HomeMy WebLinkAbout2002-153
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RESOLUTION NO.
2002-153
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE MAYOR OF CITY OF SAN BERNARDINO
OR HER DESIGNEE TO EXECUTE AN AGREEMENT WITH THE SAN
BERNARDINO CITY UNIFIED SCHOOL DISTRICT TO FURNISH FOOD SERVICE
FOR THE SUMMER FOOD SERVICE PROGRAM FOR YOUTH.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION I. The Mayor of City of San Bernardino or her designee is hereby authorized
and directed to execute on behalf of said City, an agreement with the San Bernardino City
Unified School District relating to the delivery of Type A lunches and snacks to lunch sites, a
copy of which is hereto, marked Exhibit "A" and incorporated herein by reference as fully as
13 though set forth at length.
SECTION 2. The authorization granted hereunder shall expire and be void and of no
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21 III
22 III
23 III
24 III
further effect if the agreement is not executed by both parties and returned to the Office of the
City Clerk within 60 days following effective date of the Resolution.
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III
RESOLUTION OF MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
1 BERNARDINO AUTHORIZING THE MAYOR OF CITY OF SAN BERNARDINO OR
HER DESIGNEE TO EXECUTE AN AGREEMENT WITH THE SAN BERNARDINO
2 CITY UNIFIED SCHOOL DISTRICT TO FURNISH FOOD SERVICE FOR THE
3 SUMMER FOOD SERVICE PROGRAM FOR YOUTH.
4
5
6
. .
2002-153
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
thereof, held on the
3rd
day of
June
and Common Council of the City of San Bernardino at a
, 2002, by the following vote to
wit:
7
8 COUNCIL MEMBERS
9
10
AYES
NAYS
ESTRADA
LIEN
x
11
MC GINNIS
12
13 DERRY
14 SUAREZ
15 ANDERSON
16 MCCAMMACK
17
18
19
20
x
x
x
regular joint
Meeting,
ABSTAIN ABSENT
x
x
x
&~b. CLt/tk
Rac G. Clark, City Clerk
The foregoing resolution is hereby approved thi
JUDITH V. LLES, MAYOR
City of S Bernardino
21
22
23 Approved as to form
24 And Legal content:
25
26
James F. Penman
City Attorney
~: By: ~~~t
()
<)
,/
/C'__. _ .
j ~ ~~~
,2002.
June
2002-153
C)QIGINAL
, COlitoml! Department ot Education
Nutrition Services Division
Page 1
Program Resources, Education and Policy Unn
Standard Agreement (1102)
AGREEMENT TO PROVIDE FOOD SERVICE
BElWEEN A SUMMER FOOD SERVICE PROGRAM SPONSOR AND A FOOD SERVICE VENDOR
This agreement is entered into on 16
(DAY]
City of San Bernardino
(NAME OF AGENCY]
April 2002 by and between
(MONTH) (YEAR)
, herein after referred to as the agency, and
San Bernardino City Unified School District
(NAME OF FOOD SERVICE VENDOR)
, herein after referred to as the vendor
Whereas, it is not within the capability of the agency to prepare specified meals under the Summer Food Service Program
(SFSP); and
Whereas, the facilities and capabilities of the vendor are adequate to prepare and deliver specified meals to the agency's
facility(ies); and
.-;
Whereas, the vendor is willing to provide such services to the agency on a cost reimbursement basis; .
Therefore, both parties hereto agree as follows:
The Vendor agrees to:
1.
Nutrition Services
(NAME OF SITE)
Breakfast $
Supplement/Snack $
1257 Northpark Blvd., San Bernardino 10:30-11:30/11:30-12:30
at (ADDRESS) by (TIME)
N/ A each Lunch $ 2.13 each
.51
each
N/A
Supper $
each
2.
Provide the agency, for approval, a proposed cycle menu for the operational period, at least 30 days prior to
the beginning of the period to which the menu applies. Any changes to the menu made after agency approval must be
agreed upon by the agency, approved by the Califomia Department of Education and documented on the menu records.
