HomeMy WebLinkAbout05.H- Parks Recreation & Community Services 5.H
RESOLUTION (ID # 4406) DOC ID: 4406 D
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Grant
From: Christina Chartier M/CC Meeting Date: 05/02/2016
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 County Contract 13-546 A-4 (Amendment 12-21-15) with the County
of San Bernardino Department of Aging and Adult Services (DAAS), Accepting and
Appropriating Additional Funds in the Amount of $26,010 for the Period of July 1, 2015
through June 30, 2016 for the Senior Nutrition Program, and Authorizing the
Expenditure of the Additional Funds through Change Orders to Annual Purchase Orders
to Sysco Foods, Merit Day, and Smith Distribution through FY 2015-16. (#4406)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $424,691
Account No. 123-380-0513-5114
Account Description: Senior Nutrition Program
Balance as of: July 1, 2015
Balance after approval of this item: $450,701
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 15/16 is not to exceed $330,000. There is
no General Fund cash match required; the City's in-kind contribution is budgeted at
$89,658 for FY 15/16, which is a 29.89% Federal contribution. The minimum in-kind
matching Federal contribution requirement by Contract for FY 15/16 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 (001-380-0075). The
program's revenue goal includes collecting $5,033 in `Program Income' or meal
recipient donation to support meal service, which is less than 6% the suggested
donation rate per meal recipient of$1.75.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
July 6, 2015 - Resolution No. 2015-139 to ratify the execution of County Contract 13-
546 A-4 (Amendment No. 4) with the County of San Bernardino DAAS, accept the
proposed Grant amount not to exceed $330,000 for the period of July 1, 2015 through
June 30, 2016 for the SNP as the third year of a three-year grant allocation, appropriate
grant expenditures, and issue annual food purchase orders in an amount not to exceed
Updated: 4/25/2016 by Georgeann "Gigi" Hanna D Packetpg. 140
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$133,085 in the aggregate to Sysco Foods, Merit Day, and FS Dairy through FY 2015-
16.
January 5, 2015 - Resolution No. 2015-3 to ratify the execution of County Contract 13-
546 A-3 (Amendment No. 3), accept and appropriate additional funds in the amount of
$105,404 for the period of July 1, 2014 through June 30, 2015 for the SNP Contract with
County DAAS , and ratify the issuance of change orders to annual purchase orders
effective February 1, 2015 in an amount not to exceed $133,110 in the aggregate to
Sysco Foods, Merit Day, and FS Dairy through FY 2014-2015.
July 7, 2014 - Resolution No. 2014-253 to execute County Contract 13-546 A-2
(Amendment No. 2) in the amount of $217,300 for the FY 2014-2015 SNP and to issue
annual food vendor purchase orders not to exceed $112,430 in the aggregate to Sysco
Foods, Merit Day, and FS Dairy.
March 17, 2014 - Resolution No. 2014-60 to allocate additional funds in the amount of
$28,000 from un-appropriated General Fund Revenues for the SNP for FY 2013-2014
and authorize the increase to two annual food vendor purchase orders.
September 16, 2013 - Resolution No. 2013-263 to execute County Contract 13-546 A-1
(Amendment No. 1) in the amount of $210,122 between two budget periods for the FY
2013-2014 SNP and authorize annual food vendor purchase orders.
July 15, 2013 - Resolution No. 2013-203 to execute County Contract 13-546 in the
amount of $210,122 for the FY 2013-2014 SNP and authorize annual food vendor
purchase orders.
Background:
The Financial Accounting System Standard Contract for Senior Nutrition Services (SNS)
is an agreement between the City and the County of San Bernardino DAAS to provide
senior nutrition services for the County of San Bernardino for the period of July 1, 2015
through June 30, 2016. During the last full year of meal services in FY 13/14, the SNP
served 48,073 total meals for a daily average of 193 meals or 249 individual clients at
six 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 SNS covers the third year of a three-year grant cycle with Fiscal Year
2015/16. Attached is the FAS Standard Contract No. 13-546 A-4 (Amendment No. 4).
Amendment No. 1 for this Contract Agreement included the separation of the FY2013-
2014 Contract into two Budget Periods as a result of Federal Sequestration constraints
imposed upon County DAAS. Amendment No. 2 was the second year FY2014-2015
appropriation of $217,300, and Amendment No. 3 was an appropriation for additional
funds in the amount of $105,404 for FY2014-2015 and authorized change orders to
annual P.O.'s for Sysco Foods, Merit Day, and FS Dairy in an amount of $133,110. In
the current fiscal year Contract Amendment No. 4, City Council accepted a grant award
Updated: 4/25/2016 by Georgeann "Gigi" Hanna D Packet Pg.'141'
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not to exceed $330,000 and established three annual food vendor purchase orders
initially not to exceed $133,085.
The FY 2015/16 requested contract amount is not to exceed $330,000. The program is
anticipating service of up to 50,273 congregate meals at six meal sites accumulatively;
at an approved meal rate compensation of $6.04 per meal. This amount has increased
from $5.18 per meal last fiscal year. This increase is due to rising food and fuel costs.
County DAAS has allocated an additional $30,000 to the base funding of $300,000
(50,273 meals at $6.04 per meal reimbursement) as a contingency amount for this year.
This is a means to avoid an additional one-time only (OTO) request at mid-year. This
year's proposed allocation from the County will be used to meet increased meal service
for seniors through change order increases to the Purchase Orders for Sysco Foods,
Merit Day, and Smith Distribution. The County has changed their designation of these
funds from OTO to "Additional Funds". A revised Program Budget expenditure sheet
has been approved by the County. The approval of this recommended action will allow
the SNP to continue uninterrupted delivery of nutrition services to the City's senior
population for the FY2015-2016 and meet increased meal demands.
City Attorney Review:
Supporting Documents:
f Reso 2015-16 SrNutrition Addtl Funds (DOC)
Exhibit A - 2015-16 Senior Nutrition County Contract 13-546 Amend 4, 7-6-15 (PDF)
Exhibit B - 2015-16 Amended Program Budget, Addtl Funds (PDF)
Change Order Memo - Food Vendors 2015-16 (DOC)
Updated: 4/25/2016 by Georgeann "Gigi" Hanna D Packet Pg. 142
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RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
3 SAN BERNARDINO RATIFYING THE EXECUTION OF COUNTY CONTRACT 13-546
A-4 (AMENDMENT 12-21-15) WITH THE COUNTY OF SAN BERNARDINO ca
4 DEPARTMENT OF AGING AND ADULT SERVICES (DAAS), ACCEPTING AND
5 APPROPRIATING ADDITIONAL FUNDS IN THE AMOUNT OF $26,010 FOR THE U-
6 PERIOD OF JULY 1, 2015 THROUGH JUNE 30, 2016 FOR THE SENIOR NUTRITION c
PROGRAM, AND AUTHORIZING THE EXPENDITURE OF THE ADDITIONAL
FUNDS THROUGH CHANGE ORDERS TO ANNUAL PURCHASE ORDERS TO Q
8 SYSCO FOODS, MERIT DAY,AND SMITH DISTRIBUTION THROUGH FY 2015-16.
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9 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
to OF SAN BERNARDINO AS FOLLOWS: o
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11 SECTION 1. That the execution of FAS Standard Agreement No. 13-546 A-4 with the 0
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12 County of San Bernardino DAAS for the Senior Nutrition Program, to include an amended Z
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budget (Amendment 12-21-15 Ltr) for a grant in the amount not to exceed$330,000 for a one- in
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15 year period-July 1, 2015 through June 30, 2016, a copy of which is attached hereto, marked
16 Exhibit"A" and incorporated herein by reference as fully as though set forth at length, is hereby
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17 ratified; and
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SECTION 2. That the City Manager is authorized to direct the Director of Finance, or c
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designee,to execute one revised financial budget, a copy of which is attached hereto, marked '
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21 Exhibit`B"and incorporated herein by reference as fully as though set forth at length, and
22 increase existing annual purchase orders to Sysco Foods (Change Order$21,010), Merit Day N
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23 (Change Order$4,000), and Smith Distribution(Change Order$1,000) for food services and
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consumable supplies in an aggregate amount of$159,095 for FY 2015-2016 per the third year of E
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26 3-year Vendor Service Agreements. a
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Packet Pg. 143
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO RATIFYING THE EXECUTION OF COUNTY CONTRACT 13-546 A-4
2 (AMENDMENT 12-21-15) WITH THE COUNTY OF SAN BERNARDINO DEPARTMENT OF
3 AGING AND ADULT SERVICES (DAAS), ACCEPTING AND APPROPRIATING
ADDITIONAL FUNDS IN THE AMOUNT OF $26,010 FOR THE PERIOD OF JULY 1, 2015
4 THROUGH JUNE 30,2016 FOR THE SENIOR NUTRITION PROGRAM,AND AUTHORIZING
5 THE EXPENDITURE OF THE ADDITIONAL FUNDS THROUGH CHANGE ORDERS TO LL
ANNUAL PURCHASE ORDERS TO SYSCO FOODS, MERIT DAY, AND SMITH @
6 DISTRIBUTION THROUGH FY 2015-16. o
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7 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Q
s Common Council of the City of San Bernardino at a meeting thereof, held on v
9 the day of , 2016,by the following vote, to wit: 0
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10 Council Members: AYES NAYS ABSTAIN ABSENT N
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MARQUEZ L
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BARRIOS L.
