HomeMy WebLinkAbout25-parks and Recreation
OR. If'ifd/.\, l
' C Ii \i -\ '"
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Kevin Hawkins, Director
Subject: Resolution 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; this decrease in funding
will change the contract amount from $253,008
to $251,807.
Dept: Parks, Recreation and
Community Services Dept.
Date: September 8, 2008
MICC Meeting Date: October 6,2008
Synopsis of Previous Council Action:
June 2, 2008 - Mayor and Council adopted Resolution 2008-176, authorizing the execution of
Amendment No.2 to Contract 07-481 A-2 with the County of San Bernardino Department of
Aging and Adult Services (DAAS), accepting the proposed amount of$253,008 for the Senior
Nutrition Program for the period of July 1,2008 through June 30, 2009.
May 27, 2008 - Grants Committee recommended for approval.
Adopt Resolution.
Recommended Motion:
Aaliyah Harkley
Phone: 384-5231
Contact person:
Supporting data attached:
Yes
Ward: All Wards
FUNDING REQUIREMENTS:
Amount $251 807 in grant funding (representing a
decrease of $1,201) for the Sr. Nutrition
Program - FY 08/09.
Source: (Ar:c:t No) 1 ?~-!)1 ~-xxxx
(Acct Description) Federal & State Programs Fllnd
Council Notes:
4.5"0 Zoo<f-J,jJC:,
Finance:
Agenda Item No.
#2.5
l6~~~Oe
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 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 $251,807 for the Senior Nutrition Program for the period of July 1,2008
through June 30, 2009; this amount represents a decrease in FY 08/09 funding for the Senior
Nutrition Program in the amount of$I,201, from $253,008 to $251,807.
Background:
Amendment No.3 is an amendment to Contract 07-481 A-3 between the City and the County
of San Bernardino (DAAS) for the provision of senior nutrition services for FY 2008/2009.
Amendment No. 2 to Contract 07-481 A-2 was adopted by Council on June 2, 2008
(Resolution No. 2008-176). Amendment No.2 provided for the Senior Nutrition Program for
FY 08/09, and accepted the proposed amount of $253,008. Subsequent to Council approval,
the County informed the City that the funding amount for FY 08-09 was being decreased in the
amount of$I,201, which changes the contract amount from $253,008 to $251,807 (draft budget
attached). There will be no impact on service delivery.
In-kind contributions in the amount of $36,300 have been budgeted in the Personnel category.
These contributions are comprised of volunteer hours at the various Senior Nutrition Program
sites. In order to claim those hours for a subject month, original timesheets will be submitted
by the third day of the following month. A prorated cost for utilities at the program sites make
up the balance of the City's in-kind contribution.
Financial Impact:
There is no General Fund cash match required; in-kind contributions in support ofthe program
remain at $58,229 for FY 08/09. Anticipated meal revenue from lunches and dinners is
estimated at between $38,000 and $40,000 for FY 08/09.
Recommendation:
Adopt Resolution.
Date:
Attachment
City of San Bernardino Senior Nutrition Program
BUDGET LINE ITEMS FOR NUTRITION SERVICES
Fiscal Year 2008 - 2009
CONGREGA TE SITES C 1
o
HOME DELIVERED MEALS C 2
o
a b C=a+b
Cost to Provider for the vear
Excenditure Cateaarv: Cash in-Kind Annual Exoense
1 Personnel 148,461 36,300 184,761
2 Staff Travel 330 330
3 Staff Trainino 500 500
4 Equipment 500 500
5 Consultants 8,826 8,826
6 Food Cost 104,450 1 04,450
7 Consumable Succlies 12,102 12,102
8 Insurance 0
9 Recair & Maintenance 6,505 6,505
10 RenllBuildina Scace 0
11 Utilities 21,929 21,929
12 Vehicle Ocerations 8,591 8,591
13 Volunteer Exoenses 0
14 Other Excenses 2,542 2,542
15 Nutrition Education 0
Total Expenditures 292,807 58,229 351,036
evenue
195,706
30,955
o
o
o
24,487
659
251 807
Coun Contract Revenue Sources:
TitlelllC
NSIP
One Time ani
CDBG - DAAS
CDBG - ECD
Coun Fundin
Nutrition Education
Total County Contract Revenue Sources
Other Revenue Sources:
Pro ram Income
Deferred Income
Matchin Cash
Matchin In-Kind
Non-Match Cash
Non-Match In-Kind
Total Other Revenue Sources
58,229
41,000
o
o
58,229
o
o
99,229
41,000
99,229
351,036
351,036
9/25/20082:54 PM
r;-' ,-c--. '-----r-. -. \, !7
/,-..",} '~~"','" I r-........ \ \'. V
! (1.,\ 1.-.-/) ,,/
\,\::? ~-/) UM~ U
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
RESOLUTION NO.
