HomeMy WebLinkAbout13-Parks and Recreation ORIGINAL
CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION
From: Kevin Hawkins, Director Subject: Resolution of the Mayor and
Common Council of the City of San
Dept: Parks, Recreation and Bernardino authorizing the City Manager to
Community Services Dept. execute a contract with the County of San
Bernardino Department of Aging and Adult
Date: May 5, 2011 Services (DAAS), accepting the proposal
amount of$233,483 for the period of July 1,
2011 through June 30, 2012 for the Senior
Nutrition Program.
M/CC Meeting Date: May 16, 2011
Synopsis of Previous Council Action:
May 17, 2010-Resolution No. 2010-109
January 19, 2010 - Resolution No. 2010-5
June 1, 2009—Resolution No. 2009-136
Recommended Motion:
Adopt Resolution
r
8ijnature
Contact person: Robert Lennox Phone: 384-5031
Supporting data attached: staff report,grant contract Ward: All
FUNDING REQUIREMENTS: Amount: $233,483 grant funds
$68,229 city in-kind
Source: (Acct. No.) 123-513-xxxx
(Acct Description) Grants
Finance:
Council Notes:
Agenda Item No. �3
�� Pies
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
City Manager to execute a contract with the County of San Bernardino Department of Aging and
Adult Services (DAAS), accepting the proposal amount of $233,483 for the period of July 1,
2011 through June 30, 2012 for the Senior Nutrition Program.
Background:
The Financial Accounting System (FAS) Standard Contract for Senior Nutrition Services is an
agreement between the City and the County of San Bernardino DAAS to provide senior nutrition
services for the County of San Bernardino for the period of July 1, 2011 through June 30, 2012.
During FY 2009-10, the Senior Nutrition Program served over 47,000 meals for a daily average
of 239 meals at six nutrition sites: 5th Street Senior Center, Perris Hill Senior Center,New Hope
Family Life Center, Hernandez Community Center, Lytle Creek Community Center, and
Highland Senior Center.
The current grant began in FY 2009-10 covering three years of contract services. This contract
amendment for Senior Nutrition Services covers one year of service for Fiscal Year 2011-12.
Attached is the FAS Standard Contract, with contract number to be assigned by the County once
executed by the City.
The County has increased the FY 2011-12 contract amount to $233,483 with the program
expecting to serve 42,221 congregate meals at all six meal sites (cumulatively). This increase is
due in part to higher than anticipated meal service in FY 2010-11.
Financial Impact:
The amount of grant funding awarded for FY 2011-12 is $233,483. The City's in-kind
contribution is budgeted at $68,229 for FY 2011-12, which is inclusive of the 11.11% minimum
in-kind matching contribution requirement for FY 2011-12; per contract terms. This is met
through a percentage of personnel, building, and utility costs, which are funded in the Parks,
Recreation and Community Services operating budget (001-380-5193-2014-0075). The
program's goals include collecting $40,000 in, "Program Income," or meal recipient donations,
and another $10,000 in, "Matching Cash," or sponsorships from outside organizations to support
meal service.
Recommendation:
Adopt Resolution
1
2 RESOLUTION NO.
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL
4 OF THE CITY OF SAN BERNARDINO AUTHORIZING THE CITY
5 MANAGER TO EXECUTE A CONTRACT WITH THE COUNTY
OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT
6 SERVICES (DAAS), ACCEPTING THE PROPOSAL AMOUNT OF
7 $233,483FOR THE PERIOD OF JULY 19 2011 THROUGH JUNE 309
2012 FOR THE SENIOR NUTRITION PROGRAM.
8
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF
9 THE CITY OF SAN BERNARDINO AS FOLLOWS:
10 SECTION 1. That the City Manager is hereby authorized to execute a FAS
11
Standard Contract with the County of San Bernardino, for a grant in the amount of
12
13 $233,483 for a one-year period - July 1, 2011 through June 30, 2012, a copy of which is
14 attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as
15 though set forth at length; and
16 SECTION 2. That the authorization granted hereunder shall expire and be void
17 and of no further effect if the FAS Standard Contract is not executed by both parties and
18
returned to the Office of the City Clerk within one hundred and twenty days (120) days
19
20 following effective date of the Resolution.
