HomeMy WebLinkAbout17- Parks, Recreation & Community Services ( OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Subject: RESOLUTION OF THE CITY OF SAN
From: ANNIE F. RAMOS, DIRECTOR BERNARDINO AUTHORONG THE
Dept: PARKS, RECREATION & COMMUNITY SERVICES DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES
DEPARTMENT TO EXECUTE AN
Date: APRIL 27, 1998 AGREEMENT WITH THE SAN
BERNARDINO CITY UNIFIED SCHOOL
OR'�'�AL DISTRICT TO FURNISH FOOD
SERVICE FOR THE CITY'S SUMMER
LUNCH PROGRAM.
Synopsis of Previous Council Action:
June 16, 1997 - Mayor and Common Council approved Resolution No. 97-174 for the 1997 Summer Lunch Program.
Recommended Motion:
Adopt the Resolution.
Signature
Contact person: Oscar J. Perrier Phone: 5231
Supporting data attached: Staff Report & Food Service Agreement Ward: City-wide
FUNDING REQUIREMENTS: Amount: N/A
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No.
#�l'1
4/27/98 amt
summer lunch 97
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
RESOLUTION OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION
AND COMMUNITY SERVICES DEPARTMENT
TO EXECUTE AN AGREEMENT WITH THE
SAN BERNARDINO CITY UNIFIED
SCHOOL DISTRICT TO FURNISH FOOD
SERVICE FOR THE CITY'S SUMMER
LUNCH PROGRAM.
1998 will mark the twenty-second (22) consecutive year that the City will sponsor the
U.S.D.A.'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 $ 1.98 per meal and
$ .47 per snack. It is estimated that 100,000 meals and 15,000 snacks will be served to needy
youth ages 1-18 years between June 26, 1998 - September 04, 1998.
04/27/98 amt
summer lunch/47
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES
3 DEPARTMENT TO EXECUTE AN AGREEMENT WITH THE SAN BERNARDINO
4 CITY UNIFIED SCHOOL DISTRICT TO FURNISH FOOD SERVICE FOR THE
CITY'S SUMMER LUNCH PROGRAM.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
6 CITY OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. The Director of Parks, Recreation and Community Services
8
Department is hereby authorized and directed to execute on behalf of said City an agreement
9
with San Bernardino City Unified School District relating to the delivery of Type A lunches
10
11 and snacks to lunch sites, a copy of which is attached hereto, marked Exhibit "A" and
12 incorporated herein by reference as fully as though set forth at length.
13 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
14 and Common Council of the City of San Bernardino at a meeting thereof,
15
held on the day of 1998, by the following vote, to wit:
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
DIRECTOR OF PARKS, RECREATION AND COMMUNITY SERVICES
2 DEPARTMENT TO EXECUTE AN AGREEMENT WITH THE SAN BERNARDINO
3 CITY UNIFIED SCHOOL DISTRICT TO FURNISH FOOD SERVICE FOR THE
CITY'S SUMMER LUNCH PROGRAM.
4 COUNCIL MEMBERS: AYES NAYS ABSTAIN ABSENT
5
ESTRADA
6
7 LIEN
8 ARIAS
9 SCHNETZ
10 DEVLIN
11 DEAN-ANDERSON
12
MILLER
13
14
15
16
City Clerk
17
18 The foregoing Resolution is hereby approved this day of
19 199
20
21 JUDITH VALLES , Mayor
22 City of San Bernardino
Approved as to form
23 and legal content:
24 James F. Penman,
25 City Attorney
26
By:
27 5/2 7 a
28 6 er lunch/97 reso — 2
CAUFORNIA DEPARTMENT OF EDUCATION SUMMER FOOD SERVICE pRoapA k UNrT
CHILD NLRRrTION AND FOOD DISTRIBUTION DMSION 7 CFR PART 225(1197)
AGREEMENT TO PROVIDE FOOD SERVICE
BETWEEN A SUMMER FOOD SERVICE PROGRAM SPONSOR AND A FOOD SERVICE VENDOR
Phis agreement is entered into on 14Th April 1998 by and between
(DAY) (UMH) (FEAR)
ri g of San RPrnardinn herein after referred to as the agency, and
(NAME OF AGENCY)
Ran Rarnardinn Ci r i)Sn , herein after referred to as the vendor.
(NAME OF FOOD SERVICE VEdD01l)
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 delivery/pick up'Inclusive or exclusive"of milk or juice
10:30 A.M. ,
Nittritinn at 1257 Northnark Blvd. by 11:00 A.M. or11:15 A.M.
NAME OF SITE Ab�irFii
each day, in accordance with the number of meals requested and at the cost(s)per meal listed below:
breakfast $ X each lunch $ 1.98 each
supplement/snack $ .47 each supper $ X each
2. Provide the agency,for approval,a proposed cycle menu for the operational period,at least 40 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 SFSP Meal Pattern, Schedule B(attached)which is excerpted from the regulations 7 CFR
Part 225.16 or an approved National School Lunch(NSLPYSchool Breakfast Program(SBP)option. NSLP/SBP vendors
may use the same menu planning option they use during the school year in lieu of using the SFSP meal pattern. Snacks
will meet the SFSP meal pattern.
