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HomeMy WebLinkAboutE-12 - RFP, Elderly Nutrition ProgramCONSENT ITEM E-12 TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: JOE JACOBS, DIRECTOR OF RECREATION AND FAMILY SERVICES DATE: JUNE 6, 2016 SUBJECT: AUTHORIZATION TO RELEASE REQUEST FOR PROPOSALS FOR ON SITE COOKING AT THE AZUSA SENIOR CENTER FOR THE ELDERLY NUTRITION PROGRAM SUMMARY: Since 1978, the City has provided senior meals to elderly residents of the community. Because the Senior Meal Program is partly funded with federal dollars, the Los Angeles County Area Agency on Aging, which administers the program, requires all agencies to conduct a bid process every four years. This action approves a Request for Proposals for on-site cooking for the Elderly Nutrition Program. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1) Approve the Request for Proposal (RFP) for on-site cooking for the Elderly Nutrition Program as required by the Los Angeles County Area on Aging; and 2) Authorize Staff to solicit proposals for on-site cooking for the Elderly Nutrition Program. DISCUSSION: The Azusa Senior Center Elderly Nutrition Program currently caters to (400+) unduplicated individuals and serves over (39,000) meals annually to the elderly of the community (approximately 160 per day). The Elderly Nutrition Program is an integral part of the services the Azusa Senior Center offers to residents. The purpose of the Elderly Nutrition Program is to offer a nutritious lunch and to provide a place of socialization and gathering. The attached Request for Proposal (RFP) seeks proposals from qualified contractors to prepare meals at the Azusa Senior Center for the Elderly Nutrition Program. The RFP also allows prospective contractors the opportunity to use the Senior Center’s kitchen to prepare and deliver additional Title IIIC meals to neighboring communities in an effort to make the venture fiscally prudent to all, with an emphasis on APPROVED COUNCIL MEETING 6/6/2016 Request for Proposals/Elderly Nutrition Program June 6, 2016 Page 2 specifically keeping Azusa’s meal costs as low as possible. FISCAL IMPACT: There is no fiscal impact associated with the recommended actions. Reviewed and Approved: Fiscal Impact Reviewed by: Joe Jacobs Talika M. Johnson Director of Recreation and Family Services Director of Finance Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager Attachments: 1) RFP Bids and Specifications City Of Azusa Request for Proposals For On-Site Cooking At the Azusa Senior Center For The Elderly Nutrition Program FY 2016-2020 ATTACHMENT 1 June 7, 2016 To: Interested Bidders on the Los Angeles County 2016 Approved Caterers List Title III Senior Nutrition Program From: Lenore Gonzales, Recreation Supervisor Azusa Senior Citizen Nutrition Program 740 North Dalton Avenue Azusa, CA 91702 Subject: Invitation to Bid for Food Services The Azusa Senior Citizen Nutrition Program has been designed and created to provide a balanced nutritional noontime meal for senior citizens, coupled with recreational, educational and social services. The meals will be served at Noon, Monday thru Friday at the Azusa Senior Center, 740 N. Dalton Avenue. There will be a few evening special event meals requested along with special event and holiday menus served at noon on weekdays as requested. There will also be monthly birthday celebrations in which a birthday cake and ice cream will need to be provided. The program is partially funded through the Los Angeles County Area Agency on Aging using grant funded under Title III C-1 of the Older American Act, as amended 1978. Based on receipt of these funds, the program will provide a service level as follows: Monday through Friday (248) days per year at approximately (105) meals each day for congregate service and (55) each day to be packaged for delivery to homebound seniors. Specifically, the City of Azusa desires that these meals be prepared on site in the Senior Center Kitchen at 740 N. Dalton Ave., Azusa, CA 91702. For this to be cost effective for the City and the successful bidder, it is anticipated that the successful bidder shall additionally subcontract with other Title III funded meal programs to provide their meals. Please review the accompanying notice inviting bids and the attached specifications. Bids must be submitted on the forms provided. 1 CITY OF AZUSA NOTICE OF OPEN INVITATION TO BID FOR TITLE III C-1 (CONGREGATE MEALS) AND C-2 (HOME DELIVERD MEALS) NUTRITION PROGRAM FOR THE ELDERLY FOR CATERERS ON THE LOS ANGELES COUNTY APPROVED CATERER’S LIST STATEMENT OF NEED AND PURPOSE The City of Azusa (referred to herein as the Contractor) has requested funding under Title III-C of the Older Americans Act (OAA) of 1965, as amended. Its purpose is to serve hot or otherwise appropriate meals daily to persons 60 years of age or older. These meals must conform to the delivery and nutritional requirements herein. The dates of the awarded contract will be from July 1, 2016 to June 30, 2020. The CITY CLERK will receive sealed bids until 4 p.m. on Thursday, June 23, 2016, for catered food service operation for senior citizens of the Azusa Senior Center. Bids will be opened publicly at 4:00 p.m. of said day in the office of Azusa City Clerk. Bids must be made on the proposal form only which is in the bidders packet. All forms and bid specifications are obtainable at: City of Azusa Senior Center Attn: Lenore Gonzales, Recreation Supervisor 740 N. Dalton Ave., Azusa (626) 812-5115 Each bid must be accompanied by cash, a cashier’s check or a bid bond made payable to the City of Azusa for ten (10%) percent of the total amount of the bid for the period covered by the proposal. This bid bond or security is a guarantee that the successful bidder will, with ten (10) days from the date of the award of the contract, enter in a written contract with the City of Azusa for said work in accordance with said specifications. The bid bond or security shall be forfeited to and remain the property of the City of Azusa in the event that the successful bidder fails to execute said contract as required by the specifications. The successful bidder shall furnish Performance Bond in an amount of 10% at bidder’s expense. Bidders will be required to gain an independent understanding of applicable State and Federal regulations, and specifically the HACCP requirements and CURFFL contained in the Los Angeles County Standard Operating Procedures Manual for Service Providers. To do so, bidders may contact the Los Angeles County Health Department or other appropriate local or State agencies for food service program regulations. 2 BID REVIEW Proposals should be submitted in two (2) sections: 1) Food Service Specifications 2) Bid Price Fact Sheet and Bidder Information Proposals will be evaluated on the following criteria: a. Cost b. Capability to Provide Service c. Proven Competency d. Quality of Product e. Proximity of Sites to Commissary; Transportation Acceptance of any proposal thereof is contingent upon receipt of sufficient funds by Nutrition Service Provider from the Los Angeles County Area Agency on Aging. The City of Azusa reserves the right to reject any and all bids and to waive any informality or technical defects which it deems is in the best interest of the Los Angeles County Area Agency on Aging. The AAA shall have final review and acceptance of recommended bid subject to bid meeting. AAA specifications for costs, food specifications and responsible bidders. 3 ATTACHMENT B FOOD SERVICE SPECIFICATIONS Between City of Azusa And ______________________________ STATEMENT OF WORK AND SCHEDULE During the time of performance as set forth herein, the Subcontractor shall furnish all food, labor and equipment necessary to prepare and deliver individual meals and or bulk food for persons 60 years of age and older, in compliance with the Title III Congregate and Home-delivered Nutrition standards as described in Federal, State, and County regulatory statutes, the California Health and Safety Codes, more specifically the California Uniform Retail Food Facilities Law (CURFFL), revised, effective January 2, 2002, the Older Americans Act (OAA), Amendment of 2000, and the Area Agency on Aging (AAA) Policy and Procedures. Each meal shall provide a minimum of 33.33% of the current Recommended Daily Allowance as established by the Food and Nutrition Board. National Academy of Sciences Research Council (1989). Trans fats may not be used in the preparation of meals To assure that meals are prepared in a safe, sanitary environment in compliance with the California Health and Safety Code, the AAA Policies and Procedures and Contracts Management Manual, the Subcontractor shall comply with the following requirements: The Subcontractor shall employ a Part-time Registered Dietician minimum 20 hours a week who possesses a Bachelor’s Degree and or Master’s Degree in Nutrition/Dietetic with an institutional food service management emphasis from an accredited college or university, for supervision of the food services operation within the catering company and/or central kitchen, or The Subcontractor shall hire a qualified Food Service Manager who possess a B.S. degree in Food and Nutrition with emphasis on food service management or restaurant management from an accredited college or university, plus two (2) years professional experience as a food service supervisor: no less than six (6) years of experience in the food service industry at a supervising level can be substituted for the 4 year degree requirements. Subcontractor shall ensure that Subcontractors staff posses a Food Handler Certification Card issued by the State of California. The Subcontractor must submit, to the Contractor, the registration I.D. number and expiration date of Registered Dietician along with complete verifiable resumes of the Registered Dietician or Food Service Manager for the County’s AAA approval. Subcontractor must maintain a grade of “A” or better from the Los Angeles County Department of Health Services based on inspections conducted by LACDHS for food services. Contractor must submit annual inspection reports. 