002, Resolution 2002-259 adopted.
June 16,2003, Resolution 2003-132 adopted.
August 2, 2004, Resolution 2004-248 adopted.
July 18,2005, Resolution 2005-249 adopted.
Recommended Motion:
Adopt Resolution.
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Signat e
Contact person:
Mitch Assumma
Phone: 384-5132
Supporting data attached:
Staff Report, and Resolution
Ward: 6
FUNDING REQUIREMENTS:
Amount: $28,050
Source: (Accl. No.) 123-524-XXXX
(Account Description) Head Start Food Proqram
Finance:
Council Notes JDOb-afo~
Agenda Item NO.~
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CITY. OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing
the Mayor to execute an agreement between the City of San Bernardino and the San
Bernardino City Unified School District for delivery of meals and snacks to Delmann
Heights Community Center Head Start Program.
Backl!round
The Parks, Recreation and Community Services Department has provided a Head Start
Program at Delmann Heights Community Center since 1978 with an agreement with San
Bernardino City Unified School District to provide meals and snacks. Resolutions 2003-
132, 2004-248, and 2005-249 each authorized the extension of the agreement for one
year. The Delmann Heights Head Start program currently accommodates 60
preschoolers, ages 3-5, and runs September through June.
This proposed agreement includes a $0.35 increase for Student Type A family-style
lunches (from $2.10 to $2.45), an increase of $0.16 for student snacks (from $0.54 to
$0.70), and an increase of $0.44 for student breakfasts (from $1.01 to $1.45). Meals
include milk, entree, fruit or dessert and utensils/napkins. Student snacks consist of fruit,
juice, crackers and napkins. The reason for the increase in fees is due to rising fuel prices;
there have been no increases in the past three years.
The current total projected cost of meals and snacks at the increased rate is $32,793. The
operating budget for FY 2006-2007 Food Program approved by San Bernardino County
Board of Supervisors and the Preschool Services Department (PSD) through a Federal
Head Start grant is $28,050. There is a projected shortfall of $4,743. At mid-year
(December 31, 2006), the actual expenditures will be evaluated and an appropriate course
of action will be taken to either request additional funding, if needed, from PSD, reduce
or eliminate program services, or seek other funding avenues. PSD is favorable to
increasing allocation to the Food Program at mid-year based on a demonstrated need.
Financial Imnact
The program is funded through a Federal Head Start Grant, Resolution 2006-163, which
was approved by the Mayor and Common Council on June 6, 2006.
Recommendation
Adopt Resolution.
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RESOLUTION NO.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Mayor of the City of San Bernardino is hereby authorized
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and directed to execute on behalf of said City an Agreement with the San Bernardino Cjty
Unified School District, relatIng to the delivery of Type A Meals and Snacks to City's Delmann
Heights Community Center Head Start Program, for the ternl of one year and to provide the
student family style lunches at two dollars and forty-five cents ($2.45) each, the snacks at
seventy cents ($0.70) each, and the student breakfasts at one dollar and forty-five cents ($1.45)
each, a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by
reference as fully as though set forth at length.
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
20 City Clerk within sixty (60) days following the effective date of the resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AllTHORIZING THE MAYOR TO EXECUTE AN
AGREB1ENT BETWEEN THE CITY OF SAN BERNARDINO AND THE SAN
BERNARDINO CITY l'NIFIED SCHOOL DISTRICT FOR DELIVERY OF MEALS
AND SNACKS TO DELMANN HEIGHTS COMMUNITY CENTER HEAD START
PROGRAM.
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and Common Council of the City of San Bernardino at a
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted hy the Mayor
thereof, held on the
Meeting,
, 2006, by the following vote to
day of
wit:
8
9 COUNCIL MEMBERS
ABSTAIN ABSENT
AYES
NAYS
ESTRADA
BAXTER
MC GINNIS
DERRY
KELLEY
JOHNSON
MC CAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
,2006.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to Form:
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EXHIBIT " AU
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
777 North "F" Street
San Bemardino, California 924\ 0
FOOD SERVICE AGREEMENT
(Fiscal Year/Non-Reimbursement)
THIS AGREEMENT is made and entered into this 1st day ofJul\', 2006, by and between the SAN
BER.1\lARDINO CITY UNIFIED SCHOOL DISTRICT, hereinafter referred to as the
"DISTRICT," and the CITY OF SAN BERNARDINO - Parks, Recreation, & Community
Services Department-Delmann Heights Headstart Center, hereinafter referred to as the
"CITY."
R E C I TAL S:
WHEREAS, the CITY deSlfes to have Type A meals pro\'ided; and,
WHEREAS, the DISTRICT has facihties for the preparation of the needed meals, and the
DISTRICT is willing to provide such service to the CITY on a cost basis;
NOW, THEREFORE, the DISTRlCT and the CITY mutually agree as follows:
I.
