REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 7, 2024
FROM
JACQUELYN GREENE, Director, Preschool Services Department
SUBJECT
Title
Amendment to Contracts with Agencies to provide Head Start Program Services
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 7 to the following agencies to provide Early Head Start and Head Start Program services, extending the contracts by an additional year, for a total contract period of July 1, 2020, through June 30, 2025, with no change to the total combined contract amount of $8,236,331:
a. Colton Joint Unified School District, Contract No. 20-494, in the amount of $4,799,776.
b. Fontana Unified School District, Contract No. 20-496, in the amount of $1,625,773.
c. Needles Unified School District, Contract No. 20-497, in the amount of $1,810,782.
2. Approve Amendment No. 8 to Contract No. 20-495 with Easter Seals of Southern California, Inc., to provide Early Head Start and Head Start Program services, increasing the total contract amount by $437,535 from $20,537,075 to $20,974,610, and extending the contract by an additional year, for a total contract period of July 1, 2020, through June 30, 2025.
(Presenter: Jacquelyn Greene, Director, 383-2005)
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 amount of $29,210,941 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 (PSD) 2023-24 budget and will be included in the 2024-25 recommended 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 3,095 children in locations throughout the San Bernardino County (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 delegate agencies in the County providing Head Start Program services to approximately 640 eligible children and their families: Easter Seals Southern California, Inc. (ESSC), Colton Joint Unified School District (CJUSD), Fontana Unified School District (FUSD), and Needles Unified School District (NUSD). PSD serves all areas not covered by the agencies. The Ontario-Montclair School District (OMSD), which had provided services to 32 children, did not renew its contract for 2023-24; as a result, amendments discussed below subsequent to July 1, 2023, omit OMSD values.
PSD is requesting approval of Amendment No. 8 to Contract No. 20-295 with ESSC to provide for a 5.6% Cost of Living Adjustment (COLA) for 2023-24. CJUSD, FUSD, and NUSD are not receiving a COLA increase as the Board of Supervisors (Board) approved the school districts’ 2023-24 increase on December 19, 2023 (Item No. 52).
On June 23, 2020 (Item No. 56), as the result of a competitive procurement, the Board approved contracts with CJUSD (Contract No. 20-494) in the amount of $3,229,260, ESSC (Contract No. 20-495) in the amount of $13,730,472, FUSD (Contract No. 20-496) in the amount of $1,121,607, NUSD (Contract No. 20-497) in the amount of $1,243,224, and OMSD (Contract No. 20-498) 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% COLA and Coronavirus Aid, Relief, and Economic Security (CARES) Act funding for COVID-19 Pandemic-related costs.
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, for a total increase of $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 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 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, increasing the total contract amounts 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 May 24, 2022 (Item No. 63), the Board approved Amendment No. 4 to Contract No. 20-495 with ESSC, revising the budget to carryover the unexpended funds in the amount 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 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, increasing the total contract amounts 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. 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 contracts 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 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 contract amounts by $6,808,730, from $21,856,485 to $28,665,215.
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 contract amounts by $108,391, from $8,127,940 to $8,236,331.
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 March 21, 2024; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on March 27, 2024; Finance (Paul Garcia, Administrative Analyst, 386-8392) on April 17, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on April 22, 2024.