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RESOLUTION (ID#2671) DOC ID: 2671 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Agreement/Contract Amendment
From: Mickey Valdivia M/CC Meeting Date: 09/16/2013
Prepared by: Harriet Myers, (909) 384-5233
Dept: Parks, Recreation&Community Ward(s): All
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Ratifying the
Execution of Fas Standard Contract 13-546 A-1 (Amendment No. 1 to Contract 13-546) with the
County of San Bernardino Department of Aging and Adult Services (Daas), Dividing the
Contract into Two Budget Periods: Budget Period One from July 1, 2013 — September 30, 2013
and Budget Two from October 1, 2013 — June 30, 2014, for a Total Grant Amount of$210,122
and Authorizing the City Manager to Direct the Finance Director to Execute Two Financial
Budgets. (#2671)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: —$340,978
Balance as of. _July 1, 2013
Balance after approval of this item: _$340,978
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred but not yet processed.
The amount of grant funding available for FY 13/14 is $210,122; this was approved at a prior
Mayor and Common Council Meeting on July 15, 2013. This required and appropriation of
$210,122 in additional grant fund revenues in account number 123-513-0075-XXXX-0000 and
an expenditure appropriation of$210,122 in account number 123-380-0075-XXXX-0513.
Authorize the Director of Finance to incorporate the changes into the FY 2013-2014 Budgets in
two periods: Period One July 1, 2013 - September 30, 2013 in the amount of$53,289 and Period
Two October 1, 2013 -June 30, 2014 in the amount of$156,833 for a total of$210,122. There is
no General Fund cash match required; the City's in-kind contribution is budgeted at $21,102 for
Period One and$63,305 Period Two for a total in-kind contribution of$84,407 for FY 13/14,
which is a 39.85% contribution. The minimum in-kind matching contribution requirement by
Contract for FY 13/14 is 11.11%. This is met through a percentage of personnel,building, and
utility costs, which are funded in the Parks, Recreation and Community Services operating
budget(001-380-0075-xxxx-0513). The program's revenue goal includes collecting $46,449 in
`Program Income' or meal recipient to support meal service, which is approximately 75% of the
suggested donation rate per meal recipient of$1.75.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
Updated: 9/11/2013 by Shauna Britton B Packet Pg:89
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July 15, 2013 - Resolution No. 2013-203 to execute County Contract 13-546 in the amount of
$210,122 for the FY 2013-2014 Senior Nutrition Program and authorize annual food vendor
purchase orders.
March 4, 2013 - Resolution No. 2013-42, Amendment No. 5 to County Contract 10-318 A-5 to
accept increase contract amount to $277,294 and authorize change orders to increase annual food
purchase orders.
May 21, 2012 - Resolution No. 2012-87, Amendment No. 4 to County Contract 10-318 A-4 to
increase contract amount to $233,732.
March 19, 2012 - Resolution No. 2012-47. Amendment No. 3 to County Contract 10-318 A-3 to
increase annual food vendor purchase orders.
May 16, 2011 - Resolution No. 2011-105 Amendment No. 2 to County Contract 10-318 A-2 to
execute FY 2011-2012 Budget for Senior Nutrition Program.
April 4, 2011 - Resolution No. 2011-81 Amendment No. 1 to County Contract 10-318 A-1 to
increase budget to $259,462 (increase of $82,502) for FY 2011-2012 for Senior Nutrition
Program and increase annual food vendor purchase orders through FY 2012-13.
October 4, 2010 - Resolution No. 2010-332 issuance of annual purchase orders in aggregate to
Sysco Foods, Merit Day and Ross Swiss for the Senior Nutrition Program not to exceed$73,082.
May 17, 2010 - Resolution No. 2010-109 to execute the Contract 10-318 for FY 2010-2011
Senior Nutrition Program as part of 3-year grant allocation contract with County DAAS.
Background:
The Mayor and Common Council approved the acceptance of $210,122 grant award from the
County of San Bernardino for the Senior Nutrition Program for the Fiscal Year 2013-2014 at the
Joint Regular Meeting of the Mayor and Common Council on July 15, 2013. The Financial
Accounting System Standard Contract No. 13-546 for Senior Nutrition Services is an agreement
between the City and the County of San Bernardino Department of Adult and Aging Services
(DAAS) to provide senior nutrition services for the County of San Bernardino for the period of
July 1, 2013 through June 30, 2014. During the last full year of meal services in FY 11/12, the
Senior Nutrition Program served 47,335 total meals for a daily average of 189 meals or 250
individual clients at six (6) nutrition sites: 5th Street Senior Center, Perris Hill Senior Center,
New Hope Family Life Center, Hernandez Community Center, Lytle Creek Community Center,
and Highland Senior Center.
The previous 3-year grant cycle contract ended June 30, 2013, and FY 13/14 Senior Nutrition
meal services contract began July 1, 2013. This contract for Senior Nutrition Services covers the
first year of a 3-year grant cycle with Fiscal Year 2013/14 in the amount of$210,122. Attached
is Amendment No. 1 to County Contract No. 13-546 (A-1). Amendment No. 1 separates the
original grant award amount of$210,122 into two Budget Periods. Budget Period One is for the
period of July 1, 2013 through September 30, 2013. Budget Period Two is for the period of
October 1, 2013 through June 30, 2014. The two periods are mandated by the State in order to
comply with Federal Sequestration requirements and will apply only to Fiscal Year 2013-2014.
Federal funds budgeted for Budget Period One cannot be transferred to Budget Period Two.
The FY 13/14 requested contract amount is $210,122 with the program expecting to serve 47,000
congregate meals at six meal sites. The County Contract requires 36,166 meals to be served and
approves a meal rate for compensation of$5.81 per meal. This year's proposed allocation from
the County is approximately $65,000 less than the Application request. The County has
Updated:9/11/2013 by Shauna Britton B I Packet Pg. 90
2671
experienced delays in awarding contract amounts due to Federal sequestration of funds this year
but does anticipate a tentative award date in late June, 2013 and anticipates the City's award in
the amount as proposed. The Sequestration is also the reason that all senior nutrition food service
providers have seen budget reductions this year. Furthermore, One-Time-Only (OTO) funds at
mid-year are also not anticipated for both the 2013-2014 and 2014-2015 fiscal years. The City
may need to limit the number of daily meals it provides to seniors as a result of these reduced
allocations.
In conformance with the provisions of the grant, the proposed action is to execute the first year
of a new three-year agreement and to issue annual purchase orders in two budget periods for the
food vendors Sysco Foods, Merit Day, and Ross Swiss, exercising the first of two single-year
renewals, to provide these meals in an aggregate amount of $84,430 (Budget Period One =
$28,791 and Budget Period Two = $55,639) for the term of one year having begun on July 1,
2013. As the City progresses through the bankruptcy process, and as the budgeted costs for these
food items are likely to fluctuate during the next three fiscal years, the first-year renewal option
is determined to be the best approach. The approval of this recommended action will allow the
Senior Nutrition Program to comply with the County administrator of these funds and to
continue the delivery of nutrition services uninterrupted to the City's senior population.
