HomeMy WebLinkAbout2015-003 1 RESOLUTION NO. 2015-3
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO RATIFY THE
3 EXECUTION OF COUNTY CONTRACT 13-546 A-3 (AMENDMENT NO. 3) WITH
4 THE COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT
SERVICES (DAAS), ACCEPTING AND APPROPRIATING ADDITIONAL FUNDS
5 IN THE AMOUNT OF $105,404 FOR A TOTAL GRANT AWARD OF $322,704 FOR
THE PERIOD OF JULY 1, 2014 THROUGH JUNE 30, 2015 FOR THE SENIOR
6 NUTRITION PROGRAM AS PART OF 3-YEAR GRANT ALLOCATION
CONTRACT WITH COUNTY DEPARTMENT OF AGING AND ADULT SERVICES,
7 AND TO AUTHORIZE THE FINANCE DIRECTOR TO RATIFY THE ISSUANCE
8 OF CHANGE ORDERS EFFECTIVE FEBRUARY 1, 2015 TO ANNUAL PURCHASE
ORDERS IN AN AMOUNT NOT TO EXCEED $133,110 IN THE AGGREGATE TO
9 SYSCO FOODS, MERIT DAY,AND FS DAIRY THROUGH FY 2014-2015.
10
11 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
12
SECTION 1. That the City Manager is hereby authorized to execute a FAS Standard
13 Agreement No. 13-546 A-3 (Amendment No. 3) with the County of San Bernardino, for a
14 grant in the amount of$322,704 for a one-year period of July 1, 2014 through June 30, 2015,
15 a copy of which is attached hereto, marked Exhibit "A" and incorporated herein by reference
16 as fully as though set forth at length; and
17 SECTION 2. That the City Manager is authorized to direct the Director of Finance,
18 or his designee, to increase the existing annual purchase orders to Sysco Foods (Change Order
19 $16,900), Merit Day (Change Order $1,580), and FS Dairy (Change Order $2,200) for food
20 services and consumable supplies in an aggregate amount not to exceed $133,110 for FY
2014-2015 per the second year of 3-year Vendor Service Agreements.
21
SECTION 3. That the authorization granted hereunder shall expire and be void and
22 of no further effect if the Standard Agreement is not executed by both parties and returned to
23 the Office of the City Clerk within one hundred and twenty days (120) days following
24 effective date of the Resolution.
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1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
1
BERNARDINO AUTHORIZING THE CITY MANAGER TO RATIFY THE EXECUTION OF
2 COUNTY CONTRACT 13-546 A-3 (AMENDMENT NO. 3) WITH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), ACCEPTING
3 AND APPROPRIATING ADDITIONAL FUNDS IN THE AMOUNT OF $105,404 FOR A
TOTAL GRANT AWARD OF $322,704 FOR THE PERIOD OF JULY 1, 2014 THROUGH
4 JUNE 30, 2015 FOR THE SENIOR NUTRITION PROGRAM AS PART OF 3-YEAR GRANT
ALLOCATION CONTRACT WITH COUNTY DEPARTMENT OF AGING AND ADULT
5 SERVICES, AND TO AUTHORIZE THE FINANCE DIRECTOR TO RATIFY THE
ISSUANCE OF CHANGE ORDERS EFFECTIVE FEBRUARY 1, 2015 TO ANNUAL
6 PURCHASE ORDERS IN AN AMOUNT NOT TO EXCEED $133,110 IN THE AGGREGATE
7 TO SYSCO FOODS,MERIT DAY,AND FS DAIRY THROUGH FY 2014-2015.
8 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
9 and Common Council of the City of San Bernardino at a joint regular meeting thereof, held on
the 5th day of January, 2015,by the following vote, to wit:
10
11 Council Members: AYES NAYS ABSTAIN ABSENT
12 MARQUEZ X
BARRIOS X
13 VALDIVIA X
14 SHORETT X
15 NICKEL X
16 JOHNSON X
17 MULVIHILL X
18
19 Georgeann Hanna,46ty Clerk
20
The foregoing resolution is hereby approved this day of January, 2015.
