CITY OF OAKLAND
TO: Jestin D. Johnson
City Administrator
AGENDA REPORT
FROM: Sofia Navarro
Interim Human Services
Dept. Director
SUBJECT: Early Childhood and Family Services DATE: September 15, 2025 Division Amended Agreement With
ChildCare Careers, LLC FY 22-27
City Administrator Approval
RECOMMENDATION
Date:
Staff Recommends That The City Council Adopt A Resolution Waiving The Local/Small Local Business Enterprise Program Requirement And Waiving The Competitive Bidding Process And Authorizing The City Administrator To Execute A Second Amendment To A Professional Services Agreement With ChildCare Careers, LLC To Increase The Amount Of The Previous Contract By An Additional $500,000 For A Total Amount Not To Exceed $1,250,000 For As-Needed Substitute Teacher Staffing Services For The Contract Period Fiscal Year 2022-2027
EXECUTIVE SUMMARY
The City of Oakland Early Childhood and Family Services Division is a unique early care, education, school readiness, and family services program that serves the City's low-income and vulnerable prenatal families and children, birth through five years-old, and most in need. The City of Oakland is currently funded to serve 674 children and families (including pregnant women) throughout the City.
The Human Services Department (HSD) is requesting approval to amend the professional services agreement with Childcare Careers, LLC, to provide staffing support services for up to $1,250,000 . ChildCare Careers, LLC provides qualified substitute teachers when the City's full time and part-time teaching staff are sick, on disability, on family medical leave, on vacation, or attending professional development conferences. The current contract of $750,000 will be fully expended by mid-September, which will cause a hardship for the program and put services at risk for families . The amount requested will ensure there is ongoing coverage through 2027 as needed for the program, including during the new operating months and hours.
Life Enrichment Committee
October 14, 2025
Jestin Johnson (Oct 2, 2025 16:40:35 PDT)
10/02/2025
Jestin D. Johnson, City Administrator
Subject: Early Childhood and Family Services Division Amended Agreement With ChildCare Careers, LLC FY 22-27
Date: September 15, 2025 Page 2
The Early Childhood and Family Services Division has a long-standing partnership with ChildCare Careers, LLC. Over the years, ChildCare Careers, LLC has demonstrated they are the only agency to consistently provide qualified substitutes for not only day to day needs, but when long terms needs arise. Prior efforts to bid these services out did not yield other qualified vendors who demonstrated the ability, knowledge, and expertise of the Head Start Performance Standards as required, described above in the Executive Summary section, as well as the willingness to provide the necessary health and safety requirements needed to ensure adults in the classroom are safe.
BACKGROUND / LEGISLATIVE HISTORY
The Early Childhood and Family Services Division provides direct early childhood services using the Head Start model, a comprehensive approach which serves low-income and vulnerable families with children ages birth through five-years-old, (including pregnant mothers) who need continuous services in the areas of: early care and education, health and nutrition, family support, and school readiness, and are eligible, per Federal statute, to receive additional program services.
The program is designed with a high degree of specificity to effectively and successfully respond to the unique needs and circumstances of the population it serves. As such, Head Start Performance Standards (HSPPS) require that all Head Start/Early Head Start (HS/EHS) programs are implemented with an equal degree of specificity. The HSPPS requires that Head Start programs provide: 1) culturally and linguistically responsive services to families and children that are coordinated, integrated , and standards-aligned ; 2) evidence-based curriculum implementation to fidelity; 3) continuous quality improvement that includes monitoring and program evaluation; and 4) data and fiscal management systems.
The Head Start Program1, which is run by the Early Childhood and Family Services Division, is responsible for providing comprehensive, integrated, coordinated, and specialized services that, by Federal statute, are in full compliance with the Head Start Program Performance Standards2 and the Early Learning Outcome Framework3. As a result, it's imperative that the City contracts with specialized vendors who have the expertise and knowledge to implement these standards and other Head Start requirements.
Additionally, the State of California Health and Human Services Agency, through the Department of Social Services (COSS), mandates a teacher-to-child ratio through their Community Care Licensing Division (CCL)4. For Early Head Start (0-3 years old), the teacher to-infant ratio is 1 :4 (Title 22); for Head Start (3-5 years old), the adult-to-child ratio is 1 :8 (Title 5), with 1 qualified teacher. On any given day, if this ratio is not met, the Early Education sites cannot operate and must turn away families or close for the day. This disruption leaves parents and caregivers without childcare, compelling them to miss work or school. The result is not only a loss of wages and educational opportunities but also heightened stress for families already balancing tight schedules and limited resources.