City Attorney Review:
Supporting Documents:
Resolution Senior Nutrition Grant Amendment (DOCX)
2013-14 Sr Nutr Council Res Exhibit A 9-16-13 (PDF)
Signed Contract CM 13-546-A-1 (PDF)
Updated:9/11/2013 by Shauna Britton B Packet Pg. 91
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO RATIFYING THE EXECUTION OF FAS STANDARD CONTRACT 13-546 A-1
3 (AMENDMENT NO. 1 TO CONTRACT 13-546) WITH THE COUNTY OF SAN BERNARDIN
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), DIVIDING THE CONTRAC
4 INTO TWO BUDGET PERIODS: BUDGET PERIOD ONE FROM JULY 1,2013—SEPTEMBE
30, 2013 AND BUDGET TWO FROM OCTOBER 1, 2013 — JUNE 30, 2014, FOR A TOTA
5 GRANT AMOUNT OF $210,122 AND AUTHORIZING THE CITY MANAGER TO DIREC
THE FINANCE DIRECTOR TO EXECUTE TWO FINANCIAL BUDGETS.
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY O
SAN BERNARDINO AS FOLLOWS:
7
8 SECTION 1. The Mayor and Common Council hereby ratifies execution of FAS Standar
9 Agreement No. 13-546 A-1 (Amendment No. 1 to FAS Standard Agreement No. 13-546)with the County
of San Bernardino, for a grant in the total amount of$210,122 ($53,289 for Budget Period One, July I
10 2013-September 30, 2013 and $156,833 for Budget Period Two, October 1, 2013-June 30, 2014) for
11 one-year period -July 1, 2013 through June 30, 2014, a copy of which is attached hereto, marked Exhibi
12 "A"and incorporated herein by reference as fully as though set forth at length.
13 SECTION 2. That the City Manager is hereby authorized to direct the Director of Finance o
14 his designee to appropriate the grant expenditures into two financial budget periods.
15 SECTION 3. The authorization granted hereunder shall expire and be void and of no furthe
16 effect if the Amendment to the Agreement is not executed by both parties and returned to the Office o
17 the City Clerk within one hundred and twenty days(120)days following effective date of the Resolution.
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO RATIFYING THE EXECUTION OF COUNTY CONTRACT 13-546 A-1
2 (AMENDMENT NO. 1 TO CONTRACT 13-546) WITH THE COUNTY OF SAN BERNARDIN
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), DIVIDING THE CONTRACT
3 INTO TWO BUDGET PERIODS: BUDGET PERIOD ONE FROM JULY 1,2013—SEPTEMBEIR
30, 2013 AND BUDGET TWO FROM OCTOBER 1, 2013 — JUNE 30, 2014, FOR A TOTAL
4 GRANT AMOUNT OF $210,122; AUTHORIZING THE CITY MANAGER TO DIRECT THE
FINANCE DIRECTOR TO EXECUTE TWO FINANCIAL BUDGETS.
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an
6 Common Council of the City of San Bernardino at a meeting thereof, held on the
7 day of , 2013, by the following vote,to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
10 JENKINS
VALDIVIA
11
SHORETT
12
KELLEY
13
JOHNSON
14 MC CAMMACK
15
16 Georgeann Hanna, City Clerk
17
The foregoing resolution is hereby approved this day of 2013.
'
18
Patrick J. Morris, Mayor
19 Approved as to Form: City of San Bernardino
20 JAMES F. PENMAN, City Attorney
21 By:
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EXHIBIT "A"
FOR COUNTY USE ONLY
.� Z New FAS Vendor Code Dept. Contract Number
Change
Cancel CITYOFS772 `SC OOA A 13-546 A-1
ePro Vendor Number ePro Contract Number
00003036 146518
County Department Dept. Orgn. Contractors License No.
Department of Aging and Adult Services OOA 210
County Department Contract Representative Telephone Total Contract Amount
County of San Bernardino Gloria Perez (909)386-8145 $210,122
FAS Contract Type
Rev nue Encumbered P Unencumbered Fl Other
STANDARD CONTRACT If not encumbered or revenue contract type,provide reason:
Commodity Code Contract Start Oate Contract End Date Original Amount Amendment Amount
95200 July 1,2013 June 30,2014 $210,122 $0
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
$
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Program FY Amount I/D FY Amount 1/0
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 hereinafter called Contractor
Address
300 North D Street
San Bernardino, CA 92418
Telephone Federal ID No.or Social Security No.
(909)384-5434
IT IS HEREBY AGREED AS FOLLOWS:
AMENDMENT NO. 1
It is hereby agreed to amend Contract No. 13-546 as follows:
V. FISCAL PROVISIONS
Paragraph A is amended to read as follows:
A. The maximum amount of funds available for payment under this Contract shall not exceed $210,122, of
which $193,007 may be federally funded, and shall be subject to availability of funds to the County, The
consideration to be paid to Contractor shall be in full payment for all Contractor's services and expenses
incurred in the performance hereof, including travel and per diem. Contract will be divided into two budget
Auditor-ControllerIFressurer'rax Collector Use Onl
❑Contract Database 0 FAS
Input Date Keyed By
Page 1 of 3
periods as mandated by the State in order to comply with Federal Sequestration requirements and will
apply only to Fiscal Year 2013-14. Budget Period One is for the period of July 1, 2013 through September
30, 2013. Budget Period Two is for the period of October 1, 2013 through June 30, 2014. Federal funds
provided for Budget Period One cannot be transferred to Budget Period Two. A separate budget for each
period of the contract is attached (ATTACHMENT 1). Funds for payment shall be made available as
follows:
Budget Period One Budget Period Two Total
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
Congregate Meals $53,289 $156,833 $210,122
Paragraph B is amended to read as follows:
B. Contractor shall be compensated on a fee-for-service basis based on the following rate and number of
meals as listed below:
Budget Period One Budget Period Two Total
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
Congregate Meals $5.81 for 9,172 meal $5.81 for 26,994 meals $5.81 for 36,166 meals
Paragraph H, Item 5 is amended to read as follows:
5. Budget revisions will only be allowed during Budget Period Two, October 1, 2013 through
June 30, 2014. The final date to submit a budget revision is March 30, 2014 unless
otherwise specified by the County.
Paragraph J, Item 2a3 is amended to read as follows:
3) 2013-14 reports are due as follows:
• Financial Close-out Reports: For the period of July 1, 2013 through September
30, 2013, report must be submitted by October 31, 2013; for the period of
October 1, 2013 through June 30, 2014, report must be submitted by July 31,
2014.
• Periodic Inventory Reports: For the period of July 1, 2013 through September 30,
2013, report must be submitted by October 31, 2013; for the period of October 1,
2013 to June 30, 2014, report must be 1933submitted by July 31, 2014.
