HomeMy WebLinkAboutC-2077AUS ontract No. 03-04 -644
AGREEMENT 1100— Av
G 2-0-1'7
CITY OF ARCADIA AND ARCADIA UNIFIED SCHOOL DISTRICT
THIS CONTRACT, is made and entered into this 18th day of May, 2004 by and between the CITY OF
ARCADIA, a Municipal Corporation, 240 W. Huntington Drive, Arcadia, hereinafter referred to as "City", and
ARCADIA UNIFIED SCHOOL DISTRICT, 234 Campus Drive, Arcadia, Hereinafter referred to as
"Contractor ",
WfINESSETH:
WHEREAS, the City Council has approved the use of the Arcadia Community Center for a daily
luncheon meals program for adults 50 years and older, and
WHEREAS, Community Development Block Grant (CDBG) funds have been approved to subsidize the
meals for individuals 55 years and older, and
WHEREAS, the Contractor represents that it has experience and competence to assist the City in
providing a daily luncheon meals program, and
WHEREAS, this Agreement is to continue with the attached contract (Food Service Specifications -
Exhibit 1) which describes the services that will be provided to the City,
NOW, THEREFORE, the parties hereto agree as follows:
PROVISION OF MEAL SERVICE. The Contractor shall furnish all food, equipment, and
paid staff necessary to prepare and deliver individual meals and/or bulk food for persons 55 years of age and
older Monday through Friday of each week (or other days as requested). The Contractor and the City will
adhere to all standards as outlined in the Food Service Specifications (Exhibit 1) and, hold valid permits, and
licenses as required by State, County, City to legally engage in and perform the services provided.
2. TERM. The services provided pursuant to this Contract shall be for a period of twelve months
beginning July 1, 2004 and ending June 30, 2005. It is optional on the part of the City to review and evaluate
the Contractors' performance each succeeding year for a maxium of two (2) years to determine if renewal of the
contract is desired, upon mutual agreement of both pareties. However, the City shall notify the Contractor by
April 2005 if the contract is to be effective for the succeeding year.
3. NO MEALS SERVED. Meals will not be served on the following Holidays and/or Special
Events hosted by the City. The dates may be altered by written notice no less then 10 days prior to scheduled
none service date.
City Holiday
July 5, 2004
September 6, 2004
November 11, 2004
November 25, 2004
November 26, 2004
December 24, 2004
December 31, 2004
February 21, 2005
May 30, 2005
Special Events:
September 13, 2004
October 11, 2004
November 5, 2004
November 23, 2004
December 14, 2004
City Observance of Independence Day
Labor Day
Veterans' Day
Thanksgiving Day
The Friday after Thanksgiving
Christmas Eve
New Year's Eve
Presidents' Day
Memorial Day
Luau Luncheon
Columbus Day Luncheon
Veterans Day Celebration
Thanksgiving Potluck Lunch
Volunteer Recognition Brunch
4. INDEMNITY.
A. The Contractor agrees to indemnify, hold harmless, release and defend the City its
officers, agents, and employees for any and all liability, loss, suits, claims, damages, costs, judgments and
expenses (including attorney's fees and costs of litigation) which in whole or in part result from, or arise out of,
or are claimed to result or to arise out of any activity on or use of City's premises or facilities or any
performance under this Contract, except for liability for damages referred to above to the extent it results from
the negligence or willful misconduct of the City, its officers, employees and its agents (city volunteers assigned
to this program). The Contractor shall indemnify City and defend any suit against the City alleging personal
injury, sickness, or disease arising out of meals served at the project sites provided food is served within 2 hours
of packaging.
B. Contractor shall be responsible for any damage or loss to City property caused by their
activity on City property.
5. INSURANCE. Contractor shall, at its own expense, procure and maintain policies of Insurance
of the types and in the amounts set forth below, for the duration of the Contract, including any extension thereto.
The policies shall state that they afford primary coverage.
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A. The Contractor shall maintain public liability and property damage insurance to protect
said City during the entire period of performance in the amount of not less than one million dollars ($1,000,000)
per occurrence.