Assure that each meal provided to the agency under this agreement meets the minimum requirements as to the nutritional
content as specified by the SFSP Meal Pattern, Schedule B (attached) which is excerpted from the regulations 7 CFR
Part 225.16 or an approved National School Lunch Program (NSLP)/School Breakfast Program (SBP) option. NSLPISBP
vendors may use the same menu planning option they use during the school year in lieu of using the SFSP meal pattern.
Snacks will meet the SFSP meal pattern.
Maintain full and accurate records which document: (1) the menus were provided to the agency during the term of this
agreement, (2) a listing of all components of each meal, and (3) an itemization of the quantities of each component used
to prepare said meal. The vendor agrees to provide meal preparation documentation by using yield factors for each food
item as listed in the United States Department of Agriculture (USDA) E=ood Buying Guide when calculating and recording
the quantity of food prepared for each meal.
Maintain such cost records as invoices, receipts and/or other documentation that exhibit the purchase, or otherwise
availability to the vendor, of the meal components and quantities itemized in the meal preparation records.
Maintain, on a daily basis, an accurate count of the number of meals, by meal type, prepared for and delivered/picked
up by the agency. Meal count documentation must include the number of meals requested by the agency.
3.
4.
5.
6.
.
Circle either pick up, or delivery; or cirr;/e both pick up end delivery if this egreement is for a combination for more than one site.
Cirr;/e whether the vendor is to "include" or "Include" milk and juice with the meal.
~
. Califom~. Department of Education
Nutrition Services Division
Page 2
Program Resources, Education and Policy Unn
Standard Agreement (1102)
7. Allow the agency to increase or decrease the number of meal orders, as needed, when the request is made within
. 24 Hours of the scheduled delivery time.
8. Present to the agency an invoice accompanied by reports no later than the 15th day of each month, which itemizes
the previous month's delivery. The vendor agrees to forfeit payment for meals which are not ready within one (1) hour
of the agreed upon delivery time, are spoiled or unwholesome at the time of delivery, or do not otherwise meet the meal
requirements contained in this agreement In cases of nonperformance or noncompliance on the part of the vendor, the
vendor shall pay the agency for any excess costs the agency incurs by obtaining meals from another source.
9. Provide the agency with a copy of current health certifications for the food service facility in which it prepares meals for
the SFSP. The vendor shall ensure that all health and sanitation requirements of the California Uniform Retail Food
Facilities Law, Chapter 4 of the California Health and Safety Code, are met at all times.
10: Operate in accordance with current SFSP regulations. Comply with all other USDA regulations regarding food service
vendors including those specified for commercial food service if applicable.
11. Retain all required records for a period of three (3) years after the end of the'fiscal year to whichthey:pel'l<iin{or longer,
if an audit is in progress). Upon request make all accounts and records pertaining to the agreement available to the
certified public accountant hired by the agency, representatives of the California Department of Education, USDA, and
the Office of Inspector General (OIG) for audits or administrative reviews at a reasonable time and place. .
12. Not subcontract for the total meal, with or without milk, or for the assembly of the meal.
13. Be paid by the agency for all meals delivered/picked up in accordance with the agreement. Neither the California
Department of Education nor USDA will assume any liability for payment of differences between the number of meals
prepared for delivery and/or pick up by the vendor and the number of meals served by the agency that are eligible for
reimbursement.
14. Accept commodities from the agency. These commodities will be used in the preparation of meals provided for the SFSP.
The vendor will reduce the price of the meals by the fair market value of the commodities used in the meals. Price
reductions will be itemized on the invoice. All commodities until used are the property of the agency.
2.
The Agency agrees to:
2:00 P.M. of
1. Request by telephone no later than .. Preceeding Day , an accurate number of meals to be delivered/picked up by
the agency each day. Notify the vendor of necessary increases/decreases in the number of meals ordered within ~
hours of the scheduled delivery/pickup time. Errors in meal orders made by the agency shall be the responsibility of the
agency.
