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Home My WebLink About25-Parks and Recreation C CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: March 26, 2008 Subject: Resolution authorizing the City Manager to execute Amendment No. I to Contract 07-481 A-1 with the County of San Bernardino Department of Aging and Adult Services (DAAS), accepting the amount of $11,051 to replace kitchen equipment at the Fifth Street Senior Center and the Perris Hill Senior Center. MlCC Meeting Date: Apri121, 2008 From: Kevin Hawkins, Director Dept: Parks, Recreation and Community Services Dept. Synopsis of Previous Council Action: June 4,2007 - Mayor and Council adopted Resolution 2007-180 authorizing the Department to apply for and administer the grant from San Bernardino County Department of Aging and Adult Services for the administration of the Senior Nutrition Program. Recommended Motion: --- Adopt Resolution. C Signature Contact person: Aaliyah K. Harkley Phone: 384-5231 Supporting data attached: Stoll "'pn" _n C:nn',,'" R. omAnrtmAn' Ward: 1 &2 FUNDING REQUIREMENTS: Amount: $11 051 Source: (Ar.r.t No) 1?~_"1~_!'i7n4 (Acct Description> Federal & State Programs Fund Finance: Council Notes: Agenda Item No. c ND.)S if jJ.-l / bi c .- I "- c CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the City Manager to execute Amendment No.1 to Contract 07-481 A-I with the County of San Bernardino Department of Aging and Adult Services (DAAS), accepting the amount of $11 ,051 to replace kitchen equipment at the Fifth Street Senior Center and at the Perris Hill Senior Center. Background: The Senior Nutrition Program Contract Amendment No. 1 is an agreement between the City and the County of San Bernardino (DAAS) to provide an additional $11,051 of One Time Only (OTO) funding to replace kitchen equipment at the Fifth Street Senior Center and at the Perris Hill Senior Center. An additional amount of $726.24 has been made available for the implementation of Senior Nutrition Education classes. These funds are available through the Nutrition Services Incentive Program; the City has been a recipient of this funding for the past ten years. When these additional DAAS One Time Only funds are made available each year, the City is notified, and requested to provide a listing of all inoperable and needed equipment for the Senior Nutrition Program. The City requested a replacement for the inoperable ice maker and reach-in refrigerator at the Fifth Street Senior Center, and a steamer table for the Perris Hill Senior Center. DAAS evaluated the City's program needs and made a determination relative to final funding approval in the amount of $11,051. The City's current Contract amount with DAAS is $259,129; this Amendment will increase that amount to $270,180 for the FY 07/08. The revised budget also decreases the City's in-kind match from $108,000 to $21,000. This change is due to the fact that space rent for the building cannot be claimed because the City owns the building. Attached is the revised budget sununary with the County of San Bernardino Department of Aging and Adult Services. Adjustments to the budget have been made which will ensure that the Senior Nutrition Program, which provides meals, nutrition education, counseling and companionship for seniors 60 years or older, will be funded appropriately throughout the program year. The Parks, Recreation and Community Services Department has provided nutritional services to seniors for 30 years. Financial Impact: There is no General Fund cash match required. Recommendation: Adopt Resolution. c 1 RESOLUTION OFTHE MA YORAND COMMON COUNCIL OFTHE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE 2 AMENDMENT NO. I TO CONTRACT 07-481 A-I WITH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), 3 ACCEPTING THE AMOUNT OFSII,OSI TO REPLACE KITCHEN EQUIPMENT AT THE FIFTH STREET SENIOR CENTER AND THE PERRlS