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; THIS 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 $251,807 for the Senior Nutrition Program for the period of
July 1,2008 through June 30, 2009.
SECTION 3. That the authorization granted hereunder shall expire and be void and of
no further effect if Amendment No.3 to Contract 07-481 A-3 is not executed by both parties
and returned to the Office of the City Clerk within sixty (60) days following effective date of
the Resolution.
11/
11/
II/
11/
III
If) -6 -()$
*';;5
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; TIDS 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.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25 A
26
27
I HEREBY CERTIFY that the foregoing Resolution was duIy adopted by the Mayor
and Conunon Council of the City of San Bernardino at a
meeting thereof, held
, 2008, by the following vote, to wit:
on the day of
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
BAXTER
BRINKER
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
day of
The foregoing resolution is hereby approved this
2008.
Patrick J. Morris, Mayor
City of San Bernardino
28
.
.
FOR COUNTY USE ONLY
Exhibit "A"
~
New Vendor Code Dept Contrad Number
I- SC ~
~ Change CITYOFS772 OOA 07-481 A-3
Cancel
County Department Depl. Orgn. Contractor's License No.
~ging and Adult Services OOA NUT
county Department Contrad Representative Telephone Total Contrad Amount
~hristy Hami~on 386-8145 $521,987
Contrad Type
o Revenue lil 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 Deal. Oraanization Annr. ObllRev Source GRClPROJIJOB No. Amount
AAF OOA 210 200 2445 $195,706
AAF OOA 235 200 2445 $30,955
AAF OOA 260 200 2445 $24,487
AAF OOA 280 200 2445 $659
Projed Name Estimated Payment Total by Fiscal Year
Nutrition for Seniors FY Amount lID FY Amount lID
08/09 ($1,201) 0 -
- -
,unty of San Bernardino
FAS
'NDARD 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
~ity of San Bernardino
Address
600 West 5th Street
San Bernardino, CA 92410
hereinafter called
Contractor
(909) 384-5430
Federal 10 No. or 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:
Original Contract Amount $259,129
July 1, 2007 through June 30, 2008
Page 1 of 3
.
<
Amendment No. 1
$11,051
July 1, 2007 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 2008/09), 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, sourceRocation 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 - Scope of Work. Fiscal Year 2008-2009 dated August 13, 2008 is added to this Contract.
Page 2 of 3
,
,
All other tenns and conditions of this Contract remain in full effect
~,'~_:)~,;~:',-':":.'Y~',.:':<I.' "",~::-'_.','. " ,-'.,
ur~-il"-""~-'l:.'-,>",- "'.' ., . <' '._ _:',";:
.>>,;,.p:Y:.' ,'t.~:,-".."" . '," ",!':' " ',. ~'- . c,'- :, "
';;'',,',APf,ltOY,EDAS'rO,F.'ORMt:
,f:,,;,;.,... ;"'-"',-' -' ".- .,,, -, .,. -,#.-',
,'.'
'''''''"
..... ~.
: ',', J'Ji-7.~(' C ';0 '~3'::J,
:CHrAt':~:'Ui':Y
~,. ~;~.:~
,,~- ," . ."
....i_;;(
COUNTY OF SAN BERNARDINO
City of San Bernardino
(Print or type name of corporation, company, contractor, etc.)
~
Pau I Biane, Chairman, Board of Supervisors
By ~
(Authorized signeture - sign in blue ink)
Dated
Name Fred Wilson
(Print or type neme of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Dena M. Smith
Clerk of the Board of Supervisors
of the County of San Bernardino.
Title City ManaQer
(Plint or Type)
Dated
Deputy
Address 600 West 5th Street
San Bernardino, CA 92410
By
Presented to BOS for Signature
Approved as to Legal Form Reviewed by Contract Compliance
~ ~
Jacqueline Carey'Wilson, Deputy County Counsel Lory Klopfer, HS Contracts Unn
~
Colleen Krygier, Director
Date Date
Date
AuditorlController-Recorrler Use
Onl
C Contract Dmbae C FAa
Input Oat Keyed By
Page 3 of 3
~
.
WORKPLA~COPEOFWORK
FY 2008-2009
August 1, 2008
This work planJscope of work contains the measurable objectives mandated by OMS of the Nutrition Contractor.
The work pian 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 Ol1iloing monitoring and Annual Program
Performance ReviewlFiscal Aud~, and will be used to measure the Contractor's efforts towards providing qual~
nutrition services.
