HomeMy WebLinkAbout29-Parks & Recreation
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: August 15, 2006
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATIFYING THE
EXECUTION OF AMENDMENT NO.4 OF
THE SENIOR NUTRITION CONTRACT
THROUGH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING
AND ADULT SERVICES (DAAS) FOR
SENIOR NUTRITION SERVICES FOR
THE PERIOD OF JULY 1,2006 THROUGH
JUNE 30, 2007.
From: Lemuel P. Randolph, Director
Dept: Parks, Recreation and
Community Services Dept.
MICC Meeting Date: September 5, 2006
Synopsis of Previous Council Action:
June 23, 2005 - Resolution 2005-169.
Recommended Motion:
Adopt Resolution
Contact person: Lemuel Randolph
Phone: 5030
Supporting data attached: St"ff report re~o r.ontr""t R. "mendment Ward: r.ity Wide
FUNDING REQUIREMENTS: Amount: $214771
Source: (Acct. No.) 123-513
(A,..,..t n~~,...rirtinn) ~g.nior Nlltri1io" Prnar~m
Finance:
Council Notes:
Agenda Item No. Jlf
'/s/ O~
.
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
the execution of Amendment No.4 of the Senior Nutrition Contract through the County
of San Bernardino Department of Aging and Adult Services (DAAS) for senior nutrition
services for the period of July 1,2006 through June 30, 2007.
Background:
The Senior Nutrition Contmct Amendment No.4 is an agreement between the City and
the County of San Bernardino (DAAS) to provide senior nutrition services for the County
of San Bernardino for the period of July 1,2006 through June 30, 2007. During fiscal
year 2005-06, the Senior Nutrition Program served over 70,000 total meals for a daily
average of 280 meals at 1 nutrition sites (5th Street Senior Center, Perris Hill Senior
Center, New Hope Family Life Center, Hernandez Community Center, Lytle Creek
Community Center, Lighthouse for the Blind and Highland Senior Center). The program
has served 52,738 meals over the past ten months.
The current grant began in fiscal year 04/05 covering (3) years. Amendment No. 4
provides funding for FY 2006/07 and includes an increase of $8,918, which brings the
new contract amount to $214,771. Attached are the revised budget summary with the
County of San Bernardino (DAAS) and the revised budget sheets..
The submittal deadline for this contract amendment did not give adequate time for City
Council processing prior to the due date.
Financial Impact:
There is an in-kind matching contribution requirement of$14,121 for FY 2006/07 which
is met through a percentage of personnel, building, and utility costs.
Recommendation:
Adopt Resolution.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATIFYING THE EXECUTION OF AMENDMENT NO.4
OF THE SENIOR NUTRITION CONTRACT THROUGH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR
SENIOR NUTRITION SERVICES FOR THE PERIOD OF JULY 1, 2006 THROUGH
JUNE 30, 2007.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby ratify
the execution of Amendment No.4 to the Senior Nutrition Contract with the County of San
Bernardino Department of Aging and Adult Services (DAAS) in the amount $214,771 for
senior nutrition for the Senior Nutrition Program, a copy of which is attached hereto, marked A,
B, B-1, B2, B-3 and B-4 increasing funding and changing the Budget Summary with the
County of San Bernardino (DAAS).
SECTION 2. Since the term of this Amendment No.4 to the Senior Nutrition Contract with
the County of San Bernardino Department of Aging and Adult Services is from July 1, 2006
through June 30, 2007, this Resolution hereby ratifies any action taken between July 1, 2006
and the date that this Resolution is executed.
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RESOLUTION OF THE MAYOR AND COMMON COUNCD.. OF THE CITY
OF SAN BERNARDINO RATIFYING THE EXECUTION OF AMENDMENT NO.4
OF THE SENIOR NUTRITION CONTRACT THROUGH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR
SENIOR NUTRITION SERVICES FOR THE PERIOD OF JULY 1, 2006 THROUGH
JUNE 30, 2007.
