HomeMy WebLinkAboutAgreement A-20-213 with FC Superintendent of Schools.pdfCOUNTY OF FRESNO
Fresno, CA
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AGREEMENT
THIS AGREEMENT is entered into this _______ day of ______________, 2020, by and
between the COUNTY OF FRESNO, a political subdivision of the State of California, hereinafter
referred to as “COUNTY” and the FRESNO COUNTY SUPERINTENDENT OF SCHOOLS, a
California local educational agency, whose address is 1111 Van Ness Avenue, Fresno CA 93721,
hereinafter referred to as “SUBRECIPIENT,” for the purpose of coordinating Educational Support for
Dependent Youth (IV-E Foster Care Administrative Activities).
WITNESSETH
WHEREAS, COUNTY’s Department of Social Services is responsible for administration of the
Title IV-E of the Social Security Act pursuant to Assembly Bill 490 (Chapter 862, Statutes of 2003)
wherein the COUNTY is required to adhere to key provisions to support the educational opportunities
within the best interest of the child in foster care; and
WHEREAS, SUBRECIPIENT operates Foster Youth Services Coordinating Program,
hereinafter referred to as “FYSCP,” and is responsible for providing services in accordance with
Education Code Section 42920, 42926, et.seq., to serve dependent foster youth residing in Fresno
County; and
WHEREAS, the Title IV-E of the Social Security Act allows FYSCP agencies as defined in 45
CFR 1356.60(c) to claim reimbursement for Federal Title IV-E activities that include, but are not limited
to, case plan development, referral to services, case reviews, case management and supervision; and
WHEREAS, AB 854 requires a County Superintendent of Schools with a FYSCP to enter into
an agreement with their County’s Child Welfare Department to leverage funds received in drawing
down Title IV-E dollars to be paid to the County Superintendent of Schools.
NOW, THEREFORE, in consideration of their mutual covenants and conditions, the Parties
hereto agree as follows:
1. SUBRECIPIENT RESPONSIBILITIES
SUBRECIPIENT agrees to provide the following types of educational support, as
described in Education Code Section 42921 and as guided by the FYSCP Executive Advisory
Committee, to pupils in foster care (as defined in paragraph (b) of Educational Code Section
9th June
Agreement No. 20-213
COUNTY OF FRESNO
Fresno, CA
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42238.01):
A. Work with the COUNTY to ensure no duplication of activities in serving foster
youth;
B. Work with the COUNTY to minimize changes in school placement for school
stability;
C. Support local education agencies in facilitating the prompt transfer of
educational records between educational institutions when placement changes are necessary, ensure
transfers are done at an educationally appropriate time, ensure appropriate partial credits are awarded
and the pupil in foster care is quickly enrolled in classes;
D. Provide education-related information to the COUNTY as necessary to assist in
delivering services to foster children, including, but not limited to, educational status and progress
information required for inclusion in court reports by Welfare and Institutions (“W&I”) Code Section
16010.
E. Respond to requests from the juvenile court for information and work with the
court to ensure the delivery or coordination of necessary educational services;
F. Work to obtain, identify, and link children to mentoring, tutoring, vocational
training, and other services designed to enhance the educational prospects of foster children;
G. Facilitate communication between the foster care provider, the teacher, and any
other school staff or education service providers for the child;
H. Share information with the foster care provider regarding available training
programs that address education issues for children in foster care;
I. Refer foster care provider, and educational rights holders, of foster youth who
have special education needs to special education programs and services;
J. Refer foster youth to educational support and services;
K. Refer foster youth to services that meet local needs identified through
collaborative relationships and local advisory groups, which may include, but shall not be limited to, all
of the following:
1. Mentoring;
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Fresno, CA
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2. Counseling;
3. Transition services; and
4. Education case management and services.
L. Establish collaborative relationships and local advisory groups;
M. Establish a mechanism for the efficient and expeditious transfer of health and
education records and the health and education passport;
N. Provide regular updates on the status, grades, and performance of Fresno
County foster youth, including but not limited to 504 agreements, Individual Education Plans and
evaluations, to the extent allowed by law; and
O. Track data and report on outcomes via California Department of Education
(CDE) Dashboard within the time schedule established in joint agreement with COUNTY’s Department
of Social Services.
Examples of these activities are further described in Exhibit A, Title IV-E Activities,
Invoicing, and Procedures, attached hereto and by this reference incorporated herein.
