HomeMy WebLinkAbout2012-047
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RESOLUTION NO. 2012-47
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO.
3 TO CONTRACT 10-318 WITH THE COUNTY OF SAN BERNARDINO DEPARTMENT
OF AGING AND ADULT SERVICES (DAAS), AND TO INCREASE THE ANNUAL
PURCHASE ORDERS TO SYSCO FOODS, MERIT DAY, ROSS SWISS AND US FOODS
TO AN AGGREGATE AMOUNT NOT TO EXCEED $141,623 FOR FY 2011-12.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
7 SAN BERNARDINO AS FOLLOWS:
8 SECTION 1. The City Manager is hereby authorized and directed to execute Amendment No.
9 3 to Contract No. 10-318 with the County of San Bernardino Department of Aging and Adult
10 Services (DAAS) to increase the grant funding for the Senior Nutrition Program (the "Amendment").
11 A copy of the Amendment is attached hereto and incorporated herein, marked Exhibit "A".
12 SECTION 2. The Director of Finance is hereby authorized and directed to increase the annual
13 purchase orders to Sysco Foods by $7,500 to $51,983; to Merit Day by $1,000 to $28,000, to Ross
14 Swiss by $4,000 to $22,500, and to US Foods by $3,500 to $39,140, to a total aggregate amount not
15 to exceed $141,623.
16 SECTION 3. The authorizations granted herein are rescinded if the Amendment is not
17 fully executed/issued within sixty (60) days of the passage ofthis Resolution.
18 III
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2012-47
I
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO.
3 TO CONTRACT 10-318 WITH THE COUNTY OF SAN BERNARDINO DEPARTMENT
OF AGING AND ADULT SERVICES (DAAS), AND TO INCREASE THE ANNUAL
PURCHASE ORDERS TO SYSCO FOODS, MERIT DAY, ROSS SWISS AND US FOODS
TO AN AGGREGATE AMOUNT NOT TO EXCEED $141,623 FOR FY 2011-12.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at ait regular
meeting thereof, held on the
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19th
day of March
,2012, by the following vote, to wit:
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COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT
MARQUEZ X
JENKINS X
VALDIVIA X
SHORETT X
KELLEY X
JOHNSON X
MCCAMMACK X
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The foregoing Resolution is hereby approved this d l ~ay of March
,2012.
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. Morris, Ma
an Bernardino
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Approved as to form:
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JAMES F. PENMAN, City Attorney
Byf- 7.A-
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County of San Bernardino
FAS
STANDARD CONTRACT
2012-47
FOR COUNTY USE ONL Y
Q New Vendor Code Dept. Contract Number
~ Change CITYOFS772 SC OOA A 10-318 A-3
0 Cancel
County Department Depl. Orgn. Contractor's Ucense No.
Aging and Adult Services
County Department Contract Representative Telephone Total Contract Amount
Wendy Everett (909) 387-2917 $526,715
Contract Type
o Revenue [i] Encumbered 0 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, 2010 June 3D, 2012 $176,960 $33,770
Fund Deot. Oraanizatlon Aoor. Obi/Rev Source GRC/PROJ/JOB No. Amount
.MF OOA 210 300 3357 $33,770
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Services FY. Amount 110 FY Amount lID
Program 11/12 $33,770 I
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THIS 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 10 No. or Social Security No.
(909) 384-5231 95-6000772
IT IS HEREBY AGREED AS FOllOWS:
AMENDMENT NO.3
It is hereby agreed to amend Contract No. 10-318 as follows:
III. CONTRACTOR GENERAL RESPONSIBILITIES
Paragraph DD is deleted in its entirety.
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 $526.715 of
which $433,055 may be federally funded, and shall be subject to availability of funds to the County.
The consideration to be paid to Con~ractor shall be in full payment for all Contractor's services and
expenses incurred in the performance hereof, including travel and per diem.
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Page 1 of 4
Paragraph B is amended to read as follows:
B. Contractor shall be compensated on a fee-for-seivice basis based on the following rate, as specified in
Scope of Work (Attachment A):
Congregate Site: $5.53 per meal, up to 46,152 meals
Paragraph M is amended to read as follows:
M. Matching contributions
1. The Contractor shall provide in-kind matching contributions of a minimum of $29,692, which
is the Title III portion of the Contract multiplied by 11.11 %.
2. . Allowable match shall be in compliance with the following requirements:
3. 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 volunteers.
4. To qualify as a matching in-kind contribution, indirect or Contractor allocated overhead
expenses must be supported by a documented cost allocation plan.
5. Costs incurred by the Contractor or subcontractor must be verifiable from the records of the
Contractor or subcontractor.
