HomeMy WebLinkAbout05.Q- Parks, Recreation & Community Services . 5.Q
RESOLUTION (ID #3317) DOC ID: 3317 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Grant
From: Mickey Valdivia M/CC Meeting Date: 07/07/2014
Prepared by: Mitch Assumma, (909) 384-
5233
Dept: Parks, Recreation & Community Ward(s): All
Services
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Ratifying the
Execution of FAS Standard Contract 13-546 A-2 (Amendment No. 2 to Contract 13-546) with
the County of San Bernardino Department of Aging and Adult Services (DAAS) Accepting the
Proposed Grant Amount of$217,300 for the FY 2014/15 Senior Nutrition Program; Authorizing
the Director of Administrative Services to Appropriate Grant Expenditures; and Authorizing the
Director of Administrative Services to Issue Annual Purchase Orders for FY 2014/15 to Sysco
Foods, Merit Day, and FS Dairy Not to Exceed$112,430 in the Aggregate. (#3317)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $369,397 Total Budget; $217,300 Grant Allocation
Account No. 123-513-0075-XXXX-0000
Account Description: Senior Nutrition Program
Balance as of: July 1,2014 $369,397
Balance after approval of this item: $369,397
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
The amount of grant funding available for FY 14/15 is $217,300. There is no General Fund cash
match required;the City's in-kind contribution is budgeted at$115,396 for FY 14/15, which is a
31.24% contribution. The minimum in-kind matching contribution requirement by Contract for
FY 14/15 is 11.11%. This is met through a percentage of personnel,building, and utility costs,
which are funded in the Parks, Recreation and Community Services operating budget(00 1-3 80-
0075-xxxx). The program's revenue goal includes collecting $36,701 in `Program Income' or
meal recipient donation to support meal service, which is approximately 73% of the suggested
donation rate per meal recipient of$1.75.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
September 16, 2013 - Resolution No. 2013-263 to execute County Contract 13-546 A-1 in the
amount of $210,122 between two Budget Periods for the FY2013-2014 Senior Nutrition
Program and authorize annual food vendor purchase orders in two Budget Periods.
July 15, 2013 -Resolution 2013-203 -to execute County Contract 13-546
March 4, 2013 - Resolution No. 2013-42, Amendment No. 5 to County Contract 10-318 A-5 to
accept increase contract amount to $277,294 and authorize change orders to increase annual food
purchase orders.
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May 21, 2012 - Resolution No. 2012-87, Amendment No. 4 to County Contract 10-318 A-4 to
increase contract amount to $233,732.
March 19, 2012 - Resolution No. 2012-47. Amendment No. 3 to County Contract 10-318 A-3 to
increase annual food vendor purchase orders.
May 16, 2011 - Resolution No. 2011-105 Amendment No. 2 to County Contract 10-318 A-2 to
execute FY 2011-2012 Budget for Senior Nutrition Program.
April 4, 2011 - Resolution No. 2011-81 Amendment No. 1 to County Contract 10-318 A-1 to
increase budget to $259,462 (increase of $82,502) for FY 2011-2012 for Senior Nutrition
Program and increase annual food vendor purchase orders through FY 2012-13.
October 4, 2010 - Resolution No. 2010-332 issuance of annual purchase orders in aggregate to
Sysco Foods, Merit Day and Ross Swiss for the Senior Nutrition Program not to exceed$73,082.
May 17, 2010 - Resolution No. 2010-109 to execute the Contract 10-318 for FY 2010-2011
Senior Nutrition Program as part of 3-year grant allocation contract with County DAAS.
Background:
The Financial Accounting System Standard Contract for Senior Nutrition Services is an
agreement between the City and the County of San Bernardino Department of Adult and Aging
Services (DAAS) to provide senior nutrition services for the County of San Bernardino for the
period of July 1, 2014 through June 30, 2015. During the last full year of meal services in FY
12/13, the Senior Nutrition Program served 49,936 total meals for a daily average of 200 meals
or 250 individual clients at six (6) nutrition sites: 5th Street Senior Center, Perris Hill Senior
Center, New Hope Family Life Center, Hernandez Community Center, Lytle Creek Community
Center, and Highland Senior Center.
This contract for Senior Nutrition Services covers the second year of a three-year grant cycle
with Fiscal Year 2014/15. Attached is the FAS Standard Contract No. 13-546 A-2 (Amendment
No. 2). Amendment No. 1 for this Contract Agreement included the separation of the Contract
into two Budget Periods as a result of Federal Sequestration constraints imposed upon County
DAAS.
The FY 14/15 requested contract amount is $217,300 with the program expecting to serve 47,000
congregate meals at six meal sites accumulatively, although the County Contract requires 37,401
meals be served and approves a meal rate for compensation of $5.81 per meal. This year's
proposed allocation from the County is approximately $58,000 less than the previous three-year
cycle. The primary reason for the reduction is due to the 2013 Federal sequestration of funds.
City Council approved an additional $28,000 in General Fund monies to supplement this
reduction; the FY2014-2015 Budget as presented to County DAAS reflects this additional
supplemental match. Food costs, especially for meat and dairy goods, are projected to continue
to rise this coming fiscal year. Furthermore, One-Time-Only (OTO) funds at mid-year are also
not anticipated for both the 2014-2015 fiscal year. The City may need to limit the number of
daily meals it provides to seniors as a result of these reduced allocations and inflationary factors.
In conformance with the provisions of the grant,the proposed action is to execute the second
year of a three-year agreement and to issue annual purchase orders for the food vendors Sysco
Foods, Merit Day, and FS Dairy, exercising the second of two single-year renewals,to provide
these meals in an aggregate amount of$112,430 for the term of one year having begun on July 1,
2014. As the City progresses through the bankruptcy process, and as the budgeted costs for these
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food items are likely to fluctuate greatly during the next two fiscal years,the second single
renewal option is determined to be the best approach. The approval of this recommended action
will allow the Senior Nutrition Program to continue the delivery of nutrition services
uninterrupted to the City's senior population.
City Attorney Review:
Supporting Documents:
reso 3317 (PDF)
Exhibit A-FY14-15 Senior Nutrition Contract (PDF)
Updated: 6/26/2014 by Georgeann"Gigi"Hanna B Packet Pg. 398
1 RESOLD TION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO RATIFYING THE EXECUTION OF FAS STANDARD
4 CONTRACT 13-546 A-2 (AMENDMENT NO. 2 TO CONTRACT 13-546) WITH THE
COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT
5 SERVICES (DAAS) ACCEPTING THE PROPOSED GRANT AMOUNT OF $217,300
FOR THE FY 2014/15 SENIOR NUTRITION PROGRAM; AUTHORIZING THE
6 DIRECTOR OF ADMINISTRATIVE SERVICES TO APPROPRIATE GRANT
7 EXPENDITURES; AND AUTHORIZING THE DIRECTOR OF ADMINISTRATIVE
SERVICES TO ISSUE ANNUAL PURCHASE ORDERS FOR FY 2014/15 TO SYSCO
8 FOODS, MERIT DAY, AND FS DAIRY NOT TO EXCEED $112,430 IN THE
AGGREGATE. _
9 F
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF o
10 SAN BERNARDINO AS FOLLOWS:
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SECTION 1. That the FAS Standard Contract 13-546 A-2 with the County of San
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Bernardino, executed by the City Manager on June 17, 2014, for a grant in the amount of
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$217,300 for a one-year period of July 1, 2014 through June 30, 2015, a copy of which is N
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15 attached hereto, marked Exhibit "A" and incorporated herein by reference as fully as though M.
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16 set forth at length, is hereby ratified; and
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SECTION 2. That the Director of Administrative Services or his designee is hereby
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authorized to appropriate budget expenditures in the amount of $369,397 for FY 2014-2015 E
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for the Senior Nutrition Program and to issue annual purchase orders to Sysco Foods, Merit a
21 Day, and FS Dairy for food services and consumable supplies in an aggregate amount not to
22 exceed$112,430 for FY 2014-2015 per the third year of 3-year Vendor Service Agreements.
23 SECTION 3. That the authorization granted hereunder shall expire and be void and
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of no further effect if the Standard Agreement is not executed by both parties and returned to
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26 the Office of the City Clerk within one hundred and twenty days (120) days following
27 effective date of the Resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO RATIFYING THE EXECUTION OF FAS STANDARD
2 CONTRACT 13-546 A-2 (AMENDMENT NO. 2 TO CONTRACT 13-546) WITH THE
COUNTY OF SAN BERNARDINO DEPARTMENT OF AGING AND ADULT
3 SERVICES (DAAS) ACCEPTING THE PROPOSED GRANT AMOUNT OF $217,300
4 FOR THE FY 2014/15 SENIOR NUTRITION PROGRAM; AUTHORIZING THE
DIRECTOR OF ADMINISTRATIVE SERVICES TO APPROPRIATE GRANT
5 EXPENDITURES; AND AUTHORIZING THE DIRECTOR OF ADMINISTRATIVE
SERVICES TO ISSUE ANNUAL PURCHASE ORDERS FOR FY 2014/15 TO SYSCO
6 FOODS, MERIT DAY, AND FS DAIRY NOT TO EXCEED $112,430 IN THE
AGGREGATE.