21
22
23
24
25
26
27 1
28
RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AUTHORIZING THE CITY MANAGER TO
4 EXECUTE A CONTRACT WITH THE COUNTY OF SAN BERNARDINO
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), ACCEPTING
5 THE PROPOSAL AMOUNT OF $233,483 FOR THE PERIOD OF JULY 1, 2011
THROUGH JUNE 30,2012 FOR THE SENIOR NUTRITION PROGRAM.
6
7 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
8 Mayor and Common Council of the City of San Bernardino at a meeting
9 thereof, held on the day of , 2011, by the following vote,to wit:
10 Council Members: AYES NAYS ABSTAIN ABSENT
11 MARQUEZ
12
VACANT
13
14 BRINKER
15 SHORETT
16 KELLEY
17 JOHNSON
18 MC CAMMACK
19
20
City Clerk
21
22 The foregoing resolution is hereby approved this day of 52011.
23 Patrick J. Morris, Mayor
24 City of San Bernardino
Approv d as to Form:
25
By:
26 ames F. Penman, City Attorney
27
28
EXHIBIT A
FOR COUNTY USE ONLY
New Vendor Code Dept. Contract Number
EOUNlyD'N Change Cancel c
CITYOFS772 S OOA A 10-318 A-2
County Department Dept. Orgn. Contractor's License No.
Aging and Adult Services OOA
County Department Contract Representative Telephone Total Contract Amount
County of San Bernardino Wendy Everett (909)387-2917 $492,945
F A S Contract Type
Revenue M Encumbered 171 Unencumbered F1 Other:
STANDARD CONTRACT If not encumbered or revenue contract type,provid e reason:
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount
95200 July 1,2011 June 30,2012 $176,960 $233,483
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount
AAF OOA 210 200 2445 $204,900
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA 235 200 2445 $28,018
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA 280 200 2445 $565
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Services FY Amount I/D FY Amount I/D
Program 11/12 $233,483 1
-HIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, hereinafter called
the County, and
Name
City of San Bernardino hereinafter called Contractor
Address
300 North D Street
San Bernardino, CA 92418
Telephone Federal ID No.or Social Security No.
(909) 384-5231 95-6000772
IT IS HEREBY AGREED AS FOLLOWS:
AMENDMENT NO. 2
It is hereby agreed to amend Contract No. 10-318 as follows:
V. FISCAL PROVISIONS
Paragraph A is amended to read as follows:
A. The maximum amount of funds available for payment under this Contract shall not exceed $492,945 of
which $399,285 may be federally funded, and shall be subject to availability of funds to the County.
The consideration to be paid to Contractor shall be in full payment for all Contractor's services and
expenses incurred in the performance hereof, including travel and per diem.
,uditor/Controller-Recorder Use Only
0 Contract Database 0 FAS
Input Date Keyed By
Page 1 of 3
EXHIBIT A
iragraph B is amended to read as follows:
B. Contractor shall be compensated on a fee-for-service basis based on the following rate, as specified in
Scope of Work (Attachment A):
Fiscal Year 2011/12 Congregate Site: $5.53 per meal, up to 42,221 meals
Paragraph M, item 1 is amended to read as follows:
M. Matching contributions
1. The Contractor shall provide in-kind matching contributions of a minimum of$25,940, which
is the Title III portion of the Contract multiplied by 11.11%.
VIII. TERM
This Contract is effective as of July 1, 2010, and is extended from its original expiration of June 30, 2011, to
expire on June 30, 2012, but may be terminated earlier in accordance with provisions of Section IX of the
Contract.
IX. EARLY TERMINATION
Paragraph A is amended to read as follows:
A. The County may terminate the Contract immediately in the event that funds are not available to the
County pursuant to Section V, Paragraph A of this contract and/or under the provisions of Section
VII, Paragraph B, Item 5 of the Contract. In addition, the Contract may be terminated without
cause by the County by serving a written notice to the Contractor thirty (30) days in advance of
termination. The Director of DAAS is authorized to exercise the County's rights with respect to any
termination of this Contract.
ATTACHMENT A—SCOPE OF WORK: Fiscal Year 2011-12 is added to this Contract.
ATTACHMENT B— BUDGET— Fiscal Year 2011-12 is added to this Contract.
,editor/Controller-Recorder Use Only
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Page 2 of 3
EXHIBIT A
I other terms and conditions remain in full force and effect.
