HomeMy WebLinkAbout23- Parks, Recreation & Community Services t CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:Annie F. Ramos, Director Subject: SOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE MAYOR OF
THE CITY OF SAN BERNARDINO OR HER
Dept: Parks, Recreation & Community Services Dept. DESIGNEE TO EXECUTE THE AGREEMENT
WITH PRE-SCHOOL SERVICES DEPARTMENT
Date: August 14, 2000 AND AUTHORIZING THE DIRECTOR OF
PARKS, RECREATION AND COMMUNITY
SERVICES DEPARTMENT TO ADMINISTER
FEDERAL GRANTS TO CONTINUE THE
HEADSTART/PRESCHOOL PROGRAM AT
DELMANN HEIGHTS COMMUNITY CENTER.
Synopsis of Previous Council Action:
09/22/99—Council approved resolution 1999-238 to continue the Headstart/Preschool Program for FY 1999-00.
Recommended motion:
Adopt Resolution.
Si a re
Contact person: Annie F. Ramos Phone: 384-5030
Supporting data attached: Staff Report and Grant Contract Ward: 6th
FUNDING REQUIREMENTS: Amount: $71,150 (In-Kind Services)
Source: (Acct. No.) 123-523-xxxx $200,366
(Acct. Description) 123-522-xxxx $28,596
Finance: all
Council Notes:
C12r �n. l
ff L42/ o
08/11/00 Agenda Item No.
t
k
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the Mayor of the City of San Bernardino or
her designee to execute the agreement with Pre-school Services Department and authorizing the
Director of Parks, Recreation and Community Services Department to administer federal grants
to continue the Headstart/Preschool Program at Delmann Heights Community Center.
Background:
The Headstart Preschool Program has been in operation at Delmann Heights Community Center
since 1978. The school began with one class of 15 children and has now grown to four classes of
15 children each. These 60 children are now receiving education and training opportunities that
would not be available to them were it not for the Delmann Heights Program.
Financial Requirements:
The funding requirements are $200,366 (Program Grant) and $28,596 (Food Service Grant)
federal share and $71,150 non-federal share of City in-kind services. The in-kind includes
thousands of hours of volunteer work by the parents of the children involved as well as operating
costs for Delmann Heights Center in the approved Parks and Recreation budget.
Recommendation:
This program provides benefits that far outweigh the costs; therefore, it is recommended that this
authorization to administer funding to continue the program be approved.
8/14/00-dlb
Headstart Delmann Heights
S
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO EXECUTE
3 THE AGREEMENT WITH PRE-SCHOOL SERVICES DEPARTMENT AND
4 AUTHORIZING THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY
SERVICES DEPARTMENT TO ADMINISTER FEDERAL GRANTS TO CONTINUE
5 THE HEADSTART/PRESCHOOL PROGRAM AT DELMANN HEIGHTS
COMMUNITY CENTER.
6
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7
8 CITY OF SAN BERNARDINO AS FOLLOWS:
9 SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
10 authorized to execute Agreement for Delegation of Activities with the County of San
11 Bernardino Preschool Services Department, copies of which are attached hereto, marked
12 Exhibit "A" and incorporated herein by reference as fully as though set forth at length, and the
13
Director of Parks, Recreation and Community Services Department is hereby authorized to
14
15 administer federal grants to continue the Headstart/Pre-school Program at Delmann Heights
16 Community Center..
17 SECTION 2. The authorization granted hereunder shall expire and be void and of no
18 further effect if the agreement is not executed by both parties and returned to the office of the
19 City Clerk within sixty (60) days following the effective date of the resolution.
20
21
22
23
24
25
26
27
28 g
a v
1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
MAYOR OF THE CITY OF SAN BERNARDINO OR HER DESIGNEE TO EXECUTE
2 THE AGREEMENT WITH PRE-SCHOOL SERVICES DEPARTMENT AND
AUTHORIZING THE DIRECTOR OF PARKS, RECREATION AND COMMUNITY
3 SERVICES DEPARTMENT TO ADMINISTER FEDERAL GRANTS TO CONTINUE
4 THE HEADSTART/PRESCHOOL PROGRAM AT DELMANN HEIGHTS
COMMUNITY CENTER.
5
6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
7 and Common Council of the City of San Bernardino at a meeting thereof, held on the
8 day of , 2000, by the following vote, to wit:
9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 LIEN
12 McGINNIS
13
SCHNETZ
14
SUAREZ
15
16 DEAN-ANDERSON
17 McCAMMACK
18
19
City Clerk
20
The foregoing resolution is hereby approved this day of , 2000.
