SAN IPSE CAPITAL OF SILICON VALLEY

Transcription

1 CITY OF *3 SAN IPSE CAPITAL OF SILICON VALLEY TO: HONORABLE MAYOR AND CITY COUNCIL COUNCIL AGENDA: ITEM: -7 «o Memorandum FROM: Angel Rios, Jr. SUBJECT: PARKS, RECREATION AND NEIGHBORHOOD SERVICES AGREEMENTS DATE: June 8, 2016 Approved Date (T RECOMMENDATION Adopt a resolution authorizing the following, subject to the appropriation of funds by Council, and on such terms and conditions as deemed appropriate by Manager: a) Authorize Manager to negotiate and execute all agreements, amendments, and extensions for the Department of Parks, Recreation and Neighborhood Services identified in the "Compensation Paid by of San Jose" (Attachment A) consistent with the Adopted Budget; b) Authorize Manager to negotiate and execute all agreements, amendments, and extensions to accept funds for the Department of Parks, Recreation and Neighborhood Services identified in the "Compensation Paid to of San Jose" (Attachment B); c) Authorize Manager to accept any funds exceeding the figures identified in Attachment B for the specified programs and purposes identified as "Compensation Paid to " provided that Manager determines that is able to provide the services and comply with any additional requirements associated with the increased grant funds. The City Manager shall also bring forward to City Council, any items which require approval for budgetary adjustments and appropriations actions necessary for such programs; and. d) Authorize the Director of Parks, Recreation and Neighborhood Services to apply for, accept, negotiate and execute agreements and amendments as identified in "Delegation of Contract Authority to Department of Parks, Recreation and Neighborhood Services Director" (Attachment C) consistent with Adopted Budget amounts for the following City programs or services: 1) After School Education and Safety; 2) Bringing Everyone's Strengths Together; 3) Children's Health Program; 4) Citywide Aquatics Program;

2 HONORABLE MAYOR AND CITY COUNCIL June 8, 2016 Subject: Parks, Recreation and Neighborhood Services Agreements Page 2 5) Community Center Reuse Program; 6) Family Camp Facility Use Agreement(s); 7) Grace Baptist Church; 8) Happy Hollow Education Program Leisure and Recreation Fee Class Vendor Agreements; 9) Leisure and Recreation Programs; 10) Little League Agreement(s); 11) Mayor's Gang Prevention Task Force; a) Grant Revenue b) Related Sub-Contractor Agreements where applicable c) Facility Use d) Memoranda of Understanding e) Evaluation Consultant Agreements for the Mayor's Gang Prevention Task Force and Bringing Everyone's Strengths Together programs 12) Recreation of City Kids Program; 13) Safe Summer Initiative Grant; 14) Senior Education and Outreach Grants; 15) Senior Health and Wellness Grants; 16) Senior Transportation Services; and 17) Summer Food Service Program. OUTCOME Delegating to Manager and Department of Parks, Recreation and Neighborhood Services (PRNS) Director the authority to apply for, negotiate and execute these agreements, will reduce the transactional time needed to make funding available to recipients and for to receive grant funds or other created revenue. EXECUTIVE SUMMARY The purpose of this memo is to request that Council adopt a resolution authorizing the following: 1. Authorize Manager to negotiate and execute all agreements, amendments, and extensions for PRNS identified in the "Compensation Paid by of San Jose" (Attachment A); 2. Authorize Manager to negotiate and execute all agreements, amendments and extensions to accept funds for PRNS identified in the "Compensation Paid to of San Jose" (Attachment B), as well as accept funds exceeding the figures for the specified

