HomeMy WebLinkAbout08.B- Parks, Recreation & Community Services
8.B
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RESOLUTION (ID # 1820)
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Agreement/Contract
DOC lD: 1820 A
From: Kevin L. Hawkins
M/CC Meeting Date: OS/21/2012
Prepared by: Aaliyah Harkley, (909) 384-
5233
Dept: Parks, Recreation & Community
Services
Ward(s): 1,2,3,6
Snbject:
Resolution of the Mayor and Common Council of the City of Bernardino Authorizing the City
Manager to Execute Amendment No.4 to Contract 10-318 with the County of San Bernardino
Department of Aging and Adult Services (DAAS), Accepting the New Proposal Amount of
$233,732 for the Period of July I, 2012 Through June 30, 2013 for the Senior Nutrition
Program.
Financial I moact:
Account Budgeted Amount: $233,732
Account No. 123-513-XXXX-XXXX-0075
o Account Description: Senior Nutrition Program
Balance as of: 07/01/2012
Balance after approval of this item: $233,732
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred, but not yet processed.
Adopt Resolution.
Motion:
Synopsis of Previous Council Action:
03/1912012 - Resolution No.20l2-47, to execute Amendment No.3 to Contract 10-318 A-3 to
increase annual food vendor purchase orders.
05/1612011 - Resolution No. 2011-105, to execute Amendment No.2 to Contract 10-318 A-2 for
FY2011-12 Senior Nutrition Program.04/04120Il - Resolution No. 2011-81, to execute
Amendment No. I to Contract 10-318 A-I to increase amount to $259,462 (increase of $82,502)
and increase annual food vendor purchase orders.
05/17/2010 - Resolution No. 2010-109 to execute Contract 10-318 for FY201O-11 Senior
Nutrition Program.
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Updated: 5/17/2012 by Sabdi Sanchez A
I-pac~et Pg. 194
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B.B
1820
Back2round:
The Federal Accounting Standards (FAS) Standard Contract for Senior Nutrition Services is an
agreement between tbe City and the County of San Bernardino Department of Aging and Adult
Services (DAAS) to provide senior nutrition services (for the County of San Bernardino) for the
period of July I, 2012 through June 30, 2013. During FY 10/11, the Senior Nutrition Program
served over 47,700 meals within 255 days, a daily average of 187 at six (6) nutrition sites: 5th
Street Senior Center (Ward I), Perris Hill Senior Center (Ward 2), Highland Senior Center, New
Hope Family Life Center (Ward 6), Hernandez Community Center (Ward I), and Lytle Creek
Community Center (Ward 3). As of April 2012, the program has exceeded the contracted number
of 47,000 meals to be served for FY 2011/12.
The current grant began in FY 2010/11 and will cover three (3) years of contract services; the
current agreement year plus two single-year renewal options. The amount awarded for
subsequent years will depend upon the demand for meal service as identified in reports from the
previous funding cycle. This contract Amendment No.4 for Senior Nutrition Services covers the
third and final year of service for this contract cycle. Attached is the FAS Standard Contract,
with the contract number to be assigned by the County once executed by the City.
The amended amount of grant funding that will be available for FY 2012/13 is $233,732. There
is no General Fund cash match required; the City's in-kind contribution is budgeted/anticipated at
$68,229 for FY 2012/13, as an 11.11% minimum in-kind matching contribution requirement for
FY 2012-13. The program's goals include collecting $40,000 in Program Income through meal
donations. The new adjusted contracted number of meals served is 42,266.
City Attorney Review:
SUDDortine: Documents:
CON-DAAS-061912 City ofSB -Final 5-2-12
(PDF)
Senior Nutrition RESOLUTION NO (council action)
(PDF)
Sr Nutrition Agreement
(DOCX)
reso 1820
(PDF)
Updated: 5/17/2012 by Sabdj Sanchez A
I ~ Packet Pg. 195 I
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County of San Bernardino
FAS
STANDARD CONTRACT
8.B,a
FOR COUNTY USE ONLY
New Vendor Gode Dapt. Contract Number
I- SC ~
~ Change CITYOFS772 10-318 A-4
Cancel
County Department Depl. Orgn. Contractor's license No.
~ging and Adult Services OOA
County Department Contract Representative Telephone Total Contract Amount
rvvendy Everett (909)387-2917 $760,447
Contract Type
o Revenue [Xl Encumbered o Unencumbered 0 Other:
If not encumbered Of revenue contract type. provide reason:
Commodity Code I Contract Start Dale Contract End Dale Original Amount Amendment Amour
Julv 1 2010 June 30 2013 $176 960 $233 732
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJIJOB No. Amount
AAF OOA 210 300 3357 $205,251
AAF OOA 235 300 3357 $27,903
AAF OOA 280 300 3357 $578
Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Services FV Amount 110 FY Amount 110
Program 12-13 $233,732 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 :!:.
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Name
City of San Bernardino hereinafter called Contractor
Address
300 North D Street
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San Bernardino, CA 92418
Telephone FederallD No. Of Social Security No.
