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HomeMy WebLinkAboutSenior Meals at Arcadia Community CenterJuly 19, 1995 TO: ARCADIA CITY COUNCIL FROM: JEROME J. COLLINS, DIRECTOR OF RECREATION Prepared by: Rose O'Sullivan, Senior Citizens Supervisor BACKGROUND RECREATION DEPARTMENT SUBJECT: RECOMMENDATION TO CONTINUE LUNCHEON MEALS AT THE ARCADIA COMMUNITY CENTER SUMMARY Since January 1995, the City of Arcadia, Senior Citizen Services has been contracted with the Arcadia Unified School District to provide meals at the Arcadia Community Center, Monday - Friday, for senior citizens. The contract will expire August 1995. By approving the original contract, the City Council waived the need for an annual bid process if the City and the Contractor desired to continue the contract in succeeding years. The current contract states that subsequent contracts will be effective September through June of the current year with the approval of the Arcadia City Council. On January 9, 1995, the City of Arcadia entered into a contract with the Arcadia Unified School District to provide meals at the Arcadia Community Center for senior citizens. Meals have been served, Monday - Friday since then. In six months, 4,065 meals have been served, averaging 33 meals daily. Based on this average daily attendance (exceeding 30 per day), the Senior Citizens' Commission feels the need to continue this program. The meals cost $3.50 each and are subsidized by Community Development Block Grant (CDBG) funds. The participant is charged $2.50. This fee is waived for individuals demonstrating a financial need. MEMORANDUM The introduction of the meals program has expanded Senior Citizens Services volunteer force by 25 new positions. LA FISCAL IMPACT For Fiscal Year 1995 -96, $20,000 has been budgeted and approved in CDBG funds to continue subsidizing the luncheon meals program. This amount is more than sufficient to carry the subsidy through the fiscal year. RECOMMENDATION It is recommended that the City Council authorize staff to renew the existing contract with the Arcadia Unified School District to provide meals at the Arcadia Community Center. APPROVED: latel4q William R. Kelly, City Manager • AGREEMENT AUSD Contract No, 3951 CITY OF ARCADIA AND ARCADIA UNIFIED SCHOOL DISTRICT THIS CONTRACT, is made and entered into this 13th day of December, 1994 by and between the CITY OF ARCADIA, A Municipal Corporation, hereinafter referred to as "City ", and the ARCADIA UNIFIED SCHOOL DISTRICT, hereinafter referred to as "Contractor ", WITNESS ETH: 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, 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 implement the attached proposal (Food Service Specifications • Exhibit 1) which describes the services that will be provided to the City, NOW, THEREFORE, the parties hereto agree as follows: 1. 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 50 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 six months beginning January 9, 1995 and ending June 16, 1995. Subsequent contracts will be effective September through June of the current year. It is optional on the part of the City to 1 renew the Contract if desired. However, the City must notify the Contractor by August 15, 1995 if the contract is to be effective September 1995 - June 1996. 3. INDEMNITY. A. The Contractor agrees to indemnify, hold harmless, release and defend the City it's 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 which 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. 4. 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. 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 $100,000 each person $300,000 each accident $300,000 aggregate products 2 $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. 5. COMPENSATION FOR SERVICES. City agrees to pay Contractor $3.50 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. After the close of each month, the Contractor will furnish to the City an invoice of meals ordered by the program the previous month. The City will pay such invoices for the prior month within thirty (30) days after receipt of the same invoice. 6. 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, California, 91007. Notice to the Contractor shall be addressed to the Superintendent, Arcadia Unified School District, 234 Campus Drive, Arcadia, California, 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 herunder 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. 3 7. 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. 8. 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, subject to approval of the Arcadia City Council. 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. Dated: December 14, 1994 ATTEST: ARCADIA UNIFIED SCHOOL DISTRICT B J u e D. Alford, City 9 C1erk Assistant Superintendent of Business Earl Davis Approved by the Governing Board 12/13/94 by Board Report APPROVED AS TO FORM • ; i / I :_ I ,/ Michael H. Miller City Attorney L 4 CITY OF ARCADIA By William R. Kelly City Manager CATERER: HOT BULK MEAL COST PER MEAL Raw Food $ 1.67 Condiments $ .08 Preparation $ _65 Transit $ .10 Sundry Items Paper $ . Other $ .02 TOTAL CATERED Overhead Profit $ .90 COST /MEAL $ 3.50 BOX OR PICNIC LUNCH Raw Food $ 1.35 Condiments $ .08 Preparation $ .65 Transit $ .10 Sundry Item Paper S .25 Other S .02 Overhead Profit BID PRICE FACT SHEET ARCAD7A : ^;r77:: SCHOOL o::'"prC'r ?COD sE ?VT.CF$ TOTAL CATERED COST /MEAL $ 3 . 5n • CITY OF ARCADIA Recreation 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 50 years of age and older Monday through Friday of each week. The Contractor shall provide a Site Manager for supervising the preparation, serving meals and cleaning with the assistance of senior citizen volunteers provided by the City. 1. NUMBER/PRICE 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 $3.50 per meal. 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. 2. DELIVERY (continued) d. The City shall notify Contractor at least 48 hours prior to delivery of the number of meals required for the next day. e. The Contractor shall deliver the meals no more than _S minutes prior to and not less than _11_ minutes before the agreed upon serving time. Food shall be kept in heat retaining equipment no longer than 2 hours after packaging. 3. 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. Temperature of bulk food must be taken daily at the end of production /packaging and on delivery at the nutrition site by the Contractor. 