REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
January 28, 2025
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 Amendment No. 4 to Contract No. 23-72 with Provisional Educational Services Inc., dba The PAL Center and PAL Center Academy to extend the contract term by an additional six months, for a total term of February 7, 2023, through August 6, 2025, with no change to the contract amount of $2,100,000.
2. Approve Contract with the City of Colton to provide funding towards the acquisition of Axon Fleet 3 Advanced In-Car Camera Systems for the Colton Police Department’s patrol fleet, in the not-to-exceed amount of $356,414, for the period of January 28, 2025, through January 27, 2030.
3. Approve Contract with The Lytle Creek Community Center to provide funding to make facility improvements to the community center, and updating The Lytle Creek Community Center’s scope of services, for the period of January 9, 2025, through January 8, 2026, allowing additional time to complete the project by reallocating the $50,000 previously awarded under Contract No. 24-23.
(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.
Recommendations No. 1 and No. 2 will be funded by the Fifth District’s Priorities Program budget.
Recommendation No. 3 will be funded by using reallocated Third District Priorities Program funds originally allocated to Contract No. 24-23, which was approved by the Board on January 9, 2024 (Item No. 14).
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 Priorities Program are based on District Supervisor discretion and are presented by the Chief Executive Officer (CEO) for Board approval.
On February 7, 2023 (Item No. 17), the Board of Supervisors (Board) approved Contract No. 23-72 with Provisional Educational Services, Inc., dba The PAL Center and PAL Center Academy (PCA) to provide funding to contribute to the PAL Ballfield at the Blake Park Rehabilitation Project, in an amount not-to-exceed $2,100,000 for the period of February 7, 2023, through February 6, 2024. On December 13, 2023, the County Chief Executive Officer approved Amendment No. 1 to Contract No. 23-72, effective December 8, 2023, to authorize PCA’s request to extend the Contract by an additional six months, for a total contract term of February 7, 2023, through August 6, 2024. On December 19, 2023 (Item No. 40), the Board approved Amendment No. 2 to Contract No. 23-72 to revise the scope of work, with no change to the not-to-exceed amount of $2,100,000 or the term of February 7, 2023, through August 6, 2024. On July 23, 2024 (Item No. 28), the Board approved Amendment No. 3 to Contract No. 23-72 to extend the term by an additional six months, for a total contract term of February 7, 2023, through February 6, 2025, to allow for completion of services, with no change to the contract amount. Recommendation No. 1 would extend the contract term by an additional six months, for a total contract term of February 7, 2023, through August 6, 2025, to allow for project completion.
Recommendation No. 2 will assist the City of Colton in the acquisition of Axon Fleet 3 Advanced In-Car Camera Systems for the Colton Police Department’s patrol fleet through the City of Colton’s contract extension of 60months with the vendor. This system will enhance the Colton Police Department’s operational capabilities, strengthen transparency and accountability, improve police officer safety and performance, and build on their existing Axon system for unified evidence management, synchronized video capture, streamlined training and support, and comprehensive system support and technology refresh.
Recommendation No. 3 will approve a new contract with The Lytle Creek Community Center (LCCC) to allow additional time to complete the project, to include enhancements such as the purchase of furniture, and upgrades to parking stalls, reallocating the $50,000 in funding previously awarded under Contract No. 24-23. Since funds were paid in a lump sum when Contract No. 24-23 was executed, the Third District requests retroactive approval of this new contract to be effective January 9, 2025, through January 8, 2026, to ensure all expenses made by LCCC are allowable. This recommendation also includes updates to the scope of services (Scope) as requested by LCCC to include the purchase and installation of a water heater, upgrading the thermostats and building security system, and removal of certain items under the Scope, such as the purchase and installation of solar panels and batteries, and carpet replacement. Approval of this contract continues to assist the Third District Supervisor with the public purpose of providing for the public health, safety and recreational needs of residents. No additional funding is being allocated to LCCC under this new contract.
Under the Board Discretionary Fund Priorities Program contract terms, except for the agreement with PCA, the CEO, at the direction of the identified District Supervisor, may extend the terms of the 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.
Under Recommendation No. 1, Amendment No. 4 to Contract No. 23-72 is being presented to the Board because the total extensions to the term exceed 12 months in aggregate.
The recommendations align with the County’s commitment to collaborating with community partners on projects and assist the identified District Supervisor with supporting the County’s vision to promote health, safety, law enforcement, economic well-being, and recreation.
Board discretionary funding allocations under the Priorities Program with community partners must be for projects or services of $10,000 or more as described in County Policy 05-10. Additionally, contracts that include non-profit organizations, government entities, or educational institutions are non-competitive. 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. All contracts 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 January 16, 2025; Finance (Penelope Chang, Administrative Analyst, 387-4886) on January 13, 2025; and County Finance and Administration (Stephenie Shea, Deputy Executive Officer, 387-5423) on January 14, 2025.