HomeMy WebLinkAbout2020-11-09 City Council Agendas (9)
City of Palo Alto (ID # 11687)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 11/9/2020
City of Palo Alto Page 1
Summary Title: Agreement with PACCC for Child Care Subsidy Program
Administration
Title: Approval of Contract Number C21178948 With Palo Alto Community
Child Care for Five-years for Management of the City’s Child Care Subsidy
Program in an Amount Not-to-Exceed $2,660,556
From: City Manager
Lead Department: Community Services
Recommendation
Staff recommends that City Council approve and authorize the City Manager or his designee to
execute a professional services contract, Contract No. C21178948 not to exceed $2,660,556,
with Palo Alto Community Child Care (PACCC), for the management of the City’s Child Care
Subsidy program for low income children, for a contract term of 7/1/20 – 6/30/25.
Executive Summary
The scope of services in this contract (contract link here) covers the administration and
management of a childcare subsidy program for approximately 35 low income children annually
enrolled in Palo Alto-based childcare and afterschool programs. Services include all paperwork
and processes related to eligibility certification, maintenance of an eligibility list, data tracking
and compilation, program revenue and expenditure tracking as well as other subsidy
administration services as requested by the City.
Background
The City of Palo Alto has had a long commitment to childcare in the community starting in 1974
when it established a Task Force to consider and implement Council-set priorities on childcare.
The Task Force recommended that the City take an active and supportive role in the provision
of childcare and related services and that a nonprofit corporation be established to implement
and coordinate the Task Force’s recommendations. During the next two years, PACCC was
created and incorporated as a 501c3 organization and on March 25, 1974, Council approved a
contract with PACCC that allocated funds for administrative support of PACCC and for the
various components of the Task Force Plan. Starting in 1984, the City pulled back all
administrative funding provided except the contract with PACCC to serve as the administrator
of the City’s childcare subsidy program. PACCC funding had been allocated by means of the
City of Palo Alto Page 2
Human Services Resource Allocation Process (HSRAP). In 2014, PACCC, along with Avenidas,
requested that they be removed from the HSRAP process of contract application review and
become direct contractors with the City. Council concurred with this request and directed staff
to separate the funding contracts with Avenidas and PACCC from HSRAP and contract directly
with them for the term of July 1, 2015 – June 30, 2020.
Discussion
An exemption from solicitation request was granted under PAMC 2.30.360 because PACCC is
the only provider in Palo Alto that has experience administering a large-scale childcare subsidy
program. PACCC is also the only local provider of financial aid support for families and children
who qualify through the State of California, Child Development Division. By contracting with
PACCC to administer this contract, they can co-mingle City and State subsidy funds, when
appropriate, to assist low income families, therefore enabling city funds to be stretched further
to help more children.
In addition, with the management of both funding sources, PACCC can ensure that parents
must only work with one agency regardless of the funding stream. Since PACCC operates infant,
preschool and afterschool childcare (K-5th), children who remain eligible for a subsidy can
receive continuity of care for several years, greatly reducing both the financial burden and
stress placed on low income families. If PACCC were no longer the administrator of the
program, the currently enrolled 35 children of low-income families would most likely lose their
childcare as they would not be able to pay full tuition at PACCC. Many of these families are
already struggling due to COVID-19 related loss or reduction of work hours.
In total, PACCC supports 84 children in its financial aid program: 35 children are served utilizing
City funding and 49 are served by the State of California program.
The following tasks currently performed by PACCC in the management of the City’s Child Care
Subsidy Program will continue for the next five years 2020 – 2025 if Council approves the staff
recommendation. The work plan includes but is not limited to the following tasks:
1. Administer and manage childcare subsidy program for approximately 35 low income
children annually enrolled in Palo Alto based childcare and afterschool programs.
2. Leverage multiple funding sources to allow City of Palo Alto funding to serve the most
children possible.
3. Collaborate with other service agencies to serve the unique needs of low-income
families and measure the impact subsidy services have on families.
4. Establish and maintain regular parent involvement and seek parent input on the subsidy
program to build a strong rapport with families and ensure a forum is provided where
their needs and concerns can be communicated and addressed.
