REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 19, 2023
FROM
JACQUELYN GREENE, Director, Preschool Services Department
SUBJECT
Title
Amendment to Contract with Child Care Resource Center for Subsidized Childcare
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 8 to Contract No. 20-493, effective July 1, 2023, with Child Care Resource Center to provide subsidized childcare as part of the Early Head Start - Child Care Partnership Program, increasing the contract amount by $95,663, from $7,749,450 to $7,845,113, with no change to the contract period of July 1, 2020 through June 30, 2024.
(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
This item does not impact Discretionary General Funding (Net County Cost). The increase of $95,663 for subsidized childcare is 100% federally funded through the United States Department of Health and Human Services, Administration for Children and Families (ACF). Adequate appropriation and revenue have been included in the Preschool Services Department’s (PSD) 2023-24 budget.
BACKGROUND INFORMATION
PSD operates the Early Head Start, Early Head Start - Child Care Partnership (EHS-CCP), Head Start, General Child Care and Development, and State Preschool programs serving approximately 3,095 children in locations throughout the county. Head Start and State Preschool programs have been operating in the county since 1965. Since 1999, PSD has provided these programs through a combination of direct and contracted services.
Early Head Start and Head Start programs strive to increase the health and school readiness of disadvantaged children and increase the self-sufficiency of low-income families. The Child Care Resource Center (CCRC) provides subsidized childcare services as part of the EHS-CCP Program to qualified families.
On June 23, 2020 (Item No. 55), the Board of Supervisors (Board) approved Contract No. 20-493 (Contract) with CCRC to provide subsidized childcare as part of the EHS-CCP Program, in the amount of $4,474,824 for the period of July 1, 2020 through June 30, 2023. ACF required applicants to form childcare partnerships to apply for the EHS-CCP Program, as the program was based on providing subsidies to families through these partnerships. ACF awarded grant funds to PSD for the provision of EHS-CCP services through a partnership with CCRC and the Transitional Assistance Department (TAD).
On October 27, 2020 (Item No. 55), the Board approved Amendment No. 1 to the Contract, increasing the total by $95,812, from $4,474,824 to $4,570,636, with no change to the total contract period of July 1, 2020 through June 30, 2023. Amendment No. 1 increased the Contract to reflect a 2% Cost-of-Living Adjustment (COLA), as well as Coronavirus Aid, Relief, and Economic Security Act funding for COVID-19 related costs, including distance learning equipment and safety supplies.
On April 6, 2021 (Item No. 31), the Board approved Amendment No. 2 to the Contract, increasing the total by $64,070, from $4,570,636 to $4,634,706, with no change to the total contract period of July 1, 2020 through June 30, 2023. This amendment provided an increase in funding to CCRC to complete the installation of shade structures.
On July 13, 2021 (Item No. 27), the Board approved Amendment No. 3 to the Contract, increasing the total by $923,811, from $4,634,706 to $5,558,517, which provided for a 1.2% COLA increase, facility projects, and continued childcare services, with no change to the total contract period of July 1, 2020 through June 30, 2023.
On October 26, 2021 (Item No. 42), the Board approved Amendment No. 4 to the Contract, increasing the total contract amount by $114,000, from $5,558,517 to $5,672,517, for start-up costs related to program expansion, with no change to the total contract period of July 1, 2020 through June 30, 2023.
On January 10, 2023 (Item No. 47), the Board approved Amendment No. 5 to the Contract, increasing the total contract amount by $99,310, from $5,672,517 to $5,771,827, with no change to the total contract period of July 1, 2020 through June 30, 2023. Amendment No. 5 provided a 2.28% COLA adjustment, updates to contractor responsibilities regarding reports and permanent classroom closures, and inflation-driven budget increases for supplies and training/curriculum materials.
On June 27, 2023 (Item No. 73), the Board approved Amendment No. 6 to the Contract, extending the contract period by one year, for a total contract period of July 1, 2020 through June 30, 2024, with no change to the contract amount of $5,771,827.
On August 22, 2023 (Item No. 40), the Board approved Amendment No. 7 to the Contract, increasing the contract amount by $1,977,623, from $5,771,827 to $7,749,450, to provide continued childcare services with no change to the contract period of July 1, 2020 through June 30, 2024.
Under the terms of the recommended amendment, PSD will continue to provide EHS-CCP Program services during 2023-24 through CCRC to low-income families. Additional funds will allow for training and development of staff which will increase the quality of CCRC services. CCRC services include recruiting eligible children, managing the subsidy payments to childcare providers, and mentoring and training childcare providers. The recommended amendment is being presented at this time as PSD received the funding notices from ACF on July 31, 2023. Upon receipt of the ACF funding notice, PSD requested the contractor’s budget and began negotiations. PSD reviewed the budget to ensure accurate funding amounts are presented to the Board for approval once verified. Upon approval of the budget, the contractor presented the amendment to their governing board, which was approved at the earliest meeting. Due to the contractor’s board dates and processing timelines, approval and signature was obtained from the contractor in late October. This is the first date available for presentation of this amendment following the required operational, fiscal, and legal reviews. Approval by the Board at this time will have no impact on PSD’s EHS-CCP Program services.
CCRC’s performance will be monitored by review of monthly reports on program performance to ensure compliance with the administrative, fiscal, and program requirements of the contract. CCRC will cooperate with the County in the monitoring and evaluation of this contract and comply with all established reporting requirements. The contract may be terminated without cause by the County with 30 days written notice.
PROCUREMENT
The Contract with CCRC was the result of a non-competitive procurement and approved by the Board on June 23, 2020 (Item No. 55). The Purchasing Department supports the non-competitive contract with CCRC, as CCRC and TAD are the only agencies under contract with the California Department of Education to provide subsidized childcare in the High Desert and San Bernardino Valley area.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on October 17, 2023; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on October 23, 2023; Finance (Paul Garcia, Administrative Analyst, 386-8392) on November 30, 2023; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on November 30, 2023.