B. The Contractor shall maintain Comprehensive Auto Liability (owned and non - owned) to
protect the said City during the entire period of performance as outlined:
a. Bodily Injury
b. Property Damage
$100,000 each person
$300,000 each accident
$300,000 aggregate products
$ 50,000 each accident
$250,000 aggregate protection
$250,000 aggregate products
$250,000 aggregate contractual
C. Contractor shall comply with the applicable sections of the California Labor Code
concerning workers' compensation for injuries on the job.
D. Contractor shall provide proof of insurance satisfactory to the City Attorney by a
certificate of insurance showing the City of Arcadia as additional insured.
E. Failure to maintain required insurances at all times shall constitute a default and material
breach. In such event, Contractor shall immediately notify City and cease all performance under this Contract
until further directed by the City.
6. COMPENSATION FOR SERVICES. City agrees to pay Contractor $3.25 for each meal (as
outlined in the "Bid Price Fact Sheet" - Exhibit 2) with a minimum requirement of 30 meals per day and a
maximum estimated at 80 meals per day. The maximum number of meals may be increased for a special event,
providing arrangements are made at least 15 days in advance. The Contractor shall furnish to the City an
invoice of meals ordered on a weekly basis. The City will pay such invoices monthly for the previous month
within thirty (30) days after receipt of the same invoice. Total payment to the Contractor shall not exceed
$40,163.00.
7. CANCELLATION. This Contract may be terminated by either party by giving not less than
thirty (30) days' written notice to the other party, or by the City immediately for cause. The notice shall state the
termination date. Notice to City shall be addressed to the City Manager at 240 W. Huntington Drive, Arcadia,
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California, 91007. Notice to the Contractor shall be addressed to Debra Amos, Food Services Director, Arcadia
Unified School District. 35 Staint Joseph Street, Arcadia CA, 91007. In addition, the contract may be
terminated because of lack of funds. In the event funds to finance this contract, or part of this contract, become
unavailable, the obligations of each party hereunder may be terminated upon no less than 10 days written notice
to the other party. Said notice shall be delivered certified mail, telegram, or in person. Waivers of breach of any
provision of the contract shall not be construed to be a modification of the terms of the contract.
8. NON - ASSIGNMENT CLAUSE. Contractor cannot assign or delegate or otherwise transfer
this Contract or the rights or duties contained herein to any individual, person, or legal entity otherwise without
the prior written consent of the City.
9. COMPLIANCE WITH FEDERAL PROVISIONS. During the performance of this
Agreement, the Contractor agrees to comply with the Federal Provisions defined in Attachment A as required by
the Community Development Commission, County of Los Angeles.
10. RETENTION AND ACCESS OF RECORDS. Retention of and access to any book,
documents, papers, and records of the service provider for audit or examination shall be for a period of three
years after final payments are issued and other pending matters are closed (Section 85.42 of the "Common
Rules" for cities, County Departments and CDC Divisions; OMB Circular A -110, Attachment C for
community-based organizations).
11. INTEREST OF MEMBERS OF A CITY. No member of the governing body of the City and
no other officer, employee, or agent of the City who exercises any functions or responsibilities in connection
with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect,
in this agreement; and the Contractor shall take appropriate steps to assure compliance.
12. INTEREST OF OTHER LOCAL PUBLIC OFFICIALS. No member of the governing body
of the locality and no other public official of such locality, who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial, direct or
indirect, in this Agreement; and the Contractor shall take appropriate steps to assure compliance.
13. INTEREST OF CONTRACTOR AND EMPLOYEES. The Contractor covenants that they
presently have no interest and shall not acquire interest, direct or indirect, in the project area or any parcels there
in or any other interest which would conflict in any manner or degree with the performance of their services
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hereunder. The Consultant further covenants that in performance of this Agreement, no person having such
interest shall be employed.
14. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties and
supersedes any prior or contemporaneous representations or agreements of the parties. This Contract may be
revised or modified only by written agreement of both parties signed by an authorized representative of each
party. Insofar as the provisions of this agreement are inconsistent with anything set forth in exhibit 1, the
provisions of this agreement shall prevail.