2. COUNTY’S RESPONSIBILITIES
County agrees to:
A. Work in partnership with SUBRECIPIENT to achieve the identified goals and
outcomes;
B. Work with SUBRECIPIENT to coordinate issues, resolve problems, and facilitate
the timely referral or notification of placement moves for eligible foster youth;
C. Work with SUBRECIPIENT to implement a jointly-developed process for the
sharing/mutual exchange of information and data for all youth served pursuant to this Agreement;
D. Facilitate and participate in joint problem solving with SUBRECIPIENT to
address youth needs while partnering to establish target youth populations;
E. Provide a venue to leverage California Department of Education Foster Youth
Services Coordinating Program funding to allow the claiming of Title IV-E allowable administrative
costs;
F. Provide on a quarterly basis Title IV-E discount rate to be used by
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Fresno, CA
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SUBRECIPIENT on their quarterly invoice.
3. TERM
The term of this Agreement shall be for a period of three (3) years, commencing on July
1, 2020 through and including June 30, 2023. This Agreement may be extended for two (2) additional
consecutive twelve (12) month periods upon the approval of both parties no later than thirty (30) days
prior to the first day of the next twelve month extension period. The DSS Director, or designee, is
authorized to execute such written approval on behalf of COUNTY based on SUBRECIPIENT's
satisfactory performance.
4. TERMINATION
A Breach of Contract - COUNTY may immediately suspend or terminate this
Agreement in whole or in part, where in the determination of COUNTY there is:
1) An illegal or improper use of funds;
2) A failure to comply with any term of this Agreement;
3) A substantially incorrect or incomplete report submitted to COUNTY;
4) Improperly performed service.
In no event shall any payment by COUNTY constitute a waiver by COUNTY of
any breach of this Agreement or any default which may then exist on the part of SUBRECIPIENT.
Neither shall such payment impair or prejudice any remedy available to COUNTY with respect to the
breach or default. COUNTY shall have the right to demand of SUBRECIPIENT the repayment to
COUNTY of any funds disbursed to SUBRECIPIENT under this Agreement, which were not expended
in accordance with the terms of this Agreement. SUBRECIPIENT shall promptly refund any such funds
upon demand or, at COUNTY option, such repayment shall be deducted from future payments owing
to SUBRECIPIENT under this Agreement.
B. Without Cause - Under circumstances other than those set forth above, this
Agreement may be terminated by SUBRECIPIENT or COUNTY or COUNTY’s DSS Director or
designee upon the giving of thirty (30) days advance written notice to the other party of the intention to
terminate the Agreement.
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COUNTY OF FRESNO
Fresno, CA
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5. COMPENSATION
For actual services provided as identified in the terms and conditions of this Agreement,
including Exhibit A, COUNTY agrees to pay SUBRECIPIENT and SUBRECIPIENT agrees to receive
compensation in accordance with Exhibit B, attached here to and by this reference incorporated
herein.
In no event shall compensation for services performed under this Agreement be in
excess of three hundred seventy nine thousand two hundred twenty two dollars ($379,222) for the
period of July 1, 2020 to June 30, 2021. In no event shall compensation for services performed under
this Agreement be in excess of three hundred ninety eight thousand one hundred eighty three dollars
($398,183) for the period of July 1, 2021 to June 30, 2022. In no event shall compensation for services
performed under this Agreement be in excess of four hundred eighteen thousand ninety two dollars
($418,092) for the period of July 1, 2022 to June 30, 2023. In no event shall compensation for services
performed under this Agreement be in excess of four hundred thirty eight thousand nine hundred
ninety six dollars ($438,996) for the period of July 1, 2023 to June 30, 2024. In no event shall
compensation for services performed under this Agreement be in excess of four hundred sixty
thousand nine hundred forty six dollars ($460,946) for the period of July 1, 2024 to June 30, 2025.
The maximum obligation of COUNTY under this agreement over the five year term shall not be in
excess of two million ninety five thousand four hundred thirty nine dollars ($2,095,439), in accordance
with Exhibit B, or the actual federal share of allowable federal costs, whichever is less. COUNTY shall
submit a quarterly claim to California Department of Social Services (CDSS) for reimbursement from
Title IV-E for allowable activities. SUBRECIPIENT should expect payment of Title IV-E funds after
reimbursement is received by the COUNTY from CDSS ninety (90) days after submission of draw
down claim or as shown in Exhibit A Section 2.
