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HomeMy WebLinkAbout13- Parks, Recreation & Community Services ,` C4TY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Subject: RESOLUTION AMENDING AN From: ANNIE F. RAMOS, DIRECTOR AGREEMENT WITH RITA Dept: PARKS, RECREATION 8 COMMUNITY SERVICES CORONADO FOR THE FURNISHING OF MENTOR COORDINATOR s 0 Date: SEPTEMBER 9 1996 �'� ti SERVICES. r"701 � Synopsis of Previous Council Action: November 21, 1994 - Council approved position in concept and directed staff to find funding source. December 5, 1994 - Council authorized transfer of funds to pay for Mentoring Program. April 17, 1995 - Council approved Resolution 95-107 authorizing agreement for mentor coordinator services. September 18, 1996- Council approved Resolution 96-179, extending term of agreement. June 16, 1997 - Council approved Resolution 97-177, authorizing an agreement with County of San Bernardino to implement Community Challenge Grant, funding mentoring to June 30, 1999. Recommended Motion: Adopt the Resolution. Signature Contact person: John A. Kramer Phone: 5031 Supporting data attached: Report, Resolution & Agreement Ward: City-wide FUNDING REQUIREMENTS: Amount: Source: (Acct. No.) (Acct. Description) Finance: Council Notes: Res 97- a / o9- 104h I Agenda Item No. 3 9/17/97 tJ'g Mentor Coordinator Services CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION STAFF REPORT RESOLUTION AMENDING AN AGREEMENT WITH RITA CORONADO FOR THE FURNISHING OF MENTOR COORDINATOR SERVICES. 0 The agreement with Rita Coronado for mentor coordinator services was scheduled to expire on June 30, 1997. In June the City signed an agreement for a Community Challenge Grant that will fund the mentoring program in the amount of $84,000. Additionally, the city is in the process of entering an agreement with San Bernardino City Unified School District that will provide $190,000 for the mentoring program, funding it to March 30, 2000. The amendment will extend the term of this agreement to the end of the fiscal year and provide compensation to the coordinator that is called for in the grant and appropriate to the expanded duties. Current compensation is $2,417 per month. Proposed new salary is $3,030 per month. New duties include responsibility for supervision of three part-time assistants, administration of more than twice the number of schools and community mentoring sites and grant documentation, forms and evaluations. The Community Challenge Grant will target siblings of parenting or pregnant teens. They will receive mentoring as well as other family support services. One-hundred youth are expected to be served during the life of the grant. The school district grant will provide mentoring to 15 elementary schools over the 30 month period and serve 168 youth with a primary focus of academic success and development of life skills. 9/17/97 gg Mentor Coordinator Services AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT for Professional Services ("Agreement") is made and entered into this day of October, 1997, by and between the CITY OF SAN BERNARDINO ("City") and Rita Coronado, a private contractor, hereinafter referred to as "Consultant," for a period of one year. WHEREAS, City desires to retain Consultant for purposes of providing Mentoring Coordinator services for the City of San Bernardino. - WHEREAS, Consultant has represented to City that Consultant has the knowledge, skills, resources and experience qualifying Consultant to provide the services described in Exhibit "A" attached hereto and incorporated herein by this reference. WHEREAS, based on the representations of Consultant, City desires to retain Consultant's services. NOW THEREFORE, CITY and CONSULTANT mutually agree as follows: 1. CONSULTANT'S RESPONSIBILITIES City hereby retains Consultant to provide management services which shall include but are not limited to other services described in Exhibit "A" attached hereto and incorporated herein by this reference. Consultant hereby agrees to perform such professional services which are referred to herein as "services" or "work" as directed by the Director of Parks, Recreation and Community Services Department (Department Director). 2. PROHIBITION AGAINST SUBCONTRACTING OR ASSIGNMENT The services rendered herein shall be rendered by the individual consultant whose experience, knowledge, capability and reputation were a substantial inducement for City to enter this Agreement. Consultant shall not contract with any other entity to perform, in whole or in part, the services required hereunder without the prior written approval of City. This Agreement shall not be assigned or transferred by Consultant without the prior written consent of the Department Director. 