5. Comply with state Program Specifications and PACCC Operating Procedures with regard
to the administration and management of subsidy funding, including verification of
family and child eligibility, need, residency, and attendance; completion of annual re-
City of Palo Alto Page 3
certifications for enrolled families; and maintenance of Contracts for Services that
appropriately reflect changes in the above.
6. Collect, track, and compile data sufficient to provide annual financial reports, including
all agency revenue and expenditures as required under City of Palo Alto contract.
7. Coordinate with the Office of Human Services to conduct an annual evaluation of
program services and goals.
8. Maintain a ranked Eligibility List for participation in the program, with enrollment
priority based upon income level, initially using established priorities as detailed in the
Program specifications of the contract. Eligibility list will be reviewed and ranked each
time a new family is added.
9. Conduct detailed Eligibility List analysis to identify trends in community need and groups
of applicants with the longest waiting periods.
10. Provide referrals to local community service agencies and programs that offer resources
that PACCC cannot for low income families.
What follows is a synopis of PACCC’s response to the COVID-19 pandemic and current services
offered PACCC closed all 19 of its childcare programs on March 16 in response to the pandemic.
Programs reopened on June 15 at approximately 20% of normal capacity. On August 17 they
doubled their enrollment at school-age centers to prepare for the start of PAUSD’s school year
and to support distance learning for enrolled children.
• The PACCC main office remains closed to the public with administrative staff working
remotely, except for essential business functions that cannot be administered remotely.
During the closure period, PACCC continued to pay all employees and began the work of
drafting reopening plans that required a detailed Plan of Operation on how to safely
operate their programs during the pandemic and how they would follow local, county
and state mandatory directives for businesses and child care. Administrative staff
focused on regular communication with staff and families, identifying and sharing
resources, and evaluating the impact of COVID-19.
• PACCC’s Financial Aid Coordinator maintained regular contact with families enrolled in
the City subsidy program. She shared resources with families to access free food and
healthcare services and was able to get access to a rent subsidy program through Family
Giving Tree. PACCC also coordinated with Manzanita Works to provide free diapers to
families in need. When PACCC reopened in June, subsidy families were given priority to
enroll.
Resource Impact
Funding for year one of this contract, $521,065, is included in the FY 2021 Adopted Operating
Budget of the Community Services Department. For Fiscal Years 2022 - 2025, the contract will
be subject to the City Council annual appropriation of funds.
Policy Implications
The Comprehensive Plan addresses the needs of children in the following areas:
City of Palo Alto Page 4
Policy C-1.15 Continue strong support for and coordinate delivery of childcare services,
addressing the needs of infants, toddlers and pre-kindergarten, as well as school-aged children.
• Program C1.15.1 Support and promote the provision of comprehensive childcare
services in Palo Alto by public and private providers, including employers
• Program C1.15.3 Collaborate with Palo Alto Community Child Care (PACCC) to identify,
develop and promote high quality early learning environments to serve all families in
our community.
Stakeholder Engagement
Human Services staff worked closely with PACCC leadership to review and develop the
agreement.
Environmental Review
Accepting the staff recommendation does not meet the definition of a “project” under the
California Environmental Quality Act, therefore, no environmental review is required.
Attachments:
• Attachment A: Exhibits A-C
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EXHIBIT “A” SCOPE OF PROGRAM SERVICES PALO ALTO COMMUNITY CHILD CARE, INC.
Child Care Subsidy Program
MISSION: To provide and advocate for exceptional and accessible childhood care and
education for low income families. These childcare services will enable parents to work
or attend school and provide for their families, as well as to support their children’s
developmental needs.
PROGRAM SERVICES
CONSULTANT shall administer, in a cost-effective manner, a child care subsidy program
(the “Program”) for low-income families as described in the Subsidy Program
Specifications set forth in Exhibit B to this Agreement. A minimum of thirty five (35) and
a target goal of forty (40) or more children of low- income families shall be provided
subsidized childcare through the Program at PACCC childcare centers. Subsidized child
care services shall be provided during those time periods when parent(s) or legal
guardian(s) are employed, seeking employment, students, incapable of providing care
due to qualifying disability, or when the child is referred to the Program by the Child
Protective Services (CPS) Division of the California Department of Social Services.
School age childcare subsidy funds will only be made available to students enrolled in
Kindergarten through the summer after completion of grade five.