SUBRECIPIENT is responsible for the MATCH amount, which is estimated at 50% to
60% of the total program cost, representing the non-federal share of cost calculated at the federal
discount rate. SUBRECIPIENT shall certify the expenditure of this share of cost, and that these funds
were not used as a match to any other federal program. The MATCH shall be documented on a
quarterly claim and must be expended in order to claim Title IV-E reimbursement. SUBRECIPIENT is
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responsible to conduct a month long Time Study for each quarterly claim filed or as shown in Exhibit A
Section 3.
6. INVOICING
SUBRECIPIENT shall file claims to COUNTY’s DSS in arrears by the fifteenth (15th)
day after services rendered in the previous quarter to: DSSinvoices@fresnocountyca.gov. Claims
provided to COUNTY shall have the Non-Federal Discount Rate applied to the total cost of the invoice
prior to submitting to COUNTY.
At the discretion of COUNTY' s DSS Director or designee, if a claim is incorrect or is
otherwise not in proper form or substance, COUNTY's DSS shall have the right to deny said claims. If
claim is denied, COUNTY will provide SUBRECIPEINT the opportunity to correct the error and
resubmit claim within the approved timelines. In the event SUBRECIPIENT fails to file a claim for a
portion or the whole quarter, SUBRECIPIENT may submit a claim with the proceeding claim period.
In the event the COUNTY or SUBRECIPIENT make an error in any claim, the COUNTY
or SUBRECIPIENT may submit a corrected claim as shown in Exhibit A Section 2. COUNTY’s
obligation for payment to SUBRECIPIENT under this Agreement will be limited to the amounts
claimed, including corrected claims, as reimbursed by CDSS.
7. MODIFICATION
Any matters of this Agreement may be modified from time to time by the written consent
of all the parties without, in any way, affecting the remainder.
8. INDEPENDENT CONTRACTOR
In performance of the work, duties, and obligations assumed by SUBRECIPIENT under
this Agreement, it is mutually understood and agreed that SUBRECIPIENT, including any and all of
SUBRECIPIENT's officers, agents, and employees will at all times be acting and performing as an
independent contractor, and shall act in an independent capacity and not as an officer, agent, servant,
employee, joint venturer, partner, or associate of COUNTY. Furthermore, COUNTY shall have no right
to control or supervise or direct the manner or method by which SUBRECIPIENT shall perform its work
and function. However, COUNTY shall retain the right to administer this Agreement so as to verify that
SUBRECIPIENT is performing its obligations in accordance with the terms and conditions thereof.
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Fresno, CA
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SUBRECIPIENT and COUNTY shall comply with all applicable provisions of law and
the rules and regulations, if any, of governmental authorities having jurisdiction over matters which are
directly or indirectly the subject of this Agreement.
Because of its status as an independent contractor, SUBRECIPIENT shall have
absolutely no right to employment rights and benefits available to COUNTY employees.
SUBRECIPIENT shall be solely liable and responsible for providing to, or on behalf of, its employees
all legally-required employee benefits. In addition, SUBRECIPIENT shall be solely responsible and
save COUNTY harmless from all matters relating to payment of SUBRECIPIENT's employees,
including compliance with Social Security, withholding, and all other regulations governing such
matters. It is acknowledged that during the term of this Agreement, SUBRECIPIENT may be providing
services to others unrelated to COUNTY or to this Agreement.
9. NON-ASSIGNMENT
Neither party shall assign, transfer or subcontract this Agreement nor their rights or
duties under this Agreement without the prior written consent of the other party.
10. HOLD-HARMLESS
SUBRECIPIENT agrees to indemnify, save, hold harmless, and at COUNTY's request,
defend COUNTY, its officers, agents, and employees from any and all costs and expenses, damages,
liabilities, claims, and losses occurring or resulting to COUNTY in connection with the performance, or
failure to perform, by SUBRECIPIENT, its officers, agents, or employees under this Agreement, and
from any and all costs and expenses, damages, liabilities, claims, and losses occurring or resulting to
any person, firm, or corporation who may be injured or damaged by the performance, or failure to
perform, of SUBRECIPIENT, its officers, agents, or employees under this Agreement.