4 The County may, at its sole discretion, waive this requirement or for repeated deficiencies of non compliance, require the Subcontractor to fill both positions, and/or to expand the required positions to full time positions. 1. NUMBER OF MEALS The minimum requirement is estimated at 39,680 meals and the maximum requirement is estimated at 40,000 meals with the following breakdown: Indicate N/A if not applicable TOTAL ANNUAL MEALS C-1 C-2 CATERED COST PER MEAL C-1 C-2 Monday - Friday 26,040 13,640 Saturday Sunday Holidays Box Lunches Breakfast (Mon – Sun) Frozen Meals 50 *Other Food Items GRAND TOTAL ANNUAL MEALS 26,040 13,690 NOTE: THE NUMBER ABOVE ARE APPROXIMATE AND MAY VARY DUE TO LOS ANGELES COUNTY AREA AGENCY ON AGING FUNDING. *Other food items which accompany frozen meals. Do not count in total annual meal column, but do count in cost per meal column. 2. DELIVERY a) The meals shall be delivered as follows: Meal Location: Azusa Senior Center Approximate Number of Meals per day: 145 Time Food Preparation is Completed: 10:15 a.m. Time Food Leaves Kitchen for Home Delivered Meals: 11:00 a.m. Times Meals are Served at the Site: Mondays at 11:30 (due to 1:00 p.m. Bingo Program) Tuesday - Friday at Noon 5 b) The Contractor reserves the right to add or delete meal sites or designate alternate meal locations, as appropriate, subject to approval by the AAA. c) The Contractor may change the days and time of delivery and service by giving the Subcontractor seven (7) days notice. d) The Contractor may change the number of meals to be delivered to any of the meal locations by notifying the Subcontractor by ________ a.m./p.m. of the day prior to delivery. N/A e) The Subcontractor shall deliver/serve the meals no more than 30 minutes prior to or 15 minutes after the agreed upon serving time. f) Box lunch delivery time may be as early as 8:00 a.m., as long as appropriate holding facilities are available for perishable food items and meals are transported under appropriate packing, heating and cooling temperature requirements. g) The Contractor reserves the right to require Subcontractor to deliver food on all holidays that food service is needed. h) Foods for congregate meals shall be served by Contractor, within two (2) hours after food preparation has been completed. i) The last home delivered meal shall be delivered by Contractor within two and one half hours (2 hours, 30 minutes) after food preparation has been completed. 6 3. DELIVERY SERVICE SPECIFICATIONS a) Meals are to be delivered in (bulk/individual) pre packed servings. b) The Subcontractor shall supply the following food service items. c) THE SUBCONTRACTOR MUST ABIDE BY THE LOS ANGELES COUNTY GREEN INITIATIVE GUIDELINES, PLEASE SEE ATTACHED DOCUMENT. THE USE OF STYROFOAM IS PROHIBITED. ITEM (LIST) Dinner Plates Soup Bowls Flatware Napkins Table Covering Aluminum Trays – C2 Disposable Bowls Sandwich Bags Gloves Aprons Caps Hair Nets Cleaning supplies for dishwasher and other cooking appliances such as stove, ovens, and hot box. Dessert Plates SPECIFICATIONS 5 Compartment Tray 8 oz w/ lids Knives, forks, spoons (disposable/heavy grade) Paper (heavy grade) Placemats (Paper) 3 Compartment w/ lids 4 oz w/ lids Plastic Plastic/disposable Plastic/disposable Paper Please see green initiative document regarding guidelines. As requested d) The Subcontractor shall provide all serving trays and utensils, warming, refrigerating and freezing equipment, where necessary, for the maintenance of proper temperatures as specified herein, and shall provide servicing of the equipment and/or replacement (depending on needs of project). Indicate N/A if not applicable. e) All food must be packaged and transported under conditions that will ensure temperature control to prevent bacterial contamination, spillage, and/or insect infestation. All hot foods should be packaged individually or in bulk containers to ensure a minimum delivery temperature of 140ºF. All cold foods must be packaged to ensure a maximum delivery temperature of 40ºF. All foods intended to be delivered frozen shall be packaged so as to maintain a hard frozen state until such food reaches point of delivery Temperature of bulk and home-delivered meals must be taken daily at the end of production/packaging and on delivery at the nutrition site by the Subcontractor and Contractor. Hot and cold foods must be placed immediately into insulated hot and cold transport equipment upon completion of packaging. 7 Daily written documentation of temperature logging monitoring must be kept by Subcontractor and will be subject to audit by the centralized Dietary Administrative Support Services R.D and AAA nutritionist. The sites shall be assumed correct on shortages unless the caterer proves them wrong. All calls regarding shortages and food replacement will be communicated by the Contractor’s office. f) Meals must be delivered in refrigerated trucks and or approved for bulk insulated containers for hot pack and cold pack. Delivery standards shall comply with applicable local health department regulations. g) Food and supplies must be packed and handled in a sanitary manner so as to assure absence of contamination and spillage. h) The program may require replacement of any cold food which is received on site at above 40ºF and any hot food that falls below 140ºF. i) Food shortages and/or spoiled foods which are reported to the caterer by agreed time of delivery must be replaced or the enclosed deduction schedule will be utilized. j) Packaging of food for delivery to the sites will be negotiated as mutually acceptable to the Contractor and Subcontractor. Sites may differ on packaging of some items due to available site equipment and time distance constraints. k) The Subcontractor shall be responsible for cleaning and care of equipment returned to his facility each day. l) The Subcontractor shall place food in area designated by meal location managers. m) Food shall be in transport no longer than N/A minutes after packing. n) Food shall be kept in heat retaining equipment no longer that 90 minutes prior to serving. o) Each delivery shall be accompanied by a delivery slip, in triplicate, designating number of meal and supplies delivered. Project Director or designated person will sign receipt, if in order, and one copy shall be left the same. p) Instructions shall be attached to each food product delivered indicating name of meal location, number of servings, size of serving, and size of utensil to be used in serving. q) Cake, cornbread, and casserole dishes, i.e. meatloaf, lasagna, tuna noodle casserole, shall be pre-scored by the Subcontractor for the appropriate number of servings. r) Subcontractor shall provide home delivered meal containers in an amount not to exceed 35% of the total number of meals ordered. s) All Subcontractor delivery equipment shall be removed from the meal location by N/A p.m. Contractor is not responsible after this time. 8 t) The Subcontractor shall provide a back-up delivery system in the event of vehicle breakdown. u) Electrical items required to be provided herein shall have the UNDERWRITER’S LABORATORY or LOS ANGELES ELECTRICAL TESTING LABORATORY approval and meet all current OSHA and COSHA requirements, where applicable. v) The Subcontractor shall comply with all Federal, State, and local health department laws and regulations. Subcontractor shall provide Contractor with a current copy of the health certificate and any corrected deficiencies with bid. To ensure that all regulations are followed the Subcontractor must have a qualified food service manager or part-time registered dietician (20 hours week) or staff who will assure that meals are prepared in a safe and sanitary condition throughout meal service operation. w) Authorized representatives of the Contractor, County, Dietary Administrative, State, and Federal shall have the right to inspect food preparation, storage, and packaging sites during the term of the contract. 