(909) 384-5231
IT IS HEREBY AGREED AS FOllOWS:
AMENDMENT NO.4
It is hereby agreed to amend Contract No. 10-318 as follows:
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I. DEFINITIONS
Paragraph P is amended to read as follows:
P. Equipment - Tangible personal property with a useful life of more than one year and an acquisition
cost of $500 or more per unit.
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
$760,447 of which $649,369 may be federally funded, and shall be subject to availability of funds
to the County, The consideration to be paid to Contractor shall be in full payment for all
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Contractor's services and expenses incurred in the performance hereof, including travel and per
diem. The amount is broken down as follows:
July 1, 2010 through June 30, 2011
July 1, 2010 through June 30, 2011 (One Time Only Funding)
July 1, 2011 through June 30, 2012
July 1, 2011 through June 30, 2012 (One Time Only Funding)
Juiy 1, 2012 through June 30, 2013
$176,960
$ 82,502
$233,483
$ 33,770
$233,732
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Paragraph B is amended to read as follows:
Contractor shall be compensated on a fee-for-service basis based on the following rate, as
specified in Scope of Work (Attachment A):
Congregate Site: $5.53 per meal, up to 42,266 meals
Paragraph M is amended to read as follows: E
M. Matching contributions l;!
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1. The Contractor shall provide in-kind matching contributions of a minimum of $20,932, ~
which is the Title III portion of the Contract multiplied by 11.11%. c
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Allowable match shall be in compliance with the following requirements: 'E
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Matching in-kind contributions must be for allowable costs as determined by CDA PM. Z
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Allowable costs include but are not limited to rent, utilities, supplies, and volunteers. .2
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To qualify as a matching in-kind contribution, indirect or Contractor allocated overhead c1;
expenses must be supported by a documented cost allocation plan. 0
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Costs incurred by the Contractor or subcontractor must be verifiable from the records of ~
the Contractor or subcontractor. ::
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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.).
Paragraph S is amended to read as follows:
S. Budget and Budget Revision
1. Contractor shall be compensated for expenses only as itemized in the approved budget
that is incorporated by reference into this Agreement as Attachment B. The Contractor
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shall not be entitled to payment for expenses related to this Agreement until the budget ii
has been reviewed and approved by County. E
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B.
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6.
2.
No budget revision may result in an increase of the maximum dollar amount stated in
Section V, Paragraph A. The written request must specify the line item or Service
Category changes requested, and must include justification for the request changes.
For the purpose of this section,
a. "Service Category" shall be defined as that classification of activities defined in
the Older Americans Act (OM) that is specific to each OM funded grant
program; and
b. "Service" shall be defined as the activities that are defined within a Service
Category.
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Examples of Service Categories include Supportive Services, Congregate and Home-
delivered Nutrition Services, Disease Prevention/Health Promotion Services, and Family
Caregiver or Grandparent Support Services. Examples of Services include nutrition
education, transportation, infonmation assistance, senior center staffing, respite care,
access assistance, and supplemental services.
3.
County shall notify the Contractor in writing of the status of the budget revision request
within fourteen (14) calendar days of receipt of the Contractor's written request. The
County reserves the right to deny the Contractor's invoice for expenditures in excess of
the approved budgeted line item amount.
The Contract shall submit a budget revision to the County, in advance of expenditures
when:
a.
b.
c.
Changes to line item expenditures are expected to exceed the amount of the
approved budgeted line item by more than ten (10%) of the amount specified in
Section V, Paragraph A.
New budget line items are to be added. "[
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When the changes being requested involved the transfer of funds between '"
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Service Category. Q:
When the changes being requested involve the transfer of funds amount ~
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Services within a Service Category. ..
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When otherwise requested by County. 'S
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4.
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The Contractor shall maintain a written record of all budget changes including line item 0
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or service category changes. This record shall be available to the Department upon "
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request and shall be maintained in the same manner as all other financial records.
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The final date to submit to a budget revision is March 30~ of the contract period unless ~
otherwise specified by the County.
5.
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TERM
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This Contract is effective as of July 1, 2010, and is extended from its previous expiration of June 30, 2012, l;,
to expire on June 30, 2013, but may be tenminated earlier in accordance with provisions of Section IX of <
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X, GENERAL PROVISIONS
Paragraph D, 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 DAAS, the equipment to be ii
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 g
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DAAS approval. <i
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
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and be approved by OMS prior to any equipment purchases of $500.00 by
Contractor.
o ATTACHMENT A - SCOPE OF WORK: Fiscal Year 2012-13 is added to this Contract.
ATTACHMENT H - COMMUNITY FOCAL POINTS- Fiscal Year 2012-13 is added to this Contract.
ATTACHMENT K - BUDGET SUMMARY- Fiscal Year 2012-13 is added to this Contract.
ATTACHMENT L - BUDGET IN KIND NARRATIVE- Fiscal Year 2012-13 is added to this Contract.
ATTACHMENT N - REQUEST TO PURCHASE PROPERTY/EQUIPMENT FORM is added to this Contract.
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All other terms and conditions remain in full force and effect.
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III
COUNTY OF SAN BERNARDINO
City of San Bernardino
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(Print or type name of corporation, company, contractor, ete.)