3. RIGHT TO AUDIT City or any of its duly authorized representatives shall have access to the books, documents, papers, records, excerpts and transcriptions of Consultant which are pertinent to the services rendered under this Agreement for purposes of performing an audit. All books of accounting, records, reports and supporting detail generated in connection with services rendered shall be retained by Consultant for five (5) years following termination of this agreement or for a longer period as required by law. 4. COMPENSATION City shall compensate Consultant at a rate of$3,030.00 per month for work provided by Consultant. Total compensation paid pursuant to this Agreement shall not exceed $36,360.00. Consultant shall submit a request for payment directly to the Department Director on a bi-weekly basis. City shall pay Consultant within two weeks of receipt of the request in accordance with the standard accounts payable system of City. Request shall be presented in a form acceptable to the Department Director and shall be subject to final approval by City. 5. CONFIDENTIALITY OF REPORTS Consultant shall keep confidential all reports, information and data received or generated in connection with the services provided in addition to any other reports and information City designates confidential. Such information shall not be made available to any person, firm, corporation or entity without prior written consent of City. 6. RELEASE OF NEWS INFORMATION No news releases, including photographs, public announcements or confirmation of same or any provision of this Agreement shall be made without prior written approval of City. 7. CITY SUPPORT City shall provide Consultant with plans, publications, reports, statistics, records and any other data reasonably available to City which are pertinent to Consultant's ability to render its services. 8. INDEPENDENT CONTRACTOR Consultant shall perform services as an independent contractor and shall not be considered an employee of City. This Agreement is not intended to create the relationship of agent, servant, employee, partnership,joint venture or association between Consultant and City. 9. INDEMNIFICATION Consultant shall indemnify, defend and hold harmless the City from and against any and all liability, claims or costs including attorney fees arising out of or related to the acts or omissions of the Consultant to the extent that it is obligated to indemnify, defend and hold harmless the employees of City. 10. INSURANCE Consultant shall maintain Comprehensive Automobile Liability Insurance and Worker's Compensation Insurance as required herein. Insurance shall be provided by an insurer satisfactory to City, proof of which shall be delivered to the Department Director within ten (10) days of the effective date of this Agreement. Automobile Insurance - Comprehensive Automobile Liability Insurance with a combined single limit of not less than one million dollars ($1,000,000) per occurrence. Such insurance shall be primary and shall not be contributing to any insurance maintained by City. Consultant shall name City as an additional insured and provide for thirty (30) days notice of cancellation. Worker's Compensation - To the extent required by law Consultant agrees to maintain Worker's Compensation Insurance in accordance with California Worker's Compensation laws for all workers under its employ and any of its subcontractors or contractors. 11. COMPLIANCE WITH LAW The parties agree to be bound by applicable federal, state and local laws pertaining to performance of this Agreement. 12. NONDISCRIMINATION Consultant shall not discriminate on the basis of race,color, creed, religion, natural origin, ancestry, sex, marital status or disabilities in the performance of this Agreement. 13. SEVERABILITY In the event that any one or more of the sentences, clauses, paragraphs or sections contained herein is declared invalid, void or illegal by a court of competent jurisdiction the same shall be deemed severable from the remainder of this Agreement and shall in no way affect, impair or invalidate any of the remaining phrases, sentences, clauses, paragraphs or sections contained herein. 14. OWNERSHIP OF REPORTS AND DOCUMENTS The originals of all correspondence, documents, data, reports and other products generated by or on behalf of City under this Agreement shall become the property of City and shall be delivered to City upon request at any time during or following termination of this Agreement by either party. 15. TERMINATION This Agreement may be terminated at any time by either party by giving the other party ten (10) days prior written notice. 16. NOTICE Notices shall be presented in person, by Certified or Registered United States Mail with return receipt or by overnight delivery made by a nationally recognized delivery service. Notice presented by United States Mail shall be deemed effective the second business day after deposit with the United States Postal Service. Nothing in this section shall be construed to prevent giving notice by personal service or by telephonically verified actual fax transmission which shall be deemed effective upon actual receipt of such personal service or telephonic verification. TO CONSULTANT: RITA CORONADO 23741 CADENZA DRIVE MURRIETA, CA 92562 CITY: CITY OF SAN BERNARDINO PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT 547 NORTH SIERRA WAY SAN BERNARDINO, CA 92410 17. ENTIRE AGREEMENT This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto. This Agreement contains the entire understanding and agreement of the parties and cannot be amended without the written consent of both parties hereto. 