REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 3, 2024
FROM
ARLENE MOLINA, Assistant Director, Preschool Services Department
SUBJECT
Title
Amendment to Contracts with Delegate and Contract Agencies for Early Head Start and Head Start Program Services
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 8 to the contracts with the following agencies to provide Early Head Start and Head Start Program services, increasing the total aggregate contract amount by $2,043,950, from $8,236,331 to $10,280,281 for 2024-25, with no change to the contract period of July 1, 2020, through June 30, 2025:
a. Colton Joint Unified School District, Contract No. 20-494, increasing the contract amount by $1,176,800, from $4,799,776 to $5,976,576.
b. Fontana Unified School District, Contract No. 20-496, increasing the contract amount by $416,909, from $1,625,773 to $2,042,682.
c. Needles Unified School District, Contract No. 20-497, increasing the contract amount by $450,241, from $1,810,782 to $2,261,023.
2. Approve Amendment No. 9 to Contract No. 20-495, with Easter Seals of Southern California, to provide Early Head Start and Head Start Program services, increasing the total contract amount by $4,922,206, from $20,974,610 to $25,896,816, and extending the contract for an additional year, for a total contract period of July 1, 2020, through June 30, 2025.
3. Approve Amendment No. 10 to Contract No. 20-493, with Child Care Resource Center, to provide Early Head Start and Head Start Program services, increasing the contract amount by $2,073,285, from $7,845,113 to $9,918,398, with no change to the contract period of July 1, 2020, through June 30, 2025.
(Presenter: Arlene Molina, Assistant Director, 383-2078)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health, and Social Service Needs of County Residents.
FINANCIAL IMPACT
The recommended amendments will not impact Discretionary General Funding (Net County Cost). The total combined contract increases of $9,039,441 is 100% federally funded through the United States Department of Health and Human Services, Administration for Children and Families. Adequate appropriation and revenue have been included in the Preschool Services Department’s (PSD) 2024-25 budget.
BACKGROUND INFORMATION
PSD operates the Early Head Start (EHS), Head Start (HS), State General Child Care and Development, and State Preschool (CSPP) programs serving approximately 2,039 children in locations throughout the County. These programs have been operating in the County since 1965. In 1999, PSD began providing these programs through a combination of direct and contracted services.
There are currently four contract agencies, Child Care Resource Center (CCRC), Colton Joint Unified School District (CJUSD), Fontana Unified School District (FUSD), and Needles Unified School District (NUSD), as well as one delegate agency, Easter Seals of Southern California (ESSC) located in the County providing HS, EHS, and CSPP services to approximately 640 eligible children and their families. PSD serves all areas not covered by these agencies.
PSD received additional funding from the United States Department of Health and Human Services which has allowed for an increase to the current funding available to the delegate and contract agencies for the 2024-25 fiscal year to continue providing EHS and HS program services.
On June 23, 2020 (Item No. 55), the Board of Supervisors (Board) approved Contract No. 20-493 with CCRC in the amount of $4,474,824, to provide EHS services, for the period of July 1, 2020, through June 30, 2023.
On June 23, 2020 (Item No. 56), as the result of a competitive procurement, the Board approved Contract No. 20-494 with CJUSD, in the amount of $3,229,260, Contract No. 20-495 with ESSC, in the amount of $13,730,472, Contract No. 20-496 with FUSD, in the amount of $1,121,607, Contract No. 20-497 with NUSD, in the amount of $1,243,224, and Contract No. 20-498 with Ontario Montclair School District (OMSD), in the amount of $590,877, to provide HS, EHS, and CSPP services, in the aggregate total of $19,915,440, for the contract period of July 1, 2020, through June 30, 2023.
On October 6, 2020 (Item No. 23), the Board approved Amendment No. 1 to Contract No. 20-495 with ESSC to provide HS and EHS services. This amendment increased the total contract amount by $619,813, from $13,730,472 to $14,350,285, with no change to the contract period of July 1, 2020, through June 30, 2023. This amendment provided for a 2% Cost of Living Adjustment (COLA) and Coronavirus Aid, Relief, and Economic Security (CARES) Act funding for COVID-19 Pandemic related costs.