7
8 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
9 and Common Council of the City of San Bernardino at a meeting thereof, -F 2
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10 held on the day of , 2014,by the following vote, to wit: z
11 Council Members: AYES NAYS ABSTAIN ABSENT
12 W
MARQUEZ
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BARRIOS N
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VALDIVIA M
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16 SHORETT M
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17 NICKEL
JOHNSON E
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20 MULVIHILL y
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Georgeann Hanna, City Clerk
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23 The foregoing resolution is hereby approved this day of ,2014.
24
R. Carey Davis,Mayor
25 City of San Bernardino
Approved as to Form:
26 GARY D. SAENZ, CITY ATTORNEY
27 By. --
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EXHIBIT "A"
FOR COUNTY USE ONLY
New FAS Vendor Code Dept. A Contract Number
sa—E°°N�o,Nd Change SC A
_ ❑ Cancel CITYOFS772 OOA 13-546 A-2
ePro Vendor Number ePro Contract Number
00003036 146518
County Department Dept. Orgn. Contractor's License No.
Department of Aging and Adult Services OOA 210
County Department Contract Representative Telephone Total Contract Amount
County of San Bernardino Gloria Perez (909)386-8145 $427,422
FAS Contract Type
Revenue M Encumbered L1 Unencumbered Other:
If not encumbered or revenue contract type,provide reason: 0
STANDARD CONTRACT
Commodity Code Contract Start Date Contract End Date Original Amount Amendment Amount
95200 July 1,2013 June 30, 2015 $210,122 $217,300 Z
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Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount O
AAF OOA 210 300 3357 $190,951 O
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Fund Dept, Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount T
AAF OOA 235 300 3357 $26,349 a
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount N
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Project Name Estimated Payment Total by Fiscal Year
Elderly Nutrition Program FY Amount I/D FY Amount I/D
14115 $217,300 1 j
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THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of
Aging and Adult Services, hereinafter called the County, and Z
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Name
City of San Bernardino hereinafter called Contractor 0)
a)
to
Address LO
30Q North D Street y
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San Bernardino, CA 92418 }U.
Telephone Federal ID No.or Social Security No. Q
(909) 384-5434
IT IS HEREBY AGREED AS FOLLOWS: to
AMENDMENT NO. 1
It is hereby agreed to amend Contract No. 13-546 as follows:
V. FISCAL PROVISIONS a
Section V is amended to read as follows:
A. The maximum amount of funds available for reimbursement or payment under this Contract shall nol
exceed $427,422, of which $379,264 may be federally funded, and shall be subject to available U
Auditor-ControllerlTreasurer Tax Collector Use Onl
❑Contract Database ❑FAS
Input Date Keyed By
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funds to the County. The consideration to be paid to Contractor shall be payment in full for all
Contractors services in the performance hereof, including travel and per diem (Attachm ent N). The
amount is broken down as follows:
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Original Contract July 1, 2013 through June 30, 2014 $210,122
Amendment No. 2 Increase for July 1, 2014 through June 30, 2015 $217,300
B. Contractor shall be compensated on a fee-for-service based on the following rates, as specified in
Scope of Work(Attachment A) and Program Budget(Attachment O):
2014/15 Congregate Site $5.81 per meal, up to 32,866 0
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Notwithstanding the fee-for-service amounts shown above, the total funds payable to Contractor by
DAAS shall not exceed 1) the maximum amount shown in Paragraph A above, or 2) the total ?
allowable costs reported by Contractor for services provided pursuant to this Contract. c
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C. Matching Contributions
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1. In general, acceptable matching contributions are those that:
a. Are verifiable from the Contractor's records. N
b. Are not included as contributions for other federally-assisted programs or projects.
C. Are necessary and reasonable for proper and efficient accomplishment of program M
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objectives.
d. Are not paid by the Federal government under another award, except where a
authorized by Federal statute to be allowed for cost sharing or matching. r
e. Are provided for in the approved budget when required, o
f. Conform to other laws, regulations, and provisions of contract or agreements
applicable to the program. °
2. Contractor shall provide a minimum of$17,766 matching contributions for 2014-15, which is Y
the amount of Federal Title III funds provided under the Contract multiplied by 11.11% Z
(Attachments L and P). Lo
iD. Contractor shall accept all payments from County via electronic funds transfer (EFT) directly n
deposited into Contractor designated checking or other bank account. Contractor shall promptly Ln
comply with directions and accurately completed forms provided by County required to process
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EFT payments.
E. Costs for services under the terms of the Contract shall be incurred during the contract period a
except as approved by County. Contractor shall not use current year funds to pay prior or future
year obligations. x
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F. Funds made available under this contract shall not supplant any federal, state or other c
governmental funds intended for services of the same nature as this contract. Contractor shall not E
claim reimbursement or payment from County for, or apply sums received County with respect to
that portion of its obligations that have been paid by another source of revenue. Contractor agrees r
that it will not use funds received pursuant to this Contract, either directly or indirectly, as a a
contribution or compensation for purposes of obtaining funds from another revenue source without
prior written approval of County.
G. County is not liable for the payment of any taxes, other than applicable sales or use tax, resulting
from this Contract however designated, levied or imposed, unless County would otherwise be liable
for the payment of such taxes in the course of its normal business operations.
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H. Upon written demonstration of need by Contractor, at the option of County, up to 10% of Title III
Federal funds may be advanced to Contractor upon approval of the Director of DAAS. Any such
advanced funds shall cause the amounts payable by DAAS to Contractor in subsequent months to
be reduced by an amount equal to the amount of funds advanced divided by the number of months
remaining in the Contract period. No such advance shall increase the amount shown in Section V.A
above.
I. Reports
1. Contractor, at such times and in such forms as DAAS may require, shall furnish statements,
records, reports, data, and information requested by DAAS pertaining to the Contractor's
performance of services hereunder and other matters covered by this Contract. The forms o
shall be reviewed for timeliness, completeness, and correctness of the information
submitted, by the Program Director or his/her designee, prior to submission to DAAS.
Incomplete forms shall be returned to the Contractor for completion. (In the event of ..
changes in these forms, DAAS shall advise the Contractor via written notice.) The •_
Contractor shall develop and implement a process for ensuring quality control. Cn
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2. Contractor shall submit to County all reports required by County, to include but not limited
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a) Monthly Invoice
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b) Program Reports ==
C) Monthly invoice (due to DAAS Administration by the 5th working day of the month
following the month of service). o
Above reports should be mailed to the following address: o
DAAS Administration Y
Attention: Program Analyst Z
686 East Mill Street o
San Bernardino, CA 92415-0640
d) When requested by County, Contractor agrees to work in conjunction with DAAS in LO
developing and maintaining designated client database.
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e) Annual Financial Reports LL
1) Final statement of expenditures and income for contract period ("Financial Q
Closeout") within thirty days of the end of contract period, unless otherwise
specified by County. w
2) Equipment Inventory Report
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Above financial reports should be mailed to the following address:
DAAS Administration a
Attention: Fiscal Analyst
686 East Mill Street
San Bernardino, CA 92415-0640
J. Contractor shall return to DAAS, immediately upon written demand, any funds provided under the
Contract which are not payable for goods or services delivered prior to the termination,
cancellation, or expiration of this Contract or the dissolution of the entity,
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A VI. RIGHT TO MONITOR AND AUDIT
Section VI is amended to read as follows:
A. County shall have the absolute right to monitor the performance of Contractor in the delivery of
services provided under this Contract.
B. County or any subdivision or appointee thereof, and the State of California or any subdivision or
appointee thereof, including the Auditor General, shall have absolute right to review and audit all
records, books, papers, documents, corporate minutes, and other pertinent items as requested, and
shall have absolute right to monitor the performance of Contractor in the delivery of services provided c
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j under this Contract. Full cooperation shall be given by Contractor in any auditing or monitoring Y•L
conducted. Z
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C. Contractor shall cooperate with County in the implementation, monitoring and evaluation of this
Contract and comply with any and all reporting requirements established by this Contract. in
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D. All records pertaining to service delivery and all fiscal, statistical and management books and records 4
shall be available for examination and audit by county, federal and state representatives for a period of N
three years after final payment under the Contract or until all pending county, state, and federal audits ..
are completed, whichever is later. Records of the Contractor which do not pertain to the services
under this Contract may be subject to review or audit unless provided in this or another Contract. oc
Technical program data shall be retained locally and made available upon the County's reasonable v
advance written notice or turned over to County. if said records are not made available at the y
scheduled monitoring visit, Contractor may, at County's option, be required to reimburse County for
expenses incurred due to required rescheduling of monitoring visit(s). Such reimbursement will not U
exceed $50 per hour (including travel time) and may be deducted from the following month's claim for
reimbursement.
E. Contractor shall provide ail reasonable facilities and assistance for the safety and convenience of ,
County's representatives in the performance of their duties. All inspections and evaluations shall be
performed in such a manner as will not unduly delay the work of the Contractor. Un
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F. Upon County request, Contractor shall hire a licensed Certified Public Accountant approved by 4
County, at Contractor's own expense, who shall prepare and file with County a program specific audit
as defined by OMB Circular A-133, within 60 days of the termination of the Contract.
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ATTACHMENT A—SCOPE OF WORK 2014-15 is added to this contract.
ATTACHMENT N — PAYMENT BUDGETS CLOSEOUTS AND AUDIT LANGUAGE is added to this contract
ATTACHMENT O PROGRAM BUDGET from July 1, 2014 through June 30, 2015 is added to thi
contract.
