HomeMy WebLinkAboutCS Pickleweed Preschool Services; DOE AmendedSAN RAFA E L Agenda Item No: 2.e
THE CITY WITH A MISSION Meeting Date: November 7, 2016
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community Services ,
Prepared by: Kelly Albrecht, Senior Recreation City Manager Approval:
Supervisor �'e.
TOPIC: Increase of the California Department of Education Standard Reimbursement Rate from
$23.87 to $25.06 per child per day, increasing the contract for Pickleweed Preschool subsidy
amount by $9,582
SUBJECT: Resolution Approving an Amendment to the Contract with the California Department
of Education for Child Development Services for Fiscal Year 2016-2017, and Authorizing the
City Manager to Execute the Contract Documents
RECOMMENDATION: Adopt the Resolution.
BACKGROUND: The California State Department of Education, State Preschool Program
supports part -day education for children four to five years of age. Funded programs are
required to provide developmentally appropriate educational, health, social and nutritional
services to eligible low-income families. Parent education and participation along with strategies
to transition the children of disadvantaged families into the public school kindergarten program
are required of the State funded programs.
Pickleweed Children's Center, in the Canal Neighborhood of San Rafael, has been the recipient
of California State Preschool Program funding since 1998. The funding substantially covers the
cost of forty-eight students' preschool education during the academic school year.
In addition to the California State Preschool Program, the Pickleweed Children's Center also
provides an additional preschool classroom funded by First Five Marin, serving twenty students.
Students are accepted into the Pickleweed Preschool Program utilizing the services of the Marin
Child Care Council. The Council maintains an Eligibility List for qualified low income families
seeking preschool and child care placement. City staff reviews the Eligibility List for current
families in San Rafael with age-appropriate students. Through personal contact, staff assists
families in the registration process.
ANALYSIS: The original local agreement for Child Development services for Fiscal Year 2016-
2017 was awarded by the California Department of Education on July 1, 2016 in the amount of
FOR CITY CLERK ONLY
File No.: 4-10-238
Council Meeting: 11/07/2016
Disposition: Resolution 14224
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 2
$186,540, and was approved by City Council on July 18}", 2016. (Attachment 1 - Contract No.
CSPP-6261)
The Department of Education has increased the Standard Reimbursement Rate from $23.87 to
$25.06 per child per day, thereby increasing the contract support to City of San Rafael for the
Pickleweed Preschool Program by $9,582, to $196,122 for FY 2016-2017. The City Council is
required to approve a contract amendment memorializing the increase.
Staff recommends that the Council approve the contract amendment, as this contract provides
no -cost preschool services for income eligible families. The children served by this contract live
in East San Rafael where there is the greatest need for preschool services in San Rafael.
FISCAL IMPACT: This contract resource continues to subsidize direct costs for the Pickleweed
Preschool program. The Expenditure/Revenue estimates for Fiscal Year 2016-2017 are:
Program Expenditures FY 16-17 $374,808
Program Revenues FY 16-17
California State Department of Education State Preschool Program $196,122
First5 Marin $ 95,163
Community Development Block Grant (Federal) $ 16,552
$307,837
Estimated balance required by City contribution $ 66,971
OUTREACH: Community outreach for the availability of subsidy for preschool services is
conducted by the Marin Child Care Council, in conjunction with the County of Marin and other
non -profits agencies serving families with young children.
OPTIONS: 1. Adopt the Resolution as presented, approving the amended contract.
2. Return the amended contract and decline the additional funding.
ACTION REQUIRED: Adopt the Resolution to approve the amended contract and authorize the
City Manager to sign said contract documents with the California State Department of Education
in the amount of $196,122
ATTACHMENTS:
1. Original Agreement
2. Resolution, with Exhibit A - Amendment to the Agreement
F CALIFORNL4 DEPARTMENT OF EDUCATION
't 1430 NStreet
Sacramento, CA 95814-5901
LOCAL AGREEMENT FOR CHILD DEVELOPMENT SERVICES
CONTRACTOR'S NAME: CITY OF SAN RAFAEL
ORIGINAL AGREEMENT
F. Y. 16-17
DATE: JUN 01. 2016
CONTRACT NUMBER: CSPP-6261
PROGRAM TYPE: CALIFORNIA STATE
PRESCHOOL PROGRAM
PROJECT NUMBER: 21-2193-00-6
This Agreement is entered into between the State Agency and the Contractor named above. The Contractor agrees to comply
with the terms and conditions of the CURRENT APPLICATION; the GENERAL TERMS AND CONDITIONS (GTC-610)*; the
STATE PRESCHOOL PROGRAM REQUIREMENTS*; the FUNDING TERMS AND CONDITIONS (FT&C)* and any
subsequent changes to the FT&C*, which are by this reference made a part of this Agreement. Where the GTC-610 conflicts
with either the Program Requirements or the FT&C, the Program Requirements or the FT&C will prevail.
