HomeMy WebLinkAbout05.F- Parks, Recreation & Community Sevices 5.F
RESOLUTION (ID # 3635) DOC ID: 3635 A
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Grant
From: Mickey Valdivia M/CC Meeting Date: 01/05/2015
Prepared by: Mitch Assumma, (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 Authorizing
the City Manager to Ratify the Execution of County Contract 13-546 A-3 (Amendment
No. 3) with the County of San Bernardino Department of Aging and Adult Services
(DAAS), Accepting 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 June 30, 2015 for
the Senior Nutrition Program as Part of 3-Year Grant Allocation Contract with County
Department of Aging and Adult Services, and to Authorize the Finance Director to Ratify
the Issuance of Change Orders Effective February 1, 2015 to Annual Purchase Orders
in an Amount Not to Exceed $133,110 in the Aggregate to Sysco Foods, Merit Day, and
FS Dairy through FY 2014-2015. (#3635)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount:$241,500
Account No. 123-513-0075-XXXX-0000
Account Description: Senior Nutrition Program
Balance as of: July 1, 2014, $241,500
Balance after approval of this item: $346,904
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 14/15 is $322,704. There is no General
Fund cash match required; the City's in-kind contribution is budgeted at $86,761 for FY
14/15, which is a 25.59% contribution. The minimum in-kind matching contribution
requirement by Contract for FY 14/15 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). The program's revenue
goal includes collecting $24,200 in `Program Income' or meal recipient donations 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:
July 7, 2014 - Resolution No. 2014-253 to execute County Contract 13-546 A-2 in the
amount of$217,300 for the FY 2014-2015 Senior Nutrition Program and to issue annual
food vendor not to exceed $112,430.
Updated: 12/18/2014 by Mitch Assumma A Packet,Pg.,36
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a•M• March 17, 2014 - Resolution No. 2014-60 to allocate additional funds in the amount of
$28,000 from Unappropriated General Fund Revenues for the Senior Nutrition Program
for FY2013-2014 and authorize the increase to two annual food vendor purchase
orders.
September 16, 2013 - Resolution No. 2013-263 to execute County Contract 13-546 A-1
in the amount of $210,122 between two Budget Periods for the FY2013-2014 Senior
Nutrition Program and authorize annual food vendor purchase orders.
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:
County Contract 13-546 is a 3-Year Agreement between the City and the County of San
Bernardino Department of Adult and Aging Services (DAAS) to provide senior nutrition
services through the Senior Nutrition Program for the County of San Bernardino.
FY14/15 for the period of July 1, 2014 through June 30, 2015 is the second year of this
Agreement. During the last full year of meal services in FY 13/14, the Senior Nutrition
Program served 47,335 total meals for a daily average of 192 meals or approx. 250
Updated: 12/18/2014 by Mitch Assumma A Packet Pg. 37
3635
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.
First Year of the Agreement/Contract for Senior Nutrition Services of a 3-year grant
cycle was awarded in the amount of $210,122; the County Contract required 36,166
meals be served at an approved meal rate for compensation of $5.81 per meal.
Amendment No. 1 of the Agreement/Contract separated 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 were mandated by the State in
order to comply with Federal Sequestration requirements and applied only to Fiscal
Year 2013-2014. Amendment No. 2 of the County Contract in the amount of $217,300
was accepted by City Council to serve 32,866 meals to the community through the
Senior Nutrition Program, appropriating an additional $30,000 in food and consumables
from the General Fund to meet the shortfall in the total number of meals to be served for
the year at a projection of 49,000 meals.
Although originally not anticipated for FY2014-2015, additional funding in the amount of
$105,404 has now become available for the current fiscal year only. These additional
funds will release the $30,000 General Fund commitment for this fiscal year only. The
additional funds will also be used to cover increased personnel costs due to the Federal
and State Minimum Wage increases, the need to hire additional part-time kitchen help,
deferred maintenance on meal preparation equipment, and stock emergency food
supplies. The City no longer needs to consider limiting the number of meals to be
served to the senior-age population of the community for the remainder of FY2014-2015
with this additional funding.
The approval of this recommended action will allow the Senior Nutrition Program to
receive much needed funds to meet meal service demand, release a $30,000 General
Fund Appropriation, cover minimum wage increases, increase three annual food vendor
purchase orders to meet the number of meals that can be served to 49,367, and assist
in the upgrade of equipment and facilities.
