REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 8, 2023
FROM
LEONARD X. HERNANDEZ, Chief Executive Officer, County Administrative Office
SUBJECT
Title
Board of Supervisors Discretionary Fund - District Specific Priorities Program
End
RECOMMENDATION(S)
Recommendation
Approve Contract with the Boys and Girls Club of Fontana for the purchase of 44 Science, Technology, Engineering, and Mathematics program computer systems and software, replacement printers, a charging station, and needed technical support, for the period of July 1, 2022, through August 7, 2024, reallocating remaining funds previously awarded under Contract No. 21-830 in the not-to-exceed amount of $100,000.
(Presenter: Leonard X. Hernandez, 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) and November 16, 2021 (Item No. 33), the Board of Supervisors (Board) approved an allocation of $4 million and $7 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. 21-830, which have been funded by the Second District’s Priorities Program budget, will be reallocated to this contract.
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 November 16, 2021 (Item No. 33), the Board approved Contract No. 21-830 with the Boys and Girls Club of Fontana for the purchase of 50 Science, Technology, Engineering, and Mathematics program computer systems and software. Contract No. 21-830 expired on June 30, 2022, however due to logistical delays, the Boys and Girls Club of Fontana has been unable to purchase all needed computer systems and software. To ensure all purchases made to date by the Boys and Girls Club of Fontana are allowable, the District is requesting approval of this contract retroactively effective July 1, 2022. Approval of this contract will continue to assist the Second District Supervisor with promoting the goal of providing for the social service and educational needs of County residents by allowing the Boys and Girls Club of Fontana additional time to purchase the needed computer systems and software and update the scope of work to include the technical support needed. However, no additional funding (in excess of the $100,000 previously allocated under Contract No. 21-830) is being allocated to the Boys and Girls Club of Fontana under this contract for the purchase of the 44 Science, Technology, Engineering, and Mathematics program computer systems and software, replacement printers, a charging station, and technical support needed.
Under the contract terms, the CEO, at the direction of the Supervisor of the respective district that the contract serves, may extend the term of the contract, 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 are non-competitive and must be for projects or services of $50,000 or more. 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 July 18, 2023; Finance (Stephanie Maldonado, Administrative Analyst, 387-4348) on July 14, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on July 18, 2023.