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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lemuel Randolph, Director
Subject: RESOLUTION OF THE MAYOR
AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE
MAYOR OR HER DESIGNEE TO EXECUTE
AMENDMENT NO.2 TO CONTRACT 02-1166
WITH THE COUNTY OF SAN BERNARDINO
TO PROVIDE YOUTH MENTORING
SERVICES FOR THE PERIOD OF JULY I,
2004 THROUGH JUNE 30, 2005.
Dept: Parks, Rec. & Community
Services Department
Date: August 11,2004 OR \ G\NAL
MICC Meeting Date: September 7,2004
Synopsis of Previous Council Action:
The Mayor and Common Council approved resolutions since 1997 for this project with the last
approval being on 07/07/03, Resolution 2003-147.
Recommended Motion:
Adopt Resolution
4d!d/
/' Si ature
Contact person: Aaliyah Harkley
Phone: 5231
Supporting data attached: St"ffr~.p"rt He," Agrnnt
Ward: Nt A
FUNDING REQUIREMENTS:
Amount:$45,OOO
Source: (Acct. No.) 123-551-xxxx
(Acct. Descriotion) Mentorina Focus Grant-
(State Funds)
Finance:
Council Notes:
~o ~ -zroLj - "Ll~
Age.,. Item NO.~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the Mayor
or her designee to execute Amendment No.2 to Contract 02-1166 with the County of San Bernardino to
provide Youth Mentoring Services for the period of July 1,2004 through June 30, 2005.
Background:
The Mentoring Program was established in April of 1992 as a project of the Mayor's Youth Task
Force. The initial funding came from the City and the San Bernardino City Unified School District
as a partnership to provide both mentoring and the Late Night Hoops Program. The Parks,
Recreation and Community Services Department continues to pursue grant funding to sustain the
mentoring program. Grants we have received in the past are:
. Community Challenge Grant (FOCUS) - 1997 to present
. Office of Juvenile Justice and Delinquency Prevention Grant (JUMP) - 1997 to 2000
. California Endowment Grant - 2000 to 2002
The department and the mentoring program became a collaborative partner with San Bernardino
County Public Health Department in developing and receiving a FOCUS Community Challenge
Grant through the State of California Department of Health Services and would like to extend this
collaborative contract for the July I, 2004 - June 30, 2005 fiscal year.
The City of San Bernardino Mentoring Program has been working as a partnership for seven years
with the County of San Bernardino Public Health Department FOCUS Project. The commitment of
the Parks, Recreation and Community Services Department Mentoring Program is to continue as a
collaborative partner in the planning and implementation of the Department of Public Health
FOCUS Project to support youth, families, and teen pregnancy prevention. The program serves at-
risk youth by providing one-on-one mentoring while meeting the State of California Governor's
Quality Assurance Standards, which are the standards established by the Governor's Mentoring
Partnership Program. It is a very important commitment to support the relationship already formed
between mentors and mentees, recruit mentors for youth newly referred to the mentoring program,
and provide outreach services to the families. Mentees are referred to the program from San
Bernardino Unified School District. The Mentor Coordinator works directly with school counselors
and other officials to create a good working environment for MenteeIMentor experiences.
The program will have 25 mentors matched with 25 mentees. The program includes monthly mentor
support meetings that provide training, information, and referrals to the Public Health Case
Managers and/or other Health Agencies, as needed. Additionally, workshops will be held for
parents of mentees to provide guidance on teen pregnancy prevention strategies and warning signs.
Documentation will be provided, as required, for 25 matches (25 mentor/mentees), parent
involvement, and sign-in sheets for different activities. The Scope of Work includes recruitment,
training and monitoring, administration, reporting, fundraising, and monthly advisory committee
meetings. Additional activities will include job shadowing, family picnic, Recognition Program and
a family Christmas Party.
