HomeMy WebLinkAbout2008-386
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RESOLUTION NO. 2008-386
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 3 TO CONTRACT 07-481 A-3 WITH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), AND
ACCEPTING THE AMENDED PROPOSAL AMOUNT OF $251,807 FOR THE
SENIOR NUTRITION PROGRAM FOR THE PERIOD OF JULY 1, 2008 THROUGH
JUNE 30, 2009; TIllS AMOUNT REPRESENTS A DECREASE IN FY 08/09 FUNDING
FOR THE SENIOR NUTRITION PROGRAM IN THE AMOUNT OF $1,201, FROM
$253,008 TO $251,807.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That the City Manager is hereby authorized to execute Amendment No.
3 to Contract 07-481 A-3 with the County of San Bernardino Department of Aging and Adult
Services relative to the provision of Senior Nutrition Program services for the period of July I,
2008 through June 30, 2009, a copy of which is attached hereto, marked Exhibit "A" and
incorporated herein by reference as fully as though set forth at length; and
SECTION 2. That pursuant to this amendment the City Manager is authorized to accept
the amended proposed amount of $251,807 for the Senior Nutrition Program for the period of
July 1, 2008 through June 30, 2009.
SECTION 3. That the authorization granted hereunder shall expire and be void and of
no further effect if Amendment No.3 to Contract 07-481 A-3 is not executed by both parties
and returned to the Office of the City Clerk within sixty (60) days following effective date of
the Resolution.
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2008-386
)
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE
AMENDMENT NO. 3 TO CONTRACT 07-481 A-3 WITH THE COUNTY OF SAN
BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (OAAS), AND
ACCEPTING THE AMENDED PROPOSAL AMOUNT OF 5251,807 FOR THE
SENIOR NUTRITION PROGRAM FOR THE PERIOD OF JULY 1, 2008 THROUGH
JUNE 30, 2009; THIS AMOUNT REPRESENTS A DECREASE IN FY 08/09 FUNDING
FOR THE SENIOR NUTRITION PROGRAM IN THE AMOUNT OF 51,201, FROM
5253,008 TO 5251,807.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
joint
and Common Council of the City of San Bernardino at a regular meeting thereof, held
on the 6th day of October
Council Members: AYES
ESTRADA X
BAXTER x
-
BRINKER x
DERRY x
KELLEY x
JOHNSON x
MCCAMMACK x
-
, 2008, by the following vote, to wit:
NAYS ABSTAIN ABSENT
~~,c1:'c~
The foregoing resolution is hereby approved this /""
day of October
2008.
J. Morris, Mayor
San Bernardino
.. ...
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDIN~ COUNTY, CALIFORNIA
AND RECORD OF ACTION
October 21, 2008
FROM: COLLEEN KRYGIER, Director
Department of Aging and Adult Services
SUBJECT: AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES
PROVIDERS
RECOMMENDATION
Approve amendments to the following senior nutrition services contracts revIsing program
requirements and decreasing the total combined contract amount by $1,203, from $7,792,641 to
$7,791,438 as detailed in the Financial Impact Section, for the period of July 1, 2007 through
June 30, 2009.
a. Barstow Senior Citizens Center, Contract No. 07-477 A-3
b. Big Bear Valley Park & Recreation District, Contract No. 07-478 A-3
c. Bonnie Baker Senior Citizens Club, Contract No. 07-479 A-3
d. City of Montclair, Contract No. 07-480 A-3
e. City of San Bernardino, Contract No. 07-481 A-3
f. Family Service Association of West em Riverside, Contract No. 07-483 A-3
g. Hi Desert Meals on Wheels, Inc., Contract No. 07-484 A-3
h. Hinkley Senior Citizens Club, Inc., Contract No. 07-485 A-3
i. Lucerne Valley Senior Citizens Club, Contract No. 07-486 A-3
j. Steelworkers Oldtimers Foundation, Contract No. 07-487 A-3
(Affected Districts: All)
(Presenter: Colleen Krygier, Director, 891-3917)
BACKGROUND INFORMATION
On March 22, 1972, President Nixon signed into law the Nutrition Program for the Elderly Act,
establishing the Senior Nutrition program as part of the Older Americans Act (OAA). This
legislation created the congregate and home-delivered nutrition programs. These programs
provide nourishing meals and nutrition education and counseling to people 60 years of age or
older and their spouses.
Since 1978, the Department of Aging and Adult Services (DAAS) has operated Senior Nutrition
Programs for the County of San Bernardino. Senior Nutrition Services are provided by contracted
vendors and are procured through a formal procurement process.
On June 19, 2007, as a result of a Request for Proposal process, the Board of Supervisors
(Board) approved contracts with eleven agencies (ten listed in the Recommendation and Crest
Rev070l1Rl
ee: DMS-Hamilton wi Agrees
Contractor c/o DMS wi Agree
Perieulum c/o Risk Management wi
Agrees
Auditor-Acct Pay Mgr wi Agrees
Risk Management
DMS-Krygier
HS-Klopfer;Chacon
County Counsel-Carey-Wilson
CAO-Ciabattini
File - wi Agreement
jll 10/28/2008
AGREEMENTS AS LISTED ABOVE
ITEM 048
Page 1 of 3
Record of Action of the Board of Supervisors
ECOND MOVE
4 5
BY
..
BOARD OF SUPERVISORS
AMENDMENTS TO CONTRACTS WITH SENIOR NUTRITION SERVICES
PROVIDERS
OCTOBER 21, 2008
PAGE 2 OF 3
Forest Senior Citizens Club) in the amount of $3,901,419 to provide senior nutrition services for
the period of July 1, 2007 through June 30, 2008.
On May 13, 2008, the Board approved amendments to all eleven agencies revising nutrition
service units and increasing the total contract amount by $148,591, from $3,901,419 to
$4,050,010.
On June 24, 2008, the Board approved amendments to the ten contracts listed in the
recommendation increasing the total contract amount by $3,767,614, from $4,025,027 to
$7,792,641, revising standard County insurance language and extending the contracts through
June 30, 2009. The remaining contract with Crest Forest Senior Citizens Club was converted to
a purchase order and was not included in the Board action.
Approval of this item will update the contract language to include the revised senior nutrition
program requirements and decrease the total contract amount by $1,203, from $7,792,641 to
$7,791,438 for the period of July 1, 2008 through June 30, 2009.
Contractor performance is measured by reviewing the required monthly reports and annual site
visits by County staff to monitor compliance with the administrative, fiscal, and program elements
of the contract.
FINANCIAL IMPACT
Approval of these amendments will decrease the combined total contract amount for FY 2007/08
and FY 2008/09 bv $1,203, from $7,792,641 to $7,791,438. There is no imoact to local cost.
Current Proposed
Total Proposed Total
Contract Contract Decrease for Contract
Number Aaencv Amount FY 2008/09 Amount
07-477 A-3 Barstow Senior Citizens Center $256,240 $0 $256,240
07-478 A-3 Big Bear Valley Park &
Recreation District $57,442 $0 $57,442
07-479 A-3 Bonnie Baker Senior Citizens
Club $256,037 $0 $256,037
07-480 A-3 Citv of Montclair $162,038 ($2) $162,036
07-481 A-3 Citv of San Bernardino $523,188 ($1,201) $521,987
07-483 A-3 Family Service Association of
Western Riverside $2,833,976 $0 $2,833,976
07-484 A-3 Hi Desert Meals on Wheels, Inc. $931,238 $0 $931,238
07-485 A-3 Hinklev Senior Citizens Club, Inc, $64,062 $0 $64,062
07-486 A-3 Luceme Valley Senior Citizens
Club $47,247 $0 $47,247
07-487 A-3 Steelworkers Oldtimers
Foundation $2,661,173 $0 $2,661,173
Total $7,792,641 ($1,203) $7,791,438
10/21/2008 #048
...
BOARD OF SUPERVISORS
AMENDMENTS TO CONTRACTS WITH SENIOR IQUTRITION SERVICES
PROVIDERS
OCTOBER 21, 2008
PAGE30F3
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Lory Klopfer, Interim Contracts
Manager, 388-0250) on August 20, 2008; County Counsel (Jacqueline Carey-Wilson, Deputy
County Counsel, 387-4334) on September 4, 2008; Human Services Finance (Lynn Chacon,
Administrative Analyst, 388-0211) on September 30,2008; and County Administrative Office (Lori
Ciabattini, Administrative Analyst, 388-0253) on September 23, 2008.
10/21/2008 #048
,
2008-386
~
r "
New Vendor Code Dept. ConInIct Number
- SC ~
~ Change CITYOFS772 OOA 07-481 A-3
Cancel
County Department Dept. Orgn. Contractor's License No.
~ging and Adult Services OOA NUT
County Department Contrad Representative Telephone Total Contrad Amount
~hristy Hamilton 386-8145 $521,987
Contrad Type
o Revenua [iJ Encumbered 0 Unencumbered 0 Other.
If not encumbered or revenue contrad type, provide reason:
Commodity Code Contrad Start Date Contrad End Date Original Amount Amendment Amount
95200 July 1, 2007 June 30, 2009 $259,129 $251,807
Fund Deol. Oroanization Anor. ObjlRev Source GRClPROJ/JOB No. Amount
/>oAF OOA 210 200 2445 $195,706
/>oAF OOA 235 200 2445 $30,955
/>oAF OOA 260 200 2445 $24,487
AAF OOA 260 200 2445 $659
Project Name Estim_ Payment Total by Fiscal Year
Nutrition for Seniors FY Amount 110 FY Amount 110
08/09 ($1,201) 0
-
- -
FOR COUNTY USE ONLY
"
lunty of San Bernardino
FAS
'NOARD CONTRACT
THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department
of Aging and Adult Services; hereinafter called the County, and
Name
City of San Bemardino
Address
600 West 5th Street
San Bemardino, CA 92410
hereinafter called
Contractor
(909) 384-5430
Federal 10 No. 0( Social Security No.
AMENDMENT NO.3
It is hereby agreed to amend Contract No. 07-481 as follows:
V. Fiscal Provisions
Paragraph A to read as amended:
A. The maximum amount of funds available under this contract shall not exceed $521,987, of which
$425, 000 ($208,598 for FY 2007/08 and $216,402 for FY 2008109) may be federally funded and
shall be subject to availability of funds to the County. The consideration to be paid to contractor, as
provided herein, shall be in full payment for all Contractor's services and expenses incurred in the
performance hereof, including travel and per diem and is broken out as follows:
Origina.1 Contract Amount
$259,129
July 1, 2007 through June 30, 2008
Page 1 of3
2008-386
Amendment No. 1
$11,051
Ju~y 1, 20p7 through June 30, 2008
To be used for the purchase of the following items:
Ice Maker
Refrigerator
Steamer Table
July 1, 2008 through June 30, 2009
Decrease for July 1, 2008 through June 30, 2009
Amendment NO.2
Amendment NO.3
$253,008
($1,201)
Paragraph T to read as amended:
T. Matching Contributions
The Contractor shall provide in-kind matching contributions of a minimum of $41,047 ($19,304 for
FY 2007/08 and $21,743 for FY 2008109), which is the Title III portion of the Contract multiplied by
11.11 %. Allowable match shall be in compliance with the following requirements:
1. Matching in-kind contributions must be for allowable costs as determined by CDA PM.
AlloWable costs include but are not limited to rent, utilities, supplies, and personnel
(volunteer).
2. To qualify as a matching in-kind contribution, indirect or Contractor allocated overhead
expenses must be supported by a documented cost allocation plan.
3. Matching in-kind contributions in excess of the minimum required in one service component
may be used to match another service component within the Older Americans Act. As an
example, match exceeding the minimum requirement in a transportation program may be
used to offset an under match in in-home supportive services.
4. Contractor shall provide a revised Budget In-Kind Narrative statement (Attachment B-2) to
DAAS with the submittal of the initial budget identifying the type, rates applied and, if
applicable, sourcel1ocation of in-kind to be used as match for the period of the Contract.
The identified in-kind match shall be reported monthly on the monthly expense reports.
a) Services of volunteers shall be valued at rates consistent with those ordinarily paid
for similar work by the Contractor. If the Contractor does not have similar work, the
rate shall be consistent with those in the labor market. In either case, a reasonable
amount of employee benefits may be included.
b) All other in-kind contributions shall be valued at current market value.
Attachment A- SCODe of Work. Fiscal Year 2008-2009 dated August 13, 2008 is added to this Contract.
Page 2 of 3
2008-386
All other tenns and conditions of this Contract remain in full effect.
APPROVED AS TO FORM:
James F. Pellman,
City Attorney
,
i\"
,~
:OU""?~~ ~
Paul Biane, Chairman, Board of Supervisors
.'1
By ~
Dated
Name Lori Sassoon
(Print or type name of person signing contract)
Acting
Title City ManaQer
(Print or Type)
Dated
j oj,f /~r
.
Date
Address 600 West 5'h Street
\ Pt? San Bernardino, CA 92410
Presented to 60S for Signature
~colf.~~~
Date /0- U6 - of
Page 3 of 3
ATTACHMENt A
WORK PLAN/SCOPE OF WORK
FY 2008-2009
August 13, 2008
This work plan/scope of work contains the measurable objectives mandated by DAAS of the Nutrition Contractor. The work plan
specifies and establishes time frames either on an annual basis or where required by State regulations on a quarterly basis. The
work plan constitutes the primary document for on-going monitoring and Annual Program Performance Review/Fiscai Audit, and
will be used to measure the Contractor's efforts towards providing quality nutrition services.
Contractor:
Citv of San Bernardino
Region: East Vallev Area
I. Program Description
A. Purpose/Definition of the Program
Puroose
The purpose of the Elderly Nutrition Program is to provide nutrition services as described in the Older Americans Act
(OAA) of 1965, as amended, and to assist older individuals in California to live independently, by promoting better
health through improved nutrition, and reduced isolation through programs coordinated with nutrition-related
supportive services.
Definition
Nutrition Services means the procurement, preparation, transport, and service of meals, nutrition education, nutrition
screening, and nutrijlon counseling, to eligibie individuals at congregate sites or in their homes.
B. Target Population
The Nutrition Provider shall target individuals who are sixty (60) years old or older, minorities, low income and
living in rural areas of the County of San Bernardino.
C. Eligibility for Nutrition Services
1. Conoreoate Meals (C-1 ): Individuals eligible to receive a meal at a congregate nutrition sije are:
a. Any older individual who is 60 years old or older.
b. The spouse of any older individual.
c. A person with disability, under the age of sixty (60) who resides in a housing facility occupied
primarily by older individuals at which congregate nutrition services are provided.
d. A disabled individual who resides at home and accompanies an older individual who
participates in the program.
2. Home Delivered Meais (C-2): Individuals eligible to receive a home-delivered meal are:
a. Any older individual who is frail, as defined in Title 22 Section 7119, and homebound by
reason of illness, disability, or isolation.
Page 1 of 15
b. A spouse of an individual described in Section I, Paragraph C, Item 2a, regardless of age or
condition, if an assessment concludes that it is in the best interest of the homebound older
individual.
c. An individual with a disability who resides at home with older individuals if an assessment
concludes that it is in the best interest of the homebound older individual who participates in
the program.
d. Priority shall be given to older individuals.
3. The Nutrition Contractor who is providing home delivered meals shall:
a. Maintain a waiting list.
b. Develop a written Policy and Procedure for the implementation of the program that includes
the manner in which clients will be prioritized.
c. Follow the above eligibility criteria listed in Section I, Paragraph C, Item 2. If the C-2 provider
chooses to add or subtract additional requirements, the criteria shall be approved by OMS
prior to implementation.
d. Have a designated staff member that completes the initial and quarterly re-assessments.
e. Screen the clients for eligibility by phone and in home visits within two weeks of the beginning
of the meal service.
f. Maintain appropriate documentation on each client. Documentation shall be kept on file and
monitored by OMS.
g. Provide an emergency home delivered meal for a minimum of five (5) working days until the
assessment can be completed.
D. Service Area
The geographic area served by this contractor covers the city of San Bernardino and surrounding areas.
II. Program Outcomes
A. Total Number of Meals to be Served: 54.227
Proaram
C.1
# of days
255
Number of Meals
54,227
A minimum of 95% of the total number of meals is to be provided. The Director of OMS must approve provision
of less than 95% of the total number of meals to be provided. All such requests must be in writing.
B. Sites to be served:
C-1 Sites
5th St. Senior Center
Perris Hill Senior Center
Hernandez Community Center
Lytle Creek Community Center
New Hope Family Life Center
Page 2 of 15
Highland Senior Center
Light House for the Blind
III. Staffing
A. Manager or Director
1. The Contractor shall have a manager or staff who conducts the day-to-day management and
administrative functions on the program and has one of the following:
a. Possess an associate degree in institutional food service management, or a dosely related field,
such as, but not limited to, restaurant management, plus two (2) years experience as a food
service supervisor.
b. Demonstrate experience in food service, such as, .b,ut not limited to, cooking at a restaurant, and
within twelve (12) months of hire successfully complete a minimum of twenty (20) hours
specifically related to food service management, business administration, or personnel
management at a college level. Prior to completion of meeting the hours, this individual's
performance shall be evaluated through quarterty mon~oring by a Registered Diemian.
c. Two years experience managing food services. Such experience shall be verified and approved
by a Registered Dietitian prior to hire.
2. The Contractor shall maintain documentation on file of the qualifications of the Program Manager or staff.
3. If the Contractor has more than one site, the Manager/Director shall monitor the sites on a regular basis.
The bi-monthly visit should not only monitor the food service practices of the employees, but also the
implementation of the program requirements at the site level. Documentation of each vis~ shall be
maintained on file for DMS review.
B. Food Service Personnel
1. There shall be sufficient qualified paid staff or volunteer staff with the appropriate education and experience
to carry out the requirements of the Program. The total number of staff shouid be based on the method and
level of services provided and size of the service area.
2. Contractor is encouraged to hire multi-lingual/multi-cu~ural staff to increase low-income and ethnic minority
program participation in accordance with federal mandates.
3. Contractor shall recruit for vacant positions in an open and competitive application process free of
discriminatory questions. Written job descriptions for all paid and volunteer employees shall be maintained.
4. Contractor shall complete a written work performance evaluation on all paid and volunteer employees.
C. Volunteers
1. Volunteers shall be recruited and used in any phase of the program operation where qualified.
2. Volunteers shall be screened and selected through a formal process that assesses their capabilities.
3. Volunteers shall receive the same training as paid staff.
4. Volunteers that will be handling food must be in possession of a current Food Handlers Card issued by the
local community colleges.
Page 3 of 15
5. Volunteers that are paid through other job training programs are not considered volunteers and must be
paid the agreed upon rate charged for regular paid staff.
6. The Contractor shall maintain a written Volunteer policy that describes how volunteers are recruited,
screened, what topics they are taught at orientation and how often their performance is evaluated.
D. Registered Dietitian
1. Each Senior Nutrition Provider shall establish and administer nutrition services with the advice of a
Registered Dietitian in accordance with Section 339 of the OM, and follow the general requirements in
Title 22, Division 1.8, and Section 7500.
2. The Registered Dietitian will provide the following activ~ies to meet the mandated requirements:
a. At a minimum, quarterly monitor for safe food handling and sanitation practices of food
facilities.
b. Review and approve the content of staff training prior to presentation.
c. Develop, or review and approve the monthly or cycle menus.
d. Develop, or review and approve the nutrition education plan for participants.
e. Provide the nutrition education to seniors or staff training if the Provider and Registered
Dietitian determine that is the best choice.
f. Provide technical support and assistance as needed.
IV. Staff Training Activities
A. A yearly written plan for staff in-service shall be developed in collaboration with the Contract Registered Dietitian.
B. The Contract Registered Dietitian shall review and approve the content of the plan prior to presentation.
C. The training plan must identify who is to be trained, who will conduct the training, content of the training and
when it is scheduied.
D. A copy of the written plan must be sent to DMS by September 3, 2008.
E. All Paid staff and volunteers shall be provided annually a minimum of four (4) hours of training.
F. Paid staff and volunteers attending the training shall be provided the opportunity to evaluate the training session.
G. The provider shall maintain on file documentation of each training session. Documentation includes, but is not
limited to, sign-in-sheets, agendas, handouts and completed evaluations.
H. New paid staff or volunteers shall be oriented and trained to perform their assigned responsibilities and tasks.
Training shall include:
1. Food safety, prevention and food-borne illness, and HACCP principles.
2. Accident prevention, instruction on fire safety, first aid, choking, earthquake preparedness, and other
emergency procedures.
Page 4 of 15
3. All staff shall be trained on the Elder Abuse Law and reporting procedures.
V. Senior Participants
A. Satisfaction Survey
The provider shall conduct a client satisfaction survey at least once a year. The survey instrument must be
approved by DAAS prior to its use, and all findings from the surveys must be used to improve services. The
completed surveys and the tabulated results must be kept on file. A copy of the tabulated results must be
received by DMS by March 3, 2009.
B. Complaint Procedure
1. Each provider shall have a written complaint procedure.
2. The complaint procedure will be available for the participants and will provide them the opportunity to
provide positive as well as negative feedback to the Program Manager.
3. The Contractor shall have an assessment tool readily accessible for the seniors attending the
congregate site or receiving a home delivered meal.
C. Nutrition Education for Seniors
1. The provider shall provide one nutrition education presentation quarterly, including appropriate
handouts that have been approved by the Contract Registered Dietitian.
2. The provider in conjunction with the Contract Registered Dietitian shall conduct a needs assessment of
the seniors attending the congregate site and/or seniors receiving a home delivered meal.
3. Results of the needs assessment will provide information for the development of the Nutrition Education
Plan for seniors.
4. The Nutrition Education Plan for seniors is due to DAAS September 3, 2008.
5. Nutrition Education Units of Service:
# of sites
Nutrition Education
Units of Service
C.1
Allocation for FY 2008/09
7
1,500
$659
VI. Menu Planning Guidelines/Menu Requirements
A. A minimum of a 3 month cycle shall be planned.
B. Menu cycles shall include the availability of seasonal foods.
C. Health, cultural, ethnic and regional dietary practices shall be considered in menu planning, food selection and
meal preparation.
Page 5 of 15
D. The menu cycle shall be approved by the Contract Registered Dietitian and upon approval forwarded to the
DAAS Nutritionist for certification 45 days prior to the menu start date. Allow thirty (30) days for the menu
certification process. Menus will be returned to the Contractor at least fifteen (15) days prior to the menu start
date. Contractor is required have menus certified prior to the implementation date. All signatures on the menu
shall be original signatures.
E. A copy of the certified menu must be posted in a spot conspicuous to clients at each congregate site.
F. Copies of the menus shall be made available to the participants.
G. When planning the menus, the California Daily Food Guide and the Dietary Guidelines for Americans are to be
considered. Menu shall conform to the following criteria referenced in these sources:
1. Provide an average of 550-750 calories per meal.
2. Limit total fat to no more than 25-30% of the calories averaged for the week.
3. Choose and prepare foods with low amounts of salt, soy sauce and other high sodium items.
4. Include good sources of dietary fiber such as whole grains and cooked dry beans at least four times a
week.
5. Include a variety of foods and preparation methods with consideration to color, combinations, texture,
size, shape, taste, and preference of the participants served.
6. Dietary Reference Intake Values:
Table 1 represents the most current Dietary Reference Intakes (DRI) values and daily compliance
range for target nutrients. The values provided are based on the U.S. Department of Agriculture
(USDA) Food Guide calculated for one meal for a woman over 70 years old whose activity level is
sedentary. . This example represents a majority of the older adult population served by the Program
statewide.
The nutrients selected for this Table are based on the target nutrients to:
. Promote heallh and prevent disease
. Prevent deficiencies
. Indicate diet quality
. Manage disease
Table 1
Target Nutrients
Nutrient Target Value' Daily Compliance Range
oer meal
Calories (Kcal) >550 Kcal >550 - 700 Kcal
Protein 14gm 14 gm (in the entree)
Fat (% of total calories) 30% <35% weekly average
Vitamin A (ug) 250 ug > 250 ug 3 out of 5 days Iwk or 4 out of 7
dayslwk
Vitamin C (mg) 25mg 25mg
Page 6 of 15
Vitamin 86 (mg) 0.5mg >0.5 mg
Vitamin 812 (ug) .. 0.8 ug 0.8 ug "
Calcium (mg) 400 mg >400 mg
Magnesium (mg) 140 mg >140 mg
Zinc (mg) .. 2.6 mg >2.6 mg ..
Sodium (mg) <800 mg <1,200 mg (over 1,000 mg place an icon on
the menu)
Fiber (gm) >7 gm >7gm
Potassium (gm) .. 1565 mg 1565 mg"
Vitamin D 200lU 200lU
Vitamin E .. 51U Provide education ..
~Target Value: This value represents one-third of the DRI for a 1600 calorie range. The 1600 calorie range was chosen based on the requirements for a 70-year-old sedentary
female. If a majority of the senior population served by the AAA ENP Program differs from the above example, use your ENP predominate demographic characteristics to calculate
target nutrient values.
** If these elements are not provided to the level noted as a weekly average, the Program must educate the participants on how to obtain these elements.
NOTE: Fortified foods should be used to meet vitamin 812 needs.
Recommended sodium content was liberalized based on the information from the Mathematical study data which indicated that, for many participants, the ENP meal provKles 4Q-50 percent
of the participants' daily intake.
7. Component Meal Pattern Requirements
The California 1600 calorie component meal pattern has been developed to reflect the new DGA
requirements for those programs that are not using computerized nutrient analysis (see attachment
The Contractor has the discretion to allow occasional flexibility In planning meais that may not meet the
meal pattern, but does meet the nutrient value requirements. Fortified food products and combination
dishes used in a menu may not match the meal pattem, but may provide for the required nutrient
values. For example, a fortified snack bar as a dessert could be used to boost the nutrient value of a
boxed lunch or special occasion meal.
Items that provide the following target nutrients should be identified on the menu when using a
component meal pattem template:
. Vitamin C - Provide one-third of the DRI for vitamin C each meal - 25 mg (for a 1600 calorie
menu).
. Vitamin A - Provide one-third of the DRI for vitamin A at least three times per week,
250 I-Ig (for a 1600 calorie menu).
. Sodium - meals that contain over 1,000 mg must be noted on the menu as a high sodium meal.
Table 2 describes the elements in the California 1600 Calorie meal pattern. Serving sizes are based on
the USDA Food Guide Pyramid. This sample component meal pattem does not assure that meals
meet one-third of the DRls and the DGA. Meals will require specific types of fruits and vegetables,
whole grains, and high fiber foods in order to assure the target nutrients are provided. The component
meal pattern may be deficient in vitamins E, 812, and Zinc, requiring additional nutrition education for
participants on the selection of foods that are good sources of these nutrients.
The meal pattern below is based on the minimum requirements for a sedentary female 70 years old. If
the majority of the population served by a provider falls within another requirement range (active 60-
year-old men), the serving sizes and minimum number of servings required can be adjusted to meet the
Page 7 of 15
service population. Contractors should verify the population served and develop menu criteria
accordingly.
Table 2
California 1600 Calorie per Day Component Meal Pattern
Minimum Recommended Elements
Food Group Required servings for Serving sizes for 1600
550 calories Der meal calorie level
Lean meat or beans 1 serving 2 ounces - 1 serving
2 ounces Der meal
Vegetable 1 - 2 servings Y, cup - 1 serving
Fruit 1 serving Y, cup = 1 serving
Bread or Grain 1 - 2 servings 1 slice Bread = 1 serving
At least Y, whole qrain y, CUD of rice or Dasta = 1 servinq
Low-fat milk or milk alternate 1 servinq 1 CUD or equivalent measure
Fat Optional
Dessert Optional - limit sweets use fruit Select foods high in fiber and low in fat and
sugar
(1) The number of servings per meal estimates provision of one-third of the ORis.
(2) Caloric value (1,600 Kcallday) based on a 70-year-old female, 'sedentary" physical activity level using Table 3 - Estimated Caloric Requirements in Each Gender and Age
Group at Three Levels of Physical Activity, from the DGA 2005.
