HomeMy WebLinkAboutCC Resolution 12309 (Child Care Resources; DOE)RESOLUTION NO. 12309
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING ENTERING INTO A CONTRACT (CSCC-7143) WITH
THE DEPARTMENT OF EDUCATION FOR THE SCHOOL-AGE CHILD
CARE RESOURCE PROGRAM AND AUTHORIZING THE CITY
MANAGER TO SIGN CONTRACT DOCUMENTS IN THE AMOUNT OF
$2165.00
WHEREAS, the City of San Rafael has been awarded a contract with the California
Department of Education for the School -Age Child Care Resource Program in the amount of
$2165.00;
and
WI IEREAS, the City Council approves the contract and authorizes the City Manager to
sign designated contract documents with the Department of Education,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
enter into a contract in the amount of $2165.00 with the California Department of Education for
the School -Age Child Care Resource Program, a copy of which is hereby attached and by this
reference made a part thereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on Mondav, the 16"' day of Julv. 2007 by the following vote, to
wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JE =�'LkE'40NP'C�INI, City Clerk
OF
CALIFORNIA DE -1 ARTMENT OF EDUCATION
1430 N Street
Sacramento, CA 95814-5901
P OF OPUFO
LOCAL AGREEMENT FOR CHILD DEVELOPMENT SERVICES
CONTRACTOR'S NAME: CITY OF SAN RAFAEL
F. Y.07-08
DATE: JUN 01, 2007
CONTRACT NUMBER: CSCC-7143
PROGRAM TYPE: CCDF SCHOOL AGE
RESOURCE
PROJECT NUMBER: 21-2193-00-7
By signing this contract and returning it to the State, you are agreeing to use the funds identified below for the benefit of Child
Care and Development Programs, serving school-age children ages five through twelve years in accordance with Exhibit B,
"PROGRAM REQUIREMENTS FOR SCHOOL-AGE CHILD CARE RESOURCE PROGRAM" (available online at
http://www.cde.ca.gov/fg/aa/cd), which are attached hereto and by this reference incorporated herein. The contractor's signature
also certifies compliance with "Standard Provisions for State Contracts" (Exhibit A), which are attached hereto and by this
reference incorporated herein.
These funds shall not be used for any purpose considered nonreimburseable pursuant to the 2007/08 Program Requirements
for School -Age Child Care Resource Program, the current Child Care and Development Fund Funding Terms and Conditions
(FT&Cs) and Title 5, California Code of Regulations.
Funding of this contract is contingent upon appropriation and availability of funds. This contract may be terminated immediately
by the State if funds are not appropriated or available in amounts sufficient to fund the State's obligations under this contract.
This contract is effective from July 01, 2007 through June 30, 2008. The total amount payable pursuant to this agreement shall
not exceed $2,165.00.
Expenditure of these funds shall be reported quarterly to the Child Development Fiscal Services (CDFS) on form CDFS-9529
with fiscal quarters ending September 30th, December 31st, March 31st and June 30th. Quarterly reporting must be submitted
for reimbursement of expenditures. For non -local educational agencies, expenditures made for the period July 1, 2007 through
June 30, 2008 shall be included in their 2007/08 audit due by the 15th day of the fifth month following the end of the contractor's
fiscal year or earlier if specified by CDE. The audits for School Districts and County Offices shall be submitted in accordance
with Education Code Section 41020.
Any provision of this contract found to be in violation of federal or state statute or regulation shall be invalid but such a finding
shall not affect the remaining provisions of this contract.
Exhibit A, Standard Provisions for State Contracts attached.
STATE CALIFORNIA
qY (A T R EE'jD. SIGNATURE)
G AQ 0
PRINTED NA E OF PE,N SIG IN�
Margie Burk
TITLE
Manager, Contracts & Purchasing Svs
C RACTOR
Be(jHORIZEf�S)NATUREATTEST:ht. 4 �AA ke"nrip I'•1.; eoncini
P I h M A TIT E OF PERSO SI NG City Clerk
�IF hN 1I�IiA(�
AD RESS
AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY 1CODE AND TITLE; FUND TITLE
DOCUMENT Child Development Programs Federal
$ 2,165 (OPTIONAL USE) 0656 FC# 93.575 PC# 000173
PRIOR AMOUNT ENCUMBERED FOR 13941-2193
THIS CONTRACT
$ O ITEM 30.10.020.901 CHAPTER STATUTE FISCAL YEAR
6100-196-0890 1B/A 12007 12007-2008
TOTAL AMOUNT ENCUMBERED TO OBJECT OF EXPENDITURE (CODE AND TITLE;
DATE
$ 2,165 702 SACS: Res -5080 Rev -8290
I hereby certify upon my awn personal kno•.ledge that budgeted funds are available for the period and TBA NO I BR NO
purpose of the expenditure stated above
SIGNATURE OF A',�&0_QNTIN�ICER (}STC T — 5 2007
Department of General Services
use only
SEP 10 2007
41�k� Y U`
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(Rev. 5/07)
STANDARD PROVISIONS FOR STATE CONTRACTS
Exhibit A
1. The Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and
employees from any and all claims and losses accruing or resulting to any and all contractors,
subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying
work services, materials, or supplies in connection with the performance of this Agreement, and from
any and all claims and losses accruing or resulting to any person, firm or corporation who may be
injured or damaged by Contractor in the performance of this Agreement.
2. Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall
act in an independent capacity and not as officers or employees or agents of the State.
3. The State may terminate this Agreement and be relieved of any payments should the Contractor fail to
perform the requirements of this Agreement at the time and in the manner herein provided. In the event
of such termination the State may proceed with the work in any manner deemed proper by the State.
All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the
balance, if any, shall be paid to the Contractor upon demand.
4. This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of
the State in the form of a formal written amendment.
5. Time is of the essence in this Agreement.
6. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed
by the parties and approved as required. No oral understanding or Agreement not incorporated in the
Agreement is binding on any of the parties.
7. The consideration to be paid Contractor, as provided herein, shall be in compensation for all of
Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless
otherwise expressly so provided.
8. Contractors entering into a contract funded wholly or in part with funds from the United States
Government agree to amendments in funding to reflect any reductions in funds if the Congress does
not appropriate sufficient funds. In addition, the contract is subject to any restrictions, limitations or
enactments of congress which affect the provisions, terms or funding of this agreement in any manner.
The State shall have the option to terminate the contract without cost to the State in the event that
Congress does not appropriate funds or a United States agency withholds or fails to allocate funds.
Contractor Certification Clauses
The authorized signer of this Contract CERTIFIES UNDER PENALTY OF PERJURY that he/she are duly
authorized to legally bind the Contractor to the clauses(s) listed below. This certification is made under the
laws of the State of California.
NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its
subcontractors shall not unlawfully discriminate, harass, or allow harassment against any employee or
applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical
disability (including HIV and AIDS), mental disability, medical condition (cancer), age (over 40), marital
status, and denial of family care leave. Contractor and subcontractors shall insure that the evaluation and
treatment of their employees and applicants for employment are free from such discrimination and
harassment. Contractor and subcontractors shall comply with the provisions of the Fair Employment and
Housing Act (Government Code Section 12990 (a -f) et seq.) and the applicable regulations promulgated
thereunder (California Code of Regulations, Title 2, Section 7285 et seq.). The applicable regulations of the
Fair Employment and Housing Commission implementing Government Code Section 12990 (a -f), set forth
in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this
Agreement by reference and made a part hereof as if set forth in full. Contractor and its subcontractors
shall give written notice of their obligations under this clause to labor organizations with which they have a
collective bargaining or other Agreement.
Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts
to perform work under the Agreement. (Not applicable to public entities.)
2. DRUG-FREE WORKPLACE CE , IFICATION: By signing this contract, L contractor will comply with the
requirements of the Drug -Free Workplace Act of 1990 and will provide a drug-free workplace by taking the
following actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation,
possession or use of a controlled substance is prohibited and specifying actions to be taken against
employees for violations.
b. Establish a Drug -Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug-free workplace;
3) any available counseling, rehabilitation and employee assistance programs; and,
4) penalties that may be imposed upon employees for drug abuse violations.
c. Every employee who works on the proposed contract will:
1) receive a copy of the company's drug-free workplace policy statement; and,
2) agree to abide by the terms of the company's statement as a condition of employment on the
contract.
Failure to comply with these requirements may result in suspension of payments under this agreement or
termination of this agreement or both and Contractor may be ineligible for award of any future State
agreements if the department determines that any of the following has occurred: (1) the Contractor has
made false certification, or (2) violated the certification by failing to carry out the requirements as noted
above. (Government Code 8350 et seq.)
3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that no more than one (1)
final unappealable finding of contempt of court by a Federal court has been issued against Contractor
within the immediately preceding two-year period because of Contractor's failure to comply with an order of
a Federal court, which orders Contractor to comply with an order of the National Labor Relations Board.
