HomeMy WebLinkAbout16-Parks & Recreation
c- CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
c
c
From: Lemuel P. Randolph, Director
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATIFYING THE
EXECUTION OF AMENDMENT NO.2 OF
THE TITLE moB CONTRACT THROUGH.
THE COUNTY OF SAN BERNARDINO
DEPARTMENT OF AGING AND ADULT
SERVICES (DAAS) FOR ASSISTED
TRANSPORTATION FOR THE PERIOD
JULY 1, 2006 THROUGH JUNE 30, 2007.
Dept: Parks, Recreation &
Community Services Dept.
Date: September 13, 2006
MlCC Meeting Date: October 2, 2006
Synopsis of Previous Council Action:
May 3, 2004 -Resolution No. 2004-122.
Recommended Motion:
'l/JL
~~/ .
~ Signature
Adopt resolution.
Contact person: Lemuel Randolph
Phone: 384-5030
Supporting data attached: Ward:
FUNDING REQUIREMENTS: Amount: $20,320.00 (No-City Funds)
Source: (Aeet. No.) 123-589-xxxx
(A,..,..t n,::loc:.r.riptinn) Ac;:.cl Tr~ncpf'\rt!:lt;('\n n~nt
Finance: .
Council Notes:
Agenda Item No. / Co
/DId/tJiI
c
c
c
CITY OF SAN BERNARDlNO- REQUEST FOR COUNCILAC11ON
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino ratifying
the execution of Amendment No.2 of the Title III-B Contract through the County of San
Bernardino Department of Aging and Adult Services (DAAS) for Assisted Transportation
for the period July 1,2006 through June 30, 2007.
Background:
The Senior Companion Program (SCP) has been in operation since 1974. SCP has
received Title III-B funds for over 14 years. Funds assist the companions in providing
services to low-income clients in areas that are rural and sparsely populated.
Companions assist the. clients with grocery shopping, meal preparation, and
transportation.
On June 7, 2006, the Mayor and Common Council approved Resolution 2006-162
authorizing the department to apply for and administer a grant for SCP through the
Corporation of National and Community Services. This SCP grant covers the stipends
and meal reimbursement costs of companions, but only pays mileage to and from the
client's home. These Title I1I-B grant funds will cover the companion's transportation
costs up to the amount of $20.320.
The attached Amendment No. 2 was received from the County on June 23, 2006;
therefore, there was not enough time to complete a Request for Council Action before the
start date of July I, 2006. If the Council chooses to approve this Request for Council
Action Amendment No.2 will be retroactive to July 1,2006.
Financial Impact:
No city match funds are required for the program. There is an in-kind match of $2,257 for
training and supervision.
Recommendation:
Adopt Resolution.
1
2
3
4
5
6
7
8
9
10
11
12
13
C 14
r
I",...
15
16
17
18
19
20
21
22
23
24
25
26
C 27
28
RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO RATIFYING THE EXECUTION OF AMENDMENT NO.2
OF THE TITLE I1I-B CONTRACT THROUGH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR
ASSISTED TRANSPORTATION FOR THE PERIOD JULY J, 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.2 to the Title III-B agreement with the County of San
Bernardino Department of Aging and Adult Services (DAAS) in the amount $20,320 for
assisted transportation for the Senior Companion Program, a copy of which is attached hereto.
III
III
III
III
III
III
III
III
III
III
III
III
III
III 'fLO. Itp
16/2;/O~
r
'-
c
---
~
1
2
3
4
5
6
7
8
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERJ"ARDINO RATIFYING THE EXECUTION OF AMENDMENT NO.2
OF THE TITLE lIl-B CONTRACT THROUGH THE COUNTY OF SAN
BER.~ARDINO DEPARTMENT OF AGING AND ADULT SERVICES (HAAS) FOR
ASSISTED TRANSPORTATION FOR THE l'ERIOD 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
, 2006, by the following
day of
meeting thereof, held on the
vote, to wit:
9 Council Members:
AYES
NAYS
ABSTAIN ABSENT
10
11
12
13
14
15
16
17
18
19
20
21
22
ESTRADA
BAXTER
VACANT
DERRY
KELLEY
JOHNSON
MC CAMMACK
Rachel G. Clark, City Clerk
day of
,2006.