Contractor:
Citv of San Bernardino
Region: East Vallev Area
I. Program Description
A. Purpose/Delinltion of the Program
Puroose
The purpose of the Elderly Nutrition Program is to provide nutrition services as described in the Older
Americans />d (OM) of 1965, as amended, and to assist older individuals in CaIifomia to live
independently, by promoting betler heaIlh through improved nutrition, and reduced isolation through
programs coordinated with nutrilion-reIat supportive services.
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.
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 Selvices
1. Conareoate Meals IC-1l: Individuals eligible to receive a meal at a congregate nutrition site
are:
a. Any older individual who is 60 years old or older.
b. The spouse of any older individual.
c. A person with disabil~, under the age of sixty (60) who resides in a housing
facil~ 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.
Page 1 of 17
2. Home Delivered Meals (C-21: Individuals eligible to receive a home-deliYered meal are:
a. Any oider individual who is frail, as defined in Tille 22 Section 7119, and
homebound by reason of illness, disability, or isolation.
b. A spouse of an individual described in Section I, Paragraph C, Item 2a,
regardless of age or condition, if an assessment concludes that ~ 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 ~ 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 shaI:
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 w~in two weeks of
the beginning of the meal service.
f. Maintain appropriate documentation on each client Documentation shall be kepi
on file and monoored by OMS.S
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
Page 2 of 17
.
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
5'h St. Senior Center
Perris Hill Senior Center
Hernandez Community Center
Lytle Creek Community Center
New Hope Family Life Center
Highland Senior Center
Light House for the Blind
ill. Staffing
A. Manager or Director
1. The Contractor shall have a manager or staff who conducts the day-to-<tay management
and administrative functions on the program and has one of the following:
a. Possess an associate degree in inslitutionaI food service IT1lI1lIgeI1len or a ciosely
related field, such as, but not limited to, restaurant management, pius two (2) years
experience as a food service supervisor.
b. Demonstrate experience in food service, such as, but not limited to, cooking at a
restaurant, and within tweive (12) months of hire successfully complete a mininum
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
qulller1y monitoring by a Registered Dietitian.
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 requiremen1s at the site level.
Documentation of ea7l visit shall be maintained on file for OMS review.
B. Food Service Personnel
1. There shall be sufficient qualified paid staff or volunteer staff with the appropriate education
and experience to cany out the requiremen1s of the Program. The total number of staff
should be based on the method and level of services provided and size of the service area.
Page 3 of 17
.
2.
Contractor is encouraged to hire mullHinguallmultH;ultural staff to increase Iow-income and
ethnic minority program participation in accordlJ1Ce with federall11lIIdaIes.
3.
Contractor shall recrutt 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 complere a written work performance evaluation on aU paid and volunteer
employees.
C. Volunteers
1. VoIun1eers shall be recruITed and used in any phase of the program operation where
qualified.
2. VoIun1eers shall be screened and selected through a fonnaI process that assesses their
capabilities.
3. Volun1eers shall receive the same training as paid staff.
4. VoIun1eers that will be handling food must be in possession of a current Food Handlers Card
issued by the local communtty colleges.
5. Volun1eers that are paid through other job training programs are no! considered voIun1eers
and must be paid the agreed upon ra1e charged for regular paid staff.
6. The Contractor shall maintain a written Volunteer policy that describes how volun1eers 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 adminis1er nutrition seIVices with the
advice of a Registered Dietitian in accordance with Section 339 of the OAA, and follow the
general requirements in Tille 22, Division 1.8, and Section 7500.
2. The Regis1ered Dietitian will provide the following activities to meet the mandated
requirements:
a. At a minimum, quarte~y monttor for sale food handling and santtation 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.
Page 4 of 17
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 scheduled.
D. A copy of the written plan must be sent to DMS by September 3, 2008.
E. All Paid staff and voIunleels 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 compleled 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, instnJction on fire safety, first aid, choking, earthquake
preparedness, and other emergency procedures.
3. All staff shall be trained on the Elder Abuse Law and reporting procedures.
V. Senior Participants
A. SatIsfaction SulVey
The provider shall conduct a client satisfaction survey at least once a year. The survey instrument
must be approved by DMS 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.
Page 5 of 17
.
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 infonnation 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:
# ofsltes
Nutrition Education
Units of Service
C-1
Allocation for FY 2008109
7
1,500
$659
VI. Menu Planning GuidelineslMenu Requirements
A. A minimum of a 3 month cycle shall be planned.
B. Menu cycles shall include the availability of seasonal foods.
C. Health, culiural, 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 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 confonn 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.
Page 6 of 17
.
.
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.
Dietary Reference Intake Values:
6.