ATTACHMENT A MATCHING FUNDS NARRATIVE- July 1, 2014 through June 30 2015 is added to thi
contract.
2
All other terms and conditions remain in full force and effect.
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COUNTY OF SAN BERNARDINO City of San Bernardino
(Print or type name of co3Aqtion,company,contractor,etc.)
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10• By ► O
Janice Rutherford, Chair, Board of Supervisors Au rized signature-sign in blue ink) U
Dated:
Name Allen J. Parker
(Print or type name of person signing contract)
SIGNED AND CERTIFIED THAT A COPY OF THIS z
DOCUMENT HAS BEEN DELIVERED TO THE Title City Manager o
CHAIRMAN OF THE BOARD (Print or Type)
Laura H.Welch Dated: June 17, 2014 Lo
Clerk of the Board of Supervisors
of the County of San Bernardino `t
B Y Address 300 North D Street
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Deputy
San Bernardino, CA 92418
Approved as to Legal Form Reviewed by Contract Compliance Presented to BQS for Signature W
► ► ► d
Jacqueline Carey-Wilson Regina Dalton,HS Contracts Unit Ron Buttram,DAAS Director E
Deputy County Counsel v
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Date Date Date Q
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ATTACHM
San Bernardino County
Elderly Nutrition Program
Scope of Work
2014-15
July 1, 2014
This Scope of Work contains the measurable objectives mandated by the Department of Aging and Adult Services
(DAAS) and the California Department of Aging (CDA) required of the Elderly Nutrition Program (ENP) Provider.
The Scope of Work specifies and establishes monthly, quarterly, and annual time frames and constitutes the
primary document for on-going monitoring and annual Program and f=iscal monitoring. It will be used to measure
the Provider's efforts towards providing quality nutrition services.
Contractor: City of San Bernardino 0
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Service Area: San Bernardino and Surrounding Areas z
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I. Program Description: .0
A. Purpose — The purpose of the ENP is to provide nutrition services as described in the Older
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Americans Act (OAA) of 1965, as amended, and to assist older individuals in California to live LO
independently, by promoting better health through improved nutrition, and reduced isolation
through programs coordinated with nutrition-related supportive services. c
B. Definition — Nutrition Services means the procurement, preparation, transport, and service of
meals, nutrition education, nutrition screening, and nutrition counseling, to eligible individuals at
congregate sites or in their homes.
C. Goals — to maintain or improve the physical, psychological, and social well being of older
individuals, by providing or securing appropriate nutrition services.
D. Objectives: o
1. Give preference to older individuals in greatest economic or social need with particular U
VL attention to low-income minority individuals. o
2. Serve meals that provide one-third (1/3) of the Dietary Reference Intakes (DRI's) and are c
safe and of good quality.
3. Promote and maintain high food safety and sanitation standards. $_
4. Promote good health behaviors through nutrition education and nutrition screening of 2
participants. o
5. Promote or maintain coordination with other nutrition-related supportive services for older LO
individuals. �*
E. Target Population —The ENP Provider shall target individuals who are sixty (60) years of age or j
older, minorities, low income and living in rural areas of the County of San Bernardino.
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ll. 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. W
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 E
primarily by older individuals (60 or older) at which congregate nutrition services are
provided.
4. A disabled individual who resides at home with and accompanies an older individual who Q
participates in the program.
B. Volunteer Meals:
1. A volunteer under age sixty (60) may be offered a meal if doing so will not deprive an older
individual who is 60 or older of a meal.
C. Home-Delivered Meals—Individuals eligible to receive a home-delivered meal are:
1. Any older individual who is frail, as defined below, and homebound by reason of illness,
disability, or isolation:
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a. "Frail" means that an older individual is determined to be functionally
impaired because the individual either:
1) Is unable to perform at least two (2) activities of daily living,
including bathing, toileting, dressing, feeding, breathing,
transferring and mobility and associated 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.
1 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 o
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homebound older individual.
3. An individual with a disability who resides at home with older individuals if Z
an assessment concludes that it is in the best interest of the homebound o
older individual who participates in the program. c
4. Priority shall be given to older individuals in sub-section (C)(1) above. in
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(II. Requirements for Nutrition Services:
A. Congregate Meals: N
1. Each Congregate Meal Provider shall:
a. Include procedures for obtain the views of participants about the M
services received.
b. Not preclude the service of a meal to a participant who has failed
to make a reservation when food is available. ;L
1) Ensure each Congregate Meal participant completes o
sections I and IV of the Client Intake Sheet (provided by U
DAAS) on the first day of service and annually thereafter. o
2) Maintain appropriate documentation on each client. L
Documentation shall be kept on file to be monitored by Z
DAAS. o
2. Each Congregate Meal site shall meet all of the following:
a. Have a paid staff or volunteer designated to be responsible for the U)
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day-to-day activities at each site, and physically be on-site during
the time that ENP activities are taking place.
b. Have restrooms, lighting, and ventilation, which meet the U_
requirements of the California Retail Food Code (CRFC). a
C. Have equipment, including tables and chairs that are sturdy and Y
appropriate for older individuals. Tables shall be arranged to
assure ease of access and encourage socialization. w
B. Home-Delivered Meals:
1. Develop and implement criteria to assess the level of need for home-
delivered nutrition services of each eligible participant. s
a. An initial determination of eligibility may be accomplished by
telephone. This initial contact with the participant shall include a
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.
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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. Instructions must
be legible.
3. Clearly label individual meals to indicate at least the entree and primary
protein source. Examples: "Chicken Enchilada," "Beef Lasagna."
4. 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 o
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- z
delivered meal provider, in consultation with DAAS. o
5. Provide home-delivered meals in pre-packaged divided trays (hot or
frozen meals). N
6. Maintain appropriate documentation on each client. Documentation shall r
be kept on file to be monitored by DAAS. v
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IV. Program Outcomes: ti
A. Total Number of Meals to be Served: 32,866** M
1. A minimum of 95% of the total number of meals is to be provided. The
Director of DAAS must approve requests to serve less than 95% of the
total number of meals to be provided. All such requests must be in
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writing. c
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Program: C-1 (Congregate Meals Program C-2 Home-Delivered Meals
#of Days of Service: 255 #of Days of Service:
Number of Meals: 32,866 Number of Meals z
Sites to be Served: Areas to be Served: o
5t" Street Senior Center a
Perris Hill Senior Center LO LO
Hernandez Community Center 4
Lytle Creek Community Center
New Hope Family Life Center U.-
Highland Senior Center Q
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V. Staffing:
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A. Manager or Director: w
1. The ENP provider shall have a manager on staff who shall conduct the day-
to-day management and administrative functions of the ENP, and either E
have (1), (2), or(3):
a. Possess an associate degree in institutional food service o
management, or a closely related field, such as, but not limited to, Q
restaurant management, plus two (2) years' experience as a food
service supervisor, or,
b. Demonstrate experience in food service, such as, but not limited to,
cooking at a restaurant, and within twelve (12) months of hire
successfully complete a minimum of twenty (20) hours specifically
related to food service management, business administration, or
personnel management at a college level. Prior to completion of
Packet Pg.408
5.Q.b
meeting the hours, this individual's performance shall be evaluated
through quarterly monitoring by a registered dietitian, or,
C. Two years' experience managing food services. Such experience
registered dietitian prior to hire.
shall be verified and approved b are p
pp Y g
2. The ENP Provider shall maintain documentation on file of the qualifications
of the Program Manager or staff.
3. If the Provider has more than one site, the Manager/Director shall monitor
the sites on a bi-monthly basis. The bi-monthly visit shall be for the purpose
of monitoring the food service practices of the employees and the
implementation of the program requirements at the site level.
Documentation of each visit shall be maintained on file for DAAS review.
B. Personnel— Paid Staff/Volunteers:
1. There shall be sufficient qualified paid staff or volunteer staff with the o
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 Z
services provided and size of the service area. o
2. Contractor is encouraged to hire multi-lingual/multi-cultural staff to increase
low-income and ethnic minority program participation in accordance with
LO
federal mandates.
3. Contractor shall recruit for vacant positions in an open and competitive
application process free of discriminatory questions. Written job N
descriptions for all paid and volunteer staff shall be maintained.
4. Contractor shall complete a written work performance evaluation on all paid M
and volunteer staff at least annually. "-'-
5. All staff, paid and volunteer, that will be involved in food service operation or
clean-up except home-delivered meal drivers must be in possession of a
current San Bernardino County-issued Food Worker Card and Certificate. o
6. Volunteers shall be recruited and used in any phase of the program c
operation where qualified.
7. Volunteers shall be screened and selected through a formal process that
assesses their capabilities. z
8. Volunteers shall receive the same training as paid staff. o
9. Volunteers that are paid through other job training programs are not
considered volunteers and must be paid the agreed upon rate charged for N
LO
regular paid staff.
10. The ENP Provider shall maintain a written Volunteer Policy that describes }
how volunteers are recruited, screened, what topics they are taught at U_
orientation, and how often their performance is evaluated. Q
C. Registered Dietitian:
1. Each ENP Provider shall establish and administer nutrition services with the
advice of a Registered Dietitian in accordance with Section 339 of the OAA, x
W
and follow the general requirements in Title 22, Division 1.8, Section 7500.