4. MEAL STANDARDS a) A chemical analysis of any food delivered by Subcontractor may be requested by the Contractor or Area Agency on Aging at any time. The Subcontractor agrees to cooperate in having the analysis done. If the analysis discloses that the food does not comply with required meal specifications, the Subcontractor shall be liable for the cost of this analysis and meals served to seniors out of compliance. b) The Subcontractor shall be liable for meals that do not meet the nutritional standards and requirements, are spoiled or unwholesome at time of delivery, are incomplete or insufficient in number ordered, or are delivered after the time specified by the Contractor. In the event the Subcontractor fails to deliver complete meals, other foods, or supplies as agreed upon, the Contractor may provide a substitute meal with emergency meals or supplies purchased from other places and charge the cost of the purchased meal to the Subcontractor. The replacement cost shall not exceed 200 percent of the contract catered meal cost. c) If any portion of a meal other than the entrée is delivered in an unacceptable condition, such as incorrect temperature (potentially hazardous)* less than contracted portion, spoiled or too late, the Subcontractor shall be liable for the cost of that portion. If the entrée is unacceptable, the Subcontractor shall be liable for the cost of the entire meal. In order to ensure conformance to the above, the delivery driver shall remain at the site until the food is checked by the location manager. All shortages shall be noted on delivery slop for proper crediting. d) The Contractor agrees to monitor and evaluate meal preparation, delivery, transportation, and general standards of meal service. e) The Subcontractor and Contractor both agree to implement and/or maintain a Hazard Analysis and Critical Control Point (HACCP) system as required by the AAA. 9 5. MENUS (Please see attached samples) a) All menus shall be in compliance with Title III-C meal pattern requirements. b) A 6 week cycle menu shall be used that is written once yearly c) The Contractor has the responsibility for menu writing with input from the Project Council and Subcontractor. The menu shall be approved by the Dietary Administrative Support Services Contractor services dietician. d) The Contractor is responsible for typing and duplicating menu. e) All menus must be signed by the Project Director Project Council Chairman or designee, the Dietary Administrative Support Services Contractor dietician, and certified by the AAA nutritionist prior to the start of the menu cycle. f) All menu substitutions by the Subcontractor shall be submitted in writing for approval by the Project Director or Dietary Administrative Support Services Contractor dietitian at least 2 days prior to serving date. The Subcontractor may, however, in an emergency situation, make menu substitutions on verbal approval of the Project Director of Dietary Administrative Support Services Contractor dietician, with a written notice to follow for documentation. g) Provision shall be made by the Subcontractor to provide in-service training regarding food sanitation and safety for their food service staff. Documentations of such training shall be submitted to the Contractor. The County Area Agency on Aging may require the Contractor, based upon major finding of non compliance items in food and safety, to provide additional food service training. h) The contractor shall attend all menu planning meetings and trainings. *See definition of Potentially Hazardous Food. AAA Standard Operating Procedures Manual. 6. MEAL PATTERN SPECIFICATIONS a) All food must be of the highest quality standard and conform to USDA requirements. It must be prepared in a manner to preserve optimum flavor and appearance while retaining nutrients and food value. Special consideration should be given to tenderness of meat because of the age of our participants. The Subcontractor irresponsible for assuring its high quality before it is served and/or sent to the meal sites. b) Minimum grades for all foods shall be as follows: 1. Beef: USDA Grade A choice 2. Pork: USDA Number 1 (as defined in S.R.S., Number 171, U.S. Standards and Grades of Pork Carcasses) 3. Lamb: USDA choice 4. Poultry: USDA Grade A to be used for all fresh or frozen poultry products. Necks, backs, wings alone shall not be used unless prior approval of the Project Director or project designee. Reconstructed roll products are not acceptable. 5. Variety Meats: Grade Number 1 from USDA Government inspected plants. The fat content of ground meat cannot exceed 15% to 20%. 10 6. Fish and seafood: Must be fresh or frozen and be a nationally distributed brand packed under continuous inspection of the U.S. Department of Interior. 7. Dairy Products: The following is to be used as minimum specifications for all graded dairy products: a. Eggs, fresh USDA or State Graded A b. Cheese, USDA Grade A, non-processed cheese. c. Milk, non-fat, low-fat, shall be required daily. 8. Fresh fruits: USDA Fancy to USDA No. 1 to be used for all graded fresh fruits as a minimum standard. 9. Fresh vegetables: USDA Fancy and USDA No. 1 to be used for all graded fresh vegetables as a minimum standard. 10. Frozen fruits and vegetables: USDA Grade A is to be used for all graded frozen fruits and vegetables as a minimum standard. 11. Subcontractor must keep on file specification sheets showing nutrient content of purchased prepared foods. 12. Sulfites and Monosodium Glutamate (MSG) are not acceptable for this program. 13. Trans fat free oils shall be used in food preparation. SUPPLIES SPECIFICATION PROCEDURES The Subcontractor shall provide disposable table service based upon the supplies specification included. These supplies shall be ordered and delivered weekly at each site. A minimum of one week’s supply on hand at all times. The Contractor shall supply order forms and monitor supply usage. The Subcontractor shall furnish, as part of supplies, the cleaning and other miscellaneous supplies (see Supplies Specification Sheet). These supplies will be ordered as needed. The Contractor shall supply order forms and monitor supply usage. (This is subject to negotiations.) EVALUATION OF SUBCONTRACTOR The Contractor and the Dietary Administrative Support Services Dietitian shall evaluate the Subcontractor’s performance to determine of the Agreements is in compliance in meeting requirements. All evaluations must be sent to the AAA nutritionist. RECEIPTS AND INVOICES PROCEDURES 1. The Subcontractor shall issue daily delivery receipts to each site. After the close of each month, the Subcontractor will furnish to the program an invoice of meals ordered by the program the previous month. The Contractor will pay such invoices for the prior month within (30) days after receipt of same invoice or as agreed between the Contractor and Subcontractor. . 11 COUNTY OF LOS ANGELES AREA AGENCY ON AGING TITLE III C MENU WRITING SPECIFICATIONS FY 2016-2017 These menu writing specifications and requirements are developed to facilitate the menu writing process and encourage agencies and caterers to meet the Dietary Reference Intakes (DRIs) included in the Dietary Guidelines for Americans 2010. The specifications will assist agencies and project dietitians in providing nutritious, appetizing, tasty, and cost effective Title IIIC meals for the seniors we serve. GENERAL SPECIFICATION SHEET AND RECIPE REQUIREMENTS 1. If a food item is purchased ready prepared, a food specification sheet is required. Serving size, nutritional analysis, brand name and ingredients should be included. Copy the Nutrition Panel and ingredient list on the food label, or obtain Food Specification sheets (cut sheets) from your suppliers. The baseline goal for the amount of sodium allowable in ready prepared or processed entrées is 500-550mg. 2. Experiment with herbs, seasonings and flavor blends that do not contain sodium 3. If your agency or caterer develops a low sodium recipe popular with seniors, PLEASE SHARE IT. 4. Recipes should include a HACCP plan detailing safe food handling procedures are required for all menu items made by the Central Kitchen or Caterer. 5. Each agency and/or caterer may use standardized HACCP recipes, or may modify their own recipes to meet HACCP requirements. Standardized recipes are included in the L.A. County Foodservice Standard Operating Procedures (SOP) Manual. 6. Ethnic menus, Boomer Salad menus, and Asian, Latino and Boomer Salad HACCP recipes are also available from the DASS contractor. 7. HACCP recipes developed by agencies/caterers should follow the recipe format found in the SOP Manual, or follow the format outlined in the National Restaurant Association’s (NRA’s) HACCP Reference Book. Each recipe should note the Critical Control Points (CCPs) and Potentially Hazardous Foods (PHFs). 8. Agencies and caterers are encouraged to try new recipes. The recipe must be put in a HACCP format when it is added to the cycle menu. 9. All food specification sheets and HACCP recipes must be on file by July 1, 2013. 12 GENERAL MENU REQUIREMENTS 1. All menus using nutritional analysis must be updated for nutritional content. Nutritional content can be averaged each week to see if nutrient standards have been met. However, the menu must contain at least 25mg Vitamin C every day, 233ug Vitamin A on at least three out of five different days of the week or four out of seven days a week and 200 IU of Vitamin D daily (may be averaged over the week). Serve potassium rich food consistently. 