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14 VALDIVIA U
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1s SHORETT
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NICKEL
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RICHARD
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MULVIHILL
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Georgeann"Gigi" Hanna, City Clerk
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22 The foregoing resolution is hereby approved this day of , 2016. N
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R. Carey Davis, Mayor
24 City of San Bernardino
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25 Approved as to Form:
Gary D. Saenz, City Attorney r
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27 By:
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FOR COUNTY USE ONLY
=New FAS Vendor Code Dept. Contract Number
Change
CITYOFS772 . `SC' ,OA A 13-546 A4
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SAN BERNARDINO ePro Vendor Number ePro Contract Number
COUNTY 00003036 146518 0
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County Department Dept. Orgn. Contractor's License No. _
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Department of Aging and Adult Services OOA
County Department Contract Representative. Telephone Total Contract Amount
FAS NOT TO EXCEED L6
Beck Giroux 909 386-8146 $862,826 N
STANDARD CONTRACT Contract Type =
Revenue M Encumbered FI Unencumbered 171 Other: O
If not encumbered or revenue contract type,pro vide reason: L
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Commodity Code Contract Start Date Contract End Data Original Amount Amendment Z
Amount p
95200 July 1, 2013 June 30, 2016 $210,122 $330,000 r-
Fund . Dept. I Organization Appr. Obj/Rev Source GRC/PROJ/JOB No Amount N
AAF OOA 210 300 3357 $277,641 c
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount d:
AAF OOA 235 '300 3357 $26,349 to
Fund Dept. Organization Appr. Obj/Rev Source GRC/PROJ/JOB No. Amount ti
Fund Dept.. Organization Obj/Rev Source GRC/PROJ/JOB No Amount
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Project Name Estimated Payment Total by Fiscal Year a
FY Amount I/D FY Amount 1/D to
Elderly Nutrition Program 15/16 $303,990 1 L
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THIS CONTRACT is entered into in the State of California by and between the County of San Bernardino, Department of v
Aging and Adult Services, hereinafter called the County, and r
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Name c
City of San Bernardino hereinafter called Contractor o
Address
300 North D Street z
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San Bernardino, CA 92418
Telephone Federal ID No. or Social N
(909) 384-5434 Security No.
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IT IS HEREBY AGREED AS FOLLOWS: N
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AMENDMENT NO. 4
It is hereby agreed to amend Contract No. 13-546 as follows: w
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udlfor-Controlleffrreasurer Tax Collector Use ON CA Use Onlyw
13 Contract Database 13 FAS INot required for mid fiscal year cancellations
Input Date Keyed By Effective Date Analyst Initials Q
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11. CONTRACTOR GENERAL RESPONSIBILITIES c
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Paragraph Q, Item 11f is amended to read as follows:
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f. For Cvber Internet and Electronic Data Processing (EDP) contracts — Cyber 2
Liability Insurance with limits of no less than $1,000,000 for each occurrence or
event with an annual aggregate of $2,000,000 covering claims involving privacy
violations, information theft, damage to or destruction of electronic information, o
intentional and/or unintentional release of private information, alteration of electronic
information, extortion and network security. The policy shall protect the involved o
County entities and cover breach response cost as well as regulatory fines and
penalties. Z
Paragraph T is amended to read as follows: r-
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T. Contractor agrees to and shall comply with the County's Equal Employment Opportunity Program,
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Employment Discrimination, and Civil Rights Compliance requirements:
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1. Equal Employment Opportunity Program: The Contractor agrees to comply with the
provisions of the Equal Employment Opportunity Program of the County of San Bernardino
and all rules and regulations adopted pursuant thereto: Executive Orders 11246, as `'
amended by Executive Order 11375, 11625, 12138, 12432, 12250; Title VII of the Civil
Rights Act of 1964; Division 21 of the California Department of Social Services Manual of
Policies and Procedures; California Welfare and Institutions Code section 10000), the Q
California Fair Employment and Housing Act; and other applicable federal, state, and county
laws, regulations and policies relating to equal employment or social services to welfare
recipients, including laws and regulations hereafter enacted.
2. Employment Discrimination: During the term of the Contract, Contractor shall not w
discriminate against any employee or applicant for employment because of race, religious o
creed, color, national origin, ancestry, physical disability, mental disability, medical U,
condition, genetic information, marital status, sex, gender, gender identity, gender
expression, sexual orientation, age, or military and veteran status. Contractor shall comply o
with Executive Orders 11246, 11375, 11625, 12138, 12432, 12250, 13672, Title VII of the
Civil Rights Act of 1964, the California Fair Housing and Employment Act and other o
applicable Federal, State and County laws and regulations and policies relating to equal r
employment and contracting opportunities, including laws and regulations hereafter z
enacted. c
3. Civil Rights Compliance: The Contractor shall develop and maintain internal policies and in
procedures to assure compliance with each factor outlined by state regulation. These
policies must be developed into a Civil Rights Plan, which is to be on file with the County Lh
Human Services Contracts Unit within 30 days of awarding of the Contract. The Plan must N
address prohibition of discriminatory practices, accessibility, language services, staff
development and training, dissemination of information, complaints of discrimination,
compliance review, and duties of the Civil Rights Liaison. Upon request, the County shall
supply a sample of the Plan format. The Contractor shall be monitored by the County for w
compliance with provisions of its Civil Rights Plan. Additionally, the Contractor shall submit c
to County an Assurance of Compliance with the California Department of Social Services E
Nondiscrimination in State and Federally Assisted Programs Statement annually E
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r. FISCAL PROVISIONS MANAGEMENT
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Paragraph A is amended to read as follows: -o
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A. The maximum amount of reimbursement under this Contract shall not exceed $862,826, of which 2-
$783,625 may be federally funded, and shall be subject to availability of funds to the County. The
consideration to be paid to Contractor, as provided herein, shall be in full payment for all
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Contractor's approved and allowable services and expenses incurred in the performance hereof,
including travel and per diem. These funds are divided as follows:
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Original Contract Jul 1, 2013 through June 30, 2014 $210,122 L
Amendment No. 1 July 1, 2013 through June 30, 2014 No change Z
Amendment No. 2 July 1, 2014 through June 30, 2015 $217,300 0
Amendment No. 3 Increase for February 1, 2015 through June 30, 2015 $105,404
Amendment No. 4 July 1, 2015 through June 30, 2016 $330,000 v)
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Paragraph B.is amended to read as follows:
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B, Contractor shall be compensated on a reimbursement basis, not to exceed the cost per meal rates (b
shown below:
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2015/16 Congregate Site $6.04 per meal, up to 50,273 meals
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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 M
allowable cost reported by Contractor for services provided pursuant to this Contract.
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Paragraph C, Item 2 is amended to read as follows:
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2. Contractor shall provide a minimum of$33,330 in matching contributions for 2015-16, which w
is the amount of Federal Title III funds provided under the Contract multiplied by 11.11%
(Attachment P).
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VIII. TERM is amended to read as follows:
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This Contract is effective as of July 1, 2013 and expires June 30, 2016, but may be terminated earlier in z
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accordance with provisions of Section IX of the Contract. o
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ATTACHMENT A— SCOPE OF WORK 2015-16 is added to this contract. U)
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1 ATTACHMENT N — PAYMENTS, BUDGETS, CLOSEOUT, AND AUDITS FOR FISCAL YEAR 2015-16 is added o
to this Contract. `"
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ATTACHMENT O—PROGRAM BUDGET July 1, 2015 through June 30, 2016 is added to this Contract.
ATTACHMENT P — MATCHING FUNDS NARRATIVE July 1, 2015 through June 30, 2016 is added to this w
Contract.
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All other terms and conditions remain in full force and effect. Q
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COUNTY OF SAN BERNARDINO City of San Bernardino M
(Print or type of contractor)
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► By ►
James Ramos, Chairman, Board of Supervisors (Auth zed signature-sign in blue ink) L)
Dated: Name Allen J. Parker
(Print or type name of person signing contract) 0
SIGNED AND CERTIFIED THAT A COPY OF THIS v
DOCUMENT HAS BEEN DELIVERED TO THE Title City Manager o
CHAIRMAN OF THE BOARD J/ (Pr' t or Type)
Laura H.Welch Dated: Z
Clerk of the Board of Supervisors L
of the County of San Bernardino O-
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By Address 300 North D Street to
Deputy
San Bernardino. CA 92418 T-
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Approved as to Legal Form Reviewed by Contract Compliance Presented to BOS for Signature a
Jacqueline Carey-Wilson, Deputy Regina Dalton, Contracts Manager Ron Buttram, Director w
County Counsel
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ate Date Date E
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Revised 04/01/2015 Page 4 of 4
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San Bernardino County ATTACH , 4.4-b
Elderly Nutrition Program
Scope of Work
2015-16
July 1,2015
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Fhis Scope of Work contains the measurable objectives mandated by the Department of Aging and Adult Services 2
(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 a
document for on-going monitoring and annual Program and Fiscal monitoring. It will be used to measure the o
Provider's efforts towards providing quality nutrition services.
