TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 35537 with the Long Beach Unified School District, for food preparation for the 2020 Summer Food Service Program, to increase the contract amount by $765,225, for a revised amount not to exceed $1,069,525; execute sponsor/site agreements with the City of Signal Hill and nonprofit organizations; and, execute any documents, including amendments, necessary to accept funds, implement, and administer the 2020 Summer Food Service Program, from June 15, 2020 through August 21, 2020; and
Increase appropriations in the General Grants Fund Group in the Parks, Recreation and Marine Department by $755,904, offset by grant revenue. (Citywide)
DISCUSSION
Since 1980, the Parks, Recreation and Marine Department (PRM) has operated a Summer Food Service Program that provides free lunches to low-income children, 18 years of age and under, who, in the absence of the program, would not receive their normal school lunches during summer vacation. The 2020 Summer Food Service Program (Program) is sponsored through a grant from the California Department of Education (CDE). On May 5, 2020, the City Council authorized an agreement with the Long Beach Unified School District (LBUSD) for the Program. To meet the needs of the community during the COVID-19 pandemic, the Program was amended and expanded. Ten additional park sites have qualified to receive funding for the Program. Lunches will now be provided at 33 sites throughout Long Beach and one site in Signal Hill (Attachment). During the 2008 Summer Food Service Program application process, the City applied for and was granted a permanent agreement to participate and receive funding from the CDE, thus eliminating the annual grant application process.
Community organizations that participate in the Program are required to secure the necessary insurance as deemed appropriate by the City’s Risk Manager, and to comply with regulations set forth by the CDE. As in the past, organizations that had previously participated were invited to be a part of this year’s Program. Each year, new agencies requesting information about the Program are also given the opportunity to participate.
The Program will run from June 15, 2020 through August 21, 2020. PRM and LBUSD will work together to ensure appropriate coordination occurs given the COVID-19 restrictions that are currently in place. PRM’s payment to the LBUSD, for food preparation and delivery, is projected to be approximately $1,069,525, which represents a cost of $3.58 per lunch for an estimated 298,750 lunches served. Funding for the Program will be provided by the CDE, at a reimbursement rate of $4.0875 for each meal served, which includes the cost of the meal, plus PRM’s operating costs eligible under the grant. The staffing level required to coordinate the Program is mainly funded through the grant; however, a $49,000 General Fund budgeted subsidy is required to augment current staffing levels at the park sites for Program operations and interdepartmental charges. Actual total Program cost may differ from the estimate, depending on the actual number of lunches served.
This matter was reviewed by Deputy City Attorney Arturo D. Sanchez on June 23, 2020 and by Revenue Management Officer Geraldine Alejo on July 2, 2020.
TIMING CONSIDERATIONS
City Council action is requested on August 4, 2020, to ensure contracts are in place expeditiously.
FISCAL IMPACT
The total revised contact amount will not exceed $1,069,525. The total Program cost is estimated at $1,270,141 and includes the contract, staff, food, and supplies. Of the total amount, CDE will reimburse PRM in the amount of $1,221,141 based upon the reimbursement rate per meal served. Of the total grant award, $465,237 is currently budgeted in the General Grants Fund Group in the Parks, Recreation and Marine Department. An appropriation increase of $755,904 is requested for the remainder of the grant award, offset by reimbursement grant revenue. The remaining administrative expense of $49,000 is ineligible for reimbursement under the grant and is funded by existing appropriation in the General Fund Group in the Parks, Recreation and Marine Department. This recommendation has no staffing impact beyond normal budgeted scope of duties and is consistent with existing City Council priorities. The recommendation will result in a positive impact on jobs. A total of four temporary part-time jobs will be created for PRM staff for the duration of the Program.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
BRENT DENNIS
DIRECTOR
PARKS, RECREATION AND MARINE
APPROVED:
THOMAS B. MODICA
CITY MANAGER