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 thereot; held
on the
day of
. 2006, by the following vote, to wit:
Council Members:
AYES
ABSTAIN ABSENT
NAYS
ESTRADA
BAXTER
VACANT
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2006.
Patrick 1. Morris, Mayor
City of San Bernardino
ATTACHMENT "A"
GOOD -
FAS
New Vendor Code Depl. Contract Number
~ SC A
~ Change CITYOFS772 OOA 04-886 A-4
Cancel
Count)' Department Oepl. Orgn. Contractor's LIcense No.
IlI.ging and Adult Services OOA NUT
County Deparlment Contract Represenlabve Telephone Total Contract Amount
Regina Dalton 388-0241 $603.703
Contract Type
I L Revenue 00 Encumbered o Unencumbered 0 Other:
If not encumbered or revenue contract type, provide reason:
Commodity Code Contract Slart oatel Contract End Date Original Amount Amendment Amount
Sept. 1, 2004 I June 30. 2007 $179,729 $214,771
Fund Depl. Organization Appr. ObjlRev Source GRClPROJ/JOB No. . Amount
AAF OOA NUT . 200 2445 NC1 SBY07 $32.648
Fund Depl. Organization Appr. Obj/Rev Source GRCIPROJ/JOB No. Amount
AAF OOA NUT 200 2445 3C1SBY07 $127,101
Fund Depl. Organizabon Appr. ObjlRev Source GRClPROJ/JOB No. Amount
AAF OOA NUT , 200 2445 RL1SBY07 $9.068
Fund Depl. Organization Appr. ObjlRev Source GRCIPROJIJOB No. Amount
AAF OOA NUT 2445 , CC1SBY07 $45.954
Project Name Estimated Payment TOIaI by Fiscal Year
Senior Nutrition Services FV Amount 110 FY Amount I/O
Congregate Nutrition 06/07 $214,771 I
- -
Services -
-
FOR COUNTY USE ONL Y
.
e
'....;::..--
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
hereinafter called
Contractor
":".jdress
547 North Sierra Way
San Bernardino, CA '92410-4816
Phone Birth Date
(909) 384-5030
Federal 10 No. or Social Security No
IT IS HEREBY AGREED AS FOLLOWS:
Amendment No.4
It is hereby agreed to amend Contract No. 04-886 as follows:
V. FISCAL PROVISIONS
Paragraph A to read as amended:
A. The maximum amount of funds available under this Contract shall not exceed $603,703, and shall
be subject to availability of funds from CDA. These funds are divided as follows:
Page 1 of 3
.
Original Contract Amount
Amendment No. 1
Amendment No. 2
Amendment NO.3
Amendment NO.4
$179.729
$ 3,350
$188.853
$ 17.000
$214.771
September 1, 2004 through June 30, 2005
Increase for September 1, 2004 through June 30, 2005
July 1, 2005 through June 30, 2006
Increase for July 1. 2005 through June 30, 2006
July 1. 2006 through June 30, 2007
Paragraph S to read as amended:
S. Matching Contributions
The Contractor shall provide in-kind matching contributions of a minimum of $38,474 ($11.232 for
FY 04/05. $13,121 for FY 05/06, and $14.121 for FY 06/07), 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 CDA 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 OAAS
with the submittal of the initial budget identifying the type. rates applied and. if applicable.
sourcellocation 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.
Paragraph T, Item 4 to read as amended:
4. The County Board of Supervisors delegates the authority to the Director of DAAS to make
budget revisions provided the revisions do not result in the amount of the Contract exceeding
the previously Board approved amount. Contractor shall submit in writing any request for
budget changes, including line item changes, to the Director of DAAS.
VIII. TERM
Paragraph A to read as amended:
A. This Contract is effective as of September 1, 2004 and is extended from its amended expiration date
of June 30, 2006. to expire on June 30. 2007, but may be terminated earlier in accordance with
provisions of Section IX of the Contract.
Page 2 of 3
Attachment A. Work Plan/Scope of Work: Work Plan/Scope of Work for Fiscal Year 2006.2007 is added to this
Contract.
Attachment B. Budaet Summarv: Budget Summary for Fiscal Year 2006-2007 is added to this Contract.