Contractor: City of San Bernardino LO
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Service Area: San Bernardino and Surrounding Areas
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I. Program Description:
A. Purpose—The purpose of the ENP is to provide nutrition services as described in the Older Americans Z
Act (OAA) of 1965, as amended, and to assist older individuals in California to live independently, by o
promoting better health through improved nutrition, and reduced isolation through programs d
coordinated with nutrition-related supportive services. Cn
B. Definition — Nutrition Services means the procurement, preparation, transport, and service of meals, o
nutrition education, nutrition screening, and nutrition counseling, to eligible individuals at congregate
sites or in their homes. ,r,
C. Goals —to maintain or improve the physical, psychological, and social well-being of older individuals,
by providing or securing appropriate nutrition services. ti
D. Objectives:
1. Give preference to older individuals in greatest economic or social need with particular
attention to low-income minority individuals. E
2. Serve meals that provide one-third (1/3) of the Dietary Reference Intakes (DRI's) and are safe a
•..v- and of good quality.
3. Promote and maintain high food safety and sanitation standards. M
4. Promote good health behaviors through nutrition education and nutrition screening of
participants. to
5. Promote or maintain coordination with other nutrition-related supportive services for older o
individuals. U
E. Target Population—The ENP Provider shall target individuals who are sixty (60) years of age or older, 1
minorities, low income and living in rural areas of the County of San Bernardino. o'
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I1. Eligibility for Nutrition Services: c
A. Congregate Meals—Individuals eligible to receive a meal at a congregate nutrition site are: L
1. Any older individual 60 or older.
2. The spouse of any older individual 60 or older. Z
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3. A person with a disability, under age sixty (60) who resides in housing facilities occupied 2
primarily by older individuals (60 or older) at which congregate nutrition services are provided. 0
4. A disabled individual who resides at home with and accompanies an older individual who U
participates in the program.
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B. Volunteer Meals: `;'
1. A volunteer under age sixty (60) may be offered a meal if doing so will not deprive an older 4
individual who is 60 or older of a meal.
C. Home-Delivered Meals— Individuals eligible to receive a home-delivered meal are: X
1. Any older individual who is frail, as defined below, and homebound by reason of illness, W
disability, or isolation:
a. "Frail"means that an older individual is determined to be functionally impaired because E
the individual either:
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ATTACHM
1) Is unable to perform at least two (2) activities of daily living, including bathing, a
toileting, dressing, feeding, breathing, transferring and mobility and o
associated tasks, without substantial human assistance, including verbal
reminding, physical cueing or supervision. Q
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.
2. A spouse of a person in sub-section (C)(1) above, regardless of age or condition, if an r
assessment concludes that it is in the best interest of the homebound older individual. r.
3. An individual with a disability who resides at home with older individuals if an assessment N
concludes that it is in the best interest of the homebound older individual who participates in o
the program. w
4. Priority shall be given to older individuals in sub-section (C)(1) above. Z
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III. Requirements for Nutrition Services: c
A. Congregate Meals: cn
1. Each Congregate Meal Provider shall:
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a. Include procedures for obtain the views of participants about the services received.
b. Not preclude the service of a meal to a participant who has failed to make a
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reservation when food is available.
1) Ensure each Congregate Meal participant completes sections I and IV of the
Client Intake Sheet (provided by DAAS) on the first day of service and ~
annually thereafter.
2) Maintain appropriate documentation on each client. Documentation shall be d
kept on file to be monitored by DAAS. E
2. Each Congregate Meal site shall meet all of the following:
a. Have a paid staff or volunteer designated to be responsible for the 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 requirements of the
California Retail Food Code (CRFC). 0
C. Have equipment, including tables and chairs that are sturdy and appropriate for older
individuals. Tables shall be arranged to assure ease of access and encourage 3
socialization. c0
B. Home-Delivered Meals: _
1. Develop and implement criteria to assess the level of need for home-delivered nutrition 2
services of each eligible participant. w
a. An initial determination of eligibility may be accomplished by telephone. This initial z'
contact with the participant shall include completion of sections I, II, III, and IV of the Lo
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 N
need of nutrition-related supportive services, and referred as necessary. Q
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- E
assessment shall include completion of sections I, 11, III, and IV of the Client Intake w
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. 2
Examples: "Chicken Enchilada," "Beef Lasagna." a
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ATTACHM
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 o
eligible recipients of a home-delivered meal on a waiting list, and their position on such a L5
list, shall be based on greatest need and-or in accordance with policy established by the Q
home-delivered meal provider, in consultation with DAAS. _
5. Provide home-delivered meals in pre-packaged divided trays (hot or frozen meals).
6. Maintain appropriate documentation on each client. Documentation shall be kept on file to
be monitored by DAAS.
IV. Program Outcomes:
A. Total Number of Meals to be Served: 50,273** o
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. z
All such requests must be in writing, o
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Program: C-1 (Congregate Meals Program C-2 Home-Delivered Meals cn
#of Days of Service: 249 # of Da s of Service: NIA
Number of Meals: 50,273 Number of Meals: NIA
Sites to be Served: Areas to be Served: N/A
51n Street Senior Center f
Perris Hill Senior Center
Hernandez Community Center
Lytle Creek Community Center -�
New Hope Family Life Center
Highland Senior Center E
✓. Staffing:
A. Manager or Director:
1. The ENP provider shall have a manager on staff who shall conduct the day-to-day u
management and administrative functions of the ENP, and either have(1), (2), or(3):
a. Possess an associate degree in institutional food service management, or a closely c0
related field, such as, but not limited to, restaurant management, plus two (2) years' Y
experience as a food service supervisor, or,
b. Demonstrate experience in food service, such as, but not limited to, cooking at a 0
restaurant, and within twelve (12) months of hire successfully complete a minimum of a
twenty (20) hours specifically related to food service management, business 2
administration, or personnel management at a college level. Prior to completion of
meeting the hours, this individual's performance shall be evaluated through quarterly Z
monitoring by a registered dietitian, or, o
C. Two years' experience managing food services. Such experience shall be verified and N
approved by a registered dietitian prior to hire. to
2. The ENP Provider shall maintain documentation on file of the qualifications of the Program
Manager or staff.
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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 Q
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. x
B. Personnel —Paid StaffNolunteers: w
1. There shall be sufficient qualified paid staff or volunteer staff with the appropriate education c
and experience to carry out the requirements of the ENP. The total number of staff should be E
based on the method and level of services provided and size of the service area.
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2. Contractor is encouraged to hire multi-lingual/multi-cultural staff to increase low-income and
ethnic minority program participation in accordance with federal mandates. Contractor shall c
recruit for vacant positions in an open and competitive application process free of R
discriminatory questions. Written job descriptions for all paid and volunteer staff shall be
maintained.Contractor shall complete a written work performance evaluation on all paid and
volunteer staff at least annually. L
3. 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 7
Food Worker Card and Certificate.
LO
4. Volunteers shall be recruited and used in any phase of the program operation where qualified. N
5. Volunteers shall be screened and selected through a formal process that assesses their o
capabilities.
6. Volunteers shall receive the same training as paid staff. 3
7. Volunteers that are paid through other job training programs are not considered volunteers and o
must be paid the agreed upon rate charged for regular paid staff. _
8. The ENP Provider shall maintain a written Volunteer Policy that describes how volunteers are
recruited, screened, what topics they are taught at orientation, and how often their performance
is evaluated.
C. Registered Dietitian:
1. Each ENP Provider shall establish and administer nutrition services with the advice of a LO
Registered Dietitian in accordance with Section 339 of the OAA, and follow the general 6
requirements in Title 22, Division 1.8, Section 7500. r'
2. The Registered Dietitian will provide the following activities to meet the mandated
requirements: a
a. At a minimum, quarterly monitor food facilities or safe food handling, sanitation, and a
physical safety practices, menu fulfillment, and, if applicable, home delivered meals
.... processes.
b. Review and approve the content of staff training prior to presentation. r
C. Develop, or review and approve the cycle menus.
2.
d. Provide input, review, and approve the Nutrition Education Plan prior to presentation.
e. Provide technical support and assistance as needed. c0 0
VI. Staff Training Activities: c
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 7636.7(c).
B. The Provider's Registered Dietitian shall review and approve the content of the Plan prior to 2
presentation.
C. The Staff Training Plan must identify who is to be trained, who will conduct the training, content of the z
training, and when it is scheduled. o
D. A copy of the Staff Training Plan that has been approved by the Provider's Registered Dietitian must a
be submitted to DAAS by July 31 of the FY it is being provided in. The DAAS Registered Dietitian will u)
review and approve the Staff Training Plan and return it to the Provider. The DAAS approved Staff
Training Plan must be kept on file. r
E. A minimum of four (4) hours of staff training shall be provided annually for paid and volunteer food N
service staff, including congregate and home-delivered meal staff. a
F. Training sessions shall be evaluated by those receiving the training.
G. The ENP Provider shall maintain documentation of each training session on file. Documentation
includes, but is not limited to, sign-in sheets, agendas, handouts, and completed evaluations. w
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 Control Points
,.✓ (HACCP) principles.
a
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2. Accident prevention, instruction on fire safety, first aid, choking, earthquake preparedness, and
other emergency procedures. c
3. Elder Abuse Law and reporting procedures.
4. CDA Security Awareness Training (annually).
a
VII. Senior Participants:
1. Satisfaction Survey:The ENP Provider shall conduct a Client Satisfaction Survey at least E
annually. The Survey instrument must be approved by DAAS prior to its use, and all findings 0
from the Survey must be used to improve services. The Provider must keep the completed 7
Surveys and the tabulated results on file. A copy of the tabulated results must be submitted to 0
DAAS by March 7h of the FY it is being conducted for. N
B. Complaint Procedures: o
1. Each Provider shall have a written Complaint Procedure. w
2. The Complaint Procedure will be available for the participants and will provide them the Z
opportunity to provide positive as well as negative feedback to the Program Manager. L
3. The Provider shall have an assessment tool readily accessible for the seniors attending the
congregate site or receiving a home-delivered meal. Cn
C. Nutrition Education Services for Participants:
1. Nutrition Education shall be provided a minimum of four (4) times per year to participants in
congregate and home-delivered meal programs.
a. Nutrition Education for congregate sites is defined as demonstrations, presentation,
lectures or small group discussions, 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 E
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 r
July31 of the fiscal year in which it is being provided.