Financial Impact:
There will be no general fund cost to the City. The FOCUS Project will provide $45,000 for fiscal
year 2004-2005 in accordance with the attached budget for the Mentor Coordinator's salary, fringe
benefits, travel and per diem.
Recommendation:
Adopt Resolution.
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RESO~I~P)f
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
EXECUTE AMENDMENT NO.2 TO CONTRACT 02-1166 WITH THE COUNTY OF SAN
BERNARDINO TO PROVIDE YOUTH MENTORING SERVICES FOR THE PERIOD
OF JULY 1,2004 THROUGH JUNE 30, 2005.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby
authorized and directed to execute on behalf of said City, Amendment No.2 to Contract 02-
1166 with the County of San Bernardino relating to the provision of youth mentoring services
for the period of July I, 2004 through June 30, 2005, a copy of which is attached hereto,
marked Exhibit "A" and incorporated herein by reference as fully as though set forth at length.
SECTION 2.
The authorization to execute the above referenced agreement is
rescinded if the parties to the agreement fail to execute it within one hundred twenty (120) days
of the passage of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
EXECUTE AMENDMENT NO.2 TO CONTRACT 02-1166 WITH THE COUNTY OF SAN
BERNARDINO TO PROVIDE YOUTH MENTORlNG SERVICES FOR THE PERIOD
OF JULY 1, 2004 THROUGH JUNE 30, 2005.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a.
meeting thereof, held
on the
day of
, 2004, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2004.
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By: L ?/~
()
FAS
New Vendor Code Depl. Contract Number
I-
~ Change SANBERN772 SC A
PHL 02-1166 A-2
Cancel
~ounty Department Depl. Orgn. Contractor's License No.
p~partment of Public Health PHL
~ounty Department Contract Representative Telephone Total Contract Amount
Bruce Fordon 387-2451 $135,000
Contract ere
o Revenue Iil Encumbered 0 Unencumbered Other:
f not encumbered or revenue contract type, provide reason:
Commodity Gode Contract Start Date Contract End Date Original Amount Amendment
Amount
Auo 1, 2002 June 30, 2005 $45,000 . $45,000
Fund Depl. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAA PHL 3305 200 2445 , 93470 $45,000
Fund Depl. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
, ,
Fund Depl. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
.
Project Name Estimated Payment Total by Fiscal Year
PALS FY Amount I/O FY Amount I/O
FOCUS Project 04-05 $45,000 I .-
-
.-
FOR COUNTY USE ONL Y
ORIGINAL
o fi
County of San Bernardino
STANDARD CONTRACT
THE CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of
~ubliC Health, hereinafter called the County, and
~ame
City of San Bernardino hereinafter called the Contractor
Address
547 North Sierra Way
San Bernardino, CA 92410
Telephone
(909) 384-5233
Federal 10 No. or Social Security No.
IT IS HEREBY AGREED AS FOllOWS:
AMENDMENT NO.2
It is hereby agreed to amend Contract number 02-1166 as follows:
Section"l: Contractor General Responsibilities
Paraaraph K, "Confidentiality", is amended to read, "Contractor shall protect from unauthorized use or
disclosure narnes and other identifying information concerning persons receiving services pursuant to this
Contract, except for statistical information not identifying any participant. The Contractor shall not use or
disclose any identifying information for any other purpose other than carrying out the Contractor's obligations
rl\nder this Contract, except as may be otherwise required by law. This provision will remain in force even after
Ve termination of the Contract."
Page 1 of 3
Paraaraph p, "Indemnification and Insurance Reauirements", Item 2,b is amended to read, "Comprehensive
General and Automobile Liability Insurance - This coverage to include contractual coverage and automobile
a'ability coverage of owned, hired and non-owned vehicles. The policy shall have combined single limits for bodily
jury and property damage of not less than one million dollars ($1,000,000). If the Contractor provides
transportation to one or more clients at any time, the automobile liability insurance policy shall have
combined single limits for bodily injury and property damage of not less than two million dollars
($2,000,000).
