HomeMy WebLinkAboutCS Preschool Contract FY2008-09Cory OF
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Agenda Item No:
Meeting Date: January 20, 2009
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community Services
Prepared by: Bill Scharf, Assistant Director City Manager Approval:_
SUBJECT: Amendment 01 to State Preschool Contract for Fiscal Year 2008-2009 (CPRE -8193)
RECOMMENDATION: Staff recommends that the City Council adopt the resolution approving the
amendment to the preschool services contract that provides an additional $1,505.00 for a total amount of
$179,275.00 and authorizes the City Manager to sign designated contract documents with the
Department of Education.
BACKGROUND: The Department of Education State Preschool Programs are part -day programs for
children three to five years of age. These programs provide developmentally appropriate educational,
health, social and nutritional services to eligible low-income families. Parent education and participation is
also provided. The program applies strategies to transition the children of disadvantaged families into the
public school kindergarten program. The preschool operates out of the Pickleweed Children's Center and
provides preschool services for forty-eight children during the academic school year. The City has
provided State Preschool services at the Pickleweed Children's Center since 1998.
ANALYSIS: This contract amendment provides a cost of living increase of $1,505.00 to the contract for
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 amendment provides additional funding for the Pickleweed Preschool
program.
OPTIONS: 1. Approve the contract.
2. Return the contract and discontinue preschool services.
ACTION REQUIRED: Adopt Resolution approving the contract amendment and authorizes the City
Manager to sign said contract documents with the Department of Education in the amount of
$179,275.00.
Encls.
AMENDMENT 01 LOCAL AGREEMENT CPRE -7198 FOR CHILD DEVELOPMENT SERVICES
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING ENTERING INTO A CONTRACT AMENDMENT (CPRE -
8193 AMENDMENT 01) IN THE AMOUNT OF $1,505.00 WITH THE
DEPARTMENT OF EDUCATION FOR STATE PRESCHOOL SERVICES
AND AUTHORIZING THE CITY MANAGER TO SIGN CONTRACT
DOCUMENTS IN THE AMOUNT OF $179,275.00
WHEREAS, the City of San Rafael has been awarded a contract with the California
Department of Education to provide State Preschool Services;
and
WHEREAS, the contract has been amended to provide a cost of living increase of
$1,505.00 for a total contract amount of $179,275.00;
and
WHEREAS, 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 $179,275.00 with the California Department of Education
for State Preschool Services, a copy of which is hereby attached and by this reference made a part
thereof.
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 Tuesday, the 201h day of January, 2009 by the following vote, to
wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk
CALIFORNIA DEPARTMENT OF EDUCATION
1430NStreet Y08-09
Sacramento CA 95814-5901 F.
Amendment 01
LOCAL AGREEMENT FOR CHILD DEVELOPMENT SERVICES
FUNDING RESTORATION/FT&C CHANGE
CONTRACTOR'S NAME: CITY OF SAN RAFAEL
DATE: July 01 2008
CONTRACT NUMBER: CPRE -8193
PROGRAM TYPE: STATE PRESCHOOL
PROJECT NUMBER: 21-2193-00-8
This agreement with the State of California dated July 01, 2008 designated as number CPRE -8193 shall be amended in the
following particulars but no others:
The Maximum Rate per child day of enrollment payable pursuant to the provisions of this agreement shall be $21.22 (no
change).
The Maximum Reimbursable Amount (MRA) payable pursuant to the provisions of this agreement shall be amended by deleting
reference to $177,770.00 and inserting $179,275.00 in place thereof.
SERVICE REQUIREMENTS
Minimum Child Days of Enrollment (CDE) Requirement shall be amended by deleting reference to 8,377.5 and inserting
8,448.4 in place thereof.
Minimum Days of Operation (MDO) Requirement shall be 175 (no change).
The 2008/09 Funding Terms and Conditions (FT&C) shall be amended in accordance with the attached 2008/09 amended
FT&C Language (Attachment A) which by this reference is incorporated herein.