COUNTY OF SAN BERNARDINO City of San Bernardino
► By ►
Josie Gonzales, Chair, Board of Supervisors (Authorized signature-sign in blue ink)
Dated: Name
(Print or type name of person signing contract)
GNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE Title
CHAIRMAN OF THE BOARD (Print or Type)
Laura H.Welch Dated:
Clerk of the Board of Supervisors
of the County of San Bernardino
By Address 300 North D Street
Deputy
San Bernardino, CA 92418
Approved as to Legal Form Reviewed by Contract Compliance Presented to BOS for Signature
► ► Do-
Jacqueline Carey-Wilson,County Counsel Lory Klopfer,Contracts Manager Colleen Krygier,Director
Date Date Date
- - Auditor/Controller-Recorder Use Only
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Input Date Keyed By
Page 3 of 3
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
This Scope of Work contains the measurable objectives mandated by the Department of Aging and Adult
Services (DAAS) and the California Department of Aging (CDA) required of the Elderly Nutrition Program
(ENP) Provider. The Scope of Work specifies and establishes monthly, quarterly, and annual time frames
and constitutes the primary document for on-going monitoring and annual Program and Fiscal monitoring.
It will be used to measure the Provider's efforts towards providing quality nutrition services.
Contractor: City of San Bernardino
Service Area: San Bernardino and Surroundinq Areas
I. Program Description:
A. Purpose — The purpose of the ENP 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.
B. Definition — Nutrition Services means the procurement, preparation, transport, and service of
meals, nutrition education, nutrition screening, and nutrition counseling, to eligible individuals at
congregate sites or in their homes.
C. Goals — to maintain or improve the physical, psychological, and social well being of older
individuals, by providing or securing appropriate nutrition services.
D. Objectives:
1. Give preference to older individuals in greatest economic or social need with particular
,. attention to low-income minority individuals.
2. Serve meals that provide one-third (1/3) of the Recommended Dietary Allowances (RDA's)
and are safe and of good quality.
3. Promote and maintain high food safety and sanitation standards.
4. Promote good health behaviors through nutrition education and nutrition screening of
participants.
5. Promote or maintain coordination with other nutrition-related supportive services for older
individuals.
E. Target Population—The ENP Provider shall target individuals who are sixty (60) years of age or
older, minorities, low income and living in rural areas of the County of San Bernardino.
II. Eligibility for Nutrition Services:
A. Congregate Meals—Individuals eligible to receive a meal at a congregate nutrition site are:
1. Any older individual.
2. The spouse of any older individual.
3. A person with a disability, under age sixty (60) who resides in housing facilities occupied
primarily by older individuals at which congregate nutrition services are provided.
4. A disabled individual who resides at home with and accompanies an older individual who
participates in the program.
B. Volunteer Meals:
1. A volunteer under age sixty (60) may be offered a meal if doing so will not deprive an older
individual of a meal.
C. Home-Delivered Meals—Individuals eligible to receive a home-delivered meal are:
1. Any older individual who is frail, as defined below, and homebound by reason of illness,
disability, or isolation:
a) "Frail" means that an older individual is determined to be functionally impaired because
the individual either:
(1) Is unable to perform at least two (2) activities of daily living, including bathing,
toileting, dressing, feeding, breathing, transferring and mobility and associated
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
tasks, without substantial human assistance, including verbal reminding, physical
cueing or supervision.
(2) Due to a cognitive or other mental impairment, requires substantial supervision
because the older individual behaves in a manner that posses a serious health or
safety hazard to the individual or to others.
2. A spouse of a person in sub-section (C)(1) above, regardless of age or condition, if an
assessment concludes that it is in the best interest of the homebound older individual.
3. 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.
4. Priority shall be given to older individuals in sub-section (C)(1) above.
III. Requirements for Nutrition Services:
A. Congregate Meals:
1. Each Congregate Meal Provider shall:
a) Include procedures for obtain the views of participants about the services received.
b) Not preclude the service of a meal to a participant who has failed to make a
reservation when food is available.
c) Ensure each Congregate Meal participant completes sections I and IV of the Client
Intake Sheet (provided by DAAS) on the first day of service and annually thereafter.
d) Maintain appropriate documentation on each client. Documentation shall be kept on
file to be monitored by DAAS.
2. Each Congregate Meal site shall meet all of the following:
a) Have a paid staff or volunteer designated to be responsible for the day-to-day
activities at each site, and physically be on-site during the time that ENP activities are
taking place.
b) Have restrooms, lighting, and ventilation, which meet the requirements of CURFFL.
c) Have equipment, including tables and chairs that are sturdy and appropriate for older
individuals. Tables shall be arranged to assure ease of access and encourage
socialization.