4. Nutrition Education sessions must be reported monthly to DAAS using the Nutrition Education
Monthly Service Unit Report,
Nutrition Education Units of Service: c
Pro ram: C-1 (Congregate Meals Pro ram: C-2 Home-Delivered Meals o
#of Units to be Provided: 215 #of Units to be Provided: N/A 0
#of Sites to be Presented at: 1 #of Participants to be Presented to: N/A .0
•L
r
VIII. Menu Planning Guidelines/Menu Requirements: z
A. Menus to cover a minimum of 3-months shall be planned and submitted to DAAS. Menu cycles o
must be 4 weeks or longer.
B. Menu cycles shall include the availability of seasonal foods. Cn
C. Health, cultural, ethnic and regional dietary practices shall be considered in menu planning, food
selection, and meal preparation. o
D. Menus shall be planned with guidance from the Provider's Registered Dietitian, analyzed by either N
the computerized or the component method, checked for required menu elements, and then Q
approved as meeting requirements by the Provider's Registered Dietitian. Upon approval they shall
be forwarded to the DAAS Registered Dietitian for certification. :E
E. Menus shall be submitted to the DAAS Registered Dietitian forty-five (45) days prior to the menu w
start date. Allow thirty (30) days for the menu certification process. Timely submitted menus will be
returned to the Provider at least fifteen (15) days prior to the menu start date. ENP Providers are
required to have menus certified prior to the menu start date. All signatures on the menu shall be
original signatures.
F. A copy of the certified menu must be posted in a spot conspicuous to clients at each congregate a
site.
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G. Copies of the menus shall be made available to the participants upon request. 7a
H. In planning the menus, the current Dietary Reference Intakes (DRI) and the Dietary Guidelines for o
Americans (DGA) are to be considered. Menus shall conform to the following criteria referenced in
the sources: a
1. Provide an average of 550-750 calories per meal. _
2. Limit total fat to no more than 25-35% of the calories averaged for the week.
3. Choose and prepare foods with low amounts of salt, soy sauce and other high sodium
items. r
4. Include good sources of dietary fiber such as whole grains and cooked dry beans at least
two times a week. N
5. Include a variety of foods and preparation methods with consideration to color, o
combinations, texture, size, shape, taste, and preference of the participants served. L
6. Dietary Reference Intake Values: _
a. Table one (1) represents the most current Dietary Reference Intakes (DRI) values o
and daily compliance range for target nutrients. The values provided are based on •E
the U.S. Department of Agriculture (USDA) Food Guide calculated for one (1) meal
for a woman over seventy (70) years of age whose activity level is sedentary. This
example represents a majority of the older adult population served by the ENP 1v
statewide.
1) The nutrients selected for this Table are based on the target nutrients to:
a) Promote health and prevent disease
b) Prevent deficiencies
c) Indicate diet quality
d) Manage disease
b. Of these Target Nutrients, meals must supply a minimum of 33 1/3 percent of the E
DRIs for Calories, Protein, Vitamin A, Vitamin C, Fiber, and Calcium.
Y.
(able 1
Target Nutrients
w
U
Nutrient Target Value* Daily Compliance Range
er meal 0
Calories (Kcal) >550 Kcal >550—700 Kcal
w
Protein 15 gm 15 gm (in the primary protein source) c
Fat (% of total calories) 20-35% <35%weekly average =
0
Saturated Fat (% of total calories) <10% <10%
Trans Fat <0.5g CRFC Chapter 12.6 section 114377** z
L
A(pg RAE) 233 pg >233 pg 3 out of 5 days /wk or 4 out of 7 O
days/wk N
c�
Vitamin C (mg) 25 mg 25 mg
Vitamin B12 (pg) 0.8 pg 0.8 pg (may average over a week) N
Calcium (mg) 400 mg >400 mg (may average over a week) ¢
Magnesium (mg) 105 mg >105 mg (may average over a week)
<1,000 mg (over 1,000 mg place an icon X
Sodium (mg) <500-750 mg on the menu) c
d
'=fiber(gm) >7 gm >7 gm (may average over a week) E
s
dotassium (gm) 1565 mg 1565 mg(may average over a week) r
a
Vitamin D 200 IU 200 IU(may average over a week)
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5.H.b
*Target Value: This value represents one-third of the DRI for a 1600 calorie range. The 1600 calorie range was 7a
chosen based on the requirements for a 70-year-old sedentary female. If a majority of the senior population o
served by the AAA ENP Program differs from the above example, use your ENP predominate demographic
characteristics to calculate target nutrient values.
a
**California Retail Food Code: Commencing January 1, 2011, no food containing artificial trans-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.
LO
***RAE = Retinol Activity Equivalent.
0
NOTE: Fortified foods should be used to meet Vitamin B12 needs.
0
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. z
I. Meal Elements —required for both computerized and component menus: `o
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. o
Programs should consider the preferences of the participants they serve.
b. Legumes may not be counted as both vegetable and protein. ENP Providers may 'n
use other protein sources to provide the occasional vegetarian meal.
2. Vegetables (1-2 servings): ti
a. One serving cooked or raw vegetables = 1/2 cup
b. Vegetables as a primary ingredient in soups, stews, casseroles, or other =
combination dishes must total '/z cup (cooked) per serving.
C. One serving raw leafy vegetables (salads) = 1 cup per. a
3. Fruit(1 serving): �o
�t
a. A serving of fruit equals: M
1} 1 medium sized whole fruit Y
2) '/ cup fresh, chopped, cooked, frozen, or canned drained fruit
3) '/cup 100%fruit juice =
b. Fresh, frozen, or canned fruit should be packed in juice, light syrup, or without sugar. 0
Fruit packed in high sugar content syrup must be rinsed before using. w
C. Fruit juice may be used only occasionally, as it contributes no fiber and can raise
blood sugar in those with diabetes U
4. Breads/Grains (1 ounce-equivalent serving): o
a. One serving equals : w
1) 1 slice of bread, a medium dinner roll, or 1/2 burger bun 3
2) '% cup cooked rice, barley, corn meal, or other cooked breakfast cereal ?
3) '/ cup cooked spaghetti or other pasta c
b. One-half of the daily intake of grains should be from whole grains. Grains that are
processed (not whole) must be fortified.
5. Milk (8 ff. oz.):
a. Each meal shall contain eight (8) fluid ounces of fortified nonfat milk, 1%fat milk, o
buttermilk or calcium-fortified soymilk or calcium-fortified orange juice. If a N
participant's personal preference precludes the acceptance of milk with the meal, an a
equivalent high calcium substitute must be offered.
6. Fat(Optional):
X
a. Each meal may contain fat components to increase the palatability and acceptability w
of the meal. _
b. When selecting and preparing meat, poultry, dry beans, and milk 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. a
Keep total fat intake between 20 to 35 percent of calories, with most fats coming
Packet Pg.155
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from sources of polyunsaturated and monounsaturated fats such as fish, nuts, and a
vegetable oils. c
7. Dessert (Optional):
a. Dessert may be provided as an option to satisfy the caloric requirements or for a
additional nutrients. Use fruit as a dessert as often as possible. Limit sweets that are
high sugar, high fat, and/or high refined grains to no more than once or twice per L
week.
b. When a dessert contains '/cup of fruit per serving, it may be counted as a serving of
fru it.
8. Condiments and Product Substitutes: N
a. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy coffee o
L
creamer, salt, and sugar may be provided, but should not be counted as fulfilling any
part of the nutritive requirements. 3
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 2
side" and are not combined with the food. cn
C. At least one low-sodium salad dressing option must be provided for leafy green
salads.
d. Oil-and-vinegar and other salad dressings served combined with salads must be
accounted for in the nutrient analysis of the menu and/or recipe.
9. Sodium:
a. The commitment to reduce sodium in the meals stems from the fact that nutrition- "
related chronic diseases remain the primary cause of death among people aged 65
and older. California has a diverse population, and the ENPs in the State provide
culturally appropriate meals for many ethnicities. Asian meals traditionally have a
higher sodium levels. Programs that choose to provide culturally appropriate meals,
but are concerned with the sodium content of the meals, may consider:
1) Using low sodium soy sauce or diluting soy sauce with water to produce low
sodium soy sauce;
2) Offering soy sauce as a condiment to be added by the senior;
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, and possibly decrease bone loss C
with age; c0
5) Not providing potassium chloride salt substitutes; _
6) Noting meals that have more than 1000 mg of sodium on the menu as such: 2
"This meal contains more than 1000 mg of sodium," or using an icon denoting
a high sodium meal; and z
7) Using low sodium versions of high sodium foods when available and feasible o
with budget allowances.