COUNTY agrees to indemnify, save, hold harmless, and at SUBRECIPIENT’s request,
defend SUBRECIPIENT, its officers, agents, and employees from any and all costs and expenses,
damages, liabilities, claims, and losses occurring or resulting to SUBRECIPIENT in connection with
the performance, or failure to perform, by COUNTY, its officers, agents, or employees under this
Agreement, and from any and all costs and expenses, damages, liabilities, claims, and losses
occurring or resulting to any person, firm, or corporation who may be injured or damaged by the
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performance, or failure to perform, of COUNTY, its officers, agents, or employees under this
Agreement.
In addition, SUBRECIPIENT agrees to indemnify, save, hold harmless, and at
COUNTY’s request, defend COUNTY, its officer, agents and employees from any and all costs and
expenses, damages, liabilities, claims, and losses occurring or resulting to COUNTY in connection
with any claim that a foster youth, for whom SUBRECIPIENT or any school districts within Fresno
County had responsibilities under the Individuals with Disabilities Education Act (20 U.S.C. section
1400 et seq.), was denied a free appropriate public education (FAPE).
11. INSURANCE
Without limiting the COUNTY's right to obtain indemnification from SUBRECIPIENT or
any third parties, SUBRECIPIENT, at its sole expense, shall maintain in full force and effect, the
following insurance policies or a program of self-insurance, including but not limited to, an insurance
pooling arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than Two Million
Dollars ($2,000,000) per occurrence and an annual aggregate of Four Million
Dollars ($4,000,000). This policy shall be issued on a per occurrence basis.
COUNTY may require specific coverages including completed operations,
products liability, contractual liability, Explosion-Collapse-Underground, fire legal
liability or any other liability insurance deemed necessary because of the nature
of this contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits of not less than One
Million Dollars ($1,000,000.00) per accident for bodily injury and for property
damages. Coverage should include any auto used in connection with this
Agreement.
C. Professional Liability
If SUBRECIPIENT employs licensed professional staff, (e.g., Ph.D., R.N.,
L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with
limits of not less than One Million Dollars ($1,000,000.00) per occurrence, Three
Million Dollars ($3,000,000.00) annual aggregate.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
SUBRECIPIENT shall obtain endorsements to the Commercial General Liability
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insurance naming the County of Fresno, its officers, agents, and employees, individually and
collectively, as additional insured, but only insofar as the operations under this Agreement are
concerned. Such coverage for additional insured shall apply as primary insurance and any other
insurance, or self-insurance, maintained by COUNTY, its officers, agents and employees shall be
excess only and not contributing with insurance provided under SUBRECIPIENT's policies herein. This
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance written
notice given to COUNTY.
SUBRECIPIENT hereby waives its right to recover from COUNTY, its officers, agents,
and employees any amounts paid by the policy of worker’s compensation insurance required by this
Agreement. SUBRECIPIENT is solely responsible to obtain any endorsement to such policy that may
be necessary to accomplish such waiver of subrogation, but SUBRECIPIENT’s waiver of subrogation
under this paragraph is effective whether or not SUBRECIPIENT obtains such an endorsement.
Within thirty (30) days from the date SUBRECIPIENT executes this Agreement,
SUBRECIPIENT shall provide certificates of insurance and endorsement as stated above for all of the
foregoing policies, as required herein, to the County of Fresno, DSS Administration, P.O. Box 1912,
Fresno, CA 93718-1912, Attention: DSS Staff Analyst, stating that such insurance coverage have
been obtained and are in full force; that the County of Fresno, its officers, agents and employees will
not be responsible for any premiums on the policies; that such Commercial General Liability insurance
names the County of Fresno, its officers, agents and employees, individually and collectively, as
additional insured, but only insofar as the operations under this Agreement are concerned; that such
coverage for additional insured shall apply as primary insurance and any other insurance, or self-
insurance, maintained by COUNTY, its officers, agents and employees, shall be excess only and not
contributing with insurance provided under SUBRECIPIENT's policies herein; and that this insurance
shall not be cancelled or changed without a minimum of thirty (30) days advance, written notice given
to COUNTY.
In the event SUBRECIPIENT fails to keep in effect at all times insurance coverage as
herein provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate
this Agreement upon the occurrence of such event.
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All policies shall be with admitted insurers licensed to do business in the State of
California. Insurance purchased shall be purchased from companies possessing a current A.M. Best,
Inc. rating of A FSC VII or better.