4. Maintain full and accurate records which document (1) the menus provided to the agency during the term of this
agreement,(2)a listing of all components of each meal,and(3)an itemization 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
Rem as listed in the United States Department of Agriculture(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.
6. Maintain,on a daily basis,an accurate count of the number of meals,by meal type, prepared for and delivered tolpicked
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 dekwry if this agreement is for a combination for more than one site.
Circe whether the vendor is to'include'or'excude'milk and juice with the meal.
7 CFR PART 225
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.
8. Present to the agency an invoice accompanied by reports no later than the 15 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 agency for any excess costs the agency 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 Uniform Retail Food
Facilities Law, Chapter 4 of the Cardomia Health and Safety Code,are met at all times.
10. Operate in accordance with current SFSP regulations. Comply with all other USDA regulations regarding food service
vendors including those specified for commercial food service if applicable.
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). Upon request make all accounts and records pertaining to the agreement available to the
certified public accountant hired by the agency, representatives of the California Department of Education,USDA,and
the Office of Inspector General(OIG)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. Be paid by the agency for all meals delivered/picked up in accordance with the agreement. Neither the California
Department of Education nor USDA will assume any liability for payment of differences between the number of meals
prepared for delivery and/or pick up by the vendor and the number of meals served by the agency that are eligible for
reimbursement.
14. Accept commodities from the agency. These commodities will be used in the preparation of meals provided for the SFSP.
The vendor will reduce the price of the meals by the fair market value of the commodities used in the meals. Price
reductions will be itemized on the invoice. All commodities until used are the property of the agency.
The Agency agrees to:
1. Request by telephone no later than"2:00 of preceding day ,an accurate number of meals to be delivered/
picked up by the agency each day. Notify the vendor of necessary increases or decreases in the number of meal orders
.within ' 24 hrc hours of the scheduled delivery/pick up 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 delivery/pick up site,at the specified time on each specified
delivery/pick up day to receive, inspect and sign for the requested number of meals. This individual will verity the
temperature, quality and quantity of each meal service defivery/pick up. The agency assures the vendor that this
individual will be trained and knowledgeable in the record keeping and meal requirements of the SFSP, and with kcal
health and safety codes.
3. Provide personnel to serve meals,dean the serving and eating areas,and assemble transport carts and auxiliary items
for pickup by the vendor(if applicable)no later than" 1 hour before 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.
5. Provide the vendor with a copy of 7 CFR Part 225.16;the SFSP 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 SFSP Unit, advisee the vendor of any changes in the food service requirements.
Negotiable time frame.Nut should be no longer than 24 hours
rime of day or day of week
CSR PART 723
PAGE 3
6. 'Pay the vendor by the 30Th day of each month the full amount as presented on the monthly itemized invoice.
Notify the vendor within 48 hours of receipt of any discrepancy in the Invoice. Pay the vendor for all meats
delivered/picked up In accordance with the agreement Neither the California Department of Education nor 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. Order only those commodities that can be incorporated into its meals. The agency shall be responsible for transferring
all unused commodities at the pose of the SFSP. The agency is responsible for the fair market value of any commodity
losses that may occur.
Terms of the Agreement
This agreement will take effect commencing June 29, 1998 and shall and September 4, 1998
but no later than September 30. It may be terminated by notification given by either party with at least 30 days notice
prior to the date of termination. The agency shall have the option to cancel this contract N 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,deiivered/picked up in accordance with this
agreement.
Menu planning optlon(s)being used: _ National School Lunch (NSLP)
(Please fill In)
In witness whereof,the parties hereto have executed this agreement as of the dates indicated below:
VENDOR OFFICIAL SIGNATURE AGENCY OFFICIAL ZMATURE
Robert W. Murphy Annie F. Ramos
VENDOR OFFICIAL NAYS(PLEASE TYPE) AGENCY OFFICIAL NAME(PLEASE TYPE)
Assistant Superintendent, Business Services Director
T"LE TITLE
(909) 381-1164 (909) 384-5030
TELEPHONE TELEPHONE
DATE DATE
C I T Y OF S A N B E R N A R D I N O
INTEROFFICE MEMORANDUM
CITY CLERK' S OFFICE
DATE: May 26, 1998
TO: Oscar Perrier - Parks, Recreation & Community Services
FROM: Rachel Clark, City Clerk
SUBJECT: Transmittal for signatures and return to City Clerk for
filing with Resolution 98-116 authorizing the Director of
Parks to execute agreement
---------------------------------------------------------------
Attached are the following:
One (1) original agreement and two (2) duplicate original
agreements to be filed with Res . No. 98-116 authorizing the
Director of Parks, Recreation and Community Services Department to
execute an agreement with the San Bernardino City Unified School
District to furnish food service for the City' s summer lunch
program.
Please obtain necessary signatures and return the original
agreement to the City Clerk' s office for filing with said
resolution.
If you have any questions, please do not hesitate to call Eileen
Gomez at 5102 . Thank you.
Rachel Clark
City Clerk
I hereby .ono l d91q receipt of the above mentioned documents .
Signed:
Dated: l5
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