HILL SENIOR CENTER 4 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 6 OF SAN BERNARDINO AS FOLLOWS: 7 SECTION 1. That the City Manager is hereby authorized to execute Amendment No. I 8 to Contract 07-481 A-I with the County of San Bernardino Department of Aging and Adult Services 9 to amend Attachments B, B-1 and B-4, increasing funding and changing the Budget summary with the 10 County of San Bernardino Department of Aging and Adult Services. A copy of said document is 11 attached hereto and incorporated herein, marked Exhibit "A." -- \- 12 SECTION 2. That the authorization granted hereunder shall expire and be void and of no 13 further effect if Amendment No. I to Contract 07-481 A-I is not executed by both parties and returned 14 to the Office of the City Clerk within 120 days following the effective date of this Resolution. 15 III 16 III 17 III 18 III 19 III 20 III 21 III 22 III 23 III 24 III 25 III C 26 III 27 III 28 III IlJD. ;)S 4 . ;:;})-t}8 8 COUNCIL MEMBERS: AYES 9 ESTRADA 10 BAXTER 11 BRINKER 12 DERRY 13 KELLEY - i '- 14 JOHNSON 15 MC CAMMACK 16 17 r '- 18 19 20 21 22 23 24 25 C 26 27 28 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT 2 NO. 1 TO CONTRACT 07-481 A-I WITH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), ACCEPTING THE 3 AMOUNT OF $11,051 TO REPLACE KITCHEN EQUIPMENT AT THE FIFTH STREET SENIOR CENTER AND THE PERRIS HILL SENIOR CENTER. 4 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 6 Common Council of the City of San Bernardino at a meeting thereof, held on the _day 7 of , 2008, by the following vote, to wit: NAYS ABSTAIN ABSENT Rachel Clark, City Clerk The foregoing Resolution is hereby approved this _ day of ,2008. PATRlCK J. MORRIS, Mayor City of San Bernardino Approved as to form: JAMES F. PENMAN, City Attorney ./') . . ,f.. ')./. / ....-, By: I//;~j<.:;::d) at ~~dA,c/JJ i ; , ~ cY!lIRJI/ flli I, FAS New Vendor Code Dept Contract Number - SC ~ ~ Change CITYOFS772 OOA 07-481 A-1 Cancel County Department Dept. Orgn. Contractor's License No. II.ging and Adult Services OOA NUT County Department Contract Representative Telephone Total Contract Amount :::hristy Hamilton 386-8145 $270,180 Contract Type o Revenue [i] Encumbered o Unencumbered 0 Other: If not encumbered or revenue contract type, provide reason: Commodity Code Contract Start Date Contract End Date Original Amount Arnend~ntAJnount 95200 July 1, 2007 June 30, 2008 $259,129 $11,051 Fund Dent. Oraanization Aoor. Obi/Rev Source GRClPROJ/JDB No. Amount AAF OOA NUT 200 2445 3C1SBYOB $161,9n AAF OOA NUT 200 2445 NC1SBY08 $34,844 AAF OOA NUT 200 2445 OTOSBY08 $11,051 AAF OOA NUT 200 2445 CF1SBY08 $61,582 AAF OOA NUT 200 2445 NE1SBYOB $726 Project Name Estimated Payment Total by Fiscal Year Nutrition for Seniors FY Amount 110 FY Amount 110 07/08 $11,051 I - - - - FOR COUNTY USE ONLY c~ County of San Bernardino STANDARD CONTRACT Tr-::ONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of Aging ar\....(jult Services, hereinafter called the County, and Name City of San Bernardino Address 600 West 5th Street San Bernardino, CA 92410 hereinafter called Contractor (909) 384-5430 Federal 10 No. or Social Security No. AMENDMENT NO.1 It is hereby agreed to amend Contract No, 07-481 as follows: V. Fiscal Provisions Paragraph A to re?d as amended: A. The maximum amount of funds available under this contract shall not exceed $270,180, of which $208,598 may be federally funded, and shall be subject to availability of funds to the County. The consideration to be paid to contractor, as provided herein, shall be in full payment for all Contractor's services and expenses incurred in the performance hereof, including travel and per diem and is broken out as follows: c PaQe 1 of4 r"'-"- \.