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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Kevin Hawkins, Director Subject: Resolution authorizing the City
Manager to execute Amendment No. 2 to
Dept: Parks, Recreation and Contract 05/06-747-0056 RD with the San
Community Services Dept. Bernardino City Unified School District for
the Creative Before and After School
Date: May 16, 2008 Program for Success (CAPS) for FY 08/09.
M/CC Meeting Date: June 16, 2008
Synopsis of Previous Council Action:
8/8/07 — Mayor and Council adopted Resolution No. 2007-320 authorizing the City Manager to
execute an Agreement with the San Bernardino City Unified School District to provide
contractual services for fourteen (14) Creative Before & After-School Programs for Success at
school district sites for the period July 1, 2007, through June 30, 2008.
5/5/08 - Council adopted Resolution No. 2008-141, authorizing execution of Amendment No. 1
to contract 05/06-747-0056 RD, 2007-320 with the San Bernardino City Unified School District
to include Exhibit A: Fee Schedule 07/08 April 24, 2008.
5/27/08—Grants Committee continued item to the June 10, 2008 Grants Committee meeting.
6/10/08—Grants Committee recommended for approval.
Recommended Motion:
Adopt Resolution.
Signature
Contact person: Jan Wages Phone: 384-5231
Supporting data attached: std Contract&amendment Ward: All Wards
FUNDING REQUIREMENTS: Amount: Contract funding not to exceed $266,000.
Source: iAcet No-) 193-594-5014 C_A P S
(Acct Description) F ederal R State Programs Fund
Finance:
Council Notes: �sv aoa�-ay�
Agenda Item No. a5�__
'Pi I c_0 I b �
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. 2 to Contract 05/06-747-0056 RD with the San
Bernardino City Unified School District for the Creative Before and After School Program for
Success (CAPS) for FY 08/09.
I
Background:
On August 8, 2007, Council adopted Resolution 2007-320 authorizing the City Manager to
execute an Agreement with the San Bernardino City Unified School District to provide
contractual services for fourteen (14) Creative Before & After-School Programs for Success
(CAPS) at school district sites for the period July 1, 2007, through June 30, 2008. On March 5,
2008, Council authorized execution of Amendment No. 1 to the Agreement, which added a fee
schedule for FY 07/08.
The City has served as a sub-contractor to the School District since 1999, providing personnel
for the various CAPS recreational activities.
City staff received Amendment No. 2 to Master Agreement No. 05/06-747-0056 RD from the
San Bernardino City Unified School District (Attachment "A") on May 15, 2008. Amendment
No. 2 covers the period July 1, 2008 through June 30, 2009, with three annual options to renew
at the discretion of the School District. The District agrees to compensate the City in a total
amount not to exceed $266,000, based upon the estimated costs submitted by each school site
on April 29, 2008 (Exhibit I).
The reimbursement rate per hour, as determined by SBUSD, will be $13.50, which will be
billed on a monthly basis. The current hourly rate of personnel assigned to the program range
from $8.00 to $12.80 per hour. Reimbursements received over and above the actual monthly
cost of the program will be deposited into a"Program Income" account (123-594-5957). These
monies can fund required administrative support program expenses for monitoring CAPS
personnel, as well as other CAPS related expenses such as training, workshop registration,
tuition reimbursement, mileage, the cost of shirts, fingerprinting, drug testing, etc. Based upon
the current level of CAPS staffing/rates of pay, it is anticipated that program income in the
amount of$36,500 will be available to cover CAPS related expenses.
At the May 27, 2008 meeting of the Grants Committee, Committee Members requested
information relative to the types of assistance to students that are being provided through the
CAPS program. Staff has affirmed that the curriculum, staffing ratio, etc. is determined by the
principal at each school site. The School District contracts with the City to provide employees
to staff the program. The Recreation Aides, Recreation Leaders and Senior Recreation
Leaders are responsible for the implementation of organized or informal recreational activities
for the students during non-instructional times such as after school programs. The difference
between the three levels of the recreation staff position is prior experience and first aid
certification. Services provided to the CAPS program by Recreation staff include the
following:
1. Observe fundamental courtesies on the playground and recreation areas by following the
rules of the school's discipline plan.