Site closures also reduce program funding, since reimbursement contracts are tied directly to daily attendance , creating a cycle that further undermines services for children and families.
Life Enrichment Committee
October 14, 2025
Jestin D. Johnson, City Administrator
Subject: Early Childhood and Family Services Division Amended Agreement With ChildCare Careers, LLC FY 22-27
Date: September 15, 2025 Page 3
Moreover, beginning in July of 2025, the program extended the operating hours for many of our infant and toddler centers. All infant and toddler centers are open year-round, and three operate 10 hours per day. These changes have been beneficial for families to provide care in the summer and allow for families to work or go to school for longer hours. Keeping staff wellness at the forefront to increase retention and decrease burnout, Child Care Career subs have allowed for center staff to continue to take time off in the summer. Child Care Careers has also been able to meet the extended hours needed (7:30 am-5:30 pm) to keep the center operational.
Additionally, the Early Education program is experiencing a critical early childhood teacher hiring shortage that is preventing vacancies from being filled at several Head Start program sites. This challenge is being felt not only regionally within Alameda County but is an industry wide problem, which started with the Covid-19 pandemic and now with the differences of pay across different programs in Alameda County. Low wages are also a barrier to filling vacancies .
The Division participated in a wage analysis in 2024, where the disparity of pay from the city was highlighted . We are working with the city to address the pay parity with the goal of filling staff vacancies .
ChildCare Careers, LLC staffing support services has specialized expertise to meet the unique teaching and learning needs of the population served by the City of Oakland Head Start program, along with the Head Start Program administration and management.
ANALYSIS AND POLICY ALTERNATIVES
Childcare Careers, LLC will ensure our programs can remain open and operating, advancing Citywide priorities, which include holistic community safety and strengthening the economic security of the families the City serves. As the critical shortage of early childhood educators in the Early Care and Education sector continues throughout the state of California and across the Bay Area, the City has and continues to conduct ongoing recruitment for qualified teachers, as evidenced by the advertising on CA Head Start website, the National of Head Start website as well as City hiring sites, and implementing a Workforce Development program that recruits current (and former) parents to enroll in classes to obtain the required education and certification to ultimately become teaching staff, thus assisting in filling teaching vacancies within the program.
Contracting with ChildCare Careers, LLC will provide the program with qualified substitute teachers who can fill in at Centers when regular staff are absent due to reasons including sick leave, disability, vacation, or training. When programs remain open, parents can be confident that their children are safe and cared for while at work or school. Furthermore, the economic security of families is threatened when they are forced to forgo work and care for their children when programs are closed. Through contracting with Childcare Careers, LLC, Head Start can ensure children get the consistent educational and developmental programming they need to be prepared for school, and families can work or go to school as needed, strengthening community safety and economic security overall.
Life Enrichment Committee
October 14, 2025
Jestin D. Johnson, City Administrator
Subject: Early Childhood and Family Services Division Amended Agreement With ChildCare Careers, LLC FY 22-27
Date: September 15, 2025 Page 4
To ensure continuity of services and quality teaching with an agency provider who is familiar with Head Start standards, City of Oakland requirements, and City of Oakland Head Start Centers, it is recommended to amend the agreement with ChildCare Careers, LLC to increase the amount to match staffing levels for the remaining 2 years of the contract.
The department continues to work closely with Human Resources on continuous recruitment for vacant positions. In the past 6 months, while we have hired an additional 3 teaching staff, we have also experienced the attrition of 8 staff who left due to retirement or voluntary resignation.
Currently, the program has 26 teacher vacancies in classroom-based positions, which is 25% of our classroom workforce.
ChildCare Careers has demonstrated the ability to refer staff to help supplement existing staff vacancies and absences and will ensure the mandated teacher-to-child ratio (per CCL) will be met, thereby enabling Head Start Programs to remain open for services.
FISCAL IMPACT
Approval of the proposed resolution will authorize the City Administrator to amend the current professional service agreement, as authorized per Resolution 89937 C.M.S., with ChildCare Careers, LLC, currently at $750,000. The amendment will increase the agreement by $500,000 to a new amount of $1,250,000. This agreement will provide the City of Oakland Head Start program with licensed, qualified teachers whenever City Full-time, Part-time or substitute teachers are on vacation, sick, or on other approved leave throughout program year. Approval of this proposed resolution will not have a negative impact on the City's General Fund.
Funding for the contract increase will be absorbed within existing funding for Head Start, which is budgeted within the following funding code: Department of Health and Human Services Fund (2128); HS Classroom and Seasonal Organization (78231 ); Strengthening Children, Youth and Families Program (YS13); and the FY 25-26 and FY26-27 - Head Start/Early Head Start Basic Projects (1007666, 1007667, 1007674, 1007675).
