HomeMy WebLinkAbout10- Parks, Recreation & Community Services CITY- OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject: RESOLUTION OF THE CITY OF SAN
From: ANNIE F. RAMOS, DIRECTOR BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT TO
Dept: PARKS, RECREATION & COMMUNITY FURNISH FOOD SERVICE FOR THE
SERVICES SUMMER FOOD SERVICE PROGRAM,
WITH THE SAN BERNARDINO
Date: MAY 23, 1996 UNIFIED SCHOOL DISTRICT
RELATING TO THE DELIVERY OF
NA
0
I
TYPE A LUNCHES AND SNACKS TO
R
LUNCH SITES.
Synopsis of Previous Council Action:
July 10, 1995 - Mayor and Common Council approved Resolution No. 95-240
for the 1995 Summer Lunch Program.
Recommended Motion:
Adopt Resolution.
Signature
Contact person: Oscar Perrier Phone: 5231
Supporting data attached: Staff Report, Reso & Food Service Agreement Ward: City-Wide
FUNDING REQUIREMENTS: Amount: None
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes: -
/ Agenda Item No. /� (D/�71/gg6
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT TO FOOD
SERVICE FOR THE SUMMER FOOD SERVICE
PROGRAM WITH THE SAN BERNARDINO UNIFIED
SCHOOL DISTRICT RELATING TO THE
DELIVERY OF TYPE A LUNCHES TO
LUNCH SITES.
1995 will mark the twentieth (20) consecutive year that the City will sponsor the USDA's
Summer Food Service Program for Children. All meals will be prepared and delivered by
the San Bernardino City Unified School District at a cost of$1.92 per meal. It is estimated
that 91,000 meals will be served to needy youth ages 0-18 years between June 24, 1996 -
August 30, 1996.
The City of San Bernardino Parks, Recreation and Community Services Department will
sponsor 45 feeding sites located throughout the greater San Bernardino area at no cost to
the City.
sbuseSmrLnchProg
5/23/96
CALIFORNIA DEPARTMENT OF EDUCATION SUMMER AND ADULT CARE FOOD pRCKaRAAAS
CHLO NUTRITION AND FOOD DISTRIBUTION DMSION 7 CFR PART D D (RAMS
? AGREEMENT TO FURNISH FOOD SERVICE
BETWEEN A SUMMER FOOD SERVICE PROGRAM SPONSOR AND A FOOD SERVICE VENDOR
THIS AGREEMENT IS ENTERED INTO ON THIS FIRST DAY OF June 1996 BY AND BETWEEN
ri tv ref San R� rli
arnn , HEREINAFTER REFERRED TO AS THE AGENCY, AND Ran RPrnarrli no City
Unified School Distlrict,HEREINAFTER REFERRED TO AS THE VENDOR.
WHEREAS, IT IS NOT WITHIN THE CAPABILITY OF THE AGENCY TO PREPARE SPECIFIED MEALS UNDER THE SUMMER FOOD SERVICE
PROGRAM(SFSP);AND
WHEREAS, THE FACILITIES AND CAPABILITIES OF THE VENDOR ARE ADEQUATE TO PREPARE AND DELIVER SPECIFIED MEALS TO THE
AGENCY'S FACILITY(IES);AND
WHEREAS, THE VENDOR IS WILLING TO PROVIDE SUCH SERVICES TO THE AGENCY ON A COST REIMBURSEMENT BASIS;
THEREFORE, BOTH PARTIES HERETO AGREE AS FOLLOWS:
THE VENDOR AGREES TO:
1. PREPARE UNITIZED MEALS FOR PICK-UP AND/OR ELIVERY" TNCLUSIVE�IOR EXCLUSIVE" OF MILK OR JUICE
San Bernardino City USD
10:30 :a:m. or
x„rr;r;n ro;BPS AT 1257 Northnark Rlvd BY 11:00 a.m. depending on
rr
serving time.