18. AMENDMENT This Agreement may be amended at any time by a written instrument signed by both parties. Failure of either party to enforce any provision of this Agreement shall not constitute a waiver of the right to compel enforcement of the remaining provisions of this Agreement. C IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the day and year first above shown. THE CITY OF SAN BERNARDINO BY ANNIE F. RAMOS, DIRECTOR PARKS, RECREATION & COMMUNITY SERVICES DEPARTMENT Approved as to form and legal content: BY i S F. PENMAN,'CITY ATTORNEY BY RITA CORONADO CONSULTANT 9/1997 tjg Mentor Professional Services CITY OF SAN BERNARDINO PARKS, RECREATION AND COMMUNITY SERVICES DEPARTMENT MENTORING COORDINATOR REQUEST FOR QUALIFICATIONS I. PROJECT DESCRIPTION/BACKGROUND In response to the growing number of San Bernardino youth in trouble, a Mentoring/Tutoring program for at-risk middle school students is being proposed. The program would be a partnership of schools, community and the City. The object is to match responsible caring adults with at-risk middle school students. The adult would regularly meet and encourage the youth to set goals and achieve. A Contracted Mentor Coordinator under the City of San Bernardino Parks, Recreation and Community Services Department would be responsible for the recruitment and training of adult volunteers. Based on juvenile statistics, the number of San Bernardino youth in trouble with gangs, crime and violence is increasing. In interviews with San Bernardino families, concerns about crime and youth are consistently reported. San Bernardino Police have identified 2,100 gang members in the City and estimate that half of local crime is gang related. Parents, schools, congregations and elected officials are all looking for effective ways to respond to this growing problem. Members of seven (7) San Bernardino congregations were asked what immediate steps can be taken to respond to our youth-in-crisis and what would they be willing to do. From the 2,400 responses, the Inland Congregations United for Changed developed the "Together for Youth" strategy. One of the most frequent responses in the survey was an interest in participating in a mentoring/tutoring program.- On June 15, 1994 with 750 concerned citizens present, the Mayor and the City Council along with school board, businesses and congregation representatives, signed a covenant to work in partnership to implement this strategy. This proposal for a mentoring/tutoring program was developed by members of the Mayor's Youth task force. Mentoring is fast becoming an important intervention strategy for dealing with youth-at-risk. Many schools and school-business partnerships have established mentor programs as part of larger projects and the trend is growing. Mentoring has been particularly successful with those youngsters whose circumstances (family background, inadequate education, lack of workplace experience and other barriers) lower their chances of succeeding and put them at risk for dropping out of school. r✓ - 1 II. SCOPE OF SERVICE The Mentoring Program is comprised of one (1) contractor identified as the Mentor Coordinator. The Coordinator's primary responsibility is working with students, teachers, parents, mentors and community leaders on an individual basis. The Coordinator is involved in all aspects of program design, implementation and recruitment. Schools involved in the Mentoring Program will be expected to provide a resource person who will coordinate the mentoring activities at the school site. These will include training, identification and assignment of student mentees, coordination of mentoring schedules, arrangement of facilities and materials, documentation of volunteer hours, student's progress and teacher evaluations, etc. There are eight (8) middle schools in the City Unified School District. Student population at the middle schools is 7,566. Youth are severely impacted by the affects of inner-city crime and poverty. In the middle schools 4,637 students (61%) qualify for free or reduced lunches due to low-family incomes. The City Unified School District reports a high school population of just over 10,000 with an annual dropout rate among the highest in the County. The City of San Bernardino, according to recent F.B.I. statistics, leads the nation in crime for cities with populations of 100,000 or more. PROGRAM OBJECTIVES 1. Establish a Mentoring Advisory Board to include representatives from the business community, local schools, civic leaders, congregations, service clubs and local colleges. 