REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 5, 2025
FROM
ARLENE MOLINA, Director, Preschool Services Department
SUBJECT
Title
Grant Award from the United States Department of Health and Human Services for the Head Start, Early Head Start, and Early Head Start - Child Care Partnership Programs
End
RECOMMENDATION(S)
Recommendation
1. Accept a combined grant award totaling $112,188,316 (Award No. 09CH011719-05-06) from the United States Department of Health and Human Services, Administration for Children and Families, which includes $46,155,647 in carryover funds and $66,032,669 in obligated federal funds for the 2024-25 program year, to support Head Start, Early Head Start, and Early Head Start - Child Care Partnership programs, and extends the grant period by one year, for the total term of July 1, 2024, through June 30, 2026.
2. Authorize the Purchasing Agent to issue Purchase Orders with Flexhibit for revised project costs, in an amount not to exceed an additional $500,000, increasing the previously approved not-to-exceed amount of $6,000,000 to $6,500,000.
3. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments to the Preschool Services Department 2025-26 budget as indicated in the Financial Impact section (Four votes required).
(Presenter: Arlene Molina, Director, 383-2078)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
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 Discretionary General Funding (Net County Cost). The total grant award from the United States Department of Health and Human Services, Administration for Children and Families (ACF) for the continued support of the Head Start (HS), Early Head Start (EHS), and Early Head Start - Child Care Partnership (EHS-CCP) Programs is $112,188,316. This includes $46,155,647 in carryover funds from prior program years, and $66,032,669 in obligated federal funds for the 2024-25 program year.
Of the $112,188,316 total awarded amount, $57,738,678 has already been spent, leaving $54,449,638 available for the Preschool Services Department (PSD) to utilize in the 2025-26 program year. PSD is requesting the Board of Supervisors (Board) approve the increase to the 2025-26 budget to reflect the availability of these unobligated funds to enhance program operations, including the purchase of additional educational supplies and classroom furniture.
This grant includes a non-federal share match requirement, representing 20% of the total approved project cost. The project cost of $140,235,395 includes both the federal share of $112,188,316 and the required non-federal contribution of $28,047,079. PSD will meet this requirement through allowable in-kind contributions such as donated goods and services, volunteer hours, and discounted rates.
PSD requests the following adjustments to the 2025-26 budget: $1,084,818 to Funding Center 5910002221 and $53,364,820 to Funding Center 5910002220, for a total unspent balance of $54,449,638 available for PSD to use in the 2025-26 program year.
|
Funding Center |
Commitment Item/GL |
Description |
Action |
Amount |
|
5910002221 |
51001010 |
Regular Salary |
Increase |
$941,315 |
|
5910002221 |
51001110 |
Members Retirement |
Increase |
$143,503 |
|
5910002221 |
40509030 |
Federal Aid for Day Care |
Increase |
$1,084,818 |
|
5910002220 |
52002135 |
Special Departmental Expense |
Increase |
$9,068,653 |
|
5910002220 |
52002301 |
Classroom Supplies |
Increase |
$8,432,594 |
|
5910002220 |
52942941 |
Conference/Training/ Seminar Fees |
Increase |
$291,973 |
|
5910002220 |
53003252 |
Delegate Agency Contracts |
Increase |
$6,286,306 |
|
5910002220 |
54404040 |
Equipment |
Increase |
$5,500,000 |
|
5910002220 |
54504050 |
Vehicles |
Increase |
$70,000 |
|
5910002220 |
55305030 |
Operating Transfers Out |
Increase |
$23,715,294 |
|
5910002220 |
40509030 |
Federal Aid for Day Care |
Increase |
$53,364,820 |
BACKGROUND INFORMATION
PSD operates the HS, EHS, EHS-CCP, and State Preschool programs by providing direct services to eligible children and families throughout the county. The programs provide education, health, cognitive, social/emotional, physical growth and development, and parent-involvement services for children ages zero to five years with the overall goal of increasing the readiness of young children from economically disadvantaged families.
The recommended extension of the grant award (Award No. 09CH011719-05-06) for an additional year, through June 30, 2026, allows for the carrying forward of the full unspent balance of $54,449,638 from the 2024-25 program year into the 2025-26 program year. The balance available from the 2024-25 program year is the sum of $40,202,117 carried over from prior program years, $5,953,530 carried over from the 2023-24 program year, and $66,032,669 awarded for the 2024-25 program year, less $57,738,678 already expended. This extension supports continued implementation of the HS, EHS, and EHS - CCP programs.
On September 24, 2024 (Item No. 42), the Board approved Contract No. 24-939 (Award No. 09CH011719-05-00), a grant award from ACF for the support of HS, EHS, and EHS - CCP programs, in the amount of $33,016,334, for the grant period of July 1, 2024, through June 30, 2025.
On November 5, 2024 (Item No. 26), the Board approved Contract No. 24-1085 (Award No. 09CH011719-05-01), an additional award from ACF in the amount of $33,016,335, for a combined total of $66,032,669 for the 2024-25 program year. The funds from ACF are for continued support of the HS, EHS, and EHS - CCP programs, with no change to the grant period of July 1, 2024, through June 30, 2025.
On April 29, 2025 (Item No. 44), the Board approved Contract No. 25-239 (Award No. 09CH011719-05-02) to carryover additional grant funds in the amount of $40,202,117, from ACF for continued support of the HS, EHS, and EHS - CCP programs, and add to the 2024-25 grant award of $66,032,669, for the total carryover amount of $106,234,786. There was no change to the grant period of July 1, 2024, through June 30, 2025.
Award No. 09CH011719-05-05, in the amount of $5,953,530, was received on March 5, 2025, from ACF as carryover funds from program year 2023-24. The carryover funds are for the period of July 1, 2024, through June 30, 2025, bringing the total grant award amount to $112,188,316. These carryover funds were not presented to the Board as PSD already had sufficient budget authority in place to cover planned expenditures, and no additional spending authorization was required at the time. These carryover funds will now be added to the 2025-26 program year, with Board approval.
On June 10, 2025 (Item No. 72), the Board approved the purchase of education supplies and furniture from Flexhibit in an amount not to exceed $6,000,000. During implementation and final coordination with the Flexhibit, revised cost estimates identified discrepancies in the original proposal related to sales tax rates, as well as unanticipated shipping, travel, and installation expenses necessary to complete projects at sites throughout the county. To fully execute the program enhancement activities within the 12-month grant extension period, additional funding is required. The authorization of the Purchasing Agent to issue Purchase Orders for an additional $500,000 will be funded from the $112,188,316 grant extension approved by ACF, for the period of July 1, 2024 through June 30, 2026.
Approval of this item will extend the ACF grant period by one year, for a total period of July 1, 2024, through June 30, 2026. The extension will allow the department to complete previously approved program enhancement projects by utilizing unspent funds outlined in the Financial Impact section of this item. These Board approved projects include, but are not limited to, the following items:
a. Board approved acquisition of improved real property in Rancho Cucamonga (May 6, 2025, Item No. 37).
b. Board approved capital improvement program projects for various playground improvements, roof replacement, and major renovations for a new Child Development Center (May 20, 2025, Item No. 55).
c. Board approved contract agency increases for providing Head Start Program services. (June 10, 2025, Item No. 71).
d. Board approved purchases of supplies, services and equipment (June 10, 2025, Item No. 72).
Future projects will be presented to the Board for approval individually, and as needed.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie Serber, Principal Assistant County Counsel, 387-5455) on July 31, 2025; Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-7022) on July 23, 2025; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on July 28, 2025; and County Finance and Administration (Allegra Pajot, Administrative Analyst, 388-0218) on July 31, 2025.