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HomeMy WebLinkAbout18- Parks, Recreation & Community Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Subject: RESOLUTION AUTHORIZING THE From: ANNIE F: RAMOS, DIRECTOR EXECUTION OF AN AGREEMENT Dept: PARKS, RECREATION & COMMUNITY SERVICES RELATING TO DELIVERY OF LUNCHES LUNCHES AND SNACKS TO Date: SEPTEMBER 10, 1997 ORIGINAL CENNTER.TER.E HEIGHTS HEADSTART C Synopsis of Previous Council Action: Resolutions have been approved by the Mayor and Common Council since April, 1978 to establish agreement between the City and School District for delivery of lunches and snacks to the City's Delmann Heights Headstart Center. Resolution 97-202 was approved July 7, 1997, to approve the agreement for the 1997/1998 school year. SEP 14 1998 Recommended Motion: Adopt the Resolution �r Signature Contact person: JOHN A. KRAMER Phone: 5032 Supporting data attached: Staff Report. Resolution and Agreement Ward: FUNDING REQUIREMENTS: Amount: No City Funds Involved Source: (Acct. No.) N/A (Acct Description) Finance: Council Notes: Agenda Item No. /a 9/10/98 tjg Delman.Lunches/Snacks CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT RELATING TO DELIVERY OF LUNCHES AND SNACKS TO DEL- MANN HEIGHTS HEADSTART CENTER. Background The Parks, Recreation and Community Services Department has provided a Headstart Program at Delmann Heights Community Center since 1978 with an agreement with San Bernardino City Unified School District for providing lunches and snacks. This program currently accommodates 30 morning and 30 afternoon preschoolers, ages 3-5, and runs September through June. This proposed agreement includes a $.05 increase for Student Type A Lunches (from $1.80 to $1.85) and an increase of $.01 for Schedule B Snacks (from $.39 to $.40). These increases are due to an increase in the service provided by the school district which includes furnishing milk, straws, utensils and napkins, Financial Impact The program is fully funded through a Federal Headstart Grant. Recommendation Adopt the Resolution. y6 9/10/98 Delmann Luncha/Smcb i COPY • 1 RESOLUTION NO. 2 3 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF PARRS, RECREATION AND COMMUNITY SERVICES DEPARTMENT, 4 TO EXECUTE AN AGREEMENT WITH THE SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT RELATING TO THE DELIVERY OF TYPE A LUNCHES AND 5 SCHEDULE B SNACKS TO CITY' S DELMANN HEIGHTS HEADSTART CENTER. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 7 OF SAN BERNARDINO AS FOLLOWS: 8 SECTION 1 . The Director of Parks, Recreation and 9 Community Services Department is hereby authorized and directed 10 to execute on behalf of said City an agreement with the San 11 Bernardino City Unified School District relating to the delivery 12 of Type A Lunches and Schdule B Snacks to City' s Delmann Heights 13 Headstart Center, for the term of one year and to provide the • 14 student lunches at one dollar and eighty-five cents ($1 . 85) and 15 snacks at forty cents ($ . 40) each, a copy of which is attached 16 hereto, marked Exhibit "A" and incorporated herein by reference 17 as fully as though set forth at length. 18 SECTION 2 . The authorization granted hereunder shall 19 expire and be void and of no further effect if the agreement is 20 not executed by both parties and returned to the office of the 21 City Clerk within sixty (60) days following the effective date of 22 the resolution. 23 24 25 26 9/10/98 • 27 -1- 28 • 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF PARRS, RECREATION AND COMMUNITY SERVICES DEPARTMENT TO EXECUTE 2 AN AGREEMENT WITH THE SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT RELATING TO THE DELIVERY OF TYPE A LUNCHES AND SCHEDULE B SNACKS 3 TO CITY' S DELMANN HEIGHTS HEADSTART CENTER. 4 I HEREBY CERTIFY that the foregoing Resolution was duly 5 adopted by the Mayor and Common Council of the City of San 6 Bernardino at a meeting thereof, held on 7 the day of 8 1998 , by the following vote, to wit : 9 COUNCIL MEMBER AYES NAYS ABSTAIN ABSENT 10 ESTRADA it LIEN i 12 ARIAS 13 SCHNETZ • 14 DEVLIN 15 DEAN-ANDERSON _ 16 MILLER 17 18 City Clerk 19 The foregoing resolution is hereby approved this 20 day of 1998 . 