HomeMy WebLinkAbout2006-351
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RESOLUTION NO. 2006-351
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 SENIOR
OUTREACH SERVICES 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 III-B agreement with the County of San
Bernardino Department of Aging and Adult Services (DAAS) in the amount $5,368 for Senior
Support Services, a copy of which is attached hereto.
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2006-351
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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 I1I-B CONTRACT THROUGH THE COUNTY OF SAN BERNARDINO
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR SENIOR
OUTREACH SERVICES 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
meeting
thereof, held on the 2nd day of October
, 2006, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
x
BAXTER
x
VACANT
DERRY
x
KELLEY
x
JOHNSON
y
MC CAMMACK
x
RC\CJ~Q ,}J, 02 arJ0
RiC.~1 .Ciafk,City!Cl.er~\ /\~
(;jj '.j}{)I'n t1;:VvY'\JI rl).iYJ (U j!,)
The foregoing resolution is hereby approved this day of Octobe/ ,20 . .
23 Approved as to Form:
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2006-351
........,:
- -:...~
. rl
2.lCC.5
Attachment A-2
Additional Terms and Conditions to Title IIIB 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
4ame
:ity of San Bernardino, Parks, Recreation &
:ommunity Services Department
l.ddress
547 North Sierra Way
San Bernardino, CA 92410-4816
hereinafter called
"Contractor"
:)hone
~90g) 384-5231
:ederallD No. or Social Security No.
35-6000772
rr IS HEREBY AGREED AS FOllOWS:
A.MENDMENT NO.2
It is hereby agreed to amend this Contract as follows:
Section VIII. TERM (A) is amended to read:
This Contract is effective as of July 1, 2006 and expires June 30, 2007, but may be tenminated earlier in
accordance with provisions of Article IX of the Contract.
All other terms and conditions of this Contract 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
PURCHASING DEPARTMENT
B'~~
GOME
Deputy Purchasing Agent
Dated: :?6~~
-
CONTRACTOR
B'~/ /ld
Dated:
Page 1 of 1
2006-351
Attachment B
City of San Bernardino
Parks, Recreation & Community Services
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 Outreach services.
I. Scope of Work
A. Geographic Area/Clientele and Eligibility Criteria
1 . The geographic area served by this provider covers the East Valley
region.
2. The clientele served by this agreement consists of seniors 60 and over.
B. Program Description
1. Purpose: Outreach is initiated by an organization to identify potential
clients and their use of existing services and benefits.
2. Definition: Outreach is initiated to identify potential clients to participate in
services, including respite for caregivers age 60 or over.
C. Intended Outcomes
1. Outreach:
a) Provide 2,147 Outreach contacts annually to seniors who are not
eligible for these services from any other resource and who cannot
afford to pay for these services.
b) Staff and/or volunteers providing services must be trained and qualified
in the safe provision of Outreach. Outreach services must be provided
to at least 2,147 unduplicated seniors of which 401 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 from DAAS.
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.
UAginlfPrograms\.'iwpcs of \'vnrk ant! Pnw!Jer Budgtts\06-07 WPs & Budgets I
2006-351
The returned surveys and tabulated results must be kept on file for review
by DMS 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 DMS staff shall be given first priority for services under
this agreement.
Definitions: Economically Needy: Seniors whose income is at or below the SSIISSP
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 DMS during program monitoring to be
scheduled and conducted by DMS.
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 DMS during program monitoring to
be scheduled and conducted by DMS staff.
III. Other Service Requirements
L'Agmg Piugnm)S~op.:s of\\\)I\.. JIlJ Prl",idcr BlId~.~ts\Oti-O-; \VP:. & Budgr:1s
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2006-351
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. 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 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.
D. Reporting Requirements
'-\A~ing\Prog:rams'.sC(lpe" ofWtlrk and Prnvidf:T Bud!",=,t,,'Otl-f\7 wp" & Oudgels
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2006-351
Contractor, at such times and in such forms as DAAS may require, shall fumish
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.
II. 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.
1 '\glllg'rrllgr:;,rn5\St.:L1r('~ i'f W'lrk Jnd Prn,"id..:r Rud<::CIS10C,-O" WPs & 8mlC;CIS
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2006-351
4) DAAS may require financial reports more frequently than
indicated above or with more detail (or both), upon written notice
to the Contractor, until such time as DAAS determines that the
financial management standards are met.
III. Report service and client data by the 5th working day of the month
on DAAS Monthly Service Report which will be verified by DAAS
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 DAAS 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 the
Outreach 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.
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5
2006 351
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2006-351
\L0
'~----",~111"-,----"
CountY< (Ii; , mardino
Department of" ' Adult Services
\J~;;: )
Attachment D
AINT 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
DMS VEND 1 (11/02)
2006-351
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
SEC'lIO'i I: (0:\ I R \C HlR I'iFOln( \ 110'1
Contractor Name:
City of San Bernardino, Parks, Recreation and Community Service Department
Address (including City, Stall! and Zip CodL): Phone:
547 North Sierra Wa San Bernardino CA. 92410-4816
Web Site: Email:
www.ci.san-bernardino.ca.us
Site Name for Services(lj'DijferenJfrom Contractor):
(909) 384-5160
5th Street Senior Center Perris Hill Senior Center
Address (including City, StaltondZip Ccd,), Phone,( 909) 384-5430
600 West 5th Street, San Bernardino & 780 East 21st Street (909) 3B4-5436
WebSitc:
Email:
Fax:
same
Clinic Contact
harkley aa@sbcity.org
Title:
(909) 3B4-5160
Senior Recreation Su ervisor
Name:
Name:
Lemuel P. Randolph
Title:
Tille:
Director
Signature:
#: F.M::Ii)' Phone #:
C)' 384-503 Randol h le@sbcitv.
Claim S' ature Authori
E-Mail:
Name:
Name:
Aali ah K. Harkle
Title:
Senior Recreation Supervisor
Signature:
Title:
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: gstaffordtOlhss.sbcountv .gov
Unit Fax #: 909-891-3919
Page 1 of 1
2006-351
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