Section V: Fiscal Provisions
Paraaraph A, "Maximum Reimbursement", Item 1 is amended to read, "The maximum amount of
reimbursement under the Contract shall not exceed $135,000 ($45,000 for FY 2002-2003, $45,000 for FY
2003-2004 and $45,000 for FY 2004-2005), and is subject to availability of funds to the County. The
consideration to be paid to the Contractor as provided herein shall be in full payment for all of the Contractor's
services and expenses incurred in the performance hereof, including travel and per diem. Reimbursement of
invoices shall be based in items included in Attachment B - Project Budget. All reimbursement to the
Contractor shall be contingent upon the submission by the Contractor, and approval by the County, of the
herein required reports, invoices, and supporting documentation".
Section VIII: Contract Term
The term is amended to read, "This Contract is effective as of August 1, 2002, and is being extended from its
amended expiration date of June 30, 2004 to expire on June 30, 2005, but may be terminated earlier in
accordance with provisions of Section IX, "Early Termination", of this Contract".
OTTACHMENT A:
Scope of Work: Add Attachment A titled "2004-2005 Scope of Work".
ATTACHMENT B:
Proaram Budaet: Add Attachment B titled "2004-2005 Program Budget".
o
Page 2 of 3
All other terms and conditions of the Contract shall remain in full force and effect.
o
COUNTY OF SAN BERNARDINO
City of San Bernardino
(Print or type name of corporation. company, contractor. etc.)
~
Dennis Hansberger, Chairman, Board of Supervisors
By ~
(Authorized signature - sign in blue ink)
Dated
Name
(Pn'nt or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Clerk of the Board of Supervisors
of the County of San Bernardino.
Title
(Print or Type)
Dated
By
Deputy
Address 547 North Sierra Way
San Bernardino, CA 92410
Approved as to legal Form
Reviewed by Contract Compliance
Presented to 80S for Signature
~
Charles Larkin, County Counsel
~
Lori Ciabattini, HSS Contracts Unit
~
James A. Felten, Public Health Director
Date
Date
Dale
.. , iO.' a.FAS
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Page 3 of3
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Attachment B
o
Program Budget
CITY OF SAN BERNARDINO
DEPT. of PARKS, RECREATION, AND COMMUNITY SERVICES
JULY, 1 2004 THROUGH JUNE 30, 2005
PERSONNEL
Mentor Coordinator
40,768
SUBTOTAL PERSONNEL
40,768
FRINGE BENEFITS
3,500
TOTAL PERSONNEL
$
44,268
TRAVEL AND PER DIEM
$
$
732
o
SUN CONTRACTS
OTHER COSTS
TOTAL OTHER COSTS
INDIRECT COSTS
$
$
$
45,000
TOTAL PROJECT COSTS
MATCH
o
.
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
September 10, 2004
TO:
Debbie Piantadosi, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2004-276
At the Mayor and Common Council meeting of September 7, 2004, the City of San Bernardino
adopted Resolution 2004-276 - Resolution authorizing the Mayor or her designee to execute
Amendment No.2 to Contract 02-1166 with the County of San Bernardino to provide youth
mentoring services for the period of July 1, 2004, through June 30, 2005.
Attached are three (3) original agreements. Please obtain signatures in the appropriate location
and return one original agreement to the City Clerk's Office as soon as possible, to my attention.
Please be advised that the resolution and agreement will be null and void if not executed
within 120 days, or by January 5, 2005.
If you have any questions, please do not hesitate to. contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acknowledge receipt of the above mentioned documents.
Signed:
Please sign and return
. .
~UMAN SERVICES SYSTEM
COUNTY OF SAN BERNARDINO
,
Carol L. Anselmi
Assistant County Administrator
Reply to:
IXI 150 S Lena Road
San Bernardino, CA 92415-0515
October 6, 2004
Ms. Judith Valles, Mayor
City of San Bernardino
547 N. Sierra Way
San Bernardino, CA 92410
~
~
~
B
Dear Ms. Valles: ~
w
Enclosed is your copy of Amendment NO.2 to County Contract 02-1166 with thl?'