Ensure that an agency representative is available at each delivery/pick up site, at the specified time on each specified
delivery/pick up day to receive, inspect, and sign for the requested number of meals. This individual will verify the
temperature, quality and quantity of each meal service delivery/pick up. The agency assures the vendor that this
individual will be trained and knowledgeable in the record keeping and meal requirements of the SFSP, and with local
health and safety codes.
3.
Provide personnel to serve meals, clean the serving and eating areas, and assemble tranrgort carts and auxiliary ~ems
for pick up by the vendor (if applicable) no later than ~ 1 Hour Before Serving T e .
4. Notify the vendor within
deletions.
7 . days of receipt of the next month's proposed cycle menu, of any changes, additions or
5. Provide the vendor with a copy of 7 CFR Part 225.16; the SFSP Meal Pattem, Schedule B; the USDA Food Buying Guide;
and all other technical assistance materials pertaining to the food service requirements of the SFSP. The agency Will,
within 24 hours of receipt from the NSD, advise the vendor of any changes in the food service requirements.
Negotiable lime frame, but should be no longer than 24 hours
nme of day or day of week
, Calffom,' Department of Education
Nutrilion Services Division
Page 3
Program Resources, Educallon and Policy Un~
Standard Agreement (1102)
6. Pay the vendor by the 30th day of each month the full amount as presented on the monthly-itemized invoice.
Notify the vendor within 48 hours of receipt of any discrepancy in the invoice. Pay the vendor for all meals
delivered/picked up in accordance with the agreement. Neither the Califomia Department of Education nor USDA
assume any liability for payment of the difference belween the number of meals prepared, picked up by the agency,
delivered by the vendor, and the number of meals served by the agency that are eligible for reimbursement.
7. Order only those commodities that can be incorporated into its meals. The agency shall be responsible for transferring
all unused commodities at the close of the SFSP. The agency is responsible for the fair market value of any commodity
losses that may occur.
Terms of the Agreement:
4 2002 August 30, 2002
This agreement will take effect commencing on June 2 , and shall end ,
but no later than September 30. It may be tennlnated by notification given by..elther party with at least 30. day" .nDtlce
prior to the date oftennlnation. The agency shall have the option to cancelthls contract if the "federal government
withdraws funds to support the SFSP. It Is further understood that, In the event of cancellation of the contract, the
agency shall be responsible for meals that have already been assembled, delivered/picked up In accordance with this
agreement.
Enter which menu planning optlon(s) being used: National School Lunch (NSLP)
In witness whereof, the parties hereto have executed this agreement as of t
~~~y
David S. Bail
~
VENDOR OFFICIAL NAME (PLEASE TYPE)
Assistant Superintendent
Business Services Division
TITLE
dith Valles or Designee
AGENCY OFFICIAL NAME (PLEASE TYPE)
Mayor
TITlE
909-381-1162
TELEPHONE
HAY 0 3 2002
909-384-5133
TELEPHONE
DATE
& -( ;}~Od-
DATE
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Seifi, Saeideh
From:
Sent:
To:
Cc:
Subject:
LaBarbera, Joseph
Wednesday, April 24, 2002 12:19 PM
Seifi, Saeideh
Quinbar. Rick
Summer Box Program feeding times
Saeideh-
I have the following feeding times Ihat need to be changed in order to complete our five routes. They are as follows:
FONTANA BOYS & GIRLS CLUB: We need to change this time to 12:00 to 1:00 from their requested time of 11:30 to
12:30.
REDLANDS ADULT SCHOOL: We need to change this time to 11 :30 to 12:30 from their requested time of 12:00 to 1 :00.
RIALTO COMMUNITY CENTER: We need to change this time to 11:30 to 12:30 from their requested time of 12:00 to
1:00.
ARROWHEAD ELK'S CLUB: We need to change this time 11 :30 to 12:30 from their requested time of 12:30 to 1 :30.