SUBSIDY PROGRAM GOALS
Goal #1: Maximize the number of children and families served by City of Palo Alto
Subsidy program to achieve the enrollment goal of 40 children per year to allow
(primarily) parent(s) or legal guardian(s) to work or attend school.
OBJECTIVE:
Leverage multiple funding sources to allow City of Palo Alto funding to serve the most
children possible.
METHODS:
1. During annual family recertification and data collection, identify families who are eligible
for combined City and State funding and commingle funding whenever possible to achieve
enrollment goal.
2. Continue to seek and secure fund development opportunities that enhance the
total available direct services funding for child care subsidies in order to augment
and support City and State programs. Funding may be available through PACCC’s
scholarship program to support families transitioning into or out of City
subsidized care.
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Goal #2: Collaborate with other service agencies to serve the unique needs of low-
income families and measure the impact subsidy services have on families.
OBJECTIVE:
Maintain and increase, wherever possible, collaborations with agencies that provide
services for the special needs of the population served by the City subsidy program, with
a goal of four collaborations per year.
METHODS:
1. Maintain and enhance collaborations with Alta Housing and PAUSD.
2. Seek out two other collaborative relationships per year by attending at least 1 local
resource and referral workshop per year and participating in Santa Clara County
Office of Education Local Planning Council meetings to identify possible agencies for
collaboration.
3. Investigate alternative child care arrangements to refer eligible families on the
eligibility list. Obtain updates from the list of referrals at least quarterly to ensure
information shared with families is up-to-date.
4. Families complete service needs referral form at time of initial enrollment and
subsequent recertifications.
5. Families complete annual survey for feedback on how the subsidy program has
impacted their family. Survey results will be used to guide the direction of further
collaborations.
Goal #3: Establish and maintain regular parent involvement and seek parent input on
the subsidy program to build a strong rapport with families and ensure a forum is
provided where their needs and concerns can be communicated and addressed.
OBJECTIVE:
Encourage parent involvement to provide funded families an opportunity to advise PACCC on issues related to the services they receive and ensure that all subsidy families are kept informed of policies and procedures.
METHODS:
1. Subsidy Parent Involvement meetings will occur twice per year. All funded
families will be invited to participate.
2. Meeting content will include policy and program requirements; support offered
by PACCC’s financial aid coordinator; communication avenues; program service
feedback.
3. Maintain and update, as needed, the family handbook specific to the
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requirements of the City and State funded programs to allow complete
transparency of program requirements and family roles and responsibilities. To
ensure program policies and requirement are accurately reflected, review of the
handbook will occur annually.
Goal #4: Ensure quality child care programming through the use of an established
system of measurement.
OBJECTIVE
Within three (3) to four (4) years transition to full participation in the Quality Matters, QRIS system of program quality assurance to ensure programs offered to children are of the highest quality and that quality is objectively measured. METHODS:
1. Enroll in Quality Matters, QRIS, through WestEd in year one (1) of the contract.
2. During year one (1) of contract, assess changes needed to implement QRIS
effectively and create strategic plan for full implementation no later than year
four (4) of contract.
3. Submit strategic plan for full implementation of QRIS by end of year one (1) of
contract to the Contract Manager.
4. Meet with the Contract Manager at end of year one (1) to review and discuss
QRIS implementation plan.
5. Submit final strategic plan for full implementation of QRIS within one month
after review with the Contract Manager.
GENERAL PROGRAM GOALS, OBJECTIVES, METHODS & PROCEDURES
1. Comply with city and state Program Specifications as well as PACCC Operating
Procedures with regard to the administration and management of subsidy
funding, including verification of family and child eligibility, need, residency, and
attendance; completion of annual re-certifications for enrolled families; and
maintenance of Contracts for Services that appropriately reflect changes in the
above.
2. Collect, track, and compile data sufficient to provide annual financial reports,
including all agency revenue and expenditures as required under City of Palo Alto
contract.
3. Adhere to the Family Fee Schedule.
4. Coordinate with the Office of Human Services to conduct an annual evaluation of
program services and goals.
5. Maintains a ranked Eligibility List for participation in the program, with
enrollment priority based upon income level, initially using established priorities
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as detailed in the Program specifications of the contract.
6. Eligibility list will be reviewed and ranked each time a new family is added.
7. Conduct detailed Eligibility List analysis to identify trends in community need and
groups of applicants with the longest waiting periods.