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By ~
(Authorized signature - sign in blue ink)
Josie Gonzales, Chair, Board of Supervisors
Dated:
SIGNED AND CERTIFIED THAT A COPY OF THIS
DOCUMENT HAS BEEN DELIVERED TO THE
CHAIRMAN OF THE BOARD
Laura H. Welch
Clerk of the Board of Supervisors
of the County of San Bernardino.
Name
(Print or type name of person signing contract)
Title:
Dated:
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By:
Address: 300 N. Street
Deputy
San Bernardino, CA 92418
Reviewed by Contract Compliance
Presented to BOS for Signature
Approved as to Legal Form
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Jacqueline Carey-Wilson, County Counsel
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Lory Klopfer. HS Contracts Manager
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Colleen Krygier, Director
Date
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ATTACH 11::1'-.1,...
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San Bernardino County
Elderiy Nutrition Program
Scope of Work
2012-13
This Scope of Work contains the measurable objectives mandated by the Department of Aging and Aduit Services
(DMS) and the Cal~ornia Department of Aging (CDA) required of the Elderiy Nutrition Program (ENP) Provider.
The Scope of Work specifies and estabiishes monthly, quarteriy, and annual time frames and constitutes the
primary document for on-9oing monitoring and annual Program and Fiscal monitoring. It will be used to measure
the Provider's efforts towards providing quality nutrition services.
Contractor: City of San Bernardino
Service Area: San Bernardino and Surroundina Areas
II.
Program Description: E
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 Califomia to live e
independently, by promoting better health throu9h improved nutrition, and reduced isolation Q.
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through programs coordinated with nutrition-related supportive services. 0
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Definition - Nutrition Services means the procurement, preparation, transport, and service of E
meals, nutrition education, nutrition screening, and nutrition counseling, to eiigible individuals at i
congregate sites or in their homes. .9
Goals - to maintain or improve the physical, psychological, and social well being of older c
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individuals, by providing or securing appropriate nutrition services. '"
Objectives: 0
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1. Give preference to older individuals in greatest economic or social need with particular co
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attention to low-income minority individuals.
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Serve meals that provide one-third (1/3) of the Recommended Dietary Allowances (RDA's) 1ii
and are safe and of good quaiity. E
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Promote and maintain high food safety and sanitation standards. E
Promote good health behaviors through nutrition education and nutrition screening of ::
participants. g
Promote or maintain coordination with other nutrition-related supportive services for older :;::;
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individuals. :;
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. '"
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2.
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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.
A disabled individual who resides at home with and accompanies an older individual who
participates in the program.
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.
Home-Deiivered Meals - Individuals eligible to receive a home-deiivered meal are:
1. Any older individual who is frail, as defined below, and homebound by reason of illness,
disability, or isolation:
4.
B.
C.
Page 1 of 14
Packet Pg. 201
3.
A TT ACHJlC.I'l~.~a
a. "Frail" means that an older individual is determined to be functionally impaired
because the indivirhJ~1 either:
1) Is unable to perform at least two (2) activities of daily living, including
bathing, toileting, dressing, feeding, breathing, transferring and mobility
and associated 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.
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.
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.
Priority shall be given to older individuals in sub-section (C)(1) above.
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2.
4.
III,
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Requirements for Nutrition Services: ~
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A. Congregate Meals: e
1. Each Congregate Meal Provider shall: n.
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a, Include procedures for obtain the views of participants about the services 0
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b. Not preclude the service of a meal to a participant who has failed to make a i
reservation when food is available. ~
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1) Ensure each Congregate Meal participant completes sections I and IV of "
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the Client Intake Sheet (provided by DAAS) on the first day of service and r/)
annually thereafter. 0
2) Maintain appropriate documentation on each client. Documentation shall :;:
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be kept on file to be monitored by DAAS.
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2. Each Congregate Meal site shall meet all of the following: :ii
a. Have a paid staff or volunteer designated to be responsible for the day-to-day E
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activities at each site, and physically be on-site during the time that ENP l'!
activities are taking place. 1f
b. Have restrooms, lighting, and ventilation, which meet the requirements of the "
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California Retail Food Code (CRFC). '"
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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. UJ
B. Home-Delivered Meals: 1:'
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1. Develop and implement criteria to assess the level of need for home-delivered nutrition E
services of each eligible participant. '5
a. An initial determination of eligibility may be accomplished by telephone. This S
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initial contact with the participant shall include completion of sections I, II, III, and
IV of the Client Intake Sheet (provided by DAAS).
b. A written assessment shall be done in the home within two (2) weeks of
beginning meal service, and shall include an assessment of the type of meal
appropriate for the participant in their living environment.
c. An older individual eligible for receiving home-delivered meals shall be assessed
for need of nutrition-related supportive services, and referred as necessary.
d. Re-assessment of need shall be determined quarterly. Such re-assessment
shall be done in the home of the participant at least every other quarter. Each
quarter's re-assessment shall include completion of sections I, II, III, and IV of the
Client Intake Sheet (provided by DAAS).
2. Provide written instructions, in the language of the majority of the participants, for
handling and re-heating of the meals.
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3.
A TT ACHJI~I~~.~a I
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.
Provide home-delivered meals in pre-packaged divided trays (hot or frozen meals).