LITTLE ZION: We need to change this time to 12:00 to 1 :00 from their requesled time of 12:30 to 1 :30.
CENTRAL CITY LUTHERAN: We need 10 change this time to 11:30 to 12:30 from their requested time of 12:00 10 1:00.
I have given you these requests wilhout explanation for each change so as to minimize any confusion. I can assure you
that I have a valid geographical and time sensitive reason for each request. I will be happy to provide you with my reasons
if they require them from you. Thank you.
Joe
1
CalifDmia. Department of Education
Nutrition Services Division
I'
Program Resources. Education and Policy Unij
Schedule B, NSD 8050-B (1/02)
SUMMER FOOD SERVICE PROGRAM
MEAL PATTERN
MEAL PATTERN DEFINITIONS
1 SNACKS: Serve two food items. Each food item must be from a different food component. Juice may not be served when
milk is served as the only other component.
2 MILK FOR BREAKFAST: Serve as a beverage, on cereal, or use part of it for each purpose.
3 MILK FOR LUNCH OR SUPPER: Served as a beverage.
4 VEGETABLE/FRUIT FOR LUNCH OR SUPPER: Serve two or more kinds of vegetable(s) and/or fruit(s) or a combination
of both. Full-strength vegetable or fruit juice may be counted to meet not more than one-half of this requirement.
S DEFINITION OF GRAINS/BREADS: Grain products, pasta, noodles and cereal grains (such as rice, bUlgur, oats, wheat
or corn grits) shall be whole-grain or enriched; cornbread, biscuits, rolls, muffins, etc., shall be made with whole-grain or
enriched meal or flour. Cereal including wheat germ, wheat bran, oat bran, etc., shall be whole-grain, enriched or fortified.
A bread serving is considered to be 1 slice of bread equivalent to 25 grams (.9 to 1 oz.) in weight. Instructions for
determining the appropriate serving sizes for grain products served as bread altematives (crackers, pancakes, bulgur, etc.)
are found in the United States Department of Agriculture (USDA) or the grains/breads chart for Child Nutrition Programs.
6 QUANTITY OF DRY CEREAL: Use either volume (cup) or weight (oz.) whichever is less, according to the information in
the USDA Food Buying Guide.
7 MEAT/MEAT ALTERNATES: No more than 50 percent of the requirement shall be met with nuts or seeds. Nut or seed
butter may satisfy 100 percent of the requirement. Whole nuts or seeds shall be combined with another meat/meat
a~emate to fulfill the requirement. When determining combinations, 1 oz. of nuts or seeds is equal to 1 oz. of cooked lean
meat, poultry, or fish; 1/4 cup of cottage cheese is equal to 1 oz. of meat alternate; 1/2 cup of yogurt is equal to 1 oz. of
meat/meat alternate.
CERTIFICATION -I certify that the Institution and the Contractor must comply with all meal and component requirements
set forth in the federal regulations, 7 CFR Part 226 and outlined above. I understand that the Invitation for Bid and Contract,
Section F, Item 7.
FORAGlj~ ~
DATE FOR CONTRACTOR
L.()-:2-~/OL
DATE
California Department of Education
Nutrition Services Division
Program Resources, Education and Policy Un"
Schedule B, NSD 8050-B (1/02)
SNACK'
(choose two of
FOOD COMPONENTS BREAKFAST LUNCH OR SUPPER the four)
Milk
Milk, fluid 1 cup (8 fl. ozf 1 cup (8 fl. oz.)" 1 cup (8 fl. ozf
Vegetable(s) and/or Fruit(s)
Vegetable(s) and/or fruit(s) or 1/2 cup 3/4 cup total' 3/4 cup
Full-strength vegetable or fruit juice or 1/2 cup (4 fl. oz.) 3/4 cup (6 fl. oz.)
An equivalent quantity of any combination
vegetables(s), fruit(s), and juice
Gralns/Breadss
Bread 1 slice (.9 oz.) 1 slice (.9 oz.) 1 slice (.9 oz.)