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 health 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 KcaI >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
Vllamin C (mg) 25mg 25mg
Vllamin 86 (mg) 0.5mg >0.5 mg
Vitamin 812 (ug)" 0.8 ug 0.8 ug ..
Calcium (mg) 400 mg >400 mg
Magnesium (mg) 140mg >140 mg
Zinc (mg) .. 2.6mg >2.6 mg ..
Sodium (mg) <800 mg <1,200 mg (over 1,000 mg place an icon
on the menu)
Fiber (gm) >7gm >7gm
Page 7 of 17
.
.
Potassium (gm) .. 1565 mg 1565 mg"
Vitamin 0 200IU 200lU
Vitamin E .. 51U Provide education ..
"'arget Value: This value repl1l5Onts on&-lhird of Ihe DRI lor a 1600 calorie range. The 1600 calorie range.... cllosen based on Ihe "",_ lor 170-
year-old -fY female. "" majority of Ihe senior pcpul81ion served by Ihe AM ENP Progrem _ from Ihe .- example, use your ENP predominBIB
demographic charederislk:s to calaJlale target nutrient val.....
N If Iheoe _Is Ire not provided to Ihe I8veI noted as a -.y lvemge, Ihe Program IlllS\ adUCIIB Ihe participants on how to obtain these_.
NOTE: Fortifiad foods .hou~ be used to meet vitamin 812 _.
Recommended sodium content was Iibellllized based on Ihe Intonnalion from Ihe Malhematical study data which indicated that lor many parlicipanls, Ihe ENP
meal pnwidas 40-50 peroent of Ihe pertidpents' daiy intake.
7. Component Meal Pattem 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 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,
Items that provide the following target nutrients should be identified on the menu when
using a component meal pattern template:
. Vrtamin C - Provide one-third of the DRI for vitamin C each meal - 25 mg (for a 1600
calorie menu).
. Vrtamin A - Provide one-third of the DRI for vitamin A at least three times per week,
250 IJg (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 pattern does
not assure that meals meet one-third of the ORis 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 pattem may be deficient in vitamins
E, B 12, 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 selVed 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 service population. Contractors should
verify the population selVed and develop menu criteria accordingly.
Page 8 of 17
.
.
Table 2
California 1600 Calorie per Day Component Meal Pattern
Minimum Recommended Elements
Food Group Required servings for Serving sizes for 1600
550 calories Del' meal calorie level
Lean meat or beans 1 serving 2 ounces = 1 serving
2 ounces oar 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 arain y. cuo of rice or oasta = 1 serving
Low-fat milk or milk altemate 1 servina 1 CUD or eouivalent measure
Fat Optional
Dessert Optional - lim~ sweets use fru~ Select foods high in fiber and low in fat and
sooar
..
(1) The number of servings per meoI_ pnlVlSlOO of one-thirtl of 1he ORis.
(2) Caloric value (1.600 KcaI'day) basad ona 7l).year-dd _. ~ physical aclivi1y laval using Tabla 3 - EstimaIad CalorIc Raqu_ in Each
Gender and AlJ8 Group at Tl1nle LevaIs 01 Physical AdiviI)'. from 1he DGA 2005.
H. Meal Components - required for both computerized and component menus:
1. Protein - Meat, Fish, Poultry, Legumes, Eggs, and Cheese:
A minimum of 2.0-0unces of cooked, edible portions of meat, fish, poultry, legumes,
eggs, cheese, (or a combination thereof) providing at 1eas114 arams 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~up servings):
Vegetables as a primary ingredient in soups, stews, casseroles, or other combination
dishes should total Yz cup per serving.
Raw leafy vegetables (salads) should equal 1 cup if they are to be considered a serving.
3. Fru~ (1 Serving):
A serving of fru~ equals:
. 1 medium sized whole fru~
. Y. cup fresh, chopped, cooked, frozen or canned, drained fruit
. Y. cup 100 percent fru~ 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 9 of 17
.
.
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, ij may be omitted
from the menu (however, an equivalent substijute must be used).
6. Fat (Optional):
Each meal may contain fat components to increase the palatability and acceptabilijy 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 cholesterol, and keep trans fatty acid consumption as low as possible.
. Keep total fat intake between 20 to 35 peroent of calories, with most fats coming from
souroes 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 fruij as a dessert as often as possible and limij sweets. The fruit, grains,
and dairy products served as dessert can count towards the frun, grain, or dairy
requirements. Desserts that are low in fat and/or low in sugar are encouraged.
. When a dessert contains Y, cup of fruij per serving, n may be counted as a serving of
frun.
