HomeMy WebLinkAbout18-Parks and Recreation ORIGI ��jj
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL A �4 L
From:Kevin Hawkins, Director Subject: RESOLUTION AUTHORIZING THE ISSUANCE
OF ANNUAL PURCHASE ORDERS NOT TO
EXCEED $108,889 IN THE AGGREGATE TO
Dept: Parks, Recreation & Community PURCHASE FOOD FROM SYSCO FOODS,
Services Dept. MERIT DAY, ROSS SWISS AND SECOND
HARVEST FOOD BANK FOR THE SENIOR
NUTRITION PROGRAM FOR FY 2007/08
Date: September 10, 2007 THROUGH FY 2009/10.
M/CC Meeting Date: October 1, 2007
Synopsis of Previous Council Action:
June 4, 2007 Council adopted Resolution No. 2007-180 authorizing execution of a contract with the
County of San Bernardino Department of Aging and Adult Services to receive funding to
provide Senior Nutrition Services for FY 2007/08.
Recommended motion:
Adopt Resolution. f
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Ft ;
Si natrjre
Contact person: Aaliyah Harkley Phone: 384-5231
Supporting data attached: Staff Report Ward: All
FUNDING REQUIREMENTS: Amount: $108,889
Source: (Acct. No.) 123-513-5114
(Acct. Description) Senior Nutrition Food
Finance:
Council Notes: � o aoo 7, 'VD P-
Agenda Item No. D
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
issuance of annual purchase orders not to exceed $108,889 in the aggregate to purchase food
from Sysco Foods, Merit Day, Ross Swiss and Second Harvest Food Bank for the Senior
Nutrition Program for FY 2007/08 through FY 2009/10.
Background:
The Senior Nutrition Contract is an agreement between the City and the County of San
Bernardino to provide senior nutrition services for the County of San Bernardino. During FY
2006/07, overall participation numbers (52,631) increased by 12% (5,504) over the participation
numbers recorded during FY 2005/06 (47,127). The Parks, Recreation and Community Services
Department Senior Nutrition Program's food budget is $101,000 for FY 2007/08, with an
additional $7,889 budgeted for consumable supplies. The City Parks and Recreation Department
currently contracts with Med-Asset, which in turn contracts with many food suppliers to assist us
in delivering quality foods at a discounted price for our senior population. Med-Asset has also
played a valuable role in monitoring the City's compliance with federal Nutritional Services
Incentive Program (NSIP) rules and regulations. However, during FY 2006-07 the cost of the
food procured through Med-Asset vendors ($158,000) increased 25% over the cost of food in FY
2005/06 ($126,400), double the percentage increase in participation rates.
Due to the escalating cost of food, department staff is currently negotiating with another vendor,
not affiliated with Med-Asset, the San Bernardino & Riverside Second Harvest Food Bank. It is
anticipated that utilizing their services will decrease the cost of some of the food products used in
the Senior Nutrition program considerably. Through this vendor, a number of food items will be
available to the City at a cost that is below wholesale.
Because of the sizable dollar amounts of the purchase orders for FY 2007/08, the department is
requesting Council authorization to execute purchase orders to the four vendors in an amount not
to exceed $108,889 in the aggregate. At mid-year, the grant program costs will be reviewed; at
that time it may be necessary to request a budget amendment from the County to reallocate
anticipated salary savings into the food budget.
The Senior Nutrition grant is comprised of contract cycles covering three fiscal years. Annual
purchase orders for Sysco Foods, Merit Day, Ross Swiss and San Bernardino & Riverside
Second Harvest Food Bank will be required for the period of July 1, 2007 to June 30, 2010.
Budgeted costs for food are likely to change for each of the following two fiscal years, per the
food budget contract. Having these annual purchase orders in place will assist the Senior
Nutrition Program in the continued delivery of nutrition services to our senior population.
Currently, the Senior Nutrition Program serves lunches at seven meal sites (5th Street Senior
Center, Perris Hill Senior Center, New Hope Family Life Center, Hernandez Community Center,
Lytle Creek Community Center, Lighthouse for the Blind and Highland Senior Center) and one
early dinner meal site (5th Street Senior Center).