EXCEPT AS AMENDED HEREIN all terms and conditions of the original agreement shall remain unchanged and in full force
and effect.
STATE OF CALIFORNIA
CONTRACTOR
BY (AUTHORIZED SIGNATURE)
BY (AUTHORIZED SIGNATURE)
PRINTED NAME OF PERSON SIGNING
PRINTED NAME AND TITLE OF PERSON SIGNING
Margie Burke, Manager
TITLE
ADDRESS
Contracts, Purchasing & Conf Svcs
AMOUNT ENCUMBERED BY THIS
PROGRAM/CATEGORY (CODE AND TITLE)
FUND TITLE
Department of General Services
DOCUMENT
Child Development Programs
General
neo only
$ 1,505
(OPTIONAL USE) 0656
PRIOR AMOUNT ENCUMBERED FOR
23038-2193
THIS CONTRACT
ITEM 30.10.010.
CHAPTER
STATUTE
FISCAL YEAR
$ 177,770-
6100-196-0001 -
268
2008
2008-2009
TOTAL AMOUNT ENCUMBERED TO
OBJECT OF EXPENDITURE(CODE AND TITLE)
DATE
$ 179,275
702 SACS: Res -6055 Rev -8590
I hereby certify upon my own personal kno ge edthat budgeted funds are available for the perfect and
T.B.A. NO.
B.R. N0,
purpose of the expenditure stated above.
SIGNATURE OF ACCOUNTING OFFICER
DATE
ATTACHMENT A
CHILD CARE AND DEVELOPMENT
2008/2009 LANGUAGE CHANGES TO
THE FUNDING TERMS AND CONDITIONS (FT&C)
These changes apply to the FT&C for the following contract type: CPRE
Note: The page numbers cited may be a few pages off
Amend Section I., DEFINITIONS as follows (p. 2)
"Adjusted monthly income" means total countable income as ad defined +a subdivision
(q) below, minus verified child support payments paid by the parent whose child is
receiving child development services, excluding the non -countable income listed below:
1. Earnings of a child under age 18 years;
2. Loans;
3. Grants or scholarships to students for educational purposes other than
any balance available for living costs;
4. Food stamps or other food assistance;
5. Earned Income Tax Credit or tax refund;
6. GI Bill entitlements, hardship duty pay, hazardous duty pay, hostile fire
pay, or imminent danger pay;
7. Adoption assistance payments received pursuant to Welfare and
Institutions Code Section 16115 et seq.;
8. Non-cash assistance or gifts;
9. All income of any individual counted in the family size who is collecting
federal Supplemental Security Income (SSI) or State Supplemental
Program (SP) benefits;
10. Insurance or court settlements including pain and suffering and excluding
lost wages and punitive damages;
11. Reimbursements for work -required expenses such as uniforms, mileage,
or per diem expenses for food and lodging;
12. Business expenses for self-employed family members;
13. When there is no cash value to the employee, the portion of medical
and/.or dental insurance documented as paid by the employer and
included in gross pay; and
14. Disaster relief grants or payments, except any portion for rental
assistance or unemployment.
9/23/08 1
"Earned" (for Alternative Payment programs) means reimbursement shall include the
contract amount. The administrative costs shall not exceed the cost allowable for
administration under federal requirements.
"Family" means the parent and the children for whom the parents are responsible, who
comprise the household in which the child receiving services is living. For purposes of
income eligibility and family fee determination, when a child and his or her siblings are
living in a family that does not include their biological or adoptive parent, "family' shall be
considered the child and related siblings.
"Income fluctuation" means income that varies due to:
Migrant, agricultural, or seasonal work;
Intermittent earnings or income; bonuses, commissions; lottery winnings;
inheritance; back child support payment; or net proceeds from the sale of
real property or stock;
3. Unpredictable days and hours of employment, overtime, or self-
employment.