. When a dessert contains the equivalent of 1 serving (1 ounce) starches/grains per
serving, n may be counted as a serving of starches/grains (example: rice pudding or
oatmeal cookie).
. When a dessert contains the equivalent of Y, cup milk per serving, n may be counted
as Y, serving of milk.
8. Condiments and Product Substitutes:
. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy coffee
creamer, san, 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.
California has a diverse population, and the ENPs in the State provide cunurally
appropriate meals for many ethnicities. Asian meals traditionally have higher sodium
levels. Programs that choose to provide cunurally appropriate meals, but are concerned
with the sodium content of the meals, may consider.
Page 10 of 17
.
.
-
. Using low sodium soy sauce or diluting wy sauce with water to produce low sodium
wy sauce;
. Offering wy sauce as a condiment to be added by the senior
. Providing nutrition education on sodium;
. Continuing to worX with the sodium levels of meals, making small steDS to reduce the
levels of sodium over time;
. Consistently placing foods that are a good wurce 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 satt 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 ComponentINutrient Analysis
1. A meal component Inutrient analysis of the entire menu cycle conducted and/or approved
by a Registered Dietitian shall be done to ensure compliance with Tille 22, Division 1.8,
Section 7638.5.
a. Computerized Nutrient Analysis Requirements
Atthough 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 nutriient intakes within a particular
group of individuals. While meal pattems serve as a basic framewor1< for
menu planning, providers are encouraged to use computerized nutriient
analysis because tt 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, tt is more difficutt to meet all of the
requirements on a daily basis. ENPs should focus on:
. Vrtamin A
. Vrtamin 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 Mure 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; vttamins A, C, D, E, K,
thiamin, riboflavin, niacin, 86, folate, 812, calcium, chromium, copper, iron,
Page 11 of 17
.
-
magnesium, sodium, and zinc. In addition to meeting one-third of the ORis,
.
the menus should also follow the DGAj
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 Tille 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,
Stale and local regulatory standards for 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 provider or its group purchasing
organization on an oniloing basis to obtain the highest quality food for the IowesI price available.
VIII. Food Storage
A. Food storage procedures shall comply with Tille 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.
IX. Food Production
A. Food production procedures shall comply with Tille 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.
P~ge 12 of 17
.
.
2.
Food shall be prepared in sufficjent 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 ServicefT emperature 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, 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 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 OMS 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.
Page 13 of 17
.
.
.
8. Safety of the food alter n has been served at the congregate sne and then removed by the
participant from the congregate sne is the sole responsibilny of the participant and may be
consumed by the participant as he/she deems n appropriate.
9. The Provider shall have a sign posted in the congregate sne 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 sne 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 sne.
E. The current environmental health inspection shall be available at the sne for review.
F. Staff and volunteers who are handling food shall possess a current food handlers' card that shall
be available for review.
XI. Program Requirements
A. Client Intake Forms
The Contractor will assure that each participant shall complete the Client Intake Sheet fo!m
(provided by OMS) 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/Marketlng ActivIties
Provide outreach in the communny through communny organizations, and other groups. Ail
outreach and mar1<eIing 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, communny service locations and small
stores serving the minority communnies.
C. Emergency Procedures
1. Each Contractor shall have a written Emergency/Disaster Plan.
Page 14 of 17
.
-
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.
O. 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 OAAS 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
provide(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 participanfs 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 coeICion,
embarrassing and/or obligatory to the meal being provided to the participant
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.
Page 15 of 17
.
.
F. Coordination
1. If applicable, develop a fair and equitable policy and procedure for referring elderly
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 Bernardino County Department of Aging
and Adult Services through a grant award from the CalifomJa 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 OMS.
G. Reporting
1. Report all fiscal and meal counts monthly. The reports are due the 5th working day of
every month. OMS 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 OMS 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, CIIl8l 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 OMS, a cost allocation'plan which explains the
methods used to allocate costs between Congregate and Home Delivered Meals or any
other program funded by OMS, 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 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 Tra:king System:
Page 16 of 17
m
1) The following reports are to be completed and submitted to OAAS by
the 5th working day of the month following the month of service if the
Contractor is serving less than 500 clients per month:
. OAAS NAPIS Client Intake Sheets
. Meal Rosters
2) Contra:tors that are serving more than 500 clients shall be responsible
for emering the data into an Internet based client tracking syslem. The
Contra:tor shall secure the appropriate licensing, have a dedica1ed staff
responsible for maintaining the client tracking software, obtain and
maintain an Internet service provider and the appropriate hardware that
can support the program.
3) The Contractor shall update the Internet based aient Tracking system on
a monlhIy basis. OAAS wiD monilDr to ensure lhaIthe information is
maimained and current.