(Public Contract Code 10296) (Not applicable to public entities.)
4. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an expatriate corporation or
subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and
10286. 1, and is eligible to contract with the State of California.
5. SWEATFREE CODE OF CONDUCT:
a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding
accessories, or the procurement of equipment, materials, or supplies, other than procurement related to
a public works contract, declare under penalty of perjury that no apparel, garments or corresponding
accessories, equipment, materials, or supplies furnished to the state pursuant to the contract have
been laundered or produced in whole or in part by sweatshop labor, forced labor, convict labor,
indentured labor under penal sanction, abusive forms of child labor or exploitation of children in
sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor
under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor. The
contractor further declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct
as set forth on the California Department of Industrial Relations website located at www.dir.ca.pov, and
Public Contract Code Section 6108.
b. The contractor agrees to cooperate fully in providing reasonable access to the contractor's records,
documents, agents or employees, or premises if reasonably required by authorized officials of the
contracting agency, the Department of Industrial Relations, or the Department of Justice to determine
the contractor's compliance with the requirements under paragraph (a).
6. DOMESTIC PARTNERS: For contracts over $100,000 executed or amended after January 1, 2007, the
contractor certifies that contractor is in compliance with Public Contract Code Section 10295.3.
PROGRAM REQUIREMENTS FOR
SCHOOL-AGE CHILD CARE
RESOURCE PROGRAM
July 1, 2007 through June 30, 2008
JULY 2007
Exhibit B
SCHOOL-AGE CHILD CARE RESOURCE PROGRAM REQUIREMENTS
July 9, 2007 through June 30, 2008
The intent of this resource contract award is to improve the quality and availability of
child care and to allow the contractor flexibility in the expenditure of the funds for one-
time only items that primarily benefit the school-age child care services program.
The following program requirements are provided to assist the designated legal entity in
meeting the legislative intent. Each contractor is required, as a condition of its contract
with the California Department of Education (CDE), Child Development Division (CDD),
to adhere to these requirements and Title 5 regulations pertaining to Child Development
Programs, in addition to all other applicable laws and regulations. Any variance from
these requirements, the applicable Title 5 regulations, laws and regulations could be
considered a noncompliance issue and subject the contractor to possible termination of
the contract.
This contract is funded through a grant from the federal Department of Health and
Human Services and subject to Code of Federal Regulations (CFR), Title 45, Parts 98
and 99; the Child Care and Development Block Grant Act of 1990, as amended; Public
Law 104-193; the Personal Responsibility and Work Opportunity Reconciliation Act
(PRWORA) of 1996; and 42 United States Code (USC), Section 9858. If the Catalogue
of Federal Domestic Assistance (CFDA) number is 93.596 (shown as FC# in the
funding block), the fund title is Child Care Mandatory and Matching Funds of the Child
Care and Development Fund. If the CFDA number is 93.575, the fund title is Child Care
and Development Block Grant subject to the Child Care and Development Block Grant
Act of 1990; the Omnibus Budget Reconciliation Act of 1990, Section 5082; Public Law
101-508, as amended, Sections 658J and 658S; and Public Law 102-586.
I. GENERAL PROVISIONS
A. Notification of Address Change
Contractors shall notify the CDD in writing of any change in mailing
address for communication regarding the contract (administrative address)
within ten (10) calendar days of the address change. For non-public
agencies, the notification must be accompanied with board minutes
verifying the change in address, and a copy of the address change
notification to the Internal Revenue Service.
Contractors shall notify the CDD in writing of any proposed change in
operating facility address(es) at least thirty (30) calendar days in advance
of the change unless such change is required by an emergency such as
fire, flood or earthquake.
B. Issuance and Use of Checks
Except for external payroll services, private contractors shall not use any
pre -signed, pre -authorized, or pre -stamped checks without the prior
written approval of the CDD.
Private contractors shall require two (2) authorized signatures on all
checks unless: (1) the contractor has a policy approved by its governing
board requiring dual signatures only on checks above a specified dollar
amount; and (2) the annual audit verifies that appropriate internal controls
are maintained.
C. Prohibition Against Loans and Advances
Contractors shall not loan contract funds to individuals, corporations,
organizations, public agencies or private agencies. Contractors shall not
advance unearned salary to employees. Contractors shall not make
advance payments to subcontractors and shall compensate
subcontractors after services are rendered or goods are received.