Amend Section 1.A, Child Care and Development Preschool Program Requirements,
General Requirements as follows (p. 53): .
ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION
A. General Requirements
To receive Preschool program services, families shall meet eligibility
criteria as specified in Section I.B. below. In addition to meeting the
eligibility requirements, to be eligible for services the child' parent(s)
must live in the State of California while services are being received.
Evidence of a street address or post office address in California will be
sufficient to establish residency. A person identified as homeless
pursuant to Section I, Definition of "Homeless" is exempted from this
requirement and shall submit a declaration of intent to reside in California
The governing board of a school district, community college district, or a
county superintendent of schools may accommodate children residing
outside the district boundaries in accordance with Education Code
Section 8322(a). The determination of eligibility shall be without regard to
the immigration status of the child or the child's parent(s) unless the child
or the child's parent(s) is under a final order of deportation from the
United States Department of Justice.
9/23/08 2
mr
"Earned" (for Alternative Payment programs) means reimbursement shall include the
contract amount. The administrative costs shall not exceed the cost allowable for
administration under federal requirements.
"Family" means the parent and the children for whom the parents are responsible, who
comprise the household in which the child receiving services is living. For purposes of
income eligibility and family fee determination, when a child and his or her siblings are
living in a family that does not include their biological or adoptive parent, "family' shall be
considered the child and related siblings.
"Income fluctuation" means income that varies due to:
Migrant, agricultural, or seasonal work;
Intermittent earnings or income; bonuses, commissions; lottery winnings;
inheritance; back child support payment; or net proceeds from the sale of
real property or stock;
3. Unpredictable days and hours of employment, overtime, or self-
employment.
Amend Section 1.A, Child Care and Development Preschool Program Requirements,
General Requirements as follows (p. 53): .
ELIGIBILITY AND NEED CRITERIA AND DOCUMENTATION
A. General Requirements
To receive Preschool program services, families shall meet eligibility
criteria as specified in Section I.B. below. In addition to meeting the
eligibility requirements, to be eligible for services the child' parent(s)
must live in the State of California while services are being received.
Evidence of a street address or post office address in California will be
sufficient to establish residency. A person identified as homeless
pursuant to Section I, Definition of "Homeless" is exempted from this
requirement and shall submit a declaration of intent to reside in California
The governing board of a school district, community college district, or a
county superintendent of schools may accommodate children residing
outside the district boundaries in accordance with Education Code
Section 8322(a). The determination of eligibility shall be without regard to
the immigration status of the child or the child's parent(s) unless the child
or the child's parent(s) is under a final order of deportation from the
United States Department of Justice.
9/23/08 2
Amend Section 1.K, Child Care and Development Preschool Program Requirements,
Documentation of Homeless as follows (p. 59):
K. Documentation of Homelessness
If the basis of eligibility as specified in EC
Section 8263(a)(1) is homelessness, the family data file shall include
documentation of homelessness. The documentation of homelessness
shall include:
1. A written referral from an emergency shelter or other legal,
medical or social service agency; or
2. A written parental declaration that the family is homeless and a
statement describing the family's current living situation.
Amend Section 11. B, Child Care and Development Program Quality Requirements,
Admission Priorities, Waiting List, and Displacement as follows (p. 61):
B. Admission Priorities, Waiting List, and Displacement
The first priority for services shall be given to child protective services
children or children who are at risk of being neglected, abused, or
exploited. If the contractor is unable to enroll a child in this first priority,
the contractor shall refer the child's parent or guardian to local resource
and referral services so that services for the child can be located.
After children in the first priority are served, the contractor shall give
priority to eligible four-year- old children prior to serving eligible three-
year-old children. Within these age groups, families with the lowest
adjusted monthly income in relation to family size (income ranking) shall
be admitted first. The contractor shall certify to the CDE that enrollment
priority is being given to eligible four-year-old children. If income rankings
are the same, the contractor may establish the following priorities in an
order determined by the contractor:
1. Children who are identified as limited English or non-English
proficient.