8. Communicate all changes in policies/procedures/eligibility of the state subsidy
program to the City as it relates to the service of any family with co-mingled
funds
9. Maintain updated CPA Family Resources Kiosks; acquire and use new Kiosks
where appropriate as provided by the City
10. Provide referrals to local community service agencies and programs that offer
resources that PACCC cannot for low income families.
ACKNOWLEDGEMENT OF CITY FUNDING: PACCC shall include an acknowledgement of
City funding and support in all appropriate publicity or publications regarding the
PROGRAM, using words to the effect that “subsidized child care services are provided
through City of Palo Alto funding,” or as otherwise approved by the City’s Contract
Manager.
REPORTS: Contractor shall provide activity reports relating to this Scope of Program
Services for the periods ending, December 31, 2020, June 30, 2021, December 31, 2021,
June 30, 2022, December 31, 2022, June 30, 2023, December 31, 2023, June 30, 2024,
December 31, 2024, June 30, 2025, December 31, 2025 and June 30, 202, by the 15th of
the month following the report period end date.
Each report shall cover the preceding period and other such information as the Project
Manager may request. The final report shall focus on the final four months, but also
shall provide information on contract services for the entire term. Each report shall be
prepared in the form agreed upon by the Contract Manager and the Contractor.
AMERICANS WITH DISABILITIES ACT: Contractor shall comply with the Americans with
Disabilities Act (ADA) of 1990.
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EXHIBIT “B” FY2021-2025 SUBSIDY PROGRAM SPECIFICATIONS
SERVICES: PACCC shall centrally administer and manage City funds to provide child care
subsidies for families with low, very low and extremely low incomes per Housing and Urban
Development (HUD) guidelines, who are eligible, based on and in accordance with the
guidelines established in this document (Exhibit B) and the City-approved FY2021 Budget
attached hereto as "Attachment B-1" and incorporated herein by this reference (the
"Program"). The approval of at least two (2) members of PACCC management for the
granting of childcare subsidy under the Program must be obtained for each recipient. The
PACCC Subsidy Coordinator shall maintain a centralized waiting list for the Program in the
PACCC administrative office. Subsidized childcare under the Program may be provided at
PACCC childcare centers. Fees charged to families enrolled in the City Subsidy Program at PACCC
childcare centers shall be as set forth in the City Family Fee Schedule, "Attachment B-2" to
this Exhibit “B”, which is attached hereto and incorporated herein by this reference.
Subsidized child care services shall be provided during those time periods when parent(s)
or legal guardian(s) in the household are employed, seeking employment, students,
incapable of providing care due to disability, or when the child is referred to the Program
by the Child Protective Services (CPS) Division of the California Department of Social
Services.
General Eligibility for Use of Program Subsidy Funds:
Only the following children are eligible for City subsidized childcare services by means of
one of the following criteria:
1. Children whose parent or legal guardian is a resident of the City of Palo Alto.
2. Children whose parent or legal guardian is employed by the City of Palo Alto.
3. Children attending the Palo Alto Unified School District ("PAUSD") through the
Voluntary Transfer Program pursuant to the Tinsley Settlement Order in San
Mateo County, Superior Court Case No. 206010 (the "Tinsley Agreement").
4. Children enrolled in PAUSD by virtue of being within established PAUSD school
boundaries.
5. Homeless children referred in writing by a local social service agency or shelter.
School age childcare subsidy funds will only be made available to students enrolled in
Kindergarten through the summer after the completion of grade five.
Documentation of Eligibility for City Subsidy:
Verification of general eligibility for child care subsidy under the Program must include
one or more of the following as applicable:
1. Utility bill from past month establishing Palo Alto residence in the name of the
applicant.
2. Copy of lease or rental agreement establishing Palo Alto residency.
3. City of Palo Alto pay stub establishing current employment by the City.
4. Documentation of Tinsley Agreement participation by establishing attendance at
PAUSD under the program.
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5. Documentation from PAUSD verifying enrollment, such as a current report card
or note from the school.
6. Documentation from a local emergency shelter or agency serving victims of
domestic violence accompanied by verification of residency in Palo Alto within
the past year.
7. Documentation of homeless status by a local social service agency or shelter per
definitions set by HUD or McKinney Vento. A PAUSD verification of McKinney
Vento is acceptable.