3 i ' HONORABLE MAYOR AND CITY COUNCIL June 8, 2016 Subject: Paries, Recreation and Neighborhood Services Agreements Page 3 programs and purposes identified, provided that Manager determines that the City is able to provide the services and comply with any additional requirements associated with the increased funds; 3. Authorize the Director of PRNS to apply for, accept, negotiate and execute agreements and amendments as identified in the "Delegation of Contract Authority to Department of Parks, Recreation and Neighborhood Services Director" (Attachment C), consistent with the Adopted Budget amounts for the specified City programs and services. The outcome of this will reduce the transactional time needed to make funding available to recipients and for to receive grant funds or other created revenue in a timely manner. BACKGROUND The City contracts with community-based organizations, school districts, and other agencies to assist with various programs that support the livability of neighborhoods, offer opportunities for individuals to enjoy life, and strengthen communities of people within San Jose. In response to Council's request to quicken 's administrative pace of doing business, including contract development, PRNS prepares this Council memorandum annually to seek authorization to apply for, accept, negotiate and execute agreements. ANALYSIS Delegation of Contract Authority to Manager (Attachments A and B) In some cases, the contract amount to be paid or received by exceeds Manager's contract authority. By delegating this authority to Manager, the administrative process of making funding available to recipients will be improved. Additionally, efficiency gains for the entire organization will be achieved by significantly reducing City Council and administrative staff time dedicated to preparing and reviewing individual memos for these agreements. The City Manager or designee may only exercise amendment or extension authority if the contract, as amended, is consistent with the Adopted Budget and further provided that City Council has taken all appropriation actions necessary to fulfill the terms of the amendment or extension. The proposed agreements for which compensation is paid by (Attachment A) and paid to (Attachment B) for are contingent on the adoption of the Operating and Capital Budgets. In the event the amounts approved for these contracts are different than the amounts listed, the contracts will reflect the amounts approved.

4 HONORABLE MAYOR AND CITY COUNCIL June 8, 2016 Subject: Paries, Recreation and Neighborhood Services Agreements Page 4 In addition, Manager will have the authority to accept any funds exceeding the figures identified in Attachment B for the specified programs and purposes identified as "Compensation Paid to " provided that Manager determines that is able to provide the services and comply with any additional requirements associated with the increased funds. The City Manager shall also bring forward to City Council, any items which require approval for budgetary adjustments and appropriations actions necessary for such programs. Delegation of Contract Authority to the PRNS Director (Attachment C) PRNS will coordinate with Attorney's Office and Manager's Office in developing and approving all agreements, and respectfully requests contract authority for the Director of PRNS to negotiate and execute the agreements described below. Facility Use: PRNS requests contract authority for the Director of PRNS to negotiate and execute Facility Use contracts and amendments for the following programs: Community Center Reuse Program (Reuse), Family Camp, Grace Baptist Church, After School Education and Safety (ASES) and Recreation of City Kids Program (ROCK) Programs, and general Facility Use agreements with school districts and other entities to offer City Leisure and Recreation Programs at non-city sites. Grants: PRNS requests contract authority for the Director of PRNS to negotiate and execute contracts and amendments, consistent with the Adopted Budget, for the following grant programs: Bringing Everyone's Strengths Together (BEST), Safe Summer Initiative Grants (SSIG), and Senior Health and Wellness (SHW). This authority will also apply to any grant amendments related to these programs subject to the Adopted Budget and with the stipulation that Council has taken all appropriation actions necessary to execute the terms of the agreements. Mayor's Gang Prevention Task Force (MGPTF): PRNS requests contract authority for the Director of PRNS to negotiate and execute the agreements necessary for the implementation of the MGPTF Strategic Work Plan. This includes Memorandums of Understanding for partner agency participation in MGPTF Technical Team meetings, agreements with subcontracted agencies to implement MGPTF programs, agreements with consultants to evaluate MGPTF and BEST programs and services, and grant revenue agreements with public and private entities. It is anticipated that will receive its third year of grant revenue from the Board of State and Community Corrections for California Gang Reduction, Intervention, and Prevention (CalGRIP), a collaborative effort to reduce gang activity. The MGPTF has assumed an aggressive fund development campaign soliciting financial support from both public and private organizations. Receiving this authority enables