6. Non-Matching contributions are local funding that does not qualify as matching contributions
and/or is not being budgeted as matching contributions (e.g., Title V, overmatch, etc.).
X. GENERAL PROVISIONS
Paragraph Df item 6 is amended to read as follows:
6. The Contractor shall record the following information when property is acquired:
a. Date acquired;
b. Property description (include model number);
c. Property identification number (serial number);
d. Location of property;
e. Cost or other basis of valuation;
f. Fund source; and
g. Rate of depreciation (or depreciation schedule), if app!icable.
The Contractor shall. keep track of property purchased with Contract funds, whether
capitalized or not. The Contractor shall notify DAAS, in writing, within 30 days of purchase
of any capitalized asset. The notification should, at a minimum address all of the criteria in
Section X, Paragraph D, Item 6 above. Written notification should be sent to:
DAAS Program Analyst
686 E. Mill Street
Second floor
San Bernardino, CA 92415-0640
The Contractor shall not use DMS funded properties as collateral to obtain loans, etc. Any
liens placed against properties purchased with the funds available through this contract
should be reported to DAAS within five (5) days. The Contractor shall maintain and submit
to DAAS annually with the closeout, a current inventory of property furnished or purchased
by either the Contractor or the subcontractor with funds awarded under the terms of this
Contract or any predecessor contracts for the same purpose. The Contractor shall use the
Report of Project Property Furnished/Purchased with Agreement Funds (CDA 32), unless
otherwise directed by DAAS.
Page 2 of 4
Paragraph 0, item 16 is deleted.
Paragraph 0, item 17 is amended to read as follows:
17. All property purchases require the following:
a. If purchase of equipment is to be reimbursed by OAAS, the equipment to be
purchased must be specified in the budget previously submitted and approved by
DAAS. or be specified in a revised budget that Contractor submits to DAAS for
DAAS approval.
b. Contractor must seek bids from "multiple firms" in selecting a supplier of goods.
"Multiple firms" means a minimum of three (3) separate and distinct business entities
in competition to supply the same or similar good. When selecting a bid, Contractor
must consider such factors as type of goods/supplies needed, cost, schedule, and
availability.
c. "Request To Purchase Property/Equipment Form" (Attachment N) and
"Property/Equipment Bid Form" (Attachment 0) must be submitted by Contractor and
be approved by OAAS prior to any equipment purchases of $5000.00 by Contractor.
ATTACHMENT A - SCOPE OF WORK: Fiscal Year 2011-12. dated Mar(:h 27, 2012,Is added to this
Contract.
ATTACHMENT B - BUDGET - Fiscal Year 2011-12, dated March 27, 2012,
is added to this Contract.
ATTACHMENT N - REQUEST TO PURCHASE PROPERTY/EQUIPMENT FORM Is added to this Contract.
ATTACHMENT 0 - PROPERTY/EQUIPMENT BID FORM is added to this Contract.
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Page 3 of 4
All other terms and conditions remain in full force and effect.
~~~~p~~
Dated fh0F' ~!',L7 :[~1?
ny, contractor, etc.)
COUNTY OF SAN BERNARDINO
By ~
Name
(A tho
f!JfA-I2L.ES m(!jJE~
(Print or type name of person signing co
t I+Y (Y) frlJ'frc:7Ee
(Print or Type)
~/.M /;;L
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SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT ~&-8'EE~:~,EiJ~.F~ED TO THE
CHAIRMAN1~-~!-l~~~~~~( I ,~~
f';- ,~,<", l;.aura H. Welcl1.,..
,.' ," c'" " ... . ".. ;~.
t. ";,.~' .k-.__G.'Elr~~:~f.the'~,o$rdC?l supervi~ors
!.t -. --<<Of the CounW'of~ali1'Bemardlno.
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By tl ~ :~: <' "':;';: Ji,' 'f; ~;;
Title
Dated
Address
300 North D Street
San Bernardino, CA 92418
as to Form:
Penman, City Attorney
.~
Date
Date J \ ZO "20 I L
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Page 4 of4
ATTACHMENT A
San Bernardino County
Elderly Nutrition Program
Scope of Work
March 27, 2012
This Scope of Work contains the measurable objectives mandated by the Department of Aging and Adult Services
(OMS) 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: Citv 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 (OM) of 1965, as amended, and to assist older individuals in California to live
independently, by promoting better he~lth 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 60 or older. .
