HomeMy WebLinkAbout2006-317
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RESOLUTION NO. 2006-317
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 I, 2006
through June 30, 2007, this Resolution hereby ratifies any action taken between July I, 2006
and the date that this Resolution is executed.
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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.
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25 James F. Penman, City Attorney
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at aj oint regu1armeeting thereof, held
on the 5th day of September
, 2006, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
--X-
BAXTER
x
VACANT
DERRY
x
KELLEY
---1L-
JOHNSON
x
MCCAMMACK
x
~h,~
Rac el G. Clark, City Clerk
2006.
The foregoing resolution is hereby appr01 this /1fA...
~
/
W Y McCanmmck, Mayor Pro Tern
City of San Bernardino
day of September
.~.L
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY, CALIFORNIA
AND RECORD OF ACTION
June 27, 2006
FROM: COLLEEN KRYGIER, Director
Department of Aging and Adult Services
SUBJECT: AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES
PROVIDERS
RECOMMENDATION: Approve Amendments to Contracts with the following agencies, increasing
the total combined contract amount by $3,629,730, from $5,108,565 to $8,738,295, and extending the
term through June 30, 2007, to continue to provide senior nutrition services throughout the County:
Current Proposed Total
Contract Contract Amount Contract
Number Atlencv Amount FY 2006/07 Amount
04-812 A-4 Bonnie Baker Senior Club $116,407 $56,755 $173,162
04-813 A-4 City of Montclair $96,350 $73,251 $169,601
04-886 A-4 City of San Bernardino $388,932 $214,771 $603,703
05-931 A-2 Family Service Association of $1,385,743 $1,470,119 $2,855,862
Western Riverside Countv
04-814 A-4 Hi Desert Meals on Wheels $1,086,677 $652,783 $1,739,460
04-833 A-4 Hinkley Senior Citizens Club, Inc. $58,132 $29,056 $87,188
04-834 A-4 Lucerne Valley Senior Citizens $32,265 $26,352 $58,617
Center
04-815 A-4 Steelworkers Oldtimers $1,944,059 $1,106,643 $3,050,702
Foundation
Total $5,108,565 $3,629,730 $8,738,295
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 (OM). This legislation created the congregate and home-delivered-nutrition
programs (Title III C1 and C2). 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 (OMS) 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.
Page 1 of 3
ml
AYE
S
cc: A&AS-Dalton w/8 agreements & attach
Contractor c/o A&AS w/agree & attach
Auditor-Mejico w/agreements & attach
IDS-w/agreements & attachments
A&AS-Krygier
Senior Affairs Commission c/o A&AS
HSS-Ciabattini; Chacon
CC-Chu
CAO-Morris BY
File-w/agreement & attachments
ITEM 080
. ,
. ,
AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES PROVIDERS
June 27, 2006
Page 2 of3
On December 16, 2003, the Board of Supervisors (BOS) 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 BOS approved a total of eight
contracts for a combined total contract amount of $2,864,608.
In May and June 2005, the BOS 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.
In June and July 2005, the BOS approved amendments to seven of the eight contracts,
increasing the combined total contract amount by $1,818,678, from $2,937,427 to $4,756,105,
and extending the term of the contracts through June 30, 2006. Community Action Partnership of
San Bernardino County (CAP) chose not to renew their contract to provide congregate and home
delivered meals, effective September 30, 2005.
On July 19, 2005, the BOS 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 BOS 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. Approval of $1,350,000 for Family Service Association of Western
Riverside County increased the combined total current contract amount from $4,756,105 (rninus
the CAP contract of $1,105,203) to $5,000,902.
In May and June 2006, the BOS approved amendments to all contracts, awarding One-Time-Only
Nutrition Services Incentive Program (NSIP) funds from the Administration on Aging in an
aggregate amount of $107,663, increasing the combined total contract amount from $5,000,902
to $5,108,565.
In addition to Title III funding from the OM for the Senior Nutrition Program, additional funding
sources contribute to the total contract amount. The table below details the combined funding of
each agency's proposed total contract amount for FY 2006/07.