10. Menu Item Flexibility: N
The ENP Provider has the discretion to allow occasional flexibility in planning meals that 7
may not meet the meal pattern, but does meet the nutrient value requirements. Fortified
food products and combination dishes used in a menu may not match the meal pattern, but N
may provide for the required nutrient values. For example, a fortified snack bar as a dessert Q
could be used to boost the nutrient value of a boxed lunch or special occasion meal.
J. Meal Element/Nutrient Analysis: w
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.
1. Meal Element Analysis: Use Section "I" Requirements Above
2. Computerized Nutrient Analysis Requirements .2
a
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0 a. Although not required, use of computerized nutrient analysis is strongly
recommended and will help ensure and verify the nutritional adequacy of meals. The 0
goal of assessing nutrient intakes of groups is to determine the prevalence of E
inadequate or excessive nutrient intakes within a particular group of individuals. a
While meal patterns serve as a basic framework for menu planning, providers are =
encouraged to use computerized nutrient analysis because it provides specific
information on nutrients the menu may not be providing. The information that a
menu is not supplying all of the desired nutrients will guide the development of future
menus. As required menu elements are expanded, it is more difficult to meet all of
the requirements on a daily basis. ENP Providers should focus on: N
1) Vitamin A 0
2) Vitamin C L
3) Protein z
4) Fat
0
5) Sodium _
6) Fiber N
b. Not all nutrient guidelines will be met with each meal. However, areas that do not to
meet the requirements should be the focus of future menu revisions and nutrition v°
education.
C. 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, C, D, E, K, thiamin, riboflavin, niacin, 66, folate, 1312, calcium, chromium, "
copper, iron, magnesium, sodium, and zinc. In addition to meeting one-third of the
DRIs, the menus should also follow the DGA.
K. Component Nutrient Analysis Requirements: E
1. The California 1600-calorie component meal pattern has been developed to reflect the new
DGA requirements for those programs that are not using computerized nutrient analysis. n
Items that provide the following target nutrients should be identified on 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 y
a 1600-calorie menu). o
b. Vitamin A— Provide one-third (1/3) of the DRI for Vitamin A at least three (3) times
per week, 233 µg (for a 1600-calorie menu). c
C. Sodium — meals that contain over 1,000 mg of sodium must be noted on the menu
as a high sodium meal.
2. Table 2 describes the elements in the California 1600-calorie meal pattern. Serving sizes 2
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 z
of fruits and vegetables, whole grains, and high fiber foods in order to assure the target o
nutrients are provided. The component meal pattern may be deficient in Vitamin 812,
requiring additional nutrition education for participants on the selection of foods that are
good sources of this nutrient.
3. The meal pattern in Table 2 below is based on the minimum requirements for a sedentary o
female 70 years of age. If the majority of the population served by a provider falls within N
another requirement range (i.e. active 60 year old men), the serving sizes and minimum Q
number of servings required can be adjusted to meet the service population. ENP Providers
should verify the population served and develop menu criteria accordingly.
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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 a
2 ounces per meal
Vegetable 1 —2 servings '/2 cup= 1 serving
c�
Fruit 1 serving 'h cup= 1 serving r
Lb
Bread or Grain 1 —2 servings 1 slice Bread = 1 serving N
At least Y2 whole grain '/Cup of rice or pasta = 1 serving o
Non-fat or 1% fat milk or milk 1 serving 1 cup or equivalent measure w
alternate 3
Z
Fat Optional c
Dessert Optional - limit sweets use Select foods high in fiber and low in fat and in
fruit sugar
CD
(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
LO
- Estimated Caloric Requirements in Each Gender and Age Group at Three Levels of Physical Activity, from the
DGA 2010. tb
ti
IX. Food Procurement: a
A. Food procurement procedures shall comply with Title 22, CRFC standards, and HACCP best E
practices guidelines. a
B. All food shall be of good quality and shall be obtained from sources that conform to Federal, State, w
and local regulatory standards for quality, sanitation, and safety. T
C. To the extent possible, providers are encouraged to participate in group food purchasing.
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.
0
X. Food Storage:
A. Food storage procedures shall comply with Title 22, CRFC standards, and HACCP best practices
guidelines.
0
B. Adequate and suitable space free from vermin, dirt, and contamination or adulteration shall be c
provided for the storage of food and beverages, and cooking, serving, and eating supplies.
w
XI. Food Production: Z
A. Food production procedures shall comply with Title 22, CRFC standards, and HACCP best c
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 LO
techniques are followed. This person shall function with the advice of the Provider's Registered o
Dietitian. N
C. Meals shall be served as indicated on the certified menus. In the event that a menu substitution a
must occur, the following procedure must be followed:
1. The Provider's Registered Dietitian must approve all menu substitutions. x
2. A Menu Substitution Form must be completed and signed by the Provider's Registered w
Dietitian. c
3. The completed Menu Substitution form shall be kept on file for DAAS review. E
D. Production Control
1. Production schedules or worksheets must be available in the food preparation area. w
a
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Ce 2. Food shall be prepared in sufficient quantities to serve all participants. Careful planning
shall minimize the leftover food and prevent waste. o
3. Standardized recipes shall be used to ensure consistency of quality and quantity and
adherence to menu guidelines.
4. Appropriate utensils for correct and consistent portion control shall be available and used at
each site.
L
E. Meal Service/Temperature Monitoring:
1. All food for congregate sites shall be packaged and transported and held before and during 7
serving in a manner in which it is protected from potential contamination and maintains 'To-
appropriate hot and cold food temperatures. Temperatures of meals shall be monitored in N
the following ways, at a minimum: o
a. All hot, cold, and frozen potentially hazardous meal components, including milk, shall
be checked daily immediately prior to dispatch from the central kitchen.
b. All hot, cold, and frozen potentially hazardous meal components, including milk, shall c
be checked at satellite congregate sites upon delivery and at all congregate sites 'c
immediately before meal service. in
C. The ENP Provider must have written procedures for monitoring food temperature.
d. The ENP Provider must use a form to document food temperatures daily (i.e. Food
Temperature Log).
e. The ENP Provider shall have a staff member review the completed Food
Temperature Logs at random a minimum of every other month. If problems are
discovered, an action plan must be developed to resolve the issue.
f. All completed Food Temperature Logs must be maintained on file for DAAS review.
2. Meals shall be served to seniors `offer versus serve"– meaning participants are to be given
an opportunity to decline a menu item. Food trays shall not be served ahead of time. E
3. To maintain quality in prepared foods, holding times shall be kept to a minimum. Long
periods of holding hot foods at required temperatures diminish the nutrient content and U2
palatability of foods.
4. Holding time shall not exceed 2 hours between the end of production and the beginning of U
food service at the congregate site. w
5. Milk and milk products shall be provided in individual, commercially filled containers, or shall `o
be poured by a staff member directly from 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 0
dehydration—a risk that is higher for older adults.
7. Single service utensils and tableware shall be used one time only and then discarded. o
w
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 z
consumed by the participant as he/she deems it appropriate. o
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." N
to
X11. Food Service Requirements:
A. The ENP Provider shall ensure that the following forms are available, completed daily, and N
maintained at each nutrition site for a minimum of 12 months: a
1. Food Temperature Logs – separate logs shall be available for congregate meals, home
delivered meals, and individual meals chilling process.
2. Cleaning Schedule w
3. Equipment Temperature Log–for all dish machines, refrigerators, and freezers.
4. Production Schedule–applicable only if food is cooked at the site.
5. The current Environmental Health inspection detailed report shall be available at the site for
review. w
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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-
.2
issued Food Worker Card and Certificate that shall be available for review.
XIII. Program Requirements:
A. Client Intake Sheets: ;?
1. The ENP Provider will ensure that each participant completes the Client Intake Sheet form 0
(provided by DAAS) to determine his or her level of nutritional risk. Forms shall be r
completed for:
a. Congregate Meal Participants -- at the beginning of service and then annually N
thereafter for clients who remain on the program. c
1) Sections 1 and 3 are required for congregate meals. L
b. Home-Delivered Participants — at the beginning of service and then quarterly z
thereafter for clients who remain on the program. o
1) Sections 1, 2, and 3 are required for home-delivered meals. E
2. ENP Providers who are required to complete their own data entry into the SAMS System �n
must enter the annual and quarterly Client Intake Sheets into the database in a timely
manner. °
3. ENP Providers who are not required to complete their own data entry must send the Client d-
Intake Sheets to DAAS for data entry into the SAMS System. LO
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 E
languages other than English and posted in locations such as churches, community service
locations, and small stores serving the minority communities.
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 w
assembly areas.
3. Staff must be knowledgeable of emergency procedures. a
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, o
Section 5122 (2). Such arrangements shall be included in the Emergency/Disaster Plan. _
D. Donations and Confidentiality: °
r
1. An Eligible individual who receives a meal shall be given the opportunity to contribute to the
cost of the meal z
2. The ENP Provider shall develop a suggested contribution/donation amount. When o
developing this contribution/donation amount, the income ranges of the older individuals in
the community and the Provider's other sources of income shall be considered.
3. A sign indicating the suggested contribution for eligible individuals and the 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. Q
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 w
loss, mishandling, and theft (i.e. Contribution/Donation Procedures). Such Procedures shall
be kept on file for DAAS review. °
7. All contributions and fees shall be identified as program income and used to increase the
number of meals served, to facilitate access to such meals, and to provide nutrition-related r
supportive services. Q
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E. "No Soliciting" Sign:
1. The ENP Provider shall ensure that a "No Soliciting" sign is posted on the door leading to 0
the congregate nutrition site. No soliciting of any kind is permitted on the premises during
the lunch hours for services or goods promoted by businesses. a
F. Coordination: _
1. If applicable, develop a fair and equitable policy and procedure for referring participants to E
the appropriate transportation provider for securing public transportation to and from 0
nutrition sites and have the policy available for review by DAAS.