The foregoing resolution is hereby approved this
23 Patrick J. Morris, Mayor
City of San Bernardino
24 Approved as to Form:
25
26
27
28
(/ . :J /1 ,
By' .oIrv 1 ,I. :, (",.-.v:;..-11.'\;<.....
/;:
/ Jfmes F. Penman, City Attorney
J
Attachment A-2
,--
Additional Terms and Conditions to Title IIIB Programs Purchase Order
Amendment 2 - Effective July 1, 2006
'-
,HIS CONTRACT is entered into in the State of California by and between the County of San Bernardino,
)epartment of Aging and Adult Services, hereinafter called the County, and
lame
:ity of San Bernardino, Senior Companion Program
~ddress
hereinafter called
"Contractor"
300 West Fifth Street
. 3an Bernardino, CA 92410
)hone
909) 384-5413
'ederallD No. or Social Security No.
35-6000772 .
T IS HEREBY AGREED AS FOllOWS:
~MENDMENT NO.1
t is hereby agreed to amend this Contract as follows:
3ection VIII. TERM (A) is amended to read:
This Contract is effective as of July 1, 2006 and expires June 30, 2007, but may be terminated earlier in
C accordance with provisions of Article IX of the Contract.
11,11 other terms and conditions of this Contract shall remain the same and are incorporated herein by this
'eference.
rhis amendment shall become effective upon execution by both parties.
::OUNTY OF SAN BERNARDINO
PURCHASING DEPARTMENT
CONTRACTOR
~:.-/
BY>~-;O~~:2-
. Deputy Purch.asing Agent
Dated: .?/-;L)'-'-;;""
-
:h;~ ;:;;7 / ,/"'.
" / J
/~/ /.... ,/ / l,//
By: /'~:';:" /ff .. _/
/ .-./' .-
Dated:
c
P::Inp 1 nf 1
Attachment B
City of San Bernardino (Senior Companion Program)
WORK PLAN
""'--
FY 2006 - 2007
This work plan contains the measurable objectives mandated by OMS 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 Assisted Transportation.
I. Scope of Work
A. Geographic Area/Clientele and Eligibility Criteria
1. The geographic area served by this provider covers the Morongo Basin
and Victor Valley regions, including Joshua Tree, Twentynine Palms,
Yucca Valley, Adelanto, Apple Valley, Hesperia, and Victorville.
2. The clientele served by this agreement consists of seniors 60 and over.
B. Program Description
c
1.
Purpose: Assisted Transportation is provided to improve the socialization
and increase independence for peOple who cannot drive or use regular
vehicular transportation.
2. Definition:. Provide assistance, including escort to a person who has
difficulties (physical or cognitive) using regular vehicular transportation.
C. Intended Outcomes
1. Assisted Transportation
a. Provide 3,251 one-way trips annually for seniors who are not eligible
for this program from any other resource and who cannot pay for this
program.
b. Staff and/or volunteers providing Assisted Transportation services
must be trained and qualified in the safe provision of Assisted
Transportation services. Assisted Transportation must be provided to
at least 55 unduplicated seniors of which 5 are to be minority low-
income seniors.
c
2.
Develop and have on hand, for review by OMS, a cost allocation plan
which explains the methods used to allocate costs between programs with
funds received from OMS.
L\Aging\Prograrns'Scopes of Work and Provider Budgets\06-07 WPs & Budgets
1
,--
........
3.
Conduct a client or participant satisfaction survey at least once a year.
The survey form must be approved by designated DAAS staff prior to its
use and all findings from the survey must be used to improve services.
The returned surveys and tabulated results must be kept on file for review
by DAAS staff.
II. Service Delivery Activities
c
c
A. Staffing
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.
B. Volunteer Staff
1. Volunteers are individuals who work without pay in the performance of essential
duties to conduct the program. In some cases, the Director may be a volunteer.
2. Volunteers shall not replace paid personnel.
C.
Clients will be given priority for services who are socially and/or economically needy and
who are not eligible for services from any other source.
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. Provide training both on the job and in formal training sessions, as appropriate, to
improve the understanding of paid staff about the service(s) being provided.
Wherever required by law and/or ordinance, licensed staff must be trained to
carry out assigned duties. 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 main office for review by DAAS during program monitoring to be
scheduled and conducted by DAAS.
2.
Volunteers should be provided on-the-job training and opportunities for formal
training to improve skills and understanding of the service being provided.