12. SUBCONTRACTS
SUBRECIPIENT shall obtain written approval from COUNTY's DSS Director, or
designee before subcontracting any of the services delivered under this Agreement. Any transferee,
assignee, or subcontractor will be subject to all applicable provisions of this Agreement, and all
applicable State and Federal regulations. SUBRECIPIENT shall be held primarily responsible by
COUNTY for the performance of any transferee, assignee, or subcontractor unless otherwise
expressly agreed to in writing by COUNTY’s DSS Director, or designee. The use of subcontractors by
SUBRECIPIENT shall not entitle SUBRECIPIENT to any additional compensation that is provided for
under this Agreement.
13. CONFIDENTIALITY
Both Parties and their officers, employees, agents and subcontractors shall comply with
W&I Code Section 10850, 45 CFR Section 205.50 and all other applicable provisions of law which
provide for the confidentiality of records and prohibit their being opened for examination for any
purpose not directly connected with the administration of public social services. Whether or not
covered by W&I Code Section 10850 or by 45 CFR Section 205.50, confidential medical or personnel
records and the identities of clients and complainants shall not be disclosed unless there is proper
consent to such disclosure or a court order requiring disclosure. Confidential information gained by
SUBRECIPIENT from access to any such records, and from contact with its clients and complainants,
shall be used by SUBRECIPIENT only in connection with its conduct of the program under this
contract. COUNTY, through the Director, shall have access to such confidential information and
records to the extent allowed by law and such information and records in the hands of COUNTY shall
remain confidential and may be disclosed only as permitted by law.
Additionally, both parties and their officers, employees, agents and subcontractors shall
comply with W&I Code section 825 and 827 et seq., and all other applicable provisions of law, relating
to the confidentiality of juvenile case files and documents.
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Fresno, CA
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14. RECORDS
SUBRECIPIENT shall prepare and maintain all reports and records that may be
required by Federal, State or COUNTY rules and regulations and shall furnish such reports and
records to COUNTY and to the State and Federal governments, upon request.
SUBRECIPIENT shall maintain and preserve all records related to this Agreement (and
shall assure the maintenance of such records in the possession of any third party performing work
related to this Agreement) for a period of five (5) years from the date of final payment under this
AGREEMENT and beyond the five year period until any pending litigation, claim, negotiation, audit
exception or other action involving this contract is resolved.
15. AUDITS AND INSPECTIONS
SUBRECIPIENT shall at any time during business hours, and as often as COUNTY
may deem necessary, make available to COUNTY for examination all of its records and data with
respect to the matters covered by this Agreement. SUBRECIPIENT shall, upon request by COUNTY,
permit COUNTY to audit and inspect all such records and data necessary to ensure SUBRECIPIENT's
compliance with the terms of this Agreement.
If this Agreement exceeds Ten Thousand and No/100 Dollars ($10,000.00),
SUBRECIPIENT shall be subject to the examination and audit of the State of California Auditor
General for a period of three (3) years after final payment under contract (California Government Code
section 8546.7).
In addition, SUBRECIPIENT shall cooperate and participate with COUNTY’s fiscal
review process and comply with all final determinations rendered by the COUNTY’s fiscal review
process. If COUNTY reaches an adverse decision regarding SUBRECIPIENT’s services to
consumers, it may result in the disallowance of payment for services rendered, or in additional controls
to the delivery of services, or in the termination of this Agreement, at the discretion of COUNTY’s DSS
Director or designee. If as a result of COUNTY’s fiscal review process a disallowance is discovered
due to SUBRECIPIENT’s deficiency, SUBRECIPIENT shall be financially liable for the amount
previously paid by COUNTY to SUBRECIPIENT and this disallowance will be adjusted from
SUBRECIPIENT’s future payments, at the discretion of COUNTY’s DSS Director or designee. In
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addition, COUNTY shall have the sole discretion in the determination of fiscal review outcomes,
decisions and actions.
SUBRECIPIENT shall be financially responsible for audit exceptions on disallowances
by the State and Federal Government.
SUBRECIPIENT shall provide audit records in compliance with 2 CFR part 200
Subparts E and F (previously OMB Circular A-122) and provide a copy of the organizational wide audit
annually. Failure to do so may end in the denial of payment under this or subsequent Agreement's.