2. Include the following statement on all advertising, brochures, poster, etc., "Funding for this o
service has been provided by the San Bernardino County Department of Aging and Adult N
Services through a grant award from the California Department of Aging." o
3. Coordinate service with other County departments and local agencies by providing time for Y
presentations or special activities that promote a community based system of care for the Z
participants attending nutrition sites. o
G. Reporting: "c
1. All fiscal and program data must be reported monthly (i.e. Request for Reimbursement, rn
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.
2. The Provider shall maintain support files including, but not limited to, invoices, payroll, Client
LO
Intake Sheets, and any other supporting 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 E
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 30th of the FY in which it is U
being claimed.
6. Develop and have on hand for review by DAAS, a cost allocation plan which explains the
ro-
methods used to allocate costs between congregate and home-delivered meals or any other >%
program funded by DAAS. _
7. In the event additional funds become available, the Provider will use the funds to increase oo
the number of meals being provided to participants by either increasing the number of r
individuals attending its present sites, or by opening new sites in communities not already 2
served by the Provider. Exceptions to this requirement must be fully documented in writing
and submitted to the Director of DAAS for prior approval. z
8. Other Reporting Requirements: o
a. SAMS (Social Assistance Management System): a
1} The following reports are to be completed and submitted to DAAS by the 51n
business day of the month following the month of service if the Provider is
serving less than 500 clients per month: r
a) Client Intake Sheets for any new clients or any annual or quarterly N
assessments completed in the month. Q
b) Meal Rosters
2) Providers that are serving more than 500 clients shall secure the appropriate x
licensing, have a dedicated staff responsible for maintaining the client w
tracking software, obtain and maintain an Internet Service Provider and the
appropriate hardware that can support the program. These Providers shall
be responsible for entering the following data into SAMS by the 51n business
day of the month following the month of service: w
a
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Packet Pg. 161
ATTACHM 75 H.b
a) Client Intake Sheets for any new clients or any annual or quarterly E
assessments completed in the month. o
b) Rosters
C) Routes (if applicable) a
9. Nutrition Education Monthly Service Unit Report L
a. The Nutrition Education Monthly Service Unit Report is a tool that is used to report
the number of Nutrition Education service units that have been provided to
participants. This report is to be completed and submitted to DAAS by the 5t" o
business day of the month following the month of service. Copies of any handouts N
presented to the participants as a component of the Nutrition Education shall be o
attached to the Nutrition Education Monthly Service Unit Report. L
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H. Disposal of Equipment: L-
1. If the Provider wishes to dispose of equipment purchased with Nutrition grant funding, they r-
must submit a request, in writing, to DAAS. The request shall state the equipment in
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
I. Quarterly Meetings
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1. Provider is required to attend all Quarterly Nutrition Provider meetings hosted by DAAS.
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Packet Pg. 162'
ATTACHMENS.H.b
Payments, Budgets, Closeout, and Audits
For Fiscal Year 2015-16
FUNDS
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A. Expenditure of Funds tf
1. Contractor shall expend all funds received hereunder in accordance with this Agreement.
2. Any reimbursement for authorized travel and per diem shall be at rates not to exceed those
amounts paid by the State in accordance with California Department of Human Resources CD
rules and regulations. This is not to be construed as limiting Contractor from paying any to
differences in costs between the rates specified above and any rates the Contractor is 'n
obligated to pay under other contractual agreements from funds other than those provided N
pursuant to this Agreement. o
3. No travel outside the State of California shall be reimbursed unless prior written r
authorization is obtained from County. z
4. Contractor agrees to include these requirements in all contracts it enters into with o
subcontractors or vendors to provide services pursuant to this Agreement.
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 compliance with this Agreement,
unrelated or inappropriate to the contract activities, when adequate supporting
documentation is not presented, or where prior approval was required but was either not LO
requested or not granted. T
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B. Accountability for Funds
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1. Contractor shall maintain accounting records for funds received under the terms and
conditions of this Agreement. These records shall be separate from those for any other Q
funds administered by Contractor, and shall be maintained in accordance with Generally
Acceptable Accounting Principles and Procedures, and the Office of Management and M
Budget's Uniform Administrative Requirements, Cost Principles, and Audit Requirements for y
Federal Awards.
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2. Contractor shall promptly forward payroll taxes, insurances and contributions, including c
State disability Insurance, Unemployment Insurance, Old Age Survivors Disability )
Insurance, and federal and State income taxes withheld, to designated governmental =
0
agencies. 0
3. Adequate source documentation of each transaction shall be maintained relative to the o
allow ability of expenditures reimbursed by DAAS under this Contract. If the allow ability of
expenditures cannot be determined because records or documentation of Contractor are 3
nonexistent or inadequate according to Generally Accepted Accounting Principles and ?
Procedures, the expenditures may be disallowed by DAAS. 0_
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4. Financial Management Systems co
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): N
a. Financial Reporting a
b. Accounting Records
c. Internal Control
d. Budgetary Control w
e. Allowable Costs
f. Source Documentation
g. Cash Management
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ATTACHMEN �.`:5
C. Unexpended Funds
0
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 Q
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
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1. It is understood by the parties that this Agreement may have been written before N
ascertaining the availability or appropriation of funds, for the mutual benefit of both parties, o
in order to avoid program 'and fiscal delays that would occur of this Agreement were y
executed after that determination was made. z
2. This Agreement is valid and enforceable only if sufficient funds are made available to the o
County by the United States Government or State of California for the fiscal years in
appropriate for the purpose of the services described herein. n
3. Funding Reduction(s)
CD
a. If funding for any County fiscal year is reduced or deleted for the purposes of this Ln
program, the County shall have the option to either:
1) Terminate the Agreement ti
2) Amend the agreement to reflect the reduced funding that will be available. `
b. In the event that County elects to offer an amendment, it shall be mutually =
understood by both parties that 1) County reserves the right to determine which
contracts, if any under this program shall be reduced; 2) some contracts may be a
reduced by a greater amount than others; 3) the County shall determine in its sole v
discretion the amount that any or all of the contracts shall be reduced for the fiscal T
year.
E. Program Income
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1. Program Income must be reported and expended under the same terms and conditions as the Uo
program funds from which it is generated.
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2. . Program Income must be used to pay for current allowable costs of the program in the same Do
fiscal year that the income was earned (except as noted below). r-
0
3. Program Income must be spent before contract funds and may reduce the amount of contract
funds payable to Contractor.
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4. If Program Income is earned in excess of the amount reported by County in the Contractor's o
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. N
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. N
6. Program Income may not be used to meet any requirements for matching contributions a
specified in this Agreement. =
7. Program Income must be used to expand baseline services. x
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F. One Time Only (OTO) Funds
OTO funds shall be only be used for the following purposes: Y
1. The purchase of equipment that enhances the delivery of services to the eligible service a
population.
Pag Packet Pg. 164
ATTACHMEN
2. Home and community-based projects that are approved by County in advance.
3. Innovative pilot projects that are approved in advance by County, and are designed for the 2
development of a comprehensive and coordinated system of care as defined in [45 CFR
1321.53(a) & (b). a
4. OTO funds may be used to maintain or increase baseline services; however it is understood by M
the parties that such use of OTO funds creates no expectation of service delivery beyond the
current contract period.
5. Nutrition Services Incentive Program (NSIP) OTO funds shall be used only to purchase food to N
be used by Contractor in Contractor's Elderly Nutrition Program. _
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G. Matching Contributions L
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1. Cash and/or in-kind contributions may be counted as match if such contributions are used to z,0
meet program requirements. _
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2. Matching contributions (cash or in-kind) must be verifiable from the records of the �!?
Contractor or its subcontractors. o
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3. Only allowable costs as established by Office of Management and Budget (OMB) cost v
principles may be reported as matching contributions. LO
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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. E
H. Budget and Budget Revision
LO
1. Contractor shall be compensated for expenses only as itemized in the approved budget that
is incorporated by reference into this Agreement.. The Contractor shall not be entitled to
payment for expenses related to this Agreement until the budget has been reviewed and w
approved by County. o
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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 o
changes requested, and must include justification for the request changes.
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For the purpose of this section, r
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a. "Service Category" shall be defined as that classification of activities defined in the o
Older Americans Act(OAA) that is specific to each OAA funded grant program; and
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b. "Service" shall be defined as the activities that are defined within a Service Category. to
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Examples of Service Categories include Supportive Services, Congregate and Home- N
delivered Nutrition Services, Disease Prevention/Health Promotion Services, and Family a
Caregiver or Grandparent Support Services. Examples of Services include nutrition r
education, transportation, information assistance, senior center staffing, respite care, access s
assistance, and supplemental services. w
County shall notify the Contractor in writing of the status of the budget revision request
within fourteen (14) calendar days of receipt of the Contractor's written request. The County E
reserves the right to deny the Contractor's invoice for expenditures in excess of the o
approved budgeted line item amount. Q
Pag ' Packet Pg. 165'
ATTACHMEN
3. Contractor shall submit a budget revision to the County, in advance of expenditures when: Ri
a. Changes to line item expenditures are expected to exceed the amount of the Or-
approved budgeted line item by more than ten (10%) of the amount specified in
Section V, Paragraph A. a
b. New budget line items are to be added.