Combread, biscuits, rolls, muffins, etc., or 1 serving 1 serving 1 serving
Cold dry cereal or 3/4 cup or 1 oz.s 3/4 cup or 1 oz.
Cooked pasta or noodle product or 1/2 cup 1/2 cup 1/2 cup
Cooked cereal or cereal grains or an equivalent 1/2 cup 1/2 cup 1/2 cup
quantity of any combination of bread/bread
alternates
Meat/Meat Alternates' (optional)
Lean meat, poultry, fish or 1 oz. 2 oz. 1 oz.
Cheese or 1 oz. 2 oz. 1 oz.
Collage cheese or 1/4 cup 1/2 cup 1/4 cup
Eggs or 1 large egg 1 large egg 1 large egg
Cooked dry beans, peas, or 1/4 cup 1/2 cup 1/4 cup
Peanut buller, soynut buller, seed bullers, other 2 Tbsp. 4 Tbsp. 2 Tbsp.
nut bullers, or
Peanuts, soy nuts, tree nuts, seeds, or 10z' 10z! 10z'
Yogurt, flavored, plain, sweetened, or 1/2 cup (4 fl. oz.) 1 cup (8 fl. oz.) 1/2 cup (4 fl. oz.)
An equivalent quantity of any combination of the 1 oz. total 2 oz. total 1 oz. total
above meal/meat alternates
SUMMER FOOD SERVICE PROGRAM
MEAL PATTERN
For the purpose of this table, a cup means a standard measuring cup.
Indicated endnotes can be found on the back of this page
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CALIFORNIA DEPARTMENT OF EDUCATION
NtJoTRl'.ION,SERVICES DIVtStON
FOOD DISTRIDUTION PROGRAM
AGREEMENT FOR DISTRIBUTION
OF DONATED FOOD
Return all copies with your Summer Food Application to:
CALIFORNIA DEPARTMENT OF EDUCAnON
Resource Information Management Unit (SFSP)
560 J Street, Suite 270
Sacramento, CA 95814
~ SUMMER FOOD SERVICE PROGRAM
FDS - 103 (1/02)
Pursuant to the United States Department of Agriculture (USDA) regulations, 7 Code of Federal Regulations, Parts 225 and 250, the applicant identified
below, hereinafter called the recipient agency, hereby makes application for commodities donated by the Agriculture and Marketing Service, USDA. to the
Califonnia Department of Education, hereinafter called the state agency, for use and disposition in accordance with the terms and conditions appearing on
the reverse side hereof, which by reference are incorporated herein.
NAME OF FOOD SERVICE CONTACT PERSON
Oscar Perrier
TITLE
Senior Recreation Supervisor
TELEPHONE NO:
FAX NO:
E-mail address:
(9J9 384-5231
(~ 384-5160
For the following statements, please check (v') the appropriate response for the recipient agency.
Y N
Y N
5. Donated food will be shipped in accordance with the
instructions on the food offering. Food is delivered only to the
city in which the agency's administrative headquarters is X
located. Adequate facilities and personnel will be available at
the shipping address to accept delivery. CDE will allow the
agency to pick up the food from the food distribution center, if
prior arrangements have been made.
6. An inventory system will be maintained which records all
receipts, issuances, transfers, and disposal of donated foods.
This can be part of the regular commodity inventory.
Commodities may also be commingled with purchased foods.
All required records will be retained for a period of three years X
from the close of the federal fiscal ear to which tit . n.
I. In storage, preparation, and service of donated food. proper
sanitation and health standards will be maintained in confonnance
with all applicable state, local laws and regulations. The agency X
will make certain that their facilities meet the storage standards as
cited in the regulations.
2. The California Deparbnent of Education (CDE) will offer
commodities each year during the months of May through
September. The agency will be charged a shipping and handling
fee for each case or unit. Payments will be made to CDE within 30 X
days ofrcceipt of the invoice.