D. Materials Developed with Contract Funds
If the contractor receives income from materials developed with contract
funds, the use of the income shall be restricted to the child development
program. If the materials were developed in part with contract funds, the
income from the sale of the materials that shall be used in the child
development program shall be computed in direct proportion to the share
of contract funds used in development of the materials.
Materials developed with contract funds shall contain an
acknowledgement of the use of State funds in the development of
materials and a disclaimer that the contents do not necessarily reflect the
position or policy of the CDE.
E. Prohibition Against Religious Instruction or Worship
The contractor shall not provide nor be reimbursed for child care and
development services that include religious instruction or worship if child
care and development services are provided by a center -based contractor
or a family child care home education network.
F. Contractor's Termination for Convenience
General Termination for Convenience
A contractor may terminate the contract for any reason during the
contract term. The contractor shall notify the CDD of its intent to
terminate the contract at least ninety (90) calendar days prior to the
date the contractor intends to terminate the contract.
Within fifteen (15) days from the date the contractor notifies the
CDD of its intent to terminate the contract, the contractor shall
submit a current inventory of equipment purchased in whole or in
part with contract funds.
Upon receipt of a notice of intent to terminate, the CDD will transfer
the program to another agency as soon as practicable.
The State shall only be obligated to compensate the contractor for
net reimbursable program costs in accordance with this contract
through the date of termination. There shall be no other
compensation to the contractor. The State shall offset any monies
the contractor owes the State against any monies the State owes
under this contract.
2. Changes in Laws or Regulations
The CDD shall notify contractors in writing of changes in laws or
regulations prior to the effective date or as soon as possible after
enactment. If any laws or regulations are changed substantially
during the contract period, the contractor shall have the option to
discontinue performance and be relieved of all obligations for
further performance.
The contractor has thirty (30) calendar days from receipt of
notification of pending changes to notify the CDD in writing of the
contractor's intent to terminate if the required changes are
unacceptable to the contractor. The contract shall be deemed .
terminated sixty (60) calendar days after receipt of the notification
of the intent to terminate.
G. Eligibility for. Funding
A contractor is not eligible for additional funds, as defined in Section I. of
the center -based funding terms and conditions, if the contractor has
received final notification, as specified in Section VIII.A. of the center -
based funding terms and conditions, that its contract has been terminated.
A contract is not eligible for additional funds if the contractor has
demonstrated fiscal and/or programmatic noncompliance and has
received final notification as specified in Section IX.A. of the center -based
funding terms and conditions, that (1) its contract will be placed on
conditional status; or (2) it will not be offered continued funding.
H. Applicability of Corporations Code
Except for partnerships and sole proprietorships, private contractors shall
be subject to all applicable sections of the Corporations Code including
standards of conduct and management of the organization.
Conflicts of Interest
For any transaction to which the contractor is a party and the other party
is: (1) an officer or employee of the contractor or of an organization having
financial interest in the contractor; or (2) a. partner or controlling
stockholder or an organization having a financial interest in the contractor;
or (3) a family member of a person having a financial interest in the
contractor, the transaction(s) shall be fair and reasonable and conducted
at arm's length.
Based on corporate law (Corporations Code, Sections 310, 5233-5234,
7233 and 9243 as applicable) the general rules that would be followed to
ensure that transactions are conducted "at arm's length" include: (1) prior
to consummating the transaction, the governing body should authorize or
approve the transaction in good faith and the board should require the
interested party, or parties, to make full disclosure to the board both in
writing and during the board meeting where the transaction is being
discussed; and (2) all parties having a financial interest in the transaction
should refrain from voting on the transaction and it should be so noted in
the board minutes.
If the transaction involves the renting of property, either land or buildings,
owned by affiliated organizations, officers or other key personnel or the
contractor or their families, the board of directors shall request the
interested party to obtain a "fair market rental estimate" from an
independent appraiser. If the contractor has no board or is a sole
proprietor, the requirement for a "fair market rental estimate" shall also
apply. The contractor has the burden of supporting the reasonableness of
rental costs. If the property is owned by the contractor, rental costs are
not reimbursable and costs may be claimed only as depreciation or use
allowance. Any transaction described in this paragraph shall be disclosed
by the auditor in the notes to the financial statement in the annual audit.
Rental costs for equipment owned by affiliated organizations, officers, or
other key personnel of the contractor or their families are allowable only as
use or depreciation allowance.
J. Americans with Disabilities Act
By signing this contract, the contractor assures the CDE that it shall
comply with the Americans with Disabilities Act (ADA) of 1990,
(42 U.S.C. 12101 et seq.) which prohibits discrimination on the basis of
disability, as well as all applicable regulations and guidelines issued
pursuant to the ADA.