21
22
I 23 Judith Valles, Mayor
City of San Bernardino
24 Approved as to
Form and legal content:
25
JAMES F. PENMAN,
26 City Attorney
27 By:
28 os-
' REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY, CALIFORNIA
AND RECORD OF ACTION
y
August 29, 2000
FROM: ROBERTA YORK, INTERIM DIRECTOR
PRESCHOOL SERVICES DEPARTMENT
SUBJECT: AGREEMENTS FOR DELEGATION OF ACTIVITY AND FOOD SERVICES FOR
FY 2000-2001
RECOMMENDATION: Approve agreements with the following agencies for the delegation of
activities and food services for the Head Start/State Preschool program for the period of
September 1, 2000, through June 30, 2001.
A enc Amount Agreement No.
Colton Joint Unified School District $998,342 00-888
Needles Unified School District $415,961 00-889
San Bernardino City Parks & Recreation $228,962 00-890
Total $1,643,265
BACKGROUND: In January 1999, a news release was distributed to the media countywide,
requesting potential Delegate Agencies (DA) submit letters of intent to operate a Head Start
Program. Respondents were the current Delegate Agencies, Colton Joint Unified School District,
Needles Unified School District, and San Bernardino City Parks and Recreation. In March 1999,
announcements were sent to all county school districts by the Head Start Governance Board,
inviting applications for Delegate Agencies status with Preschool Services Department (PSD).
Only the current DA's responded. The DA contracts will be going out for Procurement before FY
2001-2002.
On May 16, 2000, the Board of Supervisors approved the 2000-2001 continuing grant application
with the Federal Office of Community Programs and Fiscal Operations, and the Board approved
the California State Department of Education, Child Development Division Preschool Program
contract on July 25, 2000. Both the Federal grant application and the State contract provide
funds for San Bernardino County Preschool Services Department's Head Start/State Preschool
Program. This program is now in its thirty-sixth year of operation.
This program provides comprehensive child development services to low income children and
their families through a combination of direct Department services, and through contracts with
three Delegate Agencies. Delegate Agencies are public or private non-profit organizations or
agencies to which PSD, as a Head Start grantee, has delegated all or part of its responsibility for
operating a Head Start program.
Page 1 of 2
cc: HSS/Bldgs & Finance--Helen M. Record of Action of the Board of Supervisors
Cortez w/agreement APPROVED BOARD OF SUPERVISORS
Contractor w/agreement
c/o HSS/Bldgs & Finance COUNTY OF SAN BERNARDINO
Auditor w/agreement MOTION SECOND YE AYE AYE MOVE
SBD w/agreement 1 9LEkk 3 4 5
PSD-York EARLEN PROAT OF THE BOA D `
Risk Management
CAO-Hughes BY
HSS
File w/agreement DATED: A gu 10 c
14-9507-000 mll
Rev.01/96 ITEM 046
• Y
AGREEMENTS FOR DELEGATION OF ACTIVITY
AND FOOD SERVICES FOR FY 2000-2001
August 29, 2000
Page 2 of 2
PSD Administrative staff and the PSD Policy Council selected these contractors to continue their
Delegate Agency operations based upon over twenty-five years of successful performance with
PSD.
In previous years, PSD issued separate agreements with each agency for the delegation of
activities and food services. This year, both agreements have been combined into a single
contract.
These DA's provide administration services such as providing reports required by the federal
funding source, facilities, and food services including breakfast, lunch and snacks for the Head
Start/State Preschool Program in their respective areas. Through these Delegate Agency
agreements, the Colton Joint Unified School District serves 254 children in two centers, the
Needles Unified School District serves 101 children in two centers, and San Bernardino City
Parks and Recreation serves 68 children in one center.
REVIEW BY OTHERS: These contracts have been reviewed by County Counsel (Regina
Coleman), HSS Contract Compliance Designee (Tanya Bratton), and the County Administrative
Office (Gary Morris, Administrative Analyst).
FINANCIAL IMPACT: PSD has included the cost of these agreements in its FY 2000-2001
budget. The agreements, totaling $1,643,265 are funded by State and Federal funds. There is
no County cost.
SUPERVISORIAL DISTRICTS: First and Fifth
PRESENTER: Roberta York, Interim Director
Preschool Services Department
AUGUST 29, 2000 ITEM 046
FOR COUNTY USE ONLY
E X New Vendor Code Dept. Contract Number
y. .3 M Change n
X Cancel SC PSD n
County Department Dept. County. Contractor's License No.