21 22 Judith Valles, Mayor City of San Bernardino 23 Approved as to form and legal content : 24 James Penman 25 City Mtorney n 26 By: � �?' --s • - 2 27 j 0 - g /30/ 0elmaiw. uncnee/Snacks 28 SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT 777 North "F" Street San Bernardino, California 92410 FOOD SERVICE AGREEMENT (F'cM Year) THIS AGREEMENT, is made and entered into this 24th day of June, 1998, by and between the SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT, hereinafter referred to as the "DISTRICT," and the CITY OF SAN BERNARDINO for its Delman Heights Child Care Center, hereinafter referred to as the CITY. RECITALS: WHEREAS, the CITY desires to have Type A lunches and Schedule B snacks provided for its Delman Heights Child Care Center; ancl, WHEREAS, the DISTRICT has facilities for the preparation of the needed lunches, and the DISTRICT is willing to provide such service to the CITY on a cost reimbursement basis; NOW, THEREFORE, the DISTRICT and the CITY mutually agree as follows: 1, Agreement Term The term of this Agreement shall he from July 1. 1998, through June 30. 1999, inclusive, but may be canceled by either party upon the giving of sixty (60) days written notice to the other • parry. This Agreement may be extended by mutual written consent one year at a time up to a total of three (3) years, subject to the terms and conditions agreed upon by both parties by June 30th of each year. Written notice of changes to terms and conditions may include, but are not limited to, price, location(s) and number of meals served. II. Other Tertt A. Each lunch shall comply with Type "A" requirements set by the United States Department of Agriculture for the National Student Lunch Program for students' nutritional needs. The contents of the menus shall contain such items as are necessary to meet these requirements. B. Lunches Shall include: milk, straws, utensils, napkins and trays. C. All notices, invoices, and other correspondence may be given by United States mail to the following addresses: DISTRICT City of San Bernardino San Bernardino City Parks, Recreation & Community Unified School District Services Department Assistant Superintendent • Attn: Andy Brown Business Services 547 North Sierra Way 777 North "F" Street San Bernardino, CA 92410 San Bernardino, CA 92410-3090 (909) 384-5417 (909) 381-1162 1 • III. Payment A. The cost to the CITY for Type A lunches and Schedule B snacks is as follows: Adult Lunch: $1.90 Student Type A Lunch: $1.85 Schedule B Snacks: $0.40 Said rates shall be subject to a proportionate increase in the event of a reduction in Federal reimbursement and/or subsidies. IV. District Responsibilities A. The DISTRICT will prepare and deliver Type A lunches, including frozen products as required by menu, at or before the lunch hour each operational day when children are present at the CITY's location, in accordance with the number of meals requested for that day. B. The DISTRICT shall be responsible for the temperature and quality of the lunches until the time of delivery. C. The DISTRICT will pick up transport carts on the next operational day after the • operational day of delivery. D. The DISTRICT will present the CITY with an itemized invoice the first day of each month for the previous month's deliveries. E. The DISTRICT will assume all liability for proper use and protection of surplus commodities assigned to it by the CITY. F. The DISTRICT will provide the CITY with a monthly menu one week prior to the beginning of the period covered by said menu. G. The DISTRICT will maintain all necessary records on the nutritional components of the lunches and the number of lunches delivered to the CITY and make said records available for inspection by State and Federal authorities upon request. H. The DISTRICT hereby agrees to indemnify and hold the CITY harmless for any loss, liability, claim, suit, or judgment, resulting from work or acts done or omitted by the DISTRICT, its departments, agents, officers, and employees in carrying out this Agreement. • 2 V. CITY Responsibilities • A. The CITY shall request by telephone no later than 2:00 p.m. on the operational day preceding the operational day of delivery, an accurate number of lunches to be delivered to the CITY Delman Heights Child Care Center. Errors in count called in shall be the responsibility of the CITY. B. The CITY will insure that an individual is available at the delivery site between 8:00 a.m. and 11:00 a.m. each operational day to receive the requested number of lunches. C. The CITY is to provide personnel to serve lunches, clean the serving and eating areas, remove all food from transport carts and pans, and assemble empty transport carts for pick up by the DISTRICT between 8:00 a.m. and 11:00 a.m. on the next operational day after the operational day