2. The Registered Dietitian will provide the following activities to meet the a)
mandated requirements:
a. At a minimum, quarterly monitor food facilities or safe food handling,
sanitation, and physical safety practices, menu fulfillment, and, if a
applicable, home delivered meals processes.
b. Review and approve the content of staff training prior to
presentation.
C. Develop, or review and approve the cycle menus.
d. Provide input, review, and approve the Nutrition Education Plan prior
to presentation.
�A e. Provide technical support and assistance as needed.
j VI. Staff Training Activities:
Packet.Pg.409
5.Q.b
A. A yearly written Staff Training Plan shall be developed, implemented, and
maintained on file by the ENP Provider, as required in Title 22, Division 1.8, Section
OWN 7636.7(c).
B. The Provider's Registered Dietitian shall review and approve the content of the Plan
prior to presentation.
C. The Staff Training Plan must identify who is to be trained, who will conduct the
training, content of the training, and when it is scheduled.
D. A copy of the Staff Training Plan that has been approved by the Provider's
Registered Dietitian must be submitted to DAAS by July 31 of the FY it is being
provided in. The DAAS Registered Dietitian will review and approve the Staff
Training Plan and return it to the Provider. The DAAS approved Staff Training Plan
must be kept on file.
E. A minimum of four(4) hours of staff training shall be provided annually for paid and o
volunteer food service staff, including congregate and home-delivered meal staff.
F. Training sessions shall be evaluated by those receiving the training. Z
G. The ENP Provider shall maintain documentation of each training session on file. o
Documentation includes, but is not limited to, sign-in sheets, agendas, handouts,
and completed evaluations.
LO
H. All staff, paid and volunteer, shall be oriented and trained to perform their assigned
responsibilities and tasks. Training, at a minimum, shall include:
1. Food safety, prevention of food borne illness, and Hazard Analysis Critical N
Control Points (HACCP) principles.
2. Accident prevention, instruction on fire safety, first aid, choking, earthquake
preparedness, and other emergency procedures. ==
3. Elder Abuse Law and reporting procedures.
4. CDA Security Awareness Training (annually). r
c
VII. Senior Participants: 0
A. Satisfaction Survey:
1. The ENP Provider shall conduct a Client Satisfaction Survey at least 0
annually. The Survey instrument must be approved by DAAS prior to its
use, and all findings from the Survey must be used to improve services. Z
The Provider must keep the completed Surveys and the tabulated results on o
file. A copy of the tabulated results must be submitted to DAAS by March
7 t of the FY it is being conducted for. W
LO
B. Complaint Procedures:
1. Each Provider shall have a written Complaint Procedure.
2. The Complaint Procedure will be available for the participants and will LL
provide them the opportunity to provide positive as well as negative Q
feedback to the Program Manager. w
3. The Provider shall have an assessment tool readily accessible for the s
seniors attending the congregate site or receiving a home-delivered meal. w
C. Nutrition Education Services for Participants: r
1. Nutrition Education shall be provided a minimum of four (4) times per year
to participants in congregate and home-delivered meal programs.
a. Nutrition Education for congregate sites is defined as
demonstrations, presentation, lectures or small group discussions, Q
all of which may be augmented with printed materials.
b. Nutrition Education for home-delivered meal participants may
consist solely of printed material that is in conjunction with a
congregate meal Nutrition Education presentation.
2. Nutrition Education shall be based on the particular need of congregate and
home-delivered meal participants. An annual Needs Assessment shall be
performed by the ENP Provider to make this determination.
3. The Nutrition Education Plan and annual Needs Assessment must be
submitted to DAAS by July31 of the fiscal year in which it is being provided.
Packet Pg.410
S.Q.b
4. Nutrition Education sessions must be reported monthly to DAAS using the
Nutrition Education Monthly Service Unit Report.
Nutrition Education Units of Service:
Program: C-1 Congregate Meals Program: C-2 (Home-Delivered Meals)
#of Units to be Provided: 516 #of Units to be Provided:
#of Sites to be Presented at: 6 #of Participants to be Presented to:
VIII. Menu Planning Guidelines/Menu Requirements:
A. Menus to cover a minimum of 3-months shall be planned and submitted to
DAAS. Menu cycles must be 4 weeks or longer.
B. Menu cycles shall include the availability of seasonal foods. _
C. Health, cultural, ethnic and regional dietary practices shall be considered in menu 2
planning, food selection, and meal preparation.
D. Menus shall be planned with guidance from the Provider's Registered Dietitian, z
analyzed by either the computerized or the component method, checked for
required menu elements, and then approved as meeting requirements by the
Provider's Registered Dietitian. Upon approval they shall be forwarded to the LO
DAAS Registered Dietitian for certification. 4
E. Menus shall be submitted to the DAAS Registered Dietitian forty-five (45) days o
prior to the menu start date. Allow thirty (30) days for the menu certification N
process. Timely submitted menus will be returned to the Provider at least fifteen ti
(15) days prior to the menu start date. ENP Providers are required to have M
menus certified prior to the menu start date. All signatures on the menu shall be
original signatures.
F. A copy of the certified menu must be posted in a spot conspicuous to clients at
each congregate site. v
G. Copies of the menus shall be made available to the participants upon request. c
H. In planning the menus, the current Dietary Reference Intakes (DR[) and the °
Dietary Guidelines for Americans (DGA) are to be considered. Menus shall
conform to the following criteria referenced in the sources: Z
L
1. Provide an average of 550-750 calories per meal. o
2. Limit total fat to no more than 25-35% of the calories averaged for the
Cn
week. Un
3. Choose and prepare foods with low amounts of salt, soy sauce and other r
high sodium items.
4. Include good sources of dietary fiber such as whole grains and cooked U_
dry beans at least two times a week. Q
5. Include a variety of foods and preparation methods with consideration to
color, combinations, texture, size, shape, taste, and preference of the s
X
participants served. W
6. Dietary Reference Intake Values:
a. Table one (1) represents the most current Dietary Reference
Intakes (DR]) 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 Q
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
Indicate diet quality
Packet Pg.411
iv. Manage disease
b. Of these Target Nutrients, meals must supply a minimum of 33
1/3 percent of the DRIs for Calories, Protein, Vitamin A,
Vitamin C, Fiber, and Calcium.
Table 1
Target Nutrients
Nutrient Target Value` Daily Compliance Range
per meal
Calories (Kcal) >550 Kcal >550—700 Kcal
E 15 gm (in the primary protein
j Protein 15 gm source) o
2
Fat (% of total calories) 20-35% <35%weekly average L
Saturated Fat(% of total calories) <10% <10% _
<0 5 CRFC Chapter 12.6 section 'c
Trans Fat g 114377**
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> 233 pg 3 out of 5 days /wk or 4
I A(p9 RAE) 233 pg out of 7 days/wk N
Vitamin C (mg) 25 mg 25 mg r
r
0.8 pg (may average over a y
Vitamin B12 (pg) 0.8 pg week)
U
>400 mg (may average over a
Calcium (mg) 400 mg week) t0
>105 mg (may average over a o
Magnesium (mg) 105 mg week) '
<1,000 mg (over 1,000 mg place z
Sodium {mg} <500-750 mg an icon on the menu) `o
F {gm} >7 gm >7 gm (may average over a week) in
u'
1565 mg(may average over a v
Potassium (gm) 1565 mg week)
200lU 200 IU (may average over a
a
Vitamin D week)
*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 w
majority of the senior population served by the AAA ENP Program differs from the above
example, use your ENP predominate demographic characteristics to calculate target nutrient E
values.
**California Retail Food Code: Commencing January 1, 2011, no food containing artificial trans a
fat, including oil and shortening that contains artificial trans fat for use in the deep frying of yeast
dough or cake batter, maybe storage, distributed, served by, or used in the preparation of any
food within a food facility.
***RAE = Retinol Activity Equivalent.
NOTE: Fortified foods should be used to meet Vitamin 1312 needs.
Packet Pg.412
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.
L Meal Elements —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 15 grams of protein. Programs should consider
the preferences of the participants they serve.
b. Legumes may not be counted as both vegetable and protein.
ENP Providers may use other protein sources to provide the
occasional vegetarian meal. _
2
2. Vegetables (1-2 servings): Y
a. One serving cooked or raw vegetables = 1/2 cup
b. Vegetables as a primary ingredient in soups, stews, casseroles, or z
other combination dishes must total '/2 cup (cooked) per serving. o
C. One serving raw leafy vegetables (salads) = 1 cup per. in
3. Fruit (1 serving):
a. A serving of fruit equals: 4
1) 1 medium sized whole fruit o
2) '/2 cup fresh, chopped, cooked, frozen, or canned drained
fruit
3) 1/2 cup 100% fruit juice
b. Fresh, frozen, or canned fruit should be packed in juice, light
syrup, or without sugar. Fruit packed in high sugar content syrup
must be rinsed before using. o
C. Fruit juice may be used only occasionally, as it contributes no fiber
and can raise blood sugar in those with diabetes o
4. Breads/Grains (1 ounce-equivalent serving):
L
a. One serving equals : z
(1) 1 slice of bread, a medium dinner roll, or 112 burger bun L
(2) 112 cup cooked rice, barley, corn meal, or other cooked g
C
breakfast cereal in
(3) 112 cup cooked spaghetti or other pasta Ln
b. One-half of the daily intake of grains should be from whole grains. 4
Grains that are processed (not whole) must be fortified.