K. Air or Water Pollution Violations (Government Code, Section 4477)
By signing this agreement, the contractor swears under penalty of perjury
that the contractor is not:
1. In violation of any order or resolution not subject to review
promulgated by the state Air Resources Board or an air
pollution control district;
2. Subject to a cease and desist order not subject to review issued
pursuant to Section 13301 of the Water Code for violation of waste
discharge requirements or discharge prohibitions; or
3. Finally determined to be in violation of provisions of federal law
relating to air or water pollution.
L. Recycled Paper Certification (Public Contract Code, Section 12205)
The contractor agrees to certify in writing to the CDE, under penalty of
perjury, the minimum, if not exact, percentage of post -consumer material
as defined in Public Contract Code, Sections 12200, in products,
materials, goods or supplies offered or sold to the State regardless of
whether the product meets the requirements of Public Contract Code
Section 12209. With respect to printer or duplication cartridges that
comply with the requirements of Section 12156(e), the certification
required by this subdivision shall specify that the cartridges so comply.
M. Child Support Compliance (Public Contract Code, Section 7110)
For any agreements in excess of $100,000, the contractor acknowledges
that:
It recognizes the importance of child and family support obligations
and shall fully comply with all applicable state and federal laws
relating to child and family support enforcement including, but not
limited to, disclosure of information and compliance with earnings
assignment orders as provided in Chapter 8 (commencing with
Section 5200) of Part 5 of Division 9 of the Family Code; and
2. To the best of its knowledge it is fully complying with the earnings
assignment orders of all employees and is providing the names of
all new employees to the New Hire Registry maintained by the
California Employment Development Department.
N. Unlawful Denial of Services (Government Code, Section 11135)
No person in the State of California shall, on the basis of ethnic
group identification, religion, age, sex, color, or disability, be
unlawfully denied the benefits of, or be unlawfully subjected to
discrimination under, any program or activity that is funded directly
by the state or receives any financial assistance from the state.
2. With respect to discrimination on the basis of disability, programs
and activities subject to subdivision (a) shall meet the protections
and prohibitions contained in Section 202 of the Americans with
Disabilities Act (ADA) of 1990 (42 USC, Section 12132), and the
federal rules and regulations adopted in implementation thereof,
except that if the laws of this state prescribe stronger protections
and prohibitions, the programs and activities subject to subdivision
(a) shall be subject to the stronger protections and prohibitions.
As used in this section, "disability" means any mental or physical disability
as defined in Government Code Section 12926.
O. Computer Software Copyright Compliance
By signing this agreement, the contractor certifies that it has appropriate
systems and controls in place to ensure that state (General) funds or
federal funds will not be used in the performance of this contract for the
acquisition, operation or maintenance of computer software in violation of
copyright laws.
P. Priority Hiring Consideration (Public Contract Code 10353)
If the contract includes services in excess of $200,000, the contractor shall
give priority consideration in filling vacancies in positions funded by the
contract to qualified recipients of aid under the Welfare and Institutions
Code Section 11200 in accordance with Public Contract Code 10353.
Q. Labor Code/Workers' Compensation (Labor Code Section 3700)
The contractor needs to be aware of the provisions which require every
employer to be insured against liability for Worker's Compensation or to
undertake self-insurance in accordance with the provisions and the
contractor affirms to comply with such provisions before commencing the
performance of the work of this Agreement
R. Corporate Qualifications to do Business in California
1. When agreements are to be performed in the state by corporations,
the contracting agencies will be verifying that the contractor is
currently qualified to do business California in order to ensure that
all obligations due to the state are fulfilled.
2. "Doing business" is defined in Revenue and Taxation Code (RT&C)
Section 23101 as actively engaging in any transaction for the
purpose of financial or pecuniary gain or profit. Although there are
some statutory exceptions to taxation, rarely will a corporate
contractor performing within the state not be subject to the
franchise tax.
3. Both domestic and foreign corporations (those incorporated outside
of California) must be in good standing in order to be qualified to do
business in California. Agencies will determine whether a
corporation is in good standing by calling the Office of the Secretary
of State.
S. Equipment Bidding and Approval Requirements
All Equipment purchases in excess of seven thousand five hundred dollars
($7,500) per item (including tax) shall be approved in writing in advance by
the CDD. In determining if an equipment purchase exceeds the threshold,
all expenses associated with a purchase that are necessary for it to
perform the intended purpose should be included in calculating the
purchase cost. (Example: A computer system could include, but is not
limited to, individual items such as a central processing unit (CPU),
computer monitor, computer stand, modems, disk drives, software, printer,
etc. or hardware and software to install a local area network (LAN)
system.