2. Facilitate wholesome, non-discriminatory games, craft activities, and play activities.
3. Issue and collect games, materials, equipment for sports and recreational activities.
4. Instruct students on games and group activities.
5. Officiate athletic games.
6. Encourage cooperative play and positive social interactions.
7. Observe all school safety activities.
8. Do not allow students to partake in hazardous situations, such as retrieving a ball outside of
the yard, climbing a tree or building, hanging or removing tether balls, chasing dogs, etc.
9. Know and follow the established procedures in case of accidents of injuries.
Financial Impact:
Funding from the San Bernardino City Unified School District for this contract funded program
shall not exceed $266,000 for FY 08/09.
Recommendation:
i
Adopt Resolution.
i
`ARNARDINO ITY Arturo Delgado, Ed-D.
UNIFIED SCHOOL DISTRICT Superintendent
Mohammad Z. Islam, Assistant Superintendent, Business and Finance
Caution: Please note that services contemplated under this contract may not be performed
until the agreement has been signed by both authorized signatories and a School District
Purchase Order has been issued.
May 15, 2008
o
pf,
Kevin Hawkins, Director S
City of San Bernardino Parks and Recreation Service
201-A North E Street
San Bernardino, CA 92410
Dear Mr. Hawkins:
I have enclosed two copies of Amendment No. 2 to the Master Agreement to provide CAPS
related services to District schools along with the Contractor Certification and W-9 forms.
Please ask Mr. Wilson to review the amendment and Exhibit I, and if they meet his expectations,
to sign and date the amendment, and return both to me with the completed forms. Please ask
your insurance broker to send me a Certificate of Insurance as soon as it is available for the
2008/09 fiscal year. As soon as the Assistant Superintendent has signed the amendment, and the
file is complete, I will create a purchase order and return to you the fully executed amendment
and the purchase order for your file.
Naturally,please contact me if you have any questions regarding the amendment.
Sincerely,
"4
Richard Doolittle
Contract Analyst
Purchasing Services
Enclosures
PURCHASING DEPARTMENT
777 No. "F" Street. • San Bernardino, CA 92410 • (909) 381-1131 • Fax (909) 381-0989
Richard.Doolittle @sbcusd.kl2.ca.us
Contract No.:05/06-747-0056 RD
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
777 North F Street
San Bernardino, CA 92410
AMENDMENT NO. 2 TO THE AGREEMENT FOR
THE CREATIVE BEFORE AND AFTER SCHOOL PROGRAM FOR SUCCI
THIS AGREEMENT is made and entered into this 1St day of July 2008, by and between the SAN
BERNARDINO CITY UNIFIED SCHOOL DISTRICT, hereinafter referred to as the
"DISTRICT", and CITY OF SAN BERNARDINO PARKS, RECREATION &
COMMUNITY SERVICES DEPARTMENT,hereinafter referred to as the"CITY".
RECITALS
WHEREAS, the DISTRICT is authorized by Section 53060 of the California Government Code
to contract with and employ any persons for the furnishing of special services and advice in
financial, economic, accounting, engineering, legal, or administrative matters, if such persons are
specially trained and experienced and competent to perform the special services required; and,
WHEREAS, the CITY itself is, or those hired by the CITY are, specially trained, experienced
and competent to render the special services required by the DISTRICT, and such services are
needed on a limited basis; and,
NOW, THEREFORE, the DISTRICT and the CITY mutually agree to amend the Master
Agreement as follows:
I. TERM OF AGREEMENT
A. This Agreement shall be for a period beginning July 1, 2008, through June 30,
2009 with three annual options to renew at the discretion of the DISTRICT.
IV. CITY'S FEE AND PAYMENT THEREOF
A. The DISTRICT agrees to compensate the CITY for services rendered in a total
amount not to exceed $266,000.00 (two hundred sixty six thousand dollars) based
on the 2008-09 PARKS and RECREATION ESTIMATED COST, dated April
29, 2008, and attached hereto as Exhibit I which details the DISTRICT school
sites participating under the Master Agreement, the number of YMCA NCLB
qualified employees and YMCA Grandfathered employees for each site and their
respective rates of pay.