PRESCHOOL SERVICES DEPARTMENT
County Department Contract Representative PH. Ext. Amount of Contract
DAVID J.WATERS 8-0259 $228,962.00
County of San Bernardino Fund Dept. Organization APR. Obi/Rev Source Activity GRC/PRO/JOB Number
F A S RSC HIPS 100 300 2870 02723100
Commodity Code Estimated Payment Total by Fiscal Year
STANDARD CONTRACT 130 FY Amount I/D FY Amount l/D
Project Name
PSD-DELEGATE AGENCY/ 2000-2001 $200,366.00
FOOD SERVICES AGREEMENT 2000-2001 $28,596.00
THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino,
Preschool Services Department, hereinafter called the County, and
Name
City of San Bernardino Parks and Recreation hereinafter called DELEGATE AGENCY (DELEGATE)
Address
547 North Sierra Way
San Bernardino, CA 92410
Phone Birth Date
) 384-5233
Federal ID No.or Social Security No.
IT IS HEREBY AGREED AS FOLLOWS:
(Use space below and additional bond sheets. Set forth service to be rendered,amount to be paid,manner of payment,time for performance or completion, determination of
satisfactory performance and cause for termination,other terms and conditions,and attach plans,specifications,and addenda,if any.)
WHEREAS, The County desires to have activities for the Head Start/State Preschool Program provided
for its various sites; and,
WHEREAS, County has been allocated funds by the State Department of Education (SDE) and Federal
Administration for Children and Families (ACF);
WHEREAS, County finds the City of San Bernardino Parks and Recreation, a Delegate Agency, qualified
to provide all activities for the Head Start/State Preschool Program;
WHEREAS, County desires that such services be provided by a Delegate Agency, and the Delegate
Agency agrees to perform these services as set forth below;
NOW THEREFORE, County and Delegate Agency mutually agree to the following terms and conditions,
Page 1 of 15
TABLE OF CONTENTS
I. DEFINITIONS.....................................................................................................................................3
II. DELEGATE AGENCY PROGRAM RESPONSIBILITIES...................................................................3
III. DELEGATE AGENCY FOOD SERVICE RESPONSIBILITIES...........................................................4
IV. DELEGATE AGENCY GENERAL RESPONSIBILITIES...........................................................5
V. COUNTY RESPONSIBILITIES...........................................................................................................10
VI. FISCAL PROVISIONS........................................................................................................................11
VII. RIGHT TO MONITOR AND AUDIT..........................................................................................................12
I
VIII. CORRECTION OF PERFORMANCE DEFICIENCIES..........................
IX. TERM .......................................................................................................................................................13
X. EARLY TERMINATION............................................................................................................................13
XI. GENERAL PROVISIONS.........................................................................................................................13
.111. CONCLUSION .........................................................................................................................................14
ATTACHMENT A — CACFP MEAL PATTERNS FOR OLDER CHILDREN
ATTACHMENT B - PROGRAM BUDGET, INCLUDING REPORT OF IN-KIND CONTRIBUTIONS
a
Paqe 2 of 15
!. DEFINITIONS
A. ACF —Administration for Children and Families is the Federal funding source for this contract.
B. CACFP — Child and Adult Care Food Program provide the requirements for student's nutritional
needs set by the United States Department of Agriculture and the Head Start Program
Performance Standards.
C. CSCP — Child Support Compliance Program
D. Delegate Agency — Organization performing services for the County of San Bernardino Preschool
Services Department.
E. Head Start Program Performance Standards: Regulations applicable to the Program.
F. HSS — Human Services System. Oversees the seven Human Services System Departments and
fosters concern for social programs within the county and communities as a whole.
G. POI — Principle Owner Information form complies with Federal and State reporting requirements.
H. PSD — Preschool Services Department has operated the Head Start/State Preschool Program for
the past thirty-five years.
I. SDE —State Department of Education is the State-funding source for this contract.
J. Site Locations :
a. SAN BERNARDINO CITY - PARKS & RECREATION
2969 Flores Street
San Bernardino, California 92405
K. USDA— United States Department of Agriculture
II. DELEGATE AGENCY PROGRAM RESPONSIBILITIES
Delegate Agency agrees to:
A. Perform all activities for the Head Start/State Preschool Program, as approved in the ACF/State
Preschool grants to the County, for 4 classes of 17 children each, for a period of one hundred
seventy (170) days in a satisfactory manner.
B. The Delegate shall comply with Head Start Program Performance Standards 45 CFR, Part 1304.50
(Program Governance and Appendix A-Governance and Management Responsibilities dated
November 5, 1996), as it pertains to parents in decision making. The program shall be conducted in
compliance with Head Start/State Preschool Program funding sources' guidelines and
requirements, approved budget attached, all County requirements and directives and any special
conditions that may from time to time be requested.