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by their duly
authorized representatives as of the date set forth below.
CITY OF AR�C�pA-D�I�AJ
Dated: �'� ByVl
William R. Kelly
City Manager
ATTEST: f
Jim Barrows, City Clerk
APPROVED AS TO FORM
Stephen Deitsch
City Attorney
ARCADIA UNIFIED SCHOOL DISTRICCTTn /
By
V "v
Christina Aragon U
Assistant Superintendent of Business
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A ATTACHMENT A
During the performance of this Agreement, the Contractor agrees to comply with the following Federal
provisions:
1. Executive Order 11246 requires that during the performance of this Agreement, the consultant agrees not to
discriminate against any employee or applicant for employment because of race, religion, sex, color, or
national origin. The contractor will take affirmative action to ensure that applicants are employed and that
employees are treated during employment, without regard to their race, religion, sex, color, or national
origin. Such action shall include, but not limited to, the following: employment upgrading, demotion or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The Contractor agrees to post in
conspicuous places, available to employees and applicants for employment, notices to be provided by the
contractor setting forth the provisions of this nondiscrimination clause.
2. Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701 et. seq.,
requires that to the greatest extent feasible, opportunities for training and employment be given to lower -
income residents of the project area and contracts for work in connection with the project be awarded to
business concerns which are located in, or owned in substantial part, by persons residing in the area of the
project.
3. Title VI of the Civil Rights Act of 1964 provides that no person shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance.
4. Section 109, Title I of the Housing and Community Development Act of 1974, provides that no person shall,
on the ground of race, color, national origin, or sex, be excluded from participation in, be denied the benefits
of, or be subjected to discrimination under any program or activity funded in whole or in part with funds
made available under this Title.
5. Prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975, or with
respect to an otherwise qualified handicapped individual, as provided in Section 504 of the Rehabilitation
Act of 1973, shall also apply to any such program or activity.
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CITY OF ARCADIA
Recreation and Community Services Department
Senior Citizens Services
FOOD SERVICE SPECIFICATIONS
Between
City of Arcadia
(City) ,
and
Arcadia Unified School District
(Contractor)
STATEMENT OF WORK AND SCHEDULE
EXHIBIT 1
During the Time of Performance as set forth herein, the Contractor shall furnish all food and equipment
necessary to prepare and deliver individual meals and/or bulk food for persons 55 years of age and older
Monday through Friday of each week.
1. NUMBERIPRICE OF MEALS
The minimum requirement is estimated at 30 meals and the maximum requirement is estimated at 80 meals
per day. The meals would be congregate meal or box or picnic lunches for a fee of $3.25 per meal. There is
no guarantee that the maximum number of meals will be reached.
2. DELIVERY
a. The meals shall be delivered to the Arcadia Community Center, 365 Campus Drive, Arcadia.
b. The City may add, delete or designate alternate meal locations provided that new meal locations shall not be
located substantially farther than the Arcadia Community Center.
c. The City may change the days and time of delivery and service by giving contractor 10 days' notice.
d. The City shall notify Contractor at least 72 hours prior to delivery of the number of meals required for the
ensuing week. The city reseves the right to increase the number of meals orders on any particular day
providing arrangements are made at least 48 hours in advance.
e. The Contractor shall deliver the meals no more than 45 minutes prior to and not less than 15 minutes
before the agreed upon serving time. Food shall be kept in heat retaining equipment no longer than 2 hours
after packaging.