2. The component meal pattern template may be used instead of nutrition analysis for determining nutritional adequacy. If the component method is used, the AAA Standardized Menu Form must be used. The menu must meet the Senior Meal Pattern requirements. The menu must contain at least 25mg Vitamin C every day, and 233ug Vitamin A three times per week in a 5 day program, or four times per week in a 7 day program. Vitamin C sources must be indicated by one *, Vitamin A sources must be indicated by two**. Two foods can be used to provide the Vitamin C or the Vitamin A. The menu must contain four good sources of fiber every week. (See attached list of high fiber foods). Sodium that exceeds 1,000 mg must be noted with a ‘+’ symbol and can only be used in a holiday menu with ethnic catered meals being exempt. Potassium rich foods must be on the menu consistently and noted with an ‘=’ symbol. For meals exceeding 1,000 mg sodium the amount of Potassium must be noted at the bottom of the menu column for that meal. If for any reason the menu does not meet the menu component requirements, the Nutrition Project Director must obtain the approval of the AAA Nutritionist and/or DASS RD. 3. Senior Component Meal Pattern Requirements: Food Group Required Servings Per Meal 2010 Dietary Guidelines Servings Per Meal Meat or meat alternate 3 oz • 3 oz servings whole or ground meats, chicken or fish. Limit ground meat to two times per week for a five day menu or three times per week for a seven day menu. 2 oz • 2 oz meat or meat alternate used in casserole dishes. • Limit casseroles to two times per week. • 2 oz meat or meat alternate used in salad entrée recipes. • 2 oz meat or meat alternate used in sandwich recipes. • Limit sandwiches to one time per week. Vegetable/Fruit 2-3 servings • 1 to 1 ½ cups total servings of vegetables and fruits. Serve fruit daily • Serve 3 servings a minimum of 2 times per week. 13 • ½ cup lettuce salad counts as ½ serving. • ½ cup or 1 piece of fruit for dessert counts as 1 serving. Grain/Bread 1-2 servings • 1 to 2 servings per meal such as 1 slice whole grain bread or ½ cup rice or pasta. • Frequently use brown rice, whole grain pasta, or half brown and white rice mixture. • Try to incorporate grains like quinoa, bulgur, or barley. • Serve two servings a minimum of one time per week. • 3 of the 6 servings per week must be whole grains (3 gms fiber/serving). • Half of all grains must be whole grains. Fiber 7 grams May be averaged over the week Milk 1 serving 1 cup; Serve 1% fat or non-fat milk. Fats Optional—1 serving Trans fat free Margarine 1 teaspoon or equivalent measure. No trans fats or foods containing trans fats can be served.** Dessert 1 serving ½ cup. • Fruit (Serve daily) • Non fruit based desserts should be served no more than once per week. • Dairy based desserts once per week • Trans fat free baked goods maximum once per week** Beverages 1 serving 6 to 8 oz water Optional beverages (regular and decaffeinated coffee and tea) do not contribute to meeting 1/3 RDA and are not an allowable AAA expense **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 deep frying of yeast dough or cake batter, may be stored, distributed, served by, or used in the preparation of any food within, a food facility. 4. All cycle menus shall be planned for a minimum of five weeks or a maximum of six weeks, approved by the Project Dietitian, and approved by DASS contractor prior to submission for certification by the AAA Nutritionist. Menus must be certified once per year. 5. To increase variety, include entrée alternates in the cycle. The agency can serve alternate one in the first month, alternate two in the next cycle. Menus will be approved using both alternates. 14 6. Two to four times a month, have a “Choice Day” when the seniors can select one of two entrees served. Pair a popular item like pork chops with one not so popular, like fish, to increase the variety of entrees served. 7. The menu cycle should include holiday meals, ethnic meals, box lunches, special breakfast and/or dinner menus. Special menus should be substituted in the menu at least once per month to add variety and interest. The Project Dietitian must approve all menu substitutions. 8. Serve an entrée salad a minimum of twice a month during July, August, and September. 9. Serve soup with all sandwich and salad meals on the standard menu. 10. Menus shall reflect seasonal availability of food. The term “Seasonal Fruit” may be listed on the menu no more than once per week. If the fruit is the Vitamin C source, the type of fruit must be identified. 11. Menus must be typed, the responsibility of the agency, not the Project Dietitian. 12. It is the Project Dietitian’s responsibility to carefully review the menus after they have been typed to ensure all menu requirements are met, and to correct any errors. 13. Menu cover sheets must be completed properly including: • Agency name • Project title • Menu written by • Menu approved by • Comments on the menus by any of the above individuals • Meals prepared by On-Site/Central Kitchen or Caterer (name of Caterer) • Name of frozen meals vendor • Number of Congregate sites • Number of HDM routes, designate “hot” or “frozen” routes • Duration of menu • Date of implementation *Do not complete any of the items below the line indicated on the cover sheet 14. WHEN THE MENU HAS BEEN APPROVED BY THE PROJECT DIETITIAN, E- MAIL ONE COMPLETE MENU TO THE DASS CONTRACTOR (CNS). BE SURE THE AGENCY MAINTAINS A COPY. DO NOT FAX OR MAIL MENUS. MENUS MUST BE SUBMITTED ELECTRONICALLY WITH THE EXCEPTION OF THE COVER SHEET (THE ORIGINAL WHICH MUST BE MAILED TO CNS). 15. The certified cycle menu for each week shall be posted in a conspicuous spot in the kitchen at each congregate meal site. The Site Manager shall check the certified menu for the scoops and ladles needed to serve each meal. The approved menu for the month shall be posted in the site’s dining room. Monthly menus shall be available for seniors. 15 16. ALL MENU SUBSTITUTIONS MUST BE PRE-APPROVED BY THE PROJECT DIETITIAN. SERVING UNAPPROVED MENU CHANGES MAY RESULT IN DISALLOWED COSTS FOR THE MEALS BY THE AAA. 17. ALL SPECIAL EVENTS MENUS MUST BE PRE-APPROVED BY THE PROJECT DIETITIAN. SERVING UNAPPROVED MENU CHANGES MAY RESULT IN DISALLOWED COSTS FOR THE MEALS BY THE AAA. 18. Most meals providing one-third of the DRI’s containing on average approximately 550 to 700 calories. There must be no less than 550 calories. 19. The sodium content per meal should be less than 1000mg with a target of 500- 750mg. If the sodium content in the meal is over 1,000mg, the meal must be identified on the menu as a high sodium meal by using a ‘+’ symbol. In addition, Potassium rich foods must be identified with an = symbol and the total Potassium for the meal must be noted at the bottom of the meal column. A high sodium meal can only be provided as a holiday menu, excluding ethnic catered meals. When possible, use low sodium cheese and meats. The sodium levels of all processed foods MUST be listed on the menu. It is the caterer’s responsibility to provide this information during the menu planning phase. This would include such items as ready prepared or processed meat lasagna, stuffed cabbage, stuffed peppers, breaded meat or chicken patties, etc. 20. Low sodium products to make soups, gravies and sauces MUST be used. The Caterer/Central Kitchen needs to provide a copy of the nutrition facts label from sauces, salad dressings, and other prepared foods. Use herbs, spices, and lemon that do not contain sodium to enhance the flavor of food prepared. Do not use monosodium glutamate. 21. Limit use of ground meat or poultry to twice per week for 5 days per week programs and to three times per week for 7 days per week programs. One of the products must be a formed ground meat product. 22. Encourage low fat methods of preparation (bake instead of fry), and use of reduced fat products such as 1% and nonfat milk. Meals should contain less than 35% fat with a target of 20-35% total calories from fat (may average over a week). 23. Trans fat free oils must be used in food preparation. Trans fat free prepared entrees crackers, and desserts shall be served. A trans fat free prepared food contains less than 0.5 grams trans fat per serving. There cannot be any Trans Fats. 24. Food items shall be varied within the week and within the menu cycle. a. Avoid having the same entree, fruit, vegetable or dessert on the same day of the following week. For example, do not serve turkey on Monday of two consecutive weeks. b. Do not use the same meat, poultry, starch, vegetable, or fruit, even in a different form, two consecutive days in a row. For example, do not serve apple juice on Monday and baked apple on Tuesday. c. Provide a variety of foods and preparation methods. Consider color, different food combinations, texture, size, shape, taste, and appearance. 16 25. Specify foods used. For example, identify vegetables used in vegetable soup and stew; the type of gelatin and fruit used in fruited gelatin; the specific fruit used for dessert; or fruits used in a fruit cup. If vegetable soup provides the vegetable serving for the day then ensure that ½ cup of vegetable is in each portion. 26. Indicate the type of dressings for salads. Use dressings low in saturated fat and sodium. Programs must now offer at least one low-sodium salad dressing option (such as oil and vinegar) as a choice. Nutrition education emphasizing the high sodium content of salad dressings and other condiments will be a focus. 