This Amendment is effective upon execution. In the event of any conflict or inconsistency
between the provisions of this Amendment and the original Agreement, the provisions of this
Amendment shall control. All other terms and conditions of the original Agreement shall remain
the same.
CAPS Program:City of San Bernardino Parks,Recreation&Community Services Department Page 1 of 2
Contract No.:05/06-747-0056 RD Amendment No.2
IN WITNESS WHEREOF, the parties are duly authorized and have the capacity to enter into and
execute this Amendment No. 2 as set forth below.
IN WITNESS WHEREOF, the parties have executed this Agreement as set forth below.
CITY OF SAN BERNARDINO PARKS, SAN BERNARDINO CITY UNIFIED
RECREATION& COMMUNITY SERVICES SCHOOL DISTRICT
DEPARTMENT
FRED WILSON MOHAMMAD Z. ISLAM
City Manager Assistant Superintendent
Business and Finance
Date: Date: June 4, 2008
Approved as to Form:
Special Counsel
CAPS Program:City of San Bernardino Parks,Recreation&Community Services Department Page 2 of 2
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 2 TO CONTRACT 05/06-747-0056 RD WITH THE SAN
4 BERNARDINO CITY UNIFIED SCHOOL DISTRICT FOR THE CREATIVE BEFORE
AND AFTER SCHOOL PROGRAM FOR SUCCESS (CAPS) FOR FY 08/09.
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. 2 to
8
Contract 05/06-747-0056 RD with the San Bernardino City Unified School District for the
9
Creative Before and After School Program for Success (CAPS) for FY 08/09. A copy of said
10
11 document is attached hereto and marked Attachment"A".
12 SECTION 2. That the authorization granted hereunder shall expire and be void and of no
13 further effect if Amendment No. 2 to Contract 05/06-747-0056 RD is not executed by both parties
�= 14
and returned to the Office of the City Clerk within 120 days following the effective date of the
15
Resolution.
16
17
18 U/
19
20
21
22
23
24
25
26
27
28
��. as
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 2 TO CONTRACT 05/06-747-0056 RD WITH THE SAN
3 BERNARDINO CITY UNIFIED SCHOOL DISTRICT FOR THE CREATIVE BEFORE
AND AFTER SCHOOL PROGRAM FOR SUCCESS (CAPS) FOR FY 08/09.
4
1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5
6 and Common Council of the City of San Bernardino at a meeting thereof, held
7 on the day of , 2008, by the following vote, to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 ESTRADA
10 BAXTER
11 BRINKER
12
DERRY
13
14 KELLEY
15 JOHNSON
16 MCCAMMACK
17
18
19 Rachel G. Clark, City Clerk
20
The foregoing resolution is hereby approved this day of ,
21 2008.
22
23 Patrick J. Morris, Mayor
City of San Bernardino
24
25 Approved as to Form:
26
Special Counsel
27
28
'1
Attachment "A"
Contract No.:05/06-747-0056 RD Amendment No.2
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
777 North F Street
San Bernardino, CA 92410
AMENDMENT NO. 2 TO THE AGREEMENT FOR
THE CREATIVE BEFORE AND AFTER SCHOOL PROGRAM FOR SUCCESS (CAPS)
THIS AGREEMENT is made and entered into this I" day of July 2008,by and between the SAN
BERNARDINO CITY UNIFIED SCHOOL DISTRICT, hereinafter referred to as the
"DISTRICT", and CITY OF SAN BERNARDINO PARKS, RECREATION &
COMMUNITY SERVICES DEPARTMENT, hereinafter referred to as the"CITY".