5 HONORABLE MAYOR AND CITY COUNCIL June 8, 2016 Subject: Parks, Recreation and Neighborhood Services Agreements Page 5, the MGPTF to compete for external funds more readily, as it streamlines internal administrative processes to better position to meet external funding opportunity deadlines and process demands. The amount to be received by is up to $500,000. Services: PRNS requests contract authority for the Director of PRNS to negotiate and execute agreements ASES Program; Children's Health Program; City-wide Aquatics Program; Happy Hollow Education Program; Leisure and Recreation Fee Class Vendors; Little Leagues; Senior Transportation Services; and the Summer Food Service Program. A description of each is provided below. 1. ASES Agreements: ASES is a program funded by the State's After School and Safety Education Grant, which is awarded to school districts to provide comprehensive after school programming. School districts may select of San Jose as the ASES service provider and an agreement is needed. 2. Children's Health Program: PRNS will be contracting with the Health Trust to support the Children's Health Program's goal of advancing water fluoridation services in San Jose. This partnership will help the Health Trust secure additional funding from the State of California for a successful launch of the program. 3. Citvwide Aquatics Program: The Citywide Aquatics Program offers affordable aquatic services to our residents by providing programming, operations, and maintenance at five (5) aquatic facilities through the use of operators. PRNS completed its Request for Qualification (RFQ) and established a pool of qualified providers through The program plays a significant role in increasing the availability of services and programming at aquatic facilities. 4. Happy Hollow Education Program: The Happy Hollow Education Program is a revenue generating program and contributes to Happy Hollow Park & Zoo's cost recovery model. PRNS contracts with school districts and other entities as a requirement for allowing the Happy Hollow Education Program to conduct programs at non-city sites for a fee. Districts and other entities are able to request services at any time during the fiscal year before services begin. 5. Leisure and Recreation Fee Class Vendor Agreements: The City has an ongoing Request for Qualifications process to select vendors that will provide fee-based recreation leisure classes at City community centers. All vendor agreements are 100% supported by participant fees. Vendors that provide recreational and leisure programming play a significant role in PRNS revenue generation efforts.

6 HONORABLE MAYOR AND CITY COUNCIL June 8, 2016 Subject: Paries, Recreation and Neighborhood Services Agreements Page 6 6. Little League Agreements: PRNS contracts with many local Little Leagues for their use of fields at City parks. The leagues compensate for the use of the space, maintaining the fields, and contributing some minor capital funds for improving the fields. 7. Senior Transportation Service Agreement: PRNS will be partnering with Outreach, a non-profit mobility management service, to serve Santa Clara County. Outreach is currently the sole source provider for Senior Transportation Services. They offer senior nutrition participants bus passes, gas cards, and door-to-door transportation services. Outreach also offers paratransit options, as necessary. 8. Summer Food Service Program: To ensure that low-income children continue to receive nutritious meals when school is not in session, PRNS will participate in the Summer Food Service Program, receiving meal reimbursements from the U.S. Department of Agriculture and subcontracting with meal providers. EVALUATION AND FOLLOW-UP No additional follow-up actions with Council are expected at this time. Staff will monitor the impact of these actions and report any issues to the Council as needed. PUBLIC OUTREACH While the majority of the contracts listed in Attachments A and C are below the $1 million threshold, there is one grant program that requires Council action on the use of public funds equal to $1 million or greater. The BEST Program is primarily managed through 's web based platform known as WebGrants. This memorandum will be posted to 's website for public viewing for the June 21, 2016 City Council Meeting. COORDINATION This memorandum has been coordinated with Attorney's Office, and Manager's Budget Office.

7 HONORABLE MAYOR AND CITY COUNCIL June 8,2016 Subject: Parks, Recreation and Neighborhood Services Agreements Page 7 CEOA Not a Project, File PP10-066(e), Services that involve no change to the environment. All agreements cited in this memorandum have services that involve no change to the environment. /s/ ANGEL RIOS, JR. Director of Parks, Recreation and Neighborhood Services For questions please contact Matt Cano, Assistant Director, at (408) Attachment(s): A Compensation Paid by of San Jose B Compensation Paid to of San Jose C Delegation of Contract Authority to PRNS Director

8 ATTACHMENT A Compensation Paid by of San Jose Delegation of Contract Authority to CMO AGREEMENT DESCRIPTION CONTRACT AUTHORITY Compass Group - doing business as Bateman Senior Meals Approval to execute an agreement and any amendments or extensions for the delivery of meals for seniors at City's senior nutrition sites. Up to $2,281,000 paid by City. Attachment A - Page 1