• Single Audit or Financial Statement: A combined report for Budget Period One
and Budget Period Two must be submitted by August 1, 2014.
• Schedule of Expenditures of Federal Awards (SEFA): A combined report for
Budget Periods One and Two must be submitted by August 1, 2014.
Paragraph R is amended to read as follows:
1. The Contractor shall provide cash or in-kind matching contributions of a minimum of$7,601
for 2013-14 which is the Title III portion of the contract multiplied by 11.11%. Matching
contributions for each budget periods are as follows:
Budget Period One Budget Period Two Total
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
Congregate Meals $4,711 $13,863 $18,574
Page 2 of 3
2. Matching contributions must be for allowable costs as determined by CDA. Allowable costs
may include, but are not limited to, rent, utilities, supplies, and personnel (volunteers),
3. Uncompensated indirect expense or Contractor-allocated overhead expenses may be
claimed as an in-kind matching expense if such expenses were determined on the basis of
an approved indirect cost rate plan.
4. Contractor shall identify the source and amount for all matching contributions in the
Matching Funds Narrative (ATTACHMENT L). The identified matching contributions shall be
reported to DAAS by the Contractor on the monthly or quarterly basis as specified in Section
V, Paragraph J,
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.
b. All other in-kind contributions shall be valued at current market value.
ATTACHMENT I — PROGRAM BUDGETS — Budget Period One from July 1. 2013 through September 30
2013 and Budget Period Two from October 1, 2013 through June 30, 2014 replace Program Budgets FY 13-
14.
ATTACHMENT L — Matching Funds Narrative — Budget Period One from July 1 2013 through September
30 2013 and Budget Period Two from October 1 2013 through June 30 2014 replace Program Budgets FY
13-14.
All other terms and conditions remain in full force and effect.
COUNTY OF SAN BERNARDINO
(Print or type name of corporation, company,contractor,etc.)
► By ►
Janice Rutherford, Chair, Board of Supervisors (Authorized signature-sign in blue ink)
Dated: Name
(Print or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE Title
CHAIRMAN OF THE BOARD (Print or Type)
Laura H. Welch Dated:
Clerk of the Board of Supervisors
of the County of San Bernardino
By Address
Deputy
Approved as to Legal Form Reviewed by Contract Compliance Presented to BOS for Signature
► ► IN-
Jacqueline Carey-wilson Department Head
Deputy County Counsel
Date Date Date
APPROVED AS TO FORM:
James F. Penman, City Attorney Page of
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COUNTY OF SAN BERNARDINO NUTRITION SERVICES ATTACHMENT [
PROGRAM BUDGET
Provider:City of San Bernardino Period:07/01/13-09/30/13 ORIG X Amend
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2
Section I: Prepare this section based on annual estimated cost to serve the meals.
A b C=a+b
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $30,000 $9,647 $39,647
2 Staff Travel&Training
3 Property
4 Non-Inventory Equipment
5 Consultants
6 Catered Food
7 Raw Food $25,721 $25,721
8 Other Expenses;
a. Consumable Supplies $3,070 $3,070
b. Insurance
c. Repair&Maintenance
d. Rent/Building Space
e. Utilities $11,455 $11,455
f. Vehicle Operations
g. Miscellaneous
9 Indirect Cost
OR 10 Nutrition Education $132 $132
Total Expenditures(add lines 1-10) $58,923 $21,102 $80,025
Revenue Sources:
State funds $4,340
$4,340
Federal Funds $42,400 $42,400
NSIP $6,549
$6,549
State Special Nutrition Funds
County funds
Program Income $5,634 $5,634
Deferred Income
Matching Cash
Matching In-Kind $21,102 _ $21,102
Non-Match Cash
Non-Match In-Kind
Total Revenue $80,025 $80,025
Section II: Prepare this section based on estimated number of meals that will be served
multiplied by meal cost per unit.
D E f=d*e
Estimated annual number of meals Proposed meal cost per unit Annual Budget
9,172 $5.81 $53,289
Page ] of 2
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COUNTY OF SAN BERNARDINO NUTRITION SERVICES ATTACHMENT
PROGRAM BUDGET
Provider:City of San Bernardino Period:10/01/13-06/30/14 ORIG X Amend_
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2
Section I: Prepare this section based on annual estimated cost to serve the meals.
A b C=a+b
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $120,571 $28,940 $149,511
2 Staff Travel&Training
3 Property
4 Non-Inventory Equipment
5 Consultants $15,500 $15,500
6 Catered Food
7 Raw Food $50,709 $50,709
8 Other Expenses:
a. Consumable Supplies $4,930 $4,930
b. In
c. Repair&Maintenance $1,500 $1,500
d. Rent/Building Space
e. Utilities $34,365 $34,365
f. Vehicle Operations $1,000 $1,000
g. Miscellaneous $3,000 $3,000
9 Indirect Cost
10 Nutrition Education $438 $438
Total Expenditures(add lines 1-10) $197,648 $63,305 $260,953
Revenue Sources:
State funds $12,775 $12,775
Federal Funds $124,782 $124,782
NSIP $19,276 $19,276
State Special Nutrition Funds
County funds
Pro ram Income $40,815 $40,815
Deferred Income
Matching Cash
Matching In-Kind $63,305 $63,305
Non-Match Cash
Non-Match In-Kind
Total Revenue $260,953 $260,953
Section II: Prepare this section based on estimated number of meals that will be served
multiplied by meal cost per unit.
D E f=d*e
Estimated annual number of meals Proposed meal cost per unit Annual Budget
26,994 $5.81
$156,833
Page 2 of 2
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ATTACHMENT L
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COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative
i Provider: City of San Bernardino Period:07/01/13-09/30/13 ORIG X Amend_
CONGREGATE SITES C-I HOME DELIVERED MEALS C-2 0
Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the
total proposed contract amount in matching funds whether in cash or in-kind. Matching
funds may not be fees for services, client donations or program income as defined by
45 CFR 74.41 match.
Line Item Rate Annual Amount Description/Justification
Personnel $8.70 $9,647 Senior volunteers are used at the 5th
Street, Perris Hill, and Highland Senior
Centers that help with the preparation and
serving of the Senior Nutrition meal. The
$8.70 rate is the wage only paid to City
Kitchen Helpers (and additional 5.3&
includes benefits). [39 approx. hours each
month @$8.70=339.30 x 9 employees=
$3,053.70 x 3 months =$9,161 +$486
benefits]: First Period Contract.
Utilities $11,455 The City's January-December 2012 Utilities
bills for the Fifth Street Senior Center,
Perris Hill Senior Center, Lytle Creek
Center, and Hernandez Center were used
as the benchmark for this in-kind
contribution. The electric, gas, and
domestic water use bills were totaled by
meal site.Two multipliers were developed
for each site: one considered the amount of
building square footage for the facilities
amenities specifically obligated to the
Senior Nutrition Program(Kitchen, Dining
Room, Restrooms, Common Areas, Office,
etc.)as a percentage of the total building
square footage and the second was
established as a percentage of time for the
Program preparation, meal serving, and
cleanup in comparison to each meal sites
total operating time.The annual utilities in-
kind contributions for both the Enterprise
and Highland Senior Center sites were
inferred from like City sites at$10,000.