4) OAAS shall provide training and technical support and assis1ance.
b. Nutr1tIon Monthly Service Unit Report
The Nutrition Monthly 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 OAAS by the 5" 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 OAAS stating the equipment type, the serial
number, the location of the equipment and the reason for disposal.
2. Contractor shall submit a list of equipment purchased with grant funding by location.
Page 17 of 17
FOR COUNTY USE ONL Y
-
New Vendor Code Dept. Contract Number
- SC A
~ Change CITYOFS772 OOA 07-481 A-3
Cancel
County Department Dept. Orgn. Contractor's License No.
Aging and Adult Services OOA NUT
County Department Contrad Representative Telephone Total Contract Amount
Christy Hamilton 386-8145 $521,987
Contract Type
o Revenue [iJ Encumbered o Unencumbered 0 Other:
If not encumbered or revenue contract type, provide reason:
Commodity Code I Contract Start Date Contract End Date Original Amount Amendment Amount
95200 July 1, 2007 June 30, 2009 $259,129 $251,807
Fund DeDt. Oraanization ADDr. Obi/Rev Source GRC/PROJ/JOB No. Amount
AAF OOA 210 200 2445 $195,706
AAF OOA 235 200 2445 $30,955
AAF OOA 260 200 2445 $24,487
AAF OOA 280 200 2445 $659
Project Name Estimated Payment Total by Fiscal Year
Nutrition for Sen iors FY Amount lID FY Amount lID
08/09 ($1,201) D
- -
- -
lunty of San Bernardino
FAS
"-NDARD 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
ame
';ity of San Bernardino
Address
600 West 5th Street
hereinafter called
Contractor
San Bernardino, CA 92410
(909) 384-5430
Federal 10 No. or 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:
Original Contract Amount
$259,129
July 1, 2007 through June 30, 2008
Page 1 of 3
Amendment NO.2
Amendment No. 3
$253,008
($1,201)
July 1, 2007 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. 1
$11,051
Paragraph T to read as amended:
1. 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 2008/09), 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, sourcellocation 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 of3
All other tenns and conditions of this Contract remain in full effect
< .-
APPR.OVED AS TO FORM:
James F. Penman,
City Altomey
COUNTY OF SAN BERNARDINO
City of San Bernardino
(Print or type name of corporation, company, contractor, ate.)
~
,Jaul Biane, Chairman, Board of Supervisors
By ~
(Authorized signature. sign in blue ink)
Dated
Name Lori Sassoon
(Print or type name of person signing contract)
Acting
Title City Manager
(Print or Type)
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Dena M. Smith
Clerk of the Board of Supervisors
of the County of San Bernardino.
Dated
Daputy
Address 600 West 511> Street
San Bernardino, CA 92410
By
Presented to BOS for Signature
Approved as to Legal Form Reviewed by Contract Compliance
~ ~
Jacqueline Carey-Wilson, Deputy County Counsel Lory Klopfer, HS Contracts Un~
~
Colleen Krygier, Director
Date Date
Date
Auditor/Controller-Recorder Use
Onl
[] contract DallIbase
Input Da
[] FAS
Keyed By
Page 3 of3
WORK PLAN/SCOPE OF WORK
FY 2008-2009
August 1, 2008
This wor1< plan/scope of wor1< contains the measurable objectives mandated by DAAS of the Nutrition Contractor.
The wor1< plan specifies and establishes time frames either on an annual basis or where required by State regulations
on a quarterly basis. The wor1< plan constitutes the primary document for on-going monIToring and Annual Program
Performance Review/Fiscal Audit, and will be used to measure the Contractor's efforts towards providing qualtty
nutrition selVices.
Contractor:
Cttv of San Bemardino
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 rIVe
independen~y, 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 nutrition counseling, to eligible individuals at congregate sttes 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 Bemardino.
C. Eligibility for Nubition Services
1. Conareaate Meals IC-1): IndMduals eligible to receive a meal at a congregate nutrition stte
are:
a. Any older individual who is 60 years old or older.
b. The spouse of any older individual.
c. A person with disabiltty, under the age of sixty (60) who resides in a housing
facility occupied primarily by older individuals at which congregate nutrition
selVices are provided.
d. A disabled individual who resides at home and accompanies an older individual
who participates in the program.
Page 1 of 17
2. Home Delivered Meals (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.
b. A spouse of an individual described in Section I, Paragraph C, Item 2a,
regardless of age or condition. if an assessment concludes that tt is in the best
interest of the homebound older individual.
c. An individual with a disability who resides at home wtth older individuals if an
assessment concludes that tt 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 addttional requirements. the criteria shall
be approved by DAAS prior to implementation.
d. Have a designated staff member that completes the initial and quarteriy 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 monttored by DAAS.