Department of Public Health to provide community-based services to prevent teen
pregnancy. I will serve as the contract analyst for this contract. If you have any
questions or require assistance, please feel free to contact me. Also, any notices
pursuant to the contract should be sent to the address below:
County of San Bernardino
Human Services System - Administrative Support Division
Attn: Margie Donahue, Contracts Unit
150 S. Lena Road
San Bernardino, CA 92415-0515
Please remember that 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 in this matter. If you have any further questions, please
contact me at (909) 387-2444.
Sincerely,
~~
Margie Donahue
Contract Analyst
Enclosure
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OCTll 94 3:44PM
-,I
REPORT/RECOMMENDATIDN TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY, CALIFORNIA
AND RECORD OF ACTION
September 28, 2004
FROM: JAMES A. FELTEN, Director
Department of Public Health
SUBJECT: CONTRACT AMENDMENTS FOR THE PROVISION OF COMMUNITY.BASED
SERVICES TO PREVENT TEEN PREGNANCY
RECOMMENDATION: Approve amendments to County contracts as indicated below increasing
the total contract amount by $91,000, from $182,000 to $273,000, for the provision of local
community-based services to prevent teen pregnancy for the period August 2, 2002 through June
30, 2005.
Current Amendment Total Agreement
Contractor Amount Amount Amount Number
Arts Council for San Bernardino Coun $72,000 $36,000 $108,000 02 -1053 A.2
Loma Linda University School of Public $20,000 $10,000 $30,000 02.1054 A.2
Health
San Bemardino Parks and Recreation $90,000 $45,000 $350,000 02 -1166 A-2
Total $182,000 $91,000 $273,000
BACKGROUND INFORMATION: Approval of these contract amendments with the named
agencies will extend the contract terms twelve months through June 30, 2005 and increase total
funding by $91,000 to allow the contractors to continue to provide services, activities, and
curricula to help prevent teen pregnancy.
The State Department of Health Services awards funds through the Office of Community
Challenge Grants (CCG) for projects that support local activities to prevent teenage pregnancy.
The Department of Public Health (DPH) developed a youth service project called Families
Organized for Community Unification and Success (FOCUS) in conjunction with a partnership of
local schools and community service agencies. Based on State criteria of high teen pregnancy
rates, the FOCUS Program serves youth that are at risk of teen pregnancy in San Bernardino,
Colton, and Highland.
cc: Public Health- Fordon wi agreement
Contractor wi agreement clo PH
IDS wi agreement
Auditor wi agreement
Risk Management
Public Health- Felten
HSS Contracts- Ciabattini
County Counsel- Larkin
CAO- Valdez
Public Health- Felten
HSS Admin- Anselmi
File wi agreement
rm
Page 1 of2
MOllON
NDAR)
5
INO
MOVE
4
SECOND
5
BY
ITEM 067
BOA~D OF.SUPERVISORS , .
CONTRACT AMENDMENTS FOR THE PROVISION OF COMMUNITY-BASED SERVICES TO
PREVENT TEEN PREGNANCY
September 28, 2004
Page 2 of 2
The latest CCG award was originally scheduled to end June 30, 2002, with the State intending to
replace it through a new grant under the Office of Family Planning (OFP). DPH submitted an
application for the OFP grant, but the State decided not to make any awards. Instead, OFP
extended the CCG Program to existing contractors for an additional year. Funding was contingent on
DPH continuing to contract with the present contractors. At that time, DPH contracted with the Arts
Council, the City of San Bemardino and Loma Linda University, as they were part of the original
grant application.
