T council agenda: 02-17-04 item: o: honorable mayor and from



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T
COUNCIL AGENDA: 02-17-04

ITEM:
o
: HONORABLE MAYOR AND From: Sara L. Hensley

CITY COUNCIL


Subject: SEE BELOW Date: 01-28-04

Approved Date







COUNCIL DISTRICT:

9

SNI:

N/A


SUBJECT: ADOPTION OF A RESOLUTION INCREASING THE PRIOR AUTHORIZATION GIVEN TO THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH SAN JOSÉ

UNIFIED SCHOOL DISTRICT ON BEHALF OF ALMADEN

ELEMENTARY SCHOOL FROM A PRIOR AGREEMENT AMOUNT NOT TO EXCEED $336,000 TO A NEW AGREEMENT AMOUNT NOT TO EXCEED $672,000, TO EXPAND THE NUMBER OF SMART START SAN JOSÉ SPACES



RECOMMENDATION

Adoption of a resolution increasing the prior authorization given to the City Manager to negotiate and execute an agreement with San José Unified School District on behalf of Almaden Elementary School from a prior amount not to exceed $336,000 to a new agreement amount not to exceed $672,000, to expand the number of Smart Start San José spaces.



BACKGROUND
On October 1, 2002, the City Council approved and adopted “Investment in the Future: San Jose’s Early Care and Education Strategic Work Plan.” This work plan identifies five strategic goal areas that serve as the blueprint by which the City will achieve its early care and education vision of all children entering school with the foundation needed for academic and school success. By working collaboratively with school districts, private businesses and early childhood education professionals, the City will meet its goal of creating 3,200 quality early care and education spaces by 2006.
The City has a long history of committing funds for the provision of youth services and working collaboratively with a wide-range of organizations and agencies to achieve program goals and objectives in early care and education. As such, the City has established a partnership with the David and Lucile Packard Foundation to participate and fund the expansion of accessible, quality early care and education spaces within Santa Clara County. The program at Almaden Elementary School assists the City in meeting its goals outlined in the Early Care and Education Strategic Work Plan to expand the number of quality early care and education spaces.


ANALYSIS

On April 22, 2003, the City Council authorized the City Manager to negotiate and execute an agreement with SJUSD to open a facility at Almaden Elementary School in an amount not to exceed $336,000. This funding was made possible through a grant funded by the David and Lucile Packard Foundation. As City staff and SJUSD further explored the build out of this project, it became apparent that the funds were not sufficient to fully meet the scope and quality required for a Smart Start San José Program. After further negotiation and analysis, the scope and cost of the project was increased by $336,000, making the total amount of the project $672,000. Additional funding has been identified in uncommitted one-time Smart Start San José funds from FY 2001-2002. Based on various conditions that caused the project scope to fluctuate, these funds were re-budgeted to support funding gaps in future Smart Start San José projects. This memorandum requests approval to increase the amount of the original resolution from $336,000 to $672,000.


Under this proposed agreement, SJUSD will purchase and install a 2220 sq. ft. modular building at Almaden Elementary School to operate as a Smart Start San José Early Care and Education Center until June 30, 2018. This program will create 48 new child care spaces. Funds will also be used for program supplies and materials that will assist them in meeting all Smart Start San José Program Quality Standards and for the build out of a play yard. All costs for program operation and maintenance of the facility will be the responsibility of SJUSD.


PUBLIC OUTREACH

Development of this proposal was coordinated with the City’s Early Care and Education Commission, San José Unified School District, David and Lucile Packard Foundation, and the Smart Start San José Advisory. The Advisory is made up of representatives from Santa Clara County Office of Education Children Services Department, Santa Clara County Office of Education – Head Start, San José Early Care and Education Commission, the Local Early Care and Education Planning Council, Santa Clara County Social Services, Santa Clara County Violence Prevention Taskforce, private and public child care providers, parents, and the San José Police Department.




COORDINATION

This memorandum has been coordinated with the City Attorney’s Office and the City Manager’s Budget Office.



COST IMPLICATIONS

Funding to support this agreement is available through the David and Lucile Packard Foundation Grant and uncommitted Smart Start San José one-time funds rebudgeted from prior years. Any costs above the amounts specified in the agreements for completion of the projects will be the responsibility of SJUSD.




BUDGET REFERENCE




Fund #

Appn #


Appn. Name



RC #

Total Appn.

Amt. for Contract


Adopted Operating Budget Page


Last Budget Action

(Date, Ord. No.)


001

2669

Packard Grant Smart Start Sites




$336,000




Page 698

10/14/2003,

Ord. No. 26997




001

2295

Smart Start/Neighbor-hood Centers




$336,000




Page 698









Total





$672,000











CEQA

Exempt; Reference file # PP03-04-124.



Sara L. Hensley

Director of Parks, Recreation



and Neighborhood Services




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