(This does not include in-kind match for
custodial services and building
maintenance.)This figure is 25%of the
annual projected costs for the First Period
of the contract.
Page 1 of 2
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ATTACHMENT L
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative
Provider:City of San Bernardino Period: 10/01/13—06/30/14 ORIG X Amend_
CONGREGATE SITES C-I ® HOME DELIVERED MEALS C-2 El
Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the
total proposed contract amount in matching funds whether in cash or in-kind. Matching
funds may not be fees for services, client donations or program income as defined by
45 CFR 74.41 match.
Line Item Rate Annual Description/Justification
Amount
Line Item Rate Annual Amount Description/Justification
Personnel $8.70 $28,940 Senior volunteers are used at the 5"�Street,
Perris Hill, and Highland Senior Centers
that help with the preparation and serving
of the Senior Nutrition meal. The$8.70 rate
is the wage only paid to City Kitchen
Helpers (an additional 5.3% includes
benefits). [39 approx. hours each month @
$8.70 = 339.30 x 9 employees = $3,053.70
x 9 months = $27,483 + $1,457 benefits]:
Second Period Contract
Utilities $34,365 The City's January-December 2012 Utilities
bills for the Fifth Street Senior Center,
Perris Hill Senior Center, Lytle Creek
Center, and Hernandez Center were used
as the benchmark for this in-kind
contribution. The electric, gas, and
domestic water use bills were totaled by
meal site. Two multipliers were developed
for each site: one considered the amount of
building square footage for the facilities
amenities specifically obligated to the
Senior Nutrition Program (Kitchen, Dining
Room, Restrooms, Common Areas, Office,
etc.) as a percentage of the total building
square footage and the second was
established as a percentage of time for the
Program preparation, meal serving, and
cleanup in comparison to each meal sites
total operating time. The annual utilities in-
kind contributions for both the Enterprise
and Highland Senior Center sites were
inferred from like City sites at $10,000.
(This does not include in-kind match for
custodial services and building
maintenance.) This figure is 75% of the
annual projected costs for the Second
Period of the contract.
Page 2 of 2
I RESOLUTION NO.
, . o
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO RATIFYING THE EXECUTION OF FAS STANDARD CONTRACT 13-546 A-
r
3 (AMENDMENT NO. 1 TO CONTRACT 13-546) WITH THE COUNTY OF SAN BERNARDIN
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), DIVIDING THE CONTRACT --
4 INTO TWO BUDGET PERIODS: BUDGET PERIOD ONE FROM JULY 1,2013—SEPTEMBER o
30, 2013 AND BUDGET TWO FROM OCTOBER 1, 2013 — JUNE 30, 2014, FOR A TOTAL Z
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5 GRANT AMOUNT OF $210,122 AND AUTHORIZING THE CITY MANAGER TO DIREC
THE FINANCE DIRECTOR TO EXECUTE TWO FINANCIAL BUDGETS. 0
c
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF a
SAN BERNARDINO AS FOLLOWS: --
7
SECTION 1. The Mayor and Common Council hereby ratifies execution of FAS Standard
8
Agreement No. 13-546 A-1 (Amendment No. 1 to FAS Standard Agreement No. 13-546)with the Count
Z
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of San Bernardino, for a grant in the total amount of$210,122 ($53,289 for Budget Period One, July 1 ly
0
10 2013-September 30, 2013 and $156,833 for Budget Period Two, October 1, 2013-June 30, 2014) for a .0
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11 one-year period-July 1, 2013 through June 30, 2014, a copy of which is attached hereto, marked Exhibit Z
L
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12 "A"and incorporated herein by reference as fully as though set forth at length.
13 SECTION 2. That the City Manager is hereby authorized to direct the Director of Finance o
N
14 his designee to appropriate the grant expenditures into two financial budget periods.
d
SECTION 3. The authorization granted hereunder shall expire and be void and of no furthe
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effect if the Amendment to the Agreement is not executed by both parties and returned to the Office of E
16 a
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the City Clerk within one hundred and twenty days(120)days following effective date of the Resolution. P
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Packet Pg. 92
S.G.a
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO RATIFYING THE EXECUTION OF COUNTY CONTRACT 13-546 A-1 0
2 (AMENDMENT NO. 1 TO CONTRACT 13-546) WITH THE COUNTY OF SAN BERNARDIN
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), DIVIDING THE CONTRACT ;
INTO TWO BUDGET PERIODS: BUDGET PERIOD ONE FROM JULY 1,2013—SEPTEMBERo
3 30, 2013 AND BUDGET TWO FROM OCTOBER 1, 2013 — JUNE 30, 2014, FOR A TOTAL
GRANT AMOUNT OF $210,122; AUTHORIZING THE CITY MANAGER TO DIRECT THE
4 FINANCE DIRECTOR TO EXECUTE TWO FINANCIAL BUDGETS. z
c
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and E
6 Common Council of the City of San Bernardino at a meeting thereof, held on the E
E
a
7 day of ,2013,by the following vote,to wit:
a
8 Council Members: AYES NAYS ABSTAIN ABSENT d
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9 MARQUEZ �
JENKINS
10 0
VALDIVIA L
11 z
SHORETT 0
12 =
KELLEY co
13 ti
JOHNSON
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MC CAMMACK
E
15
16 Georgeann Hanna, City Clerk E
The foregoing resolution is hereby approved this day of ,2013.
17
_
0
18
Patrick J. Morris,Mayor 0
z
19 City of San Bernardino 0
Approved as to Form: c
20 JAMES F. PENMAN, City Attorney Cn
0
w
21 By: 0
d
22
23
L) 24 a
Packet Pg,93_!
5.G.b
EXHIBIT "A"
FOR COUNTY USE ONLY
New FAS Vendor Code Dept. Contract Number
W'r
BE Change CITYOFS772 SC OOA A 13-546 A-1 C
Cancel
ca
ePro Vendor Number ePro Contract Number U
00003036 146518
County Department Dept. Orgn. Contractor's License No.
Department of Aging and Adult Services OOA 210 --
County Department Contract Representative Telephone Total Contract Amount 6
County of San Bernardino Gloria Perez (909)386-8145 $210,122 Z
r
c
FAS Contract Type d
Revenue M Encumbered Unencumbered F Other: E
If not encumbered or revenue contract e,proylide reason:
STANDARD CONTRACT aa)
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount Q
95200 July 1,2013 June 30,2014 $210,122 $0
Fund Dept, Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount d
$ �
LO
Fund Dept. Organization Appr. Obj/Rev Source GRClPROJ/JOB No. Amount ci
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount R
$ C9
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Program FY Amount I/D FY Amount I/D
L
Z
0
.E
THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of N
Aging and Adult Services, hereinafter called the County, and r
r`
Name
City of San Bernardino hereinafter called Contractor
Address
300 North D Street
San Bernardino, CA 92418 a
Telephone Federal ID No.or Social Security No.