Maintain appropriate documentation on each client. Documentation shall be kept on file
to be monitored by OMS.
4.
5.
IV. Program Outcomes:
A. Total Number of Meals to be Served: 42,266"
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.
Proaram: C-1 (Conareaate Meals)
# of Davs of Service: 255
Number of Meals: 42,266
Sites to be Served:
5th Street Senior Center
Perris Hill Senior Center
Hernandez Community Center
Lytle Creek Community Center
New Hope Family Life Center
Hiahland Senior Center
Pronram C-2 (Home-Delivered Meals)
# of Davs of Service:
Number of Meals
Areas to be Served:
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Staffing: ~
A. Manager or Director: ::
1. The ENP provider shall have a manager on staff who shall conduct the day-to-day Iii
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 e
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related field, such as, but not limited to, restaurant management, plus two (2) years' ..:
experience as a food service supervisor, or, a
b. Demonstrate experience in food service, such as, but not limited to, cooking at a 'E
restaurant, and within twelve (12) months of hire successfully complete a minimum :;
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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 Iii
quarterly monitoring by a registered dietitian, or, E
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c. Two years' experience managing food services. Such experience shall be verified l;l
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 purpcse 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.
S. 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-linguaVmulti-cultural staff to increase low-income and
ethnic minority program participation in accordance with federal mandates.
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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 Titie 22, Division 1.8, Section 7636.7(c).
The Provider's Registered Dietitian shall review and approve the content of the Plan prior to
presentation.
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. -E
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A copy of the Staff Training Plan that has been approved by the Provider's Registered Dietitian E
must be submitted to OMS by September 1" of the FY it is being provided in. The OMS '5
Registered Dietitian will review and approve the Staff Training Plan and return it to the Provider. S
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The OMS approved Staff Training Plan must be kept on file.
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.
Training sessions shall be evaiuated by those receiving the training.
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.
All staff, paid and volunteer, shall be oriented and trained to perform their assigned responsibilities
and tasks. Training, at a minimum, shall inciude:
1. Food safety, prevention of food borne illness, and Hazard Analysis Critical Control Points
(HACCP) principles.
Accident prevention, instruction on fire safety, first aid, choking, earthquake preparedness,
and other emergency procedures.
Elder Abuse Law and reporting procedures.
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6.
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ATTACH lCI'll J-\
Contractor shall recruit for vacant positions in an open and competitive appiication process
free of discriminatory questions. Written job descriptions for all paid and volunteer staff
shall be maintained.
Contractor shall complete a written work performance evaluation on all paid and volunteer
staff at least annually.
All staff, paid and volunteer, that will be handling food must be in possession of a current
Food Handiers Card.
Volunteers shall be recruited and used in any phase of the program operation where
qualified.
Volunteers shall be screened and selected through a formal process that assesses their
capabiiities.
Volunteers shall receive the same training as paid staff.
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.
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 E
performance is evaluated. E
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Registered Dietitian: e
1. Each ENP Provider shall establish and administer nutrition services vvth the advice of a "-
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Registered Dietitian in accordance vvth Section 339 of the OM, and follow the general 0
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requirements in Title 22, Division 1.8, Section 7500. E
The Registered Dietitian will provide the following activities to meet the mandated i
requirements: .2
a. At a minimum, quarterly monitor for safe food handling and sanitation practices of c
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food facilities. '"
Review and approve the content of staff training prior to presentation. 0
Develop, or review and approve the cycle menus. ~
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Provide input, review, and approve the Nutrition Education Plan prior to
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presentation. ~
Provide technical support and assistance as needed. E
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Page 4 of 14
Packet Pg. 204
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 3" of the FY it is being conducted for.
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.
The Provider shall have an assessment tool readily accessible for the seniors attending the
congregate site or receiving a home-delivered meal.
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. E
a. Nutrition Education for congregate sites is defined as demonstrations, presentation, E
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lectures or small group discussions, all of which may be augmented with printed e
materials. D-
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Nutrition Education for home-delivered meal participants may consist solely of 0
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printed material that is in conjunction with a congregate meal Nutrition Education :s
presentation. .E
Nutrition Education shall be based on the particular need of congregate and home- .2
delivered meal participants. An annual Needs Assessment shall be perionned by the ENP c:
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Provider to make this detennination. rn
The Nutrition Education Plan and annual Needs Assessment must be submitted to DMS 0
by September 1" of the FY it is being provided in. :;j
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Nutrition Education sessions must be reported monthly to DMS using the Nutrition -
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Education Monthly Service Unit Report. :ii
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Nutrition Education Units of Service:
Pro ram: C-1 Con r ate Meals
# of Units to be Provided: 723
# of Sites to be Presented at: 6
Pro ram: C-2 Home-Delivered Meals
# of Units to be Provided:
# of Partici ants to be Presented to:
Menu Planning Guidelines/Menu Requirements:
A.
B.
C.
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A minimum of a 3-month cycle shall be planned and submitted to DMS. ~
Menu cycles shall include the availability of seasonal foods. :ii
Health, cultural, ethnic and regional dietary practices shall be considered in menu planning, food E
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selection, and meal preparation. g
The menu cycle shall be approved by the Provider's Registered Dietitian and upon approval :i
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.