2. The spouse of any older individual 60 or older.
3. A person with a disability, under age sixty (60) who resides in housing facilities occupied
primarily by older individuals (60 or older) 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 who is 60 or older 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:
Page 1 of 14
ATTACHMENT A
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, toUeting, dressing, feeding, breathing, transferring and mobility
and associated 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
possess 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.
1) Ensure each Congregate Meal participant completes sections I and IV of
the Client Intake Sheet (provided by OMS) on the first day of service and
annually thereafter.
2) Maintain appropriate documentation on each client. Documentation shall
be kept on file to be monitored by OMS.
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 the
California Retail Food Code (CRFC).
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 OMS).
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 DMS).
2. Provide written instructions, in the language of the majority of the participants, for
handling and re-heating of the meals.
Page 2 of 14
ATTACHMENT A
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 OMS.
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 OMS. .
IV. Program Outcomes:
A. Total Number of Meals to be Served: 46,152**
1. A minimum of 95% of the total number of meals is to be provided. The Director of OMS
must approve requests to serve less than 95% of the total number of meals to be
provided. All such requests must be in writing.
Pro ram: C-1 Con re ate Meals
# of Da s of Service: 255
Number of Meals: 46,152
Sites to be Served:
5th Street Senior Center
Perris Hill Senior Center
Hernandez Community Center
Lytle Creek Community Center
New Hope Family Life Center
Hi hland 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 OMS review. .
B. Personnel - Paid StaffNolunteers:
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-Iingual/multi-cultural staff to increase low-income and
ethnic minority program participation in accordance with federal mandates.
Page 3 of 14
ATTACHMENT A
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.
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 OM, 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 DMS by September 1st of the FY it is being provided in. The DMS
Registered Dietitian will review and approve the Staff Training Plan and return it to the Provider.
The DMS 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 Hazard Analysis Critical Control Points
(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.
Page 4 of 14
ATIACHMENT A
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 DMS 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 DMS by
March 3rd 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 DMS
by September 1 st of the FY it is being provided in.
4. Nutrition Education sessions must be reported monthly to DMS using the Nutrition
Education Monthly Service Unit Report.
VIII. Menu Planning Guidelines/Menu Requirements:
A. A minimum of a 3-month cycle shall be planned and submitted to OMS.
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 DMS Registered Dietitian for certification. Menus shall be submitted to the
DMS 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.
Page 5 of 14
ATTACHMENT A
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:
a. 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.
1) 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 14gm 14 gm (in the entree)
Fat (% of total calories) 30% <35% weekly average
Vitamin A (ug) 250 ug > 250 ug 3 out of 5 days Iwk or 4
out of 7 dayslwk
Vitamin C (mg) 25mg 25mg
Vitamin B6 (mg) O.5mg >0.5 mg
Vitamin 812 (ug) ** 0.8ug 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
Potassium (gm) ** 1565 mg 1565 mg **
Vitamin D 200lU 200lU
Vitamin E ** 51U Provide education **
*Target Value: This value represents one-third of the DRI for a 1600 calorie range. The 1600 calorie range
was chosen based on the requirements for a 70-year-old sedentary female. If a majority of the senior
population served by the AAA ENP Program differs from the above example. use your ENP predominate
demographic characteristics to calculate target nutrient values.
Page 6 of 14
"-""'it#,.*._--~.,-,,,,.,,"..,...;,,,,",,,'+-""-"'"-"-'~'''-''-'''-'',.,c
ATTACHMENT A
** 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:
a. 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.
1) 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.
2) 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 J.Lg (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.
b. 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 vitaminsE, B12, and
Zinc, requiring additional nutrition education for participants on the selection of
foods that are good sources of these nutrients.
c. 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 (Le. 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
Vegetable 1 - 2 servings 'Y2 cup = 1 serving
Fruit 1 serving 'Y2 cup = 1 serving
Bread or Grain 1 - 2 servings 1 slice Bread = 1 serving
At least 'Y2 whole Qrain 'Y2 cup of rice or oasta = 1 servinQ
Page 7 of 14
ATTACHMENT A
Low-fat milk or milk alternate 1 servinq 1 CUD or equivalent measure
Fat Optional
Dessert Optional - limit sweets use Select foods high in fiber and low in
fruit fat and suqar
(1) The number of servings per meal estimates provision of one-third of the DRls.
(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 equal1-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) ~ 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.
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.
Page 8 of 14
ATTACHMENT A
b. When a dessert contains ~ 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 ~ cup of milk per serving, it may be
counted as ~ 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 sodiurn 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 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:
i. Vitamin A
ii. Vitamin C
Page 9 of 14
~"~-~"..."j
ATTACHMENT A
Iii. Protein
iv. Fat
v. Sodium
2) FiberNot 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, B6, folate, B12, calcium, chromium, copper,
iron, magnesium, sodium, and zinc. In addition to meeting one-third of
the DRls, 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 DMS review.