EACH DAY, IN ACCORDANCE WITH THE NUMBER OF MEALS REQUESTED AND AT THE COST(S)PER MEAL LISTED BELOW:
BREAKFAST $ X EACH LUNCH $ 1.92 EACH
SUPPLEMENT/SNACK $ .47 EACH SUPPER$ % EACH
2. PROVIDE THE AGENCY, FOR APPROVAL,A PROPOSED CYCLE MENU FOR THE OPERATIONAL PERIOD,AT LEAST 30 DAYS
PRIOR TO THE BEGINNING OF THE PERIOD TO WHICH THE MENU APPLIES. ANY CHANGES TO THE MENU MADE AFTER AGENCY
APPROVAL MUST BE AGREED UPON BY THE AGENCY, APPROVED BY THE CALIFORNIA DEPARTMENT OF EDUCATION, AND
DOCUMENTED ON THE MENU RECORDS.
3. ASSURE THAT EACH MEAL PROVIDED TO THE AGENCY UNDER THIS AGREEMENT MEETS THE MINIMUM REQUIREMENTS AS TO THE
NUTRITIONAL CONTENT AS SPECIFIED BY THE SUMMER FOOD SERVICE PROGRAM MEAL PATTERN,SCHEDULE B(ATTACHED)WHICH
IS EXCERPTED FROM THE REGULATIONS 7 CFR PART 225.16.
4. MAINTAIN FULL AND ACCURATE RECORDS WHICH DOCUMENT: (1)THE MENUS LISTING ALL MEALS PROVIDED TO THE AGENCY
DURING THE TERM OF THIS AGREEMENT,(2)A LISTING OF ALL NUTRITIONAL COMPONENTS OF EACH MEAL,AND(3)AN ITEMIL4TION
OF THE QUANTITIES OF EACH COMPONENT USED TO PREPARE SAID MEAL. THE VENDOR AGREES TO PROVIDE MEAL PREPARATION
DOCUMENTATION BY USING YIELD FACTORS FOR EACH FOOD ITEM AS LISTED IN THE USDA FOOD BUYING GUIDE WHEN CALCULATING
AND RECORDING THE QUANTITY OF FOOD PREPARED FOR EACH MEAL.
5. MAINTAIN SUCH COST RECORDS AS INVOICES, RECEIPTS AND/OR OTHER DOCUMENTATION THAT EXHIBIT THE PURCHASE, OR
OTHERWISE AVAILABILITY TO THE VENDOR, OF THE MEAL COMPONENTS AND QUANTITIES ITEMIZED IN THE MEAL PREPARATION
RECORDS.
MAINTAIN ON A DAILY BASIS AN ACCURATE COUNT OF THE NUMBER OF MEALS, BY MEAL TYPE, PREPARED FOR AND DELIVERED
TO/PICKED UP BY THE AGENCY. MEAL COUNT DOCUMENTATION MUST INCLUDE THE NUMBER OF MEALS REQUESTED BY THE
AGENCY.
CIRCLE EITHER PICK UP,OR DELIVERY'OR CIRCLE BOTH PICK UP AND DELIVERY IF THIS AGREEMENT IS FOR A COMBINATION FOR MORE THAN ONE SITE.
"�CIRCLE WHETHER THE VENDOR 1S TO'INCLUDE'OR-EXCLUDE'MILK AND JIUICE mTH THE MEAL.
AGREEMENT TO FURNISH FOOD SERVICE
PAGE
7. ALLOW THE AGENCY TO INCREASE OR DECREASE THE NUMBER OF MEAL ORDERS,AS NEEDED,WHEN THE REQUEST IS MADE WITHIN
24 hours OF THE SCHEDULED DELIVERY TIME. I
8. PRESENT TO THE AGENCY AN INVOICE ACCOMPANIED BY REPORTS NO LATER THAN THE
1 5 rh DAY OF EACH MONTH WHICH
ITEMIZES THE PREVIOUS MONTH'S DELIVERY. THE VENDOR AGREES TO FORFEIT PAYMENT FOR MEALS WHICH ARE NOT READY
WITHIN ONE(1)HOUR OF THE AGREED UPON DELIVERY TIME,ARE SPOILED OR UNWHOLESOME AT THE TIME OF DELIVERY, OR DO
NOT OTHERWISE MEET THE MEAL REQUIREMENTS CONTAINED IN THIS AGREEMENT. IN CASES OF NONPERFORMANCE OR
NONCOMPLIANCE ON THE PART OF THE VENDOR,THE VENDOR SHALL PAY THE SPONSOR FOR ANY EXCESS COSTS THE SPONSOR
INCURS BY OBTAINING MEALS FROM ANOTHER SOURCE.