A copy of the certified menu must be posted in a spot conspicuous to clients at each congregate
site.
Copies of the menus shall be made available to the participants upon request.
When planning the menus, the California Daily Food Guide and the Dietary Guidelines for
Americans (DGA) are to be considered. Menus shall confonn to the following criteria
referenced in the sources:
1. Provide an average of 550-750 calories per meal.
D.
E.
F.
G.
Page 5 of 14
Packet Pg. 205
2.
3.
0 4.
5.
6.
Table 1
Target Nutrients
A TT ACHJc;I..~.~a
Limit total fat to no more than 25-30% of the calories averaged for the week.
Choose and prepare foods with low n",ounts of salt, soy sauce and other high sodium
items.
Include good sources of dietary fiber such as whole grains and cooked dry beans at
least four times a week.
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:
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
Nutrient Target Value' Daily Compliance Range
oer meal
Calories (Kcal) >550 Kcal >550 700 Kcal
Protein 14gm 14 gm (in the entree)
Fat (% of total calories) 30% <35% weekly average
Vitamin A (ug) 250 ug > 250 ug 3 out of 5 days Iwk or 4
out of 7 days/wk
Vitamin C (mg) 25 mg 25 mg
Vitamin 86 (mg) 0.5 mg >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
Potassium (gm)" 1565 mg 1565 mg"
Vitamin D 200lU 200lU
Vitamin E ** 51U Provide education **
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'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
o demographic characteristics to calculate target nutrient values.
Page 6 of 14
Packet Pg. 206
A TT ACHJILI'll~.~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.
o 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
refiect 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 E
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special occasion meal. Cl
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Items that provide the following target nutrients should be identified on the Ci.
menu when using a component meal pattern template: <:
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a) Vitamin C - Provide one-third (1/3) of the DRI for vitamin C each '"
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meal- 25 mg (for a 1600-calorie menu). :;
Vitamin A - Provide one-third (1/3) of the DRI for vitamin A at Z
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least three (3) times per week, 250 I'g (for a 1600-calorie menu). 0
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Sodium - meals that contain over 1,000 mg of sodium must be '"
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noted on the menu as a high sodium meal.
Table two (2) descries the elements in the California 1600-calorie meal pattern. :;:
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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 "E
DR!'s and the DGA. Meals will require specific types of fruits and vegetables, E
whole grains, and high fiber foods in order to assure the target nutrients are '"
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provided. The component meal pattern may be deficient in vitamins E, B12, and ;;,
Zinc, requiring additional nutrition education for participants on the selection of <(
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foods that are good sources of these nutrients. 0
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The meal pattern in Table two (2) below is based on the minimum requirements :E
for a sedentary female 70 years of age. If the majority of the population served i
by a provider falls within another requirement range (i.e. active 60 year old men), Ui
the serving sizes and minimum number of servings required can be adjusted to '"'
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meet the service population. ENP Providers should verify the population served ..
and develop menu criteria accordingly. ,g
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b)
c)
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Table 2
California 1600 Calorie per Day Component Meal Pattern
Minimum Recommended Elements
Food Group Required servings for
550 calories per meal
1 serving
2 ounces oer meal
1 - 2 servings
Lean meat or beans
Serving sizes for 1600
calorie level
2 ounces - 1 serving
Vegetable
y, cup = 1 serving
Fruit
1 serving
y, cup - 1 serving
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Bread or Grain
At least Y, whole orain
1 - 2 servings
1 slice Bread = 1 serving
y, CUD of rice or oasta = 1 servino
Page 7 of 14
I Packet Pg. 207 I
Low-fat milk or milk alternate
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1 servinq
Optional
ATTACHJICI'l~.~a I
1 cuo or eouivalent measure
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 ORis.
(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.
Legumes shouid not be counted as both vegetable and protein. ENP Providers E
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may use other protein sources to provide the occasional vegetarian meal. c.
Vegetables (1-2 Y, cup servings): e
a. Vegetables as a primary ingredient in soups, stews, casseroles, or other ~
combination dishes should total Y, cup per serving. ,g
Raw leafy vegetables (salads) should equal1-cup if they are to be considered a E
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serving. z
Fruit (1 serving):
a. A serving of fruit equals:
1) 1 medium sized whole fruit
2) y, cup fresh, chopped, cooked, frozen, or canned drained fruit l;:
3) Y, cup 100% fruit juice ~
Fresh, frozen, or canned fruit should be packed in juice, light syrup, or without ::
sugar. Fruit packed in high sugar content syrup may be rinsed before using. :ii
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. :t
Milk (8 fl. oz.): a
a. Each meal shall contain eight (8) fluid ounces of fortified skim, low fat, or 'E
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). III
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Fat (Optional): :ii
a. Each meal may contain fat components to increase the palatability and E
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acceptability of the meal. Ii:
When selecting and preparing meat, poultry, dry beans, and milk or milk :::
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products, make choices that are lean, low fat, or fat free.
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.
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.
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.
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Page B of 14
I Packet Pg. 208 I
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ATTACH It:.l'lll 1\
it may be counted as a
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When a dessert contains Y, cup of fruit per serving,
serving of fruit.