D. Production Control:
1. Production schedules or worksheets must be available in the food preparation area.
2. Food shall be prepared in sufficient quantities to serve all participants. Careful planning
shall minimize 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
tem peratures.
Page 10 of 14
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ATTACHMENT A
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.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 (Le.
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.
3. 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.
4. Holding time shall not exceed 2 hours between the end of production and the beginning
of food service at the congregate site.
5. 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.
6. Single service utensils and tableware shall be used one time only and then discarded.
7. 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.
8. 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.
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 OMS) 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.
Page 11 of 14
ATTACHMENT A
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 DMS 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 DMS.
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.
o 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.
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 DMS.
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."
Page 12 of 14
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~m" I
ATTACHMENT A
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 (Le. 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,
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 DMS 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:
i. Client Intake Sheets for any new clients or any annual or quarterly
assessments completed in the month.
ii. Meal Rosters
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:
i. Client Intake Sheets for any new clients or any annual or quarterly
assessments completed in the month.
Ii. Rosters
Hi. Routes (if applicable)
9. Nutrition Education Monthly Service Unit Report
a. 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
Page 13 of 14
ATTACHMENT A
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.
I. Quarterly Meetings
1. Provider is required to attend all Quarterly Nutrition Provider meetings hosted by DAAS.
J. OTO Purchases
Food Meal
One-Time-Only Purchases: Steamer Trays Freezer
Purchase of non-Equipment (under $5000 per unit) $4,804 $3,300 $3,928
Page 14 of 14
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ATTACHMENT B
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET - March 27, 2012
Provider: City of San Bernardino
CONGREGATE SITES C-1
C8J
Fiscal Year: 2011/2012Al
HOME DELIVERED MEALS C-2
o
Section I: Prepare this section based on annual estimated cost to serve the meals.
A 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 1,000 1,000
3 Equipment 12,032 12,032
4 Consultants 15,500 15,500
5 Catered Food
6 Raw Food 125,343 10,000 135,343
7 Other Expenses:
a. Consumable Supplies 16,280 16,280
b. Insurance
c. Repair & Maintenance 5,738 5,738
d. Rent/Building Space.
e. Utilities 21,929 21,929
f. Vehicle Operations 5,000 5,000
g. Miscellaneous 3,088 3,088
8. Indirect Cost
9. Nutrition Education 1,065 1,065
Total Expenditures (add lines 1-9) 317,253 68,229 385,482
Total Revenue
267,253
40,000
267,253
40,000
Revenue Sources:
Federal/State/County funds
Pro ram Income
Deferred Income
Matching Cash
Matching In-Kind
Non-Match Cash
Non-Match In-Kind
68,229
10,000
68,229
10,000
385,482
385,482
Section II: Prepare this section based on estimated number of meals that will be
served multiplied by meal cost per unit.
0 E f=d*e
Estimated annual number of Proposed meal cost per unit Annual Budget
meals
46,152 $ 5.53 $255,221
Submitted by:
DAAS Approval:
Name
Date
Signature
Date
Page 1 of 1
ATTACHMENT N
SAN BERNARDINO COUNTY
DEPARTMENT OF AGING AND ADULT SERVICES
REQUESTTOPURCHASEPROPERTYffiQU~MENT
This form is to be completed whenever a contractor is requesting to purchase property or
equipment under a California Department of Aging (CDA) grant. Contractor must obtain
a minimum of three (3) bids and attach an Equipment Bid Form for each item requested.
Date:
FY:
Contractor Name:
Address:
I Contact:
I Phone No:
Item(s) Requested (attach additional sheet if required:
QTY DESCRIPTION AMOUNT FUNDING
SOURCE
Explain how requested item(s) will be used to carry out the objectives related to the
funding. to be received (attach additional sheet if required):
Page 1 of 1
ATTACHMENT 0
SAN BERNARDINO COUNTY
DEPARTMENT OF AGING AND ADULT SERVICES
PROPERTY/EQUIPMENT BID FORM
Fund Source:
Contractor Name:
Address:
Contact:
Phone:
Item Description:
Date of Bid: Date of Bid: Date of Bid:
Vendor: Vendor: Vendor:
Contact: Contact: Conta ct:
Phone: Phone: Phone:
Cost per unit: Cost per unit: Cost per unit:
Number of units: Number of units: Number of units:
Total Cost: Total Cost: Total Cost:
Comments: Comments: Comments:
Page 1 of 1