C. Submit to the County, such reports as may be required by ACF and State Preschool directives, or
by the County, according to but not limited to the following schedule:
1. All program and fiscal records must be retained for five (5) years.
2. Attendance Reports - Due 5th day of each month.
3. Audit Report - as required.
4. Final Financial Reports, for ACF, due September 15th, annually.
Page 3 of 15
A& ......
6. Provide copies of the monthly menu to the PSD Administrative Office two weeks prior to the
beginning of the month, and shall provide sufficient copies of the menu to each site for each
family.
7. Provide to PSD Administrative Office, on an annual basis, a nutritional analysis of each
month's menu to ensure meals are meeting the daily nutritional needs for children.
8. Meet with small committees of parents of children enrolled in the Program in order to solicit
input on menu planning.
9. Provide substitutions for children with physician-documented allergies, e.g. juice for milk,
chicken or beef for pork, etc.
10. Adjust meal quantities to accommodate enrollment fluctuations.
11. Provide copies of food specifications for commercially prepared items, and standardized
recipes for food cooked from scratch, to the County at the beginning of each program year.
12. Supply all required disposable service ware necessary for daily food service for all meal
types, e.g. paper plates, plastic sporks, napkins, cups, etc.
13. Conduct a non-profit food service operation and use income accruing to its food service
operations only for program purposes.
14. Maintain storage, preparation and service areas of food within proper sanitation and health
standards in conformance with applicable State and local laws and regulations.
15. Accept cash-in lieu of commodities in the amount established for the fiscal year in
accordance with regulations. Total payment to an institution including cash for commodities
shall not exceed total program costs less cash income to the program.
16. Ensure that chairs, tables and eating utensils will be suitable for the size and developmental
level of the children.
IV. DELEGATE AGENCY GENERAL RESPONSIBILITIES
A. In the performance of this Contract, Delegate, its agents and employees, shall act in an independent
capacity and not as officers, employees, or agents of the County of San Bernardino.
B. Without the prior written consent of County, this Contract is not assignable by Delegate either in
whole or in part.
C. Delegate agrees not to enter into any subcontracting agreements for work contemplated under the
Contract without first obtaining written approval from the Assistant County Administrator — Human
Services System. Any subcontractor shall be subject to the same provisions as Delegate. Delegate
shall be fully responsible for the performance of any subcontractor.
D. Delegate will maintain all records and books pertaining to the delivery of services under this Contract
and demonstrate accountability for contract performance. Said records shall be kept and maintained
within the County of San Bernardino. County shall have the right upon reasonable notice and at
reasonable hours of business to examine and inspect such records and books.
E. Maintain all fiscal, statistical and management books and records pertaining to the program. Records
include, but are not limited to, monthly summary sheets, food invoices, menu production records and
other primary source documents.
Page 5 of 15
observed or suspected incidents of child abuse to a mandated reporting party, within the
program, who will ensure that the incident is reported to the appropriate agency.
Provision of or arrangement of training in child abuse reporting laws (Penal Code, Sections 11164 et
seq.) for all employees, agents, consultants, and volunteers, or verification that such persons have
received training in the law within thirty (30) days of employment/volunteer activity.
M. Delegate shall obtain from the Department of Justice (DOJ), records of all convictions involving any
sex crimes, drug crimes, or crimes of violence of a person who is offered employment or volunteers
for all positions in which he or she would have supervisory or disciplinary power over a minor, as
provided for in Penal Code Section 11105.3. A copy of a license from the State of California is
sufficient proof of DOJ clearance.
N. Delegate shall not employ in any capacity, paid or volunteer, any person who has been convicted of
any crime of violence or of any sexual crime and shall, upon discovery of such, terminate the
employment of said person. Delegate shall investigate all incidents where an applicant, employee,
intern or volunteer has been arrested for any crime listed in penal Code Section 11105.3 and shall
take action to either deny employment or terminate where the investigation shows that the
underlying conduct associated with the arrest renders the person unsuitable for employment,
internship, or volunteer services. Delegate shall immediately notify the County concerning the
arrest and/or conviction, for other than minor traffic offenses, of any paid employee, agent
consultant, intern or volunteer staff, when such information becomes known to Delegate.
O. Delegate shall make every reasonable effort to prevent employees, consultants or members of its
governing bodies from using their positions for purposes that are, or give the appearance of being
motivated by a desire for private gain for themselves or others, such as those with whom they have
family, business, or other ties. In the event County determines a conflict of interest exists, any
increase in Cns+s accnrinterl With the ronflirt of interest may be disallowed by County and such
conflict may constitute grounds for termination of the Contract. This provision shall not be construed
to prohibit employment of persons with whom Delegate's officers, agents, or employees have family,
business or other ties so long as the employment of such persons does not result in increased costs
over those associated with the employment of any other equally qualified applicants and such
persons have successfully competed for employment with other applicants on a merit basis.