9. PROVIDE THE AGENCY WITH A COPY OF CURRENT HEALTH CERTIFICATIONS FOR THE FOOD SERVICE FACILITY IN WHICH IT
PREPARES MEALS FOR THE SFSP. THE VENDOR SHALL ENSURE THAT ALL HEALTH AND SANITATION REQUIREMENTS OF THE
CALIFORNIA RETAIL FOOD FACILITIES LAW, CHAPTER 4 OF THE CALIFORNIA HEALTH AND SAFETY CODE,ARE MET AT ALL TIMES.
10. OPERATE IN ACCORDANCE WITH CURRENT SFSP REGULATIONS;AND,COMPLY WITH ALL OTHER USDA REGULATIONS REGARDING
FOOD SERVICE VENDORS(FOOD SERVICE MANAGEMENT COMPANIES).
11. RETAIN ALL REQUIRED RECORDS FOR A PERIOD OF THREE(3)YEARS AFTER THE END OF THE FISCAL YEAR TO WHICH THEY PERTAIN
(OR LONGER, IF AN AUDIT IS IN PROGRESS);AND UPON REQUEST TO MAKE ALL ACCOUNTS AND RECORDS PERTAINING TO THE
AGREEMENT AVAILABLE TO THE CERTIFIED PUBLIC ACCOUNTANT HIRED BY THE AGENCY, REPRESENTATIVES OF THE CALIFORNIA
STATE DEPARTMENT OF EDUCATION,THE U.S.DEPARTMENT OF AGRICULTURE(USDA),AND THE U.S.GENERAL ACCOUNTING OFFICE
FOR AUDITS OR ADMINISTRATIVE REVIEWS AT A REASONABLE TIME AND PLACE.
12. NOT SUBCONTRACT FOR THE TOTAL MEAL,WITH OR WITHOUT MILK,OR FOR THE ASSEMBLY OF THE MEAL.
13. THE VENDOR SHALL BE PAID BY THE SPONSOR FOR ALL MEALS PICKED-UP AND/OR DELIVERED IN ACCORDANCE WITH THE
AGREEMENT AND THIS PART. HOWEVER, NEITHER THE CALIFORNIA DEPARTMENT OF EDUCATION NOR USDA WILL ASSUME ANY
LIABILITY FOR PAYMENT OF DIFFERENCES BETWEEN THE NUMBER OF MEALS PREPARED PICKED-UP AND/OR DELIVERED BY THE
VENDOR AND THE NUMBER OF MEALS SERVED BY THE SPONSOR THAT ARE ELIGIBLE FOR REIMBURSEMENT.
14. IF APPLICABLE, USE USDA DONATED FOODS TO THE FULLEST EXTENT POSSIBLE IN PREPARATION OF MEALS;PROVIDE FULL VALUE
OF USDA DONATED FOOD TO THE AGENCY; RETURN ANY UNUSED FOOD TO THE AGENCY,
THE AGENCY AGREES TO:
1. REQUEST BY TELEPHONE NO LATER THAN 2:00 of p recedine da ,AN ACCURATE NUMBER OF MEALS TO BE PICKED-
iVAE OF Der OR DAY OF WEEK
UP AND/OR DELIVERED TO THE AGENCY ON EACH DAY. NOTIFY THE VENDOR OF NECESSARY INCREASES OR DECREASES IN THE
NUMBER OF MEAL ORDERS WITHIN'74 h£fE THE SCHEDULED PICK-UP/DELIVERY TIME. ERRORS IN MEAL ORDER COUNTS MADE
BY THE AGENCY SHALL BE THE RESPONSIBILITY OF THE AGENCY.