Income Verification:
Verification of income eligibility for childcare subsidy under the Program must include two
or more of the following most recent documents establishing total gross monthly income
level of recipient family:
1. Copies of two (2) latest wage stubs for all adult wage earners in family
(establishing at least one month of income).
2. Unemployment Insurance Benefit (UIB) award letter.
3. Federal tax filing information for last two (2) years if self-employed.
4. Notice of Action (NOA) letter from social service agency if receiving public
assistance.
5. Non-traditional labor – Provide other means of verification that may include a list
of clients and amounts paid or other records of income to support the reported
income, along with a self-certification of income.
Adjusted Gross Monthly Income for Families with Severe Disabilities:
Families that have a member with a severe disability requiring non-reimbursable medical
expenses are eligible for a subsidized rate that takes into account these expenses. A
severe disability is defined as those conditions, which are catastrophic (violent or sudden
in nature with extreme consequences), long-term (occurring or involving a long period of
time of hardship and suffering), or terminal (leading ultimately to death).
The following documentation is required:
1. A written letter from a medical physician detailing the nature of and severity of
the disability and;
2. Formal documentation substantiating that the expenses are directly related to
the disability (a verifiable statement of non-reimbursable medical expenses).
For families that qualify under these guidelines, the medical expenses directly related to the
stated disability will be deducted from the gross monthly income as calculated in
accordance with the FY2021 Family Fee Schedule. Families that qualify for an adjusted
parent hourly contribution based on disability related expenses may earn up to 100% of
the Santa Clara County median income but must meet all other requirements related to
initial eligibility and continued eligibility based on semi-annual re-certifications.
Parents in Training:
Students must be actively attending school or working toward a recognized vocational goal
as documented on forms signed by the Registrar. When appropriate, documentation of a
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passing grade will be required during the recertification process in order to document
satisfactory progress.
Parents Seeking Employment:
Parents are eligible for ninety (90) working days of childcare per fiscal year or through the
end of their certification period, whichever is longer, to seek employment if their employment
or training period ends. Documentation and verification of job search and interviews will
be required during recertification. Exceptions to this policy will be determined by the
PACCC Executive Director, Subsidy Coordinator and the City’s contract manager.
Parents Employed by Temporary Work Agency:
Parents employed by a temporary work agency (temp) are eligible for childcare subsidy.
The parent will be required to submit the following documentation verifying that he or she
is employed by the agency and accepting assignments as they are offered:
1. An offer letter from the agency that states the employee work hours (e.g. part-time,
8:30am to 12:30pm) and the range of pay.
2. A record of when the parent was offered an assignment, if it was accepted, the
length of the assignment, the employee work schedule, and the rate of pay. A
parent must submit a new record to the Subsidy Coordinator when any changes
or updates in assignments occur.
3. The parent must sign a Release of Information form to have on file with the temp
agency and the Subsidy Coordinator. The Subsidy Coordinator will contact the
temp agency at the end of each month to verify the record of assignments
submitted by the parent.
If the Subsidy Coordinator determines that the parent is not accepting assignments on a
consistent basis, the parent’s need for childcare will be reassessed, and may result in
termination of the childcare subsidy.
Teenage Parents:
Teenage parents are eligible to receive subsidized childcare services. The parent may be
referred to the program by their school as needing subsidized childcare in order to remain
in school. During the summer months, the parent must be enrolled in summer school or
employed in order to continue to receive subsidized childcare services. If the parent is not
enrolled in school or employed during the summer months, they will be required to
participate in the childcare program for a minimum of 15 hours per week. The goal of this
requirement is to assist the parent with parenting skills in a supportive environment.
Priority for City-Subsidized Child Care Services:
Priority shall be granted to families with the lowest gross monthly income in relation to
family size as determined by the FY2021 Family Fee Schedule.
When applications are received from families with the same income, the priority list is
as follows:
1. Recipients of child protective services (CPS) for children who are neglected or
abused, or at risk of being neglected or abused, upon written referral from a
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legal, medical, or social service agency; or children who are victims of domestic
violence who are referred in writing by a local social service agency or shelter;
Children designated as At-Risk of failure in Kindergarten by the PAUSD;
2. Families with the lowest income
3. Children residing in a single parent household
4. Families which are homeless or at risk of homelessness; residing in a transitional
housing program or emergency shelter, upon written referral from the program’s
authorized representative.
