HomeMy WebLinkAboutMINUTES - 09282004 - C.16 TO: BOARD OF SUPERVISORS ............
Contra
FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR Q1'•. CostaP
DATE: September 28, 2004 °srA c.... / CCS l ly
SUBJECT: APPROVE and AUTHORIZE the Public Works Director or designee, to execute a contract
amendment with Mount Diablo YMCA effective July 1, 2004—December 31, 2004 to increase
the payment limit by$22,900 from $95,500 to a new payment limit of$118,400 for the provision
of recreational programming, Alamo area. (County Service Area R-7A Funds) (District III)
Pro ect No. 7758-6X5032
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Public Works Director or designee,to execute a contract amendment with Mount
Diablo YMCA effective July 1,2004—December 31,2004 to increase the payment limit by$22,900 from$95,500
to a new payment limit of$118,400 for the provision of recreational programming, Alamo area.
FISCAL IMPACT:
There is no impact to the County General Fund. County Service Area R-7A funds will pay 100% of the costs
associated with the recreational programming.
Continued on Attachment: ® SIGNATURE:
[3--RECOMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDATION OF BOARD COMMITTEE
[a-APPROVE i OTHER
SIGNATURE(S).v � ,,&
ACTION OF BO ON SEPTEMBER 28, 2004
APPROVED AS ktCOMMENDED® OTHER ❑
VOTE OF SUPERVISORS
xx UNANIMOUS(ABSENT NONE ) I hereby certify that this is a true and correct copy of an action
AYES: NOES: taken and entered on the minutes of the Board of Supervisors on
ABSENT: ABSTAIN: the date shown.
MF:cmm
G:\GrpData\SpDist\Board Orders\2004\04-28-04 BO YMCA.doc ATTESTED: SEPTEMBER 28y 2004
Orig.Div:Public works(Special Districts) JOHN SWEETEN,Clerk of the Board of Supervisors and County
Contact: Eileen Doten (3I3-2253)
cc: County Administrator Administrator
Assessor
Auditor-Controller
Community Development By Ct.a - Deputy
County Counsel
Margaret Fong,Sp.Dist.
SUBJECT: APPROVE and AUTHORIZE the Public Works Director or designee, to execute a contract
amendment with Mount Diablo YMCA effective July 1, 2004—December 31, 2004 to increase
the payment limit by$22,900 from $95,500 to a new payment limit of$118,400 for the provision
of recreational programming, Alamo area. (County Service Area R-7A Funds) (District III)
Project No. 7758-6X5032
DATE: September 28, 2004
PAGE: 2 of 2
REASONS FOR RECOMMENDATIONS AND BACKGROUND:
The current contract expires midway through the summer/fall programming cycle as its effective dates match the
fiscal year rather than the programming cycle. The amendment allows the YMCA to complete activities and events
that are already underway and in some cases fees have already been paid by the participants. Future recreational
programming contracts will have contract effective dates that match the actual programming cycle rather than the
fiscal year.
CONSEQUENCES OF NEGATIVE ACTION:
Without Board approval recreational programming in Alamo will abruptly end mid-cycle and the YMCA will not be
paid for services already rendered.
w r Contra Costa County Number#
Standard Form 5/95 Fund/Org # 7758
AMENDMENT/EXTENSION AGREEMENT Account#
Other# 6x5032
1. Identification of Contract to be Amended.
Number:
Effective Date: July 1, 2002
Department: Contra Costa County Public Works Department
Subject: Alamo R-7A YMCA Programming
2. Parties, The County of Contra Costa, California (County), for its Department named above,
and the following named Contractor mutually agree and promise as follows:
Contractor: Mount Diablo Region YMCA
Address: 395 Civic Drive, Suite #G
Pleasant Hill, CA 94523
3. Amendment Cate. The effective date of this Contract Amendment/Extension Agreement is
July 1, 2004.