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 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 Styrofoam 5 compartment plates Disposable Cups Hot and Cold Disposable Bowls Styrofoam 8 oz. Disposable Flatware Med wt, knives, fork, spoon and soup spoon Napkins 2 ply Others Plastic disposable gloves, disposable aprons, hair nets, serving trays, utensils, and cleaning supplies 3. SERVICE STANDARDS (Continued) e. The Contractor shall be responsible for cleaning and care of equipment returned to his facility and be responsible for cleaning the kitchen each thy. f. The Contractor shall place food in areas designated by meal location managers. g. 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. h. The Contractor's delivery equipment shall be removed from the meal location by 2:00 pm. City is not responsible after this time. i. The Contractor shall provide a back -up delivery system in the event of vehicle break -down. J. 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. k. 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, Recreation Director, or their designate shall have the authority to cancel or postpone use of a facility if such action is deemed necessary by the City. Whenever possible, 48 hours notice will be given to the contractor. 4. 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 haiardous), less than 2 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. 5. MENUS 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. 6. MEAL PA'1' 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 alternate3 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 rqmt) Enriched bread 1 slice bread, cornbread, roll, tortilla, biscuit Cooked Starch 1/2 cup serving such as rice, pasta, potato Margarine 1 teaspoon Dessert 1/2 cup or equivalent (served at least twice a week) 3 Beverage Coffee (decaffeinated) or tea a. In the preparation of all meals, 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. Containers shall be provided by the Contractor for salt, pepper or any other item as may be required. d. 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. e. Desserts such as fruits, puddings, gelatin with fruit, ice cream, ice milk, sherbet, and similar foods shall be served in one -half (1/2) 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. f. 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. g. Minimum grades for all foods shall be as follows: (1) Beef: USDA grade A Choice (2) Pork: USDA Number 1 (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. (5) Variety Meats: Grade Number 1 from USDA Government inspected plants. 6. MEAL PATTERN (Continued). (6) Dairy Following is to be used as minimum specifications for all graded Products: dairy products: a) Eggs, fresh USDA or State Graded A 4 ( (9) b) Cheese, USDA grade A, non - processed cheese 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. 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 1 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. 7. EVALUATION OF CONTRACTOR - 1 Term This Agreement is for 6 months only, beginning January 9, 1995 - June 16, 1995. Subsequent one year contracts will be effective September - June. It is optional on the part of the City to renew the agreement if desired. The City shall evaluate the Contractor's performance to determine if the Agreement should be terminated due to unsatisfactory work performance at the following intervals: Quarterly, beginning at the end of the first month of meal service. Renewal is subject to the approval by the City Council. The City must notify the Contractor by August 15, 1995 if the contract is to be effective September 1995 - June 1996. 8. TERMINATION This Agreement may be terminated by the City at any time within the period of its duration upon not less than thirty (30) days written notice by the City to the Contractor or immediately for cause. The Contractor may terminate this contract upon not less than thirty (30) days written notice to the City. 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 5 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 by 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. 9. RECEIPTS AND INVOICES PROCEDURES a. The Contractor shall issue daily delivery receipts to each site. b. After the close of each month, the Contractor will furnish to the program an invoice of meals ordered by the program, the previous montgh. The City will pay such invoices for the prior month within 30 days after receipt of same invoice or as agreed between the City and Contractor. 10. HOLIDAY SCHEDULE. 1995 The Arcadia Community Center will be closed on the following days. not be served on these days: January 2 February 20 March 8 May 29 July 4 September 4 November 10 November 23, December 25 11. SPECIAL ACTIVTITES New Year's Day President's Day Chamber of Commerce Business Expo Memorial Day Independence Day Labor Day Veterans Day 24 Thanksgiving Day and Following Day Christmas Day Meals will Box lunches shall be served at least once a month usually on the fourth Fridays of the month. For any other theme lunches, the Contractor shall be notified at least 15 days in advance. 12. INSURANCE/LICENSES /PERMITS 1) Insurance License a) Hold valid permits, and licenses as required by State, County, City to legally engage in and perform the services to be provided. 2) Indemnity, Liability, and Insurance Requirements a) The Contractor agrees to hold harmless the City of Arcadia, their officers, employees and assigns, against any and all claims arising from acts, omissions, or negligence of the Contractor, its officers or employees. The 6 d) Worker's Compensation e) Additional Insured t) Proof of insurance must be approved by Arcadia City Attorney. 7 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) The Contractor shall furnish proof in the form of a certificate of insurance that he/she carries insurance in the minimum amounts listed below prior to commencement of performance under this Agreement. Such coverage shall be maintained currently effective until receipt of final payment under the terms of this Agreement. (1) Comprehensive General - $1,000,000 Combined Single Liability (including (CSL) minimum Product Liability) (2) Professional Liability - $1,000,000 per occurrence c) Comprehensive Auto Liability (owned and non - owned) Bodily Injury $100,000 each person $300,000 each accident $300,000 aggregate products Property Damage $ 50,000 each accident $250,000 aggregate operations $250,000 aggregate protection $250,000 aggregate products $250,000 aggregate contractual Statutory limit in accordance with Section 3700 and 3800 of the Labor Code of the State of California The City of Arcadia shall be named as additional insured on all policies or certificates. •