5. Currently enrolled PACCC families transitioning from another subsidy program
due to changes in income, family size, need for care, or residency and siblings of
currently subsidized PACCC children.
Certification and Re-Certification:
Each family receiving City subsidy must be required to re-certify to PACCC at least once
annually to verify continued compliance with all of the eligibility criteria for the Program
(general and income eligibility). PACCC shall annually review the City subsidy recipients'
files to ensure that the required updates of information have been provided.
Change of Status Notification:
Subsidy recipients under the Program shall be advised that, should their eligibility
circumstances change (e.g. change of income, employment, and residence) the clients
must report that change within ten (10) days to the PACCC Subsidy Coordinator.
Transitional Child Care:
When parents no longer qualify for a child care subsidy because their income exceeds
eligibility limits, parents will continue to receive approximately three (3) months of
transitional child care at the subsidized rate.
Use of City Funds With Regard to Attendance:
Families enrolled in the Program agree to use specific hours of care on specific days.
Children must be signed in and out each day on an attendance sheet, which is kept by the
PACCC Center or the Affiliate Center to verify actual use. The City will not reimburse for
hours used outside the agreed- upon contract hours. Consistent attendance is a condition
of receiving subsidized childcare. If it is determined that a child is excessively absent, the
Subsidy Coordinator will limit the child to twelve best interest days per fiscal year and/or
reassess the family’s need for subsidized child care.
Absences considered best interest days include a parent’s day off, parent’s vacation,
school vacation, or a child’s visit with family members. Parents are required to record the
reason for an absence on the attendance sheet. Children are allowed a maximum of ten
(10) consecutive days of excused absence per month. Excused absences include illness of
the child, illness of the parent, or a family emergency. Subsidy Coordinator will be in
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dialogue with families who have three or more periods of 10 consecutive days of
absence per year to determine appropriate use of the benefit and corrective action, if any, in
collaboration with the City’s contract manager. A child who has a long-term incapacitation may
be exempt from this policy. In this instance, written verification from a physician as to the
nature of the incapacitation will be required.
Children who receive child care subsidies under the Program who are absent for more than
one (1) week consecutively without prior notification and/or documentation) will be
dropped from the program and must reapply for admittance. Reinstatement of the
childcare subsidy will be determined by the PACCC Executive Director, Subsidy
Coordinator and the City’s contract manager.
Attendance and City-Subsidy Administration Policies and Procedures:
PACCC shall design and implement the use of standard forms to record and summarize
the children's attendance at all PACCC facilities and PACCC affiliate childcare centers.
PACCC administrative personnel shall periodically review the forms and record keeping of
attendance for propriety and completeness. Program administration policies and procedures
shall also periodically be updated and enforced, consistent with the requirements of this
Agreement.
Quality Assurance Requirement for All Child Care Program Receiving City Subsidy
Program Funds:
PACCC will create a plan to implement the county Quality Matters system of quality
assurance over the next 3 – 4 years at all PACCC programs serving City subsidized children.
The Quality Matters Rating Process in Santa Clara County is based on California’s Quality
Rating and Improvement System (QRIS). The Rating Process evaluates early childhood
education program quality, as established in the QRIS Matrix. Early childhood education
sites are awarded ratings based on how well their programs meet a specific set of
standards.
Each QRIS in California:
• Assesses program quality comparably across provider types (publicly and privately
funded, centers and family child care homes) throughout the state;
• Aligns program standards with early learning and practitioner standards;
• Supports continuous quality improvement for participating programs and their
staff;
• Provides families with information about program quality to assist them in making
informed choices.
A timeline for implementation is outlined in the Scope of Services, Program Services goals.
While the plan is being developed and implemented, PACCC will continue to use the
Desired Results system of assessing children’s development and individual needs and
conduct a yearly Environment Rating Scale evaluation of program quality. Results will be
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used to identify areas of strength and needed improvement. An action plan will be
developed with completion dates. An annual family survey will be conducted to assess
family satisfaction and areas for improvement.