4. Amendment Specifications. The Contract identified above is hereby amended as set forth in
the Amendment Specifications attached hereto which are incorporated herein by reference
Exhibit C.
5. Extension of Term. The term of the above described Contract between the parties hereto is
hereby extended from July 1, 2004 _ December 31, 2004, unless sooner terminated as
provided in said contract.
6. Payment Limit Increase. The payment limit of the above described Contract between the
parties hereto is hereby increased by 22 900.00 from $95,500.00 to a new total Contract
Payment Limit of $118,400.00.
7. Signatures. These signatures attest the parties' agreement hereto:
COUNTY OF CONTRA COSTA, CALIFORNIA CONTRACTOR
Recommended by e artme
By 1
By
Deslgnee
Approved: Board of Supervisor rperson/
Designee }-�
(Designate business capacity)
BY
Designee
B
00 Vjt>Cr ppre6 (Designate business capacity)
[Form approved by County Counsel]
1Vote to Contractor For corporations(profit or nonprofit),the contract must be signed by two officers. Signature A must be that of the president or vice president and Signature 6
must be that of the secretary or assistant secretary(Civil Code Section 1190 and Corporations Code Section 393). All signatures must be acknowledged as set forth on page
two.
9:1GrpData\SpDiist\ContractlMountDiabloRegionYMCAAmendment 2004
MT. DIABLO REGION YMCA
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CERTIFICATE OF ACKNOWLEDGEMENT
State of California )
} SS.
County of Wim " }
On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for
Contractor,personally known to me(or proved to me on the basis of satisfactory evidence)to be the person(s)whose
Name(s)is/are subscribed to the within instrument and acknowledged to me that he494<hey executed the same in
hivtm't/their authorized capacity(ies), and that by ki@4w4their signature(s) on the instrument the person(s), or the entity
upon behalf of which the person(s) acted,executed the instrument.
WITNESS my hand and official seal.
Dated: 0.-*E6y &h=.L 6&X4�
Notary Public
•- DEBORAH OGORZALY
COMM. 1331443
NOTARY PUBLIC-CALIFORNIA
SANTA CLARA COUNTY
Y Comtfl,Expires Nov 22 2005 I
Mt.Diablo Region YMCA
395 Civic Drive, Suite G Pleasant Hill,CA 94523 + (925)609-9622 ♦www.mdrymea.org
Mission Statement. The Mt. Diablo Region YMCA is a values based association,founded on Judeo-Christian principles,
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Exhibit C
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MT. DIABL(7 REC,-I<Z)N YMCA
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Proposed Scope of Services
For
Alamo Parks & Recreation— CSA R-7A
July 1, 2044—December 31, 2004 - REVISED
This Scope of Services outlines recreational, event and enrichment programming to be
provided by the Mt. Diablo Region YMCA/ San Ramon Valley Branch to Alamo Parks and
Recreation(CSA R-7A) as follows:
Proerammin
1. Enrichment. Leadership, administration, and operation of classes may include but are
not limited to:
Pre-school--Tumbling, dance, cooking, language classes, etc.
Youth - Dance, crafts, science, Chess camp/tournaments, etc.
Adult - Thai Chi, Yoga, Health &Fitness, Quilting, Mah Jong, etc.
2. Development. Creation and implementation of new programs as recommended from
Alamo R-7A residents,with input from YMCA Program. Coordinator, then approved
by the R-7A Committee prior to implementation.
3, Implementation. Overall programming coordination, administration, and
implementation, which includes,but is not limited to,procuring facilities and
services, providing programming instructors, oversight of instructors, operating
classes/events, collecting registration fees which compensate instructors and offset
program expenses.
4. Other Events. Coordinate events embraced by the Alamo community and approved
by CSA R-7A:
A. Alamo Music Festival—Youth and Teen Area Booths with crafts, games,
prizes, etc. Offer Fall enrichment program brochures and possibly accept sign-
ups and have blow up children's play equipment available.