21
ri
22
23 R. Carey D is, Mayor
24 City of Sa Bernardino
Approved as to Form:
25 Gary D. Saenz, City Attorney
26 By:
27
28
2
2015-3
FOR COUNTY USE ONLY
�, New FAS Vendor Code Dept. Contract Number
CO ' Change 13-546 A-3
Cancel CITYOFS772 `SC' OOA
ePro Vendor Number ePro Contract Number
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
County of San Bernardino Gloria Perez (909) 386-8145 $532,826
F A S Contract Type
Revenue Encumbered Unencumbered Other:
If not encumbered or revenue contract type,pro vide reason:
STANDARD CONTRACT
Commodity Code �ContractStart Contract End Date Original Amount Amendment Amount
95200 June 30,2015 $210,122 $105,404
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount
AAF OOA 210 300 3357 $105,404
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 I/D
14/15 $105,404 I $
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. 3
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 reimbursement or payment under this Contract shall not
exceed $532,826 of which $484,668 may be federally funded, and shall be subject to availability of
funds to the County. The consideration to be paid to Contractor shall be payment in full for all
Auditor-Controller/Treasurer Tax Collector Use Onl
[3 Contract Database ❑FAS
Input Date Keyed By
Page 1 of 5
2015-3
Contractors services in the performance hereof, including travel and per diem. The amount is broken
down as follows:
Original Contract July 1, 2013 through June 30, 2014 $210,122
Amendment No. 2 Increase for July 1, 2014 through June 30, 2015 $217,300
Amendment No. 3 Increase for February 1, 2015 through June 30, 2015 $105,404
Paragraph B is amended to read as follows:
B. Contractor shall be compensated on a fee-for-service based on the following rates:
2014/15 Congregate Site $5.81 per meal, up to 49,367 meals
Notwithstanding the fee-for-service amounts shown above, the total funds payable to Contractor by
DAAS shall not exceed 1) the maximum amount shown in Paragraph A above, or 2) the total
allowable costs reported by Contractor for services provided pursuant to this Contract.
Paragraph C, Item 2 is amended to read as follows:
2. Contractor shall provide a minimum of $29,476 in matching contributions for 2014-15, which
is the amount of Federal Title III funds provided under the Contract multiplied by 11.11%
(Attachment P).
ATTACHMENT O PROGRAM BUDGET from July 1 2014 through June 30 2015, is replaced with
Attachment O Proaram Budaet from July 1, 2014 through June 30 2015, dated November 24, 2014.
ATTACHMENT P MATCHING FUNDS NARRATIVE from July 1 2014 through June 30, 2015, is replaced
with Attachment P Matchina Funds Narrative from July 1 2014 throuah June 30, 2015 dated November 24,
2014.
2015-3
All other terms and conditions remain in full force and effect.
COUNTY OF SAN BERNARDINO City of San Bernardino
(Print or type name of cor oration,company,contractor,etc.)
► By ►
Janice Rutherford, Chair, Board of Supervisors (Au rued signature-sign in blue ink)
Dated: Name Allen J. Parker
(Print or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE Title City Manager
CHAIRMAN OF THE BOARD (Print or Type)
Laura H. Welch Dated: jamiary 6, 2015
Clerk of the Board of Supervisors
of the County of San Bernardino
By Address 300 North D Street
Deputy
San Bernardino, CA 92418
91763
Approved as to Legal Form Reviewed by Contract Compliance Presented to BOS for Signature
► ► ►
Jacqueline Carey-Wilson Regina Dalton, HS Contracts Unit Ron Buttram,DAAS Director
Deputy County Counsel
Date Date Date
2015-3
ATTACHMENT O
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET-November 24, 2014
Provider:City of San Bernardino Period:07/01/14-06/30/15 ORIG_ Amend X
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 $177,744 $40,941 $218,685
2 Staff Travel&Training 3 Equipment $9,530 $9,530
4 Non-Invento Equipment
5 Consultants $15,500 $15,500
6 Catered Food
7 Raw Food $121,085 $121,085
8 Other Expenses:
a. Consumable Supplies $12,025 $12,025
b. Insurance
c. Repair&Maintenance $3,500 $3,500
d. Rent/Building Space
e. Utilities $45,820 $45,820
f. Vehicle Operations $2,520 $2,520
Miscellaneous $5,000 $5,000
9 Indirect Cost
10 Nutrition Education
Total Expenditures add lines 1-10 $346,904 $86,761 $433,665
Revenue Sources:
State funds $31,043 $31,043
Federal Funds $265,312 $265,312
NSIP $26,349 $26,349
State Special Nutrition Funds
County funds
Program Income $24,200 $24,200
Deferred Income
Matching Cash $86,761 $86,761
Matching In-Kind
Non-Match Cash
Non-Match In-Kind
Total Revenue $433,665 $433,665
Section II: Prepare this section based on estimated number of meals that will be served
multiplied by meal cost per unit.