C. When the changes being requested involved the transfer of funds between Service c12
Category.
d. When the changes being requested involve the transfer of funds amount Services
within a Service Category. o
e. When otherwise requested by County. N
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4. Contractor shall maintain a written record of all budget changes including line item or r
service category changes. This record shall be available to the Department upon request z'
and shall be maintained in the same manner as all other financial records. o
5. The final date to submit to a budget revision is March 30th of the contract period unless in
otherwise specified by County. (o
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I. Indirect Costs v
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1. Indirect costs are those that have been incurred for common or joint objectives and cannot
be readily identified with a particular final cost objective. After direct costs have been
determined and assigned directly to 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 d
an award as an indirect cost if any other cost incurred for the same purpose, in like E
circumstances, has been assigned to an award as a direct cost. CD
2. Examples of indirect cost may include: depreciation or use allowances on buildings and M
equipment, the costs of operating and maintaining facilities, and general administration and
general expenses, such as the salaries and expenses of executive officers, personnel R
administration, and accounting _
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3. The maximum reimbursement amount allowable for indirect costs is eight (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. _
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4. Contractor agrees to include the above requirement in all contracts it enters into with L
subcontractors or vendors to provide services pursuant to this agreement. z
5. Reimbursement for indirect costs shall be on the basis of an indirect cost rate plan c
documenting the methodology used to determine the indirect cost rate, which shall be a
submitted by Contractor to DAAS and be approved by DAAS. N
J. Financial Closeout
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1. Contractor shall submit a final statement of expenditures and income ("Financial Closeout") N
to County within thirty days of the end of contract period, unless otherwise specified by a
County.
2. Federal funds otherwise payable to Contractor by County may be reduced proportionately w
by County to maintain the required matching contributions ratio if amount of matching c
contributions reported by Contractor is less than minimum required matching contribution E
amount specified in Section V.A ("Fiscal Provisions") of this Contract.
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ATTACHMENT N
K. Subcontracts or Vendor Agreements ro
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1. Without the prior written consent of the Director of DAAS or his/her designee, this Contract
is not assignable by Contractor either in whole or in part. Q
2. Contractor agrees not to enter into any subcontracts for work contemplated under this
Contract without first obtaining written approval from the Director of DAAS or his/her
designee. Any subcontractor shall be subject to the same provisions as Contractor.
Contractor shall be fully responsible for the performance of any subcontractor. L6
3. Contractor shall include language in all subcontracts that require subcontractor to comply N
with all applicable State and federal laws. 0
4. Contractor shall have no authority to contract for, on behalf of, or incur obligations on behalf
of County or State. Z
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5. Copies of subcontracts, vendor agreements, Memorandums and/or Letters of •_
Understanding shall be on file with the Contractor and shall be made available to DAAS
upon request.
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6. Contractor shall monitor the insurance requirements of its subcontractors and/or vendors.
7. Contractor shall ensure that the subcontractor and/or vendor will complete all reporting and
expenditure documents requested by DAAS. These reporting and expenditure documents 6
shall be sent to Contractor in a timely manner and at intervals as determined by DAAS. ti
8. Contractor shall monitor the budget, expenditures, and performance of its subcontractors
and/or vendors. E
9. Contractor shall provide support and technical assistance to subcontractors and respond in
writing to all written requests for direction, guidance, and interpretation of instructions to
include client and service data.
L. Audits a
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1. Contractors that expend $750,000 or more in Federal awards shall arrange for an audit to c0
be performed as required by the Single Audit Act of 1984, Public Law 98-502, Single Audit Y
Act Amendments of 1996, Public Law 104-156, and Office of Management and Budget [2 ;
CFR Part 200, Subpart F Audit Requirements] [formerly OMB Circular A-133].
2. A copy of audit report shall be submitted to DAAS within 30 days after receipt of the o
auditor's report or nine months after the audit period, whichever occurs first, unless a longer
period is agreed to in advance by the cognizant or oversight federal agency. Z
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3. Contractor shall ensure that State-funded expenditures are displayed discretely along with 2
the related federal expenditures in the single audit report's "Schedule of Expenditures of a
Federal Awards" (SEFA) under the appropriate Catalog of Federal Domestic Assistance 0
(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 o
June 30), a supplemental schedule shall be provided that reconciles Contractor's reported N
expenditures to County fiscal year periods. a
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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, w
identifying grant/contract number and as passed through the California Department of
Aging.
5. The following closely related programs identified by CFDA number are to be considered as U
an "Other Cluster" for purposes of determining major programs or whether a program
specific audit may be elected. Contractor shall identify the CFDA titles and numbers to the Q
Pa
Packet Pg. 167 '`
5.H.b
ATTACHM
independent auditor conducting the organization's single audit as well to each of
Contractor's subrecipients. c
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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:
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93.044 Special Programs for the Aging — Title III, Part B =
Grants for Supportive Services and Senior Centers to
(Title III-B). Lh
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93.045 Special Programs for the Aging — Title III, Part C — r_
Nutrition Services (Title III-C) 0
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93.052 National Family Caregiver Support—Title III, Part E z
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93.053 Nutrition Services Incentive Program (NSIP) CD
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7. The Federal Grantor for the following program is the U.S Centers for Medicare and Medicaid
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Services:
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93.779 State Health Insurance Assistance Program (HICAP)
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93.071 MIPPA: MISR LIS & Prescription Drug Enrollment
Assistance through the Aging Network, SHIP, and Q
ADRCs v
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 Living >,
grants: ;
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93.071 MIPPA: Priority Area 2 AAAs c
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9. Cluster of programs means a grouping of closely-related programs that share common Z
compliance requirements. The types of clusters of programs are research and development c
(R&D), student financial aid (SFA) and other clusters. "Other Clusters" are defined by the a
OMB in the Compliance Supplement or as designated by a State for federal awards ccno
provided to its sub recipients that meet the definition of cluster of programs. When 7
designating an "other cluster", a State shall identify the federal awards included in the o
cluster and advise the subrecepients of compliance requirements applicable to the cluster, N
consistent with S.400 (d) (1) and S.400 (d) (2), respectively. A cluster of programs shall be a
considered as one program for determining major programs, as described in S.520, and
with the exception of R&D as described in S.200 (c), whether a program-specific audit may x
be elected. (Federal Office of Management and Budget, (OMB) Circular A-133, Audits of w
States, Local Governments, and Non-Profit Corporations).
10. Contractor shall perform a reconciliation of its "Financial Closeout Report" to the audited E
financial statements. The reconciliation shall be maintained and be made available to DAAS
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for review. Q
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ATTACHMEN
11. Contractor shall ensure that subcontractor single audit reports for Contractor meet [2 CFR
Part 200, Subpart F Audit Requirements] [formerly OMB Circular A-133] requirements,
lu including but not limited to: c
a. Performed timely - not less frequently than annually and a report submitted timely. .2
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. Q
b. Properly procured - use procurement standards provided for in OMB Circular A-133
and provide maximum opportunities to small and minority audit firms.
C. Performed in accordance with Generally Accepted Government Auditing Standards
-shall be performed by an independent auditor and be organization-wide. LO
d. All inclusive - includes an opinion (or disclaimer of opinion) of the financial N
statements; a report on internal control related to the financial statements and major o
programs; an opinion (or disclaimer of opinion) on compliance with laws, regulations, r
and the provisions of contracts or grant agreements; and the schedule of findings
and questioned costs. Z
e. Performed in accordance with provisions applicable to this program as identified in [2 g
CFR Part 200, Subpart F Audit Requirements] [formerly OMB Circular A-133 �n
Compliance Supplement].
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12. Requirements identified in the provision above shall be included by Contractor in all Iq
subcontracts. �-
13. Contractor shall include in its contract with the independent auditor that the auditor will
comply with all applicable requirements/standards, that the County shall have access to all ti
audit reports and supporting work papers, and that the County shall have the option to -:i
perform additional work if needed.