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2. SERVICE STANDARDS
a. The kitchen shall be available to Contractor from 10:00 a.m. - 2:00 p.m. Meals will be served at 11:30 a.m.
b. Meals are to be delivered in bulk servings, except for box lunches.
c. All food must be packaged and transported under conditions that will ensure temperature control to prevent
bacterial contamination, spillage, and/or insect` infestation. Hot foods are to be delivered at a minimum
temperature of 140° F and cold foods at a maximum temperature of 40° F. These temperatures must be
maintained until serving time. The Contractor must take temperature of bulk food daily at the end of
production/packaging and on delivery at the nutrition site. Hot and cold foods must be placed immediately
into insulated hot and cold transport equipment upon completion of packaging. Daily written
documentation of temperature logging/monitoring . must.be kept by the Contractor and will be subject to
audit by the Senior Citizens Supervisor or designated person.
d. The Contractor shall supply the following minimum specifications per item, but is not limited to the
minimum. The Contractor shall monitor supply usage:
ITEM SPECIFICATIONS
Disposable Plates Hot and Cold 5 compartment plates .
Disposable Cups Hot and Cold
Disposable Bowls Hot and Cold 8 oz.
Disposable Flatware Med weight, knives, fork, spoon and soupspoon
Napkins 2 ply
Others Plastic disposable gloves, disposable aprons,
hair nets, serving trays, utensils, and cleaning supplies .
e. The Contractor shall place food in areas designated by the Senior Meals Program Leader.
f. Each delivery shall be accompanied by a delivery slip, in duplicate, designating number of meals and
supplies delivered. Senior Citizens Supervisor or designated person will sign receipt, if in order, and retain
one copy.
g. The Contractor's delivery equipment shall be removed from the kitchen location by 2:00 p.m. City is not
responsible for equipment after this time.
h. The Contractor shall provide a back -up delivery system in the event of vehicle breakdown.
i. Electrical items required to be provided herein shall have the UNDERWRITER'S LABORATORY OR LOS
ANGELES ELECTRICAL TESTING LABORATORY approval and meet all current OSHA and COSHA
requirements, where applicable.
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2. SERVICE STANDARDS (Continued)
j. The Contractor shall comply with all Federal, State and local health department laws and regulations.
Contractor shall provide City with a current copy of the health certificate and any corrected deficiencies with
bid.
1. Authorized representative of the City shall have the right to inspect food preparation, storage, and packing
sites during the term of the contract.
m. The City Manager, the Director of Recreation and Community Services, or their designate shall have the
authority to cancel or postpone use of a facility if the City deems such action necessary. Whenever possible,
48 hours notice will be given to the contractor.
3. MEAL STANDARDS
a. The Contractor shall be liable for meals that do not meet the nutritional standards and requirements or are
spoiled or unwholesome at time of delivery, or are insufficient in number ordered, or are delivered after the
time specified by the City. In the event the Contractor fails to deliver meals, other foods, or supplies as
agreed upon, the City may provide a substitute meal with emergency supplies or meals purchased from other
places and charge the cost of the purchased meal to the Contractor. The replacement cost shall not exceed
120 percent of the contracted catered meal cost.
b. If any portion of a meal, other than the entree is delivered in an unacceptable condition, such as incorrect
temperature ( *potentially hazardous), less than contracted portion, spoiled or too late, the Contractor shall be
liable for 120% replacement cost of that portion. If the entree is unacceptable, the Contractor shall be liable
for the cost of the entire meal. Any item replaced by City due to storage or spoilage shall be reimbursed at
full amount expended. All storages shall be noted on delivery slip for proper crediting.
a. All menus shall be in compliance'with the meal patterns as outlined.
b. A 6 -week cycle menu shall be used that is written once every six months.
c. The Contractor has the responsibility for menu' writing with approval by the Senior Citizen Services
Supervisor or their designate.
d. The City is responsible for typing and duplicating menu.
e. All menu substitutions by the Contractor shall be submitted in writing for approval by the Senior Citizen
Services Supervisor or their designate at least 15 days prior to the serving date. The Contractor may,
however, in an emergency situation make menu substitutions on verbal approval of the Senior Citizen
Services Supervisor or their designate, with a written notice to follow for documentation.
f. Provisions shall be made by the Contractor to provide in- service training regarding food sanitation for the
food service staff and volunteers.
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6. MEAL PATTERN
A typical meal must include an entree, vegetable, starch, salad (vegetable or fruit),
roll & margarine, beverage, and dessert (at least twice a week):
Meat or meat alternate 3 -oz. edible portion (exclusive of bone, fat, gristle, etc.)