3. Donated foods can only be used for the benefit of those persons
eligible for meals provided in the Summer Food Service Program
(SFSP). Donated foods will not be trausferred or used otherwise X
without prior approval from CDE. Donated foods will be
transferred in a manner that best meets the interest of the SFSP.
The agency is responsible for all costs associated with transferring
food. Donated foods will not be sold or traded.
7. At the close of the program, the agency will complete and
return a copy of the Unused Commodity Report fonn provided
by the food distribution program (retain a copy for the files).
Any unused commodities food witt be transferred to a National
School Lunch Program (NSLP).
j\
x
4. Donated foods will be ordered in quantities that will be used
efficiently during the program period. Food held longer than six
months is subject to spoilage and contamination for which the
agency will be held liable for paying the fair market value of the X
food. The agency will notify CDE when any loss of donated foods
occur.
8. A School Food Authority (SF A) who has a current agreement
with a food service vendor for the NSLP may utilize the same
vendor to provide meals for the SFSP. but a written agreement
must be made with the food service vendor and approved by
CDE before the delivery of donated food.
RECIPIENT AGENCY AGREEMENT CERTIFICATION
/, the agent authorized hy the governing hoard of the recipient agency (or by the chief administrative officer
of the recipient agency which has no governing hoard) to enter into this agreement, certify that the
iriformation presented is accurate and agree with the terms and conditions of this agreement as they are
presented on the rewrse side ofthisform.
PRINT OR TYPE NAME OF AUTIlORIZED RECIPIENT AGENCY REPRESENTATIVE
John Puekert
TITLE
TELEPHONE NUMBER
VENDOR NUMBER H133-02
AGENCY NAME
ADDRESS
CITY OF SAN BERNARDINO PARKS,
547 NORTH SIERRA WAY
SAN BERNARDINO, CA 92410
RECREATION
SIGNA
DATE I
'-(/20,0 2-
IPIENT ~PRESENTAllVE
~
N/A
STATE AGENCY APPROVAL
This application when approved by the state agency
shall constitute an agreement which shall remain in
full force and effect until written notice to the
contrary is given, as provided in the terms and
conditions on the reverse side of this form.
Terms and Conditions
1. Commodities will be requested and accepted only in such
quan@es as can and will be fully utilized without waste. Any
agency requesting and accepting commodities in such
quantities that cannot be consumed in a six-month period may
be held financially responsible for any spoilage or
contamination which results in the commodity being unfit for
human consumption. For any commodities on hand which
cannot be efficienUy utilized, a report will be made to the state
agency requesting disposition instructions.
2. Commodities received under this agreement will be used
solely for the benefit of those persons selVed or assisted by
the recipient agency and will not be otherwise disposed of
without prior wriUen approval of the state agency. Under no
circumstances will United States Department of
AgrlcuitlJre (USDA) commodities be sold or traded.
Normal food expenditures will not be reduced because of the
receipt of commodities. No commodities will be processed
commercially without the prior written consent of the state
agency, including all commodities which leave the recipient
agency and are turned over to a third party for repackaging or
conversion to a more usable end product.
3. Facilities for the proper handling, storing, and preparation of
commodities requested and accepted will be provided. The
recipient agency shall ensure that storage facilities comply
with all required federal, state, andlor local health
departmenrs rules and regulations. The state agency and the
USDA are authorized to inspect the commodities in storage
facilities or warehouses used in handling or storage of
commodities at any reasonable time.
4. Sponsors operating lunch programs under the Summer Food
SelVice Program (SFSP) are eligible to receive commodities
under Section 225, Section 9(b). Sponsors eligible to receive
commodities under the Program include: Self-preparation
sponsors; sponsors which have entered into an agreement
with a school or school food authority for the preparation of
meals; and sponsors which are school food authorities and
have competitively procured Program meals from the same
food selVice management company from which they
competitively procured meals for the National School Lunch
Program during the last period in which school was in
session. Sponsors shall use in the Program food donated by
the Department and accepted by sponsors.
