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09- parks, Recreation and Community Services Dept
CITY OF SAN BERNARDINO— REQUEST FOR COUNCIL ACTION From: Kevin Hawkins, Director Subject: RESOLUTION OF THE MAYOR AND COMMON COUNCIL Dept: Parks, Recreation and OF THE CITY OF SAN BERNARDINO Community Services Dept. RATIFYING THE SUBMITTAL OF A SENIOR NUTRITION PROGRAM Date: December 21, 2009 GRANT APPLICATION THROUGH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR SENIOR NUTRITION SERVICES FOR THE PERIOD OF JULY 1, 2010 THROUGH JUNE 30,2011. M/CC Meeting Date: January 19, 2010 Synopsis of Previous Council Action: June 7, 2007 — Resolution 2007-180 adopted, authorizing the Department to apply for and administer the grant from San Bernardino County Department of Aging and Adult Services for the administration of the Senior Nutrition Program Recommended Motion: Adopt Resolution i Contact person: Robert Lennox Phone: 5233 Supporting data attached: Staff report, Grant application Ward: City Wide City In-Kind: $ 60,600.00 FUNDING REQUIREMENTS: Amount: Grant Request: $282.014.00 Source: (Acct. No.) 123-513-xxxx (Acct Description) Senior Nutrition Program Finance: Council Notes: Agenda Item No. -/ — 19-ZoiO CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino ratifying the submittal of a Senior Nutrition Program grant application through the County of San Bernardino Department of Aging and Adult Services (DAAS) for senior nutrition services for the period of July 1, 2010 through June 30, 2011. Background: The Request for Proposal for Senior Nutrition Services is an agreement between the City and the County of San Bernardino (DAAS) to provide senior nutrition services for the County of San Bernardino for the period of July 1, 2010 through June 30, 2011. During FY 08/09, the Senior Nutrition Program served over 54,227 total meals for a daily average of 197 meals or 616 clients at seven(7)nutrition sites: 5th Street Senior Center, Perris Hill Senior Center, New Hope Family Life Center, Hernandez Community Center, Lytle Creek Community Center, Lighthouse for the Blind and Highland Senior Center. In FY 10/11,the program expects to serve 57,757 congregate meals at all seven meal sites accumulatively. The current grant began in FY 07/08 covering three(3) years of contract services. This Request for Proposal for Senior Nutrition Services will cover one (1) year with option to renew for two additional years of contract services beginning with Fiscal Year 2010/11. Attached are: 1) the application for Elderly Nutrition Program 2)Program description 3)budget narratives, 4)the line item budget detail for FY 10/11, and 5) Schedule of personnel with summary of equipment. The FY 10/11 requested contract amount is $282,014.00. The submittal deadline for this contract amendment did not give adequate time for City Council processing prior to the due date and needs Council approval before services can be implemented in FY 10/11. Financial Impact: There is an 11.11% minimum in-kind matching contribution requirement for FY 10/11. This is met through a percentage of personnel, building and utility costs, which are funded in the Parks, Recreation and Community Services operating budget, also shown in the budget attachment (acct 123-513-xxxx). The program's goals include collecting $40,000 in `Program Income' or meal recipient donations and another $10,000 in `Matching Cash' or sponsorships from outside organizations to support meal service. Recommendation: Adopt Resolution. COPY 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A SENIOR NUTRITION 3 PROGRAM GRANT APPLICATION THROUGH THE COUNTY OF SAN 4 BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR SENIOR NUTRITION SERVICES FOR THE PERIOD OF JULY 1, 2010 THROUGH 5 JUNE 30, 2011. 6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 7 8 SECTION 1. The Mayor and Common Council of the City of San Bernardino hereby 9 ratify submittal of a grant application to the County of San Bernardino for the Senior Nutrition 10 Program for the period of July 1, 2010 through June 30, 2011 and supporting application 11 documentation, a copy of which is attached hereto, marked as Attachment"C" showing amount 12 requested on the Budget Summary with the County of San Bernardino (DAAS). 13 14 15 16 17 18 /// 19 20 21 22 23 24 25 26 27 28 1 RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO RATIFYING THE SUBMITTAL OF A SENIOR NUTRITION 3 PROGRAM GRANT APPLICATION THROUGH THE COUNTY OF SAN 4 BERNARDINO DEPARTMENT OF AGING AND ADULT SERVICES (DAAS) FOR SENIOR NUTRITION SERVICES FOR THE PERIOD OF JULY 1, 2010 THROUGH 5 JUNE 30,2011. 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 7 and Common Council of the City of San Bernardino at a meeting thereof, held 8 on the day of 2010, by the following vote,to wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 ESTRADA 11 12 BAXTER 13 BRINKER 14 SHORETT 15 KELLEY 16 JOHNSON 17 18 MCCAMMACK 19 City Clerk 20 21 The foregoing resolution is hereby approved this day of 2010. 22 23 Patrick J. Moms, Mayor City of San Bernardino 24 Approved as to form: 25 26 © 27 B)e!F. Penman, City Attorney 28 i APPLICATION Elderly Nutrition Program (Older Americans Act Title III C Funds) INSTRUCTIONS: Please answer all questions and submit all requested documents. Failure to do so may result in the application being rejected. 