P. Delegate shall maintain in accordance with County Risk Manager requirements such insurance as will
fully protect Delegate and County from any and all claims under any worker's compensation act or
employer's liability laws, and from any and all claims of whatsoever kind or nature for the damage to
property or for personal injury, including death, or violation of civil rights claim made by anyone
whomsoever which may arise from any negligent act carried on under this Agreement, either by
Delegate, any subcontractor or by anyone directly or indirectly engaged or employed by either of
them. Delegate agrees to and shall comply with the following indemnification and insurance
requirements:
1. Indemnification - The Delegate agrees to indemnify, defend and hold harmless the County
and its authorized officers, employees, agents and volunteers from any and all claims, actions,
losses, damages, and /or liability arising from Delegate's acts negligent or illegal, errors or
omissions and for any cost or expenses incurred by the County on account of any claim
therefore, except where such indemnification is prohibited by law.
2. Insurance - Without in anyway affecting the indemnity herein provided and in addition thereto,
the Delegate shall secure and maintain throughout the Contract the following types of
insurance with minimum limits as shown:
a. Worker's Compensation -A program of Workers' Compensation insurance or a State-
approved Self Insurance Program in amount or form to meet all applicable
requirements of the Labor code of the State of California, including Employer's Liability
Page 7 of 15
less than one million dollars ($1,000,000) shall satisfy all requirements contained in said other
provisions of this article.
Q. Delegate agrees to and shall comply with the County's Child Support Compliance Program
requirements:
1. Delegate's Warranty of Adherence to County's Child Support Compliance Program.
Delegate acknowledges that County has established a goal of ensuring that all individuals who
benefit financially from County through contract are in compliance with their court-ordered
child, family and spousal support obligations in order to mitigate the economic burden
otherwise imposed upon County and its taxpayers. As required by County's Child Support
Compliance Program (County Code Section 110.0101 et seq.) and without limiting Delegate's
duty under this contract to comply with all applicable provisions of law, Delegate warrants that
it is now in compliance and shall during the term of this contract maintain compliance with
employment and wage reporting requirements as required by the Federal Social Security Act
(42 USC Section 653a) and California Unemployment Insurance Code Section 1088.5, and
shall implement all lawfully served Wage and Earnings Withholding Orders or District Attorney
Notices of Wage and Earnings Assignment for Child or Spousal Support, pursuant to Code of
Civil Procedure Section 706.031 and Family Code Section 5246(b). Delegate hereby
acknowledges the County may require the Delegate to submit a completed Principal Owner
Information (POI) Form upon the request of the District Attorney.
2. Termination for Breach of Warranty to Maintain Compliance with County's Child Support
Compliance Program.
Failure of Delegate to maintain compliance with the requirements set forth in the preceding
paragraph shall constitute a default by Delegate under this contract. Without limiting the rights
and remedies available to County under law or under any other provision of this contract,
failure to cure such default within 90 days of notice by the San Bernardino County Department
of Child Support shall be grounds upon which the County Board of Supervisors may terminate
this contract.
R. Delegate shall comply with all applicable laws, statutes, ordinances, administrative orders, rules or
regulations relating to its duties, obligations and performance under the terms of the Contract and
shall procure all licenses and pay all fees and other charges required thereby. Delegate shall
maintain all required licenses during the term of this Contract. Failure to comply with the provisions of
this section may result in immediate termination of this Contract.
S. Delegate shall comply with all applicable local health and safety clearances, including fire clearances,
for each site where services are provided under the terms of this Contract.
T. Delegate agrees to comply with the provisions of the Equal Opportunity Program of the County of San
Bernardino as well as Executive Order 11246, as amended by Executive Order 11375, 11625, 12138,
12432, 12250, Title VII of the Civil Rights Act of 1964 (and Division 21 of the Department of Social
Services Manual of Polices and Procedures and California Welfare and Institutions Code, Section
1000), the California Fair Employment and Housing Act, and other applicable Federal, State, and
County laws, regulations and policies relating to equal employment or social services to welfare
recipients, including laws and regulations hereafter enacted. Delegate shall not unlawfully discriminate
against any employee, applicant for employment, or service applicant or recipient on the basis of
race, national origin or ancestry, religion, sex, marital status, age, political affiliation or disability.
Information on the above rules and regulations may be obtained from the Human Services System
(HSS) Contract Compliance Designee at (909) 388-0255.