RECITALS
WHEREAS, the DISTRICT is authorized by Section 53060 of the California Government Code
to contract with and employ any persons for the furnishing of special services and advice in
financial, economic, accounting, engineering, legal, or administrative matters, if such persons are
specially trained and experienced and competent to perform the special services required; and,
WHEREAS, the CITY itself is, or those hired by the CITY are, specially trained, experienced
and competent to render the special services required by the DISTRICT, and such services are
needed on a limited basis; and,
NOW, THEREFORE, the DISTRICT and the CITY mutually agree to amend the Master
Agreement as follows:
I. TERM OF AGREEMENT
A. This Agreement shall be for a period beginning July 1, 2008, through June 30,
2009 with three annual options to renew at the discretion of the DISTRICT.
IV. CITY'S FEE AND PAYMENT THEREOF
A. The DISTRICT agrees to compensate the CITY for services rendered in a total
amount not to exceed $266,000.00 (two hundred sixty six thousand dollars)based
on the 2008-09 PARKS and RECREATION ESTIMATED COST, dated April
29, 2008, and attached hereto as Exhibit I which details the DISTRICT school
sites participating under the Master Agreement, the number of YMCA NCLB
qualified employees and YMCA Grandfathered employees for each site and their
respective rates of pay.
This Amendment is effective upon execution. In the event of any conflict or inconsistency
between the provisions of this Amendment and the original Agreement, the provisions of this
Amendment shall control. All other terms and conditions of the original Agreement shall remain
the same.
CAPS Program: City of San Bernardino Parks,Recreation&Community Services Department Pagel of 2
Contract No.: 05/06-747-0056 RD Amendment No. 2
IN WITNESS WHEREOF, the parties are duly authorized and have the capacity to enter into and
execute this Amendment No. 2 as set forth below.
IN WITNESS WHEREOF, the parties have executed this Agreement as set forth below.
CITY OF SAN BERNARDINO PARKS, SAN BERNARDINO CITY UNIFIED
RECREATION & COMMUNITY SERVICES SCHOOL DISTRICT
DEPARTMENT
FRED WILSON MOHAMMAD Z. ISLAM
City Manager Assistant Superintendent
Business and Finance
Date: Date: June 4, 2008
Approved as to Form:
Special Counsel
CAPS Program:City of San Bernardino Parks,Recreation&Community Services Department Page 2 of 2
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Contract No.:05/06-747-0056 RD Amendment No.2
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
777 North F Street
San Bernardino, CA 92410
AMENDMENT NO. 2 TO THE AGREEMENT FOR
THE CREATIVE BEFORE AND AFTER SCHOOL PROGRAM FOR SUCCESS (CAPS)
THIS AGREEMENT is made and entered into this I" day of July 2008,by and between the SAN
BERNARDINO CITY UNIFIED SCHOOL DISTRICT, hereinafter referred to as the
"DISTRICT", and CITY OF SAN BERNARDINO PARKS, RECREATION &
COMMUNITY SERVICES DEPARTMENT, hereinafter referred to as the"CITY".
RECITALS
WHEREAS, the DISTRICT is authorized by Section 53060 of the California Government Code
to contract with and employ any persons for the furnishing of special services and advice in
financial, economic, accounting, engineering, legal, or administrative matters, if such persons are
specially trained and experienced and competent to perform the special services required; and,
WHEREAS, the CITY itself is, or those hired by the CITY are, specially trained, experienced
and competent to render the special services required by the DISTRICT, and such services are
needed on a limited basis; and,
NOW, THEREFORE, the DISTRICT and the CITY mutually agree to amend the Master
Agreement as follows:
I. TERM OF AGREEMENT
A. This Agreement shall be for a period beginning July 1, 2008, through June 30,
2009 with three annual options to renew at the discretion of the DISTRICT.
IV. CITY'S FEE AND PAYMENT THEREOF
A. The DISTRICT agrees to compensate the CITY for services rendered in a total
amount not to exceed $266,000.00 (two hundred sixty six thousand dollars) based
on the 2008-09 PARKS and RECREATION ESTIMATED COST, dated April
29, 2008, and attached hereto as Exhibit I which details the DISTRICT school
sites participating under the Master Agreement, the number of YMCA NCLB
qualified employees and YMCA Grandfathered employees for each site and their
respective rates of pay.