Total
Aaencv Title III NSIP CDSG RF CGF FY 2006/07
Bonnie Baker Senior $41,901 $3,670 $5,000 $1,019 $5,165 $56,755
Club
Citv of Montclair $43,350 $11,135 $3,093 $15,673 $73,251
City of San Bernardino $127,101 $32,648 $9,068 $45,954 $214,771
Family Service $881,186 $218,219 $61,098 $309,616 $1,470,119
Association of Western
Riverside Countv
Hi Desert Meals on $387,933 $96,318 $5,000 $26,952 $136,580 $652,783
Wheels
Hinkley Senior Citizens $17,411 $2,475 $5,000 $687 $3,483 $29,056
Club, Inc.
Lucerne Valley Senior $10,860 $2,790 $8,000 $775 $3,927 $26,352
Citizens Center
Steelworkers Oldtimers $633,430 $158,959 $45,000 $44,376 $224,878 $1,106,643
Foundation
Total $2,143,172 $526,214 $68,000 $147,068 $745,276 $3,629,730
NSIP - Nutrition Services Incentive Program
CDBG - Community Development Block Grants
. AMENDMENTS TO CONTRACTS W,ITH SE,NIOR NUTRITION SERVICES PROVIDERS
June 27, 2006
Page 3 of 3
RF - Realignment Funds
CGF - County General Fund
Approval of these amendments will increase the combined total contract amount by $3,629,730,
from $5,108,565 to $8,738,295, and extend the term of the contract through June 30, 2007, to
continue to provide congregate and home delivered meals to seniors throughout the County.
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 May 17, 2006. This item has been reviewed by Human Services Contracts (Lori
Ciabatlini, Contracts Manager, 388-0253) on June 6, 2006; County Counsel (Phebe W. Chu,
Deputy County Counsel, 387-4725) on June 8, 2006; Human Services Finance (Lynn Chacon,
Administrative Analyst, 388-0211) on June 13, 2006; and the County Administrative Office (Gary
Morris, Administrative Analyst, 388-0356) on June 13, 2006.
FINANCIAL IMPACT: Approval of these amendments will increase the combined total contract
amount by $3,629,730, from $5,108,565 to $8,738,295. This increase is funded through Federal
and State revenues in the amount of $2,143,172, NSIP funds in the amount of $526,214, CDBG
funds in the amount of $68,000; and County General fund in the amount of $745,276. The total
local share of $147,068 is budgeted in the HS administrative budget and is funded 100% with
Realignment revenues. Adequate appropriations and revenues of $3,629,730 have been
included in the proposed DMS FY 2006/07 budget. There is no additional local cost.
SUPERVISORIAL DISTRICT(S): All
PRESENTER: Colleen Krygier, Director, Department of Aging & Adult Services, (909) 891-3917
~
"
FOR COUNTY USE ONL Y
FAS
New Vendor Gode Dept. Contract Number
- SC A
X Change OOA 04-886 A-4
- CITYOFS772
Cancel
County Department Dept. Orgn. Contractor's License No.
~ging and Adult Services OOA NUT
County Department Contract Representative Telephone Total Contract Amount
Regina Dalton 388-0241 $603.703
D Revenue [Xl Encumbered Contract Type
o Unencumbered D 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, 2007 $179,729 $214,771
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA NUT , 200 2445 , NC1SBY07 $32.648
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA NUT 200 2445 3C1SBY07 $127.101
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA NUT , 200 2445 , RL 1SBY07 $9.068
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA NUT , 2445 , CC1SBY07 $45.954
Project Name Estimated Payment Total by Fiscal Year
Senior Nutrition Services FY Amount I/O FY Amount I/O
Congregate Nutrition 06/07 $214,771 I
- -
Services
- -
If
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
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 DMS
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.
Paragraph T, Item 4 to read as amended:
4. The County Board of Supervisors delegates the authority to the Director of DMS 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 DMS.
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/ScoDe of Work: Work Plan/Scope of Work for Fiscal Year 2006-2007 is added to this
Contract.
Attachment B. Budaet Summary: 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 EauiDment: 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 I!if;ERN
City of San Bernardino
(Print or type nama of rpo
~
Bill Postmus, Chairman, Board of Supervisors
JUN 2 7 2006
By ~
Dated
Name Lemuel P. Randolph
(Print or type name of person signing contract)
By
Title
Director
SIGNED AND C
DOCUMENT
CHAIRMAN
(Print or Type)
upelVisors
ernardino.