B. Home-Delivered Meals:
1. Develop and implement criteria to assess the level of need for home-delivered nutrition
services of each eligible participant.
a) An initial determination of eligibility may be accomplished by telephone. This initial
contact with the participant shall include completion of sections I, II, III, and IV of the
Client Intake Sheet (provided by DAAS).
b) A written assessment shall be done in the home within two (2) weeks of beginning
meal service, and shall include an assessment of the type of meal appropriate for the
participant in their living environment.
c) An older individual eligible for receiving home-delivered meals shall be assessed for
need of nutrition-related supportive services, and referred as necessary.
d) Re-assessment of need shall be determined quarterly. Such re-assessment shall be
done in the home of the participant at least every other quarter. Each quarter's re-
assessment shall include completion of sections I, II, III, and IV of the Client Intake
Sheet (provided by DAAS).
2. Provide written instructions, in the language of the majority of the participants, for
handling and re-heating of the meals.
3. Establish a waiting list for home-delivered meals whenever the home-delivered meal
providers are unable to provide meals to all eligible individuals. The decision to place
eligible recipients of a home-delivered meal on a waiting list, and their position on such a
list, shall be based on greatest need and-or in accordance with policy established by the
home-delivered meal provider, in consultation with DAAS.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
4. Provide home-delivered meals in pre-packaged divided trays (hot or frozen meals).
5. Maintain appropriate documentation on each client. Documentation shall be kept on file
to be monitored by DAAS.
IV. Program Outcomes:
A. Total Number of Meals to be Served: 42,221
1. A minimum of 95% of the total number of meals is to be provided. The Director of DAAS
must approve requests to serve less than 95% of the total number of meals to be
provided. All such requests must be in writing.
Program: C-1 (Congregate Meals Program C-2 Home-Delivered Meals
#of Days of Service: 255 #of Days of Service:
Number of Meals: 42,221 Number of Meals:
Sites to be Served: Areas to be Served:
5th Street Senior Center
Perris Hill Senior Center
Hernandez Community Center
Lytle Creek Community Center
New Hope Family Life Center
Highland Senior Center
V. Staffing:
A. Manager or Director:
1. The ENP provider shall have a manager on staff who shall conduct the day-to-day
management and administrative functions of the ENP, and either have (1), (2), or(3):
a) Possess an associate degree in institutional food service management, or a closely
related field, such as, but not limited to, restaurant management, plus two (2) years
experience as a food service supervisor, or,
b) Demonstrate experience in food service, such as, but 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 quarterly
monitoring by a registered dietitian, or,
c) Two years experience managing food services. Such experience shall be verified and
approved by a registered dietitian prior to hire.
2. The ENP Provider shall maintain documentation on file of the qualifications of the Program
Manager or staff.
3. If the Provider has more than one site, the Manager/Director shall monitor the sites on a bi-
monthly basis. The bi-monthly visit shall be for the purpose of monitoring the food service
practices of the employees and the implementation of the program requirements at the site
level. Documentation of each visit shall be maintained on file for DAAS review.
B. Personnel—Paid Staff/Volunteers:
1. There shall be sufficient qualified paid staff or volunteer staff with the appropriate education
and experience to carry out the requirements of the ENP. The total number of staff should
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-cultural 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 staff shall
be maintained.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
4. Contractor shall complete a written work performance evaluation on all paid and volunteer
staff at least annually.
5. All staff, paid and volunteer, that will be handling food must be in possession of a current
Food Handlers Card.
6. Volunteers shall be recruited and used in any phase of the program operation where
qualified.
7. Volunteers shall be screened and selected through a formal process that assesses their
capabilities.
8. Volunteers shall receive the same training as paid staff.
9. 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.
10. The ENP Provider 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.
C. Registered Dietitian:
1. Each ENP Provider shall establish and administer nutrition services with the advice of a
Registered Dietitian in accordance with Section 339 of the OAA, and follow the general
requirements in Title 22, Division 1.8, Section 7500.
2. The Registered Dietitian will provide the following activities 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 cycle menus.
d) Provide input, review, and approve the Nutrition Education Plan prior to presentation.
e) Provide technical support and assistance as needed.
VI. Staff Training Activities:
A. A yearly written Staff Training Plan shall be developed, implemented, and maintained on file by
the ENP Provider, as required in Title 22, Division 1.8, Section 7636.7(c).
B. The Provider's Registered Dietitian shall review and approve the content of the Plan prior to
presentation.