Family Fee Schedule:
The Family Fee Schedule may be adapted to reflect modifications in the low-income
guidelines as defined by the federal Housing and Urban Development (HUD) Authority
Community for Santa Clara County. The family co-fee is set based on a percentage of the
current Palo Alto minimum wage. All enrolled families must pay the family fee as
indicated on the fee schedule that corresponds with their income level. The City retains
the right to make changes to the Family Fee Schedule on an annual basis.
Case Review:
Each family receiving City Subsidy funds shall have a case review after eight years in the
Program. The PACCC Executive Director, Site Director, and Subsidy Coordinator, together
with the City's Contract Manager, will review the case to determine whether the subsidy
funds should continue beyond the eighth year.
PACCC’s Subsidy Coordinator may make exceptions to compliance with the Program’s written
policies and procedures with written authorization from the City’s Contract Manager.
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ATTACHMENT “B-1”
FY 2021– 2025 CONTRACT BUDGET
Program (s) Expenses FY 2021 Contract
Budget
Salaries and Benefits $110,300.00
Program Operating Expenses $0.00
Insurance $450.00
Audit $630.00
Rent Utilities $2,195.00
Phone $380.00
Postage $110.00
Office Supplies $200.00
Travel Staff Development/Training Computer Hardware/Software $2,350.00
Equipment Maintenance/Repair $250.00
Books/Publications Printing/Publishing $500.00
Capital Expenses Other - Direct Subsidies $410,523.00
TOTAL $527,888.00
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ATTACHMENT “B-2”
FAMILY FEE SCHEDULE
% MI 1-2 3 4 5 6 7 8 Full Time / Part Time
Below $2,754 $3,099 $3,443 $3,718 $3,994 $4,269 $4,545 $10.00 / $5.00
33%$3,115 $3,505 $3,894 $4,206 $4,517 $4,829 $5,140 0.36$ 6%
34%$3,210 $3,611 $4,012 $4,333 $4,654 $4,975 $5,296 0.42$ 7%
35%$3,304 $3,717 $4,130 $4,460 $4,791 $5,121 $5,452 0.48$ 8%
36%$3,398 $3,823 $4,248 $4,588 $4,928 $5,268 $5,607 0.54$ 9%
37%$3,493 $3,929 $4,366 $4,715 $5,065 $5,414 $5,763 0.60$ 10%
38%$3,587 $4,036 $4,484 $4,843 $5,201 $5,560 $5,919 0.66$ 11%
39%$3,682 $4,142 $4,602 $4,970 $5,338 $5,706 $6,075 0.72$ 12%
40%$3,776 $4,248 $4,720 $5,098 $5,475 $5,853 $6,230 0.78$ 13%
41%$3,870 $4,354 $4,838 $5,225 $5,612 $5,999 $6,386 0.84$ 14%
42%$3,965 $4,460 $4,956 $5,352 $5,749 $6,145 $6,542 0.90$ 15%
43%$4,059 $4,567 $5,074 $5,480 $5,886 $6,292 $6,698 0.96$ 16%
44%$4,154 $4,673 $5,192 $5,607 $6,023 $6,438 $6,853 1.02$ 17%
45%$4,248 $4,779 $5,310 $5,735 $6,160 $6,584 $7,009 1.08$ 18%
46%$4,342 $4,885 $5,428 $5,862 $6,296 $6,731 $7,165 1.14$ 19%
47%$4,437 $4,991 $5,546 $5,990 $6,433 $6,877 $7,321 1.20$ 20%
48%$4,531 $5,098 $5,664 $6,117 $6,570 $7,023 $7,476 1.26$ 21%
49%$4,626 $5,204 $5,782 $6,245 $6,707 $7,170 $7,632 1.44$ 24%
50%$4,720 $5,310 $5,900 $6,372 $6,844 $7,316 $7,788 1.56$ 26%
51%$4,814 $5,416 $6,018 $6,499 $6,981 $7,462 $7,944 1.62$ 27%
52%$4,909 $5,522 $6,136 $6,627 $7,118 $7,609 $8,100 1.68$ 28%
53%$5,003 $5,629 $6,254 $6,754 $7,255 $7,755 $8,255 1.80$ 30%
54%$5,098 $5,735 $6,372 $6,882 $7,392 $7,901 $8,411 1.86$ 31%
55%$5,192 $5,841 $6,490 $7,009 $7,528 $8,048 $8,567 1.92$ 32%
56%$5,286 $5,947 $6,608 $7,137 $7,665 $8,194 $8,723 2.04$ 34%