16. SINGLE AUDIT CLAUSE
As a sub recipient of Federal financial assistance, SUBRECIPIENT agrees to provide
copies of their audit reports, performed in accordance with the requirements of the Single Audit Act of
1984 (31 USC section 7502) and subject to the terms of Office of Management and Budget (OMB)
Circulars (A-110, A-122 and A-133), to the County of Fresno. Such audits shall be delivered to
COUNTY’s DSS, for review not later than nine (9) months after the close of the subrecipients’ fiscal
year in which the funds supplied through this Agreement are expended and/or received for this
program. The audits must include a statement of findings or a statement that there were no findings.
If there were negative findings, SUBRECIPIENT must include a corrective action plan signed by an
authorized individual. Failure to comply with this Act may result in COUNTY performing the necessary
audit tasks, or, at COUNTY’s option, contracting with a qualified accountant to perform this audit. All
audit costs related to this Agreement are the sole responsibility of SUBRECIPIENT who agrees to take
corrective actions to eliminate any material noncompliance or weakness found as a result of such
audits. Audit work performed by COUNTY under this paragraph shall be billed at COUNTY cost as
determined by COUNTY’s Auditor-Controller/Treasurer-Tax Collector.
17. NOTICE
The persons and their addresses having authority to give and receive notices under this
Agreement include the following:
COUNTY
Director, Department of
Social Services
PO BOX 1912
Fresno, CA 93718-1912
SUBRECIPIENT
Superintendent, Fresno County
Superintendent of Schools
1111 Van Ness Avenue
Fresno, CA 93721
COUNTY OF FRESNO
Fresno, CA
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All notices between the COUNTY and CONTRACTOR provided for or permitted under this
Agreement must be in writing and delivered either by personal service, by first-class United States
mail, by an overnight commercial courier service, or by telephonic facsimile transmission. A notice
delivered by personal service is effective upon service to the recipient. A notice delivered by first-class
United States mail is effective three COUNTY business days after deposit in the United States mail,
postage prepaid, addressed to the recipient. A notice delivered by an overnight commercial courier
service is effective one COUNTY business day after deposit with the overnight commercial courier
service, delivery fees prepaid, with delivery instructions given for next day delivery, addressed to the
recipient. A notice delivered by telephonic facsimile is effective when transmission to the recipient is
completed (but, if such transmission is completed outside of COUNTY business hours, then such
delivery shall be deemed to be effective at the next beginning of a COUNTY business day), provided
that the sender maintains a machine record of the completed transmission. For all claims arising out
of or related to this Agreement, nothing in this section establishes, waives, or modifies any claims
presentation requirements or procedures provided by law, including but not limited to the Government
Claims Act (Division 3.6 of Title 1 of the Government Code, beginning with section 810).
18. ENTIRE AGREEMENT
This Agreement, including all Exhibits, constitutes the entire Agreement between
SUBRECIPIENT and COUNTY with respect to the subject matter hereof and supersedes all previous
agreement negotiations, proposals, commitments, writings, advertisements, publications and
understandings of any nature whatsoever unless expressly included in this Agreement.
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1 IN WI T NESS WHEREOF, the parties hereto have executed this Agreement as of the day and
2 year first hereinabove written.
3
4 Fresno County Superintenden COUNTY OF FRESNO
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Sch s
) Ernest Buddy Mendes, C irman of the
Board of Supervisors of the County of
_Dt_. _Ka_theyn--=--_Ca_ta._.li--=a_'---..___.'--S_!JP«lntendeatsno
M ailing Address
FOR ACCOUNTING USE ONLY:
Fund: 0001/10000
ORG : 56107001
Account: 7870/0
Mai ling Address:
1111 Van Ness Avenue
Fresno , CA 93721
Phone No.: (559) 265-3000
ATTEST:
BERNICE E. SEIDEL
Clerk of the Board of Supervisors
County of Fresno, State of Californ ia
Contact: Director, Foster Youth Services Coord i nating Program
-14 -COUNTY Of FRESNO
Fresno, Cl'.
Exhibit A
Page 1 of 5
Title IV-E Activities, Claims, and Procedures
Organization: Fresno County Superintendent of Schools
Address: 1111 Van Ness Avenue
Fresno, CA 93721
Telephone: (559)265-3000
Contact: Pamela Hancock
1.Activity Non-exclusive examples of FYSCP
Services & Activities
Working with Child Welfare Department to
minimize changes in school placement
-Processing potential school change forms
-Trainings, inquiries, professional
development, advisory.