5. Containers with commercial resale value received with the
commodities donated by the United States Department of
Agriculture will be used by the recipient agency or sold with all
proceeds deposited to the account of the lunch program. If
fire or theft insurance or both are carried and loss of, or
damage to, commodities is suffered from these causes, a
claim for the full fair value of such losses will be filed and a
complete written report made to the state agency. All
payments received for such losses will be deposited to the
account of the lunch program. When any event results in a
claim in favor of the recipient agency against a warehouse, or
other person, for the improper distribution or loss of, or
damage to, a commodity, the recipient agency will take all
action necessary to obtain restnution. A complete report will
be made to the state agency, and any funds recovered will be
deposited in the food selVices fund or account. Instructions
for the final disposnion of such funds collected will be
requested in writing from the state agency.
6. Books and records pertaining to receipt and use of
commodities will be kept for a period of not less than three (3)
years from the close of the federal fiscal year to which they
pertain and reports furnished to the state agency as required.
".' "
As a minimUm, these books and records will contain the
following: (a) a record of all commodities received, including
date and quantity; (b) an inventory record of commodiiies
received and issued each month; (c) an account of the
physical inventory records, and kept on file by the agency; (d)
a record of container use and an accounting of all funds
derived from the sale of empty containers; and (e) a daily
record of lunches selVed to children. (For recipient agencies
under the National School Lunch Program, fhe present daily
record of lunches selVed, Fonn OCNS-71-5 will SuffICe.) The
recipient agency agrees to compile data, maintain records.
and submit reports and other program information as
required. The state agency and the USDA are authorized to
inspect and audit all books and records pertaining to the
program, including financial records, at any reasonable time
and place to insure compliance with the above condnions.
7. Offering forms and delivery receipts mailed by the state
agency will be promptly completed and returned by the
recipient agency. Invoices received from the state agency for
service and handling charges on commodities ordered and
received will be paid within thirty (30) days after receipt of
invoice.
8. Either party may terminate this agreement by giving thirty (30)
days notice in writing to the other party. The state agency
may cancel this agreement immediately upon receipt of
evidence that the terms and conditions thereof have not been
fully complied with. Subject to such notice of termination or
cancellation of the agreement, the recipient agency agrees to
comply with the instructions of the state agency relating to the
dispersal of any remaining inventory of USDA commodities.
9. The recipient agency assures the state agency that in its
administration of distribution programs n will comply with all
requirements imposed by or pursuant to Part 15, Subpart A,
of Title 7, CFR, of the regulations of the USDA (29 F.R.
16274) (Civil Righfs Act of 1964). Federal food assistance is
extended in reliance on the representations made herein.
10. The recipient agency will furnish meals without cost to all
children who are determined to be eligible to participate in the
Program.
11. The state agency reselVes the right to discontinue
immediately further shipments of USDA commodnies to any
recipient agency which fails to comply with the general intents
and purposes set forth in this agreement or any instruction
issued pursuant hereto. The state agency or the USDA or
both, shall have the right to take further action through
available means when considered necessary, including
prosecution under applicable state and federal statutes or
other judicial means of enforcement.
Terms and Conditions
.
1. Commodities will be requested and accepted only in such
quantities as can and will be fully utilized without waste. Any
agency requesting and accepting commodities in such
quantities that cannot be consumed in a six-month period may
be held financially responsible lor any spoilage or
contamination which results in the commodity being unfit for
human consumption. For any commodities on hand which
cannot be efficiently utilized, a report will be made to the state
agency requesting disposition instructions.
2. Commodities received under this agreement will be used
solely for the benefit of those persons served or assisted by
the recipient agency and will not be otherwise disposed of
without prior written approval of the state agency. Under no
circumstances w/// United States Department of
Agriculture (USDA) commodities be sold or traded.
Normal food expenditures will not be reduced because of the
receipt of commodities. No commodities will be processed
commercially without the prior written consent of the state
agency, including all commodities which leave the recipient
agency and are tumed over to a third party for repackaging or
conversion to a more usable end product.