2. ENSURE THAT AN AGENCY REPRESENTATIVE IS AVAILABLE AT EACH PICK-UP AND/OR DELIVERY SITE,AT THE SPECIFIED TIME ON
EACH SPECIFIED PICK-UP AND/OR DELIVERY DAY TO RECEIVE,INSPECT AND SIGN FOR THE REQUESTED NUMBER OF MEALS. THIS
INDIVIDUAL WILL VERIFY THE TEMPERATURE, QUALITY AND QUANTITY OF EACH MEAL SERVICE PICK-UP AND/OR DELIVERY. THE
AGENCY ASSURESTHE VENDOR THAT THIS INDIVIDUAL WILL BE TRAINED AND KNOWLEDGEABLE IN THE RECORD KEEPING AND MEAL
REQUIREMENTS OF THE SFSP,AND IN HEALTH AND SANITATION PRACTICES.
3. PROVIDE PERSONNEL TO SERVCE MEALS, CLEAN THE SERVING AND EATING AREAS, AND ASSEMBLE TRANSPORT CARTS AND
AUXILIARY ITEMS FOR PICKUP BY THE VENDOR(IF APPLICABLE)NO LATER THAN 1 bVil
fore serving time.
4. NOTIFY THE VENDOR WITHIN_ 7 DAYS OF RECEIPT OF THE NEXT MONTH'S PROPOSED CYCLE MENU, OF ANY CHANGES,
ADDITIONS OR DELETIONS.
PROVIDE THE VENDOR WITH A COPY OF 7 CFR PART 225.16;THE SUMMER FOOD SERVICE PROGRAM MEAL PATTERN(SCHEDULE
B); THE USDA FOOD BUYING GUIDE; AND ALL OTHER TECHNICAL ASSISTANCE MATERIALS PERTAINING TO THE FOOD SERVICE
REQUIREMENTS OF THE SFSP. THE AGENCY WILL,WITHIN 24 HOURS OF RECEIPT FROM THE SAC UNIT,ADVISE THE VENDOR OF
ANY CHANGES IN THE FOOD SERVICE REQUIREMENTS.
'NEGOTIABLE TIME FRAME BUT SHOULD BE NO LONGER THAN 24 HOURS
Ar
AGREEMENT TO FURNISH FOOD SERVICE
PAGE 3
3. PAY THE VENDOR BY THE 30th DAY OF EACH MONTH THE FULL AMOUNT AS PRESENTED ON THE MONTHLY ITEMIZED
INVOICE. THE AGENCY AGREES TO NOTIFY THE VENDOR WITHIN 48 HOURS OF RECEIPT OF ANY DISCREPANCY IN THE INVOICE.
IT IS THE AGENCY'S RESPONSIBILI[TY TO PAY THE VENDOR FOR ALL MEALS PICK-UP AND/OR DELIVERED IN ACCORDANCE WITH THE
AGREEMENT. NEITHER THE CALIFORNIA DEPARTMENT OF EDUCATION NOR THE UNITED STATES DEPARTMENT OF AGRICULTURE
(USDA)WILL ASSUME ANY LIABILITY FOR PAYMENT OF THE DIFFERENCE BETWEEN THE NUMBER OF MEALS PREPARED, PICKED-UP
BY THE AGENCY OR DELIVERED BY THE VENDOR AND THE NUMBER OF MEALS SERVED BY THE AGENCY THAT ARE ELIGIBLE FOR
REIMBURSEMENT.
7. IF APPLICABLE,ORDER USDA DONATED FOODS AFTER CONFERRING WITH THE VENDOR AS TO THE TYPE AND QUANTITY OF FOOD
THAT CAN BEST BE INCORPORATED INTO MEALS.