of delivery. D. The CITY will provide an annual calendar of its operational days and holidays/non- operational days, to the DISTRICT in advance of any deliveries made under this Agreement. The CITY shall also advise the DISTRICT by telephone at least three (3) operational days in advance of any non-operational day, to assure that lunches are not delivered on non-operational days. E. The CITY if applicable, will establish collection procedures which are in accordance with State and Federal regulations relating to the overt identification of needy pupils • and keep accurate records of the number of free, reduced price, paid and adult lunches served daily. F. The CITY if applicable, will prepare all claims for reimbursement under its own agreement number, receive and approve all free and reduced price meal applications, and maintain all necessary records to substantiate the above items. G. The CITY will assign to the DISTRICT all commodities to which the CITY is entitled for its Delman Heights Child Care Center Program and the liability for use of such commodities. H. The CITY agrees to pay the DISTRICT by the tenth of each month the full amount as presented on the monthly itemized invoice. 1. The CITY shall bear the sole responsibility to properly care for all perishable food items after they have been delivered to the delivery site by the DISTRICT until the time of ultimate consumption. J. The CITY shall bear the cost of any losses resulting from theft or improper storage once the food or lunches are received or delivered to authorized CITY personnel; the CITY assumes the responsibility to dispose of such and return no food items. If the CITY has ordered more food than it is able to consume, it shall not he entitled to any credit on said items from future food orders. • K. The CITY hereby agrees to indemnify and hold the DISTRICT harmless for any loss, liability, claim, suit, or judgment, resulting from work or acts done or omitted by the CITY, its departments, agents, officers, and employees in carrying out this Agreement. 3 • VII. Sneefal Provisions The CITY certifies it will not discriminate, as hereby certified, on the basis of race, color, national origin, ancestry, sex (including sexual harassment), marital status, handicap, disability, medical condition, religion, or age in any of its policies, procedures, or practices in compliance with: Tide VI and VIT of the Civil Rizhts Act of 1964- as amended (pertaining to race, color, national origin, and religion); Title IX of the Education Amendments of 1972 (pertaining to sex); Section 504 of the RehahiliLtion Act of 1973 (pertaining to handicap); • The Act Discrimination Act of 1975 (pertaining to age); The Fair Employment and Housing Act of 1980 (pertaining to ancestry, race, national origin, color, sex, religion, physical handicap, medical condition, marital status, and age); and • The Am rica s with Disabilities Act of 1990 (pertaining to disability) This non-discrimination policy covers admission and access to, and treatment and employment in, the DISTRICT's programs and activities. IN WITNESS WHEREOF, the parties have executed this Agreement as set forth below. CITY OF SAN BERNARDINO S N BERNARDINO UNIFIED C O L DIST 1 ANNIE F. RAMOS ERT W. MUR I Y Director Ass stant Superinten ent Parks, Recreation and Community Services Business Services vision gt_lr 2 � 1998 Date: Date: Approved as to form and legal content: • JAMES . PENMAN, City Attorney By: - 4 I CI ;C-Y—OF SAN BERNARDINO INTEROFFICE MEMORANDUM CITY CLERK'S OFFICE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM DATE: September 23, 1998 TO: Tom Boggs, Administrative Operations Supervisor II FROM: Rachel Clark, City Clerk by Melanie Miller, Senior Secretary RE: Transmittal for signature - Res 98-267 Documents - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Attached are the following: One (1) original agreement authorizing an agreement with the San Bernardino City Unified School District for the Delmann Heights Headstart Center. Please obtain signatures as needed. Please return the executed original to the City Clerk's office as soon as possible, to my attention. Be advised that the resolution and agreement will be null and void if it is not executed within sixty (60) days- November 20, 1998. If you have any questions, please do not hesitate to contact me at ext. 3212. Thank you. Rachel Clark City Clerk By: Melanie Miller I hereby acknowledge receipt of the above i8ntioned documents. Signed: Date: 1 I� V t 1 RC:mam ��