B. Concerts in the Park. Schedule and facilitate a minimum of three"Concerts in
the Park" series during the summer. Music to be varied, such as Jazz,
Caribbean, Cajun, Swing,R&B, Oldies but Goodies, etc. Schedule concert
dates so as not to conflict with Danville's Music in the Park summer series.
Bands and dates to be approved by R-7A.
C. Program Development Opportunities. The program development component
will be used to host focus groups for the community and gain a better sense of
Page I of 5 (1/04)
desired outcomes through providing programs/services and events that will be
attended by all. At least 3 focus groups and appropriate recognition through
the Alamo Today newspaper will allow for a sense of community and buy-in
to occur.
Sample Timeline:
1. June/July/August—Surveys mailed to all households in Alamo (appx 6400 families)
for a greater understanding of what the community is looking to participate in.
Results to be tabulated by August 30, 2004.
2. Summer/Fall and Spring- Three to six focus groups to be held with the community,
YMCA staff and Volunteers as well as R7A and JPO committee members in
determining successful options for partnering. Recognition items and supplies to be
purchased to allow for effective communication to occur(lap top computer/palm
pilot/etc).
3. An electronic "zoomerang survey"to be sent to all credible email addresses by
December 2004 (ext. cost $500).
4. Inserts into Alamo Today on a regular(2-3 times per year) at cost of approximately
$600/insert (each edition) to develop a sense of community urgency.
5. Evaluation: Based upon the useable information, surveys and communication with the
constituency, evaluations will be done to gauge success and create a long term plan
for the future of R7A.
Staff ReportinLy
1. Timing A written Staff Report (SUMMARY) shall be provided after major events
and at the conclusion of each quarter. Monthly attendance at the R7A Committee
meetings by the coordinator is a priority for open dialogue and discussion to occur.
2. Class Participation. The report will discuss information such as the name, date and
time of event, number of participants/attendees, a determination/evaluation of overall
success of the class/event, methods of advertisement, and recommendations to
improve class/event. Whenever feasible, participants/attendees should sign-in and
indicate their address. The report will further address trends in Alamo indicating
higher levels of participation and how future promotions may also influence trends.
3. Financial Reporting. The Staff Report will include a summary by class/event of all
fees collected vs. expense incurred at the R-7A meeting following the conclusion of
each enrichment session. Actual Staff costs that directly related to planning or
facilitating programs and/or events will be tracked, summarized to support invoices
and charged accordingly. A Coordinator will be employed by the YMCA at a
minimum of 20 hours/week. Staff time includes attendance at monthly CSA R-7A
meetings as well as additional meetings called for by the Committee. The YMCA will
strive to ensure that minimum class registrations cover the related class expenses
(e.g., instructor salaries, supplies, snack, trophies, etc. The goal will be to strive for
having revenues,which will offset excesses.
Page 2 of 5 (1/04)
...........................................................................................
4. Approval. The Staff Reports shall be presented to and accepted by both R-7A and
County Staff prior to the YMCA invoicing for a class and/or event. Invoices shall
occur monthly or bi-monthly as the needs exist to be determined by the contract
provider.
Invoiciniz
1. Submission Dates and Approvals. The YMCA will generate invoices monthly.
Invoices,with supporting receipts/documentation,will be submitted to the R-7A staff
person for review and subsequent signed-off by an R-7A committee chairperson.
Invoices will be returned.to YMCA to forward to the appropriate County department
for payment processing.
2. Staff Billing Rates. Invoicing for staff time will be for actual time incurred on behalf
of R-7A(See Staff Reporting, 1 above)not to exceed the annual agreed upon terms.
3. Receipts. A copy of expense receipts will be attached as support for invoices. Those
receipts will be matched by letter or number to correspond with the amount shown
each invoice. Invoices will indicate the program/class/event which corresponds to the
expense.