C. The Staff Training Plan must identify who is to be trained, who will conduct the training, content
of the training, and when it is scheduled.
D. A copy of the Staff Training Plan that has been approved by the Provider's Registered Dietitian
must be submitted to DAAS by September 1s' of the FY it is being provided in. The DAAS
Registered Dietitian will review and approve the Staff Training Plan and return it to the Provider.
The DAAS approved Staff Training Plan must be kept on file.
E. A minimum of four (4) hours of staff training shall be provided annually for paid and volunteer
food service staff, including congregate and home-delivered meal staff.
F. Training sessions shall be evaluated by those receiving the training.
G. The ENP Provider shall maintain documentation of each training session on file. Documentation
includes, but is not limited to, sign-in sheets, agendas, handouts, and completed evaluations.
H. All staff, paid and volunteer, shall be oriented and trained to perform their assigned
responsibilities and tasks. Training, at a minimum, shall include:
1. Food safety, prevention of food borne illness, and HACCP principles.
2. Accident prevention, instruction on fire safety, first aid, choking, earthquake preparedness,
and other emergency procedures.
3. Elder Abuse Law and reporting procedures.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
VII. Senior Participants:
A. Satisfaction Survey:
1. The ENP Provider shall conduct a Client Satisfaction Survey at least annually. The Survey
instrument must be approved by DAAS prior to its use, and all findings from the Survey must
be used to improve services. The Provider must keep the completed Surveys and the
tabulated results on file. A copy of the tabulated results must be submitted to DAAS by
March 3`d of the FY it is being conducted for.
B. Complaint Procedures:
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 Provider shall have an assessment tool readily accessible for the seniors attending the
congregate site or receiving a home-delivered meal.
C. Nutrition Education Services for Participants:
1. Nutrition Education shall be provided a minimum of four(4) times per year to participants in
congregate and home-delivered meal programs.
a) Nutrition Education for congregate sites is defined as demonstrations, presentation,
lectures or small group discussions, all of which may be augmented with printed
materials.
b) Nutrition Education for home-delivered meal participants may consist solely of printed
material that is in conjunction with a congregate meal Nutrition Education presentation.
2. Nutrition Education shall be based on the particular need of congregate and home-delivered
meal participants. An annual Needs Assessment shall be performed by the ENP Provider to
make this determination.
3. The Nutrition Education Plan and annual Needs Assessment must be submitted to DAAS by
September 15`of the FY it is being provided in.
4. Nutrition Education sessions must be reported monthly to DAAS using the Nutrition
Education Monthly Service Unit Report.
Nutrition Education Units of Service:
Program: C-1 (Congregate Meals Program: C-2 Home-Delivered Meals
#of Units to be Provided: 14,040 #of Units to be Provided:
#of Sites to be Presented at: 6 #of Participants to be Presented to:
VIII. Menu Planning Guidelines/Menu Requirements:
A. A minimum of a 3-month cycle shall be planned and submitted to DAAS.
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.
D. The menu cycle shall be approved by the Provider's Registered Dietitian and upon approval
forwarded to the DAAS Registered Dietitian for certification. Menus shall be submitted to the
DAAS Registered Dietitian forty-five (45) days prior to the menu start date. Allow thirty (30)
days for the menu certification process. Menus will be returned to the Provider at least fifteen
(15) days prior to the menu start date. ENP Providers are required to have menus certified
prior to the menu start 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 upon request.
G. When planning the menus, the California Daily Food Guide and the Dietary Guidelines for
Americans (DGA) are to be considered. Menus shall conform to the following criteria
referenced in the sources:
1. Provide an average of 550-750 calories per meal.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
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:
1. Table one (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 (1) meal
for a woman over seventy (70) years of age whose activity level is sedentary. This
example represents a majority of the older adult population served by the ENP
statewide.
a. The nutrients selected for this Table are based on the target nutrients to:
i. Promote health and prevent disease
ii. Prevent deficiencies
iii. Indicate diet quality
iv. Manage disease
Table 1
Target Nutrients
Nutrient Target Value* Daily Compliance Range
per meal
Calories (Kcal) >550 Kcal >550—700 Kcal
Protein 14 gm 14 gm (in the entree)
Fat(%of total calories) 30% <35%weekly average
> 250 ug 3 out of 5 days/wk or 4
Vitamin A (ug) 250 ug out of 7 days/wk
Vitamin C (mg) 25 mg 25 mg
Vitamin B6(mg) 0.5 mg >0.5 mg
Vitamin B12 (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 **
<1,200 mg (over 1,000 mg place
Sodium (mg) <800 mg an icon on the menu)
Fiber(gm) >7 gm >7 gm
Potassium (gm) ** 1565 mg 1565 mg **
Vitamin D 200 IU 200 IU
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
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
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 B12 needs.