27. Specify the types and amounts of gravies, sauces, and relishes to be served. 28. Double check that the word “Fortified” is indicated for margarine, and “Vitamin C Fortified” for juice and mashed potatoes if appropriate. 29. Serving sizes and/or serving implements must be included for all items served. Example: 2 peanut butter cookies; 4 oz orange juice; 2” x 2” trans fat free cake; 2 4-oz ladles beef stew. 30. Encourage a switch from Styrofoam cups, plates, and bowls. Start using paper or reusable dishware. MEAL COMPONENTS 1. Protein—Meat, Fish, Poultry, Legumes, Eggs, and Cheese The meal shall contain 3 ounces of cooked, edible portions of meat, fish, poultry, legumes, eggs, cheese (or a combination there of) or, in casserole dishes, entrée salads, and sandwiches, 2 oz of cooked, edible portions of meat, fish, poultry or fish providing at least 15 grams of protein for one meal per day. Meat and poultry should be lean or low-fat, and nuts should be unsalted. a. If meats normally high in sodium are served for variety and client satisfaction, use low sodium versions whenever possible. b. Serve legume dishes using mature dried beans, peas, and lentils as often as possible in accordance with participant acceptance. Try to include legumes at least once per week. Each serving must provide 15gm protein. c. Legume dishes may not be counted as both a vegetable and a protein in the same meal. d. Soups containing at least one-half cup of beans, lentils, or split peas may be counted as one ounce of protein/meat. Soup containing one ounce of protein/meat must be served with an entrée containing at least two ounces of meat. e. 3 oz. tofu equals 6gm of protein. Entrees must at least have 15gm of protein. 17 2. Vegetables a. Vegetables as a primary ingredient in soups, stews, casseroles or other combination dishes must total ½ cup per serving. b. One serving of raw leafy vegetables equals 1 cup. ½ C of raw leafy greens may be served, but is counted as ½ serving. c. Legume dishes may not be counted as both a vegetable and a protein in the same meal. d. Potatoes and sweet potatoes count as vegetables. Cornbread counts as a grain, but not a whole grain. Sweet corn would be a vegetable. 3. Fruit a. A serving of fruit is generally: • Medium sized whole fruit • ½ cup fresh, chopped, cooked, frozen or canned, drained fruit • ½ cup 100% fruit juice b. Vitamin C fortified juice bases may be used as vitamin C sources, but do not count as servings of fruit. c. Fresh, frozen, or canned fruit should be packed in juice, light syrup, or water. Rinse fruit packed in heavy sugar syrup. 4. Grain/Bread A variety of whole grain products should be consumed. Recommended are those highest in fiber (barley, brown rice, buckwheat, bulgur, oats, quinoa, whole rye, and whole wheat). a. Ideally, one serving of the daily intake should be from whole grains. b. At least three of six servings of grain/bread per week shall be from whole grains. Whole grains contain 3 grams of fiber per serving. c. Grains that are processed (not whole) must be fortified. d. High sodium grains are to be used only in conjunction with low sodium entrees. This would include cornbread, biscuits, large flour tortillas and the large French rolls. 1/2 of a French roll could be used to cut sodium to 200mg. 18 5. Milk Each meal shall contain eight ounces of fortified skim, reduced fat, or buttermilk (maximum of 1% milk fat) a. Have different types of milk available (1% and non-fat) b. If religious preference precludes the acceptance of milk with the meal, it may be omitted from the menu. However another substitute (dry milk solids, fortified soy milk) should be available. 6. Fat Fat is not a requirement. Each meal may contain fat components to increase the palatability and acceptability of the meal. Trans fat free margarine or oils may be used in food preparation or served as an accompaniment to the meal. a. Fats and oils are part of a healthful diet. The type of fat consumed makes a difference to heart health, and total amount consumed is also important. • Consume less than 10% of calories from saturated fatty acids. Foods containing trans fatty acids cannot be used for preparation or service. • Keep total fat intake between 20 to 35% of calories. Use sources of polyunsaturated and monounsaturated fatty acids, such as fish, nuts, and vegetable oils. b. Select lean, or low-fat, meats, and poultry. Choose low fat or fat free beans, milk, and milk products. 7. Dessert Dessert may be provided to satisfy the caloric requirements or for additional nutrients. Encourage the use of fruit or low in fat or low in sugar dessert. Non-fruit based desserts should be served no more than once per week. a. When a dessert contains ½ cup of fruit per serving, it may be counted as a serving of fruit. b. Serve fruit daily. One serving must be fresh and other servings may be fresh, frozen, cooked or canned fruit. c. When serving pudding or Jell-o, consider using a sugar-free product for all participants. d. A high calorie, nutrient poor dessert (cake, pie) may be served once per week as long as it is trans fat free. f. If a high calorie dessert is served, consider having fruit, sugar free Jell-o or sugar free pudding available for diabetic seniors. It must be trans fat free. 19 8. Condiments and Product Substitutes a. Salt substitutes shall not be provided. b. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy creamer, salt, and sugar may be provided, but do not count as fulfilling any part of the nutrient requirements. c. Salad dressings, salsa, hot sauce, ketchup, soy sauce, mustard, mayonnaise do not need to be counted as long as they are served on the side and are not mixed in with the food. d. Shelf stable meals may be used as emergency supplies. Meals must follow menu standards. If purchased for emergencies, the meals must be used before or discarded after the use by/expiration date. e. Vitamin and or mineral supplements shall not be provided. f. Medical foods, nutritional supplements and food for special dietary uses shall not be provided with federal or state nutrition funds. 9. Beverages a. 6 to 8 ounces of water must be provided daily with the meal. The water can be bottled or can be provided from pitchers or a water cooler with cups available. c. Optional beverages (regular and decaffeinated coffee and tea) do not contribute to meeting 1/3 RDA and are not an allowable AAA expense 20 ATTACHMENT E Los Angeles County Area Agency on Aging 11.0 GREEN INITIATIVES 11.1 Contractor shall use reasonable efforts to initiate “green” practices for environmental and energy conservation benefits. 11.1.1 Contractor shall not use Expanded Polystyrene (Styrofoam) food and beverage containers in the delivery of food service for both Congregate and Home-Delivered meals. 11.1.2 Contractor shall purchase products that minimize environmental impacts, toxins, pollution, and hazards to worker and community safety to the greatest extent practicable. 11.1.3 Contractor shall purchase, to the extent possible, reusable and durable goods, biodegradable single-use products, products that include recycled content, conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine free manufacturing processes, and use wood from sustainable harvested forests. 11.1.4 Contractor shall support strong recycling markets, reduce materials that are put into landfills, and increase the use and availability of environmentally preferable products that protect the environment. 11.2 To the extent practicable, CONTRACTOR shall not use cleaning or disinfecting products (i.e., for janitorial use) that contain carcinogens, mutagens, or teratogens. These include chemicals listed by the U.S. Environmental Protection Agency or the National Institute for Occupational Safety and Health on the Topics Release Inventory and those listed under Proposition 65 by the California Office of Environmental Health Hazard Assessment. 