On October 27, 2020 (Item No. 55), the Board approved Amendment No. 1 to Contract No. 20-493 with CCRC to provide EHS services, increasing the contract amount by $95,812, for a total increase from $4,474,824 to $4,570,636, for a COLA and CARES Act funding for COVID-19 Pandemic related costs, with no change to the period of July 1, 2020, through June 30, 2023.
On October 27, 2020 (Item No. 56), the Board approved Amendment No. 1 to contracts with CJUSD (Contract No. 20-494) increasing the contract amount by $119,725, FUSD (Contract No. 20-496) increasing the contract amount by $23,803, NUSD (Contract No. 20-497) increasing the contract amount by $35,373, and OMSD (Contract No. 20-498) increasing the contract by $21,768. The total aggregate amount for the aforementioned contracts increased by $200,669, from $6,184,968 to $6,385,637, with no change to the contract periods of July 1, 2021, through June 30, 2023. These amendments provided for a 2% COLA and CARES Act funding for COVID-19 Pandemic related costs.
On April 6, 2021 (Item No. 31), the Board approved Amendment No. 2 to Contract No. 20-493 with CCRC, to provide EHS services, increasing the contract amount by $64,070, from $4,570,636 to $4,634,706, with no change to the contract period of July 1, 2020, through June 30, 2023.
On June 22, 2021 (Item No. 52), the Board approved Amendment No. 2 to Contract No. 20-495 with ESSC, to provide HS services, increasing the contract amount by $70,000, from $14,350,285 to $14,420,285, with no change to the contract period of July 1, 2020, through June 30, 2023. This amendment provided for CARES Act funding for COVID-19 Pandemic related costs.
On July 13, 2021 (Item No. 27), the Board approved Amendment No. 3 to Contract No. 20-493 with CCRC, to provide EHS services, increasing the contract amount by $923,811, from $4,634,706 to $5,558,517, for a COLA, facility projects, and continued childcare services, with no change to the contract period of July 1, 2020, through June 30, 2023.
On September 14, 2021 (Item No. 27), the Board approved Amendment No. 3 to Contract No. 20-495 with ESSC, increasing the contract by $1,136,154. The Board also approved Amendment No. 2 to contracts with CJUSD (Contract No. 20-494) increasing the contract amount by $249,149, FUSD (Contract No. 20-496) increasing the contract by $54,653, NUSD (Contract No. 20-497) increasing the contract amount by $74,122, and OMSD (Contract No. 20-498) increasing the contract amount by $45,330, to provide HS services. The total aggregate amount for the aforementioned contracts increased by $1,559,408, from $20,805,922 to $22,365,330, with no change to the contract periods of July 1, 2020, through June 30, 2023. These amendments provided for a 1.22% COLA, Coronavirus Response and Relief Supplemental Appropriations Act funding, and American Rescue Plan Act funding.
On October 26, 2021 (Item No. 42), the Board approved Amendment No. 4 to Contract No. 20-493 with CCRC, to provide EHS services, increasing the contract amount by $114,000, from $5,558,517 to $5,672,517, in a one-time supplemental funding for start-up costs related to program expansion, with no change to the contract period of July 1, 2020, through June 30, 2023.
On May 24, 2022 (Item No. 63), the Board approved Amendment No. 4 to Contract No. 20-495 with ESSC, revising the budget to carry over unexpended funds of $99,414 from 2020-21 to 2021-22, with no change to the total contract amount of $15,556,439 or the contract period of July 1, 2020, through June 30, 2023.
On January 10, 2023 (Item No. 27), the Board approved Amendment No. 5 to Contract No. 20-493 with CCRC, to provide EHS services, updating the contractor service responsibilities and increasing the contract amount by $99,310, from $5,672,517 to $5,771,827, for a COLA and program budget increase, with no change to the contract period of July 1, 2020, through June 30, 2023.
On January 24, 2023 (Item No. 23), the Board approved Amendment No. 5 to Contract No. 20-495 with ESSC increasing the contract amount by $107,465, and Amendment No. 3 to Contract No. 20-498 with OMSD increasing the contract amount by $4,545, to provide HS services, increasing the total amount of these contracts by $112,010, from $16,214,414 to $16,326,424, with no change to the contract periods of July 1, 2021, through June 30, 2023. These amendments provided for a 2.28% COLA.