Attachment B-1. Budaet Line Items: Budget Line Items for Fiscal Year 2006-2007 is added to this Contract.
Attachment B-2. Budaet In-Kind Narrative: Budget In-Kind Narrative for Fiscal Year 2006-2007 is added to this
Contract.
Attachment B-3. Schedule of Personnel: Schedule of Personnel for Fiscal Year 2006-2007 is added to this
Contract.
Attachment B-4. Schedule of Eauipment: ,Schedule of Equipment for Fiscal Year 2006-2007 IS added to this
Contract.
All other terms and conditions of Contract No 04-886 shall remain the same and are incorporated herein by this
reference.
This amendment shall become effective upon execution by both parties.
COUNTY OF SAN BERNARDINO
~
Bill Poslmus, Chairman, Board of Supervisors
Dated
Name Lemuel P. Randolph
(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.
Title Director
(Print or Type)
Dated
By
Deputy
Address 547 North Sierra Way
San Bernardino. CA 92410-4618
Approved as to Legal Form
RevIewed by Contract Comphance
Presented to BOS for Signature
~
Phebe w. ehu, Deputy County Counsel
~
Lon Clabattlnl, HS Contracts Unit
~
Colleen Krygier. Director
Date
Dale
Date
Auditor/Controller-Recorder
Use On/
[J ConlraCI Catabase 0 FAS
Input Cate Keyed By
Page 3 of 3
ATTACHMENT A
<<
WORK PLAN/SCOPE OF WORK
FY 2006-2007
Contractor: City of San Bernardino
Program: C-1
All requirements in Attachment A, Work Plan/Scope of Work FY 2004-2005, and Work Plan/Scope of
Work FY 2005-2006, apply throughout FY 2006-2007, with the following changes:
II. Proaram Outcomes
Paragraph A amended to include the following for FY 06/07:
Number of Meals
ProQram
Total # of meals
C-1
52,524
Paragraph B amended to include the following for FY 06/07:
A minimum of 95% of the total number of meals is to be provided. The Director of Aging and
Adult Services must approve provision of less than 95% of the total number of meals to be
provided. All such requests must be in writing.
Sites
Senior Citizens Center, San Bernardino
Rudy Hernandez Nutrition Center, 222 North Lugo, San Bernardino
New Hope Family Center, San Bernardino .
Perris Hill Senior Center, San Bernardino
Lytle Creek Community Center
Highland Senior Center
IV. Staff Trainina Activities
Paragraph 0 to read as amended:
O. A copy of the written plan for FY 04/05 must be sent to OAAS by September 2, 2004,
by August 15, 2005 for FY 05/06, and by August 15, 2006 for FY 06/07.
Page 1 of 2
ATTACHMENT A
.
v. Satisfaction Survey
Paragraph A to read as amended:
A. The provider shall conduct a client satisfaction survey at least once a year. The survey
instrument must be approved by OAAS prior to its use, and all findings from the surveys
must be used to improve services. The completed surveys and the tabulated results
must be kept on file. A copy of the tabulated results must be sent to OAAS by April 2,
2005 for FY 04/05, by April 2, 2006 for FY OS/06, and by April 2, 2007 for FY 06/07.
Paragraph C, Item 4 to read as amended:
4. The Nutrition Education Plan for Seniors is due to OAAS for FY 04/0S by
September 2, 2004, by August 15, 2005 for FY 05/06, and by August 1S, 2006
for FY 06/07.
XI. Proaram Reauirements
Paragraph G, Item S to read as amended:
5. Report expenditures funded with Deferred Income by September 30, 2004 for FY
04/05, by September 30, 200S for FY 05/06, and by September 29, 2006 for FY
06/07.