11.3 Contractor shall notify County’s Project Manager of Contractor’s new green initiatives prior to the commencement of the Contract CITY OF AZUSA MEALS FOR THE ELDERLY NUTRITION PROGRAM BIDDER INFORMATION CATERER: _____________________________________ CAPABILITY TO PROVIDE SERVICE: 1. Staff: List employee positions and hours worked (full time equivalents) employees hours spent on the Senior Meal Program. Position # Positions Hours Per Day Days Per Week FTE Manager Cook Assistant Cook Food Service Worker Driver Other Other TOTAL: 2. Kitchen Size (sq. Ft.): _______________________ Total Meals Currently Provided Per Day:________(Do Not Include Senior Meals) Total Senior Meals Per Day: ________ Total Meals Including Senior Meals: ________ 3. Kitchen Equipment: List major refrigeration, cooking, and ware-washing appliances. Type and amount (e.g. two (2) double stacked full size convection ovens): PROVEN COMPETENCY 1. Briefly describe experience with Senior Nutrition Programs or other catering contracts (e.g. school lunch): 2. Briefly describe current business: QUALITY OF FOOD SERVED 1. Briefly describe Quality Assurance Program: 2. Attach a copy of QA Customer Questionnaire currently in use. LOCATION OF KITCHEN AND TRASPORT EQUIPMENT: 1. Attach a map showing location of the kitchen and location of congregate sites where food will be shipped. Draw a delivery route. If map is not drawn to scale, indicate distances in miles between the kitchen and various stops. N/A 2. List equipment you plan to use to transport food including type of vehicle (private car, car, van, truck, refrigerated truck, hot shot, etc.): method used to keep hot food hot (e.g. ice chests, ice blankets, insulated containers, etc.): and method used to keep cold food cold (ice chests, ice blankets, etc.). N/A BID PRICE FACT SHEET CATERER _____________________________________________________________ COST PER MEAL HOT BULK MEAL Raw Food $________________ Preparation $________________ Transit $________________ Sundry Items: Paper $________________ Other $________________ Overhead Profit $________________ TOTAL CATERED COST/MEAL $__________ BOX OR COLD LUNCH Raw Food $________________ Preparation $________________ Transit $________________ Sundry Items: Paper $________________ Other $________________ Overhead Profit $________________ TOTAL CATERED COST/MEAL $__________ FROZEN MEAL Raw Food $________________ Preparation $________________ Transit $________________ Sundry Items: Paper $________________ Other $________________ Overhead Profit $________________ TOTAL CATERED COST/MEAL $__________ HOT MEALS IN INDIVIDUAL CONTAINERS FOR HOME DELIVERED Raw Food $________________ Preparation $________________ Transit $________________ Sundry Items: Paper $________________ Other $________________ Overhead Profit $________________ TOTAL CATERED COST/MEAL $__________ SAMPLE Nutrition Service Provider: _________________________________________________ CATERING BID EVALUATION Rater____________________________________________ Date __________________ Applicant_______________________________________________________________ CRITERIA Excellent 5 Good 4 Average 3 Fair 2 Poor 1 Cost Capability to provide service kitchen size and equipment, and staff for preparing meals Proven Competency Quality of Food Location of Kitchen in Relation to Sites: Equipment to Transport Food TOTAL POINTS/SCORE: ________ (100 Points Possible) COMMENTS: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ 1 FOR AAA USE ONLY County of Los Angeles DRAFT FOOD SERVICE AGREEMENT THIS AGREEMENT, executed in duplicate at Los Angeles, California, is made by and between the City of Azusa, a California profit/nonprofit corporation, hereinafter referred to as the Contractor, and___________________________________________________. hereinafter referred to as the Subcontractor. WITNESSETH WHEREAS, the Contractor and the County of Los Angeles, hereinafter referred to as the County, have entered into an Agreement which authorizes the Contractor to provide certain services, said Agreement being Number AAA-ENP 16-20 of County Contracts, dated _______________________________and: WHEREAS, the aforesaid Agreement provides that the Contractor may subcontract for certain professional serviced subject to prior County approval: and WHEREAS, the Contractor desires to engage the Subcontractor to provide professional services as detailed elsewhere in the Agreement: and WHEREAS, the Subcontractor desires to perform and provide such services: NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the Contractor and the Subcontractor agree as follows: 2 AGREEMENT Section 1. Statement of Work and Schedule The Subcontractor shall perform and provide the services set forth in the Food Service Specifications, which is attached hereto as Attachment 1 and by this reference incorporated herein. The rights and obligations of the parties to this Agreement shall be subject to and governed by said Food Service Specifications as well as by the general provisions herein. Section 2. Representative of the Parties and Service of Notice The representatives of the respective parties who are authorized to administer this Agreement and to whom formal notices, demands and communications shall be given are as follows: A. The representative of the Contractor shall be, unless otherwise stated in the Agreement: Lenore Gonzales, Recreation Supervisor 740 N. Dalton Ave. Azusa, CA 91702 (626) 812-5220 B. The representative of the Subcontractor shall be: ___________________________________________ (Name and Title) ___________________________________________ (Address) ___________________________________________ ____________________________________________ (Phone) Section 3. Compensation to the Subcontractor The Contractor shall pay to the Subcontractor an amount not to exceed ($____________) for complete and satisfactory performance of the terms of this Agreement. The Subcontractor shall be paid for providing services set forth in Attachment 1. Payment shall be made on a monthly basis (weekly, bi-weekly, monthly, etc). Section 4. Time of Performance The term of this Agreement shall commence on July 1, 2016 and end June 30, 2020 provided that said term is subject to the provisions of Section 14. Indemnity, Liability, and Insurance Requirements and Section 18, Termination and availability of Federal funds through the Area Agency on Aging. 3 In the fiscal year 2016-17 there are 248 serving days including the following holidays and special occasions: Month: Holiday: July Fourth of July, (center closed) 7/4/16 August Luau – August 18, 2016 (evening event) September Labor Day, (center closed) 9/5/16 October Columbus Day, (center closed) 10/10/16 November Veteran’s Day, 11/11 & 11/14 & Thanksgiving Holiday, 11/24 & 11/25/16, (center closed) December Volunteer Breakfast, 12/14/16 & Christmas, (center closed) 12/26/16 January New Years, 1/2/17 & Martin Luther King Day, 1/16/17, (center closed) February President’s Day, 2/20/17, (center closed) March St. Patrick’s Day (holiday menu) April Easter (holiday menu) May Memorial Day, 5/22/17, (center closed) & Volunteer Appreciation Dinner, 5/17/17 June n/a Section 5. Notices, Demand, and Communications A. Formal notices, demands, and communications to be given hereunder by either party shall be made in writing and may be effected by personal delivery or by registered or certified mail, return receipt requested and shall be deemed effective as of the date of mailing. B. Such notices, demands, or communications shall be addressed as set forth below: (1) For the Contractor: authorized signatory Lenore Gonzales, Recreation Supervisor City of Azusa Senior Center 740 N. Dalton Ave. Azusa, CA 91702 (2) For the Subcontractor: ____________________________________________ ____________________________________________ ____________________________________________ _____________________________________________ C. If the name of the person designated to receive the notices, demands, or communications or the address of such person is changed, written notice shall be given in accord with this section within five (5) working days of said change. 4 Section 6. Audit Records and Bonding A. The Subcontractor shall maintain financial records and reports related to funds received under this Agreement. B. The Subcontractor shall maintain books, records, documents, and other accounting procedures and practices which reflect all costs of any nature, including cost of raw food and labor costs expended in the performance of the Agreement. C. These records shall be subject to audit or inspection by duly authorized County, State or Federal personnel. D. The Subcontractor shall maintain all books, records, and other documents relative to this Agreement for three (3) years after final payment or audit by the United States Department of Health and Human Services, the California Department of Aging, the County of Los Angeles Area Agency on Aging or five (5) years if no audit has occurred. E. The Subcontractor shall provide to the Contractor, on an annual fiscal year basis, on Insurance Certificate that all persons handling funds received or disbursed by this Agreement are covered by Fidelity Insurance, Liability Insurance, Workman’s Compensation Insurance and applicable Automobile Insurance. F. The Subcontractor shall provide, on an annual basis, an official copy of the Certified Public Accountant audit which shall be conducted following generally accepted audit practices, to determine that there has been a proper accounting for and use of contract funds. All records of the Subcontractor bearing upon food purchases, storage, and food preparation directly related to said program under this Agreement shall be made available to the Contractor upon request. G. The Subcontractor shall furnish reports as required by the Contractor, Los Angeles County Area Agency on Aging, California Department of Aging, and U.S. Administration on Aging. H. The subcontractor shall use standardized recipes which meet HACCP requirements as part of their HACCP Program and which shall be available to Contractor and Los Angeles County Area Agency on Aging for review. I. The Subcontractor shall supply raw food and labor costs to the Contractor as needed J. The Subcontractor shall permit periodic monitoring of contracted activities by Contractor, Dietary Administrative Support Services Contractor, County, State or Federal personnel. Section 7. Amendments to Agreement Any changes in the terms of this Agreement, including changes in the scope of services to be performed by the Subcontractor and any increase or decrease in amount of compensation which are agreed to by the Contractor and the Subcontractor, shall be incorporated into this Agreement by a written amendment properly executed by both parties. Prior written approval shall be received from the Area Agency on Aging. 