U E f=d*e
Estimated annual number of meals Proposed meal cost per unit Annual Budget
49,367 $5.81 $286,825
Page 1 of 1
2015-3
ATTACHMENT P
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative—November 24, 2014
Provider: City of San Bernardino Period:07/01/14-06/30/15 ORIG_ Amend X
CONGREGATE SITES C-1 ® 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/ ustification
Personnel $9.00 $40,941 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 new
minimum wage rate of$9.00 per hour is the
wage only paid to city Kitchen Helpers (an
additional 5.3% includes benefits). [40
approx. hours each month @$9.00 = 360 x
9 employees= $3,240 x 12 months =
$38,880 + Benefits= $40,941
Utilities $45,820 The City's January-December 2012 Utilities
bills for the Fifth Street Senior Center,
Perris Hill Senior, Lytle Creek Center, and
Hernandez Center were used as the
benchmark for this in-kind contribution,
although energy use costs continue to rise
in the past two years. 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 meals sites total
operating time, The 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.
Page 1 of 1
2015-3
FOR COUNTY USE ONLY
New FAS Vendor Code Dept. Contract Number
BE
co, Change SC A 13-546 A-3
El Cancel CITYOFS772 OOA
ePro Vendor Number ePro Contract Number
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
County of San Bernardino Gloria Perez (909) 386-8145 $532,826
F A S Contract Type
Revenue M Encumbered M Unencumbered F1 Other:
STANDARD CONTRACT If not encumbered or revenue contract type,provide reason:
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount
95200 July 1,2013 June 30, 2015 $210,122 $105,404
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount
AAF OOA 210 300 3357 $105,404
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 I/D
14/15 $105,404 1 $
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. 3
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 reimbursement or payment under this Contract shall not
exceed $532,826 of which $484,668 may be federally funded, and shall be subject to availability of
funds to the County. The consideration to be paid to Contractor shall be payment in full for all
Auditor-Controller/Treasurer Tax Collector Use Onl
❑Contract Database ❑FAS
Input Date Keyed By
Page 1 of 5
2015-3
Contractors services in the performance hereof, including travel and per diem. The amount is broken
down as follows:
Original Contract July 1, 2013 through June 30, 2014 $210,122
Amendment No. 2 Increase for July 1, 2014 through June 30, 2015 $217,300
Amendment No. 3 Increase for February 1, 2015 through June 30, 2015 $105,404
Paragraph B is amended to read as follows:
B. Contractor shall be compensated on a fee-for-service based on the following rates:
2014/15 Congregate Site $5.81 per meal, up to 49,367 meals
Notwithstanding the fee-for-service amounts shown above, the total funds payable to Contractor by
DAAS shall not exceed 1) the maximum amount shown in Paragraph A above, or 2) the total
allowable costs reported by Contractor for services provided pursuant to this Contract.
Paragraph C, Item 2 is amended to read as follows:
2. Contractor shall provide a minimum of $29,476 in matching contributions for 2014-15, which
is the amount of Federal Title III funds provided under the Contract multiplied by 11.11%
(Attachment P).
