REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
July 23, 2024
FROM
LUTHER SNOKE, Chief Executive Officer, County Administrative Office
SUBJECT
Title
Board of Supervisors Discretionary Fund - District Specific Priorities Program
End
RECOMMENDATION(S)
Recommendation
1. Approve Contract with the City of San Bernardino to provide funding to purchase an off-highway vehicle fleet, including necessary accessories, and a drone for use in the vehicle, effective for the period of September 27, 2022 through September 26, 2025, reallocating remaining funds previously awarded under Contract No. 22-901 in the not-to-exceed amount of $162,334.
2. Approve Amendment No. 3 to Contract No. 23-72 with Provisional Educational Services Inc., dba The PAL Center and PAL Center Academy for the PAL Ballfield at Blake Park Rehabilitation Project to extend the term and revise the contract dates from February 7, 2023, through August 6, 2024, to February 7, 2023, through February 6, 2025, with no change in the not-to-exceed amount of $2,100,000.
(Presenter: Luther Snoke, Chief Executive Officer, 387-4811)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Promote the Countywide Vision.
Provide for the Safety, Health and Social Service Needs of County Residents.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). On September 21, 2021 (Item No. 18), November 16, 2021 (Item No. 33), February 6, 2024 (Item No. 61), and June 11, 2024 (Item No. 110), the Board of Supervisors (Board) approved an allocation of $4 million, $7 million, $6 million, and $3 million respectively, to the Board Discretionary Fund - District Specific Priorities Program (Priorities Program), for each of the five supervisorial districts for projects that meet a public purpose, and provide services to citizens that promote health, safety, economic well-being, and other public services that enhance quality of life and meet the needs of County residents. On an annual basis, unspent appropriations for discretionary funding will be carried over into the subsequent year’s budget.
Funds from Contract No. 22-901, which was approved by the Board on September 27, 2022 (Item No. 27), have been funded by the Fifth District’s Priorities Program budget, will be reallocated to the contract in Recommendation No. 1. Funds from Contract No. 23-72, which was approved by the Board on February 7, 2023 (Item No. 17), have been funded by the Fifth District’s Priorities Program budget.
BACKGROUND INFORMATION
Priorities Program projects help promote the vision of a complete County by recognizing the unique traits of each Supervisorial District and, thereby, allow individual Board Districts to work with community partners through County services and contractual agreements to identify programs, projects, and initiatives that support the vision, meet a public purpose and provide services to residents that promote health, safety, economic well-being, education, recreation, and other public services that enhance quality of life, and meet the needs of the County’s residents. Projects under the District Specific Priorities Program are based on District Supervisor discretion and are presented by the Chief Executive Officer (CEO) for Board approval.
On September 27, 2022 (Item No. 27), the Board approved Contract No. 22-901 with the City of San Bernardino to provide funding to purchase an off-highway vehicle fleet, including necessary accessories. The City of San Bernardino was able to purchase the fleet and necessary accessories totaling $134,994 and needs additional time to purchase additional accessories identified using remaining funds in the amount of $27,340. Additional accessories include upgrades to two off-highway vehicles (wheels, tires, and accessories) and a drone for the vehicle to further assist officers with providing services in areas unable to be accessed with standard vehicles. To ensure all purchases made to date by the City of San Bernardino are allowable, the District is requesting approval of this new contract retroactively to September 27, 2022. Approval of Recommendation No. 1 will continue to assist the Fifth District Supervisor with the public purpose of providing for the health, public safety and law enforcement needs of County residents by allowing the City of San Bernardino additional time to purchase the needed accessories. No additional funding in excess of the $162,334 previously allocated under Contract No. 22-901 is being allocated to the City of San Bernardino under this new contract.
On February 7, 2023 (Item No. 17), the Board approved Contract No. 23-72 with Provisional Educational Services Inc., dba The PAL Center and PAL Center Academy (PAL Center) to construct the PAL Ballfield at Blake Park Rehabilitation Project, for a not-to-exceed amount of $2,100,000, for the term of February 7, 2023, through February 6, 2024. On December 12, 2023, the CEO approved Amendment No. 1 to Contract No. 23-72 (Contract) to authorize the contractor’s request to extend the Contract an additional six months, for the total term of February 7, 2023 to August 6, 2024. On December 19, 2023 (Item No. 40), the Board approved Amendment No. 2 to allow for the renovation and rehabilitation of the existing snack bar and restroom building to be included in the project scope of work as an optional item. Recommendation No. 2 will continue to assist the Fifth District Supervisor with the public purpose of providing for the recreational, health, rehabilitation and social service needs of County residents by extending the total Contract term to February 7, 2023, through February 6, 2025, to allow for project completion. No additional funding in excess of the $2,100,000 previously allocated under the Contract is being allocated to the PAL Center.
Under the Board Discretionary Fund Priorities Program contract terms, the CEO, at the direction of the identified District Supervisor, may extend the term of the recommended contracts, in writing, under the following conditions:
a. In aggregate all extensions do not exceed 12 calendar months;
b. Is specifically requested by the contractor;
c. Will not change the project goals or scope of services;
d. Is in the best interest of the County and contractor in performing the scope of services under the contract; and
e. Does not alter the amount of compensation under the contract.
Board discretionary funding allocations under the Priorities Program with community partners that include non-profit organizations, government entities, or educational institutions are non-competitive and must be for projects or services of $10,000 or more as described in County Policy 05-10. Contracts with community partners that include for-profit organizations are to be processed according to existing County procurement policies. Contracts with other government agencies or for-profit organizations require a matching contribution of at least 25% of the proposed projects and shall be paid on a lump-sum basis or under other terms as approved by the Board.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie Surber, Principal Assistant County Counsel, 387-5455) on July 2, 2024; Finance (Stephanie Maldonado, 387-4348, Administrative Analyst) on June 27, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on July 5, 2024.