Wherever required by law or ordinance volunteers must be trained and/or
licensed to carry out assigned duties. Documentation of training shall be kept on
file at the provider's main office for review by DAAS during program monitoring to
be scheduled and conducted by DAAS staff.
L:\Aging\ProgramslScopes of Work and Provider Budgets\06.07 WPs & Budgets
2
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.
.C
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
brcchures, 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 time 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 DAAS.
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
DAAS.
c
D.
Reporting Requirements
Contractor, at such times and in such forms as DAAS may require, shall furnish
L:\Aging\ProgramslScopes of Work and Provider Budgets\06.07 Vv'Ps & Budgets
3
.........
statements, records, reports, data and information requested by DMS
pertaining to Contractor's performance of services hereunder and other matters
covered by this Contract. The forms shall be reviewed for timeliness,
completeness, and correctness of the information submitted, by the Program
Director or his/her designee, prior to submission to OMS. Incomplete forms
shall be retumed to the Contractor for completion. (In the event of changes in
these forms, OMS shall advise the Contractor via written notice.) The Contractor
shall develop and implement a process for ensuring quality control.
a. Contractor shall meet the following standard for its financial management
systems, as provided in the CDA PM Title III Program Manual:
I. Financial Reporting (CDA PM, Section G, Paragraph 93.5a)
Accurate, current and complete disclosure of the financial
results of the Supportive Services Program shall be made in
accordance with the financial reporting requirements of this
Contract. The following reports are to be submitted to DMS
when indicated:
1) Monthly (Due by 5th working day of each month)
a. Monthly Expenditure Report/Request for
Reimbursement
c
2) Semi-Annually
a. Budget Revision #1 (Due November 1)
b. Budget Revision # 2 (Due May 15)
3) Annually
a. Financial Close-Out Report (Due August 1 )
b. Periodic Inventory (Due August 1 with Close-out)
c. Audit Report (Due October 31)
d. Revised Financial Close-out Report (Due October 31)
with Audit Report.
II. Program Reporting
The following reports are to be submitted to OMS when indicated:
1) Monthly (Due by the 5th working day of each month)
a. IIIB Monthly Service Unit Report
2) Quarterly
a. Program modification request in writing to OMS.
Contractor shall describe, in detail, necessary program
changes and the reasons for the requested
modification.
c
3) Upon request
a. Completion of Client Intake Sheets provided by DMS.
4) DMS may require financial reports more frequently than
L:\Aging\Programs\Scopes of Work and Provider Budgets\06-07 WPs & Budgets
4
,r"-
indicated above or with more detail (or both), upon written notice
to the Contractor, until such time as DMS determines that the
financial management standards are met.
'-
III. Report service and client data by the 5th working day of the month
on DMS Monthly Service Report which will be verified by DMS
during the annual program audit. Additionally, establish audit files
which include but are not limited to a copy of the Monthly
Service Report
IV. Report monthly expenditures to DMS 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.
V. Maintain records, by month, that support claimed in-kind
expenditures.
In the event additional funds become available, the provider will use the funds to increase their
Assisted Transportation services provided to elderly clients by either increasing the number of
individuals served or by increasing the units of service provided or both. Exceptions to this
requirement, for instance the use of additional funds to purchase equipment, must be fully
documented in writing and submitted to the department for prior approval. Failure to abide by this
C'ork plan will constitute just cause for sanctions being imposed.
,...
'-
L:\.4.ging\Programs'Scopes of Work and Provider Budgets\06-07 \\1>s & Budgets
5
c
Q)
E
J:::
U
..~
"-'-'
c
--
l..
:.:>
I.
I
I
I
"J
~ " :;\
Q .~ 0
"c:h > _
"C 'l.l 0:0
o 0:: 0
'"
"
u
'E
"
VJ
~
:;
"0
~
.,,;
c
'"
00
c
"So
<
'-
o
~
~
OJ
a
~
"-
"
Q
o
c
]
5
0::1
c
'"
VJ
'-
o
>,
~
o
U
iL
o
z
o
0.;
u
"
'2
"
u
g!
'"!
'"
g
NI
"
"
"
>-
;;...
~
..J
~
'"
....
~
~
[o;J
~
@
~
'"
"
~
ii:
-
<8
W.
"'"
"
p;l
81
"
-
8
0..