(909)384-5434
X
IT IS HEREBY AGREED AS FOLLOWS: w
N
d
AMENDMENT NO. 1 —
U
C
It is hereby agreed to amend Contract No. 13-546 as follows: 0
0
U
V. FISCAL PROVISIONS
Z
Paragraph A is amended to read as follows: c`-
A. The maximum amount of funds available for payment under this Contract shall not exceed $210,122, of
which $193,007 may be federally funded, and shall be subject to availability of funds to the County. The A
consideration to be paid to Contractor shall be in full payment for all Contractor's services and expenses o
incurred in the performance hereof, including travel and per diem. Contract will be divided into two budget N
c
d
E
♦ Auditor-Confroffer/rressurer Tax Collector Use On! V
❑Contract Database ❑FAS
Input Date Keyed By Q
Page 1 o£3
Packet Pg. 94
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periods as mandated by the State in order to comply with Federal Sequestration requirements and will =
apply only to Fiscal Year 2013-14. Budget Period One is for the period of July 1, 2013 through September o
30, 2013. Budget Period Two is for the period of October 1, 2013 through June 30, 2014. Federal funds
provided for Budget Period One cannot be transferred to Budget Period Two. A separate budget for each :E
r
period of the contract is attached (ATTACHMENT 1). Funds for payment shall be made available as
follows:
Budget Period One Budget Period Two Total z
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
Congregate Meals $53,289 $156,833 $210,122
v
E
Paragraph B is amended to read as follows: Q
B. Contractor shall be compensated on a fee-for-service basis based on the following rate and number of Q
meals as listed below:
LO
Budget Period One Budget Period Two Total `'
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
m
L
Congregate Meals $5.81 for 9,172 meal $5.81 for 26,994 meals $5.81 for 36,166 meals
c
0
L
.4+
Paragraph H, Item 5 is amended to read as follows:
z
5. Budget revisions will only be allowed during Budget Period Two, October 1, 2013 through o
June 30, 2014. The final date to submit a budget revision is March 30, 2014 unless
otherwise specified by the County.
Paragraph J, Item 2a3 is amended to read as follows:
3) 2013-14 reports are due as follows:
M
• Financial Close-out Reports: For the period of July 1, 2013 through September
30, 2013, report must be submitted by October 31, 2013; for the period of
October 1, 2013 through June 30, 2014, report must be submitted by July 31, Q
2014. r
• Periodic Inventory Reports: For the period of July 1, 2013 through September 30, x
2013, report must be submitted by October 31, 2013; for the period of October 1, w
2013 to June 30, 2014, report must be 1933submitted by July 31, 2014.
• Single Audit or Financial Statement: A combined report for Budget Period One
and Budget Period Two must be submitted by August 1, 2014.
0
• Schedule of Expenditures of Federal Awards (SEFA): A combined report for
Budget Periods One and Two must be submitted by August 1, 2014.
z
Paragraph R is amended to read as follows: in
v
1, The Contractor shall provide cash or in-kind matching contributions of a minimum of$7,601
for 2013-14 which is the Title III portion of the contract multiplied by 11.11%. Matching c
contributions for each budget periods are as follows: N
Budget Period One Budget Period Two Total
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014) v
co
Congregate Meals $4,711 $13,863 $18,574 Q
Page 2 of 3
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2. Matching contributions must be for allowable costs as determined by CDA. Allowable costs
may include, but are not limited to, rent, utilities, supplies, and personnel (volunteers), .o
3. Uncompensated indirect expense or Contractor-allocated overhead expenses may be 0
claimed as an in-kind matching expense if such expenses were determined on the basis of
an approved indirect cost rate plan.
4. Contractor shall identify the source and amount for all matching contributions in the o
Matching Funds Narrative (ATTACHMENT Q. The identified matching contributions shall be z
reported to DAAS by the Contractor on the monthly or quarterly basis as specified in Section d
V, Paragraph J. E
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 E
rate shall be consistent with those in the labor market. <
T
b. All other in-kind contributions shall be valued at current market value. Q
v
ATTACHMENT I — PROGRAM BUDGETS — Bud et Period One from July 1 2013 through September 30 �
2013 and Budget Period Two from October 1, 2013 through June 30, 2014 replace Program Budgets FY 13-
14.
0
ATTACHMENT L — Matching Funds Narrative — Budget Period One from July 1, 2013 through September
30 2013 and Budget Period Two from October 1 2013 through June 30 2014 replace Program Budgets FY 0
Z
13-14. L
0
'c
All other terms and conditions remain in full force and effect.
r`
COUNTY OF SAN BERNARDINO
(Print or type name of corporation,company,contractor,etc.) M
T_
f► By ► co
Janice Rutherford,Chair, Board of Supervisors (Authorized signature-sign in blue ink) o�
Q
Dated: Name
(Print or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS w
DOCUMENT HAS BEEN DELIVERED TO THE Title y
CHAIRMAN OF THE BOARD (Print or Type)
Laura H.Welch Dated: —
Clerk of the Board of Supervisors
of the County of San Bernardino
0
L)
By Address
Deputy z
L
Approved as to Legal Form Reviewed by Contract Compliance Presented to BOS for Signature
M
� , •
Jacqueline Carey-Wilson Department Head N
Deputy County Counsel
CD
Date Date Date
U
Q
Page 3 of 3
Packet Pg. 96
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ATTACHMENT
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
c
Provider:City of San Bernardino Period:07/01/13-09/30/13 ORIG X Amend 2
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑ ;�
Section I: Prepare this section based on annual estimated cost to serve the meals.
A b C=a+b z
Cost to Provider for the year
Expenditure Category: Cash in-Kind Annual Expense
1 Personnel $30,000 $9,647 $39,647
c
2 Staff Travel&Training E
3 Property Q
4 Non-Inventory Equipment
5 Consultants Q
6 Catered Food C°
v
7 Raw Food $25,721 $25,721 'n
M
8 Other Expenses: r
a. Consumable Supplies $3,070 $3,070
cc
b. Insurance
C?
c. Repair&Maintenance c
d. Rent/Building Space o
e. Utilities $11,455 $11,455
f. Vehicle Operations Z
g. Miscellaneous o
9 Indirect Cost
m
10 Nutrition Education $132 $132 to
Total Expenditures(add lines 1-10) $58,923 $21,102 1 $80,025
ti
N
Revenue Sources:
State funds $4,340 $4,340 M
Federal Funds $42,400 $42,400 m
NSIP $6,549 $6,549
State Special Nutrition Funds Q
County funds
Program Income $5,634 $5,634 _
K
Deferred Income uJ
Matching Cash
Matching In-Kind $21,102 $21,102
Non-Match Cash
Non-Match In-Kind
Total Revenue $80,025 $80,025 0
U
r
Section II: Prepare this section based on estimated number of meals that will be served z
Cn
multiplied by meal cost per unit.