T. Equipment Inventory
Property records must be maintained that include a description of the
equipment, serial number or other identification number, the source of the
equipment, the acquisition date, the cost of the equipment, the location,
use and condition of the equipment and any ultimate disposition date
including date of disposal and sale price if applicable. A physical inventory
of equipment must be taken at least every two years and reconciled with
property records. A control system must be developed to monitor to
ensure adequate safeguards to prevent loss, damage or theft (any loss,
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damage or theft must be investigated) and adequate maintenance
procedures must be developed to keep the equipment in good condition.
U. Title, Use, Disposition and Retention of Equipment
1. Title. When equipment is purchased with state funds, title shall vest
with the contractor for such a period of time as the contractor has
a contract with the CDE.
2. Retention of Equipment. The CDD may provide written
authorization for the contractor to retain the equipment for the
contractor's own use if a fair compensation is paid to the state for
the state's share of the cost of the equipment. Fair compensation
shall be determined by the state using the state's share of the
original acquisition cost, less depreciation, computed on a straight-
line method over the estimated useful life expectance of the
equipment.
3. Use. When equipment is purchased in whole or in part with state
funds, the contractor shall use the equipment exclusively in the
program(s) from which funds were used to purchase the
equipment. If the contractor wishes to share the use of the
equipment between/among two (2) or more programs, the cost of
such equipment shall be prorated between/among the programs.
4. Disposition. The contractor may dispose of obsolete equipment and
remove the asset at its recorded value. If the sale of equipment
originally purchased with state funds occurs, the proceeds from the
sale of the equipment must be returned to the program. If the
contractor no longer has a contract with the CDE, the contractor
shall dispose of the equipment in accordance with written directions
from the CDE/CDD.
II. AGENCY RESPONSIBILITIES
A. Use of Funds
These school-age resource contract funds must be used for the benefit of
school-age children age five through 12 years. Agencies operating or
sponsoring multiple school-age child care service locations must expend
the resource contract funds to provide benefit to all service locations
proportionate with the numbers of subsidized school-age children served
at each location.
1. The contract funds may be used to:
a. Purchase equipment and materials for the school-age
program.
b. Expand recruitment and outreach efforts to enroll additional
school-age children.
C. Train staff to work with school-age children ages five through
12 years.
d. Make minor renovations and repair to the school-age service
area.
e. Pay for indirect and administration costs as specified in the
Funding Terms and Conditions (FTCs) for the contract type
under which school-age services are provided.
2. The contract funds may not be used to pay for:
a. The direct provision of child care services.
b. Construction of a facility to meet basic licensing
requirements.
C. Purchase or improvement of land.
d. Lease or rent payments.
e. Salaries or benefits.
B. Reporting Requirements
The resource grant funds are one-time only funds that must be expended
after Julv 1. 2007 and prior to June 30, 2008. A report of expenditures is
due to California Department of Education, Child Development Fiscal
Services, upon full expenditure of the funds or no later than July 20, 2008.
The Expenditure and Revenue Report Form (CDFS 9529) are due
auarterly September 30th, December 31St, March 31St and June 30th
Quarterly reporting must be submitted for reimbursement of expenditures.
The expenditure form CDFS 9529 is available on-line at:
www.cde.ca.aov/fa/aa/cd/documents/cdfs952907.doc
Please complete and submit this form directly to your assigned fiscal
analyst at:
California Department of Education
Child Development Fiscal Services
1430 N Street, Suite 2213
Sacramento, CA 95814
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C. Reimbursement Costs
Reimbursable costs must be incurred during the contract period.
Contractors shall not use current year contract funds to pay prior or future
year obligations.
Contracts and subcontracts shall be reimbursed for travel and per diem
expenses at rates not exceeding those amounts paid to the CDE's non -
represented employees computed in accordance with Department of
Personnel Administration (DPA) regulation, Title 2 California Code of
Regulation, Subchapter 1.
Nonreimbursable costs will be determined in accordance with the current
Resource and Referral Funding Terms and Conditions, Section V.F.,
"Nonreimbursable Costs."
If you have any questions regarding the appropriateness of a proposed expenditure,
please contact Sy Dang Nguyen, Child Development Consultant, at (916) 323-1309 or
by e-mail at snauvene.cde.ca.aov.
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