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14. Unless prohibited by law, the cost of audits completed in accordance with provisions of the Q
Single Audit Act Amendments of 1996 is allowable 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 r
to Federal Awards the cost of auditing a non-federal entity which has Federal Awards
expended of less than $500,000 per year, and is thereby exempted under OMB Circular A-
133, Subsection_200 (d). c0
15. Contractor shall cooperate with and participate in any additional audits which may be
required by State or County. o
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ATTACHMt
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
Payments, Budgets, Closeout, and Audits
For Fiscal Year 2015-16 =
0
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Provider:.City of San Bernardino Period:07/01/15-06/30/16 ORIG X Amend
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2 Q
Section l: Prepare this section based on annual estimated cost to serve the meals. L
A b C=a+b
Cost to Provider for the year r
LO
Expenditure Category: Cash In-Kind Annual Expense c
1 Personnel $174,928 $43,838 $218,766 N
2 Staff Travel&Training
.2
3 Equipment r
4 Non-inventory Equipment
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5 Consultants $15,500 $15,500 0
6 Catered Food c
7 Raw Food $121,085 $121,085 co
8 Other Expenses: cc
a. Consumable Supplies $12,000 $12,000 1*
b. Insurance
Lo
c. Repair&Maintenance $3,000 $3,000
d. Rent/Building Space T
e. Utilities $45,820 $45,820
f. Vehicle Operations $2,520 $2,520 3
g. Miscellaneous $6,000 $6,000 E
9 Indirect Cost Q
to
10 Nutrition Education
Total Expenditures(add lines 1-10) $335,033 $89,658
M
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Revenue Sources:
State funds _
Federal Funds $300,000 $300,000 U
NSIP $30,000 $30,000
State Special Nutrition Funds
County funds 0
Program Income $5,033 $5,033
Deferred Income o
Matching Cash r
Matching In-Kind $89,658 $89,658 Z
Non-Match Cash c
Non-Match In-Kind
d
Total Revenue $424,691 $424,691 N
CD
T
Section 11: Prepare this section based on estimated number of meals that will be served r
multi lied by meal cost pier unit. N
D E f=d*e Q
Estimated annual number of meals Proposed meal cost per unit Annual Budget
49,669 $6.04 $300,001 s
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Submitted by: DAAS Approval:
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Name Date
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Signature Date Q
Pag Packet Pg. 170
ATTACHMENT P
COUNTY OF SAN BERNARDINO NUTRITION SERVICES
MATCHING FUNDS NARRATIVE
Provider: City of San Bernardino Period: 07/01/15-06/30/16 ORIG X Amend_ o
CONGREGATE SITES C-1 ® HOME DELIVERED MEALS C-2
a
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Provide justification, rates, comments, descriptions, etc. for the required 11.11% of the total proposed
contract amount in matching funds whether in cash or in-kind. Matching funds may not be fees for
services, client donations or program income as defined by 45 CFR 74.41 match.
0
Line Item Rate Annual Amount Description/Justification
Personnel $9.00/Hr $43,838 Senior Volunteers are used at the 5 Street, o
Perris Hill and Highland Senior Centers that
help with the preparation and serving of the
Senior Nutrition meal. The new minimum Z
wage rate of$9.00 per hour is the wage only 2
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paid to city Kitchen Helpers(an additional rn
12.48%includes benefits). [40 approx. hours
each month @$9.00=360 x 9 volunteers= CD
0
$3240 x 12 months= $38,880+ Benefits=
$43,8381
Utilities $45,820 The City's January-December,2012 utility
bills for the 5`"Street Senior Center, Perris Hill
Senior Center, Lytle Creek Community
Center, and Hernandez Community Center
were used as the benchmark for this in-kind
contribution,although energy use costs E
continue to rise.The electric, gas and
to
domestic water use bills were totaled by meal
site.Two multipliers were developed for each ce,
site: r
(1)considered the amount of building square
footage for the facilities amenities specifically 0
obligated to the Senior Nutrition Program
(kitchen, dining room, restrooms, common c
areas,office,etc.)as a percentage of the total 0
building square footage and
2
(2)established a percentage of time for the L
program preparation, meal serving and Z
cleanup in comparison to each meal sites total
operating time.The utilities in-kind °-
contributions for both the Enterprise and in
Highland Senior Center sites were inferred
from like City sites at$10,000. (This does not
include in-kind match for custodial services
and building maintenance.)N
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Pag packet Pg. 171
EXHIBIT 11B11 COUNTY OF SAN BERNARDINO NUTRITION SERVICES
PROGRAM BUDGET
Provider: San Bernardino Period: 7/1/15-6/30/16 Orig=Amend F
CONGREGATE SITES C-1 HOME DELIVERED MEALS C-2
Section 1:Prepare this section based on annual estimated cost to serve the meals
A B C=A-13 a
c
Cost to Provider for the Year U_
Expenditure Category: Cash In-Kind Annual Expense c
1 Personnel $ 174,928 $ 43,838 $ 218,766 °
2 Staff Travel&Training $ - $ Q
3 Equipment $ - $ -
4 Non-Inventoriable Equipment $ - $
5 Consultants $ 15,500 $ 15,500 cD
(D
6 Catered Food $ - $ - 'n
7 Raw Food $ 142,095 $ 142,095 N
8 Other Expenses: $ - $ c
a lConsurnable Supplies $ 17,000 $ 17,000 c
b linsurance, $ - $ - '
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c Repair&Maintenance $ 3,000 $ 3,000 0
d Rent/Building Space $ - $ - c
Q
e Utilities $ - $ 45,820 $ 45,820 U)
f Ivehicle Operations $ 2,520 $ 2,520 cn
g Miscellaneous $
$
6,000 6,000
9 Indirect Cost $ -
10 Nutrition Education $ - $ - c
Total Expenditures(add lines 1-10) $ 361,043 $ 89,658 $ 450,701 W
Revenue Sources:
State Funds $ 31,043 = - $ 31043` (D
Federal Funds $ 272,608 : s �� '`$ 272;608_' -a
NSIP $ 26,349
State Special Nutrition Funds $ - '$ R
County Funds o
Program Income $ 31,043 r $ 31;043 a`
Deferred Income -
o �
Matching Cash
,658 E
89
Matching In-Kind $ __ Q
Non-Match Cash
Non-Match In-Kind `•• R °$
Total Revenue $ 450,701 $ 450,701 N
Section 11: Prepare this section based on estimated number of meals that will be served multiplied by meal m
z
X
Estimated annual number of meals Proposed meal cost per unit Annual Budget W
50,273 $ 6.04 $ 303,651
Submitted by:
DAAS Approval: Date: E
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Signature Date
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686 E.Mill StirrA, Sian E3bmardino,CA 924.15-0009 Pimp:909.&131.3900 i Fax:9tJ
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SA.N BER_�'�A.Rl)INO Tr c�y�, Ron Outtrarn
a Flu. A ng.and �du t ervices Director
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April 11, 2016
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Trudy Panowicz o
City of San Bernardino
300 North D Street �
San Bernardino, CA 92418
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Dear Trudy, r
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This letter is to advise you that the City of San Bernardinors 15-16"Elderly Nutrition z
Program has been allocated an additional $26,010, increasing your contract to a total of o
$330,000 for fiscal year 2015-16, rn
If you have any further questions, please contact Rhonda Neill at 909.891,3930. o
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Sincerely, .�
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`'Kimberlee E. Van e
Interim Administrative Supervisor 11
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Mitch Assumma
From: Trudy Panowicz
Sent: Monday, December 21,2015 4:01 PM
To: Mitch Assumma
Subject: FW: San Bernardino Budget 15-16 Amd 12-21-15.xis
Attachments: San Bernardino Budget 15-16 Amd 12-21-15.xls =
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From: Neill, Rhonda (HSS) [mailto:Rhonda.Neill@hss.sbcounty.gov] Q
Sent: Monday, December 21, 2015 10:59 AM
To:Trudy Panowicz
Subject: San Bernardino Budget 15-16 Amd 12-21-15.xis
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Good morning Trudy,attached is your program budget for the Senior Nutrition Program. Please distributed your
expenditures,print,sign,scan,and email back to me for further approval and processing. If possible,I'd like to get this N
back by January 8`". We do not have to go to the board since the amount does not exceed the"do not exceed"amount o
on your contract. You can start using the funding as soon as I receive your signed document. Please be aware you are
already over serving so this additional funding will help with that. Z
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if you have any questions please give me a call. CD
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Rhonda Neill
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Department of Aging and Adult Services CONFIDENTIALITY NOTICE:This commtatrootian
Staff Analyst it aantelns legal privllogod and confidential Information
SAN EIF fTti A k D i is t7 sent solely for Eire use of the intended reelplent.If you
COUNTAR PSA 20 Senior Nutrition Program Analyst are not the intondedrecipfont of this communication
Y_ _ ---- you are not authorized to use it in any manner,except
__wµ Phone:909,891.3930 i Fax:909.891.3971 to immedletoly destroy it end notlty the sender, a
www.SBCounty;gQtr
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Our fob is to create a county in which
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and achieve well-being. E
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CONFIDENTIALITY NOTICE:This communication contains confidential information sent solely for the use of the Intended recipient.if you are not the intended �
rocit)ient of this communication,you are not authorized to use it In any manner,except to immediately destroy it and notify the sender.
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Packet Pg- 174'
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City of San Bernardino
Parks, Recreation &Community Services Department
INTEROFFICE MEMORANDUM
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TO: Purchasing "'
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FROM: Mitch Assumma, Community Recreation Manager
THROUGH: Bill Manis, Interim Director of Parks, Recreation and Community Services Q
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SUBJECT: CHANGE ORDER—ANNUAL FOOD PO's: Sysco Foods, Merit Day, Smith
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DATE: March 21, 2016 T
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We are requesting a change order to each of the three food vendors for the Senior Nutrition Z
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Program. Additional funds of $26,010 were formally approved by the San Bernardino County g
Department of Aging and Adult Services, per County Contract No. 13-546 A-4. Increase in
Purchase Order for Sysco Foods in the amount of $21,010, Merit Day $4,000, and Smith
Distribution $1,000.
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The Department was anticipating the receipt of additional funds for food purchases to meet the 73�
projected number of contracted meals served since the start of the fiscal year, terminology which fO
is included in the original 2015-2016 fiscal year agreement (Amendment #4). We will need to r
increase the Annual Food Vendor PO's to a total of $159,095 in order to meet these meal o
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demands. N
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TOTALS:
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Sysco Foods $111,010 0
Merit Day $ 28,085 i°
Smith Distribution 20,000
$159,095 E
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