HomeMy WebLinkAboutContract Renewal - Senior Lunch Program at Community CenterSTAFF REPORT
RECREATION DEPARTMENT
September 1, 1998
TO: ARCADIA CITY COUNCIL
FROM: JEROME J. COLLINS, DIRECTOR OF RECREATION
Prepared by: Rita Davis, Information & Health Specialist
SUBJECT: RECOMMENDATION FOR AUTHORIZATION TO RENEW THE
EXISTING CONTRACT WITH THE ARCADIA UNIFIED SCHOOL
DISTRICT TO PROVIDE LUNCHEON MEALS FOR SENIOR
CITIZENS AT THE ARCADIA COMMUNITY CENTER FROM
JULY 1, 1998 - JUNE 30, 1999
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 expired June 30, 1998. By approving
the original contract, the City Coun &il waived the need for an annual bid process if the
City and the Contractor desired to continue the contract in succeeding years. Due to City
financial policy, a contract which exceeds $30,000 requires City Council approval. With
the recent departure of the Senior Citizens Supervisor, the request to Council was
inadvertently delayed.
The renewed contract entails the same terms and conditions as the existing agreement, with
the following exceptions:
A) A decrease in the number of lunches per day (from 30 to 25) that the City
guarantees to Arcadia Unified School District. This was negotiated because even
though the average of the preceding year was over 30 meals per day, the number of
days that we fell below 30 were significant.
B) Three school holidays were added to the holiday schedule.
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 Fiscal Year 1997 -98, 8,433
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meals were served, averaging 32 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.
For Fiscal Year 1998 -99, $32,000 has been budgeted and approved for the Senior Citizen
Meals Program; $15,000 in CDBG funds to continue subsidizing the luncheon meals costs,
and $17,000 in the Senior Citizen/Recreation Department General Fund Budget which is
offset by participant payments.
It is recommended that the City Council approve an agreement with the Arcadia Unified
School District to provide Luncheon meals for Senior Citizens at the Arcadia Community
Center from July 1, 1998 - June 30,, and authorize the City Manager to sign the
agreement after approval as to form;�by the City Attorney.
ET W O T 11 1 13 m a
William R. Kelly, City Manager
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THIS CONTRACT, is made and entered into this lst day of July, 1998 by and between the CITY
OF ARCADIA, A Municipal Corporation, 240 W. Huntington Drive, Arcadia, hereinafter referred to as
"City", and the ARCADIA UNIFIED SCHOOL DISTRICT, 234 Campus Drive, Arcadia, hereinafter
referred to as "Contractor ",
WITNESSETH:
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 62 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:
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. TEPJ4. The services provided pursuant to this Contract shall be for a period of twelve
months beginning July 1, 1998 and ending June 30, 1999. It is optional on the pan of the City to renew
the Contract if desired, upon mutual agreement of both parties. However, the City must notify the
Contractor by April 1999 if the contract is to be effective July 1999 - June 2000.
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Item 10. HOLIDAY SCHEDULE:
July 4, 1998
September 7, 1998
November 11, 1998
November 26, 27, 1998
December 24, 1998
December 25, 1998
December 31, 1998
January 1, 1999
February 15, 1999
May 31, 1999
School Holiday
January 18, 1999
February 8, 1999
April 12, 1999
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INDEMNITY.
NO MEALS SERVED.
Independence Day
Labor Day
Veterans' Day
Thanksgiving Day and Day
Christmas Eve
Christmas Day
New Year's Eve
New Year's Day
Presidents' Day
Memorial Day
Martin Luther King Day
President Lincoln's Birthday
1st Day of Spring Break
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 `bf 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 Cit} , 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 $100,000 each person
$300,000 each accident
$300,000 aggregate products
b. Property Damage $ 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 fequired 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 SERVICE 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 25 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. 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. When Contractor must pay staff overtime, due to school holidays which are not city
holidays, city agrees to pay $4.00 per meal; not to exceed 6 days per year. Total payment to the
Contractor shall not exceed $32,000.00.
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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 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.
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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 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).
UT I _51 U 1 05 1 : • n •• • I •• • •• ••• •
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.
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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 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 ARCADIA
Dated:
ATTEST:
June D. Alford, City Clerk
APPROVED AS TO FORM
Michael H. Miller
City Attorney
LIZ
William R. Kelly
City Manager
ARCADIA UNIFIED SCHOOL DISTRICT
a
Earl Davis
Assistant Superintendent of Business
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S ��s
CITY OF ARCADIA
Recreation Department
Senior Citizens Services
FOOD SERVICE SPECIFICATIONS
between
City of Arcadia
(City)
and
Arcadia Unified School District
(Contractor)
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. NUMBERIPR i F OF MEALS
T S <}
The minim requirement is estimated at 25 meals and the maximum requirement
is estimated at 80 meals per day. The meals would be congregate meal or box or
picnic Iunches 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 _45_ minutes prior to and
not less than minutes before the agreed upon serving time. Food shall be
kept in heat retaining equipment no longer than 2 hours after packaging.
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.
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d. The Contractor shall supply the following minim specifications per item, but is
not Iimited to the minim 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
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e. The Contractor shall be responsible for cleaning and care of equipment returned to
his facility and be responsible for cleaning the kitchen each day.
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.
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.
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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.
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
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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.
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 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 rgmt)
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)
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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.
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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.
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(6) Dairy Following is to be used as minim specifications for all graded
Products: dairy products:
a) Eggs, fresh USDA or State Graded A
S
(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 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.
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EXHIBIT 2
CATERER: SCFcloL Dis -PICT ?M7 Sr?v:Crs
HOT BULK MEAL
COST PER MEAL
Raw Food
S
1.6�
Condiments
S
e
p�aratio�
S
_55
S -
Sun Items
Paper
S
•
Other
S
1^2
TOTAL CATERED
gvenc�ad Proftt
S
,
COST /NIEAL S 3. 50
BOY OR PICNIC LUNCH
sx
Raw Food
S
1.35
Condiments
S
��
Prcpa.ration
S
.65
Transit
S
��
Sunk Items
Paper
S
125
Other
S
.32
TOTAL CATERED
Ovenccad Profit
COST /MEAL S 3_Sn
SCHOOL HOLIDAY MEAL
IN
ADDITION TO ABOVE
NOTED COSTS ADD S .50 PER MEAL
FOR
STAFF OVERTIME SALARY EXPENSES.
SCHOOL
HOLIDAY TOTAL
CATERED COST /MEAL S 4.00.
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 excluders 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.
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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