Recommended sodium content was liberalized based on the information from the Mathematical study data
which indicated that, for many participants, the ENP meal provides 40-50 percent of the participants' daily
intake.
7. Component Meal Pattern Requirements:
1. The California 1600-calorie component meal pattern has been developed to reflect
i the new DGA requirements for those programs that are not using computerized
nutrient analysis.
2. The ENP Provider has the discretion to allow occasional flexibility in planning meals
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 pattern, 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.
3. Items that provide the following target nutrients should be identified on the menu
when using a component meal pattern template:
a. Vitamin C — Provide one-third (1/3) of the DRI for vitamin C each meal — 25 mg
(for a 1600-calorie menu).
b. Vitamin A— Provide one-third (1/3) of the DRI for vitamin A at least three (3) times
per week, 250 µg (for a 1600-calorie menu).
c. Sodium — meals that contain over 1,000 mg of sodium must be noted on the menu
as a high sodium meal.
4. Table two (2) descries the elements in the California 1600-calorie meal pattern.
Serving sizes are based on the USDA Food Guide Pyramid. This sample component
meal pattern does not assure that meals meet one-third (1/3) of the DRI's 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, B12, and Zinc, requiring additional
nutrition education for participants on the selection of foods that are good sources of
these nutrients.
a. The meal pattern in Table two (2) below is based on the minimum requirements
for a sedentary female 70 years of age. If the majority of the population served by
a provider falls within another requirement range (i.e. active 60 year old men), the
serving sizes and minimum number of servings required can be adjusted to meet
the service population. ENP Providers 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 per meal calorie level
Lean meat or beans 1 serving 2 ounces = 1 serving
2 ounces per meal
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
Vegetable 1 —2 servings 'h cup = 1 serving
Fruit 1 serving % cup = 1 serving
Bread or Grain 1 —2 servings 1 slice Bread = 1 serving
At least Y2 whole grain Y2 cup of rice or pasta = 1 serving
Low-fat milk or milk alternate 1 serving 1 cup orequivalent measure
Fat Optional
Dessert Optional - limit sweets use Select foods high in fiber and low in
fruit fat and sugar
(1) The number of servings per meal estimates provision of one-third of the DRIs.
(2) Caloric value (1,600 Kcal/day) 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) A minimum of 2.0 ounces of cooked, edible portions of meat, fish, poultry, legumes,
eggs, cheese, (or a combination thereof) providing at least 14 grams of protein.
Programs should consider the preferences of the participants they serve.
b) 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 % cup servings):
a) Vegetables as a primary ingredient in soups, stews, casseroles, or other combination
dishes should total % cup per serving.
b) Raw leafy vegetables (salads) should equal 1-cup if they are to be considered a
serving.
3. Fruit (1 serving):
a) A serving of fruit equals:
(1) 1 medium sized whole fruit
(2) 'h cup fresh, chopped, cooked, frozen, or canned drained fruit
(3) % cup 100%fruit juice
b) 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):
a) 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.):
a) Each meal shall contain eight (8) 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):
a) Each meal may contain fat components to increase the palatability and acceptability
of the meal.
b) When selecting and preparing meat, poultry, dry beans, and milk or milk products,
make choices that are lean, low fat, or fat free.
c) Consume less than 10% of calories from saturated fatty acids and less than 300
mg/day of cholesterol, and keep trans fatty acid consumption as low as possible.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
d) 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):
a) 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.
b) When a dessert contains Y2 cup of fruit per serving, it may be counted as a serving of
fruit.
c) 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).
d) When a dessert contains the equivalent of '/2 cup of milk per serving, it may be
counted as Y2 serving of milk.
8. Condiments and Product Substitutes:
a) 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.
b) 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:
a) 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. California 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:
(1) Using low sodium soy sauce or diluting soy sauce with water to produce low
sodium soy sauce;
(2) Offering soy sauce as a condiment to be added by the senior;
(3) Providing Nutrition Education on sodium;
(4) Continuing to work with the sodium levels of meals, making small steps to
reduce the risk of developing kidney stones, and possibly decrease bone loss
with age;
(5) Not providing potassium chloride salt substitutes;
(6) 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
(7) Using low sodium versions of high sodium foods when available and feasible
with budget allowances.