Dated
Address 547 North Sierra Way
San Bernardino, CA 92410-4618
Date
. Chu, Deputy County Counsel
b-lb ,oio
Date
Date
{q.((p.o?:;
Auditor/Controller-Recorder
Use Onl
Page 3 of 3
ATTACHMENT A
WORK PLAN/SCOPE OF WORK
FY 2006-2007
Contractor: Citv 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 D to read as amended:
D. A copy of the written plan for FY 04/05 must be sent to DMS 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 DAAS 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 DAAS by April 2,
2005 for FY 04/05, by April 2, 2006 for FY 05/06, 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 DAAS for FY 04/05 by
September 2, 2004, by August 15, 2005 for FY 05/06, and by August 15, 2006
for FY 06/07.
XI. ProQram Requirements
Paragraph G, Item 5 to read as amended:
5. Report expenditures funded with Deferred Income by September 30, 2004 for FY
04/05, by September 30, 2005 for FY 05/06, and by September 29, 2006 for FY
06/07.
CJ)I~0JI^,
& . (to - ()fo
Colleen Krygier, Director, DAAS
Date
Page 2 of2
BUDGET SUMMARY - ATTACHMENT B
City of San Bernardino
FISCAL YEAR 2006-2007
FY 06-07
FUNDING
EXPENDITURES:
REVENUES:
Title III, Older Americans Act
C-1
C-2
127,101
$127,101
Nutrition Services Incentive Program
C-1
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
02/13/98
433,657
214,771 I
218,886
433,657
Page 1 of 1
BUDGET LINE ITEMS - ATTACHMENT B-1
FOR NUTRITION SERVICES
FISCAL YEAR 2006-2007
CONGREGATE SITES Cl 0 HOME DELIVERED MEALS C2 D
EXPENDITURE CATEGORY Funding Match TOTAL
Less Match Cash In-Kind**
I. 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
II. 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 - DAAS -
Match In-kind -
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 - 166,234 293,335
Date of Submission - May 15,2006
PROVIDER NAME - City of San Bernardino
INITIAL BUDGET 0
REVISED BUDGET D
Page 1 of 2
SAN BERNARDINO COUNTY-DAAS Form 312A
02/13/98
BUDGET LINE ITEMS - ATTACHMENT B-1
FOR NUTRITION SERVICES
FISCAL YEAR 2006-2007
CONGREGATE SITES Cl D HOME DELIVERED MEALS C2 0
EXPENDITURE CATEGORY Funding Match TOTAL
Less Match Cash In-Kind**
I. 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 -
II. 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 -
NSIP -
Non Match Cash -
County Contingency -
Non Match In-Kind
Program Income -
TOTAL FUNDING REQUEST - - - -
Date of Submission - May 15, 2006
PROVIDER NAME - City of San Bernardino
INITIAL BUDGET 0
REVISED BUDGET D
Page 2 of 2
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" Site/Location Rate Total In-Kind Match
Personnel
Senior Recreation Supervisor 547 North Sierra Way ~5,153 mo. times 40% $24,734.40
Administration 40% of San Bernardino, Ca. 92410 imes 12 months
Salary/Benefits
Employment Training Programs 600 West 5th Street ~6.75 rate times 4 = $35,100.OC
Senior Employment, NICOA & 780 East 21 st Street & ~135 x 5 employees x
Community Options Satellite Sites 52 weeks
Food Cost Donations Thanksgiving Luncheon $2,000.00 annual $2,000.OC
nsurance 600 West 5th Street $200.00 per month $2,400.0C
780 East 21 sl Street
Rent / Building Space 600 West 5th Street $5,000.00 per month $60,000.OC
780 East 21 sl Street
Utilities 600 West 5th Street ~,500.00 per month $42,000.00
780 East 21 sl Street
'(Identify type of in-kind: rent, volunteer services, etc.)
DATE OF
SUBMISSION
May 8, 2006
PROVIDER NAME City of San Bernardino
San Bernardino County-DAAS Form 332
Revised 01/0812001
Page 1 of 1
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ATTACHMENT B-4
SCHEDULE OF EQUIPMENT
Fiscal Year 2006-2007
Item Budgeted Total
Description Quantity Cost Costs
Large Streamer for Sm Street Senior Center (including installation) 1 $11,760
Rice Cooker 1 $240.0C
.otal $12,000
Provider Name: City of San Bernardino
San Bemardino County. DAAS Form 316
Revised 01/06/2001
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