Support Local Educational Agencies in
facilitating the prompt transfer of educational
records between educational institutions
when placement changes are necessary,
ensure transfers are done at an educationally
appropriate time, ensure appropriate partial
credits are awarded and the pupil in Foster
Care is quickly enrolled in classes
-Foster Focus – Child Welfare Services /
Case Management System
report/uploads
-Foster Focus- uploading/scanning
records such as transcripts, education
documents
-Advocacy/emails to award partial credits,
inquiries, trainings, professional
development
-Records requests and transfer of records
to/from schools, facilitating transfer
-Maintaining Foster Focus database,
consulting, training
Provide education-related information to the
Child Welfare Department to assist in
delivering services to, educational status and
progress information required for inclusion in
court reports
-Maintaining Foster Focus database,
consulting, professional development,
training
-Transfer of educational records to the
Child Welfare Department Education
Liaisons or Social Workers, Probation
Officers.
-Providing educational information through
email to the Child Welfare Department
Education Liaison, Social Workers,
Probation Officers.
Respond to requests from the juvenile court
for information and work with the court to
ensure the delivery or coordination of
necessary educational services
-Training professional development
-Inquires
Exhibit A
Page 2 of 5
Activity FYSCP Services & Activities Examples
Work to obtain, identify and link children to
mentoring, tutoring, vocational training, and
other services designed to enhance the
educational prospects of foster children
-Emails consulting with counselors, foster
parents and teachers
-Academic counseling referral (referring
student to their counselor after iPlan
consultation)
-Independent Living Program referral
-Infant/preschool/head start/intervention
referral
-Referral for birth certificate
-Referral for California identification card
-Referral to district for tutoring, academic
intervention, or other district services
- Summer enrichment programs – referrals,
recruiting
-Referral to college support programs
(Next Up/ Renaissance Scholars, etc.)
-College/career events (preparation only)
Facilitating communication between the
foster care provider, the teacher, and any
other school staff or education service
providers for the child
-JV-535 uploads so districts can identify
who holds education rights
-Contact list – when people are referred to
Education Liaisons
- Link Child Welfare Education Liaison,
Social Worker, Probation Officer, etc.
-iPlan (inquiries)
Sharing information with the foster care
provider regarding available training
programs that address education issues for
children in foster care
-Preparation for trainings/workshops and
conducting trainings
-College/career events (planning)
-iPlan development
-Adult/counselor iPlan trainings
Referring foster care provider of foster youth
who have special education programs &
services
-Consultation or referral to district special
education contacts
Refer Foster Youth to Educational Support
and Services
-Emails consulting with counselors, foster
care provider and teachers
-Academic counseling referral (referring
student to their counselor after iPlan
consultation)
-Independent Living Program referral
-Infant/preschool/head start/intervention
referral
-Referral for birth certificate
-Referral for California identification card
-Referral to district for tutoring, academic
intervention, or other district services
-Summer enrichment programs – referrals,
recruiting
-Referral to college support programs
(Next Up/ Renaissance Scholars, etc.)
-College/career events (preparation only)
-Inquiries
-Staff meetings, advisory meeting
Exhibit A
Page 3 of 5
Activity FYSCP Services & Activities Examples
Refer foster youth to services that meet local
needs identified through collaborative
relationships and local advisory groups,
which may include, but shall not be limited to,
1)Mentoring, 2) Counseling, 3) Transitional
Services, & 4) Emancipation Services
-Emails consulting with counselors, foster
care provider and teachers
-Academic counseling referral (referring
student to their counselor after iPlan
consultation)
-Independent Living Program referral
-Infant/preschool/head start/intervention
referral
-Referral for birth certificate
-Referral for California identification card
-Referral to District for tutoring, academic
intervention, or other district services
-Summer enrichment programs – referrals,
recruiting
-Referral to college support programs
(Next Up/ Renaissance Scholars, etc.)
-College/career events (preparation only)
Facilitation of timely Individualized Education
Programs
-Consultation or referral to district special
education contacts
Establishing collaborative relationships &
local advisory groups
-Advisory Committee meetings
-Other committee meetings (Foster Care
and Oversight, Early Childhood
Collaborative, ACCESS, etc.)
-Planning meetings
-Staffing meetings
Establish a mechanism for the efficient and
expeditious transfer of health and education
records and the health and education
passport
-Data/database consultation and
development.