9 ATTACHMENT B Compensation Paid to of San Jose Delegation of Contract Authority to CMO AGREEMENT DESCRIPTION CONTRACT AUTHORITY County of Santa Clara- Mental Health Services County of Santa Clara Agreement for Senior Nutrition Program Joint provision of mental health services at City's Grace Community Center. Joint provision of a nutrition program for seniors. City estimates receipt of up to $400,000 City estimates receipt of up to $1,650,000 Santa Clara Valley Water District Joint agreement with City and Santa Clara Valley Water District to fund additional Park Ranger staff for the Homeless Response Team. City estimates receipt of up to $250,000, with contribution by City for an estimated $230,000 Attachment B - Page 1

10 ATTACHMENT C Delegation of Contract Authority to PRNS Director AGREEMENT After School Education and Safety Agreements (ASES) Bringing Everyone's Strengths Together (BEST) Grant Agreements Children's Heath Program City-wide Aquatic Services Agreements Community Center Reuse Agreements Family Camp Facility Use Agreements Grace Baptist Church Happy Hollow Education Programs Leisure and Recreation Fee Class Vendor Agreements Leisure and Recreation Programs Little League Agreements DESCRIPTION Grant revenue agreement to provide after school recreation programs. Grant agreements that support the efforts of the Mayor's Gang Prevention Task Force (MGPTF). Agreement to support water fluoridation services in San Jose. Agreements with service providers to deliver services in City owned pools. Reuse agreements with service providers to deliver services in community center reuse facilities. Agreements with other entities for the use of the facilities at Family Camp. City leases space from Grace Baptist Church to provide a therapeutic recreation program for adults with mental disabilities with a one year extension option subject to annual appropriation of funds. Agreements with school districts or other entities to allow Happy Hollow to conduct and receive revenue for programs on non-city property. Vendor agreements to provide recreation and leisure classes at San Jose community centers. Costs are 100% supported by participant fees. Agreements with school districts and - other entities for the use of City and non-city facilities to support department programs, classes, camps, and the like. Costs are supported by participant fees. Agreements with local Little Leagues for the use of playing fields, concession, and storage areas at City parks CONTRACT AUTHORITY Up to $600,000 per agreement paid to Up to a total of $3,000,000 paid by Up to a total of $250,000 paid by. Up to a total of $50,000 per agreement paid to Up to a total of $15,000 per agreement paid to Up to $25,000 per agreement paid to ; no limit on inkind donations Up to $210,000 per year paid by Up to a total of $5,000 per agreement paid to Up to $500,000 per agreement paid by Up to a total of $25,000 paid by Up to $5,000 per agreement paid to Attachment C - Page 1

11 ATTACHMENT C Delegation of Contract Authority to PRNS Director AGREEMENT Mayor's Gang Prevention Task Force & BEST Evaluation Consultant Agreements Mayor's Gang Prevention Task Force Grant Revenue and related sub-contractor Agreements Mayor's Gang Prevention Task Force Memorandum of Understanding Agreements Recreation of City Kids (ROCK) Agreements SSIG Agreements SHW Grant Agreements Senior Transportation Service Agreement Summer Food Service Program DESCRIPTION Agreements with evaluation consultants to assess MGPTF and BEST related programs and services. Apply for, accept, negotiate and execute grant revenue and related subcontractor agreements. MOUs for agency participation in MGPTF Technical Team meetings. Facility Use agreements with school districts to offer the ROCK program at their sites. Grant agreements that support summer activities and programming for youth. Grant agreements to improve health and wellness for seniors ages 60 and up. Outreach to provide senior nutrition participants with bus passes, gas cards and door to door transportation services. Agreements with the California Department of Education (CDE) to participate in the program and agreements with vendors to administer the operation of the program CONTRACT AUTHORITY Up to $270,000 per agreement paid by Up to $500,000 per agreement paid to and up to $270,000 per agreement paid by No monetary exchange Up to a total of $100,000 paid by Up to a total of $500,000 paid by Up to a total of $600,000 paid by Up to a total of $300,000 paid by Up to $50,000 paid to from the CDE and up to $50,000 paid by Attachment C - Page 2