Al!reement Term
The term of this Agreement shall be from July I. 2006, through June 30, 2007,
inclusive, but may be canceled by either party upon the giving of thirty (30) days
wntten notice to the other party. This Agreement may be extended by mutual written
consent one fiscal year at a time up to a total of three (3) years, subject to the terms
and conditions agreed upon by both parties by June 30th of each year. Written notice
of changes to tenns and conditions may mclude, but are not limited to, price,
location(s) and number of meals served.
II. Other Terms
A. Each meal shall comply with Type "A" requirements, set by the United States
Department of Agriculture for the National Student Lunch Program for
students' nutritional needs. The contents of the menus shall contain such
items as are necessary to meet these requirements.
B.
Meals provided under this agreement shall include: milk, straws, u.tensils,
napkins, and trays.
C.
A lunch shall be prepared for the CITY location as specified below:
);> Delmann Heights Community Center Head Start Program
ADDRESS: 2969 N. Flores Street, San Bernardino CA 92407
MeallSnack start time(s): Ii 8:00a.m. & ll:OOa.m. 2/\2:30P.M.
& 3:30p.m.
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DISTRICT. At its discretion, the DISTRICT may either delinl the missing
. component, or there shall be no charge for the incomplete meal. l\'o charge
shall be made for meals that are unwholesome according to the standards set
by the Public Health Department of the County of San Bemardmo.
E. All notices, invoices, payments, and other correspondence may be given by
Umted States mail to the followmg addrcsses.
CITY DISTRICT
City of San Bernardmo San Bemardino City
Parks, Recreation & Community Services Dept. Unified School
Attn: Aahyah Harkley, Sr. Rec. Supv., District
Delmann Heights Community Center Nutntion Services
Head Start Program Department
547 North Sierra Way 1257 Northpark Bhd.
San Bernardino, CA 92410-4816 San Bernardmo, CA
Phone: 909.384.5233 92407
FAX: 909.384.5160 Phone: 909.881.8000
FAX: 909.881.8016
III. Payment
. A. The cost per lunch to the CITY is as follows:
0 Student breakfast = $1.45 each
0 Student family style lunch= $2.45 each
0 Student snack = S.70 each
0 Said rate(s) may be subject to a proportionate increase in the event of
a reduction in Federal reimbursement and/or subsidies, if applicable. I
0 Minimum Requirement: Twenty (20) meals for delivery. One daily
delivery will consist of lunch for the day and a cold breakfast to be
served the next day, if applicable.
IV District Responsibilities
A. The DISTRICT will prepare and deliver meal components, including frozen
products as required by menu, at or before the lunch hour each operational
day when children are present at the CITY, in accordance with the number of
meals requested for that day.
B. The District agrees to make every effort to deliver meals at the tune specified.
In the event of mechanical breakdown, act of God, emergency, or other
situation which may delay delivery, the District shall notify the CITY of the
delay as soon as possible, and shall advise of estimated dehvery time. l\'o
charge shall be made for meals which are delivered more than two (2) hours
. . after the normal delivery time.
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s ICounC11 Aclions',Council Actlons Jan-Dec 20061Delmann Heights Headsla" Program Agreemen1 070306 doc
D. If a meal is lacking a component thc CITY shall immediately notlfv the
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c.
The DISTRICT will be responsible for the temperature and quality of the
lunches until the time of delivery. Perishable meal components requmng
rcfrigeration wdl be refrigerated up to the timc of delivery. The DISTRICT
will provide a thernlOmeter and advise of the correct temperature level that
meal components must be heated to for the meal components that require
heating. (Note: The DISTRICT is not responsible for replacement
thermometerts) or cleaning supplies.) The DISTRICT will also proVide
serving scoops and instruction for proper servll1g size.
D. If apphcable, the DlSTRlCT agrees to pick up any carts and/or containers on
the operational day after the operatlOnal day of delivery.
E. The DISTRICT will mail the CITY an itemized invOlce on or before the 25th
day of each month for the previous month's deliveries.
F. If applicable, the DISTRICT assumes all liabdity for proper use and
protection of surplus commodities that may be assigned to it by the CITY.
G. The DISTRICT agrees to provide the CITY with monthly menus, one week
prior to the beginning of the period covered by said menu. Menus are also
avadable for Viewing at our website: www.sbcusd.com
H.
The DISTRICT will maintain all necessary records on the nutritional
components of the lunches and the number of lunches delivered to the CITY
and make said records available for inspection by State and Federal
authorities upon request.
V. CITY Responsibilities
A. The CITY understands they are to request by telephone, no later than 2:00
p.m. on the operational day preceding the operational day of dehvery, an
accurate number of meals to be delivered. The Distnct shall use the last count
received in the event the CITY fads to notify the District in a timely manner
the number of meals needed. Errors in count called 1I1 shall be the
responsibility of the CITY.