Page 3 of (1/04)
4. Line Item Explanations. Following are brief explanations of the contract cost line
items for use in understanding the cost estimates. All expenses that are incurred from
enrichment classes or other fee based programming will be calculated into the cost of
the program. Non-fee based classes or events will be listed as below. Actual
expenses related to these line items may include but are not limited to the descriptions
provided herein.
• YMCA Staff. Will be billed at hourly rates as related to providing services for
R-7A enrichment programming and events. Coordinator @ 20-25 hours/week.
• Alamo Wine&Music Festival. Booth(s), Band sponsorship, crafts, supplies,
for booth and staff/committee recognition (i.e. shirts) in the month (s) of
September.
• Concerts in the Park. Coordinate a four-concert series estimate of$5,000 -
$$,500 (will use joely pollard, "JP JAZZ" for 2004) as directed by R-7A
committee, includes bands, crafts, snacks, etc.
• Contract Services. Ability to contract specialty entertainment, such as clowns
for events, and/or specialty teachers, etc. Additionally, local school bands may
be used per request/availability.
• Facility Rentals. Rentals of facilities for non-fee based programming(Alamo
Women's ClubNeteran's Hall or other available space).
• Handling Fees/Administrative Overhead: 10% of the maximum contract costs
to be billed quarterly in an effort to"value"the appropriateness of YMCA
administrative functions (phone/voice and email, Daxko data system)
• Office/Postage Supplies. All non-program supplies, such as paper,pens,
erasers, banners, a-frames for staff use not to exceed $200/month.
• Promotional Costs (Includes Enrichment Brochure copying(3 times/year),
Alamo Today! ads, direct mailing/advertising,banners, fliers, etc. )
• Program Equipment. (Equipment for programs and events. Bocce ball set,
canopies, coolers, etc. This would also include storage.)
• Program Supplies (Non-fee based programs would include crafts, games, etc.
• Program Development: This includes opportunities for future planning and
expansion as outlined in the programming section#4 C above.
5. Expenses Outside the Scope of Services. The YMCA understands that any requests
for reimbursement stated on their invoices for services and/or charges outside this
Scope of Services may be supported or rejected by R-7A. These will be brought
before the committee on an as needed basis.
Page 4 of 5 (1/04)
- _ .......................................
Estimated Contract Extension Costs
Estimate
• YMCA Staff(R7A Coordinator/YMCA Executive Staff). . . . . . . . . . . . $ 14,000
• Contract Staff/Hourly Employees @ 25 hours/year x $20/hour............ $ 250
• Alamo Wine/Music Festival (Sponsorship/booth/t-shirts). . . . . ........... $ 2,000
• Concerts in the Park(contract to be negotiated). . . . . . . . . . . . . . . . . . . $5,000-
8,500
• Contract Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 1,000
• Facility Rentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 750
• Office Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 1,200
• Promotional Costs (brochures/magnets and promo postcards). . . . . . .. . . . $ 3,500
• Program Equipment/Family Night Supplies........>....... . . . . . . . . . . . . . . $ 2,300
• Program Development............................................................... $ 1,000
• Administrative/Service Fee @ 10% (to be paid quarterly).... .................. $ 3,100
Total Estimated Annual Contract Costs.........$24,,100-37,600
Submitted by YMCA:
Julie Starkey, Vice President of Date:
Operations—Mt. Diablo Region YMCA
0 Scope of Service Proposal reviewed with the committee on April 21, 2004
* Updated Proposal Provided May 19, 2004 with appropriate revisions and
R7A Committee final review and recommended changes to the scope of services
Document
• May 26, 2004- mailed to County for approval and execution
• June 7, 2004- discussion with D. Edmonds and revised to reflect 6 months- email
sent with revisions
Distribution: Original to CCC
Copy to Mt. Diablo Region YMCA
Copy to San Ramon Valley YMCA
Copy to CSA R-7A Committee
Page 5 of 5 (1/04)