3. Facilities for the proper handling, storing, and preparation of
commodities requested and accepted will be provided. The
recipient agency shall ensure that storage facilities comply
with all required federal, state, andlor local health
department's rules and regulations. The state agency and the
USDA are authorized to inspect the commodities in storage
facilities or warehouses used in handling or storage of
commodities at any reasonable time.
4. Sponsors operating lunch programs under the Summer Food
Service Program (SFSP) are eligible to receive commodtlies
under Section 225, Section 9(b). Sponsors eligible to receive
commodities under the Program include: Self-preparation
sponsors; sponsors which have entered into an agreement
with a school or school food authority for the preparation of
meals; and sponsors which are school food authorities and
have competitively procured Program meals from the same
food service management company from which they
competitively procured meals for the National School Lunch
Program during the last period in which school was in
session. Sponsors shall use in the Program food donated by
the Department and accepted by sponsors.
5. Containers with commercial resale value received with the
commodities donated by the United States Department of
Agriculture will be used by the recipient agency or sold with all
proceeds deposited to the account of the lunch program. If
fire or theft insurance or both are carried and loss of, or
damage to, commodities is suffered from these causes, a
claim for the full fair value of such losses will be filed and a
complete written report made to the state agency. All
payments received for such losses will be deposited to the
account of the lunch program. When any event results in a
claim in favor of the recipient agency against a warehouse, or
other person, for the improper distribution or loss of. or
damage to, a commodity, the recipient agency will take all
action necessary to obtain resttlution. A complete report will
be made to the state agency, and any funds recovered will be
deposited in the food services fund or account. Instructions
for the final dispostlion 01 such funds collected will be
requested in writing from the state agency.
6. Books and records pertaining to receipt and use of
commodities will be kept for a period of not less than three (3)
years from the close 01 the federal fiscal year to which they
pertain and reports furnished to the state agency as required.
As a minimum, these books and records will contain the
following: (a) a record of all commodities received, including
date and quantity; (b) an inventory record of commodities
received and issued each month; (c) an account of the
physical inventory records. and kept on file by the agency; (d)
a record of container use and an accounting of all funds
derived from the sale of empty containers; and (e) a daily
record of lunches served to children. (For recipienf agencies
under fhe National School Lunch Program, the presenf daily
record of lunches served, Form OCNS-71-5 will suffice.) The
recipient agency agrees to compile data, maintain records.
and submit reports and other program infonnation as
required. The state agency and the USDA are authorized to
inspect and audit all books and records pertaining to the
program, including financial records, at any reasonable time
and place to insure compliance with the above conditions.
7. Offering forms and delivery receipts mailed by the state
agency will be promptly completed and returned by the
recipient agency. Invoices received from the state agency for
service and handling charges on commodities ordered and
received will be paid within thirty (30) days after receipt of
invoice.
8. Either party may terminate this agreement by giving thirty (30)
days notice in writing to the other party. The state agency
may cancel this agreement immediately upon receipt of
evidence that the terms and conditions thereof have not been
fully complied with. Subject to such notice of termination or
cancellation of the agreement, the recipient agency agrees to
comply with the instructions of the state agency relating to the
dispersal of any remaining inventory of USDA commodities.
9. The recipient agency assures the state agency that in its
administration 'of distribution programs it will comply with ali
requirements imposed by or pursuant to Part 15, Subpart A,
of Title 7, CFR, of the regulations of the USDA (29 F.R.
16274) (Civil Righfs Act of 1964). Federal food assistance is
extended in reliance on the representations made herein.
10. The recipient agency will furnish meals without cost to ali
children who are detennined to be eligible to participate in the
Program.
11. The state agency reserves the right to discontinue
immediately further shipments of USDA commodities to any
recipient agency which lalls to comply with the general intents
and purposes set forth in this agreement or any instruction
issued pursuant hereto. The state agency or the USDA or
both, shall have the right to take further action through
available means when considered necessary, including
prosecution under applicable state and federal statutes or
other judicial means of enforcement.