- Original Contract Amount Amendment NO.1 $259,129 $11,051 July 1, 2007 through June 30, 2008 July 1, 2007 through June 30, 2008 To be used for the purchase of the following items: Ice Maker Refrigerator Steamer Table C. Contractor will provide a completed Expenditure ReporURequest for Reimbursement form to DAAS by the 20th working day of the month following the month of service, to the address below: DAAS Administration Attn: Nutrition Services Fiscal Clerk 686 East Mill Street San Bernardino, CA 92415-00640 Paragraph J to read as amended: J. Contractor shall ensure that all expenditures are supported by properly executed payroll, time records, invoices, contracts, vouchers, orders and any other accounting documents pertaining in whole or in part to this Contract. Any expenditures claimed must be traceable C to the accounting records for the month claimed. Such documents shall be clearly identified and readily accessible to DAAS staff, as may be required. Paragraph T to read as amended: c T. Matching Contributions The Contractor shall provide in-kind matching contributions of a minimum of $19,304, 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 DAAS 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. P;lnp. , nf .4 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. All other in-kind contributions shall be valued at current market value. /,,-...... "-' b) Paragraph U, Item 1, sub item a to be added as follows: a) Contractor shall submit revised budget, including original and amendment increases, no later than June 1, 2008. Attachment A Section V. Senior Participants Paragraph C., Item 5 is amended to read as follows: 5. Nutrition Education Units of Service: Nutrition Education Units of Service # of sites C-1 Allocation for FY 2007/08 - f '- 7 1656 $726.24 c Paoe 3 of 4 Cather terms and conditions of this Contract remain in full effect. CNTY OF SAN BERNARDINO City of San Bernardino (Print or type name of corporation, company, contractor, etc.) .. Paul Biane, Chairman, Board of Supervisors By .. (Authorized signature - sign in blua ink) Dated Name Fred Wilson (Print or /ypB name of person signing contract) SIGNED AND CERTIFIED THAT A COPY OF THIS DOCUMENT HAS BEEN DELIVERED TO THE CHAIRMAN OF THE BOARD Dena M. Smith Clerk of the Board of Supervisors of the County of San Bernardino. Title City ManaQer (Print or Type) Dated By Deputy Address 600 West 5"' Street San Bernardino, CA 92410 4.pproved as to Legal Form Reviewed by Contract Compliance Presenled to BOS for Signature .. .. Jacqueline Carey-Wilson, Deputy County Counsel Lori Ciabattini, HSS Contracts Unit .. Colleen Krygier. Director )ate Date Date Auditor/Controller-Recorder -')se Onl o Contract Database 0 FAS Input Oat Keyed By APPROVED AS TO FORM: James F. Penman, City Attorney By: Paoe 4 of 4 Attachment B-1 c City of San Bernardino - Senior Nutrition BUDGET LINE ITEMS FOR NUTRITION SERVICES Fiscal Year 2007 - 2008 CONGREGA TE SITES C 1 I!J HOME DELIVERED MEALS C 2 o - I".",.., a I b C=a+b Coet to Provider for the vear Ex. enditure Cateoorv: Cash In-Klnd Annual EXDense 1 Personnel 140,818 140,818 2 Staff Travel 0 3 Staff T rainino 300 300 4 E"uimnent 7,000 7,000 5 Consultants 7,124 7,124 6 Food Cost 116,000 116,000 7 Consumable SUDOlies 11,889 11,889 8 Insurance 0 9 Reoair & Maintenance 8,000 8,000 10 RenllBuildino Snace 0 11 Utilities 21,000 21,000 12 Vehicle Ooerations 8,591 8,591 13 Nutrition Education 726 726 14 Other Exoenses 2,542 . 2,542 15 OTO 11,051 11,051 16 Indirect Cost 0 Total Expenditures 314,041 21,000 335.041 Countv Contract Revenue Sources: . Title IIIC 161,977 . 161,977 NSIP 34,844 34,844 One Time Onlv 11,051 11,051 COBG - OMS 0 COBG - ECO Countv Fundin" 61,582 61,582 Nutrition Education 726 726 Total Countv Contract Revenue Sources 270,180 . 270 180 c Other Revenue Sources: Proaram Income 43,861 43,861 Deferred Income . 0 Matchin!! Cash 0 Matchina In-Kind 21,000 21,000 Nan-Match Cash 0 Nan-Match In-Kind 0 Total Other Revenue Sources 64,861 64,861 '26/2008 3:20 PM 0 TotaTRevenue . 335,041 335041