U. Delegate agrees to comply with all applicable provisions of the Americans with Disabilities Act (ADA).
Page 9 of 15
provided herein, shall be in full payment for all Delegates' services and expenses incurred in the
performance hereof, including travel and per diem.
B. The Delegate will contribute $71,150.00 to the program funds. Such contributions shall be in cash
in the amount of$-0-, and in-kind in the amount of$71,150.00, per Attachment - B.
C. The County agrees to reimburse the Delegate for authorized expenditures. The Delegate will
submit to the County statements that are sufficient to support payment under the County's
accounting procedures established or approved by the County's Controller. Within thirty (30) days,
the County will approve or disapprove payment of the statements. In no event, will the Delegate
receive reimbursement exceeding $228,962.00, except as if it has received prior written
authorization from the County, which shall be incorporated into and attached to this agreement.
D. For food services, the Delegate will provide invoices once a month to PSD Finance Department not
later than the tenth (10'h) day of each month for the previous month's activities. Invoices shall
include, and be based upon the actual number of meals served.
E. Delegate will maintain record control over all non-expendable property purchased, including all
office machinery and office furniture, regardless of value. Record control means: (1) Written
records furnishing item description, serial and/or model number, acquisition cost and document
number and date; (2) all pieces of property shall be tagged for purpose of identification; (3) an
inventory of property shall be submitted to the County annually; (4) disposal, loss or destruction of
property shall be properly documented, with copies of such documentation furnished to the County
within thirty (30) days following the occurrence causing the same. Non-expendable property is any
article having a service life in excess of one (1) year and which cannot be correctly described as
either materials or supplies. Title to this property, whether purchased or donated as non-Federal
share contribution, shall be determined in accordance with ACF and State Preschool guidelines.
Any purchase in excess of five thousand dollars ($5,000) not approved in the original budget must
be approved in writing by the funding sources.
F. Costs for services under the terms of this Contract will be incurred during the contract period
except as approved by County. Delegate will not use current year funds to pay prior or future year
obligations.
G. Funds made available under this Contract shall not supplant any federal, state or any governmental
funds intended for services of the same nature as this Contract. Delegate shall not claim
reimbursement or payment from County for, or apply sums received from County with respect to
that portion of its obligations, which have been paid by another source of revenue. Delegate
agrees that it will not use funds received pursuant to this Contract, either directly or indirectly, as a
contribution or compensation for purposes of obtaining funds from another revenue source without
prior written approval of the County.
H. County is not liable for the payment of any taxes, other than applicable sales or use tax, resulting
from this Contract however designated, levied or imposed, unless County would otherwise be liable
for the payment of such taxes in the course of its normal business operations.
I. Keep full and accurate records of its food service operation to serve as a basis for claim for
reimbursement, and for audit and review purposes. The records to be kept must include the
following:
a. Daily attendance records
b. Daily meal count, by types of meals served for both children and adults.
C. Menu planning worksheet, including specific type and amount of food used.
d. Monthly inventory records to determine cost of food.
e. Program expenditures supported by invoices, receipts, or other proof of
expenditures for food and labor.
Page 11 of 15
4. Offset against any monies billed by Delegate but yet unpaid by County those monies
disallowed pursuant to Item "2" of this paragraph; and/or
5. Impose liquidated damages which will reduce the total reimbursable amount of the Contract by
the amount(s) levied and not claimable by Delegate. This remedy shall only be used when
reasonable efforts to correct a performance or violation deficiency have failed to correct the
problem, or in circumstances of unacceptable or negligent performance of Delegate as
determined by County. There is no limit to the number of adjustments County may levy per
each instance.
8
6. Terminate this Contract and be relieved of the payment of any consideration to Delegate
should Delegate fail to perform the covenants herein contained at the time and in the manner
herein provided. In event of such termination, the County may proceed with the work in any
manner deemed proper by the County. The cost to the County shall be deducted from any
sum due to the Delegate under this Contract and the balance, if any, shall be paid by the
Delegate upon demand.
IX. TERM
This Contract is effective as of September 1, 2000 and expires June 30, 2001, but may be terminated earlier
in accordance with provisions of Article X of the Contract.
X. EARLY TERMINATION
A. The County may terminate the Contract immediately under the provisions of Article VII of the
Contract. In addition, the County may terminate the Contract without cause by serving a written
notice to the Delegate thirty (30) days in advance of termination. The Assistant County Administrator
— Human Services System is authorized to exercise the County's rights with respect to any
termination of this Contract.
B. Delegate will only be reimbursed for costs and uncancelable obligations incurred prior to the date of
termination. Delegate will not be reimbursed for costs incurred after the date of termination.
XI. GENERAL PROVISIONS
A. When notices are required to be given pursuant to this Contract, the notices shall be in writing and
mailed to the following respective addresses listed below.