Financial Impact:
Funding for these purchase orders is through the Senior Nutrition grant administered by the City
of San Bernardino Parks, Recreation and Community Services Department (see Budget page
attached). Account No. 123-513-5114 includes funding for the Senior Nutrition Program food
items for Fiscal Year 2007/08 in the amount of$108,889.
Recommendation:
Adopt Resolution.
Date: August 7, 2007
CITY OF SAN E ERNARDINO - SENIOR NUTRITKN PROGRAM
BUDGET LINE ITEMS FOR NUTRITION SERVICES
Fiscal Year 2007- 2008
CONGREGATE SITES C 1 Ox HOME DELIVERED MEALS C 2 F7
a I b C=a+b
Cost to Provider for the ye ar
Expenditure Category: Cash in-Kind Annual Expense
1 Personnel 170,318 170,318
r 62 Staff Travel 0
3 Staff Training 300 300
4 Equipment 7,000. 7,000
5 Consultants 7,850 7,850
Food Cost 101,000 101,000
7 Consumable Supplies 7,889 7,889
8 Insurance 0
9 Repair & Maintenance 3,000 3,000
10 Rent/Building Space 108,)00 108,000
11 Utilities 0
12 Vehicle Operations 4,091 4,091
13 Volunteer Expenses 0
14 Other Expenses 1,542 1.542
15 Indirect Cost 0
Total Expenditures 302,990 108,000 410,990
County Contract Revenue Sources:
r
Title III 162,703 162,703
Non-Match. NSIP 34,844 l f1 34,844
NSIP, One Time Only 0
CDBG - DAAS _ 0
CDBG - ECD
County Funding 61,582 61,582
Total County Contract Revenue Sources 259,129 259,129
Other Revenue Sources:
Program Income 43861 - 43,861
Deferred Income 0
Matching Cash 0
Matching In-Kind 108,000 108,000
Non-Match Cash 0
:f
Non-Match In-Kind 0
Total Other Revenue Sources 151,861 151,861
0
Total Revenue 410,990 - 410,990
1 RESOLUTION NO. COPY
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF ANNUAL PURCHASE
ORDERS IN AN AMOUNT NOT TO EXCEED $108,889 IN THE AGGREGATE TO
4 PURCHASE FOOD FROM SYSCO FOODS, MERIT DAY, ROSS SWISS AND
5 SECOND HARVEST FOOD BANK FOR THE SENIOR NUTRITION PROGRAM FOR
FY 2007/08 THROUGH FY 2009/10.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
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8 CITY OF SAN BERNARDINO AS FOLLOWS:
9 SECTION 1. That Sysco Foods, Merit Day, Ross Swiss and Second Harvest Food
10 Bank provides food services to the San Bernardino Senior Nutrition Program through a fiscal
11 year contract with the County of San Bernardino Department of Aging and Adult Services.
Pursuant to this determination the Finance Director or his/her designee is hereby authorized and
12 directed to issue annual purchase orders to Sysco Foods, Merit Day, Ross Swiss and Second
13 Harvest Food Bank for food services in an amount not to exceed $108,889 for FY 2007/08, plus
14 two (2) single year renewal options. The exercising of renewal options will be at the City's
15 discretion and subject to funding budgeted in Fiscal Years 2008/09 and 2009/10.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF ANNUAL PURCHASE
ORDERS IN AN AMOUNT NOT TO EXCEED $108,889 IN THE AGGREGATE TO
3 PURCHASE FOOD FROM SYSCO FOODS, MERIT DAY, ROSS SWISS AND
SECOND HARVEST FOOD BANK FOR THE SENIOR NUTRITION PROGRAM FOR
4 FY 2007/08 THROUGH FY 2009/10.
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
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Common Council of the City of San Bernardino at a meeting thereof, held on the
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day of , 2007, by the following vote,to wit:
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9 Council Members: AYES NAYS ABSTAIN ABSENT
10 ESTRADA
11 BAXTER
12 BRINKER
13
DERRY
1.4
KELLEY
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16 JOHNSON
17 McCAMMACK
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19 Rachel Clark, City Clerk
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21 The foregoing resolution is hereby approved this day of 12007.
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23 Patrick J. Morris, Mayor
City of San Bernardino
24 Approved as to Form:
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26
es F. Penman, City Attorney
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