D E f=d*e c
Estimated annual number of meals Proposed meal cost per unit Annual Budget h+
9,172 $5.81 $53,289
Pagel of 2 E
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U
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Q
Packet Pg. 97
S.G.b
ATTACHMENT
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
0
Provider: City of San Bernardino Period:10/01/13-06/30/14 ORIG X Amend_ .2
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑
Section I: Prepare this section based on annual estimated cost to serve the meals. IY
r
A b C=a+b 0
Z
Cost to Provider for the year =
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $120,571 $28,940 $149,511
2 Staff Travel&Training m
3 Property Q
4 Nan-Inventory Equipment r
5 Consultants $15,500 $15,500 Q
6 Catered Food
v
7 Raw Food $50,709 $50,709 `n
8 Other Expenses:
a. Consumable Supplies $4,930 $4,930
b. Insurance �`ry
c. Repair&Maintenance $1,500 $1,500 c
0
d. Rent/Building Space
e. Utilities $34,365 $34,365
f. Vehicle Operations $1,000 $1,000 Z
g. Miscellaneous $3,000 $3,000 p
9 Indirect Cost =
a�
10 Nutrition Education $438 $438
Total Expenditures(add lines 1-10) $197,648 $63,305 $260,953 ti
N
Revenue Sources: _
State funds $12,775 $12,775
Federal Funds $124,782 $124,782 m
NSIP $19,276 $19,276 c�
State Special Nutrition Funds Q
County funds
Program Income $40,815 $40,815 x
Deferred Income w
Matching Cash (A
Matching In-Kind $63,305 $63,305
Non-Match Cash
Non-Match In-Kind
Total Revenue $260,953 $260,953 U
.r
0
Section II: Prepare this section based on estimated number of meals that will be served Z
U)
multiplied by meal cost per unit.
D E f=d*e M
Estimated annual number of meals Proposed meal cost per unit Annual Budget N
26,994 $5.81 $156,833 .-
c
Page 2 of 2 0
1=
s
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Q
Packet Pg. 98
S.G.b
ATTACHMENT L
COUNTY OF SAN BERNARDINO NUTRITION SERVICES =
Matching Funds Narrative
U
Provider: City of San Bernardino Period:07/01/13.09/30/13 ORIG_X_ Amend
CONGREGATE SITES C-1 HOME DELIVERED MEALS C-2 W
T
O
Z
Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the =
total proposed contract amount in matching funds whether in cash or in-kind. Matching
funds may not be fees for services, client donations or program income as defined by
45 CFR 74.41 match.
Q
Line Item Rate Annual Amount Description/Justification Q
Personnel $8.70 $9,647 Senior volunteers are used at the 5th d
Street, Perris Hill, and Highland Senior Cl)
Centers that help with the preparation and
serving of the Senior Nutrition meal. The
$8.70 rate is the wage only paid to City
Kitchen Helpers (and additional 5.3&
includes benefits). [39 approx. hours each
month @$8.70=339.30 x 9 employees=
$3,053.70 x 3 months = $9,161 +$486
Z
benefits]: First Period Contract. L
Utilities $11,455 The City's January-December 2012 Utilities 0
bills for the Fifth Street Senior Center, In
Perris Hill Senior Center, Lytle Creek
Center, and Hernandez Center were used
as the benchmark for this in-kind
contribution. The electric,gas, and
domestic water use bills were totaled by
meal site,Two multipliers were developed cfl
for each site: one considered the amount of C4
building square footage for the facilities Q
amenities specifically obligated to the
Senior Nutrition Program(Kitchen, Dining
t
Room, Restrooms, Common Areas, Office, w
etc.)as a percentage of the total building N
square footage and the second was
D!
established as a percentage of time for the —
Program preparation, meal serving, and
cleanup n comparison to each meal sites
p p o
total operating time.The annual utilities in- U
kind contributions for both the Enterprise
and Highland Senior Center sites were Z
inferred from like City sites at$10,000. N
(This does not include in-kind match for
custodial services and building
maintenance.)This figure is 25%of the c
annual projected costs for the First Period c�
of the contract.
W
E
Page 1 of 2 s
c�
Q
Packet Pg. 99
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ATTACHMENT L
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative o
w
Provider:City of San Bernardino Period: 10/01/13—06/30/14 ORIG X Amend_ v
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2
El
T
Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the Zo
total proposed contract amount in matching funds whether in cash or in-kind. Matching
funds may not be fees for services, client donations or program income as defined by E
45 CFR 74.41 match. _
E
a
Line Item Rate Annual Description/Justification Q
Amount
v
Line Item Rate Annual Amount Description/Justification U?
Personnel $8.70 $28,940 Senior volunteers are used at the 5 Street,
r
Perris Hill, and Highland Senior Centers =
that help with the preparation and serving P
of the Senior Nutrition meal. The$8.70 rate
is the wage only paid to City Kitchen o
Helpers (an additional 5.3% includes L
benefits). [39 approx. hours each month @ 3
$8.70 = 339.30 x 9 employees = $3,053.70 Z
x 9 months = $27,483 + $1,457 benefits]: o
Second Period Contract =
Utilities $34,365 The City's January-December 2012 Utilities U)
bills for the Fifth Street Senior Center, r
Perris Hill Senior Center, Lytle Creek
Center, and Hernandez Center were used
as the benchmark for this in-kind ch
contribution. The electric, gas, and
domestic water use bills were totaled by
meal site. Two multipliers were developed `;
for each site: one considered the amount of `t
building square footage for the facilities E
amenities specifically obligated to the x
Senior Nutrition Program (Kitchen, Dining w
Room, Restrooms, Common Areas, Office, W
w
etc.) as a percentage of the total building
square footage and the second was
established as a percentage of time for the :3
Program preparation, meal serving, and
cleanup in comparison to each meal sites
total operating time. The annual utilities in- z
kind contributions for both the Enterprise L
and Highland Senior Center sites were U)
inferred from like City sites at $10,000,
(This does not include in-kind match for A
custodial services and building c
N
maintenance.) This figure is 75% of the
annual projected costs for the Second
Period of the contract. E
AMW
t
U
Page 2 of 2 Q
Packet Pg. 100
EXHIBIT "A"
FOR COUNTY USE ONLY
New FAS Vendor Code Dept. Contract Number
CBE uN`a Change
SC
CITYOFS772 OOA 13-546 A-1
LJ Cancel
ePro Vendor Number ePro Contract Number
00003036 146518 C
County Department Dept. Orgn. Contractor's License No. 0
Department of Aging and Adult Services OOA 210
County Department Contract Representative Telephone Total Contract Amount
r
County of San Bernardino Gloria Perez (909) 386-8145 $210,122
FAS Contract Type
Rev nue M Encumbered El Unencumbered F1 Other: o
STANDARD CONTRACT If not encumbered or revenue contract type,provide reason: 1 Z
r
c
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount N
E
95200 July 1,2013 June 30,2014 $210,122 $0 0
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount m
$ Q
Fund Dept. Organization Appr. Obj/Rev Source GRCIPROJ/JOB No. Amount
$ Q
Fund Dept. Organization Appr. Obj/Rev Source GRClPROJ/JOB No. Amount
$ M
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Program FY Amount uD FY Amount IrD
''Lnn
V
_
r-
0
THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of z
Aging and Adult Services, hereinafter called the County, and o_
Name
as
City of San Bernardino hereinafter called Contractor U)
Address
300 North D Street
N_
San Bernardino, CA 92418
Telephone Federal ID No.or Social Security No, Q
(909)384-5434 co
IT IS HEREBY AGREED AS FOLLOWS:
AMENDMENT NO. 1
U
It is hereby agreed to amend Contract No. 13-546 as follows:
0
V. FISCAL PROVISIONS
0
Paragraph A is amended to read as follows: _
A. The maximum amount of funds available for payment under this Contract shall not exceed $210,122, of N
which $193,007 may be federally funded, and shall be subject to availability of funds to the County. The C
consideration to be paid to Contractor shall be in full payment for all Contractor's services and expenses E
incurred in the performance hereof, including travel and per diem. Contract will be divided into two budget
<C
Auditor-Controller/Treasurer Tax Collector Use On!