5. Milk (8 fl. oz.):
a. Each meal shall contain eight (8) fluid ounces of fortified nonfat a
milk, 1%fat milk, buttermilk or calcium-fortified soymilk or calcium-
fortified orange juice. If a participant's personal preference
precludes the acceptance of milk with the meal, an equivalent w
high calcium substitute must be offered. d
6. Fat (Optional): E
a. Each meal may contain fat components to increase the palatability
and acceptability of the meal.
b. When selecting and preparing meat, poultry, dry beans, and milk a
or milk products, make choices that are lean, low fat, or fat free.
C. Less than 10% of calories should come from saturated fat, and
minimize trans fats. Keep total fat intake between 20 to 35 percent
of calories, with most fats coming from sources of polyunsaturated
and monounsaturated fats such as fish, nuts, and vegetable oils.
7. Dessert (Optional):
a. Dessert may be provided as an option to satisfy the caloric
requirements or for additional nutrients, Use fruit as a dessert as
Packet Pg.413;
5.Q.b
often as possible. Limit sweets that are high sugar, high fat, and/or
high refined grains to no more than once or twice per week.
b. When a dessert contains '/2 cup of fruit per serving, it may be
counted as a serving of fruit.
8. Condiments and Product Substitutes:
a. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar,
non-dairy coffee creamer, salt, and sugar may be provided, but
should not be counted as fulfilling any part of the nutritive
requirements.
b. Condiments such as high sodium 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
c
combined with the food. o
C. At least one low-sodium salad dressing option must be provided L
for leafy green salads. z
d. Oil-and-vinegar and other salad dressings served combined with o
salads must be accounted for in the nutrient analysis of the menu
and/or recipe. N
9. Sodium: r
The commitment to reduce sodium in the meals stems from the
fact that nutrition-related chronic diseases remain the primary N
cause of death among people aged 65 and older. California has a
diverse population, and the ENPs in the State provide culturally M
appropriate meals for many ethnicities. Asian meals traditionally
have higher sodium levels. Programs that choose to provide
culturally appropriate meals, but are concerned with the sodium w
content of the meals, may consider: 0
1) Using low sodium soy sauce or diluting soy sauce with
water to produce low sodium soy sauce; Q
2) Offering soy sauce as a condiment to be added by the y
senior; z
3) Providing Nutrition Education on sodium; o
4) Continuing to work with the sodium levels of meals, making
small steps to reduce the risk of developing kidney stones, vi
LO
and possibly decrease bone loss with age;
5) Not providing potassium chloride salt substitutes; 4
6) Noting meals that have more than 1000 mg of sodium on U_
the menu as such: "This meal contains more than 1000 <t
mg of sodium," or using an icon denoting a high sodium �.
meal; and
7) Using low sodium versions of high sodium foods when w
available and feasible with budget allowances.
10. Menu Item Flexibility:
The ENP Provider has the discretion to allow occasional flexibility in planning E
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 Q
may not match the meal pattern, but may provide for the required nutrient
values. For example, a fortified snack bar as a dessert could be used to boost
the nutrient value of a boxed lunch or special occasion meal.
J. Meal Element/Nutrient Analysis:
A meal element and nutrient analysis of the entire menu cycle conducted and/or
approved by a Registered Dietitian shall be done to ensure compliance with Title 22,
Division 1.8, Section 7638.5.
a. Meal Element Analysis: Use Section "I" Requirements Above
Packet Pg.414
s 5.Q.b
b. Computerized Nutrient Analysis Requirements
1) Although not required, use of computerized nutrient
analysis is strongly recommended and will help ensure and
verify the nutritional adequacy of meals. The goal of
assessing nutrient intakes of groups is to determine the
prevalence of inadequate or excessive nutrient intakes
within a particular group of individuals. While meal
patterns serve as a basic framework for menu planning,
providers are encouraged to use computerized nutrient
analysis because it provides specific information on
nutrients the menu may not be providing. The information
that a menu is not supplying all of the desired nutrients will
guide the development of future menus. As required menu o
elements are expanded, it is more difficult to meet all of the
requirements on a daily basis. ENP Providers should Z
focus on: o
i. Vitamin A
ii. Vitamin C N
iii. Protein V_
r
iv. Fat 4
v. Sodium N
vi. Fiber
2) Not all nutrient guidelines will be met with each meal. M
However, areas that do not meet the requirements should
be the focus of future menu revisions and nutrition
education. w
3) The following nutrients should be included in the analysis
when the computerized nutrient analysis method is used: )
calories; protein; total fat; saturated fat; total fiber; Vitamins a
A, C, D, E, K, thiamin, riboflavin, niacin, B6, folate, B12,
calcium, chromium, copper, iron, magnesium, sodium, and Z
zinc. In addition to meeting one-third of the DRls, the o
menus should also follow the DGA.
2. Component Nutrient Analysis Requirements: N
LO
a. The California 1600-calorie component meal pattern has been
developed to reflect the new DGA requirements for those T
programs that are not using computerized nutrient analysis. Items LL
that provide the following target nutrients should be identified on a
the menu when using a component meal pattern template:
a) Vitamin C — Provide one-third (1/3) of the DRI for
Vitamin C each meal — 25 mg (for a 1600-calorie w
menu).
b) Vitamin A — Provide one-third (1/3) of the DRI for
Vitamin A at least three (3) times per week, 233 4g s
(for a 1600-calorie menu),
C) Sodium — meals that contain over 1,000 mg of Q
sodium must be noted on the menu as a high
sodium meal.
b. Table 2 describes the elements in the California 1600-calorie meal
pattern. Serving sizes are based on the USDA My Plate. This
sample component meal pattern does not assure that meals meet
one-third (1/3) of the DRI's and the DGA. Meals will require
specific types of fruits and vegetables, whole grains, and high fiber
foods in order to assure the target nutrients are provided. The
component meal pattern may be deficient in Vitamin B12,
Packet Pg.415'
5.Q.b
requiring additional nutrition education for participants on the
selection of foods that are good sources of this nutrient.
C. The meal pattern in Table 2 below is based on the minimum
requirements for a sedentary female 70 years of age. If the
majority of the population served by a provider falls within another
requirement range (i.e. active 60 year old men), the serving sizes
and minimum number of servings required can be adjusted to
meet the service population. ENP Providers should verify the
population served and develop menu criteria accordingly.
Table 2
California 1600 Calorie per Day Component Meal Pattern
Minimum Required Elements
Food Group Required servings for Serving sizes for 1600 0
550 calories per meal calorie level
Lean meat or beans 1 serving 2 ounces = 1 serving Z
2 ounces per meal o
Vegetable 1 —2 servings '/2 cup= 1 serving C
Cn
Fruit 1 serving 1/2 cup = 1 serving to
4
Bread or Grain 1 --2 servings 1 slice Bread = 1 serving c°14
At least 1/2 whole grain '/ cup of rice or pasta = 1 servin
Non-fat or 1% fat milk or milk 1 serving 1 cup or equivalent measure M
alternate
Fat Optional
L
Dessert Optional - limit sweets use Select foods high in fiber and low in c
U
fruit fat and sugar o
(1) The number of servings per meal estimates provision of one-third of the DRIs.
(2) Caloric value (1,600 Kcal/day) based on a 70-year-old female, "sedentary" physical activity
level using Table 3 - Estimated Caloric Requirements in Each Gender and Age Group at Three Z
Levels of Physical Activity, from the DGA 2010. 2
E
(D
co
IX. Food Procurement: Ln
A. Food procurement procedures shall comply with Title 22, CRFC standards, and
HACCP best practices guidelines.
B. All food shall be of good quality and shall be obtained from sources that conform U-
to Federal, State, and local regulatory standards for quality, sanitation, and a
safety.
C. To the extent possible, providers are encouraged to participate in group food x
purchasing. W
D. A comparative cost analysis shall be performed either by the ENP Provider or its =
group purchasing organization on an on-going basis to obtain the highest quality
food for the lowest price available.
w
r
X. Food Storage: a
A. Food storage procedures shall comply with Title 22, CRFC standards, and
HACCP best practices guidelines.
B. Adequate and suitable space free from vermin, dirt, and contamination or
adulteration shall be provided for the storage of food and beverages, and
cooking, serving, and eating supplies.
XI. Food Production:
Packet Pg.416'
f
A. Food production procedures shall comply with Title 22, CRFC standards, and
HACCP best practices guidelines.
B. Food production and meal service shall be under the supervision of a trained
staff in food service management to ensure food service sanitation and the
practice of hygienic food handling techniques are followed. This person shall
function with the advice of the Provider's Registered Dietitian.
C. Meals shall be served as indicated on the certified menus. In the event that a
menu substitution must occur, the following procedure must be followed:
1. The Provider's Registered Dietitian must approve all menu substitutions.
2. A Menu Substitution Form must be completed and signed by the
Provider's Registered Dietitian.
3. The completed Menu Substitution form shall be kept on file for DAAS
c
review.
D. Production Control: L
1. Production schedules or worksheets must be available in the food z
preparation area. `o
2. Food shall be prepared in sufficient quantities to serve all participants. a
Careful planning shall minimize the leftover food and prevent waste. in
3. Standardized recipes shall be used to ensure consistency of quality and LO
0
quantity and adherence to menu guidelines.