Funding of this Agreement is contingent upon appropriation and availability of sufficient funds. This Agreement 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 Agreement.
The period of performance for this Agreement is July 01, 2016 through June 30, 2017. For satisfactory performance of the
required services, the Contractor shall be reimbursed in accordance with the Determination of Reimbursable Amount Section
of the FT&C, at a rate not to exceed $38.53 per child per day of full-time enrollment and a Maximum Reimbursable Amount
(MRA) of $186,540.00.
SERVICE REQUIREMENTS
Minimum Child Days of Enrollment (CDE) Requirement 4,841.0
Minimum Days of Operation (MDO) Requirement 175
Any provision of this Agreement found to be in violation of Federal and State statute or regulation shall be invalid, but such a
finding shall not affect the remaining provisions of this Agreement.
Items shown with an Asterisk (*), are hereby incorporated by this reference and made part of this Agreement as if attached
hereto. These documents can be viewed at http://www.cde.ca.gov/fg/aa/cd/ftc20l6.asp.
STATE F t SIF RNIA
BY (AU ED SI UR y___
PVTEVNAME OF PERSON SI NING
Sueshil Chandra, Manager
TITLE
Contracts, Purchasing and Conference Services
AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY (CODE AND TITLE)
DOCUMENT Child Development Programs
$ 186,540 (OPTIONAL USE) 06556
PRIOR AMOUNT ENCUMBERED FOR 23038-2193
THIS CONTRACT
$ O ITEM 30.1 0.01 O. CHAPTER
6100-196-0001 B/A
ELF ONTRAC_TOR
BhT[DN
IZED SI ATUR
PME AND TITLEOPERSO SIGNING
ACHUTZ , C �1ANAGER
1400 Fifth Ave. San Rafael. CA 94901
FUND TITLE Department of General Services
General use only
STATUTE FISCAL YEAR
2016 2016-2017
TOTAL AMOUNT ENCUMBERED TO OBJECT OF EXPENDITURE (CODE AND TITLE)
DATE
$ 186,540 702 SACS: Res -6105 Rev -8590
I hereby certify upon my own personal kno:.ledge that budgeted funds are available for the period and T.B.A. NO. I B.R. NO.
purpose of the expenditure stated above.
SIGNATURE OF ACCOUNTING OFFICER
DATE
RESOLUTION NO. 14224
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
APPROVING AN AMENDMENT TO THE CONTRACT WITH
THE CALIFORNIA DEPARTMENT OF EDUCATION FOR CHILD DEVELOPMENT
SERVICES FOR FISCAL YEAR 2016-2017,
AND AUTHORIZING THE CITY MANAGER TO EXECUTE
THE CONTRACT DOCUMENTS
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
WHEREAS, the City operates the Pickleweed Preschool at the Pickleweed Children's
Center; and
WHEREAS, the State of California has awarded the City of San Rafael funds for subsidy
of the Pickleweed Preschool Program since 1997; and
WHEREAS, the City Council of the City of San Rafael approved a contract (California
State Preschool Contract -6261) on July 18, 2016 in the funding amount of $186,540 for fiscal
year 2016-2017 and authorized the City Manager to execute the contract documents; and
WHEREAS, the California Department of Education has increased the standard
reimbursement rate from $23.87 to $25.06 per child per day, thereby increasing the City's
contract amount by $9,582 to $196,122 for fiscal year 2016-2017;
NOW THEREFORE, the City Council of the City of San Rafael does hereby approve the
amendment, attached hereto as Exhibit A, to the California State Preschool Program contract,
No. CSPP-6261, with the California Department of Education to provide funding in the amount
of $196,122 for Fiscal Year 2016-2017 for child development services and authorizes the City
Manager to execute the Contract documents.