City Attorney Review:
Supporting Documents:
RESO - Senior Nutrition Program Amend. 3 (DOC)
Exhibit A - FY14-15 SeniorNutrition Amend 3 (PDF)
Updated: 12/18/2014 by Mitch Assumma A Packet Pg. 38
1 RESOLUTION NO.
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
THE COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT a=i
4 SERVICES (DAAS), ACCEPTING AND APPROPRIATING ADDITIONAL FUNDS E
5 IN THE AMOUNT OF $105,404 FOR A TOTAL GRANT AWARD OF $322,704 FOR
THE PERIOD OF JULY 19 2014 THROUGH JUNE 30, 2015 FOR THE SENIOR Q
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 v
8 OF CHANGE ORDERS EFFECTIVE FEBRUARY 1, 2015 TO ANNUAL PURCHASE
ORDERS IN AN AMOUNT NOT TO EXCEED $133,110 IN THE AGGREGATE TO c
9 SYSCO FOODS, MERIT DAY,AND FS DAIRY THROUGH FY 2014-2015. v
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11 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE Z
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CITY OF SAN BERNARDINO AS FOLLOWS: °-
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SECTION 1. That the City Manager is hereby authorized to execute a FAS Standard �!?
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Agreement No. 13-546 A-3 (Amendment No. 3) with the County of San Bernardino, for a co
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 o
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16 as fully as though set forth at length; and
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17 SECTION 2. That the City Manager is authorized to direct the Director of Finance, M
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 E
services and consumable supplies in an aggregate amount not to exceed $133,110 for FY M,
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2014-2015 per the second year of 3-year Vendor Service Agreements. a.
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 Z
23 the Office of the City Clerk within one hundred and twenty days (120) days following °-_
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24 effective date of the Resolution. N
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
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
3 BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS),ACCEPTING
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4 AND APPROPRIATING ADDITIONAL FUNDS IN THE AMOUNT OF $105,404 FOR A E
5 TOTAL GRANT AWARD OF $322,704 FOR THE PERIOD OF JULY 1, 2014 THROUGH
JUNE 30, 2015 FOR THE SENIOR NUTRITION PROGRAM AS PART OF 3-YEAR GRANT a
6 ALLOCATION CONTRACT WITH COUNTY DEPARTMENT OF AGING AND ADULT 2
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7 SERVICES, AND TO AUTHORIZE THE FINANCE DIRECTOR TO RATIFY THE v
8 ISSUANCE OF CHANGE ORDERS EFFECTIVE FEBRUARY 1, 2015 TO ANNUAL
9 PURCHASE ORDERS IN AN AMOUNT NOT TO EXCEED $133,110 IN THE AGGREGATE V
10 TO SYSCO FOODS,MERIT DAY,AND FS DAIRY THROUGH FY 2014-2015. o
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor Z
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12 and Common Council of the City of San Bernardino at a meeting thereof, 2
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held on the day of , 2015,by the following vote, to wit: Cn
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14 Council Members: AYES NAYS ABSTAIN ABSENT
MARQUEZ r
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BARRIOS y
16 VALDIVIA
17 M
SHORETT
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18 NICKEL E
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19 JOHNSON E
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20 MULVIHILL c
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22 Georgeann Hanna, City Clerk
The foregoing resolution is hereby approved this day of 12015. L-
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R. Carey Davis, Mayor
25 City of San Bernardino LU
26 Approved as to Form:
27 Gary D. Saenz, City Attorney s
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By:
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EXHIBIT "A"
FOR COUNTY USE ONLY
New FAS Vendor Code Dept. Contract Number
E°�oN Change SC i4, 13-546 A-3
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 i
County Department Contract Representative Telephone Total Contract Amount
County of San Bernardino m
Gloria Perez (909)386-8145 $532,$26 E
Contract Type a)FAS
Revenue 0 Encumbered 171 Unencumbered 0 Other: E
STANDARD CONTRACT If not encumbered or revenue contract type,provide reason: Q
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Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount
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95200 July 1,2013 June 30,2015 $210,122 $105,404 U
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 �j
$
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Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
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Project Name Estimated Payment Total by Fiscal Year ?
Elderly Nutrition Program FY Amount UD FY Amount I/D 2
14/15 $105,404 1 $
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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 E
Name
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City of San Bernardino hereinafter called Contractor 2
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Address
300 North D Street
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San Bernardino, CA 92418 C
Telephone Federal ID No.or Social Security No. a)
(909) 384-5434 LO
IT IS HEREBY AGREED AS FOLLOWS:
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AMENDMENT NO. 3 Q
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It is hereby agreed to amend Contract No. 13-546 as follows:
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V. FISCAL PROVISIONS
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Paragraph A is amended to read as follows: E
A. The maximum amount of funds available for reimbursement or payment under this Contract shall not w
exceed $532,826 of which $484,668 may be federally funded, and shall be subject to availability of Q
funds to the County. The consideration to be paid to Contractor shall be payment in full for all
uditor-ControllerlTreasurer Tax Collector Use On!
❑Contract Database ❑FAS
-E Input Date Keyed By
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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: Q
2014/15 Congregate Site $5.81 per meal, up to 49,367 meals CU
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Notwithstanding the fee-for-service amounts shown above, the total funds payable to Contractor by 0
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.
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Paragraph C, Item 2 is amended to read as follows:
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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% 3
(Attachment P). z
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ATTACHMENT 0 — PROGRAM BUDGET from July 1, 2014 through June 30, 2015, is replaced with can,
Attachment 0 Program Budget from July 1, 2014 through June 30, 2015, dated November 24, 2014. L;
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TTACHMENT P — MATCHING FUNDS NARRATIVE from July 1, 2014 through June 30, 2015, is replaced
.Jith Attachment P Matching Funds Narrative from July 1, 2014 through June 30, 2015, dated November 24
2014. _
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11 other terms and conditions remain in full force and effect.
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'OUNTY OF SAN BERNARDINO City of San Bernardino M
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(Print or type name rpo ation,company,contractor,eta) -a
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Janice Rutherford, Chair, Board of Supervisors B y �Authorizedsignature-sign in blue ink)
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Dated: Name Alien J. Parker r
(Print or type name of person signing contract) O
SIGNED AND CERTIFIED THAT A COPY OF THIS Z
DOCUMENT HAS BEEN DELIVERED TO THE Title City Manager o
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CHAIRMAN OF THE BOARD (Print or Type) 0
Laura H. Welch Dated: LO
Clerk of the Board of Supervisors T-
of the County of San Bernardino
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By Address 300 North D Street '
Deputy Q
San Bernardino, CA 92418 z
91763 -x
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Approved as to Legal Form Reviewed by Contract Compliance Presented to BOS for Signature
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Jacqueline Carey-Wilson Regina Dalton, HS Contracts Unit Ron Buttram, DAAS Director
Deputy County Counsel
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Date Date Date
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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 ❑
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Section I: Prepare this section based on annual estimated cost to serve the meals. E
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A b C=a+b E
Cost to Provider for the year Q
Expenditure Category: Cash In-Kind Annual Expense
rPersonnel $177,744 $40,941 $218,685
3 4 Staff Travel&Training
E ui ment $9,530 $9,530 >Non-Invento E ui ment Consultants $15,500 $15,500 0
6 Catered Food
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7 Raw Food $121,085 $121,085
8 Other Expenses:
a. Consumable Supplies $12,025 $12,025 '
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b. Insurance c
C. Repair&Maintenance $3,500 $3,500 c
d. Rent/Building Space in
e. Utilities $45,820 $45,820 to
f. Vehicle Operations $2,520 $2,520 M
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g. Miscellaneous $5,000 $5,000
_ 9 Indirect Cost M
10. Nutrition Education c
Total Expenditures add lines 1-10 $346,904 $86,761 $433,665
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Revenue Sources: _
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State funds $31,043 $31,043 Y
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Federal Funds $265,312 $265,312
NSIP $26,349 $26,349 0
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State Special Nutrition Funds c
County funds in
Program Income $24,200 $24,200 'O
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Deferred Income v
Matching Cash $86,761 $86,761
Matching In-Kind u_
Non-Match Cash Q
Non-Match In-Kind
Total Revenue $433,665 $433,665 t
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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 Q
Estimated annual number of meals Proposed meal cost per unit Annual Budget
49,367 $5.81 $286,825
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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 ❑ c i
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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 E
funds may not be fees for services, client donations or program income as defined by
45 CFR 74.41match. CU
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Line Item Rate Annual Amount Description/Justification
Personnel $9.00 $40,941 Senior volunteers are used at the 5 Street,
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Perris Hill, and Highland Senior Centers v
that help with the preparation and serving 0
of the Senior Nutrition meal. The new y
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minimum wage rate of$9.00 per hour is the
wage only paid to city Kitchen Helpers(an Z
additional 5.3%includes benefits). 140 0
approx. hours each month @$9.00 = 360 x a
9 employees= $3,240 x 12 months= �
$38,880 + Benefits= $40,941 Ln
Utilities $45,820 The City's January-December 2012 Utilities M
bills for the Fifth Street Senior Center, �-
Perris Hill Senior, Lytle Creek Center, and
Hernandez Center were used as the c
benchmark for this in-kind contribution, E
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although energy use costs continue to rise
in the past two years.The electric, gas, and o
domestic water use bills were totaled by L
meal site. Two multipliers were developed
for each site: Z
one considered the amount of building 0
square footage for the facilities amenities
specifically obligated to the Senior Nutrition L,
Program (Kitchen, Dining Room,
Restrooms, Common Areas, Office, etc.) as
a percentage of the total building square LL
footage and the second was established Q
as a percentage of time for the Program .�
preparation, meal serving, and cleanup in Z
comparison to each meals sites total x
operating time, The utilities in-kind W
contributions for both the Enterprise and
Highland Senior Center sites were inferred E
from like City sites at$10,000. (This does s
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not include in-kind match for custodial ;3
services and building maintenance. C
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