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 Bemardino 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
Page 2 of 17
A minimum of 95% of the total number of meals is to be provided. The Director of DAAS 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
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 closely
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, but not limited to, cooking at a
restaurant, and within twelve (12) months of hire successfully complete a minimum
of twenty (20) hours specifically reIaIed 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 monitoring by a Registered Dietitian.
c. T we years experience mll1aging 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 ManagerlDirector shall monitor the sites on a
regular basis. The bi-monthly vis~ should not only mon~ 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 DAAS review.
B. Food Service Personnel
1. There shall be sufficient qualified paid staff or volunteer staff with the appropriate education
and experience to carT)' out the requirements of the Program. The total number of staff
should be based on the method and level of services provided and size of the service area.
Page 3 of 17
2. Contractor is encouraged to hire multi-linguaVmulli-cultural staff to increase low-income and
ethnic minority program participation in accordance with federal mandates.
3. Contractor shall recrutt 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 wor1< perfonnance evaluation on all paid and volunteer
employees.
C. Volunteers
1. Volunteers shall be recrutted 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 communtty colleges.
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
recrutted, 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 activities to meet the mandated
requirements:
a. At a minimum, quarterly monttor for safe food handling and santtation 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.
Page 4 of 17
f. Provide technical support and assistance as needed.
IV. Staft 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 scheduled.
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.
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 DMS 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.
Page 5 of 17
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 2008109
7
1,500
$659
VI. Menu Planning GuidelineslMenu 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.
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.
Page 6 of 17
3. Choose and prepare foods with low amounts of salt, SlJY sauce and other high sodium
items.
4. Include good SlJurces 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 health 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 entrile)
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
days/wk
Vitamin C (mg) 25 mg 25mg
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) ** 2.6mg >2.6 mg **
Sodium (mg) <800 mg <1,200 mg (over 1,000 mg place an icon
on the menu)
Fiber (gm) >7gm >7gm
Page 7 of 17
Potassium (gm) H 1565 mg 1565 mg H
Vitamin 0 200lU 200lU
Vitamin E H 51U Provide education H
'Target Value: Tho value represents ooe-ll1ird of fhe DRI for a 1600 calofie range. The 1600 calorie range was cI10sen based on fhe reqUlremenfs for a 70-
year-o~ sedentary female. If a majority of fhe senior population served by fhe AAA ENP Program differs from fhe above example. use your ENP pIOOMlina1e
demograph~ characteristics fo calculate target nutrient values.
~ If ll1ese elomenls are not prov~ to fhe level noted as a w<!OkIy average. fhe Program must educale ll1e partidpanls on how to obtain fhese elements.
NOTE: Fortified foods shou~ be used to meet vitamin 812 needs.
Recommended sodium ""'tent was liberalized based on fhe information from ll1e Mafhematical study data whrn indicated ttlaL for many partidpanls. fhe ENP
meal provides 40-50 percent of fhe partidpanls' dai~ initake.
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 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.
Items that provide the following target nutrients should be identified on the menu when
using a component meal pattern 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 IJg (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 pattern does
not assure that meals meet one-third of the ORis 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-<lld men), the serving sizes and minimum number of
servings required can be adjusted to meet the service population. Contractors should
verify the population served and develop menu criteria accordingly.
Page 8 of 17
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 oer 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 orain y, cuo of rice or oasta = 1 servina
Low-fat milk or milk alternate 1 servina 1 cuo or eauivalent measure
Fat Optional
Dessert Optional - lim~ sweets use fru~ Select foods high in fiber and low in fat and
suaar
(1) The number of servings per meal estimafas provision of ore-Ihlro of 1he ORis.
(2) Caloric value (1,600 KcaVday) based on a 70-year-old female, 'sedentary" physical activity level using Table 3 - Estimaled Caloric Requiremen1s in Each
Gender and Age Group at Throe Leve~ of Physical Acfivify, from 1he DGA 2005.
H. Meal Components - required for both computerized and component menus:
1. Protein - Meat, Fish, Poultry, Legumes, Eggs, and Cheese:
A minimum of 2.0-0unces of cooked, edible portions of meat, fish, poultry, legumes,
eggs, cheese, (or a combination thereoij providing at least 14 arams of orotein. 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 halkup 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. Fru~ (1 Serving):
A serving of fru~ equals:
. 1 medium sized whole fru~
. Y, cup fresh, chopped, cooked, frozen or canned, drained fruit
. y, cup 100 percent fru~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 9 of 17
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 buttennilk. If
religious preference precludes the acceptance of milk with the meal, n 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 palatabiltty and acceptabiltty 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 cholesterol, 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 frun as a dessert as often as possible and limn sweets. The frun, grains,
and dairy products served as dessert can count towards the frun, grain, or dairy
requirements. Desserts that are low in fat and/or low in sugar are encouraged.