Delegate: San Bernardino City- Parks & Recreation
547 North Sierra Way
San Bernardino, CA 92410
County: County of San Bernardino
Human Services System
Attn: Contract Administration
150 S. Lena Road
San Bernardino, CA 92415-0515
B. Nothing contained in this Contract shall be construed as creating a joint venture, partnership or
employment arrangement between the Parties hereto, nor shall either Party have the right, power or
authority to create an obligation or duty, expressed or implied, on behalf of the Party hereto.
Page 13 of 15
COUNTY OF SAN BERNARDINO Sa ern rdin&Ci - Pa s nd Recreation
(Print r type a, o r do ,co pany,contractor, etc.)
t
► OD By
Jon ClAlikels, Chairman, Board ofTupervisors ( d si 'arur -si in blue ink)
Dated: AUG 2 9 2M Name_ Gordon McGinnis
SIGNED AND CERTIFIED THAT A COPY OF THIS Mayor Pro Tem
DOCUMENT HAS BEEN DELIVERED TO THE Title _
Designee
CHAIRMAN OF TNE, �Q .
pf; upervisors Dated:
By / �'! Address 547 North Sierra Way
San Bernardino, CA 92410
Approve,, Legal ,1RL-),NO Cn Reviewed by Contract Compliance Reviewed for Processing
CI , la L M' ' y�',t Do-
Regina Coleman,County Counsel Tanya Bratton; ontract Compliance Agency Administrator/CAO
Date if— �� Date ���' Date
Page 15 of 15
COE/CNFOO CUPICCC Ici/sB
Appendix 400.3
ATTACHMENT,A
CCFP MEAL PATTERNS FOR OLDER CHILDREN
Ages one to Ages.three to Ages six through
BREAKFAST three years Sa years twelve years
- Milk, fluid 1/1 cup '/, cup 1 cup
- Vegetable, fruit,or full-strength juice '/4 cup 'h.cup 'fz cup
- Grains/breads (whole grain or enriched): bread, '/z slice '/a slice I slice
or rolls,muffins,etc. '/s serving 1/2 serving 1 saving
or cold dry cereal, (volume or weight,whichever is less) '/, cup or 1/3 oz Ira cup or'/�oz %cup or 1 oz
or cooked cereal,pasta,noodle products,or cereal grains 'h cup '/4 cup '/3 cup
LUNCH OR SUPPER
- Milk, fluid '/a cup 3/4 cup I cup
• Vegetable and/or fruit(two or more kinds) %,cup total '/z cup total '/.cup total
Grains/breads (whole grain or enriched): bread 1/1 slice '/Z slice 1 slice
or rolls,muffins,etc. 1/2 serving 1/2 serving 1 serving
or cooked, pasta,noodle products,or cereal grains 'A cup V,cup +/a cup
- Meat/meat alternates
Lean meat,fish,or poultry(edible portion as served) 1 oz I'A oz 20Z
or cheese(natural or processed) I oz IVI oz 2 oz
or cottage cheese,cheese food/che-se spread substitute 1/,cup or 2 oz 3/8 cup or 3 oz '/a cup or 4 oz
or egg 1 egg 1 egg f e z
or cooked dry beans,or peas* '/4 cup 3/8 cup 1/2 cup
or peanut butter,reduced-fat peanut butter,soynut butter 2 Tbsp. 3 Tbsp. 4 Tbsp.
or other nut or seed butters
or peanuts,soynuts,tree nuts, roasted peas,or seeds*** '/z oz** 314 oz** 1 oz**
or yogurt,plain or flavored,unsweetened or sweetened '/a cup 3/4 cup I cup
or an equivalent quantity of any combination of the above
meat and meat alternates,
AM OR PM SUPPLEMENT(select two of these four components)***
■ Milk,fluid '/z cup '/z cup 1 cup
- Vegetable, fruit,or full-strength juice 1/2 cup '/a cup 3/4 cup
• Grains/breads(whole grain or enriched); bread 1/2 slice 1/2 slice 1 slice
or rolls, muffins, etc. '/a serving '/a serving 1 serving
or cold dry cereal(volume or weight,whichever is less) '/,cup or 1/3 oz 1/3 cup ar'/2 oz 3/, cup or 1 oz
or cooked cereal,pasta,noodle products,or cereal grains '/,cup V,cup cup
• Meat/meat alternates
Lean meat,fish,or poultry(edible portion as served) 1/2 oz 1/a oz I oz
or cheese(natural or processed) '/a oz 1/1 oz 1 oz
or cottage cheese,cheese food/checsz spread substitute 1/8 cup or I oz 1/8 cup or 1 oz 1/, cup or 2 oz
or egg yy egg 1/2 egg I egg
or yogurt,plain or flavored,unsweetened or sweetened**** 1/,cup 1A cup +/z cup
or cooked dry beans,or peas* 118 cup 1/8 cup '. 1/,cup
a r peanut butter,reduced-fat peanut butter,soynut butter, 1 Tbsp 1 Tbsp 2 Tbsp.
or other nut or seed butters
or peanuts,soynuts,tree nuts,roasted peas,or seeds 1/2 oz '/x oz 1 oz
or an equivalent quantity of any combination of the above
meat and meat alternates.