When a dessert contains the equivalent of 1 serving (1 ounce) starches/grains
per serving, it may be counted as a serving of starches/grains (example: rice
pudding or oatmeal cookie).
When a dessert contains the equivalent of Y, cup of milk per serving, it may be
counted as Y, serving of milk.
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.
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.
Sodium:
a. The commitment to reduce sodium in the meals stems from the fact that nutrition- E
related chronic diseases remain the primary cause of death among people aged E
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65 and older. California has a diverse population, and the ENPs in the State e
provide culturally appropriate meals for many ethnicities. Asian meals 0-
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traditionally have higher sodium levels. Programs that choose to provide ,g
culturally appropriate meals, but are concerned with the sodium content of the E
meals, may consider: i
1) Using low sodium soy sauce or diluting soy sauce with water to produce .12
low sodium soy sauce; c
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Offering soy sauce as a condiment to be added by the senior; '"
Providing Nutrition Education on sodium; <>
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Continuing to work with the sodium levels of meals, making small steps to .,
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reduce the risk of developing kidney stones, and possibly decrease bone
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loss with age; ~
Not providing potassium chloride salt substitutes; E
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Noting meals that have more than 1000 mg of sodium on the menu as i!!
such: "This meal contains more than 1000 mg of sodium," or using an :f
icon denoting a high sodium meal; and c
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Using low sodium versions of high sodium foods when available and :;:::
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feasible with budget allowances. :;
Meal ComponenUNutrient Analysis: :::
1. A meal componenUnutrient 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, E
Section 7638.5. ~
a. Computerized Nutrient Analysis Requirements '5
1) Although not required, use of computerized nutrient analysis is strongly fl
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
c.
d.
8.
b.
9.
2)
3)
4)
5)
6)
7)
Page 9 of 14
Packet Pg. 209
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ATTACH It:.l" I t\
iiL 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.
Food Procurement:
A. Food procurement procedures shall comply with Title 22. CRFC standards, and HACCP best
practices guidelines. E
B. All food shall be of good quality and shall be obtained from sources that conform to Federal, l;
State, and local regulatory standards fro quality, sanitation, and safety. e
C. To the extent possible, providers are encouraged to participate in group food purchasing. 0..
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D. A comparative cost analysis shall be performed either by the ENP Provider or its group 0
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purchasing organization on an on-going basis to obtain the highest quality food for the lowest :s
price available. i
IX.
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Food Storage: r::
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A. Food storage procedures shall comply with Title 22, CRFC standards, and HACCP best (/)
practices guidelines. 0
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Adequate and suitable space free from vermin, dirt, and contamination or adulteration shall be co
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provided for the storage of food and beverages, and cooking, serving, and eating supplies. -
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B.
Food Production:
A. Food production procedures shall comply with Title 22, CRFC standards, and HACCP best
practices guidelines.
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.
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:
"
1. The Provider's Registered Dietitian must approve all menu substitutions. E
2. A Menu Substitution Form must be completed and signed by the Provider's Registered {i
Di~itlan. ~
3. The completed Menu Substitution form shall be kept on file for DAAS review. 4:
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.
Standardized recipes shall be used to ensure consistency of quality and quantity and
adherence to menu guidelines.
Appropriate utensils for correct and consistent portion control shall be available and
used at each site.
Meal ServicefTemperature Monitoring:
1. All food for congregate sites shall be packaged and transported in a manner in which it is
protected from potential contamination and maintains appropriate hot and cold food
temperatures.
B.
C.
D.
3.
4.
E.
Page 10 of 14
I Packet Pg. 210
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2.
3.
4.
5.
6.
7.
0 8.
XII.
XIII.
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A TT ACHJIt:I'll~.~a
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.
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.
The ENP Provider must have written procedures for monitoring food
temperature.
The ENP Provider must use a form to document food temperatures daily (i.e.
Food Temperature Log).
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.
All completed Food Temperature Logs must be maintained on file for OMS E
review. ~
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To maintain quality in prepared foods, holding times shall be kept to a minimum. Long e
periods of holding hot foods at required temperatures diminishes the nutrient content Q.
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and palatability of foods. 0
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Holding time shall not exceed 2 hours between the end of production and the beginning E
of food service at the congregate site. :i1
Milk and milk products shall be provided in individual, commercially filled containers, or 5
shall be poured by a staff member directly from commercially filled bulk containers into "
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the glass or cup from which it is consumed. I1J
Single service utensils and tableware shall be used one time only and then discarded. 0
Safety of the food after it has been served at the congregate site and then removed by ~
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the participant from the congregate site is the sole responsibility of the participant and -
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may be consumed by the participant as he/she deems it appropriate. ;
The Provider shall have a sign posted in the congregate site stating, "Food removed E
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from the congregate site is at your own risk." ~
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c.
d.
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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. I1J
Cleaning Schedule 1::
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Equipment Temperature Log - for all dish machines, refrigerators, and freezers. E
Production Schedule - applicable only if food is cooked at the site. ii
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.
2.
3.
4.
5.
6.
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 nutritionai 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
I Packet Pg. 211
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ATTACHJIt:.I\I~.~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 OMS for data entry into the SAMS System.
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 OMS.
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.
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 E
and assembly areas. ~
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3. Staff must be knowledgeable of emergency procedures. e
4. Where feasible and appropriate, ENP Providers shall make arrangements for the Q.
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availability of meals to participants during a major disaster, as defined in 42 U.S.C., 0
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Chapter 68, Section 5122 (2). Such arrangements shall be included in the :s
Emergency/Disaster Plan. i
Donations and Confidentiality: .2
1. An Eligible individual who receives a meal shall be given the opportunity to contribute to c
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the cost of the meal Ul
2. The ENP Provider shall develop a suggested contribution/donation amount. When 0
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developing this contribution/donation amount, the income ranges of the older individuais co
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in the community and the Provider's other sources of income shall be considered. -
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3. A sign indicating the suggested contribution for eligible individuals and the fee for guests :ii
shall be posted near the contribution container at each congregate meal site. A guest E
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fee shall cover all meal costs. 1!
4. No eligible individual shall be denied participation because of failure or inability to If
contribute. c
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5. The Provider shall ensure that the amount of the eligible participant's contribution is kept :;:
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confidential. "S
6. The ENP Provider shall establish written procedures to protect contributions and fees :::
from loss, mishandling, and theft (i.e. Contribution/Donation Procedures). Such Ul
Procedures shall be kept on file for OMS review. E
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7. All contributions and fees shall be identified as program income and used to increase the E
number of meals served, to facilitate access to such meals, and to provide nutrition- 'li
related supportive services. ~
"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.
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 OMS.
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."
C.
D.
E.
F.
Page 12 of 14
I Packet Pg. 212
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ATTACH lI::l...1 ,..,.
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.
Reporting:
G.
1.
All fiscal and program data must be reported monthly (i.e. Request for Reimbursement,
Rosters, Monthly Service Unit Report, etc.). All reports are due to DAAS by the 5th
business day of the month following the month of service. DAAS will provide training as
needed.
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.
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 E
suffering or the deprivation by a care custodian of goods or services which are 1!
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necessary to avoid physical harm or mental suffering. ~
Maintain records, by month, that support claimed in-kind expenditures. 0-
Report expenditures funded with Deferred Income by September 30th of the FY in which 5
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it is being claimed. :s
Develop and have on hand for review by DAAS, a cost allocation plan which explains the i
methods used to allocate costs between congregate and home-delivered meals or any 5
other program funded by DAAS. c
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In the event additional funds become available, the Provider will use the funds to Ul
increase the number of meals being provided to participants by either increasing the 0
number of individuals attending its present sites, or by opening new sites in communities ~
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not already served by the Provider. Exceptions to this requirement must be fully -
-
documented in writing and submitted to the Director of DAAS for prior approval. 5i
Other Reporting Requirements: E
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a. SAMS (Social Assistance Management System): e
1) The following reports are to be completed and submitted to DAAS by the :f
5th business day of the month following the month of service if the c
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Provider is serving less than 500 clients per month: ;:;
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i. Client Intake Sheets for any new clients or any annual or quarterly 'S
assessments completed in the month. Z
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ii. Meal Rosters Ul
2) Providers that are serving more than 500 clients shall secure the c:
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appropriate licensing, have a dedicated staff responsible for maintaining E
the client tracking software, obtain and maintain an Internet Service '5
Provider and the appropriate hardware that can support the program. .B
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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
i1i. Routes (if applicable)
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
2.
3.
4.
5.
6.
7.
8.
9.
Page 13 of 14
I Packet Pg. 213
8.B.a
H.
handouts presented to the participants as a component of the Nutrition Educatiol
shall be attached to the Nutrition Education Monthly Service Unit Report.
Disposal of Equipment:
1. If the Provider wishes to dispose of equipment purchased with Nutrition grant funding, the
must submit a request, in writing, to DAAS. The request shall state the equipmer
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.
Quarterly Meetings
1. Provider is required to attend all Quarterly Nutrition Provider meetings hosted by DAAS.
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Attachment K I 8.B.a
COUNTY OF SAN 8ERNARDINO NUTRITION SERVICES
PROGRAM 8UDGET 2012-13
Provider: City of San Bernardino
CONGREGATE SITES C-1 1:8:1
Fiscal Year: FY12-13 ORIG _X_ Amend
HOME DELIVERED MEALS C-2 0
Section I: Prepare this section based on annual estimated cost to serve the meals.
A I b C=a+b
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $152,817 36,300 189,117
2 Staff Travel & Training
3 Equipment
4 Consultants 15,500 15,500
5 Catered Food
6 Raw Food 99,000 10,000 109,000
7 Other Expenses:
a. Consumable Supplies 10,000 10,000
b. Insurance
c. Repair & Maintenance 4,500 4,500
d. Rent/Building Space
e. Utilities 21,929 21,929
f. Vehicle Operations 3,000 3,000
g. Miscellaneous 2,000 2,000
8. Indirect Cost
9. Nutrition Education
Total Expenditures (add lines 1-9) 286,817 68.229 355,046
Revenue Sources:
State funds 17,418 17,418
Federal Funds 188,411 188,411
N51P 27,903 27,903
County funds
Program Income 40,000 40,000
Deferred Income
Matching Cash
Matching In-Kind 68,229 68,229
Non-Match Cash 13,085 13,085
Non-Match In-Kind
Total Revenue 355,046 355,046
Section \I: 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 meals Proposed meal cost per unit Annual Budget
42,266 $5.53 $233,732
Submitted by:
DAAS Approval:
Date
Name
Date
Signature
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pagl Packet Pg. 218 I
Attachment L I 8.B.a
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COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Budget In Kind Narrative
Provide justification, rates, comments, descriptions, etc. for the required 11.11 % of the
total proposed contract amount in matching funds whether in cash or in-kind. Matching
funds may not be fees for services, client donations or program income as defined by
45 CFR 74.41 match.
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Line Item Rate Annual Amount Descriotionl Justification
Personnel $8.70 $36,300 We have senior volunteers at the 51h
Street, Perris Hill and Highland senior
centers that help with the serving of the
Senior Nutrition meal. The $8.70 rate is
the same as our kitchen helpers. 39
approx. hours each month @ $8.70 =
339.30 x 9 employees = $3,053.70 x 12
months = 36,644. We also take into
consideration that not all of our senior
volunteers work every day of the year so
we round down the number to $36,300
to reflect this.
Raw Food Approximately Throughout the year our Food vendors
$10,000 give us discounts so we are abie to
purchase more food. They also have
supplied food items to us at nO cost (as a
donation) because we have been with
them for so many years. They have
donated the cost of a full meal on
several special occasions to our 294
seniors. Also the Christmas Dinner is
donated by a non-profit agency. All
donations, discounts and specials given
throughout the year conservatively is
aoorox., $10,000.
Utilities $21,929 The entire annual cost of the cities
utilities are totaled then a breakout of the
Senior Nutrition sites, meal serving
times, meal preparation time and
equipment to prepare the meal are all
taken into consideration to come up with
a percentage for the Senior Nutrition
Program. This approximate utility
amount was given to be used for the
Senior Nutrition budaet.
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pagl Packet Pg. 2191
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ATTACHMENT N
SAN BERNARDINO COUNTY
DEPARTMENT OF AGING AND ADULT SERVICES
REQUEST TO PURCHASE PROPERTY/EQUIPMENT
This fonn 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 Eauioment Bid Fonn for each item requested.
Date:
FY:
Contractor Name:
Address: Contact: Phone No:
Item(s) Requested (attach additional sheet if required):
QTY DESCRIPTION AMOUNT FUNDING
SOURCE
Explain how requested itcm(s) will be used to carry out tbe objectives related to the
funding to be received (attach additional sheet if required):
Administrative Use Only:
Approved 0 Denied 0
Value over $500/unit: Yes 0 No 0
Inventory: Yes 0 No 0
Program Review by: Name
Title
Date
Director Approval:
Date
C:\documents and settings\sanchez_sa\local
settings\temp\minutetraq\sanbemardinocityca@sanbemardinocityca.iqm2.com\work\attachments\2890.doc
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Revised 5/2/12
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1
RESOLUTION NO.
4
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING TIlE CITY MANAGER TO EXECUTE AMENDMENT NO.4
TO CONTRACT 10-318 WITII THE COUNTY OF SAN BERNARDINO DEPARTMENT OF
AGING AND ADULT SERVICES (DAAS), ACCEPTING THE NEW PROPOSAL AMOUNT OF
$233,732 FOR THE PERIOD OF JULY I, 2012 THROUGH JUNE 30, 2013 FOR THE SENIOR
NUTRITION I'ROGRAM.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2
3
6 SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. The City Manager is hereby authorized and directed to execute
8 Amendment No, 4 to Contract No. 10-318 with the County of San Bernardino Department of
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9 Aging and Adult Services (DAAS) to increase the grant funding for the Senior Nutrition
10 Program (the "Amendment"). A copy of the Amendment is attached hereto and incorporated
11 herein, marked Exhibit "A",
12 SECTION 2. The authorizations granted herein are rescinded if the Amendment is not
o 13 fully executed I issued within sixty (60) days of the passage of this Resolution,
14
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023 III
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Packet Pg. 221
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023
1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE OTY MANAGER OR DESIGNEE TO EXEClITE
AMENDMENT NO.4 TO CONTRACT 10-318 WITH TIlE COUNTY OF SAN BERNARDINO
DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), ACCEPTING THE NEW
PROPOSAL AMOUNT 0.' 233,732 FOR THE PERIOD OF JULY 1,2012 THROUGH JUNE 30,
2013 FOR THE SENIOR NUTRITION PROGRAM.
2
3
4
5
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the city of San Bernardino at a meeting tbereof, held on tbe
6
day of
.2012, by the following vote, to wit:
7
COUNCIL MEMBERS:
AYES
NAYS
ABSTAIN
ABSENT
8
MARQUEZ
JENKINS
9
16
17
The foregoing Resolution is hereby approved this
day of
,2012.
18
19
Patrick J. Morris, Mayor
City of San Bernardino
20
Approved as to fonn:
JAMES F. PENMAN,
City Attorney ~
BY~~' 1)(cud
21
22
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Packet Pg. 222