On February 28, 2023 (Item No. 36), the Board approved Amendment No. 3 to contracts with CJUSD (Contract No. 20-494) increasing the contract amount by $24,842, FUSD (Contract No. 20-496) increasing the contract amount by $8,801, and NUSD (Contract No. 20-497) increasing the contract amount by $7,822, to provide HS services. The total aggregate amount for the aforementioned contracts increased by $41,465, from $6,150,916 to $6,192,381, with no change to the contract periods of July 1, 2020, through June 30, 2023. These amendments provided for a 2.28% COLA.
On June 27, 2023 (Item No. 73), the Board approved Amendment No. 6 to Contract No. 20-493 with CCRC, to provide EHS services, extending the contract period by one year, for a total contract period of July 1, 2020, through June 30, 2024, with no change to the contract amount of $5,771,827.
On June 27, 2023 (Item No. 76), the Board approved Amendment No. 6 to Contract No. 20-495 with ESSC, and Amendment No. 4 to contracts with CJUSD (Contract No. 20-494), FUSD (Contract No. 20-496), and NUSD (Contract No. 20-497), to provide HS services, updating ESSC education curriculum requirements, updating the County budget status notification period for all the contracts, and extending the contract periods by one additional year, for contract periods of July 1, 2020, through June 30, 2024, with no change to the total contract amounts of $21,856,485.
On August 22, 2023 (Item No. 40), the Board approved Amendment No. 7 to Contract No. 20-493 with CCRC, to provide EHS services, increasing the contract amount by $1,977,623, from $5,771,827 to $7,749,450, with no change to the contract period of July 1, 2020, through June 30, 2023.
On September 26, 2023 (Item No. 41), the Board approved Amendment No. 7 to Contract No. 20-495 with ESSC to increase the contract by $4,873,171, and Amendment No. 5 to contracts with CJUSD (Contract No. 20-494) to increase the contract by $1,114,394, FUSD (Contract No. 20-496) increasing the contract by $394,800, and NUSD (Contract No. 20-497) to increase the contract by $426,365. The contracts were amended to provide HS services for the contract periods of July 1, 2020, through June 30, 2024, and to increase the total aggregate contract amounts by $6,808,730, from $21,856,485 to $28,665,215.
On December 19, 2023 (Item No. 49), the Board approved Amendment No. 8 to Contract No. 20-493 with CCRC, to provide EHS services, increasing the contract amount by $95,663, from $7,749,450 to $7,845,113, with no change to the contract period of July 1, 2020, through June 30, 2023.
On December 19, 2023 (Item No. 52), the Board approved Amendment No. 6 to contracts with CJUSD (Contract No. 20-494) increasing the contract by $62,406, FUSD (Contract No. 20-496) increasing the contract by $22,109, and NUSD (Contract No. 20-497) increasing the contract by $23,876, to provide for a 5.6% COLA, to provide HS services for a contract period of July 1, 2020, through June 30, 2024, increasing the total aggregate contract amounts by $108,391, from $8,127,940 to $8,236,331.
On May 7, 2024 (Item No. 32), the Board approved Amendment No. 7 to the contracts with CJUSD (Contract No. 20-494), FUSD (Contract No. 20-496), and NUSD (Contract No. 20-497) extending the contract periods by one additional year, for contract periods of July 1, 2020, through June 30, 2025, with no change to the total contract amounts of $8,236,331. The Board also approved Amendment No. 8 with ESSC (Contract No. 20-495) increasing the contract by $467,535 from $20,537,075 to $20,974,610 to provide a 5.6% COLA for 2023-24, as well as extending the contract period by one additional year, for the contract period of July 1, 2020, through June 30, 2025.
On May 21, 2024 (Item No. 48), the Board approved Amendment No. 9 to Contract No. 20-493 with CCRC, extending the contract period by one additional year, for the contract period of July 1, 2020, through June 30, 2025, with no change to the total contract amount of $ 7,845,113.
The contractors’ performance will continue to be monitored by review of monthly reports to ensure compliance with the administrative, fiscal, and program requirements of the contracts. The contracts may be terminated without cause by the County with 30 days’ written notice.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on November 12, 2024; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on November 12, 2024; Finance (Paul Garcia, Administrative Analyst, 386-8392) on November 12, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on November 14, 2024.