I, ESTHER C. BEIRNE, 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 Monday, the 7th day of November, 2016 by the following vote,
to wit:
AYES:
COUNCILMEMBERS:
Bushey, Colin, McCullough & Mayor Phillips
NOES:
COUNCILMEMBERS:
None
ABSENT:
COUNCILMEMBERS:
Gamblin
d-- je&,6e -
ESTHER C. BEIRNE, City Clerk
CALIFORNL4 DEPARTMENT OF EDUCATION
1430 NStreet
Sacramento. CA 95814-5901
0
Amendment 01
LOCAL AGREEMENT FOR CHILD DEVELOPMENT SERVICES
Budget Act/Rate Increase
CONTRACTOR'S NAME: CITY OF SAN RAFAEL
F.Y. 16-17
DATE: July 01. 2016
CONTRACT NUMBER: CSPP-6261
PROGRAM TYPE: CALIFORNIA STATE
PRESCHOOL PROGRAM
PROJECT NUMBER: 21-2193-00-6
This agreement with the State of California dated July 01, 2016 designated as number CSPP-6261 shall be amended in the
following particulars but no others:
The Maximum Reimbursable Amount (MRA) payable pursuant to the provisions of this agreement shall be amended by deleting
reference to $186,540.00 and inserting $196,122.00 in place thereof.
The Maximum Rate per child day of enrollment payable pursuant to the provisions of this agreement shall be amended by
deleting reference to the Previous Rate of $38.53 and inserting the Blended Rate of $40.45 in place thereof.
The Blended Rate is an average of the Previous Rate and the Previous Rate increased by ten percent. This increase represents
the ten percent increase to the Standard Reimbursement Rate, which is effective January 1, 2017, pursuant to the Budget Act of
2016.
SERVICE REQUIREMENTS
The minimum Child Days of Enrollment (CDE) Requirement shall be amended by deleting reference to 4,841.0 and inserting
4,849.0 in place thereof.
Minimum Days of Operation (MDO) Requirement shall be 175. (No change)
EXCEPT AS AMENDED HEREIN all terms and conditions of the original agreement shall remain unchanged and in full force
and effect.
STATE OF CALIFORNIA
BY (AUTHORIZED SIGNATURE)
PRINTED NAME OF PERSON SIGNING
Sueshil Chandra, Manager
TITLE
Contracts, Purchasing and Conference Services
AMOUNT ENCUMBERED BY THIS PROGRAM/CATEGORY (CODE AND TITLE)
DOCUMENT Child Development Programs
$ 9,582 (OPTIONAL USE) 0656
PRIOR AMOUNT ENCUMBERED FOR 23038-2193
THIS CONTRACT
$ 166,540 ITEM30.10.010. CHAPTER
6100-196-0001 23
CONTRACTOR
EftAUTHORIZ SIGNAT
PRINTED NAME AND TILE d SIGNING
Jim�Schutz, City anager, City of San Rafael
ADDRESS
1400 Fifth Avenue, San R .), CA 94.901
(FUND TITLE I Department of General Services
General use only
STATUTE FISCAL YEAR
2016 12016-2017
TOTAL AMOUNT ENCUMBERED TO OBJECT OF EXPENDITURE (CODE AND TITLE)
DATE
$ 196,122 702 SACS: Res -6105 Rev -8590
I hereby ceM upon my own personal Nnaledge that budgeted lunds ere avellaWs for the period and T -BA NO.I B.R. NO.
purpose or the expenditure stated above.
SIGNATURE OF ACCOUNTING 0FFlCER DATE
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Community Services
Project Manager: Kelly Albrecht
Extension: 3386
Contractor Name: California Department of Education
Contractor's Contact: Shellie Wallinder
Contact's Email: -k hr ra to r ntpr tpx
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTIONI
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
10/14/2016
❑
%_10-N Ilk -it- L V
b. Email contract (in Word) & attachments to City
inter a date.
Atty c/o Laraine.Gittens@cityofsanrafael.org
❑
2
City Attorney
a. Review, revise, and comment on draft agreement
Flick here to
and return to Project Manager
;anter a date.
❑
b. Confirm insurance requirements, create Job on
Clicl: here to
PINS, send PINS insurance notice to contractor
enter a date.
❑
3
Project Manager
Forward three (3) originals of final agreement to
Click here to
❑
contractor for their signature
enter a date.
4
Project Manager
When necessary, * contractor -signed agreement
❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
11/7/2016
k1t
Date of Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
%11212
agreement
7
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
8
City Manager/ Mayor
Agreement executed by Council authorized official
t�,Z7-i6
9
City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) --> CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #
Date of Meeting: 11/7/2016
From: Kelly Albrecht, Senior Recreation Supervisor
Department: Community Service/Child Care
Date: 10/24/2016
Topic: Local Agreement for Child Development Services
Subject: California State Preschool Contract
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other:
APPROVALS
® Finance Director
Remarks: MM - approved with one suggested edit
® City Attorney
Remarks: LG -Approved 10/27/16 with revisions.
® Author, review and accept City Attorney / Finance changes
Remarks: Please contact Carlene McCart, x3340, with comments and remarks as Kelly is out of
the office until November 2.
® City Manager
Remarks:
