HomeMy WebLinkAbout10-Parks & Recreation CITY OF SAN BERNARDINO - REQUEST FOR COUNW1f I IA L
From:Kevin Hawkins, Director Subject: RESOLUTION AUTHORIZING THE ISSUANCE
OF ANNUAL PURCHASE ORDERS NOT TO
EXCEED $73,082 IN THE AGGREGATE TO
Dept: Parks, Recreation& Community SYSCO FOODS, MERIT DAY AND ROSS SWISS
Services Dept. FOR THE SENIOR NUTRITION PROGRAM
FOR FY 2010/11 THROUGH FY 2012/13.
Date: September 13, 2010
M/CC Meeting Date: October 4, 2010
Synopsis of Previous Council Action:
May 17, 2010 - Council adopted Resolution No 2010-109 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 2010/11.
Recommended motion:
Adopt Resolution.
prAirmommai
Signs ure
Contact person: Robert Lennox Phone: 384-5031
Supporting data attached: Staff Report Ward: All
FUNDING REQUIREMENTS: Amount: $73,082
Source: (Acct. No.) 123-513-5114-0000-0075
(Acct. Description) Senior Nutrition Food Grant
Finance:
Council Notes: esd cO/O 33L
Agenda Item No. I L)
- -2 0 1 0
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$73,082 in the aggregate to purchase food from Sysco Foods,Merit
Day and Ross Swiss for the Senior Nutrition Program for FY 2010-11 through FY 2012-13.
Background:,
The Senior Nutrition Contract is an agreement between the City and the County of San Bernardino to
provide nutrition services for seniors of the City and immediate surrounding area. During FY 2009-10,
the overall participation in the Senior Nutrition Program totaled 49,370 seniors, which constitutes an
increase of 1,900 participants over the previous year. Currently,this program provides an early dinner at
the 5th Street Center and lunches at six meal sites: 5th Street Senior Center,Penis Hill Senior Center,New
Hope Family Life Center, Hernandez Community Center, Lytle Creek Community Center and Highland
Senior Center. The City currently contracts with Sysco Foods, Merit Day and Ross Swiss to provide
these meals.
The Senior Nutrition grant is awarded in a contract cycle that covers an annual agreement plus two single
year renewal options for a total of three fiscal years. The grant amount awarded by the County to the
City in FY 2010-11 is $176,960; the amount awarded for subsequent years will depend upon the demand
for meal service as identified in reports from the previous funding cycle. The portion of the grant amount
dedicated to food and consumable supplies for this fiscal year will be $73,082. In conformance with the
provisions of the grant, the proposed action is to award annual purchase orders to Sysco Foods, Merit
Day and Ross Swiss to provide these meals in an aggregate amount of$73,082 for the term of one year
beginning on July 1, 2010. As the budgeted costs for these food items are likely to fluctuate during the
next two fiscal years, the one year purchase order with the option of two single year extensions, to be
exercised at the discretion of the City and subject to the funding budgeted in those fiscal years, was
determined to be the most appropriate approach. The approval of the recommended action will allow the
Senior Nutrition Program to continue the delivery of nutrition services to the City's senior population.
Financial Impact:
Funding for these purchase orders, which is budgeted in the Recreation and Community Services
Department's Senior Nutrition Grant account for consumables (account no. 123-513-5114-0000-075), is
made possible by a grant from the County of San Bernardino Department of Adult and Aging Services.
There is no impact on the General Fund(see Exhibit 1).
Account: 123-513-5114-0000-075 Budgeted Amount: $73,082
Balance as of 10-4-2010: $73,082 Balance after approval of this item: L0
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred but not yet processed.
Recommendation:
Adopt Resolution. \C
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND
I SUANC E OF ANNUAL A PURCHASE
3 OF SAN BERNARDINO AUTHORIZING TH
ORDERS IN AN AMOUNT NOT TO $73,082 IN THE
FOR THE SENIOR AGGREGATE
NUTRITION
4 SYSCO FOODS, MERIT DAY AND ROSS SWISS
PROGRAM FOR FY 2010-11 THROUGH FY 2012-13.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8 WHEREAS, the City has received $176,960 in grant funds from the County of San
9 Bernardino, Department of Adult and Aging Services for grant cycle 2010-2011, and;
10 WHEREAS, Sysco Foods, Merit Day and Ross Swiss provide food services to the San
Bernardino Senior Nutrition Program through a fiscal year contract with the County of San
11
Bernardino Department of Aging and Adult Services.
12 SECTION 1. That the Director of Finance is hereby authorized to issue annual
13 purchase orders to Sysco Foods, Merit Day, and Ross Swiss for food services in an aggregate
14 amount not to exceed $73,082 for FY 2010-11, plus two (2) single year renewal options. The
15 exercising of renewal options will be at the City's discretion and subject to funding budgeted in
16 Fiscal Years 2011-12 and 2012-13.
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28 ` CI) _ '-1- �
1 RESOLUTION NO.
2
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
3 OF SAN BERNARDINO AUTHORIZING THE ISSUANCE OF ANNUAL PURCHASE
4 ORDERS IN AN AMOUNT YOT D EXCEED
FOR THE SENIORNUTRITION
SYSCO FOODS, MERIT D A
5 PROGRAM FOR FY 2010-11 THROUGH FY 2012-13.
6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
7 Common Council of the City of San Bernardino at a meeting thereof, held on the
8
day of , 2010,by the following vote,to wit:
9
Council Members: AYES NAYS ABSTAIN ABSENT
10
11 MARQUEZ
12 DESJARDINS
13 BRINKER
14 SHORETT
15
KELLEY
16
17 JOHNSON
18 McCAMMACK
19
20 Rachel Clark, City Clerk
21 , 2010.
The foregoing resolution is hereby approved this day of
22
23
Patrick J. Morris, Mayor
City of San Bernardino
25 Approved as to Form:
26
27 4 A. _ _. _ ---
James F 'enman, City Attorney
28
EXHIBIT I
FOR COUNTY USE ONLY
)1.9.1 X New Vendor Code Dept. Contract Number
COY N o .
Change c
9e CITYOFS772 SC OOA
Cancel ����'�
County Department Dept. Orgn. Contractor's License No.
Department of Aging and Adult Services
County Department Contract Representative Telephone Total Contract Amount
County of San Bernardino Jeri Quick 388-0255 $176,960
F A S Contract Type
❑ Revenue IX1 Encumbered ❑ Unencumbered ❑ Other:
STANDARD CONTRACT If not encumbered or revenue contract type,provide reason:
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount
95200 July 1, 2010 June 30, 2011 $176,960
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA 210 200 2445 $157,668
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
ME OOA 235 200 2445 $18,507
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA 280 200 2445 , $785
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Services FY Amount I/D FY Amount I/D
Program 10-11 $176,960 I
CONTRACT is entered into in the State of California by and between the County of San Bernardino,
DCpartment of Aging and Adult Services, hereinafter called the County, and
Name
City of San Bernardino hereinafter called Contractor
Address
300 North D Street
San Bernardino, CA 92418
Phone Birth Date
(909) 384-5231
Federal ID No.or Social Security No.
95-6000772
IT IS HEREBY AGREED AS FOLLOWS:
WHEREAS the County desires to provide nutrition programs for the elderly; and
WHEREAS, the Older Americans Act of 1965 provides assistance to State and local agencies to develop nutrition
programs for the elderly; and
WHEREAS, the County has been allocated Older Americans Act funds by the California Department of Aging for the
purpose of administering nutrition programs for the elderly; and
WHEREAS, County finds Contractor qualified to provide nutrition programs for the elderly; and
WI- REAS, County desires that such services be provided by Contractor and Contractor agrees to perform these
s ;s according to the specific terms and conditions provided by the Contract.