"
"
'S
'"
k
u
~
(J'Jz
<0
~~
-t/:l
::>
"
.S
-;;
"
t:
J::
"
-
i
"
p;l
-
o
'S
"
'"
"
s
"8
'"
e
"
p;l
~
~
"
z
,.,
"
"
"
ell
<
u
'"
tl
5
u
~
"
-g
u
u
'"
t::
s
"
1-
-
o
!<
::E
"'"
"
~
.E
.<:
v.
'"
U
o
"
"0'
~
p..
"
c
'.g
EJ
<E
.E
"
g
'"
E
~-
"
p..
"
"
rIJ ._
- 4- :>
.- 0 ...
l:; .. 0
;:J '"
~
o "C
'.... (l) lD
'''p;l?;
g 0 co
.-!- '"
::<
12('.)"0
.2 II> ~
:::: (;) 0
~&--rI)
5
.~
EJ
.g
~
E
1:>
"
~
c
U
o
c::
r-
r-
"1-
N
N
""
o
C
r-
'"
N.
N
""
"
E
"
g
-
~
'"
"
i-t.
2
~
i=
o
o
o
N
'"
o
N
""
" R
" .-
0,::
- ,.,
'" '"
~~
'"
'"
'"
""
'"
o
s
'"
~
.l:
z
Q
!-
<
~
00
>-tlo..
1-<'"
"'z
12~
<I-<
I;
I
i
~
-
-
.
;;
'"
"
"
'"
<j
~
-
r-
"
.J,
~
u
'"
-g
'"
-
u
"
.,
o
0:
]
-"
I;
"
~
o
.
U
Q.
o
U
]
Ii,
o
e;
[2
u
;;;
'"
Ul
'"
"'"
~8
,,~
<;;
-:-::;;:
, ,~
-
r'"
'-
c
c
Attachment 0
County of,San Bernardino
Department of Aging & Adult Services
. ,'., .',
. .
'"
\
VENDOR COMPLAINT FORM
Date:
Program:
Name of person completing form: Phone #
Address: Phone #
Staff name (if it applies) Phone #
Office Location
ContractorNendor:
Has issue been brought to the attention of vendor? (Circle one)
Do you wish to remain anonymous? (Circle one) YES
YES
NO
NO
Issue:
FACTS:
Resolution:
I
Admin Staff Assigned Date Assigned Date Resolved
DAAS VEND 1 (11/02)
.-
c
c
Attachment c
INFORMATION SHEET
CONTRACTOR SHALL COMPLETE SECTION I OF THIS FORM AND RETURN TO:
SAN BERNARDINO COUNTY
Department of Aging and Adult Services
Attn: CONTRACTS
SECTlO~ I: CO"" m \('1 OR "'J-()IOI \ f10~
('onUXlor Name:
Cit of San Bernardino Parks, Recreation and Community Services Department
Atldress (jfw/udmg City. St/lJt' and Z1p (:ad,): l"hone
547 N. Sierra Way, San Bernardino, CA 92410-4816
WCbSllc: Em:l.il
www.ci.san-bernardino.ca.us
(909)384-5233
Fax
(909)384-5160
Sill: N~mc for Se.rvices(1f DJjJumf from COlltrac/or);
Senior Com anion Program
^iJdrl'~ (induJIIIK Ciry, 510ft and Zip CodtJ"
600 West Fifth Street, San Bernardino, CA 92410
Phnoc:
(909)384-5413
WebSllc'
Emilll:
deal_be@sbcity.org
Fa.\
(909)889-9801
same
rJjnicCl1macl
Tille:
Senior Companion Program Manager
Betty Deal
Contract Si ature Authority:
Name
NanlC"
Lemuel P. Randolph
Tillt'
Tille:
Director
Sign3lcrc
E-Mail:
SiilUlUrc
PhoJ\c/:
( 09) 384-5030 randol
Claim Signature Authority:
Phone I:
1e@sbcitv. II
Name:
Name:
Bett Deal
Till!:
Tille:
Senior
Program Manager
Signature:
Contract Mallin Address:
San Bernardino County
Department of Aging and Adult Services
Contracts Unit
686 E. Mill Street
San Bernardino, CA 92415-0920
Contracts Unit:
Ginny Stafford, Contracts Management
909-891-3908
E-Mail: ~staffq@@hss.sbcounlv. 20V
Unit Fax #: 909-89/-j9/9
Page I of 1