8. The CITY ensures that an individual is available at the CITY from 8:00 a.m.
and ] 1 :00 a.m. each operational day to receive the requested number of
lunches.
c.
The CITY is to provide personnel to serve meals, clean the serving and eating
areas, remove all food from carts, can"ying cases, pans andlor boxes, and
assemble empty items for pick up by the DlSTRlCT between 8:00 a.m. and
II :00 a.m. on the operational day following the operational day of delivery.
The CITY shall pay the cost of necessary repair of replacement of any
DISTRlCT items damaged or lost as a result of use by the CITY.
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5 ICouncl1 Ac~ons\Council Actions Jan Dee 2006\Delmann Heights Headstart Program Agreement 070306 doc
D.
The CITY wIll provide an annual calendar of its operational days and
holidaysillon-operational days to the DlSTRICT in advance of any deltvenes
made under tIllS Agreement. The CITY shall also advise the DISTRICT by
telephone at least thrce \3) operational days in advance of any non-
operational day, to assure that lunches are not delivered on non-operational
days.
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E. If applicable, the CITY shall establish collection procedures which are in
accordance with State and Federal regulations relating to the overt
identification of needy pupils and keep accurate records of the number of
free, reduced pnce, paid, and adult lunches sen'ed daily.
F. If apphcable, the CITY will assign to the DISTRICT all commodIties for
which the CITY may be entitled and the liability for use of such commoditIes.
G. The CITY agrees to pay the DlSTRJCT, v\'ithin 30 days from datc of invoice,
the full amount as presented on the monthly itemized invoice. The
COMPANY NAME will be subject to a penalty fee of$25.00 per month for
each month an invoice is not paid on time.
H.
The CITY shall serve the correct p0l1ion size following receipt of meals, heat
speCified meal components to temperature indicated, as applicable, and bear
the sole responsibility to properly care for all perishable food Items after they
have been delivered to the delivery site by thc DISTRICT until the time of
ultImate consumption.
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I. The CITY shall bear the cost of any losses resulting from theft or improper
storage once the food or lunches are received or delivered to authorized CITY
personnel; the CITY assumes the responsibility to dispose of such and return
no food items. If the CITY has ordered more food than it is able to consume,
it shall not be entitled to any credit on said items from future food orders.
J. If applicable, the CITY will prepare all claims for reimbursement under its
own agreement number, receive and approve all free and reduced price meal
applications, and maintain all necessary records to substantiate the above
Items.
VI.
Hold Harmless
The CITY hereby agrees to indemnify, defend, and hold ham1less the DISTRICT and
its departments, agents, officers, and employees from any and all claims or sums
which the DISTRICT or any of its departments, agents, officers, or employees may
be obligated to pay by reason of any liabtlity of any kind imposed upon them,
including damages to property or injury or death of persons, ansing out of the
perfom1ance of the services rendered by the DISTRICT or caused by any error,
omission, or act of the DISTRICT or of any person employed by the DISTRICT or
of any others for whose acts the DISTRICT is legally liable. Said sums shall include,
.
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S\Councd Actions\CounCII AC~lon5 Jan-Dee 2006',DelmaM Heights Headstal1 Program Agreement 070306 doc
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in the event of legal action, court costs, expenses of litigation, and reasonable
attorney's fees.' Said indemnification shall include, but not be limited to, any liability
resulting from defecti\'e or spoiled food once the food has been delivered to the CITY
and any injury to CITY personnel in or about the premises of either the DISTRICT
or the CITY.
VII.
Special Provisions
The CITY certifies it will not discriminate, as hereby certified, on the basis of race,
color, national origin, ancestry, sex (including sexual harassment), marital status,
handicap. disability, medical condition, religion, or age in any of its policies,
procedures. or practices in compliance with:
o Title VI and VII of the Civil Rights Act of 1964. as amended
(pertaining to race, color, national origin, and religion);
o Title IX of the Education Amendments of 1972
(pertaining to sex);
[J Section 504 of the Rehabilitation Act of 1973
(pertaining to handicap);
r::J The Age Discrimination Act of 1975
(pertaining to age);
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The Fair Employment and Housing Act of 1980
(pertaining to ancestry, race, national origin, color, sex,
religion, physical handicap, medical condition, marital status,
and age); and
II The Americans with Disabilities Act of 1990
(pertaining to disability)
This non-discrimination policy covers admission and access to, and treatment and
employment in, the DISTRICT's programs and activities.