NOW THEREFORE, in consideration of the mutual promises contained herein, County and Contractor mutually
agree to the following terms and conditions:
Auditor/Controller-Recorder Use Only
0 Contract Database 0 FAS
i......�n,�.. I
I �r...�.�o..
EXHIBIT 1
•
INCLUSION
A. This Contract, consisting of twenty-five (25) pages and Attachments A through L, is the full and
complete document describing services to be rendered by Contractor to County including all
covenants, conditions and benefits.
B. The signatures of the Parties affixed to this Contract affirm that they are duly authorized to commit
and bind their respective institutions to the terms and conditions set forth in this document.
C. IN WITNESS WHEREOF, the Board of Supervisors of the County of San Bernardino has caused
this Contract to be subscribed to by the Clerk thereof, and Contractor has caused this Contract to
be subscribed in its behalf by its duly authorized officers, the day, month and year written.
,e,to
James F. Penman,
t<ii 3 Attorney
It, ,may,
. . .
;OUN SAN BE A ' • I City of San Bernardino
si (Print or type nam 7 corporate n,companii,contractor,etc.)
By iii / .t
3ary Ovitt, Ch an, Board:of Supervisors (Au armed signature-si n in to ink)
5 2010 Name dell CeserfC�,✓'PS Ate bee,4
•)ated .• • .••• F S U P1 ••• (Print or type name of person signing contract)
;IGNED 7.-,•• ..�" " • COPY OF THIS C �� ,/,�•4.,-:-.D TO THE Title r ��'lo-Ka- _fee,/
;HAIR, • r� %i'{I�" a v' . (Print or Type
A, .u', t n ( - h
t �<4�'- a :oar of Supervisors Dated _5-- 7/Q
•• /, •!r�• ._yR•u yy _=n Bernardino,
Iy ,• /Aigi�. , - Address 300 North D Street
-RDINO San Bernardino, CA 92418
•.•
as to Legal Form Revi e by Cron ran Co hence Presented to BOS for Signature
■ CO ih-"Thcbi M
r uel e arey-Wil •n,Deputy County Coun el Lory Klopfdr, S Coat acts Uni : Collen Krygier,Dir
at' i I V Date 5-)// b ,/tJ Date &/0 'IC)
EXHIBIT 1
ATTACHMENT K
NAME OF CONTRACTOR
BUDGET LINE ITEMS FOR NUTRITION SERVICES
Fiscal Year 2010/2011
CONGREGATE SITES C-1 x HOME DELIVERED MEALS C-2
Section I: Prepare this section based on annual estimated cost to serve the meals.
a I b C=a+b
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel 132,207 36,300 168,507
2 Staff Travel &Training
3 Equipment
4 Consultants 9,918 9,918
5 Catered Food
6 Raw Food 65,802 10,000 75,802
7 Other Expenses:
a. Consumable Supplies 7,280 7,280
b. Insurance
c. Repair&Maintenance 4,500 4,500
d. Rent/Building Space
e. Utilities 21,929 21,929
f. Vehicle Operations 3,000 3,000
g. Miscellaneous 1,488 1,488
8. Indirect Cost
9. Nutrition Education 785 785
Total Expenditures(add lines 1-9) 224,980 68,229 293,209
County Contract Revenue Sources:
Title IIIC 153,940 153,940
NSIP 22,235 22,235
One Time Only
CDBG-DAAS
CDBG-ECD
County Funding
Nutrition Education 785 785
Total County Contract Revenue Sources 176,960 176,960
Other Revenue Sources:
Program Income 40,000 40,000
Deferred Income .
Matching Cash _ _
Matching In-Kind 68,229 68,229
Non-Match Cash 8,020 8,020
Non-Match In-Kind
Total Other Revenue Sources 116,249 116,249
Total Revenue 293,209 293,209
Section II: Prepare this section based on estimated number of meals that will be served
multiplied by meal cost per unit.
D E f=d•e
Estimated annual number of meals Proposed meal cost per unit Annual Budget