On October 8, 2002, the Board of Supervisors (Board) approved contracts with the Arts Council and
Lorna Linda University and on November 5, 2002, approved a contract with City of San Bernardino,
through June 30, 2003, for a total contract amount of $91,OOO to provide the same services as in the
previous grant.
On July 29, 2003, the Board approved Amendment No. 1 with the Arts Council, City of San
Bernardino and Lorna Linda University increasing the total contract amount by $91,000, from
$91,000 to $182,000, and extending the contracts through June 30, 2004. Amendment NO.1 was
the result of the State extending the CCG grants through June 30, 2004.
On July 13, 2004, the Board ratified the Chairman of the Board of Supervisors action approving
submission of Notice of Acceptance of an amendment to extend the CCG contract through June
30, 2005, in the amount of $210,000.
This item authorizes increasing the current contracts with the above-mentioned agencies in the
amount of $91,000 for the provision of community-based services to prevent teen pregnancy. DPH
utilizes the remaining $119,000, to provide staffing to present Family Life EducationlYouth
Development curriculum to students in the County Community Schools, general oversight, operating
expenses, and indirect costs for the Program. The State is expected to release a new Request for
Applications in fiscal year (FY) 2004-05. If DPH is invited to submit a proposal for this new
funding, a competitive bid process will be utilized for selection of any subcontract agencies.
REVIEW AND APPROVAL BY OTHERS: This contract amendment has been reviewed by HSS
Contracts (Lori Ciabattini, Contracts Manager (909) 388-0253) on August 31, 2004 and County
Counsel (Charles Larkin, Deputy County Counsel, (909) 387-5433) on August 4, 2004. This item
has been reviewed by County Administrative Office (Beatriz Valdez, Administrative Analyst, (909)
388-0211) on September 20, 2004.
FINANCIAL IMPACT: Approval of these contract amendments will impose no local County cost.
All expenditures are reimbursed by State funds. The total amount of the contracts is increasing by
$91,000 from $182,000 to $273,000. Appropriations and revenues for the Community Challenge
Grant Program in the amount of $210,000 are included in the Department's FY 2004-05 budget.
COST REDUCTION REVIEW: The County Administrative Office has reviewed this item and
recommends approval, as the program is supported 100% by State grant funds.
SUPERVISORIAL DISTRICTS: First, Third and Fifth
PRESENTER: James A. Felten, Public Health Director, (909) 387-9146
CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
November 2, 2004
TO:
Veronica Martinez, Senior Secretary
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2004-276 - Youth Mentoring Services
CC:
Attached is a fully executed copy of Amendment No.2 to Contract 02-1166 with the County of
San Bernardino to provide youth mentoring services for the period of July 1, 2004, through June
30, 2005. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
.
,
.
# .
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~, f) -0 LItem # ?-- ~ Resolution #
Vote: Ayes \-'1 Nays ~ Abstain .er
Change to motion to amend original documents 0 Companion Resolutions
'2to4 - 2., b
Absent -e
NulllVoid After: \'2..0 days /
Resolution # On Attachments: 0
\-S-oS
PUBLISH 0
POST 0
Note on Resolution of attachment stored separately: 0
RECORD W/COUNTY 0 By:
Date Sent to Mayor: q, C\ -~~
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
Reso. Log Updated:
Seal Impressed:
[3-
o
Date Memo/Letter Sent for Signature:
I " Reminder Letter Sent:
Date Returned: \ I. 2- 0 4' Not Returned: 0
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413,6429,6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes V
Yes
Yes
Yes
Yes
No By
No -L.. By
No V By
No :;:/ By
No
Copies Distributed to:
Animal Control 0 EDA 0 Information Services 0
City Administrator 0 Facilities 0 Parks & Recreation la'""
City Attorney ~ Finance 0' Police Department 0
Code Compliance 0 Fire Department 0 Public Services 0
Development Services 0 Human Resources 0 Water Department 0
Others: :;L
Notes:
Ready to File:_
Date:
Revised 12/18/03