4. Appropriate utensils for correct and consistent portion control shall be N
available and used at each site.
E. Meal Service/Temperature Monitoring: ,
1. All food for congregate sites shall be packaged and transported and held
before and during serving in a manner in which it is protected from
potential contamination and maintains appropriate hot and cold food 2
temperatures. Temperatures of meals shall be monitored in the following o
ways, at a minimum: s
a. All hot, cold, and frozen potentially hazardous meal components, o
including milk, shall be checked daily immediately prior to y
dispatch from the central kitchen. Z
b. All hot, cold, and frozen potentially hazardous meal components, o
including milk, shall be checked at satellite congregate sites upon
delivery and at all congregate sites immediately before meal cn
service.
LO
C. The ENP Provider must have written procedures for monitoring
food temperature. U'
d. The ENP Provider must use a form to document food
temperatures daily (i.e. Food Temperature Log). Q
e. The ENP Provider shall have a staff member review the s
completed Food Temperature Logs at random a minimum of every w
other month. If problems are discovered, an action plan must be
developed to resolve the issue.
f. All completed Food Temperature Logs must be maintained on file E
for DAAS review.
2. Meals shall be served to seniors "offer versus serve" — meaning a
participants are to be given an opportunity to decline a menu item. Food
trays shall not be served ahead of time.
3. To maintain quality in prepared foods, holding times shall be kept to a
minimum. Long periods of holding hot foods at required temperatures
diminishes the nutrient content and palatability of foods.
4. Holding time shall not exceed 2 hours between the end of production and
AF A the beginning of food service at the congregate site.
5. Milk and milk products shall be provided in individual, commercially filled
Nft/ containers, or shall be poured by a staff member directly from
Packet Pg.417
5.Q.b
commercially filled bulk containers into the clean glass or cup from which
they are to be consumed.
6. Cool water shall be offered with each meal to encourage fluid intake and
lower the risk of dehydration—a risk that is higher for older adults.
7. Single service utensils and tableware shall be used one time only and
then discarded.
8. Safety of the food after it has been served at the congregate site and then
removed by the participant from the congregate site is the sole
responsibility of the participant and may be consumed by the participant
as he/she deems it appropriate.
9. The Provider shall have a sign posted in the congregate site stating,
"Food removed from the congregate site is consumed at your own risk."
0
XII. Food Service Requirements: _
A. The ENP Provider shall ensure that the following forms are available, completed z
daily, and maintained at each nutrition site for a minimum of 12 months: c
1. Food Temperature Logs – separate logs shall be available for congregate
meals, home delivered meals, and individual meals chilling process. cn
2. Cleaning Schedule r
3. Equipment Temperature Log – for all dish machines, refrigerators, and
freezers. N
4. Production Schedule–applicable only if food is cooked at the site.
5. The current Environmental Health inspection detailed report shall be M
available at the site for review.
6. Staff and volunteers who are involved in any part of food service
operation or clean-up except home-delivered meals drivers shall possess
a current San Bernardino County-issued Food Worker Card and 0
Certificate that shall be available for review, _
0
XIII. Program Requirements:
A. Client Intake Sheets: z
1. The ENP Provider will ensure that each participant completes the Client o
Intake Sheet form (provided by DAAS) to determine his or her level of
nutritional risk. Forms shall be completed for:
Ln
a. Congregate Meal Participants -- at the beginning of service and
then annually thereafter for clients who remain on the program. 4
1) Sections 1 and 3 are required for congregate meals.
b. Home-Delivered Participants – at the beginning of service and a
then quarterly thereafter for clients who remain on the program.
1) Sections 1, 2, and 3 are required for home-delivered
meals. X
W
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. s
3. ENP Providers who are not required to complete their own data entry
must send the Client Intake Sheets to DAAS for data entry into the SAMS a
System.
B. Outreach/Marketing Activities:
1. ENP Providers are required to provide outreach in the community through
community organizations and other groups. All outreach and marketing
activities shall be documented and kept on file for the annual monitoring
visit conducted by DAAS.
2. ENP Providers shall develop and have handouts, brochures, and/or signs
available in languages other than English and posted in locations such as
Packet Pg.418
S.Q.b
churches, community service locations, and small stores serving the
minority communities.
AF A C. Emergency Procedures:
1. ENP Providers shall have a written Emergency/Disaster Plan.
2. Each nutrition site shall have an evacuation plan posted identifying the
emergency exits and assembly areas.
3. Staff must be knowledgeable of emergency procedures.
4. Where feasible and appropriate, ENP Providers shall make arrangements
for the availability of meals to participants during a major disaster, as
defined in 42 U.S.C., Chapter 68, Section 5122 (2). Such arrangements
shall be included in the Emergency/Disaster Plan.
D. Donations and Confidentiality:
1. An Eligible individual who receives a meal shall be given the opportunity o
to contribute to the cost of the meal
2. The ENP Provider shall develop a suggested contribution/donation z
amount. When developing this contribution/donation amount, the income o
ranges of the older individuals in the community and the Provider's other
sources of income shall be considered. in
3. A sign indicating the suggested contribution for eligible individuals and the LO
fee for guests shall be posted near the contribution container at each
congregate meal site. A guest fee shall cover all meal costs. N
4. No eligible individual shall be denied participation because of failure or
inability to contribute. M
5. The Provider shall ensure that the amount of the eligible participant's ;?
contribution is kept confidential.
6. The ENP Provider shall establish written procedures to protect
contributions and fees from loss, mishandling, and theft (i.e. o
Contribution/Donation Procedures). Such Procedures shall be kept on U
file for DAAS review. °
7. All contributions and fees shall be identified as program income and used y
to increase the number of meals served, to facilitate access to such Z
meals, and to provide nutrition-related supportive services. o
E. "No Soliciting" Sign:
1. The ENP Provider shall ensure that a "No Soliciting" sign is posted on the in
LO
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 T_
promoted by businesses. U_
F. Coordination:
1. If applicable, develop a fair and equitable policy and procedure for B
referring participants to the appropriate transportation provider for
securing public transportation to and from nutrition sites and have the w
policy available for review by DAAS.
2. Include the following statement on all advertising, brochures, poster, etc.,
"Funding for this service has been provided by the San Bernardino E
County Department of Aging and Adult Services through a grant award
from the California Department of Aging." a
3. Coordinate service with other County departments and local agencies by
providing time for presentations or special activities that promote a
community based system of care for the participants attending nutrition
sites.
G. Reporting:
1. All fiscal and program data must be reported monthly (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.
Packet Pg.419
S.Q.b
2. The Provider shall maintain support files including, but not limited to,
supporting
invoices, payroll, an Client Intake Sheets, and y other pp ortin
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documents to substantiate monthly reports.
3. ENP Providers are required to report all known or suspected cases of
elder abuse to DAAS Adult Protective Service or law enforcement
immediately by telephone. A written report must be sent within two (2)
working days. Abuse of an elder or dependent adult means physical
abuse, neglect, intimidation, cruel punishment, fiduciary abuse,
abandonment, isolation, or other treatment resulting in physical harm or
pain or mental suffering or the deprivation by a care custodian of goods or
services which are necessary to avoid physical harm or mental suffering.
4. Maintain records, by month, that support claimed in-kind expenditures. =
5. Report expenditures funded with Deferred Income by September 30 of o
the FY in which it is being claimed.
6. Develop and have on hand for review by DAAS, a cost allocation plan Z
which explains the methods used to allocate costs between congregate o
and home-delivered meals or any other program funded by DAAS. c
7. In the event additional funds become available, the Provider will use the rn
funds to increase the number of meals being provided to participants by r
either increasing the number of individuals attending its present sites, or
by opening new sites in communities not already served by the Provider. N
Exceptions to this requirement must be fully documented in writing and
submitted to the Director of DAAS for prior approval. co
8. Other Reporting Requirements:
a. SAMS (Social Assistance Management System): U
1) The following retorts are to be completed and submitted to
DAAS by the 5t business day of the month following the o
month of service if the Provider is serving less than 500 v
clients per month: 0
a) Client Intake Sheets for any new clients or any
annual or quarterly assessments completed in the Z
month. o
b) Meal Rosters _
2) Providers that are serving more than 500 clients shall U)
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secure the appropriate licensing, have a dedicated staff
responsible for maintaining the client tracking software, 4
obtain and maintain an Internet Service Provider and the >_
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appropriate hardware that can support the program.
These Providers shall be responsible for entering the a
following data into SAMS by the 5`' business day of the
month following the month of service: w
i. Client Intake Sheets for any new clients or any
annual or quarterly assessments completed in the
month.
ii. Rosters
Routes (if applicable) Q
9. Nutrition Education Monthly Service Unit Report
a. The Nutrition Education Monthly a tool that
hl Service Unit Report s
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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 5`h business day of the
month following the month of service. Copies of any handouts
presented to the participants as a component of the Nutrition
Education shall be attached to the Nutrition Education Monthly
Service Unit Report.
Packet Pg.420
H. Disposal of Equipment:
1. If the Provider wishes to dispose of equipment purchased with Nutrition
grant funding, they must submit a request, in writing, to DAAS. The
request shall state the equipment description, the location of the
equipment, and the reason for disposal.
2, Provider shall submit a list of equipment purchased with grant funding by
location.
I, Quarterly Meetings
1. Provider is required to attend all Quarterly Nutrition Provider meetings
hosted by DAAS.