57%$5,381 $6,053 $6,726 $7,264 $7,802 $8,340 $8,878 2.16$ 36%
58%$5,475 $6,160 $6,844 $7,392 $7,939 $8,487 $9,034 2.22$ 37%
59%$5,570 $6,266 $6,962 $7,519 $8,076 $8,633 $9,190 2.28$ 38%
60%$5,664 $6,372 $7,080 $7,646 $8,213 $8,779 $9,969 2.34$ 39%
61%$5,758 $6,478 $7,198 $7,774 $8,350 $8,926 $9,501 2.46$ 41%
62%$5,853 $6,584 $7,316 $7,901 $8,487 $9,072 $9,657 2.58$ 43%
63%$5,947 $6,691 $7,434 $8,029 $8,623 $9,218 $9,813 2.64$ 44%
64%$6,042 $6,797 $7,552 $8,156 $8,760 $9,364 $9,969 2.70$ 45%
65%$6,136 $6,903 $7,670 $8,284 $8,897 $9,511 $10,124 2.82$ 47%
70%$6,608 $7,434 $8,260 $8,921 $9,582 $10,242 $10,903 3.12$ 52%
75%$7,080 $7,965 $8,850 $9,558 $10,266 $10,974 $11,682 3.42$ 57%
80%$7,552 $8,496 $9,440 $10,195 $10,950 $11,706 $12,461 3.72$ 62%
85%$8,024 $9,027 $10,030 $10,832 $11,635 $12,437 $13,240 3.96$ 66%
90%$8,496 $9,558 $10,620 $11,470 $12,319 $13,169 $14,018 4.26$ 71%
95%$8,968 $10,089 $11,210 $12,107 $13,004 $13,900 $14,797 4.56$ 76%
100%$9,440 $10,620 $11,800 $12,744 $13,688 $14,632 $15,576 6.00$ 100%
80% of MI 90% of MI 100%MI108% of MI116% of M124% of MI132% of MI
UL = Upper Limit- Level of Income at which a family must begin transitioning out of CPA Subsidy
http://www.huduser.org/portal/datasets/il/il2015/2015summary.odn
MI for a family of 4 - based on HUD Income Limit for 2020
US Dept of Housing and Urban Development (HUD) Income Limits - Santa Clara County Jurisdictions FY 2020
Hourly
Fee
Percentage based on 40% of
Minimum Wage at $15.00 an hour
DocuSign Envelope ID: 43965404-E25D-4A35-843D-868AD9F21C2D
25
EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below. The
CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the
tasks or categories listed below provided the total compensation for Basic Services, including
reimbursable expenses, and the total compensation for Additional Services do not exceed the amounts set forth in Section 5 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Year 1 $ 527,888.00
(July 1, 2020 through June 30, 2021)
Year 2 $ 527,888.00 (July 1, 2021 through June 30, 2022)
Year 3 $ 527,888.00
(July 1, 2022 through June 30, 2023)
Year 4 $ 527,888.00 (July 1, 2023 through June 30, 2024)
Year 5 $ 527,888.00
(July 1, 2024 through June 30, 2025)
Sub-total Basic Services $2,639,440.00
Reimbursable Expenses $0.00
Additional Expenses $21,116.00
(Years 2-5; not to exceed $5,279 per fiscal year per Section 5.1.2)
Maximum Total Compensation $2,660,556.00
ADDITIONAL EXPENSES The full payment of charges for extra work or changes, or both, in the execution of the Program will be made, provided such request for payment is initiated by CONSULTANT and authorized, in writing, by the program manager. Payment will be made within thirty (30) days of submission by
CONSULTANT of a statement, in triplicate, of itemized costs covering such work or changes, or
both. Prior to commencing such extra work or changes, or both, the parties will agree upon an
DocuSign Envelope ID: 43965404-E25D-4A35-843D-868AD9F21C2D
26
estimated maximum cost for such extra work or changes. CONSULTANT will not be paid for extra work or changes, including, without limitation, any design work or change order preparation, which
is made necessary on account of CONSULTANT’s errors, omissions, or oversights.
DocuSign Envelope ID: 43965404-E25D-4A35-843D-868AD9F21C2D