. When a dessert contains Y, cup of fruit per serving, n may be counted as a serving of
fruit.
. When a dessert contains the equivalent of 1 serving (1 ounce) starches/grains per
serving, n may be counted as a serving of starches/grains (example: rice pudding or
oatmeal cookie).
. When a dessert contains the equivalent of Y, cup milk per serving, n may be counted
as Y, serving of milk.
8. Condiments and Product Substitutes:
. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non.oairy 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.
Page 10 of 17
. 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 steDs to reduce the
levels of sodium over time;
. Consistentiy placing foods that are a good source of potassium on the menus, A
potassium-rich diet blunts the effect of sail on blood pressure, may reduce the risk of
developing kidney stones, and possibly decrease bone loss with age;
. Not providing potassium chloride sail 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 Inutrient 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
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 pattems serve as a basic framewor1l for
menu planning, providers are encouraged to use computerized nutrient
analysis because II 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 Mure menus. As required
menu elements are expanded, II is more diflicull 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 Mure 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 tat; saturated fat; total fiber; vttamins A, C, D, E, K,
thiamin, riboflavin, niacin, 86, folate, 812, calcium, chromium, copper, iron,
Page 11 of 17
magnesium, sodium, and zinc. In addition to meeting one-third of the ORis,
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 Trtle 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.
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 adutteration shall be
provided for the storage of food and beverages, and cooking, serving and eating supplies.
IX. Food Production
A. Food production procedures shall comply with Trtle 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.
Page 12 of 17
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 s~es shall be packaged and transported in a manner which
protects ~ 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, 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 satell~ congregate sites upon delivery and at all congregate
sites immediately before meal service.
c. The provider must have written procedures for mon~ring 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 stafI member directly from commercially filled bulk containers into the
glass or cup from which ~ is consumed.
7. Single service utensils and tableware shall be used one time only and then discarded.
Page 13 of 17
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.
O. 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 handling food shall possess a current food handlers' card that shall
be available for review.
XI. Program Requirements
A. Client Intake Forms
The Contractor will assure that each participant shall complete the Client Intake Sheet form
(provided by OMS) 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. OutreachlMarkeling 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.
Page 14 of 17
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.
O. 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 OAAS 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.
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.
Page 15 of 17
F. Coordination
1. If applicable, develop a fair and equitable policy and procedure for referring elderly
participants to the appropriate transportation provider for securing public transportation to
and from nutrition sttes 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 Bernardino County Department of Aging
and Adult Services through a grant award from the California Department of
Aging."
3. Coordinate service wtth other county departments and local agencies by providing time for
presentations or special activities that promote a Communtty Based System of Care for
the elderly participants attending their sttes. All such activtties must be documented and
kept on file for review by OMS.
G. Reporting
1. Report all fiscal and meal counts monthly. The reports are due the 5th working day of
every month. OMS will provide training as needed.
2. The provider shall maintain support files including, but not limtted to, invoices, payroll, and
other supporting documents to substantiate the monthly report.
3. Report all known or suspected cases of elder abuse to OMS 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 expendttures.
5. Report expendttures funded with Defenred Income by September 30, 2008.
6. Develop and have on hand for review by OMS, a cost allocation plan which explains the
methods used to allocate costs between Congregate and Home Delivered Meals or any
other program funded by OMS, 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 tts present sttes, or by opening new sites in
communities not already served by the 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 Oient Tracking System:
Page 16 of 17
1) The following reports are to be completed and submitted to OMS by
the 5th working day of the month following the month of service if the
Contractor is serving less than 500 clients per month:
. OMS NAPIS Client Intake Sheets
. Meal Rosters
2) Contractors that are serving more than 500 clients shall be responsible
for entering the data into an Intemet based client tracking system. The
Contractor shall secure the appropriate licensing, have a dedK:ated 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 Internet based Client Tracking system on
a monthly basis. OMS will monitor to ensure that the information is
maintained and current
4) OMS shall provide training and technical support and assistance.
b. Nutrition Monthly Service Unit Report
The Nutrition Monthly Service Untt Report is a tool that is used to report the
number of actual meals served and the number of seniors served per sne. This
report is to be completed and submitted to OMS by the Sill 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 submttted to OMS stating the equipment type, the serial
number, the location of the equipment and the reason for disposal.
2. Contractor shall submtt a list of equipment purchased with grant funding by location.
Page 17 of 17