5 Section 8. Permit and Licenses The Subcontractor shall hold valid permits, licenses, certificates, and other documents as are required by the State, County, City or other governmental or regulatory bodies to legally engage in and perform the services to be provided under this Agreement such as public health license, L.A. County Health Department Inspection Reports, Annual Fire Inspection Certificates, and other documents attached for County’s approval. The Subcontractor shall notify the Contractor of any suspension, termination, lapses, non-renewals, or restrictions of required licenses, certificates, or other documents which may be cause for termination of the Agreement. Section 9. Conflict of Interest A. The Subcontractor, during the period to be covered by this Agreement, shall have no interest, direct or indirect, with respect to the Contractor which would create a conflict of interest. B. No member, officer, or employee of the Contractor and no official, officer, or employee of the County of Los Angles who exercises any responsibilities or functions with respect to the Contractor during his tenure or for one year thereafter, shall have any interest, direct or indirect, in the Agreement or the proceeds thereof. C. The Subcontractor warrants that no person has been employed to solicit or secure this Agreement upon any agreement for a commission, percentage, brokerage, or contingent fee. Breach of this warranty shall give the Contractor the right to terminate this contract or, at the discretion of the Contractor, to deduct from the Subcontractor’s fees the amount of such commission, percentage, brokerage, or contingent fee. Section 10. Independent Contractor Status of the Subcontractor The parties agree that the performance of the Subcontractor’s services hereunder shall be in the capacity of an Independent Contractor and that no employees of the Subcontractor have been, are, or shall be employees of the Contractor or County by virtue of this Agreement, and the Subcontractor shall so inform each employee organization and each employee who is hired or retained under this Agreement. Section 11. Assignment or Transfer of Interest The subcontractor shall not assign or transfer any interest in this Agreement except that claims for monies due or to become due from the Contractor under this Agreement may be assigned to a bank, trust company, or other financial institution, or withheld by the County. Section 12. Applicable Sections of Agreement Between the County of Los Angeles and the Contractor The Contractor and the Subcontractor agree that all conditions set forth in the Agreement between the County and Contractor, as applicable in the performance of this Agreement, are hereby included herein by reference as though set forth herein in full. Referenced sections are available at the Contractor and the Community and Senior Services of Los Angeles County for review during normal business hours. 6 Section 13. Discrimination Prohibited A. The subcontractor shall no discriminate against any employee or person served on account of race, color, sex, religious background, ancestry, national origin, or disability in its performance of this contract, and hereby agrees to comply with all Federal, State, and County laws or regulations pertaining hereto including the American Disability Act and applicable Civil Rights Acts. B. It is expressly understood that upon receipt of evidence of such discrimination, the Contractor shall have the right to terminate said contract. C. Affirmative Action: A written affirmative action plan, embodying both (1) goals and timetables of minority manpower utilization and (2) specific affirmative action steps directed at increasing minority utilization by means of applying good faith efforts to carry out such steps is to be included. Section 14. Indemnity, Liability, and Insurance Requirements A. The Subcontractor agrees to indemnify and hold harmless the Contractor and the County of Los Angeles, their officers, employees and assigns, against any and all claims arising from acts, omissions, or negligence of the Subcontractor, its officers or employees. The Subcontractor shall defend any suit against the Contractor and County alleging personal injury, sickness, or disease arising out of meals served at the project sites (or home delivered) provided food is served one hour after delivery (or eaten immediately after home delivery). B. The Contractor shall promptly notify the Subcontractor in writing of any claims against the Subcontractor or Contractor and, in the event of a suit being filed. The Subcontractor shall promptly forward to the Contractor all papers in connection therewith. The Contractor shall not incur any expenses or make any settlement without the Subcontractor’s consent. However, if Subcontractor refuses or neglects to defend any such suit, the Contractor may defend, adjust, or settle any such claim and the cost of such defense, adjustment, or settlement, including reasonable attorney’s fees shall be charged to the Subcontractor. C. The Subcontractor shall furnish proof on the form of a hand signed certificate of insurance that he/she carries insurance in the minimum amounts listed below prior to commencement of performance under this Agreement. Such coverage shall be maintained currently effective until receipt of final payment under the terms of this Agreement. 1) Comprehensive General Liability (including Product Liability) $1,000,000 Combined Single (CSL) Minimum 2) Professional Liability $1,000,000 Per Occurrence D. Comprehensive Auto Liability (owned an non-owned) Bodily Injury $100,000 each person $300,000 each accident $300,000 aggregate products 7 Property Damage $ 50,000 each accident $250,000 aggregate operations $250,000 aggregate protection $250,000 aggregate products $250,000 aggregate contractual E. Worker’s Compensation Statutory limit in accordance with Section 3700 and 3800 of the Labor Code of the State of California F. Additional Insured The Contractor (name of contractor) and County of Los Angeles shall be named as additional insured on all policies or certificates. G. Cancellation Notice 30 day Notice of Cancellation shall be mailed to the Contractor and County of Los Angeles Area Agency on Aging at 3175 W. 6th Street Suite 414, Los Angeles, CA 90020 H. In the event any new or additional meal locations are started, the insurance carrier shall name all new or additional sites as insured under the policy. I. Failure on the part of the Subcontractor to procure or maintain require insurance shall constitute a material breach of agreement and Contractor may immediately terminate or suspend this Agreement. Section 15. Compliance with Statutes and Regulations A. In the performance of this Agreement the Subcontractor shall obey all laws of the United States, the State of California , and the ordinances, regulations, policies, codes, and provisions of the County of Los Angeles and Area Agency on Aging. B. The Subcontractor shall conform to the nutrition requirements under Title III-C of the Older Americans Act of 1965, as amended, including providing the minimum Title III-C requirement per person of one third of the Recommended Daily Dietary Allowance (RDA). C. The Subcontractor shall comply with the California Uniform Retail Food Facilities Law (CURFFL), the Hazard Analysis and Critical Control Point (HACCP) requirements and AAA Policies and Procedures for Senior Nutrition Sites, Central Kitchens and Home Delivered Meals. Section 16. Federal, State and Local Taxes Federal, State, and local taxes shall be the responsibility of the Subcontractor as an independent contractor and not as a Contractor employee. Section 17. Renewal Options This agreement is for one year only. It is optional on the part of the Contractor to renew the Agreement if desired. However, all agreements must be put out to bid during the AAA RFP period. Contractors must publicly bid on subsequent project year food contract. Bids will be awarded based on cost, capacity to provide service, proven competency, quality of product, proximity of meal locations or other justifiable reasons subject to review and acceptance by the AAA. 8 Section 18. Termination This Agreement may be terminated by the Contractor at any time within the period of its duration upon not less than thirty (30) days written notice by the Contractor to the Subcontractor or immediately for cause. The Subcontractor may terminate this contract upon not less than thirty (30) days written notice to the Contractor. Notice shall be as provided in Section 5 herein. In addition, the contract may be terminated because of lack of funds, repeated citations by the Area Agency on Aging, and failure to make corrective actions required by the Area Agency on Aging. In the event funds to finance this contract, or part of this contract, become unavailable, the obligations of each party hereunder may be terminated upon no less than ten (10) days written notice to the other party. Said notice shall be delivered by certified mail, telegram or in person. The Area Agency on Aging shall