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5.Q.b
ATTACHMENT N
PAYMENTS, BUDGETS, CLOSEOUTS, AND AUDIT LANGUAGE
I. Funds
A. Expenditure of Funds
1. Contractor shall expend all funds received hereunder in accordance with
this Agreement.
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2. Any reimbursement for authorized travel and per diem shall be at rates not 0
to exceed those amounts paid by the State in accordance with California
Department of Human Resources' rules and regulations. This is not to be ?
construed as limiting Contractor from paying any differences in costs 0
between the rates specified above and any rates the Contractor is obligated in
to pay under other contractual agreements from funds other than those LO
provided pursuant to this Agreement.
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3. No travel outside the State of California shall be reimbursed unless prior 04
written authorization is obtained from County.
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4. Contractor agrees to include these requirements in all contracts it enters
into with subcontractors or vendors to provide services pursuant to this
Agreement.
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5. County reserves the right to refuse payment to Contractor or disallow
costs for any expenditure, when determined by the County to be out of o
compliance with this Agreement, unrelated or inappropriate to the contract
activities, when adequate supporting documentation is not presented, or z
where prior approval was required but was either not requested or not o
granted. in
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B. Accountability for Funds 4
1. Contractor shall maintain accounting records for funds received under the a
terms and conditions of this Agreement. These records shall be separate
from those for any other funds administered by Contractor, and shall be x
maintained in accordance with Generally Acceptable Accounting W
Principles and Procedures, and those Cost Principles established by the
Office of Management and Budget. E
2. Financial Management Systems a
Contractor shall meet the following standards for its financial management
systems, as stipulated in 45 CFR Section 92.20 (governmental) or 45 CFR
Section 74.21 (not for profit organizations):
a) Financial Reporting
b) Accounting Records
c) Internal Control
d) Budgetary Control
Page 1 of 8
Packet Pg.422
e) Allowable Costs
fj Source Documentation
g) Cash Management
C. Unexpended Funds
Upon termination, cancellation, or expiration of this Agreement, or dissolution of
the entity, the Contractor shall return to County immediately upon written
demand, any funds provided under this Agreement, which are not payable for
goods or services delivered prior to the termination, cancellation or expiration of =
this Agreement or dissolution of the entity.
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D. Availability of funds z
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1. It is understood by the parties that this Agreement may have been written
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before ascertaining the availability or appropriation of funds, for the LO
mutual benefit of both parties, in order to avoid program and fiscal delays v
that would occur of this Agreement were executed after that determination N
was made.
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2. This Agreement is valid and enforceable only if sufficient funds are made M
available to the County by the United States Government or State of
California for the fiscal years appropriate for the purpose of the services L
described herein.
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3. Funding Reduction(s) o
a) If funding for any County fiscal year is reduced or deleted for the
purposes of this program,the County shall have the option to z
either: o
• Terminate the Agreement
• Amend the agreement to reflect the reduced funding that will Cn
be available.
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b) In the event that County elects to offer an amendment, it shall be
mutually understood by both parties that 1) County reserves the a
right to determine which contracts, if any under this program shall
be reduced; 2)some contracts may be reduced by a greater amount w
than others; 3)the County shall determine in its sole discretion the
amount that any or all of the contracts shall be reduced for the E
fiscal year.
E. Program Income r
a
1. Program Income must be reported and expended under the same terms and
conditions as the program funds from which it is generated.
2. Program Income must be used to pay for current allowable costs of the
program in the same fiscal year that the income was earned (except as
noted below).
Page 2 of 8
Packet Pg. 423
5.Q.b
3. Program Income must be spent before contract funds and may reduce the
amount of contract funds payable to Contractor.
4. If Program Income is earned in excess of the amount reported by County
in the Contractor's approved budget, the excess amount may be deferred
for use in the first quarter of the following contract period, which is the
last quarter of the federal fiscal year, if approved by County.
5. If Program Income is deferred for use it must be used by the last day of the
federal fiscal year and reported when used.
6. Program Income may not be used to meet any requirements for matching
contributions specified in this Agreement. o
7. Program Income must be used to expand baseline services.
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F. One Time Only(OTO)Funds °-
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OTO funds shall be only be used for the following purposes: LO
1. The purchase of equipment that enhances the delivery of services to the 4
eligible service population. N
2. Home and community-based projects that are approved by County in
advance. M
3. Innovative pilot projects that are approved in advance by County, and are
designed for the development of a comprehensive and coordinated system
of care as defined in [45 CFR 1321.53(a) &(b).
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4. OTO funds can be used to maintain or increase baseline services; o
however, it is understood by the parties that such use of OTO funds Y
creates no expectation of service delivery beyond the current contract z
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period. c
5. Nutrition Services Incentive Program (NSIP) OTO funds shall be used
only t Purchase food to be used by Contractor in Contractor's Elderly LO
Nutrition Program.
G. Matching Contributions
a
1. Cash and/or in-kind contributions may be counted as match if such
contributions are used to meet program requirements. w
2. Matching contributions (cash or in-kind) must be verifiable from the
records of the Contractor or its subcontractors. d
3. Only allowable costs as established by Office of Management and Budget
(OMB) cost principles may be reported as matching contributions. a
4. Services of volunteers or other costs reported as "in-kind" matching
contributions shall be valued at rates consistent with those of similar work
or services paid by Contractor. If Contractor does not offer similar work or
purchase similar services, rates shall be consistent with those in local
market area.
Page 3 of 8
Packet Pg.424
H. 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 1. The Contractor shall not be entitled to payment for
expenses related to this Agreement until the budget has been reviewed and
approved by County.
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.
L
For the purpose of this section, o
.
a. "Service Category" shall be defined as that classification of Cn
activities defined in the Older Americans Act(OAA)that is r
specific to each OAA funded grant program; and 4
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b. "Service" shall be defined as the activities that are defined within a r.
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Service Category. co
Examples of Service Categories include Supportive Services, Congregate i
and Home-delivered Nutrition Services, Disease Prevention/Health
Promotion Services, and Family Caregiver or Grandparent Support v
Services. Examples of Services include nutrition education, transportation, o
information assistance, senior center staffing, respite care, access C
assistance, and supplemental services. z
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County shall notify the Contractor in writing of the status of the budget
revision request within fourteen (14) calendar days of receipt of the Cn
Contractor's written request. The County reserves the right to deny the 4.
Contractor's invoice for expenditures in excess of the approved budgeted
line item amount.
3. Contractor shall submit a budget revision to the County, in advance of ¢
expenditures when: s
a. Changes to line item expenditures are expected to exceed the W
amount of the approved budgeted line item by more than ten(10%) C
of the amount specified in Section V, Paragraph A. E
b. New budget line items are to be added.
C. When the changes being requested involved the transfer of funds a
between Service Category.
d. When the changes being requested involve the transfer of funds
amount Services within a Service Category.
C. When otherwise requested by County.
Page 4 of 8
Packet Pg.425
5.Q.b
4. Contractor shall maintain a written record of all budget changes including
line item or service category changes. This record shall be available to
DAAS upon request and shall be maintained in the same manner as all
other financial records.
5. The final date to submit to a budget revision is March 30th of the contract
period unless otherwise specified by County.
I. Indirect Costs
1. Indirect costs are those that have been incurred for common or joint o
objectives and cannot be readily identified with a particular final cost
objective. After direct costs have been determined and assigned directly to z
awards or other work as appropriate, indirect costs are those remaining to
be allocated to benefiting cost objectives. A cost may not be allocated to
an award as an indirect cost if any other cost incurred for the same
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purpose, in like circumstances, has been assigned to an award as a direct r
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cost. CD
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2. Indirect costs may include: depreciation or use allowances on buildings P
and equipment, the costs of operating and maintaining facilities, and M
general administration and general expenses, such as the salaries and
expenses of executive officers,personnel administration, and accounting
3. The maximum reimbursement amount allowable for indirect costs is eight o
(8) percent of Contractor's direct costs, excluding in-kind contributions
and non-expendable equipment. Indirect costs exceeding the eight (8)
percent maximum may be budgeted as in-kind and be used to meet the
minimum matching contribution requirements. z
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4. Contractor agrees to include the above requirement in all contracts it
enters into with subcontractors or vendors to provide services pursuant to cn
this agreement. T_
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5. Reimbursement for indirect costs shall be on the basis of an indirect cost LL
rate plan documenting the methodology used to determine the indirect
costs that shall be submitted by Contractor to DAAS and be approved by Q
DAAS.
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J. Financial Closeout "'
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1. Contractor shall submit a final statement of expenditures and income E
("Financial Closeout") to County within thirty days of the end of contract
period,unless otherwise specified by County. a
2. Federal funds otherwise payable to Contractor by County shall be reduced
proportionately by County to maintain the required matching contributions
ratio if amount of matching contributions reported by Contractor is less
than minimum required matching contribution amount specified in Section
V,Paragraph.A("Fiscal Provisions") of this Contract.
Page 5 of 8
Packet Pg. 426
K. Audits
1. Contractors that expend $500,000 or more in Federal awards shall arrange
for an audit to be performed as required by the Single Audit Act of 1984,
Public Law 98-502, Single Audit Act Amendments of 1996, Public Law
104-156, and Office of Management and Budget (OMB) Circular A-133,
and submit a copy of such audit report to DAAS.
