REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 21, 2024
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. 9 to Contract No. 20-493 with Child Care Resource Center to provide subsidized childcare as part of the Early Head Start - Child Care Partnership Program, extending the contract by an additional year, for a total contract period of July 1, 2020, through June 30, 2025, with no change to the contract amount of $7,845,113.
(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 contract amount of $7,845,113 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 and will be included in the 2024-25 recommended 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.
These 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 low-income families. CCRC services include recruiting families of eligible children, managing the subsidy payments to childcare providers, and mentoring and training childcare providers.
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.
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. 27), 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.
On December 19, 2023 (Item No. 49), the Board approved Amendment No. 8 to the Contract, increasing the contract amount by $95,663, from $7,749,450 to $7,845,113, which provided additional funds for staff development and continued childcare services with no change to the contract period of July 1, 2020, through June 30, 2024. Amendment No. 8 provided a 5.6% COLA adjustment, for inflation-driven budget increases for supplies and training/curriculum materials.
Under the terms of the recommended amendment, the contract will be extended for an additional year through June 30, 2025, with no increase to the total contract amount. Funding provided for the 2023-24 contract term provided in December 2023 are intended to cover services through June 30, 2024. Additional funding for the 2024-25 contract term will be included in a future amendment, pending notice of award for this period from ACF.
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
ACF required grant applicants to form partnerships with community organizations that support PSD’s mission to improve the well-being of children, empower families, and strengthen communities to apply for the EHS-CCP Program grant funding. The EHS-CCP Program grant funding was awarded based upon providing subsidies to families for childcare costs through these partnerships. ACF awarded grant funds to PSD for the provision of the EHS-CCP Program services through partnerships with CCRC and the County Transitional Assistance Department (TAD).
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 (Purchasing) concurs with 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.
Purchasing continues to support the non-competitive procurement for subsidized childcare from CCRC based on the justification of a sole source service provider, as designated by the State of California
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on April 5, 2024; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on April 9, 2024; Purchasing (Christina Reddix, Buyer II, 387-2060) on April 9, 2024; Finance (Paul Garcia, Administrative Analyst, 386-8392) on May 1, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0238) on May 6, 2024.