Vegetables/Fruits 2 (1/2 cup each) servings (exclusive of dessert)
Juice (as needed to, 1/2 cup satisfy Vitamin C rgmt)
Enriched bread 1 slice bread, combread, roll, tortilla, biscuit
Cooked Starch 1/2 cup serving such as rice, pasta, potato
Margarine l teaspoon
Dessert 1/2 cup or equivalent (served at least twice a week)
Beverage Coffee (decaffeinated) or tea
a. In the preparation of all mews, the Contractor shall use a minimum of simple sugars. Each meal shall not
exceed 1100 mg of sodium and shall be low in fat.
b. Contractor shall provide all condiments, which are normally served with specific menus, including, but not
limited to, salt, pepper, salad dressing, tartar; sauce, mustard, catsup, cream, sugar, and garnishes such as
lemon slices and parsley. The Contractor shall provide containers for salt, pepper or any other item as may
be required.
c. Ground beef may be used no more often than twice a_ week and must be solid form such, as meatloaf or
salisbury steak for one of the servings.
d. Desserts such as fruits, puddings, gelatin with fruit, ice cream, ice milk, sherbet, and similar foods shall be
served in one -half (I/2) -cup portions,, Oatmeal, wheat. and peanut butter cookies, not to exceed 80 calories
per serving, may be included once a week. High calorie desserts such as plain gelatin desserts, cake, pie,
cookies and similar foods shall also be included but are to be limited to once per week.
e. Different fruits will be served at least three days. Whole fresh fruit in season shall be served at least once
during each week. Canned fruit will be water packed or packed in its own juice.
f. Minimum grades for all foods shall be as follows:
(1) Beef USDA grade A Choice
(2) Pork: USDA Number.I (as defined in SRA, Number 171 US Standards and Grades of Pork Carcasses)
(3) Lamb: USDA Choice
(4) Poultry: USDA Grade A to be used for all fresh or frozen poultry products.
Neck, backs, or wings alone shall not be used.
Reconstructed roll products are not acceptable.
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6. MEAL PATTERN (Continued*
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(5) Variety Meats: Grade Number 1 from USDA Government inspected plants.
(6) Dairy Products: Following is to be used as minimum specifications for all graded dairy products:
a) Eggs, fresh USDA or State Graded A
b) Cheese, USDA grade A, non - processed cheese
(7) Fish and seafood must be either fresh or frozen and be a nationally distributed brand packed under
continuous inspection of the US Department of Interior.
(8) Canned Fruits and Juices: USDA Grade A (fancy) and Grade B (choice) are to be used for all graded
fruits and fruit juices. Grade C (standard) may be used for pie and cobbler production only.
(9) Fresh fruits: USDA Fancy to USDA Number 1 to be used for all graded fresh fruits as a minimum
standard.
(10) Fresh vegetables: USDA Fancy and Number I to be used for all graded fresh vegetables as a
minimum standard.
(11) Frozen fruits and vegetables: USDA grade A is to be used for all graded frozen fruits and vegetables
as a minimum standard.
(12) Cake, cornbread, and casserole dishes, i.e. meatloaf, lasagna, tuna noodle casserole, shall be prescored
by the Contractor for the appropriate number of servings.
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EXHITBIT 2
BID PRICE FACT SHEET
CATERER: Arcadia Unified School District.
HOT BULK MEAL COST PER MFAI.
Raw Food $ 2.00
Condiments $ .04
Preparation $ .46
Transit. $ .05
Sundry Items
Paper $ .10
Other $ .10
TOTAL CATERED,
Overhead Profit $ SO COST/MEAL $ 3.25
BOX OR PICNIC LUNCH
Raw Food
Condiments
Preparation
Transit
Sundry Items
Paper
Other
Overhead Profit
$ 2.00
$ .04
$
.05
$
.10
$
.10
$
50
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TOTAL CATERED
COST/mEAL $ 3.25