be the final authority as to the availability of Federal or State funds. Waivers of breach of any provision of the contract shall not be construed to be a modification of the terms of the contract. Section 19. Negotiation of Disputes Any disputes of law or fact between the Contractor and the Subcontractor shall be settled between the parties concerned in such a manner that it will not delay or adversely affect the performance of the Contractor. Should any questions still remain unresolved, the dispute will be submitted to the Director of the Area Agency on Aging or his designee to render a decision. Said decision will be binding upon the Contractor and the Subcontractor. Section 20. Prior Approval of Subcontracts The Subcontractor shall not enter into any subcontracts, for all or part of the services contemplated under this Agreement without obtaining prior written approval of the Contractor and the Area Agency on Aging which shall then be made a part of the original Agreement. No subcontracts shall be approved which would incur an obligation higher than the original agreed upon price. Section 21. Fair Labor Standards Compliance Subcontractor agrees to indemnify, defend, and hold harmless the County of Los Angeles and Contractor, its agents, officers, and employees from any and all liability including, but not limited to, wages, overtime pay, liquidated damages, penalties, court costs, and attorney’s fees arising under any wage and hour law including, but not limited to, the Federal Fair Labor Standards Act, for services performed by the Subcontractor’s employees for which the Contractor or County may be found jointly or solely liable. Section 22. Citizenship Laws Subcontractor and Contractor warrants their full compliance with all laws regarding employment of aliens and others, and that all its employees performing services hereunder meet the citizenship or alien status requirements contained in Federal Immigration Reform & Control Act of 1986. Subcontractor and Contractor shall obtain, from all covered employees services hereunder, all verification and other documentation of employment eligibility status required by Federal statutes and regulations as they currently exist and as they may be hereafter amended. Subcontractor and Contractor shall retain such documentation for all covered employees for the period prescribed by law. Subcontractor and Contractor shall indemnify, defend and hold harmless the County, its officers, and employees from employer sanctions and any other liability which may be assessed against Subcontractor and Contractor of County or both in connection with any alleged violation of Federal statutes or regulations pertaining to the eligibility for employment of persons performing services under this contract. 9 Section 23. Subcontractor Staffing Requirements To assure that meals are prepared in a safe, sanitary environment, in compliance with the California Health and Safety Code, the AAA Standard Operating Procedures Manual, the Subcontractor shall comply with the following requirements: The Subcontractor shall hire a part-time Registered Dietitian (minimum 20 hours a week) who possesses a Bachelor’s degree and/or Master’s Degree in Nutrition/Dietetic with an institutional food service management emphasis from an accredited college or university, for supervision of the food services operation within the catering company and/or central kitchen, or The Subcontractor shall hire a qualified Food Service Manager who possess a B.S. degree in Food and Nutrition with emphasis on food service management or restaurant management from an accredited college or university, plus two (2) years professional experience as a food service supervisor; no less than six (6) years of experience in the food service industry at a supervising level can be substituted for the 4 year degree requirements. The Subcontractor must submit, to the Contractor, the registration I.D. number and expiration date of the Registered Dietitian along with complete verifiable resumes of the Registered Dietitian or Food Service Manager for the County’s AAA approval. The County may, at its sole discretion, waive this requirement or for repeated deficiencies or non compliance, require the Subcontractor to fill both positions, and/or to expand the required positions to full time positions. Section 24. Date of Execution The parties hereto agree that the first party to execute this Agreement shall enter the date executed in the blank provided herein on both duplicate originals, which date shall be the date this Agreement is made, provided, however, that the term shall be for the period set forth in Section 4 herein. Section 25. Complete Agreement This Agreement, Appendices, and Addendum if applicable and Attachment 1, contains the full and complete agreement between the two parties and incorporated herein by reference. No verbal agreement or conversation with any officer or employee of either party shall affect or modify any of the terms and conditions of this Agreement. IN WITNESS WHEREOF, the Contractor and the Subcontractor have caused this Agreement to be executed by their duly authorized representatives. Executed this ____ day of _______________ Executed this __________________ day of ____________________, 201___________ For: For: ____________City of Azusa___________ ____________________________________ 10 (Name of Contractor) (Name of Subcontractor) By: _______________________________ By: ________________________________ Joseph R. Rocha, Mayor Social Security Number ____________________________ Attest: _____________________________ City Business Jeffrey Cornejo, City Clerk License _____________________________ Expiration Date _______________________ ADDENDUM OTHER REQUIREMENTS SUBCONTRACTOR SHALL: 1. Prepare meals in the Azusa Senior Center Kitchen, 740 N. Dalton Ave., Azusa, CA. 2. Clean and care for all equipment (and that belonging to the City) used during meal preparation. 3. Discuss with Senior Center Staff any concerns regarding need for additional equipment and containers for meal preparation/presentation. Purchase of said items may be negotiated. 4. As deliveries from vendors are received, appropriate items shall be dated and stored on shelves. Dispose of boxes. 5. Must stay in accordance with the Los Angeles County Department of Health regulations, receiving a letter grade of A, 95% or higher at all inspections. 6. Must organize and plan deliveries from other subcontractors during catering staff’s work hours. Catering staff must be present for deliveries or services that are necessary for caterer’s equipment. 7. Retain ownership of all food and supplies located and stored at the Azusa facility for which Contractor has been invoiced by the vendor, properly label according to Los Angeles County Department of Health. 8. In the event that subcontractor purchases or provides additional equipment or small wares required to prepare and provide meals, that equipment and small wares shall remain the property of subcontractor. Subcontractor will be solely responsible for the maintenance and replacement of additional equipment. Subcontractor shall remove the additional equipment upon termination of this agreement. 9. Contractor shall pay for separate phone line to kitchen office. 10. Keep floors clean in the dry storage room, walk-in freezer and refrigerator (daily as needed). 11. Clean stove, oven and hood areas daily. 12. Subcontractor will make contractor aware of all other Nutrition Programs being served out of the Azusa Senior Center. 13. Abide by the daily cleaning schedule as required by Los Angeles County and the City of Azusa Senior Center. 14. Work closely with the Nutrition Site Manager on any additional items that need to be ordered, such as monthly birthday ice cream and crackers for soup, etc. (additional items in need of ordering would be paid by the Azusa Senior Center Nutrition Site Council/Azusa Senior Center). 15. Sponsor the Volunteer Holiday Appreciation Breakfast in December and Volunteer Appreciation Dinner in May of each year, anticipating 125 volunteers in attendance. 16. Attend all required CNS and County meetings and trainings. 17. Provide at the expense of the caterer, cake and ice cream of good quality for the monthly birthday celebrations which are held on the last Tuesday of the month. 18. Have a staff person in kitchen at all times, in particular when food is out of refrigerator for preparation purposes or when food is cooking. CITY OF AZUSA SHALL: 1. Be responsible for repair of any City owned equipment. 2. Pay for gas and electricity. 3. Contract with maintenance service to empty trash and mop floors. 4. Be responsible for cleaning the facility as mutually agreed upon in a to-be-decided task list. 5. Be responsible for the cost of all pest control and extermination procedures. PRIOR TO ENTERING AGREEMENT: A complete inventory of all capital equipment and small wares as well as their condition will be taken by Azusa and Contractor at the start of this agreement. Annual inventories and audits of conditions will be taken by Azusa and Contractor. Upon termination of agreement, all items according to the latest inventory must be returned to the Azusa Senior Center in the same condition as received, less consideration for normal wear and tear.