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C IDocuments and SellmgsIWaqes_Ja\local SeltmgslTemporary Internet FlleslOlKDE\Oelmann Heights Headstart Program AgreeITlE!n1 070306 doc
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SAN BERNARDINO CITY U:\'IFIED SCHOOL DISTRICT
777 North "F" Street
San Bernardino, California 92410
FOOD SERVICE AGREEMENT
(Fiscal YearlNon-Reimbursement)
IN WITNESS WHEREOF, the parties have executcP this Agreement as set forth below.
CITY
SAN BERNARDINO CITY UNIFIED
SCHOOL DISTRICT
PATRICK 1. MORRIS
Mayor
City of San Bernardino
MOHAMMAD Z. ISLAM
Assistant Superintendent,
Business and Finance
Date:
Date:
Approved as to Form:
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C IDocumenls and Settmgs'.Wages_Ja\Local Sen,ngs\Temporary }nlemel Flles\OLKDElDelmann Heights Headslal1 Program ,Ilgreemeol 070306 doc
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopt~d): ~\\ 2J\ \\ct) Item # ~ . Resolution # dCXJb - J~
Vote: Ayes) !l..i?>~J~ % Abstam -e-. Absent
Change to motion to aJ~end original documents 0 Companion Resolutions
NullNoid After: (PD days / ~
Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORDW/COUNTY 0
Date Sent to Mayor:
Date of Mayor's Signature:
Date ofClerk/CDC Signature:
o
01f~w
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
j-J'i?- O~
Date Returned:
2"d 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):
Copies Distributed to:
Animal Control 0
City Administrator 0
City Attorney ~
Code Compliance 0
Development Services 0
Others:
EDA
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By:
Facilities
Finance
Fire Department
Human Resources
Reso. Log Updated: !Xl.
Seal Impressed: ~
Reso. # on Staff Report '~
rJ - / ')- ;)(, Not Returned: 0
Yes -A--
Yes
Yes
Yes
Yes
No
By_
By_
By_
By_
By_
NoYv-
NoK-
No~
No A-
Information Services 0
Parks & Recreation rg/
Police Department 0
Public Services 0
Water Department 0
Notes:
Ready to File: _
Date:
Revised 12/18/03
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
July 28, 2006
YOUR COPY
TO:
Mitch Assumma, Senior Recreation Supervisor
Parks, Recreation & Community Services Department
FROM:
Sandra Medina, Assistant to the City Clerk
RE:
Transmitting Docurnents for Signature - Resolution No. 2006-269
At the Mayor and Common Council meeting of July 24, 2006, the City of San Bernardino
adopted Resolution No. 2006-269 - Resolution authorizing the Mayor to execute an agreement
between the City of San Bernardino and the San Bernardino City Unified School District for
delivery of meals and snacks to Delmann Heights Community Center Head Start Program.
Attached is one (1) original agreement and one (1) duplicate original agreement. Please obtain
signatures in the appropriate locations and return the ORIGINAL agreement to the City Clerk's
Office as soon as possible, to Dodie Otterbein, Records Management Coordinator. Please
forward the duplicate agreement to the other party.
Please be advised that the resolution and contract will be null and void if not executed
within sixty (60) days, or by Friday, September 22, 2006.
If you have any questions, please do not hesitate to contact Dodie Otterbein at ext. 3215. Thank
you.
~
i AA ~andra Medina
-V - Assistant to the City Clerk
I hereby acknowledge receipt of the above mentioned documents.
Signed:
Please sign and return
Date:
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
RECEIVED-CITY CLEi\i
200G AUG - 3 All II : 29
DATE:
July 28, 2006
YOUR COpy
TO:
Mitch Assumma, Senior Recreation Supervisor
Parks, Recreation & Community Services Department
FROM:
Sandra Medina, Assistant to the City Clerk
RE:
Transmitting Documents for Signature - Resolution No. 2006-269
At the Mayor and Common Council meeting of July 24, 2006, the City of San Bernardino
adopted Resolution No. 2006-269 - Resolution authorizing the Mayor to execute an agreement
between the City of San Bernardino and the San Bernardino City Unified School District for
delivery of meals and snacks to Delmann Heights Community Center Head Start Program.
Attached is one (1) original agreement and one (1) duplicate original agreement. Please obtain
signatures in the appropriate locations and return the ORIGINAL agreement to the City Clerk's
Office as soon as possible, to Dodie Otterbein, Records Management Coordinator. Please
forward the duplicate agreement to the other party.
Please be advised that the resolution and contract will be null and void if not executed
within sixty (60) days, or by Friday, September 22, 2006.
If you have any questions, please do not hesitate to contact Dodie Otterbein at ext. 3215. Thank
you.
~
i AA ~andra Medina
-V - Assistant to the City Clerk
I hereby acknowledge receipt of the above mentioned documents.
Signed: ~J.,~~-
Date: It-2. -ofo
Please sign and return