Colleen Krygier, Director, DAAS
Date
Page 2 of 2
BUDGET SUMMARY - ATTACHMENT B
City of San Bernardino
FISCAL YEAR 2006-2007
FY 06-07
FUNDING
EXPENDITURES:
REVENUES:
Title III, Older Americans Act
C-l
C-2
127,101
$127,101
Nutrition Services Incentive Program
C-l
C-2
32,648
$32,648
Community Development Block Grant
Realignment Funds
9,068
County Contingency
45,954
TOTAL FUNDS AWARDED
Other Funding
TOTAL REVENUES:
SAN BERNARDINO COUNTY.DAAS Form 312A
02113/98
433.657
214,7711
218,886
433,657
Page 1 of 1
BUDGET SUMMARY
FOR NUTRITION SERVICES
FISC.(1L YEAR ~OO6-~OO7
COMPREGATE SITES Cl 0 HOME DELIVERED MEALS C2 D
. EXPENDITURE CATEGORY Funding Match TOTAL
Less Match Cash In-Kind**
1. PERSONNEL 129,581 59,834 189,415
2. STAFF TRAVEL -
3. STAFF TRAINING 300 300
4. EQUIPMENT 12,000 12,000
5. CONSULTANTS 8,020 8,020
6. FOOD COSTS 101,000 2,000 103,000
7. CONSUMABLE SUPPLIES 7,889 7,889
8. INSURANCE 2,400 2,400
9. REPAIRS & MAINTENANCE 3,000 3,000
10. RENT/BUILDING SPACE 60,000 60,000
11. UTILITIES 42,000 42,000
12. VEHICLE OPERATIONS 4,091 4,091
13. VOLUNTEER EXPENSES . -
14. OTHER 1,542 1,542
Total Expenditure 267,423 - 166,234 433,657
Less Match
Match Cash - CDBG - ECD -
Match Cash - CDBG - DMS -
Match In-kind 166,234 166,234
Less Funding - Program
NSIP 32,648 32,648
Non-Match Cash -
County Contingency 45,954 45,954
Realignment Funds 9,068 9,068
Program Income 52,652 52,652
TOTAL FUNDING REQUEST 127,101 - - 127,101
Date of Submission -
PROVIDER NAME -
INITIAL BUDGET 0
REVISED BUDGET D
SAN BERNARDINO COUNTY.DAAS Form 312A
02/13/98
,
. ATTACHMENT B-2
Budget In-Kind Narrative
Fiscal Year 2006-2007
Provide information regarding specific in-kind to be used as match. Include site location, if applicable,
descriptions, rates and other relevant information. The Total should equal the amount of in-kind
reported as match on your budget summary.
Description'
Personnel
Site/Location-L._
Rate
Total In-Kind Match
$14,734.40
Senior Recreation Supervisor
Administration 40% of
Salary/Benefits
547 North Sierra Way ~5,153 mo. times 40%
ISan Bernardino, Ca. 92410lLirnes 12 months
I
Employment Training Programs
Senior Employment, NICOA &
Community Options
~oo West 51h Street
780 East 21 Sl Street &
Satellite Sites
Food Cost Donations
~hanksgi\'ing Luncheon
boo West 51h Street
1780 East 1 I Sl Street
1600 West 51h Street
1780 East 21 st Street
EOO West 51c Street
1780 East 2151 Street
I
Insurance
Rent / Building Space
Utilities
56.75 rate times 4 =
~135 x 5 employees x
52 weeks
$35,100.00
,2,000.00 annual
f200.00 per month I
I
$2,000.00
52,400.00
$60,000.00
$42,OOO.OC
'(Identify type of in.klnd: rent. volunteer services, etc.)
DATE OF
SUBMISSION
May 6, 2006
San Bernardino County-OMS Form 332
Revised 01/08/2001
PROVIDER NAME City of San Bemardino
Page 1 of 1
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ATTACHMENT 8-4
SCHEDULE OF EQUIPMENT
Fiscal Year 2006-2007
Item 1 I Budgeted Total
DescriDtion Quantity Cost Costs
Large Streamer for 5'" Street Senior Cenler (including installation) 1 $11,760
Rice Cooker 1 $240.0C
I
otal I $12,OO~
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Provider Name: City of San Bernardino
San Bernardino County - OAAS Form 316
Revised 01/0812001
Page 1 of 1