H. Meal Components -- required for both computerized and component menus:
1. Protein - Meat, Fish, Poultry, Legumes, Eggs, and Cheese:
A minimum of 2.0-ounces of cooked, edible portions of meat, fish, poultry, legumes, eggs, cheese, (or
a combination there00 providing at least 14 qrams of Drotein. Programs should consider the
preferences of the participants they serve.
Legumes should not be counted as both vegetable and protein. ENP providers may use other protein
sources to provide the occasional vegetarian meal.
2. Vegetables (1-2 half-cup servings):
Vegetables as a primary ingredient in soups, stews, casseroles, or other combination dishes should
total Y, cup per serving.
Raw leafy vegetables (salads) should equal 1 cup if they are to be considered a serving.
3. Fruit (1 Serving):
A serving of fruit equals:
. 1 medium sized whole fruit
. y, cup fresh, chopped, cooked, frozen or canned, drained fruit
. y, cup 100 percent fruit juice
Fresh, frozen, or canned fruit should be packed in juice, light syrup, or without sugar. (Fruit packed in
high sugar content syrup may be rinsed before using)
4. Breads/Grains (1 ounce-equivalent serving):
Page 8 of 15
One-half of the daily intake of grains should be from whole grains. Grains that are processed (not
whole) must be fortified.
5. Milk (8 fl. Oz):
Each meal shall contain eight fluid ounces of fortified skim, low-fat, or buttermilk. If religious preference
precludes the acceptance of milk with the meal, it may be omitted from the menu (however, an
equivalent substitute must be used).
6. Fat (Optional):
Each meal may contain fat components to increase the palatability and acceptability of the meal.
When selecting and preparing meat, poultry, dry beans, and milk or milk products, make choices that
are lean, low-fat, or fat-free.
. Consume less than ten percent of calories from saturated fatty acids and less than 300 mg/day of
choiesterol, and keep trans fatty acid consumption as low as possible.
. Keep total fat intake between 20 to 35 percent of calories, with most fats coming from sources of
polyunsaturated and monounsaturated fatty acids such as fish, nuts, and vegetable oils.
7. Dessert (Optional):
Dessert may be provided as an option to satisfy the caloric requirements or for additional nutrients.
Use fruit as a dessert as often as possible and limit sweets. The fruit, grains, and dairy products served
as dessert can count towards the fruit, grain, or dairy requirements. Desserts that are low in fat and/or
low in sugar are encouraged.
. When a dessert contains Yo cup of fruit per serving, it may be counted as a serving of fruit.
. When a dessert contains the equivalent of 1 serving (1 ounce) starches/grains per serving, it may
be counted as a serving of starches/grains (example: rice pudding or oatmeal cookie).
. When a dessert contains the equivalent of Yo cup milk per serving, it may be counted as Yo serving
of milk.
8. Condiments and Product Substitutes:
. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy coffee creamer, salt, and
sugar may be provided, but should not be counted as fulfilling any part of the nutritive
requirements.
. Condiments such as salad dressings, ketchup, soy sauce, mustard, and mayonnaise do not need
to be counted in a menu analysis if they are served 'on the side' and are not combined with the
food.
9. Sodium:
The commitment to reduce sodium in the meals stems from the fact that nutrition-related chronic
diseases remain the primary cause of death among people aged 65 and older. Califomia has a diverse
population, and the ENPs in the State provide culturally appropriate meals for many ethnicities. Asian
meals traditionally have higher sodium levels. Programs that choose to provide culturally appropriate
meals, but are concerned with the sodium content of the meals, may consider:
. Using low sodium soy sauce or diluting soy sauce with water to produce low sodium soy sauce;
. Offering soy sauce as a condiment to be added by the senior
. Providing nutrition education on sodium;
. Continuing to work with the sodium levels of meals, making small steps to reduce the levels of
sodium over time;
Page 9 of 15
. Consistently placing foods that are a good source of potassium on the menus, A potassium-rich
diet blunts the effect of salt on blood pressure, may reduce the risk of developing kidney stones,
and possibly decrease bone loss with age;
. Not providing potassium chloride salt substitutes;
. Noting meals that have more than 1000 mg of sodium on the menu as such: "This meal contains
more than 1000 mg of sodium," or using an icon denoting a high sodium meal; and
. Using low sodium versions of high sodium foods when available and feasible within budget
allowances.
I. Meal Component/Nutrient Analysis
1. A meal component /nutrient anaiysis of the entire menu cycle conducted and/or approved by a
Registered Dietitian shall be done to ensure compliance with Title 22, Division 1.8, Section 7638.5.
a. Computerized Nutrient Analysis Requirements
Although not required, use of computerized nutrient analysis is strongly recommended
and will help ensure and verify the nutritional adequacy of meals. The goal of assessing
nutrient intakes of groups is to determine the prevalence of inadequate or excessive
nutrient intakes within a particular group of individuals. While meal patterns serve as a
basic framework for menu planning, providers are encouraged to use computerized
nutrient analysis because it provides specific information on nutrients the menu may not
be providing. The information that a menu is not supplying all of the desired nutrients will
guide the development of future menus. As required menu elements are expanded, it is
more difficult to meet all of the requirements on a daily basis. ENPs should focus on:
. Vitamin A
. Vitamin C
. Protein
. Fat
. Sodium
. Fiber
Not all nutrient guidelines will be met with each meal. However, areas that do not meet
the requirements should be the focus of future menu revisions and nutrition education.
The following nutrients should be included in the analysis when the computerized nutrient
analysis method is used: calories; protein; carbohydrates; total fat; saturated fat; total
fiber; vitamins A, C, D, E, K, thiamin, riboflavin, niacin, 86, folate, 812, calcium,
chromium, copper, iron, magnesium, sodium, and zinc. In addition to meeting one-third of
the DRls, the menus should also follow the DGA.
2. Menu cycle shall be analyzed on a regular basis and documentation maintained for DAAS review.
VII. Food Procurement
A. Food procurement procedures shall comply with Title 22, CRFC standards and HACCP best practices
guidelines.
B. All food shall be of good quality and shall be obtained from sources which conform to Federal, State and local
regulatory standards for quality, sanitation and safety.
C. To the extent possible, providers are encouraged to participate in group food purchasing.
Page 10 of 15
D. A comparative cost analysis shall be performed either by the provider or its group purchasing organization on an
on-going basis to obtain the highest quality food for the lowest price available.
VIII. Food Storage
A. Food storage procedures shall comply with Title 22, CRFC standards and HACCP best practices guidelines.
B. Adequate and suitable space free from vermin, dirt and contamination or adulteration shall be provided fJr the
storage of food and beverages, and cooking, serving and eating supplies.
IX. Food Production
A. Food production procedures shall comply with Title 22, CRFC standards and HACCP best practices guidelines.
B. Food production and meal service shall be under the supervision of a trained staff in food service management
to ensure food service sanitation and the practice of hygienic food handling techniques are followed. This
person shall function with the advice of the Contract Registered Dietitian.
C. Meals shall be served as indicated on the certified menus.
1. The Contract Registered Dietitian must approve all menu substitutions.
2. A menu substitution form must be completed and signed by the Contract Registered Dietitian.
3. The completed menu substitution form shall be kept on file for DAAS review.
D. Production Control
1. Production schedules or worksheets must be available in the food preparation area.
2. Food shall be prepared in sufficient quantities to serve all participants. Careful planning shall minimize
leftover food and prevent waste.
3. Standardized recipes shall be used to ensure consistency of quality and quantity and adherence to
menu guidelines.
4. Appropriate utensils for correct and consistent portion control shall be available and used at each site.
E. Meal ServicelTemperature Monitoring
1. All food for congregate sites shall be packaged and transported in a manner which protects it from
potential contamination and maintains appropriate hot and cold food temperatures.
2. Meal shall be served to seniors "Offer versus Serve", meaning participants are to be given an
opportunity to decline a menu item. Food trays shall not be served ahead of time.
3. Temperature Checks:
a. All hot, cold and frozen potentially hazardous meal components, inciuding milk, shall be
checked daily immediately prior to dispatch from the central kitchen.
b. All hot, cold and frozen potentially hazardous meal components, including milk, shall be
checked at satellite congregate sites upon delivery and at all congregate sites immediately
before meal service.
Page 11 of 15
c. The provider must have written procedures for monitoring food temperature.
d. The provider must use a form to document food temperature daily.
e. The provider shall have a staff member review the completed temperature logs at random a
minimum of every other month. If problems are discovered, an action plan must be developed
to resolve the issue.
f. All completed food temperature logs must be maintained on file for DAAS review.
4. To maintain quality in prepared foods, holding times shall be kept to a minimum. Long periods of
holding hot foods at required temperatures diminishes the nutrient content and palatability of foods.
5. Holding time shall not exceed 2 hours between the end of production and the beginning of food service
at the congregate site.
6. Milk and milk products shall be provided in individual, commercially filled containers, or shall be poured
by a staff member directly from commercially filled bulk containers into the glass or cup from which it is
consumed.
7. Single service utensils and tableware shall be used one time only and then discarded.
8. Safety of the food after it has been served at the congregate site and then removed by the participant
from the congregate site is the sole responsibility of the participant and may be consumed by the
participant as he/she deems it appropriate.
9. The Provider shall have a sign posted in the congregate site stating, "Food removed from the
congregate site is at your own risk."
X. Food Service Requirements
The Contractor shall ensure that the following forms are available, completed daily, and maintained at each nutrition site
for a minimum of 12 months.
A. Food Temperature Log - one should be available for congregate and one for home delivered meals if hot foods
are delivered to the client.
B. Cleaning Schedule
C. Equipment Temperature Log .. for all dish machines, refrigerators, and freezers.
D. Production Schedule - applicable only if food is cooked at the site.
E. The current environmental health inspection shall be available at the site for review.
F. Staff and volunteers who are handiing food shall possess a current food handlers' card that shall be available for
review.
XI. Program Requirements
Page 12 of 15
A. Client Intake Forms
. . , ,
The Contractor will assure that each participant shall complete the Client intake Sheet form (provided by DAAS)
to determine his or her level of nutritional risk. Forms shall be completed at the beginning of service for the
home delivered meal participants and once a year for congregate meal participants.
B. Outreach/Marketing Activities
Provide outreach in the community through community organizations, and other groups. All outreach and
marketing activities shall be documented and kept on file for the Annual Program Performance Review.
The Contractor shall develop and have on hand handouts, brochures or signs in languages other than English
and posted in locations such as churches, community service locations and small stores serving the minority
communities.
C. Emergency Procedures
1. Each Contractor shall have a written Emergency/Disaster Plan.
2. Each nutrition site shall have an evacuation plan posted identifying the emergency exits and assembly
areas.
3. Staff must be knowledgeable of emergency procedures, and evacuation drills shall be conducted as
appropriate.
4. The emergency plan shall include a day or week's supply of emergency food depending on the
availability of space.
D. Donations and Confidentiality
1. The provider shall establish written procedures to protect contributions and fees from loss, mishandling,
and theft. Such procedures shall be kept on file for DAAS review.
2. The provider shall provide each participant the opportunity to contribute to the meal.
3. The provider shall develop a suggested contribution/donation. When developing the contribution
amount, the income ranges of the older individuals in the community and the provider's other sources of
income shall be considered.
4. A sign indicating the suggested contribution for eligible individuals, and the fee for guests shall be
posted near the contribution container at each congregate meal site. The guest fee shall cover all meal
costs.
5. No eligible individual shall be denied participation because of failure or inability to contribute.
6. The provider shall ensure that the amount of eligible participant's contribution is kept confidential.
7. All contributions and fees shall be identified as program income and used to increase the number of
meals served, to facilitate access to such meals, and to provide nutrition-related supportive services.
8. The Contractor will not in any way employ tactics, which could be viewed as coercion, embarrassing
and/or obligatory to the meal being provided to the participant.
Page 13 of 15
. ,
9. The Contractor shall encourage the participant to place their donation in the box by themselves in strict
confidentiality.
10. The Contractor shall ensure that the donation box is not right in front of the hostess or in view of the
other participants.
E. "No Soliciting" Signs
The Contractor shall ensure that a "No Soliciting" sign is posted on the door leading to the congregate nutrition
site. No soliciting of any kind is permitted on the premises during the lunch hours for services or goods
promoted by businesses.
F. Coordination
1. If applicable, develop a fair and equitable policy and procedure for referring elderiy participants to the
appropriate transportation provider for securing public transportation to and from nutrition sites and
have the policy fully in place.
2. Include the following statement on all advertising, brochures, posters, etc., "Funding for this service
has been provided by the San Bemardino County Department of Aging and Adult Services
through a grant award from the California Department of Aging."
3. Coordinate service with other county departments and local agencies by providing time for
presentations or special activities that promote a Community Based System of Care for the elderly
participants attending their sites. All such activities must be documented and kept on file for review by
DAAS.
G. Reporting
1. Report all fiscal and meal counts monthly. The reports are due the 5fu working day of every month.
DAAS will provide training as needed.
2. The provider shall maintain support files including, but not limited to, invoices, payroll, and other
supporting documents to substantiate the monthly report.
3. Report all known or suspected cases of elder abuse to DAAS Adult Protective Services or law
enforcement immediately, or as soon as possible, by telephone, and send a written report within two (2)
working days. Abuse of an elder or dependent adult means physical abuse, neglect, intimidation, cruel
punishment, fiduciary abuse, abandonment, isolation or other treatment with resulting physical harm or
pain or mental suffering or the deprivation by a care custodian of goods or services which are
necessary to avoid physical harm or mental suffering.
4. Maintain records, by month, that support claimed in-kind expenditures.
5. Report expenditures funded with Deferred Income by September 30, 2008.
6. Develop and have on hand for review by DAAS, a cost allocation plan which explains the methods used
to allocate costs between Congregate and Home Delivered Meals or any other program funded by
DAAS, such as Home Repairs.
In the event additional funds become available, the Contractor will use the funds to increase the
number of meals being provided to elderly participants by either increasing the number of individuals
attending its present sites, or by opening new sites in communities not already served by the
Page 14 of 15
. ..
Contractor. Exceptions to this requirement must be fully documented in writing and submitted to the
department for prior approval.
7. Other Reporting Requirements:
a. Computerized Client Tracking System:
1) The following reports are to be completed and submitted to DAAS by the 5th working
day of the month following the month of service if the Contractor is serving less than
500 clients per month:
. DAAS NAPIS Client Intake Sheets
. Meal Rosters
2) Contractors that are serving more than 500 clients shall be responsible for entering the
data into an Internet based client tracking system. The Contractor shall secure the
appropriate licensing, have a dedicated staff responsible for maintaining the client
tracking software, obtain and maintain an Intemet service provider and the appropriate
hardware that can support the program.
3) The Contractor shall update the Intemet based Client Tracking system on a monthly
basis. DAAS will monitor to ensure that the information is maintained and current.
4) DAAS shall provide training and technical support and assistance.
b. Nutrition Monthly Service Unit Report
The Nutrition Monthiy Service Unit Report is a tool that is used to report the number of actual
meals served and the number of seniors served per site. This report is to be completed and
submitted to DAAS by the 5fu working day of the month.
H. Disposal of Equipment
1. If the Contractor has equipment that was purchased with Nutrition grant funding and wishes to discard it, a
letter should be submitted to DAAS stating the equipment type, the serial number, the location of the
equipment and the reason for disposal.
2. Contractor shall submij a list of equipment purchased with grant funding by location.
Page 15 of 15
Date:
8/13/2008
CITY OF SAN BERNARDlIVO
BUDGET LlIVE ITEMS FOR NUTRITION SERVICES
Fiscal Year 2008 - 2009
CONGREGA TE SITES C 1
w
HOME DELIVERED MEALS C 2
D
a I b c=a+b
Cost to Provider for the year
EXI enditure Category: Cash in-Kind Annual Expense
1 Personnel 153,002 153,002
2 Staff Travel 250 250
3 Staff Training 1,000 1,000
4 EQuipment 1,201 7,000 8,201
5 Consultants 8,826 8,826
6 Food Cost 103,754 103,754
7 Consumable SUDolies 11,889 11,889
8 Insurance 0
9 Repair & Maintenance 8,000 8,000
10 RentlBuildinQ Space 0
11 Utilities 28,000 28,000
12 Vehicle Ooerations 8,591 8,591
13 Volunteer Expenses 0
14 Other Expenses 2,542 2,542
15 Nutrition Education 0
Total Expenditures 299,055 35,000 334,055
coun Contract Revenue Sources:
TitlelllC 195,706 195,706
NSIP 30,955 30,955
One Time ani 0
CDBG - DAAS 0
CDBG - ECD 0
Count Fundin 24,487 24,487
Nutrition Education 659 659
Total County Contract Revenue Sources 251,807 251,807
Other Revenue Sources:
Pro ram Income 46,047 46,047
Deferred Income 0
Matchin Cash 0
Matchin In-Kind 35,000 35,000
Non-Match Cash 0
Non-Match In-Kind 0
Total Other Revenue Sources 81,047 81,047
332,854 332,854