* Dried beans or dried peas may be used as a meat alternate or vegetable component,but cannot be counted as both in the same meal.
** No more than 50 percent of the requirement shall be met with nuts or seeds.Nuts or seeds must be combined with another meadmeat
alternate to fulfill the requirement.To determine combinations,l oz.of nuts or seeds Is equal to 1 oz of cooked lean melt,poultry,or rish.
Roasted peat can count as it meat alternate or vegetable component,but cannot be counted as both in the same meal.
*** juice cannot Ix served when milk is served is the only other component
**** If yogurt is used as the meat component In supplements,milk cannot be used to satisfy the second component requirement Commercially
added fruit or nuts in flavored yogurt cannot be used to satisfy the second component requirement In supplements.
ATTACHMENT- B
PRESCHOOL SERVICES DEPARTMENT
2000-01
SAN BDNO. PARKS &RECREATION
4 CLASSES OF 15
A. PERSONNEL TOTAL
SITE SUPERVISOR $22,979
3 TEACHERS $59,643
TEACHER $18,376
4 TEACHER AIDE $32,476
CLERK $12,990
TOTAL $146,464
B. FRINGE BENEFITS
RETIREMENT $7,979
MEDICARE $2,124
HEALTH INSURANCE $33,134
WORKERS COMP $5,126
SUI $366
TOTAL $48,729
E. SUPPLIES
CLASSROOM $1,000
OFFICE $700
POSTAGE $71
EQUIPMENT $500
TOTAL $2,271
F. CONTRACTUAL
FIELD TRIP $802
TOTAL $802
Page 1 of 2
PRESCHOOL SERVICES DEPARTMENT
2000-01
SAN BDNO. PARKS & RECREATION
4 CLASSES OF 15
H. OTHER TOTAL
PARENT ACTIVITY $200
EQUIP. MAINT/REPAIR $500
FOOD $300
TELEPHONE $700
ADMISSIONS $400
TOTAL $2,100
GRAND TOTAL $200,366
NON FEDERAL SHARE
ADMINISTRATION $12,850
VOLUNTEERS $6,210
SPACE COSTS $50,030
OVERHEAD FINANCE $2,060
TOTAL $71,150
Page 2 of 2
HUMAN SERVICES SYSTEM COUNTY OF SAN BERNARDINO
HUMAN SERVICES SYSTEM
dAN 6f4NAR�1
JOHN F.MICHAELSON
Assistant County Administrator
Reply to:Helen M.Cortez
❑x 150 S Lena Road
San Bernardino,CA 92415-0515
September 11, 2000
City of San Bernardino Parks &Recreation
Attn: Annie Ramos, Director
547 North Sierra Way
San Bernardino, CA 92410 92324
RE: Board of Supervisors Approved Contract Award for Delegation of Activities and Food
Service - Fiscal Year 2000 - 2001
Enclosed is your copy of Contract# 00-890 with your agency to provide a Head Start/State
Preschool Program and food service under the Grantee, the San Bernardino Board of Supervisors
and supervision of the County's Preschool Services Department.
Please remember to submit your Certificate of Insurance as per contract compliance, Section
IV, paragraph 3, #6. Proof of Coverage (page 8-15).
I will be serving as the contract representative for this contract. If you have any questions or require
assistance,please feel free to contact me directly. Also, any notices pursuant to the contract should
be sent to the address below:
Helen M. Cortez, Contract Specialist
County of San Bernardino
Human Services System - Contract Administration
150 S. Lena Road
San Bernardino, CA 92415-0515
Additionally, according to the contract, any modification, change or addition to the scope of work
or any other aspect of this contract must be executed via contract amendment. Any such
amendment must first be submitted to this office for approval and usually requires prior approval
from the County Board of Supervisors. As such, please understand that County staff do not have
the authority to authorize any changes and any payment request based on an unauthorized change
will not be honored.
Thank you for your assistance. If you have any further questions, please contact me at(909) 387-
2444.
Sincerely,
Helen M. Cortez
Contract Administration