In FY 2022-2027, staff is projecting an ongoing need for ChildCare Careers, LLC support as all centers are open and operating and as State contracts require longer hours of operation and full year programming for infants and toddlers. Temporary substitutes will allow the program to remain open to serve families and meet required staffing ratios while teacher and staff absences are supported. For fiscal year 2024-2025, the program requested an estimated 64 substitutes and spent $225, 195. These substitutes included long term (more than a month), as well as short term support. The use of long-term subs also allowed for children to have continuity in teachers, which is an integral part of quality early care and education programs.
COST SUMMARY:
AMOUNT OF RECOMMENDATION/COST OF PROJECT#1007666 for FY 25-26 - Head Start Basic and PROJECT #1007667 for FY 26-27- Early Head Start Basic • Up to an additional $500,000 for FY 2022-27
Life Enrichment Committee
October 14, 2025
Jestin D. Johnson, City Administrator
Subject: Early Childhood and Family Services Division Amended Agreement With ChildCare Careers, LLC FY 22-27
Date: September 15, 2025 Page 5
• Total Agreement/Contract Amount: Up to $1,250,000 for ChildCare Careers, LLC.
SOURCE OF FUNDING:
Department of Health and Human Services Fund (2128); HS Classroom and Seasonal Org (78231); Strengthening Children, Youth and Families (YS13); FY22-27 Project#1007666 Head Start Basic and Project #1007667 - Early Head Start Basic (Future FY Project Numbers TBD).
PUBLIC OUTREACH / INTEREST
The content of this report was shared with the Head Start Parent Policy Council and the Head Start Advisory Board, which are public meetings.
COORDINATION
The Office of the City Attorney and the Budget Bureau were consulted in preparation of this report.
SUSTAINABLE OPPORTUNITIES
Economic: This grant creates jobs for people directly employed in centers, plus additional jobs through its economic multiplier effect. Most of these jobs are held by Oakland residents.
Additionally, the City's family childcare service delivery model in partnership with Bananas, Inc., provides additional choice to Head Start families who wish to place their children in a neighborhood Family Child Care (FCC) option. The program also helps to strengthen, independent, family childcare businesses by supporting sustainable, quality childcare, family services, and professional growth through funding, and additional Head Start and City resources.
Environmental: The program uses recyclable paper products and staff plan daily activities to make the most of outdoor spaces and connect children with nature. The City of Oakland Environmental Justice Element emphasizes the prevention of asthma triggers, poor ventilation, and the spread of COVID-19 and other illnesses in communities. Program staff prioritize these environmental justice goals through proactive efforts such as installing air quality monitors at all sites and implementing routine water and paint lead testing.
Race & Equity: The City of Oakland Head Start Program delivers individualized services that are responsive and appropriate to each child's racial, ethnic, developmental, cultural, and linguistic backgrounds and assets. Prioritizing wrap-around, systemic supports for children with the highest needs, the City of Oakland Head Start Program provides a nurturing environment designed to create positive, lasting impacts on children's early development, growth, ongoing academic performance, and later life success. The continuation of funding ensures that the program can maintain - and expand - the high-quality, individualized support it provides to Oakland residents in greatest need of Head Start's comprehensive services.
Life Enrichment Committee
October 14, 2025
Jestin D. Johnson, City Administrator
Subject: Early Childhood and Family Services Division Amended Agreement With ChildCare Careers, LLC FY 22-27
Date: September 15, 2025 Page 6
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends That The City Council Adopt A Resolution Waiving The Local/Small Local Business Enterprise Program Requirement And Waiving The Competitive Bidding Process And Authorizing The City Administrator To Execute A Second Amendment To A Professional Services Agreement With ChildCare Careers, LLC To Increase The Amount Of The Previous Contract By An Additional $500,000 For A Total Amount Not To Exceed $1,250,000 For As Needed Substitute Teacher Staffing Services For The Contract Period Fiscal Year 2022-2027 For questions regarding this report, please contact Diveena Cooppan, Human Services Division Manager, Early Childhood and Family Services, at (510) 238-3165.
Respectfully submitted,
Sofia Navarro
Sofia Navarro {Sep 30, 2025 10:14:52 PDT)
Sofia Navarro
Interim Human Services Dept. Director
Reviewed by: Diveena Cooppan, Manager,
Early Childhood & Family Services Division/
Director, Oakland Head Start Program
Human Services Department
Prepared by: Krischa Esquivel,
Human Services Department
Early Childhood Education Manager, Early
Childhood and Family Services Division
Human Services Department
Life Enrichment Committee
October 14, 2025