2. Develop and establish a contract with middle schools to define respective mentoring services to be provided at each site. 3. Recruit, train, place and retain a minimum of 200 volunteers annually. 4. Conduct an annual program evaluation to include summary of service hours, volunteer recruitment, retention and program effectiveness. Evaluation will measure program objectives through statistical data on program completion, participant feedback, exit, interviews, teacher evaluations and dropout rates. 5. Create program partnership with the community from various sectors including businesses and corporations, service clubs, local congregations, etc. to enhance program resources. - 2 - III. LIMITATION ON PROPOSALS This request for proposals does not commit the City of San Bernardino to award a contract, or to pay any costs incurred in the preparation of a proposal in response to this request. At this time, there is no commitment on the part of the City of San Bernardino to award a contract for a Consultant Mentor Coordinator. Upon selection of a consultant however, the department will request that the City Council approve the consultant contract. _ IV. PROPOSAL ACCEPTANCE AND CONTRACTUAL AGREEMENT All proposals submitted in response to this request will be retained by the City of San Bernardino. V. CITY RESPONSIBILITY The City will be responsible for furnishing a work space for the Mentoring Coordinator. The City will provide telephone service at the work space and will provide office supplies. The City will also provide clerical support on a limited basis. VI. COST There is no present budget for this mentoring project. As a financial guide, the following model budget is provided. Consultant should identify proposed compensation in his/her cover letter. MENTORING COORDINATOR PERSONNEL COSTS AMOUNT P;KPD Coordinator (1) $ 28,917 $ 0 Fringe Benefits _ 0 0 Total Personnel $ 28,917 $ 0 OPERATING COSTS Office Rental $ 0 $12,000 Telephone 600 0 Office Supplies 0 500 Copy Services - 0 500 Department of Justice (Finger printing, background check, etc. 9,000 Postage 400 0 $ 38,917 $13,000 GRAND TOTAL $51,917 In-Kind Services provided by the City of San Bernardino Parks, Recreation and Community Services Department. - 3 - VII. TIME FRAME The selected consultant will be contracted for a 12 month period. Extension of the contract will be contingent upon available funding. The contract will identify time frames for accomplishment of specified tasks and milestones. VIII. SUBCONTRACTING Subcontracting of any tasks or services is prohibited. IX. CONFLICT OF INTEREST Proposal should include a statement disclosing any past or ongoing involvement in the City of San Bernardino by the consultant. The City of San Bernardino reserves the right to reject any proposals that have the potential for conflict of interest. X. SELECTION PROCEDURE AND CRITERIA This "Request for Qualifications" is being submitted to a wide variety of agencies and associations. After all the applications have been received, they will be reviewed by a committee and narrowed to the best qualified who will be invited for on-site interviews/presentations to the committee. (These interviews will be at the expense of the individuals). This committee will make a recommendation to the Recreation Superintendent, who will make the final decision. The selection of the consultant will be based upon the following criteria: 1. The proven experience of the individual to successfully complete projects of a similar nature within an established time frame which adequately and accurately addressed the project scope of services. 2. The qualifications and experience of the individual. 3. The individual's understanding of the work to be completed in the project. 4. The consultant's proposed total compensation. - 4 - XI. SUBMISSION FORMAT Applicants are required to submit a resume and cover letter. The resume should identify the candidate's qualifications through previous work or volunteer experiences, dates and duration of experiences, duties and responsibilities of positions held, educational background and any specialized training or certifications. The cover letter should identify any other pertinent information relative to the candidate's qualifications as well as compensation required. Compensation should be identified on both a monthly and annual basis. XII. SUBMISSION DEADLINE Letters and Resumes are due no later than Friday, February 17, 1995 by 4:30 p.m. They may be delivered in person or mailed to: San Bernardino Parks, Recreation and Community Services Department 547 North Sierra Way San Bernardino, CA 92410 Attention: Mentor Coordinator Proposal XHL INFORMATION Any questions regarding this proposal should be addressed to John A. Kramer, Superintendent of Recreation at (909) 384-5031. HN A. ER SUPERINTENDENT OF RECREATION JAK/amt mentoring coord 1/24/95 amt - 5 -