-Foster Focus database maintenance
(uploads, new users, training)
Providing regular updates on the status,
grades, and performance of Fresno County
Foster Youth
-Transcript analysis
-Foster Focus database entries
-Communication with counselors of
student needs after iPlan consultation
-Communication regarding academic
progress
-Maintenance
Tracking Data & reporting outcomes within
the time schedule established in joint
agreement with Child Welfare Department
-Data processed for presentations,
agencies, etc.
-Automation Specialist activities
Exhibit A
Page 4 of 5
2. Claims:
Claims to be sent to: DSSinvoices@fresnocountyca.gov
Billing
Quarter
Months Claim
Submission
Deadline
Expected Title
IV-E Payment
To FCSS
(90 Days)
Corrected Claims
Submission
Deadline
Corrected Claims
Expected
Title IV-E Payment
To FCSS
1 July, August,
September
October 15th January 4th Quarter claim
October
2 October,
November,
December
January 15th April 1st Quarter claim
January
3 January,
February,
March
May 15th July 2th Quarter claim
April
4 April,
May,
June
July 15th October 3th Quarter claim
July
3. Procedures
A month long Time Study will be conducted for each quarterly claim filed by FCSS.
Quarter Quarterly Time Study is Conducted for
Following Months Corresponding Months in Quarter
1 August 1 through August 31st July, August, September
2 November 1st through November 30th October, November, December
3 February 1st through February 28th/29th January, February, March
4 May 1st through May 30th April, May, June
4.Sample Claim Form
As provided by the State of California All County Letter (ACL) No. 16-91, attached on the
following page.
I N S E R T _ C O E Title IV-E Administrative Funding Contract Claim IVerification of Match Reported INSERT MONTH YEAR-INSERT MONTH YEAR QUARTERLY BUDGET & INVOICE FOR THE QUARTER OF: Verification of sufficient match reported/claimed on the monthly invoice: Ihereby certify that this report is correct and complete to the best of my knowledge and that the costs are eligible pursuant to the terms of the contract. In addition I certify that the funds used as the county share meet all requirements for matching federal Title IV-E and are not used as match for any other funding source. Authorized Signature Approved for Payment: Print Name I Title Date Authorize County Representative Title IV-E MOU Date INSERT MONTH YEAR-INSERT MONTH YEAR Category Budget Program Budget Contract Budget Match TITLE IV-E FOSTER YOUTH SERVICES TOTAL PROGRAM COST INVOICE AMOUNT Total Program Costs Quarterly Contract Costs Match YTD Contract YTD Match SAMPLEExhibit A Page 5 of 5
Exhibit B
Page 1 of 1
Percent FY 20/21 FY 21/22 FY 22/23 FY 23/24 FY 24/25
Total FCSS Budget 2,012,852$ 2,113,495$ 2,219,170$ 2,330,129$ 2,446,635$
Non-Eligible Activities 37.20% 748,781$ 786,220$ 825,531$ 866,808$ 910,148$
Eligible Title IV E Activities 62.80% 1,264,071$ 1,327,275$ 1,393,639$ 1,463,321$ 1,536,487$
Percent FY 20/21 FY 21/22 FY 22/23 FY 23/24 FY 24/25
All Eligible Title IV E Activities 1,264,071$ 1,327,275$ 1,393,639$ 1,463,321$ 1,536,487$
Non-Federal Eligible Activities (Non-
Federal Discount Rate)40.00% 505,628$ 530,910$ 557,456$ 585,328$ 614,595$
Federally Eligible Activities 60.00% 758,443$ 796,365$ 836,183$ 877,993$ 921,892$
Percent FY 20/21 FY 21/22 FY 22/23 FY 23/24 FY 24/25
Federally Eligible Activities 758,443$ 796,365$ 836,183$ 877,993$ 921,892$
Federal Financial Participation Rate 50.00% 379,221$ 398,182$ 418,091$ 438,996$ 460,946$
Total Allowable Federal Cost
(Annual Title IVE Draw Down)379,222$ 398,183$ 418,092$ 438,996$ 460,946$
2,095,439$
Total Five Year Cumulative Draw Down
Fresno County Superintendent of Schools - Foster Youth Services
Maximum Eligible Title IV E Draw Down
Budget Breakdown of Eligible Activities
Breakdown of Eligible Activities / Federal and Non-Federal
Breakdown of Federally Eligible Activities