TERMS OF THE AGREEMENT
THIS AGREEMENT WILL TAKE EFFECT COMMENCING June 24 3 1996 AND SHALL END_August 30, 1996
(FIRST DAY OF COMRACTED SERVICE)
(LAST DAY OF SERVICE)
BUT NO LATER THAN SEPTEMBER 30. IT MAY BE TERMINATED BY NOTIFICATION GIVEN BY EITHER PARTY HERETO THE OTHER PARTY
AT LEAST 30 DAYS PRIOR TO THE DATE OF TERMINATION. THE AGENCY SHALL HAVE THE OPTION TO CANCEL THIS CONTRACT IF THE
FEDERAL GOVERNMENT WITHDRAWS FUNDS TO SUPPORT THE SFSP. IT IS FURTHER UNDERSTOOD THAT, IN THE EVENT OF
CANCELLATION OF THE CONTRACT,THE AGENCY SHALL BE RESPONSIBLE FOR MEALS THAT HAVE ALREADY BEEN ASSEMBLED,DELIVERED
AND/OR PICKED-UP IN ACCORDANCE WITH THIS AGREEMENT.
IN WITNESS WHEREOF,THE PARTIES HERETO HAVE EXECUTED THIS AGREEMENT AS OF THE DATES INDICATED BELOW: 1
VENDOR OFFICIAL SIG RE
AGENCY OFFICIAL SIGNATURE
Harold L. Boring, Ed.D.
VENDOR OFFICIAL NAME(PLEASE TYPE)
AGENCY OFFICIAL NAME(PLEASE TYPE)
Asst. Supt. , Admin. Svs
TITLE
TITLE
(909) 381-1162 I
TELEPHONE
TELEPHONE
May 9 1996
DATE
DATE
I
i
CAL-ORNIA OEPARTMENT OF EOMATION
SCHEDULE B -Summer Food Service Program C"'LO NUTRITION AND,FOOO 01STRIBUTION DMS1oN
MEAL PATTERN
FOOD COMPONENTS SNACK'
=BREAKFAST LUNCH OR SUPPER (CHOOSE TWO Or
THE FOUR)
MILK
MILK, FLUID 1 CUP (8 FL. OZ.)2 1 CUP (8 FL. OZ.)3 1 CUP (8 FL. OZ.):
VEGETABLE(S)AND/OR FRUIT(S)4 '
VEGETABLE(S)AND/OR FRUIT(S) '/s CUP s/a CUP TOTAL4
OR 3/4
CUP
FULL-STRENGTH VEGETABLE OR FRUIT JUICE %CUP(4 FL. OZ.) s
OR CUP(6 FL. OZ.)
AN EQUIVALENT QUANTITY OF ANY COMBINA-
TION VEGETABLES(S), FRUIT(S),AND JUICE
BREAD/BREAD ALTERNATESs
(GRAIN PRODUCTS)
BREAD 1 SLICE 1 SLICE
CORNBREAD, BISCUITS, ROLLS, MUFFINS, ETC., 1 SLICE
COLD DRY CEREAL OR 1 SERVING 1 SERVING 1 SERVING
OR °/4 CUP OR 1 OZ.s s/4 CUP OR 1 OZ.6
JOKED PASTA OR NOODLE PRODUCT
OR '/z CUP '/CUP
LECQUIVALENT OKED CEREAL OR CEREAL GRAINS OR AN
QUANTITY OF ANY COMBINATION '/CUP '/CUP
READ/BREAD ALTERNATES
MEAT/MEAT ALTERNATES (OPTIONAL)
LEAN MEAT OR POULTRY OR FISH 1 OZ 2 oz.
OR
CHEESE 1 OZ. 2 OZ.
OR 1 OZ.
EGGS 1 OR LARGE EGG 1 LARGE EGG 1 LARGE EGG f
COOKED DRY BEANS OR PEAS '/CUP
'/z CUP '/a CUP
OR
PEANUT BUTTER OR SOYNUT BUTTER OR
OTHER NUT OR SEED BUTTERS
OR 4 TBSP. 2 TBSP.
