HomeMy WebLinkAbout2006-350
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RESOLUTION NO. 2006-350
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.
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 I1I-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.
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2006-350
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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.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a joint regular
2nd day of October
, 2006, by the following
meeting thereof, held on the
vote, to wit:
9 Council Members:
AYES
NAYS
ABSTAIN ABSENT
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x
ESTRADA
BAXTER
x
VACANT
DERRY
x
KELLEY
-'L-
JOHNSON
x
MC CAMMACK
x
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b ~hel G~~~~I KJm[Ht/lA-
The foregoing resolution is hereby appro~ this mr. day of October ,- ,~.fooZT\
Approved as to Form:
2006-350
.... j
Attachment A-2
Additional Terms and Conditions to TitlelllB Programs Purchase Order
Amendment 2 - Effective July 1, 2006
rHIS 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
~ame
::ity of San Bernardino, Senior Companion Program
~ddress
hereinafter called
"Contractor"
300 West Fifth Street
3an Bernardino, CA 92410
)hone
909) 384-5413
:ederallO No. or Social Security No.
}5-6000772
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
accordance with provisions of Article IX of the Contract.
a.1I other terms and conditions of this Contract shall remain the same and are incorporated herein by this
'eference.
fhis amendment shall become effective upon execution by both parties.
:OUNTY OF SAN BERNARDINO
PURCHASING DEPARTMENT
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BY.: ~cc:.Z.
. GOM
; Deputy Purch.asing Agent
71'/-'-) ~,.;
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CONTRACTOR
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By: /' V (-
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Dated:
Dated:
Page 1 of 1
2Do6'-350
Attachment B
City of San Bernardino (Senior Companion Program)
WORK PLAN
FY 2006 - 2007
This work plan contains the measurable objectives mandated by DAAS 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
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.
2. Develop and have on hand, for review by DAAS, a cost allocation plan
which explains the methods used to allocate costs between programs with
funds received frorT:l DAAS.
L:\AginglJ'rograms'Scopes of Work and Provider Budgets\06-Q7 WPs & Budgets
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2006-350
3. Conduct a client or participant satisfaction survey at least once a year.
The survey form must be approved by designated OMS 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 OMS staff.
II. Service Delivery Activities
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 OMS 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 OMS during program monitoring to be
scheduled and conducted by OMS.
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 OMS during program monitoring to
be scheduled and conducted by OMS staff.
L:lAginglPrograms'Scopes of Work and Provider Budgetsl06-Q7 WPs & Budgets
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2006-350
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 OMS.
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
brochures, etc.:
"Funding for this service has been provided by the San Bemardino 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 OMS.
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
OMS.
D. Reporting Requirements
Contractor, at such times and in such forms as DMS may require, shall fumish
L:\AgingIPrograrns'Scopes of Work and Provider Budgets\06-07 WPs & Budgets
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2006-350
statements, records, reports, data and information requested by DAAS
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 DAAS. Incomplete forms
, shall be retumed to the Contractor for completion. (In the event of changes in
these forms, DAAS 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 DAAS
when indicated:
1) Monthly (Due by 5th working day of each month)
a. Monthly Expenditure Report/Request for
Reimbursement
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.
11.. Program Reporting
The following reports are to be submitted to DAAS 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 DAAS.
Contractor shall describe, in detail, necessary program
changes and the reasons for the requested
modification.
3) Upon request
a. Completion of Client Intake Sheets provided by DAAS.
4) DAAS may require financial reports more frequently than
L:\Aging\Prognuns'Scopes of Work and Provider BudgetslO6-07 WPs & Budgets
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2006-350
indicated above or with more detail (or both), upon written notice
to the Contractor, until such time as OMS determines that the
financial management standards are met.
III. Report service and client data by the 5th working day of the month
on OMS Monthly Service Report which will be verified by OMS
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 OMS 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
work plan will constitute just cause for sanctions being imposed.
L:lAginglProgramslScopes of Work and Provider Budgets\06-07 WPs & Budgets
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Attachment 0
Countyot.~, ~r!1ardlno
Department of,Nlrog;~jAdult Services
VENDOR c~~tAINT 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:
Admin Staff Assigned Date Assigned Date Resolved
OMS VEND 1 (11/02)
____u~_____.
2006-350
Attachment E
INFORMATION SHEET
CONTRACTOR SHALL COMPLETE SECTION I OF THIS FORM AND RETURN TO:
SAN BERNARDINO COUNTY
Department of Aging and Adult Services
Attn: CONTRACTS
SI.( 110'\ I: CO'\ I R \( IOI{ 1'\/ OR\I \ no'\
COOU3Clor NIIIe.
Cit of San Bernardino Parks, Recreation and Community Services Department
Address (inrluding City, StOlt' and Zip Cod'): Phone:
547 N. Sierra Way, San Bernardino, CA 92410-4816
Web Site: Email:
www.ci.san-bernardino.ca.us
Site Name for Services(U DijJ~r~ru from Contractor):
Senior Com anion Program
Address (including CiIy, Srou and Zip OxI~J:
600 West Fifth Street, San Bernardino, CA 92410
(909)384-5233
FaJI::
(909)384-5160
Phone:
(909)384-5413
WebSile:
same
Email:
deal_be@sbcity.org
Fat:
(909)889-9801
Clinic Contact: Tide:
Betty Deal Senior Companion Program Manager
Contract S' ture Anthorit
Name: Name:
Lemuel P. Randol h
Title:
Tille:
Director
Sig.rwure:
Sil:nalUre:
Phone I:
h le@sbcit
PIwne "
l{
E-Mail:
Name:
Name:
Bett Deal
Title:
Tille:
Senior
Program Manager
Signarure:
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: gstafford(1j)hss. sbcountv. gOY
Unit Fax #: 909-891-3919
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