ATTACHMENT O — PROGRAM BUDGET from July 1, 2014 through June 30, 2015, is replaced with
Attachment O Program Budget 'from July 1, 2014 through June 30, 2015, dated November 24, 2014.
ATTACHMENT P — MATCHING FUNDS NARRATIVE from July 1, 2014 through June 30, 2015, is replaced
with Attachment P Matching Funds Narrative from July 1, 2014 through June 30, 2015, dated November 24,
2014.
2015-3
All other terms and conditions remain in full force and effect.
COUNTY OF SAN BERNARDINO City of San Bernardino
(Print or type name of c rati ,company,contractor,etc.)
► By ►
_ Board of Supervisors (AvKonzed signature-sign in blue ink)
Dated: .IONS 15 Name Allen J. Parker
(Print or type name of person signing contract)
SIGNED AND FIFA COPY OF THIS
DOCUMEN V,E TO THE Title City Manager
CHAIRMA `k E�BOA,R (Print or Type)
C 1a;H-:- e16h Dated: January 6. 9015
S .Clerk of the Board Supervisors
4t> oµnty f Sa rnardino
r
By Address 300 North D Street
San Bernardino, CA 92418
91763 f,
App oved as to Legal Form Reviewed by Contract Compliance Presented to BO f r Signature
/�� ► ►
J ueline Carey-WJ son Regina Dalt , HS Contracts Unit Ron Buttram, DAAS Director
e uty County Couhselll 9
to �, 1 ' Date r 6 Date //l��
2015-3
ATTACHMENT O
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET-November 24, 2014
Provider:City of San Bernardino Period:07/01/14-06/30/15 ORIG_ Amend X
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑
Section I: Prepare this section based on annual estimated cost to serve the meals.
A I b C=a+b
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $177,744 $40,941 $218,685
2 Staff Travel&Training
3 Equipment $9,530 $9,530
4 Non-Inventory Equipment
5 Consultants $15,500 $15,500
6 Catered Food
7 Raw Food $121,085 $121,085
8 Other Expenses:
a. Consumable Supplies $12,025 $12,025
b. Insurance
c. Repair&Maintenance $3,500 $3,500
d. Rent/Building Space
e. Utilities $45,820 $45,820
f. Vehicle Operations $2,520 $2,520
g. Miscellaneous $5,000 $5,000
9 Indirect Cost
10 Nutrition Education
Total Expenditures add lines 1-10 $346,904 $86,761 $433,665
Revenue Sources:
State funds $31,043 $31,043
Federal Funds $265,312 $265,312
NSIP $26,349 $26,349
State Special Nutrition Funds
County funds
Program Income $24,200 $24,200
Deferred Income
Matching Cash $86,761 $86,761
Matching In-Kind
Non-Match Cash
Non-Match In-Kind
Total Revenue $433,665 $433,665
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
49,367 $5.81 $286,825
Page 1 of 1
2015-3
ATTACHMENT P
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative—November 24, 2014
Provider: City of San Bernardino Period:07/01/14-06/30/15 ORIG_ Amend X
CONGREGATE SITES C-1 ® 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 Amount Description/Justification
Personnel $9.00 $40,941 Senior volunteers are used at the 5 1h Street,
Perris Hill, and Highland Senior Centers
that help with the preparation and serving
of the Senior Nutrition meal. The new
minimum wage rate of$9.00 per hour is the
wage only paid to city Kitchen Helpers (an
additional 5.3% includes benefits). [40
approx. hours each month @$9.00 = 360 x
9 employees = $3,240 x 12 months=
$38,880 + Benefits = $40,941
Utilities $45,820 The City's January-December 2012 Utilities
bills for the Fifth Street Senior Center,
Perris Hill Senior, Lytle Creek Center, and
Hernandez Center were used as the
benchmark for this in-kind contribution,
although energy use costs continue to rise
in the past two years. 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 meals sites total
operating time, The 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.
Page 1 of 1