1. Agency Name: CITY OF SAN BERNARDINO, PARKS, RECREATION & COMMUNITY SERVICES Address: 1350 SOUTH „E„ STREET, SAN BERNARDINO, CA. 92408 Telephone: (909) 384-5231 FAX: (909) 384-5160 2. Agency SSN# or FID#: 95-6000772 3. Authorized Signature: Name/Title: KEVIN HAWKINS Telephone: (909) 384-5030 E-mail address: Hawkins_ke @sbcity.org 4. Agency Contact Person: AALIYAH HARKLEY Title: HUMAN SERVICES PROGRAM MANAGER Telephone: (909) 384-5231 E-mail address: Harkley_aa @sbcity.org 5. Type of Organization: x Government/Public Agency ❑ Private Not-for-Profit ❑ Private For-Profit ❑ Other: 6. Type of Legal Entity: Corporation ❑ Sole Proprietorship II' ❑ Partnership X Other: Government 7. Is the Agency in good standing with the Secretary of State of California?? / y Yes x No ❑ �777AfH '�/ C�" 8. Does the Applicant agree to provide the services as described in the application for a one-year period beginning no later than July 1, 2010, with an option to renew the Contract for two additional one-year periods, if awarded a Contract? Yes x No ❑ 9. Have all aspects of the application, including cost, been determined independently, without consultation with any other prospective Applicant or competitor for the purpose of restricting competition? Yes x No ❑ 10. Are all declarations in the application and attachments true? Yes x No ❑ 11. Does the Applicant understand and agree that all aspects of the RFA and the application submitted shall be binding if awarded a Contract? Yes x No ❑ 12. Does the Applicant agree to provide the County with any other information that the County determines is necessary for an accurate determination of the Applicant's ability to perform services as proposed? Yes x No ❑ 13. Does the Applicant agree to comply with all applicable local, State, and Federal rules, laws, and regulations, if awarded a Contract? Yes x No ❑ 13. Does the Applicant employ any former County of San Bernardino Administrative Officials and/or do any former County of San Bernardino Administrative Officials represent the Agency (See RFA, Section VII)? 14. Yes No X If yes, list names and positions 15. Does the Applicant have an organization that is adequately staffed and trained to perform the required services? Yes x No ❑ If no, does the Applicant have the capability for recruiting sufficient staff? Yes x No ❑ 16. Does the Applicant agree to obtain insurance in the amounts and coverages listed in Section V, Paragraph B, Indemnification and Insurance Requirements, if awarded a Contract, and submit proof prior to performing services? Yes x No ❑ 17. Does the Applicant understand and accept the Client Complaint and Grievance Procedures for Older Americans Act Programs, as defined in Section V, Paragraph A, Item 6 and Attachment B? Yes x No ❑ 18. Does the Applicant certify that all statements in Section V, Paragraph A, Item 14, Debarment, Suspension, and Other Responsibility Matters are true? Yes x No ❑ If no, please explain: 19. Does the Applicant use subcontractors? Yes x No ❑ If yes, list subcontractor information, including name of each company, and type of work to be performed. (Note: Any subcontractor shall be subject to the terms and conditions of any resulting Contract, as defined in Section V, Paragraph A, Item 3.) All sub- Contracts must be approved by DAAS before service is Contracted. Dietician Consulting Health & Nutrition Services Inc. 28551 Oak Ridge Rd, Highland, CA. 92346 20. The application package must include the following documents: • Program Description' • Budgetary Information' • List of Assurances • Audited Financial Statements (Most recent and complete) "Program questions, Budget questions and budget forms, List of Assurances and Exceptions to Assurances follow this page. I certify that the information contained in this application package is true to the best of my knowledge. 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Check the area(s) to be served: ATTACHMENT C Check Area(s) Service Areas Service Area Served Details Colorado ❑ River Needles, Havasu, Big River and surrounding areas North Desert Barstow, Newberry Springs, Trona, Baker and surrounding areas ❑ Morongo Joshua Tree, Landers, Morongo Valley,Wonder Valley, Yucca Valley,Twenty- Basin Nine Palms and surrounding areas ❑ victor valley Adelanto, Apple Valley, Hesperia, Lucerne Valley, Victorville and surrounding areas ❑ Mountains Crestline, Running Springs, Lake Arrowhead, Big Bear, Twin Peaks and surrounding areas X East Valley Rialto, Bloomington, Fontana, Colton, Redlands, Yucaipa, San Bernardino City, Loma Linda, Lytle Creek, Highland and surrounding areas El West Valley Chino, Chino Hills, Montclair, Ontario, Rancho Cucamonga, Upland and surrounding areas 26. List any exceptions to the areas checked above: East Valley: City of San Bernardino & City of Highland only 27.List additional funding sources for program operations for the last two (2) years, such as fundraisers, grants, donations. FY 07/08: Fund raisers (Trips and Tours, Special Events) FY 08/09: SCAN Corporation, Fund raisers (Trips and Tours, Special Events) 28. Agency Description: • Describe the mission and purpose of the Agency. The City of San Bernardino operates under a Mayor, Council and City Manager form of government. The Mayor and Council members serve four-year terms. Under the supervision of the Mayor, the City Manager is the Chief Administrative Officer. The City also has an elected City Attorney, City Treasurer and City Clerk. It is the mission of the City of San Bernardino to govern with professional leadership, vision and compassion to endeavor to: ATTACHMENT C Provide safe neighborhoods for the preservation of life and property; Improve and maintain a diversified and successful economic base; Foster a well-maintained and progressively designed infrastructure; Enhance opportunities for quality education and leisure pursuits; Advance regional cooperation and the city's leadership role within the Inland Empire. The Parks, Recreation & Community Services Department, Senior Nutrition Program's mission is to provide nutrition services as described in the older Americans Act (OAA) of 1965, as amended, and to assist older individuals in the City of San Bernardino to live independently. It's primary goal is to promote better health through improved nutrition and reduce isolation through senior programs coordinated with nutrition-related supportive services. • Describe the Agency's experience in providing services to older individuals and individuals with a disability. In 1854 the City of San Bernardino, was officially incorporated. The City of San Bernardino has been a public organization for approximately two hundred-years and there are no related prior business names. Today the city houses 198,580 residents and is the largest city inside the largest county in the state of California. The City of San Bernardino is celebrating 33 years of demonstrated services as a provider of congregate nutritious meals to our low-income senior population. The City of San Bernardino, Senior Nutrition Program, has served 125% more meals since 1980. Through the collaborative efforts of the San Bernardino County Department of Aging and Adult Services (DAAS), and the City's Parks, Recreation & Community Services Department, our Senior Nutrition Services Program has operated and served our community with an excellent track record in providing the services as outlined in this contract. ATTACHMENT C • Describe the agency's relationships to other organizations that may provide other services at the proposed site(s). The City of San Bernardino collaborates with many agencies and organizations to support our efforts in bring a well-rounded health program to our senior population. Some of these agencies are staffed and housed inside our city departments. The Retired & Senior Volunteer Program and the Senior Companion Program are both financially part of the City of San Bernardino's general fund and both play major roles in the mission of health and well being to our senior population. Also, the San Bernardino Adult Education School operates many educational and recreational programs from both our 5th Street and Perris Hill Senior Center sites. Some of the classes offered are Computer training, Exercise classes, Fifty-Five and A Live, and Ballroom Dancing. We also network with agencies and organizations from both the private and public sector to assist us with program delivery and financial donations. We recently received a $5,000 dollar donation from SCAN to assist us in serving more senior meals. • List applicable licenses and permits presently held. The City of San Bernardino, Parks, Recreation & Community Services, Senior Nutrition Program through the city's Facility Department holds the following Licenses and Permits: 1. Building Permits for each site are listed below a. 5th Street Senior Center b. Perris Hill senior Center c. Lytle Creek Community Center d. Hernandez Community Center 2. Health Permits for all () sites R ATTACHMENT C 3. All servers have County of San Bernardino Certified Food Workers Permits (Food Handlers cards). If additional permits or licenses are required we will acquire upon request. • List subcontractors, if applicable, and services they provide. (See attachment 1) The City of San Bernardino subcontracts with Consulting Health & Nutrition Services to provide Registered Dietitian services in accordance with Section 339 of the OAA and follow the general requirements in Title 22, Division 1.8 and Section 7500. The Dietitian provides; a. Quarterly monitoring 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 monthly or cycle menus. d. Develop, or review, and approve the nutrition education plan for participants. e. Nutrition education to seniors and / or staff training. f. Technical support and assistance to the Provider as needed. • List current and previous contracts completed during the past three (3) years, including name of funding agencies, dates, and dollar amounts. The City of San Bernardino, Parks, Recreation and Community Services Department is constantly seeking alternative funding resources. This report details the past three years of some of the grant funding received by our Department. The Nutrition Network Program has received the following grants in the past three years. FY 2009-2010 FOCUS Project Grant County Public Health Services $ $55,000 9 ATTACHMENT C FY 2008-2009 FOCUS Project Grant County Public Health Services $ $55,000 FY 2007-2008 FOCUS Project Grant County Public Health Services $ $55,000 The Senior Nutrition Program has received the following grants within the last three fiscal years. FY 2009-2010 Senior Nutrition Program DAAS $ 177,773 FY 2008-2009 Senior Nutrition Program DAAS $ 231,807 FY 2007-2008 Senior Nutrition Program DAAS $ 270,180 The Senior Companion Program has received the following grants in the past three years. FY 2009-2010 Senior Companion Program federally funded $ 295,349 FY 2008-2009 Senior Companion Program federally funded $ 295,349 FY 2007-2008 Senior Companion Program federally funded $ 300,600 The Retired & Senior Volunteer Program has received the following grants in the past three years. FY 2009-2010 Retired & Senior Volunteer Prog. Federally funded $ 57,415 FY 2008-2009 Retired & Senior Volunteer Prog. Federally funded $ 57,415 FY 2007-2008 Retired & Senior Volunteer Prog. Federally funded $ 58,436 These are just a few of the many grants that the Parks, Recreation & Community Services Department receives every year. All of the grants listed except for the Focus Mentoring Grant have been awarded to the City of San Bernardino, Parks, Recreation & Community Services Department for over thirty years. • Describe how the Agency seeks other funding sources that provide additional funding for the program (e.g. fundraising, donations, other grants, etc.) Through effective partnering with outside agencies the City of San Bernardino's Senior Nutrition program is able to maintain it's operating budget. The Senior 10 ATTACHMENT C Employment Agency, The National Indian Council on Aging Agency, The California Indian Consortium and Community Options, helps the Senior Nutrition Program with funding for temporary staffing. These agencies play an important role in assisting the City of San Bernardino, Senior Nutrition Program, with funding for hiring and training of prospective employees before they are placed on the City of San Bernardino's payroll. The valuable revenue that these partnering agencies give helps the City with thousands of dollars for senior nutrition staffing. Also during each fiscal year the City of San Bernardino, Senior Nutrition Program looks for sponsors and solicits donations for special occasions and holiday lunch meals. 29. Agency's plans to provide Elderly Nutrition Services: • Describe the project objectives The City of San Bernardino, Parks, Recreation & Community Services Department, Senior Nutrition Program objective is to provide nutrition services as described in the Older American Act (OAA) of 1965, as amended, and to assist older individuals in the City of San Bernardino to live independently. By promoting better health through improved nutrition, and reduce isolation through senior programs coordinated with nutrition-related supportive services. • Complete the charts below: Projected#of Participants per year Projected number of minority Projected#of low-income participants participants 57,757 80% 98% Total # of days meals are to Projected number of meals Projected number of meals be served per year to be served each day to be served per year 249 232 57,757 • List holidays that will be observed tt ATTACHMENT C New Year's Eve, New Year's Day, Martin Luther King Jr. Day, All President's Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Day After Thanksgiving, Christmas Eve, Christmas Day. See (Attachment 6) • Proposed sites: o List each proposed site. 5th Street Senior Center, 600 W. 5th Street, San Bernardino, Ca. 92410 Perris Hill Senior Center, 780 E. 215} Street, San Bernardino, Ca. 92404 Highland Senior Center, 3102 E. Highland, Highland, Ca. 92346 Lytle Creek Community Center, 380 "K" Street, San Bernardino, Ca. 92404 Hernandez Community Center, 222 Lugo, San Bernardino, Ca. 92408 New Hope Family Life Community Center, 1505 Highland, S. B., Ca. 92411 Light House for the Blind, 762 N. Sierra Way, San Bernardino, Ca. 92410 o Describe how the Agency complies with the Americans with Disabilities Act (ADA). The City of San Bernardino, Senior Nutrition Program currently is using facilities that are in compliance with the Americans with Disabilities Act. All of the facilities used are existing buildings; none are new structures. It is the responsibility of the city's Facilities Department to ensure that all city buildings meet the ADA requirements. See (Attachment 2) o Describe the physical characteristics of each proposed congregate site and how accessibility for handicapped and disabled seniors will be accommodated. All facilities used for the Senior Nutrition Program are Senior or Community Centers except for the Lighthouse for the Blind, which is a school facility for senior disabled blind individuals. All sites have a kitchen area where the senior lunch and dinner meals are prepared onto the senior's tray and served to each senior. At each site all disabled and handicapped patrons 12 ATTACHMENT C are served first. Once the meal is consumed volunteers then pick up meal trays. All staff persons and volunteers have a current Food Handlers Permit. The senior dinner meal will only be served at the 5'h Street Senior Center on Tuesdays and Thursdays. o State whether the sites are ADA compliant. All of the Lunch Meal sites are in compliance with the Americans with Disabilities Act (ADA). See (Attachment 2) o If one (1) or more sites are not ADA compliant, provide a list of what needs to be done to become ADA compliant and when and how those needs will be met. N/A flfl • Outreach Plan — Describe how the Agency will conduct outreach to identify p potential participants who are low income minority seniors, seniors residing in rural areas, seniors with limited English speaking ability, seniors with severe disabilities, seniors with speech, visual or hearing impairments, Alzheimer's, and related dementia disorders. Include number of proposed hours of outreach that will be conducted each month. In order to increase the number of meals served, a minimum of two (2) canvassing of the neighborhood within a one square mile radius of each of the seven (7) senior nutrition sites will be conducted. Each canvassing will have a minimum of two employees or volunteers visiting the neighborhoods and sharing information about the Senior Nutrition Program to the senior residents as well as other family members. Each team will complete a log, keeping track of all the residences that were contacted and the results. Each team will receive training on the canvassing procedures from the Food Service Supervisor Il. After each canvassing, meal sites will be monitored to gauge if there is an increase in the meal count. Also the Senior Nutrition Program staff will have free informational fliers for seniors during Senior Health Fairs and scheduled Special events. Promotional material is also ATTACHMENT C IF J created in English and Spanish in order to communicate with a larger city population. Lastly the Senior Nutrition Program will appear on Channel 3 throughout the year to talk about the senior meal program and give the addresses and meal times for all (7) seven sites. This will help reach senior and their family members, who have Alzheimer's, dementia disorders, and who are physically impaired. • Describe how meals will be served or delivered. Senior Nutrition staff at each site will prepare and serve the senior nutrition meals. All sites that receive delivered meals are delivered by the Senior Nutrition's staff. Staffs are well trained and possess a valid Food Handler's Card. The senior nutrition staff person at each site location will serve the meals to the senior I patrons. Some of the supplies that will be used to serve the senior meal are 1-30z spoodle, 1-3oz solid spoon, 1-2oz ladle, 1-6oz spoodle, 2 medium serving spoons, 1 small metal spatula, 1 medium metal spatula, 2 tongs, 1-3oz disher, 1-4 disher, stove, refrigerator and coffee maker. The disabled and handicapped patrons are personally served by staff and given silverware and napkins at their arrival. A professional trained volunteer seats the seniors. All disabled and handicapped patrons are served first. Once the meal is consumed volunteers then pick up meal trays and properly clean and store plates, utensils, and pots and pans for daily use. • Describe the Agency's proposed buying system, inventory control, and dietitian services. ATTACHMENT C The Food Service Supervisor II and the Program Specialist share the purchasing and inventory duties. The Inventory is conducted every time items are taken for use or new items are put in. The inventory method used is First in First out. After the inventory is updated, the menu for the day is then broken into five categories. These categories are meat, frozen items, raw food products, produce and consumables. The components needed to prepare the menu items that are not in inventory are placed on an items list to be ordered and the items on the current inventory list are deducted from the list once used. Dietician services are currently contracted out to Consulting Health and Nutrition Services, to insure compliance with all contracted guidelines and dietician regulations for the Senior Nutrition meal. • Describe how volunteers will be recruited. The recruitment process for any volunteer working for the City of San Bernardino, Parks, Recreation & Community Services Department, Senior Nutrition Program, begins with recruitment by either the Retired & Senior Volunteer Program or the Food Service Supervisor II. At the conclusion of each interview / skills assessment only the volunteers that show that they can meet average or better performance objectives will be given the opportunity to assist with the senior lunch meal. Volunteers are used in all phases of service operations in our Senior Nutrition Program. Volunteers are screened and selected through a formal process. Volunteers receive the same training as regular employee staff. All volunteers that will be handling food must obtain a current Food Handlers Card issued by the Professional Development Center and a current TB clearance. • Describe personnel who will manage the site(s) and their experience with maintaining the warm, caring environments, food service management, and 15 ATTACHMENT C training staff and volunteers. Please refer to Attachment A, Section V — Staffing for requirements. The City of San Bernardino is a municipal government corporation and is Iq adequately staffed with trained employees to perform the required services. Sufficient personnel are available to carry out the needs of the Senior Nutrition Program (attachment 7). The Human Services Program Manager (Aaliyah Harkley) has the overall responsibility for compliance with the terms of the work plan and contract. Duties are separated in the following order of command: Senior Nutrition Program Dietitian (Maria Sauerwein), Food Service Supervisor 11 (Jerri Calles), Program Specialist (Trudy Panowicz), Food Service Worker I (Lola Calloway), Kitchen Helpers (Susan Kim and Ida Newell) and one Driver (Rod Mc Dowell). The Human Services Program Manager (Aaliyah Harkley) holds a Master Degree in Business Administration and is the primary contact for the Senior Nutrition Program for the City of San Bernardino, Parks & Recreation & Community I Services Department. The Food Service Supervisor II (Jerri Calles) has worked in Food Management and Administration with the City of San Bernardino, Parks, Recreation & Community Services Department, Senior Nutrition Program, for 19 years and was certified by Maria Sauerwein, the program's Registered Dietician (see attachment 1). Program Specialist Trudy Panowicz has worked with the Senior Nutrition Program for three years and is responsible for recording and maintaining all records for the program, completing all month end reporting and special projects. The Food Service Supervisor II is the primary operator of the client tracking software (SAMS) that is licensed through DAAS and directly supervises the performance Senior Nutrition staff. Also all staff is knowledgeable on the Client Complaint and Grievance Procedures for Older Americans Act. ATTACHMENT C • Describe how the Agency will internally monitor its performance and what evaluation criteria will be used to gauge accomplishments. A plus and minus report is completed each month which helps us in monitoring the program's performance. This report has the meals served number from the current month, the past month and last year same-month information. Daily reports show how special meals are received and which days more meals are served in comparison to which day more donations are received. • Provide an example of the proposed Staff Training Plan. Please refer to Attachment A, Section VI — Staff Training Activities for requirements. Staff Training Plan See (Attachment 3) • Provide a sample Nutrition Education Plan for seniors. Please refer to Attachment A, Section VII — Senior Participation for requirements. Nutrition Education Plan for seniors See (Attachment 4) • Provide a sample one-month Menu. Please refer to Attachment A, Section VIII — Menu Planning Guidelines/Menu Requirements for requirements. One-Month Menu See (Attachment 5) • Describe how donations are handled. Include how participants attending a congregate meal site will be provided the opportunity to donate confidentially. The secured donation boxes are placed behind a partition so that all donations are confidential. Once the donation box has been placed behind the partition there will be no monitoring to see how much each senior gives, and there will be no change given from the donation box. All donations will be confidential. Seniors are encouraged to donate by posting motivational signs and reminding them of the importance of their contributions. Tactics such as placing someone to guard the collection box or having participants sign in and pay before a meal is strictly prohibited by the Work Plan and Contract with San Bernardino County 17 ATTACHMENT DAAS and the City of San Bernardino, Parks, Recreation & Community Services Department, Senior Nutrition Program. At the end of the lunch period, the donation boxes and sign in sheets are taken to the Senior Nutrition office. Two employees will count the donations together and complete a log before taking the deposit to Central Cashiering where they will deposit the Program Income revenue and receive a cash receipt. Senior Nutrition staff working the sign-in table will check employee's signature as well as check daily Program Income totals. Random compliance inspections are conducted I periodically by the Human Services Program Manager. All sign in sheets are filed and kept at the 5th Street Senior Center site. 30. For Home Delivered meal programs: • Describe the knowledge, experience, ability, and skill of the individuals who will be delivering home-delivered meals. N/A • Describe how assessments will be conducted. Please see Attachment A, Section II — Eligibility for Nutrition Services for requirements. N/A • Describe how client participation is prioritized. N/A • Describe how participants will be given the opportunity to donate in a confidential manner. N/A • Describe the management of the vehicles to be used to deliver homebound meals. N/A 18 A ATTACHMENT C NAME OF CONTRACTOR BUDGET LINE ITEMS FOR NUTRITION SERVICES Fiscal Year: 2010 1 2011 CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑ Section I: Prepare this section based on annual estimated cost to serve the meals. Cost to Provider for the year Expenditure Category: Cash In-Kind Annual Expense 1 Personnel 156,422.88 $39,600 $192,723 2 Staff Travel 3 Staff Training 1,000 1,000 4 Consultants 10,500 10,500 5 Food Cost 120,000 103,910 6 Consumable Supplies 20,000 11,889 7 Insurance 8 Repair& Maintenance 9,500 9,500 9 Rent/Building Maintenance 2,000 2,00 10 Utilities $21,000 21,000 11 Vehicle Operations 8,591 12 Volunteer Expenses 13 Other Expenses 4,000 4,000 14 Nutrition Education Total Expenditures 332,014 60,600 392,614 County Contract Revenue Sources: Title IIIC NSIP One Time Only CDBG- DAAS CDBG-ECD _ County Funding Nutrition Education Total County Contract Revenue 282,014 282,014 Sources Other Revenue Sources: Program Income 40,000 40,000 Deferred Income Matching Cash 10,000 10,000 Matching In-Find 60,600 60,600 Non-Match Cash Non-Match In-Kind Total Other Revenue Sources 110,600 Total Revenue 392,614 392,614 Section II: Prepare this section based on estimated number of meals that will be served multiplied by meal cost per unit. h e j�n„e Estimated annual number of meals I Proposed meal cost per unit Annual Budget 57,757 $5.56 $321,129 ATTACHMENT C NAME OF CONTRACTOR BUDGET LINE ITEMS FOR NUTRITION SERVICES Fiscal Year: CONGREGATE SITES C-1 ❑ HOME DELIVERED MEALS C-2 Section I: Prepare this section based on annual estimated cost to serve the meals. Cost to Provider for the year Expenditure Category: Cash In-Kind Annual Expense 1 Personnel 2 Staff Travel 3 Staff Training 4 Consultants 5 Food Cost 6 Consumable Supplies 7 Insurance S Repair&Maintenance 9 Rent/Building Maintenance 10 Utilities 11 Vehicle Operations 12 Volunteer Expenses 13 Other Expenses 14 Nutrition Education Total Expenditures County Contract Revenue Sources: Title IIIC NSIP One Time Only CDBG - DAAS CDBG-ECD County Funding Nutrition Education Total County Contract Revenue Sources Other Revenue Sources: _ _ Program Income Deferred Income Matching Cash Matching In-Kind Non-Match Cash _ Non-Match In-Kind Total Other Revenue Sources Total Revenue Section II: Prepare this section based on estimated number of meals that will be served multiplied by meal cost per unit. Estimated annual number of meals Proposed meal cost per unit Annual Budget I ATTACHMENT C Provide justification, rates, comments, descriptions, etc. for line items on the Budget Summary Form-DAAS 312. u "A Manager Certification for Supervisor and Cook. Food Handlers Permits for 3 $1,000 entire Senior Nutrition Program staff. Nutrition Education C-1 7sites x 2.50 hours x 4 lectures= 70 hours, Site Monitoring 6 sites x 3 hours each x 4 monitoring = 72 hours 1 kitchen x 4 hours $40.501258 hr. 4 $10,500 each x 4 monitoring = 16 hours. In-Service Training 4 classes x 8 hours each = 32 hours. Menu 4 cycles x 5 hours/cycle= 20 hours. Preparation of materials for Nutrition Education, In-Service 4 hours/month x 12 =48 hours. 8 $9,500 $9,500/by 12 = 791.67 per month for repair and maintenance cost, engine tune ups, brakes, etc. 11 $8,591 $8,591 / by 12 = $716 per month for Vehicle Operation. Prepared by: Aaliyah Harkley (909) 384-5231 Date Submitted: Provider Name City of San Bernardino San Bernardino County-OAAS 320 Revised 03/06/2001 ATTACHMENT C Provide justification, rates, comments, descriptions, etc. for line items on the Budget Summary Form-DAAS 312. $3,300 monthly The In-Kind for Volunteer staff at$8.40 per hour averages around $3,300 each 1 $39,600 annually month. The In-Kind volunteer monthly amount of$3,300 x 12 months= $39,600 of In-Kind revenue for the Senior Nutrition Program. The FY 2009/2010 For rate determination used FY 2009/2010, In-Kind cost amount for FY 2010 I 10 Cost$21,000 2011 In-Kind cost. There will be no changes in the number of sites or sites used during the FY 2010/2011. Prepared by: Aaliyah Harkley (909) 384-5231 Date Submitted: Provider Name City of San Bernardino n Bernardino County-DAAS 322 Ased 03106/2001 O O O O 0 00 O O O O O O N N t. N N N N .. .. i. co W � Q o 0 0 0 0 o a W wa w w w w w Z w W !: .:5 w w w w a a Li. WA O O O N 00 CL C a, O t- In O N O O N O O W cli O64 V3 tR � H3 W O O It O J c o 00 o c7 0 o0 0 L p N M LU T. oD O O N V E � (` O t0 cu O �.Z OD N rn O DD N O CL in ° ' S9 69 469 o '0 O co O O O N ID 00 O co co O 0 E 4 o �6 0, 4 t- O a0 v tv O ; co oo O O\ to M ^ O N 1 O N O N O O 00 t` V QD V �, •-� O co 00 C O � M N LO"�In C11 5� fa 6s 64 6s V3 G� C7 f0 (0 (0 l0 '/� T O T m 00 00 00 00 00 V, O C fR fR fR fR b4 fR fR W 0 . N Q > L y L � m � Cm mo mo m ca d od g , . ° y 4 � N M 0 ° ❑ r 'q r o C o C a7 cp 'L o o 2 2 .o a m 9 c Z V 'a+ Z a '* C .y �+ y C C b b w 'r w J' N m o w o 0 a0i p b a0i '�''. a0i ."0. a0i .= v cn F d d a. U x U Q F- H Q o c v `m C N C] C l0 O � _T cJ U ai E m z d a 0 CL M N V W M � N E 0 LL N T Q d Q y O l0 2 c L 'o� T U N O COD Q m° a d ° C! vW � C J A fn C: a ATTACHMENT C BUDGET SUMMARY SCHEDULE OF EQUIPMENT Item Budgeted Total Description Quantity Cost Costs © Provider Name: San Bernardino County-DAAS Form 316 Revised 01/0812001 �c ATTACHMENT C 30. Does the Applicant agree to the Assurances listed below? Yes X No ❑ If no, provide explanation on Page 21. List of Assurances NOTE: All references given are for the Older Americans Act of 1965, as amended. The Applicant assures that it shall: 1. Set specific goals for providing services to older individuals with the greatest economic or social needs, including specific objectives for providing services to low-income minority individuals. (306 (a)(5)(A)(i)) 2. Include in each agreement made with a subcontractor a requirement that such service will-- (1) specify how the provider intends to satisfy the service needs of low-income minority individuals in the area served by the provider; (11) to the maximum extent feasible, provide services to low-income minority individuals in accordance with their need for such services; and (III) meet specific objectives established by the area agency on aging, for providing services to low-income minority individuals within the planning and services areas. (306 (a)(5)(A)(ii)) 3. Use outreach efforts that will — (i) identify individuals eligible for assistance under this Act, with special emphasis on (1) individuals residing in rural areas; (11) older individuals with greatest economic need (with particular attention to low-income minority individuals); (III) older individuals with greatest social need (with particular attention to low-income minority individuals); (IV) older individuals with severe disabilities; (V) older individuals with limited English-speaking ability; and (VI) older individuals with Alzheimer's disease or related disorders with neurological and organic brain dysfunction (and caretakers of such individuals); and (ii) inform the older individuals referred to in subclauses (1) through (IV) of clause (i), and the caretakers of such individuals, of the availability of such assistance. (306(a)(5)(8)) 4. Assure that it will — (A) maintain the integrity and public purpose of services provided, and service providers, under this title in all Contractual and commercial relationships; (B) disclose to the Commissioner and the State agency — (i) the identity of each non governmental entity with which such agency has Contract or commercial relationship relating to providing any service to older individuals; and (ii) the nature of such Contract or such relationship; (C) demonstrate that a loss or diminution in the quantity or quality of the services provided, under this title by such agency has not resulted and will not result from such Contract or such relationship; (D) demonstrate that the quantity or quality of the services to be provided under this title by such agency will be enhanced as a result of such Contract or such relationship; and (E) on the request of the Commissioner or the State for the purpose of monitoring compliance with this Act (including conduct an audit), disclose all sources and expenditures of funds such agency receives or expends to provide services to older individuals. (306 (a)(14) (A) through (E)) ATTACHMENT C 5. Assure that funds received under this title will not be used to pay any part of a cost (including an administrative cost) incurred by the applicant to carry out a Contract or commercial relationship that is not carried out to implement this title. (306 (a)(15)) 6. Assure that preference in receiving services under this title will not be given by the applicant to particular older individuals as a result of a Contract or commercial relationship that is not carried out to implement this title. (306 (a)(16)) 7. Assure that (A) the applicant will pursue activities to increase access by older individuals who are Native Americans to all its programs under this title. 8. Assure that persons age 60 or over who are frail, homebound by reason of illness or incapacitating disability, or otherwise isolated shall be given priority in the delivery of services under this part. (§1321.69 (a)) 9. Such fiscal control and fund accounting procedures will be adopted as may be necessary to assure proper disbursement of, and accounting for, Federal funds paid under this title to the applicant. (307(a)(7)(A)) 10. (i) No individual (appointed or otherwise) involved in the designation of the head of any subdivision of an area agency on aging, is subject to a conflict of interest prohibited under this Act; (ii) no officer, employee, or other representative of an area agency on aging is subject to a conflict of interest prohibits under this Act; and (iii) mechanisms are in place to identify and remove conflicts of interest prohibited under this Act. (307 (a)(7)(B)) 11. (i) (It will) maintain the integrity and public purpose of services provided in all Contractual and commercial relationships; (ii) Demonstrate that a loss or diminution in the quantity or quality of the services provided, or to be provided, under this Act by such applicant has not resulted and will not result from such Contract or such relationship; (iii) Demonstrate that the quantity or quality of the services to be provided will be enhanced as a result of such Contract or such relationship. (307 (a)(7)(C)) 12. Furnish assurances to the area agency that the applicant will maintain efforts to solicit voluntary support and that the funds made available under this title to the applicant will not be used to supplant funds from non-Federal sources. (307 (a)(13)(H)) 13. It shall establish procedures that will allow the option to offer a meal, on the same basis as meals are provided to elderly participants, to individuals providing volunteer services during the meal hours, and to individuals with disabilities who reside at home with and/or accompany to meal sites older individuals who are eligible for meals. (307(a)(13)(1)) 14. In the case of purchase or construction, that there are no existing facilities in the community suitable for leasing as a multipurpose senior center, [and that the] plans and specifications for the facility are in accordance with regulations relating to minimum standards of construction promulgated with particular emphasis on securing compliance with the requirements of the Act of August 12, 1968, commonly known as the Architectural Barriers Act of 1968. (307 (a)(14)(B)(C)) ATTACHMENT C 15. Any laborer or mechanic employed by any applicant in the performance of work on the [multipurpose senior center] facility will be paid wages at rates not less than those prevailing for similar work in the locality as determined by the Secretary of Labor in accordance with the Act of March 3, 1931 (40 USC 276a-276a-5, commonly know as the Davis-Bacon Act), and the Secretary of Labor shall have, with respect to the labor standards specified in this clause, the authority and functions set forth in reorganization plan number 14 of 1950 (15 FR 3176; 64 Stat. 1267), and Section 2 of the Act of June 13, 1934 (40 U.S.C. 276c). (307 (a)(14)(D}) 16. If a substantial number of older individuals in the applicants service area are of limited English-speaking ability, the applicant shall (A) utilize in the delivery of outreach services under Sec. 306 (a) (2) (A) and 306 (a) (6) (P), the services of workers who are fluent in the language spoken by a predominate number of elderly individuals who are of limited English-speaking ability. (307(a)(20)) 17. All services provided under Title III meet all existing State and local licensing, health, and safety requirements for the provision of those services. 18. All staff hired by the program will be required to attend appropriate training sessions and workshops sponsored by the Department of Aging & Adult Services and the California Department of Aging. 19. All materials, videotapes, and publicity will acknowledge the San Bernardino County Department of Aging & Adult services and indicate that the programs are made possible by Older Americans Act funds. ATTACHMENT C 31. Please list exceptions to the List of Assurances and fully explain the exceptions. Assurance # Reason for Non-Compliance 29 ATTACHMENT C APPLICATION CHECKLIST Proposer: City of San Bernardino, Parks, Recreation & Community Services Department ELDERLY NUTRITION SERVICES Congregate Nutrition Services and/or Home Delivered Nutrition Services and/or Pilot Program for Nutrition Services RFA HS 09-01 Applications submitted in response to RFA HS 09-01 for Elderly Nutrition Services must be delivered to the following address no later than 4:00 p.m., Thursday, December 10, 2009 County of San Bernardino Human Services ATTN: Contract Administration RFA HS 09-01 150 South Lena Road San Bernardino, CA 92415-0515 One original and five (5) unbound copies of the written Applications are required. Each Application must include the following items. Detailed instructions are provided in Section XI, Paragraph C, Application Format, in RFA HS 09-01: 1. X Completed Agency Information (Attachment C) form 2. X Full Description of Program Note: Proposers may apply for Congregate and Home Delivered Nutrition Services on the same application as well as new and innovative ways to provide nutrition services to older individuals (Pilot Program for Nutrition Services). This application is submitted for the following nutrition service(s): X Congregate Nutrition Services ❑ Home Delivered Nutrition Services ❑ Pilot Program for Nutrition Services 3. X Financial Statements (Three Years) 4. ❑ Budget Summary (Attachment D) Per Prev. County Contracts Exempt Government Agency 5. X Application Checklist (Attachment E)