I. Meal Component/Nutrient Analysis:
1. A meal component/nutrient analysis 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
(1) 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
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
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. ENP Providers should focus on:
(a) Vitamin A
(b) Vitamin C
(c) Protein
(d) Fat
(e) Sodium
(f) Fiber
(2) 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.
(3) 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, 136,
folate, B12, calcium, chromium, copper, iron, magnesium, sodium, and zinc. In
addition to meeting one-third of the DRIs, the menus should also follow the DGA.
IX. 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 that conform to Federal,
State, and local regulatory standards fro quality, sanitation, and safety.
C. To the extent possible, providers are encouraged to participate in group food purchasing.
D. A comparative cost analysis shall be performed either by the ENP Provider or its group
purchasing organization on an on-going basis to obtain the highest quality food for the lowest
price available.
X. 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 for the storage of food and beverages, and cooking, serving, and eating
supplies.
XI. 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 Provider's
Registered Dietitian.
C. Meals shall be served as indicated on the certified menus. In the event that a menu
substitution must occur, the following procedure must be followed:
1. The Provider's Registered Dietitian must approve all menu substitutions.
2. A Menu Substitution Form must be completed and signed by the Provider's Registered
Dietitian.
3. The completed Menu Substitution form shall be kept on file for DAAS review.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
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 the 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 Service/Temperature Monitoring:
1. All food for congregate sites shall be packaged and transported in a manner in which it is
protected from potential contamination and maintains appropriate hot and cold food
temperatures.
2. Meals 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, including 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.
c) The ENP Provider must have written procedures for monitoring food temperature.
d) The ENP Provider must use a form to document food temperatures daily (i.e. Food
Temperature Log).
e) The ENP Provider shall have a staff member review the completed Food
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."
XII. Food Service Requirements:
A. The ENP Provider shall ensure that the following forms are available, completed daily, and
maintained at each nutrition site for a minimum of 12 months:
1. Food Temperature Log —one should be available for congregate meals and one for home
delivered meals if hot foods are delivered to the client.
2. Cleaning Schedule
3. Equipment Temperature Log —for all dish machines, refrigerators, and freezers.
4. Production Schedule—applicable only if food is cooked at the site.
5. The current Environmental Health inspection shall be available at the site for review.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
. '^ Scope of Work
6. Staff and volunteers who are handling food shall possess a current food handlers' card
that shall be available for review.
XIII. Program Requirements:
A. Client Intake Sheets:
1. The ENP Provider will ensure that each participant completes the Client Intake Sheet
form (provided by DAAS) to determine his or her level of nutritional risk. Forms shall be
completed for:
a) Congregate Meal Participants — at the beginning of service and then annually
thereafter for clients who remain on the program.
(1) Sections I and IV are required for congregate meals.
b) Home-Delivered Participants — at the beginning of service and then quarterly
thereafter for clients who remain on the program.
(1) Sections I, II, III, and IV are required for home-delivered meals.
2. ENP Providers who are required to complete their own data entry into the SAMS System
must enter the annual and quarterly Client Intake Sheets into the database in a timely
manner.
3. ENP Providers who are not required to complete their own data entry must send the
Client Intake Sheets to DAAS for data entry into the SAMS System.
B. Outreach/Marketing Activities:
1. ENP Providers are required to 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 monitoring visit conducted by DAAS.
2. ENP Providers shall develop and have handouts, brochures, and/or signs available 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. ENP Providers 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.
4. Where feasible and appropriate, ENP Providers shall make arrangements for the
availability of meals to participants during a major disaster, as defined in 42 U.S.C.,
Chapter 68, Section 5122 (2). Such arrangements shall be included in the
Emergency/Disaster Plan.
D. Donations and Confidentiality:
1. An Eligible individual who receives a meal shall be given the opportunity to contribute to
the cost of the meal
2. The ENP Provider shall develop a suggested contribution/donation amount. When
developing this contribution/donation amount, the income ranges of the older individuals
in the community and the Provider's other sources of income shall be considered.
3. 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. A guest fee
shall cover all meal costs.
4. No eligible individual shall be denied participation because of failure or inability to
contribute.
5. The Provider shall ensure that the amount of the eligible participant's contribution is kept
confidential.