PEANUTS OR SOYNUTS OR TREE NUTS OR
SEEDS
1
OR OZ. = 50%' 1 OZ.
YOGURT, PLAIN OR SWEETENED AND
FLAVORED (SNACK ONLY) 4 OZ. OR 1/ CUP
OR
EQUIVALENT QUANTITY OF ANY
COMBINATION OF THE ABOVE MEAT/MEAT
ALTERNATES
FOR THE PURPOSE OF THIS TABLE,A CUP MEANS A STANDARD MEASURING CUP.
Indicated endnotes can be found on the back
CN,r
00
8050-
8
PAGE 2
SUMMER FOOD SERVICE PROGRAM
_,EAL PATTERN DEFINITIONS
'SNACKS: SERVE TWO FOOD ITEMS. EACH FOOD ITEM MUST BE FROM A DIFFERENT FOOD COMPONENT. JUICE MAY NOT BE SERVED WHEN
MILK IS SERVED AS THE ONLY OTHER COMPONENT.
2 MILK FOR BREAKFAST SHALL BE SERVED AS A BEVERAGE,OR ON CEREAL,OR USE PART OF IT FOR EACH PURPOSE.
'MILK FOR LUNCH OR SUPPER SHALL BE SERVED AS A BEVERAGE.
'VEGETABLE/FRUIT FOR LUNCH OR SUPPER:
SERVE TWO OR MORE KINDS OF VEGETABLE(S)AND/OR FRUIT(S)OR A COMBINATION OF BOTH. FULL-STRENGTH VEGETABLE OR FRUIT JUICE
MAY BE COUNTED TO MEET NOT MORE THAN ONE-HALF OF THIS REQUIREMENT.
'DEFINITION OF BREAD AND SERVING SIZE:
BREAD OR OTHER GRAIN PRODUCTS,PASTA,OR NOODLE AND CEREAL GRAINS(SUCH AS RICE,BULGUR,OATS,WHEAT OR CORN GRITS)SHALL
BE WHOLE-GRAIN OR ENRICHED;CORNBREAD,BISCUITS,ROLLS,MUFFINS,ETC.,SHALL BE MADE WITH WHOLE-GRAIN OR ENRICHED MEAL OR
FLOUR;CEREAL SHALL BE WHOLE-GRAIN,ENRICHED OR FORTIFIED.
A BREAD SERVING IS CONSIDERED TO BE 1 SLICE OF BREAD EQUIVALENT TO 25 GRAMS (.9 TO 1 OZ.) IN WEIGHT. INSTRUCTIONS ON
DETERMINING APPROPRIATE SERVING SIZES FOR GRAIN PRODUCTS SERVED AS BREAD ALTERNATIVES(CRACKERS,PANCAKES,BULGUR,ETC.)
ARE FOUND IN THE USDA FOOD BUYING GUIDE. -
QUANTITY OF DRY CEREAL:
EITHER VOLUME(CUP)OR WEIGHT(OZ.)WHICHEVER IS LESS. +;
'MEAT/MEAT ALTERNATES: - I
NO MORE THAN 50 PERCENT OF THE REQUIREMENT SHALL BE MET WITH NUTS OR SEEDS. NUTS OR SEEDS SHALL BE COMBINED WITH
ANOTHER MEAT/MEAT ALTERNATE TO FULFILL THE REQUIREMENT. WHEN DETERMINING COMBINATIONS, 1 OZ.OF NUTS OR SEEDS IS EQUAL
TO 1 OZ.OF COOKED LEAN MEAT,POULTRY,OR FISH. ,
CERTIFICATION-I certify that the Institution and the Contractor must comply with all meal and Component
requirements set forth in the federal regulations, 7 CFR Part 226 and outlined above. I understand that the
Contractor may not be paid for any meal provided that does not meet these requirements as stated in the
Invitation for Bid and Contract, Section F, Item 7.
Fpt AGEHCV Er, DATE fOR 0v:
DATE
- I