2. Children with exceptional needs whose Individualized Education
Plan (IEP) as described in Section 56026 of the Education Code
and sections 3030 and 3031 of Title 5 California Code of
Regulations, identifies a State Preschool program as being an
appropriate placement during all or part of the state preschool
day.
3. Children from families whose special circumstances may diminish
the children's opportunities for normal development.
4. Children who range in age from three years -nine months to four
years -nine months. The family data file shall include
documentation to support the determination that the child meets
the priority for service.
9/23/08 3
Pursuant to the California Code of Regulations, Title 5, Section 18133,
once all eligible child protective services and at risk children, four -year-
olds and three -year-olds have been enrolled, the contractor may enroll
children who are not otherwise eligible for participation. This includes
children who exceed the age limitations and children from families whose
income exceeds the current income ceiling issued by the CDD by fifteen
percent (15%) or less of the adjusted monthly income for income eligible
families of the same size. These children shall comprise a maximum of
ten percent (10%) of the total enrollment.
The contractor shall maintain the following information in the family data
file of children enrolled pursuant to this provision:
1. Evidence that shows the contractor made a diligent search for
eligible children
2. The child's family income
3. The specific reason(s) for enrolling each child
To the greatest extent possible, the contractor shall assign children
enrolled pursuant to this provision to all of the State Preschool program
classes within the contractor's jurisdiction.
Contractors shall participate in and use the county centralized eligibility
list in accordance with admission priorities. Contractors shall contact
applicants in order of priority from the centralized eligibility list as
vacancies occur.
A contractor operating a campus child care and development program
pursuant to Education Code Section 66060 migrant child care and
development program operatinq on a seasonal basis pursuant to 8230 or
a program serving severely disabled children pursuant to subdivision (d)
of EC Section 8250 may utilize a waiting list developed at its local site to
fill vacancies of its specific population in accordance with admission
priorities. Campus-cChild care and development program contractors
described in this paragraph shall submit information to the centralized
eligibility list administrator, on any parent seeking subsidized child care
for whom the program is not able to provide child care and development
services.
9/23/08 4
If funding for this program was initially allocated in a prior fiscal year, at
least half the children enrolled at a preschool site shall be four-year olds.
Any exception to this shall be approved by the CDD.
Amend Section 1 LA -D, Preschool Child Care Program Quality Requirements,
Developmental Profile as follows (p. 69):
II. DEVOPMENTAL PROFILE
A. Center -based and Family Child Care Home Education Network
contractors The seatraster shall complete the age-appropriate Desired
Results Developmental Profile, as defined in Section I, Definitions, for
each child who is enrolled in the program for at least 10 hours per week.
B. The Desired Results Developmental Profile required above shall be
completed for each child within 60 calendar days of enrollment and at
least once every six months for infants, toddlers, preschoolers, and
B. 1. infants once every three(3) Me ,ths
C. 2 Te d.dlors G o every four (4) months
D. 3. D.essheG!eFs every six (6) months
4. School age children GRGe eveFy six (6) months
C. The contractor shall use the developmental profiles to plan and conduct
age developmentally appropriate activities.
D. When a child will be transferring to a local public school from a program
serving preschool -age children, the contractor shall provide the parent or
guardian with information from the previous year deemed beneficial to the
child and the public school teacher, including, but not limited to,
development issues, social interaction abilities, health background, and
diagnostic assessments if any. The preschool program may, with
permission of the parent or guardian, transfer this information to the
child's elementary school.
E. If a child has exceptional needs, a disability, and/or has an. lndk�.ddidali
Education Program, the developmental profile shallwitl be completed with
any necessary accommodations and adaptations. Notwithstanding
Section ILA above, a developmental profile is, required for a child with
exceptional needs even if that child
is enrolled for less than 10 yhours per week.
9/23/08