6. The ENP Provider shall establish written procedures to protect contributions and fees
from loss, mishandling, and theft (i.e. Contribution/Donation Procedures). Such
Procedures shall be kept on file for DAAS review.
EXHIBIT A
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
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.
E. "No Soliciting" Sign:
1. The ENP Provider 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 participants
to the appropriate transportation provider for securing public transportation to and from
nutrition sites and have the policy available for review by DAAS.
2. Include the following statement on all advertising, brochures, poster, etc., "Funding for
this service has been provided by the San Bernardino 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 participants attending nutrition sites.
G. Reporting:
1. All fiscal and program data must be reported monthly (i.e. Request for Reimbursement,
Rosters, Monthly Service Unit Report, etc.). All reports are due to DAAS by the 5th
business day of the month following the month of service. DAAS will provide training as
needed.
2. The Provider shall maintain support files including, but not limited to, invoices, payroll,
No ° Client Intake Sheets, and any other supporting documents to substantiate monthly
reports.
3. ENP Providers are required to report all known or suspected cases of elder abuse to
DAAS Adult Protective Service or law enforcement immediately by telephone. A written
report must be sent 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 resulting in 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 30th of the FY in which it
is being claimed.
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.
7. In the event additional funds become available, the Provider will use the funds to increase
the number of meals being provided to participants by either increasing the number of
individuals attending its present sites, or by opening new sites in communities not already
served by the Provider. Exceptions to this requirement must be fully documented in
writing and submitted to the Director of DAAS for prior approval.
8. Other Reporting Requirements:
a) SAMS (Social Assistance Management System):
(1) The following reports are to be completed and submitted to DAAS by the 5th
business day of the month following the month of service if the Provider is serving
less than 500 clients per month:
(a) Client Intake Sheets for any new clients or any annual or quarterly
assessments completed in the month.
(b) Meal Rosters
EXHIBIT A
' ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
(2) Providers that are serving more than 500 clients shall secure the appropriate
licensing, have a dedicated staff responsible for maintaining the client tracking
software, obtain and maintain an Internet Service Provider and the appropriate
hardware that can support the program. These Providers shall be responsible for
entering the following data into SAMS by the 5th business day of the month
following the month of service:
(a) Client Intake Sheets for any new clients or any annual or quarterly
assessments completed in the month.
(b) Rosters
(c) Routes (if applicable)
b) Nutrition Education Monthly Service Unit Report
(1) The Nutrition Education Monthly Service Unit Report is a tool that is used to report
the number of Nutrition Education service units that have been provided to
participants. This report is to be completed and submitted to DAAS by the 5th
business day of the month following the month of service. Copies of any
handouts presented to the participants as a component of the Nutrition Education
shall be attached to the Nutrition Education Monthly Service Unit Report.
H. Disposal of Equipment:
1. If the Provider wishes to dispose of equipment purchased with Nutrition grant funding,
they must submit a request, in writing, to DAAS. The request shall state the equipment
description, the location of the equipment, and the reason for disposal.
2. Provider shall submit a list of equipment purchased with grant funding by location.
EXHIBIT A
ATTACHMENT B
CITY OF SAN BERNARDINO
BUDGET LINE ITEMS FOR NUTRITION SERVICES
Fiscal Year 2011/2012
CONGREGATE SITES C-1 F x I 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 15,500 15,500
5 Catered Food
6 Raw Food 114,343 10,000 124,343
7 Other Expenses:
a. Consumable Supplies 11,280 11,280
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 2,088 2,088
L9.8.
Indirect Cost
Nutrition Education 565 565
Total Expenditures(add lines 1-9) 283,483 68,229 351,712
` County Contract Revenue Sources:
Title IIIC 204,900 204,900
NSIP 28,018 28,018
One Time Only
CDBG-DAAS
CDBG-ECD
County Funding
Nutrition Education 565 565
Total County Contract Revenue Sources 233,483 233,483
Other Revenue Sources:
Program Income 40,000 40,000
Deferred Income
Matching Cash
Matching In-Kind 68,229 68,229
Non-Match Cash 10,000 10,000
Non-Match In-Kind 9
Total Other Revenue Sources 118,229 118,229
Total Revenue 351,712 351,712
Section 11: Prepare this section based on estimated number of meals that will be served
multiplied by meal cost per unit.
O E f=d*e
Estimated annual number of meals Proposed meal cost per unit Annual Budget
42,221 $5.53 $233,483