2. Copy of report shall be submitted to DAAS within 30 days of receipt of
auditor's report by Contractor, or nine months after the end of the audit
period, whichever occurs first, unless a longer period is agreed to in
advance by DAAS. o
3. Contractor shall ensure that State-funded expenditures are displayed L
discretely along with the related federal expenditures in the single audit Z
report's "Schedule of Expenditures of Federal Awards" (SEFA) under the o
appropriate Catalog of Federal Domestic Assistance (CFDA) number as
referenced herein. In addition, should contractor's SEFA totals be reported
on the basis of a fiscal year period other than County's fiscal year (July 1
through June 30), a supplemental schedule shall be included that
reconciles Contractor's reported expenditures to County fiscal year period. ev
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4. For state contracts that do not have CFDA numbers, Contractor shall
ensure that State-funded expenditures are discretely identified in the SEFA
by the appropriate program name, identifying grant/contract number and
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as passed through the California Department of Aging. o
5. The following closely related programs indentified by CFDA number are U
to be considered as an "Other Cluster" for purposes of determining major a
programs or whether a program specific audit may be elected. Contractor
shall identify the CFDA titles and numbers to the independent auditor z
conducting the organization's single audit as well to each of Contractor's o
subrecipients.
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6. The Federal Grantor for the following programs is the U.S Department of
Health and Human Services,Administration on Aging:
U_
93.044 Special Programs for the Aging—Title III, Part B= Q
Grants for Supportive Services and Senior Centers
(Title III-B). x
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93.045 Special Programs for the Aging—Title III, Part C—
Nutrition Services(Title III-C) E
93.052 National Family Caregiver Support—Title 111,Part E
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93.053 Nutrition Services Incentive Program(NSIP)
Page 6 of 8
Packet Pg.427
5.Q.b
7. The Federal Grantor for the following program is the U.S Centers for
Medicare and Medicaid Services:
93.779 State Health Insurance Assistance Program(HICAP)
93.071 MIPPA: MSP, LIS &Prescription Drug Enrollment
Assistance through the Aging Network, SHIP, and
ADRCs
93.626 SHIP Options Counseling for Medicare/Medicaid(FA)
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8. The Federal Grantor for the following program is the Administration for
Community Livin g grants:
93.071 MIPPA: Priority Area 2 AAAs `o
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9. Cluster of programs means a grouping of closely-related programs that share 4
common compliance requirements. The types of clusters of programs are o
research and development (R&D), student financial aid (SFA) and other
clusters. "Other Clusters" are defined by the OMB in the Compliance M
Supplement or as designated by a State for federal awards provided to its �?
subrecipients that meet the definition of cluster of programs. When
designating an "other cluster", a State shall identify the federal awards 2
included in the cluster and advise the subrecepients of compliance v
requirements applicable to the cluster, consistent with 5.400 (d) (1) and 5.400
(d) (2), respectively. A cluster of programs shall be considered as one program
for determining major programs, as described in 5.520, and with the exception
of R&D as described in 5.200 (c), whether a program-specific audit may be Z
elected. (Federal Office of Management and Budget, (OMB) Circular A-133, •0
Audits of States,Local Governments, and Non-Profit Corporations). cn
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10. Contractor shall perform a reconciliation of its "Financial Closeout Report"to
the audited financial statements. The reconciliation shall be maintained and be
made available to DAAS for review.
11. Contractor shall ensure that single audit reports for Contractor meet OMB a
Circular A-133 requirements, including but not limited to:
a. Performed timely — not less frequently than annually and a report w
submitted timely. The audit is required to be submitted within 30 days
after receipt of the auditor's report or nine months after the end of the
audit period, whichever occurs first.
b. Properly procured — use procurement standards provided for in OMB
Circular A-133 and provide maximum opportunities to small and Q
minority audit firms.
c. Performed in accordance with Generally Accepted Government
Auditing Standards — shall be performed by an independent auditor
and be organization-wide.
_. Page 7 of 8
Packet Pg.428
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d. All inclusive — includes an opinion (or disclaimer of opinion) of the
financial statements; a report on internal control related to the
financial statements and major programs; an opinion (or disclaimer of
opinion) on compliance with laws, regulations, and the provisions of
contracts or grant agreements; and the schedule of findings and
questioned costs.
e. Performed in accordance with provisions applicable to this program as
identified in OMB Circular A-133 Compliance Supplement.
12. Contractor shall include in its contract with the independent auditor that the
auditor will comply with all applicable requirements/standards, that the °
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County shall have access to all audit reports and supporting work papers, and
that the County shall have the option to perform additional work if needed. z
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13. Unless prohibited by law, the cost of audits completed in accordance with
provisions of the Single Audit Act Amendments of 1996 are allowable
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charges to Federal awards. Contractor may not charge to Federal awards the
cost of any audit under the Single Audit Act Amendments of 1996 not
conducted in accordance with the Act. Contractor may not charge to Federal N
Awards the cost of auditing a non-federal entity which has Federal Awards
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expended of less than$500,000 per year, and is thereby exempted under OMB
Circular A-133, Subsection 200(d).
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14. Contractor shall cooperate with and participate in any additional audits which
may be required by State or County. °
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Packet Pg.429
ATTACHMENT O
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
Provider:City of San Bernardino Period:07/01/14-06/30/15 ORIG X Amend
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 ❑
Section I: Prepare this section based on annual estimated cost to serve the meals.
A I b C=a+b
Cost to Provider for the year
Expenditure Category: Cash In-Kind Annual Expense
1 Personnel $150,571 $39,576 $190,147 0
2 Staff Travel&Training
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3 Equipment
4 Non-Inventory Equipment Z
5 Consultants $15,500 $15,500 0
6 Catered Food
7 Raw Food $74,430 $28,000 $102,430 ,LO
8 Other Expenses: d
a. Consumable Supplies $8,000 $2,000 $10,000 0
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b. Insurance
c. Repair&Maintenance $1,500 $1,500 ti
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d. Rent/Building Space n
e. Utilities $45,820 $45,820 U
f. Vehicle Operations $1,000 $1,000 F3
g. Miscellaneous $3,000 $3,000 0
9 Indirect Cost U
10 Nutrition Education 0
Total Expenditures(add lines 1-10) $254,001 $115,396 $369,397 }
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Revenue Sources: Y"
State funds $31,043 �� ��' ,et , $31,043 2
Federal Funds $159,908 ,21 lat _;;,<£.r; $159,908 Cl)
NSIP -- $26,349 `. LO
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$26,349
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State Special Nutrition Funds `' , 41, <a:a a;; 4
County funds $36,701 r ` ', a 'tF $36,701
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Program Income
Deferred Income Q
Matching Cash $115,396 $115,396
Matching In-Kind n
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Non-Match Cash I w
Non-Match In-Kind
Total Revenue $369,397 $369,397
V
Section II: Prepare this section based on estimated number of meals that will be served a
multiplied by meal cost per unit.
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Estimated annual number of meals Proposed meal cost per unit Annual Budget
32,866 $5.81 $190,951
Packet Pg.430
5.Q.b
ATTACHMENT P
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
Matching Funds Narrative
Provider: City of San Bernardino Period:07/01/14-06/30/15 ORIG X Amend
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 L1
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 74.41match.
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Line Item Rate Annual Description/Justification
Amount z
Personnel $8.70 $39,576 Senior Volunteers are used at the o
5th
Street, Perris Hill, and Highland LO
Senior Centers that help with the
preparation and serving of the N
l Senior Nutrition meal. The $8.70
rate is the wage only paid to City M
Kitchen Helpers (an additional 5.3%
includes benefits). (40 approx. hours
each month @ $8.70 = 348 x 9
employees = $3,132 x 12 months = 0
$37,584 + Benefits = $39,5761 o
Raw Food $28,000 In order to meet the proposed total
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annual meals of 47,000 meals so z
that no senior be detoured from L
receiving one daily meal, the _
General Fund will subsidize raw in
foods to the sum of $28,000.Cost of
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food throughout the nation will r
continue to rise in the near future, U_
especially in California where a
drought conditions pose a threat to
food crop production. x
Other Expenses— $2,000 In order to meet the proposed total w
Consumable annual meals of 47,000 meals so
Supplies that no senior be detoured from E
receiving one daily meal, the
General Fund will subsidize a
consumables to the sum of$2,000.
Delivery costs (gas) are on the rise
and will result in higher supplies
costs.
Utilities $45,820 The City's January-December 2012
Utilities bills for the Fifth Street
Senior Center, Perris Hill Senior,
Lytle Creek Center, and Hernandez
Packet Pg.4 11
S.Q.b
Center were used as the benchmark
for this in-kind contribution, although
energy use costs continue to rise in
the past two years. The electric,
gas, and domestic water use bills
were totaled by meal site. Two
multipliers were developed for each
site:
one considered the amount of
building square footage for the
facilities amenities specifically
obligated to the Senior Nutrition o
Program (Kitchen, Dining Room,
Restrooms, Common Areas, Office, z
etc.) as a percentage of the total o
building square footage and the
second was established as a LO
percentage of time for the Program v
preparation, meal serving, and N
cleanup in comparison to each
meals sites total operating time, M
The utilities in-kind contributions for V
both the Enterprise and Highland
Senior Center sites were inferred Y
from like City sites at $10,000. (This a
does not include in-kind match for c
custodial services and building
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maintenance.
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