t7 Contract Database ❑FAS
Input Date Keyed By
Page 1 of 3
Packet P g. 101
5.G.c
periods as mandated by the State in order to comply with Federal Sequestration requirements and will
apply only to Fiscal Year 2013-14. Budget Period One is for the period of July 1, 2013 through September
30, 2013. Budget Period Two is for the period of October 1, 2013 through June 30, 2014. Federal funds
provided for Budget Period One cannot be transferred to Budget Period Two. A separate budget for each
period of the contract is attached (ATTACHMENT 1). Funds for payment shall be made available as o
follows:
U
Budget Period One Budget Period Two Total
(July 1,2013--Sept 30,2013) (Oct 1,2013-June 30,2014)
Congregate Meals $53,289 $156,833 $210,122 z
r
0
Paragraph B is amended to read as follows:
B. Contractor shall be compensated on a fee-for-service basis based on the following rate and number of
meals as listed below: Q
Budget Period One Budget Period Two Total a
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
d'
u7
Congregate Meals $5.81 for 9,172 meal $5.81 for 26,994 meals $5.81 for 36,166 meals M
c
L
Paragraph H, Item 5 is amended to read as follows:
_
5. Budget revisions will only be allowed during Budget Period Two, October 1, 2013 through 2
June 30, 2014. The final date to submit a budget revision is March 30, 2014 unless
otherwise specified by the County. z
L
Paragraph J, Item 2a3 is amended to read as follows: °
3) 2013-14 reports are due as follows: in
• Financial Close-out Reports: For the period of July 1, 2013 through September
30, 2013, report must be submitted by October 31, 2013; for the period of N
October 1, 2013 through June 30, 2014, report must be submitted by July 31,
2014. Q
• Periodic Inventory Reports: For the period of July 1, 2013 through September 30,
2013, report must be submitted by October 31, 2013; for the period of October 1, M
2013 to June 30, 2014, report must be 1933submitted by July 31, 2014.
• Single Audit or Financial Statement: A combined report for Budget Period One
and Budget Period Two must be submitted by August 1, 2014.
• Schedule of Expenditures of Federal Awards (SEFA): A combined report for �o
Budget Periods One and Two must be submitted by August 1, 2014.
a�
Paragraph R is amended to read as follows:
U)
1. The Contractor shall provide cash or in-kind matching contributions of a minimum of$7,601
for 2013-14 which is the Title III portion of the contract multiplied by 11.11%. Matching
contributions for each budget periods are as follows:
U
Budget Period One Budget Period Two Total
Q
(July 1,2013-Sept 30,2013) (Oct 1,2013-June 30,2014)
Congregate Meals $4,711 $13,863 $18,574
Page 2 of 3
Packet Pg. 102
5.G.c
2. Matching contributions must be for allowable costs as determined by CDA. Allowable costs
may include, but are not limited to, rent, utilities, supplies, and personnel (volunteers).
3. Uncompensated indirect expense or Contractor-allocated overhead expenses may be
claimed as an in-kind matching expense if such expenses were determined on the basis of
an approved indirect cost rate plan.
4. Contractor shall identify the source and amount for all matching contributions in the .2
Matching Funds Narrative (ATTACHMENT Q. The identified matching contributions shall be M
reported to DAAS by the Contractor on the monthly or quarterly basis as specified in Section
V, Paragraph J.
6
a. Services of volunteers shall be valued at rates consistent with those ordinarily paid z
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. E
b. All other in-kind contributions shall be valued at current market value.
Q
ATTACHMENT I — PROGRAM BUDGETS — Budget Period One from July 1, 2013 through September 30, Q
m
2013 and Budget Period Two from October 1 2013 through June 30 2014 replace Program Budgets FY 13-
14.
ATTACHMENT L — Matching Funds Narrative — Budget Period One from July 1 2013 through September
30 2013 and Budget Period Two from October 1 2013 through June 30, 2014 replace Program Budgets FY
c
13-14. g
All other terms and conditions remain in full force and effect.
z
L
COUNTY OF SAN BERNARDINO San �cyrjadld`o 0
(Print or tyN hame f Lo=- ration,company,contractor,etc.) N
► By f' N
Janice Rutherford, Chair, Board of Supervisors (A horized signature-sign in blue ink) �—
Dated: Name
(P nt or type namel of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS `n
DOCUMENT HAS BEEN DELIVERED TO THE Title i (q'jq'/yf /)!f
CHAIRMAN OF THE BOARD Prin or Type)
Laura H.Welch Dated: 7 V
.r
Cleric of the Board of Supervisors
ra
of the County of San Bernardino
o
By Address
Add
Deputy d
Approved as to Legal Form Reviewed by Contract Compliance Presented to SOS for Signature Cn
_
► ►
Jacqueline Carey-Wilson Department Head t
Deputy County Counsel
.r
Date Date Date Q
i
Page 3 of 3
Packet Pg. 103
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ATTACHMENT
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
Provider:City of San Bernardino Period:07/01/13-09/30/13 ORIG X Amend
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑
c
0
Section I: Prepare this section based on annual estimated cost to serve the meals.
U
A b C=a+b
0
Cost to Provider for the year 0=
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $30,000 $9,647 $39,647 0
Z
2 Staff Travel&Training =
3 Property
E
4 Non-Inventory Equipment
5 Consultants d
6 Catered Food E
Q
7 Raw Food $25,721 $25,721
8 Other Expenses: Q
a. Consumable Supplies $3,070 $3,070
b. Insurance M
c. Repair&Maintenance
d. Rent/Building Space
e. Utilities $11,455 $11,455 L
f. Vehicle Operations 0
g. Miscellaneous o
9 Indirect Cost
0
10 Nutrition Education $132 $132 Z
Total Expenditures(add lines 1-10) $58,923 $21,102 $80,025 0
m
Revenue Sources: N
State funds $4,340 $4,340
Federal Funds $42,400 $42,400 r'
co
NSIP $6,549 $6,549 F4-
State Special Nutrition Funds Q
County funds
Program Income $5,634 $5,634 11
Deferred Income c�
Matching Cash
Matching In-Kind $21,102 $21,102 U
Non-Match Cash
Non-Match In-Kind
Total Revenue $80,025 $80,025 0
0
U
Section II: Prepare this section based on estimated number of meals that will be served C
multiplied by meal cost per unit. in
D E f=d*e aa)
Estimated annual number of meals Proposed meal cost per unit Annual Budget t
9,172 $5.81 $53,289
w
Page 1 of 2 Q
Packet Pg. 104
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I
ATTACHMENT
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
Provider:City of San Bernardino Period:10/01/13-06/30/14 ORIG x Amend
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑
O
Section 1: Prepare this section based on annual estimated cost to serve the meals. CU
A b C=a+b +'
ca
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $120,571 $28,940 $149,511 Z
2 Staff Travel&Training =
3 Property m
E
4 Non-Inventory Equipment _
5 Consultants $15,500 $15,500
6 Catered Food E
7 Raw Food $50,709 $50,709
8 Other Expenses: Q
a. Consumable Supplies $4,930 $4,930
b. Insurance `n
c. Repair&Maintenance $1,500 $1,500
d. Rent/Building Space
e. Utilities $34,365 $34,365
f. Vehicle Operations $1,000 $1,000 r_
g. Miscellaneous $3,000 $3,000 0
9 Indirect Cost _ w
10 Nutrition Education $438 $438 Z
Total Expenditures(add lines 1-10) $197,648 $63,305 $260,953 p
E
Q
Revenue Sources: U)
State funds $12,775 $12,775
Federal Funds $124,782 $124,782 r
NSIP $19,276 $19,276
State Special Nutrition Funds
County funds
Program Income $40,815 $40,815
Deferred Income cb
Matching Cash
Matching In-Kind $63,305 $63,305 V
Non-Match Cash
Non-Match In-Kind
Total Revenue $260,953 $260,953 0
O
U
Section II: Prepare this section based on estimated number of meals that will be served
multiplied by meal cost per unit. in
D E f=d*e =
Estimated annual number of meals Proposed meal cost per unit Annual Budget d
E
26,994 $5.81 $156,833
U
Page 2 of 2 Q
Packet Pg. 105
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ATTACHMENT L
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative
Provider: City of San Bernardino Period:07/01/13-09130/13 ORIG X_ Amend
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CONGREGATE SITES C-1 HOME DELIVERED MEALS C-2
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Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the
total proposed contract amount in matching funds whether in cash or in-kind. Matching
funds may not be fees for services, client donations or program income as defined by Z
45 CFR 74.41 match. c
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E
Line Item Rate Annual Amount Descri tion/Justification m
E
Personnel $8.70 $9,647 Senior volunteers are used at the 5th Q
Street, Perris Hill, and Highland Senior
Centers that help with the preparation and Q
serving of the Senior Nutrition meal. The 14
$8.70 rate is the wage only paid to City
Kitchen Helpers (and additional 5.3&
includes benefits). [39 approx. hours each c
month @$8.70 =339.30 x 9 employees=
$3,053.70 x 3 months= $9,161 +$486
benefits]: First Period Contract. o
Utilities $11,455 The City's January-December 2012 Utilities
bills for the Fifth Street Senior Center, z
Perris Hill Senior Center, Lytle Creek L
Center, and Hernandez Center were used a
as the benchmark for this in-kind =
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contribution. The electric, gas,and
domestic water use bills were totaled by
meal site.Two multipliers were developed
for each site: one considered the amount of
building square footage for the facilities
amenities specifically obligated to the Q
Senior Nutrition Program (Kitchen, Dining
Room, Restrooms, Common Areas, Office,
etc.)as a percentage of the total building t'-
square footage and the second was
established as a percentage of time for the
Program preparation, meal serving, and
m
cleanup in comparison to each meal sites
total operating time. The annual utilities in- O
kind contributions for both the Enterprise U
and Highland Senior Center sites were a
inferred from like City sites at$10,000. rn
(This does not include in-kind match for
custodial services and building r
maintenance.)This figure is 25% of the
annual projected costs for the First Period E
of the contract.
Page 1 of 2 Q
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Packet Pg. 106
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ATTACHMENT L
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative
Provider:City of San Bernardino Period: 10/01/13—06/30/14 ORIG X Amend
CONGREGATE SITES C-I ® HOME DELIVERED MEALS C-2 o
cc
Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the
total proposed contract amount in matching funds whether in cash or in-kind. Matching --
funds may not be fees for services, client donations or program income as defined by o
45 CFR 74.41 match. Z
E
Line Item Rate Annual Description/Justification
Amount E
d
Line Item Rate Annual Amount Description/Justification
Personnel $8.70 $28,940 Senior volunteers are used at the_5 Street, .�
Perris Hill, and Highland Senior Centers co
that help with the preparation and serving
of the Senior Nutrition meal. The$8.70 rate
is the wage only paid to City Kitchen
Helpers (an additional 5.3% includes
benefits). [39 approx. hours each month @ ca
$8.70 = 339.30 x 9 employees = $3,053.70 =
x 9 months = $27,483 + $1,457 benefits]:
Second Period Contract r
Utilities $34,365 The City's January-December 2012 Utilities z
bills for the Fifth Street Senior Center, o
Perris Hill Senior Center, Lytle Creek
Center, and Hernandez Center were used cn
as the benchmark for this in-kind
contribution. The electric, gas, and
domestic water use bills were totaled by
meal site. Two multipliers were developed
for each site: one considered the amount of Q
building square footage for the facilities co
amenities specifically obligated to the ,ii
Senior Nutrition Program (Kitchen, Dining A
Room, Restrooms, Common Areas, Office,
etc.) as a percentage of the total building U
square footage and the second was
established as a percentage of time for the �T,
Program preparation, meal serving, and =
cleanup in comparison to each meal sites cv
total operating time. The annual utilities in-
(D
kind contributions for both the Enterprise C
and Highland Senior Center sites were
inferred from like City sites at $10,000.
(This does not include in-kind match for =
m
custodial services and building E
maintenance.) This figure is 75% of the
annual projected costs for the Second f°
Period of the contract. d
Page 2 of 2
Packet Pg. 107