This Amendment is effective upon execution. In the event of any conflict or inconsistency
between the provisions of this Amendment and the original Agreement, the provisions of this
Amendment shall control. All other terms and conditions of the original Agreement shall remain
the same.
CAPS Program:City of San Bernardino Parks,Recreation&Community Services Department Page 1 of 2
I
Contract No.: 05/06-747-0056 RD Amendment No.2
IN WITNESS WHEREOF, the parties are duly authorized and have the capacity to enter into and
execute this Amendment No. 2 as set forth below.
IN WITNESS WHEREOF, the parties have executed this Agreement as set forth below.
CITY OF SAN BERNARDINO PARKS, SAN BERNARDINO CITY UNIFIED
RECREATION & COMMUNITY SERVICES SCHOOL DISTRICT
DEPARTMENT
FRED WILSON MOHAMMAD Z. ISLAM
City Manager Assistant Superintendent
Business and Finance
Date: Date: June 4, 2008
Approved as to Form:
Special Counsel
CAPS Program: City of San Bernardino Parks,Recreation&Community Services Department Page 2 of 2
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Contract No.: 05/06-747-0056 RD Amendment No.2
SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT
777 North F Street
San Bernardino, CA 92410
AMENDMENT NO. 2 TO THE AGREEMENT FOR
THE CREATIVE BEFORE AND AFTER SCHOOL PROGRAM FOR SUCCESS (CAPS)
THIS AGREEMENT is made and entered into this lst day of July 2008, by and between the SAN
BERNARDINO CITY UNIFIED SCHOOL DISTRICT, hereinafter referred to as the
"DISTRICT", and CITY OF SAN BERNARDINO PARKS, RECREATION &
COMMUNITY SERVICES DEPARTMENT, hereinafter referred to as the "CITY".
RECITALS
WHEREAS, the DISTRICT is authorized by Section 53060 of the California Government Code
to contract with and employ any persons for the furnishing of special services and advice in
financial, economic, accounting, engineering, legal, or administrative matters, if such persons are
specially trained and experienced and competent to perform the special services required; and,
WHEREAS, the CITY itself is, or those hired by the CITY are, specially trained, experienced
and competent to render the special services required by the DISTRICT, and such services are
needed on a limited basis; and,
NOW, THEREFORE, the DISTRICT and the CITY mutually agree to amend the Master
Agreement as follows:
1. TERM OF AGREEMENT
A. This Agreement shall be for a period beginning July 1, 2008, through June 30,
2009 with three annual options to renew at the discretion of the DISTRICT.
IV. CITY'S FEE AND PAYMENT THEREOF
A. The DISTRICT agrees to compensate the CITY for Services rendered in a total
amount not to exceed $266,000.00 (two hundred sixty six thousand dollars) based
on the 2008-09 PARKS and RECREATION ESTIMATED COST, dated April
29, 2008, and attached hereto as Exhibit I which details the DISTRICT school
sites participating under the Master Agreement, the number of YMCA NCLB
qualified employees and YMCA Grandfathered employees for each site and their
respective rates of pay.
This Amendment is effective upon execution. In the event of any conflict or inconsistency
between the provisions of this Amendment and the original Agreement, the provisions of this
Amendment shall control. All other terms and conditions of the original Agreement shall remain
the same.
CAPS Program:City of San Bernardino Parks,Recreation&Community Services Department Page 1 of 2
Contract No.: 05/06-747-0056 RD Amendment No. 2
IN WITNESS WHEREOF, the parties are duly authorized and have the capacity to enter into and
execute this Amendment No. 2 as set forth below.
IN WITNESS WHEREOF, the parties have executed this Agreement as set forth below.
CITY OF SAN BERNARDINO PARKS, SAN BERNARDINO CITY UNIFIED
RECREATION & COMMUNITY SERVICES SCHOOL DISTRICT
DEPARTMENT
FRED WILSON MOHAMMAD Z. ISLAM
City Manager Assistant Superintendent
Business and Finance
Date: Date: June 4, 2008
Approved as to Form:
Special Counsel
CAPS Program:City of San Bernardino Parks,Recreation&Community Services Department Page 2 of 2
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