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HomeMy WebLinkAboutE-4 Staff Report - Caterer ExtensionCONSENT ITEM E-4 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MIKI CARPENTER, COMMUNITY RESOURCES DIRECTOR DATE: JUNE 15, 2020 SUBJECT: APPROVE AMENDMENT NO. ONE TO AGREEMENT WITH VALLEY SERVICES, INC. DBA BATEMAN COMMUNITY LIVING FOR ELDERLY NUTRITION CATERING PROGRAM AT THE SENIOR CENTER BACKGROUND: Since 1978, the City has provided senior meals to elderly residents of the community. The Elderly Nutrition Program is partly funded with federal dollars for the Los Angeles County Area Agency on Aging, which administers the program. On July 18, 2016, the City Council approved an agreement with Valley Services, Inc. dba Bateman Community Living to provide those meals through June 30, 2020 for an annual contract amount not to exceed $124,270. Due to COVID19 additional meals for elderly residents have been and will continue to be provided. Based on the addition of those meals, additional funds are needed in the current fiscal year and in next fiscal year, and the blanket purchase order needs to be increased. Additionally, the County recently advised us that our contract with them will be extended through June 30, 2021 and therefore we’d like to extend our contract with the caterer, Valley Services, Inc. dba Bateman Community Living. RECOMMENDATION: Staff recommends the City Council take the following actions: 1)Approve Amendment No. One to Agreement with Valley Services, Inc. dba Bateman Community Living; and 2)Authorize the City Manager to execute the agreement, in a form acceptable to the City Attorney; and 3)Approve necessary budget amendment(s) and adjust the current fiscal year budget and blanket purchase order accordingly. APPROVED CITY COUNCIL 6/15/2020 Valley Services, Inc. dba Bateman Community Living Amendment No. One June 15, 2020 Page 2 ANALYSIS: The Azusa Senior Center Elderly Nutrition Program caters to over 400 individuals and serves over 39,000 meals annually to the elderly of the community. The Elderly Nutrition Program is an integral part of the services the Azusa Senior Center offers to residents through the provision of a nutritious lunch. At the onset of COVID19, though seniors were unable to come to the Senior Center to receive these meals, meals continued to be provided through delivery. As many seniors were unable to get out for groceries and/or interact with family members, the number of requested meals increased significantly. Since it is anticipated the Senior Center will remain closed for the immediate future, additional funds for the elderly nutrition catering program are being requested in this fiscal year’s budget as well as FY20- 21. Additional funding from the Los Angeles County Area Agency on Aging has been awarded to offset these costs. Typically, the City’s contract with Los Angeles County is for a period of four (4) years with a requirement to go out to bid for the elderly nutrition catering at the end of each four-year period. Staff recently received notification from the County that Azusa’s contract would be extended through June 30, 2021 and therefore we are requesting extension of the catering contract as well. This Amendment increases the annual not to exceed contract amount to $154,270 for both FY19/20 and FY 20/21 and extends the catering agreement through June 30, 2021. FISCAL IMPACT: The City receives a sub-award in the amount of $222,222 per year from the Los Angeles County Area Agency on Aging. Additional funding in the amount of $31,000 was awarded due to COVID19, which can be rolled over to FY20/21 if needed. Prepared by: Reviewed and Approved: Nikki Rosales Miki Carpenter Senior Management Analyst Director of Community Resources Reviewed and Approved: Sergio Gonzalez City Manager Attachment: 1) Amendment No. One to Agreement with Valley Services, Inc. dba Bateman Community Living 1 FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF AZUSA AND VALLEY SERVICES, INC. DBA BATEMAN COMMUNITY LIVING FOR ELDERLY NUTRITION PROGRAM MEAL SERVICES ARTICLE 1. PARTIES AND DATE This first amendment to the Elderly Nutrition Program Meal Services Agreement (“First Amendment”) is entered this 15th day of June, 2020, by and between the City of Azusa (“City”) and Valley Services, Inc. dba Bateman Community Living (“Contractor”). ARTICLE 2. RECITALS 2.1 WHEREAS, the City and the County of Los Angeles, hereinafter referred to as the County, entered into a County Agreement which authorizes the City to provide elderly nutrition program services; and 2.2 WHEREAS, the aforesaid County Agreement provides that the City may subcontract for certain professional services; and 2.3 WHEREAS, the City and the Contractor entered into an Agreement for provision of elderly nutrition program meal services which expires June 30, 2020; and 2.4 WHEREAS, due to COVID19, additional elderly nutrition program meals were required during FY19-20 and are anticipated to be needed in FY20-21 in order to address the needs of Azusa’s seniors; and 2.5 WHEREAS, Section 7 of the Agreement requires any changes to the Agreement to be formalized by an amendment executed by both parties; and 2.6 WHEREAS, the City and the Contractor have mutually agreed to increase the total annual compensation to accommodate the aforementioned items; and 2.5 WHEREAS, the City and the Contractor wish to extend the term of the Agreement one additional year as allowed by the City’s procurement policy; NOW, THEREFORE, THE PARTIES DO HEREBY AGREE TO THE FOLLOWING: 1. 3. Compensation to the Contractor. Section 3 is hereby replaced, in its entirety, with the following: 3 Compensation to the Contractor. The City shall pay to the Contractor an annual amount not to exceed $154,270 for complete and satisfactory performance of the terms of this Agreement. The Contractor shall be paid for providing services as set forth in Attachment 1. Payment shall be made on a monthly basis. Attachment 1 2 Price per meal C-1 = $3.30 per meal C-2 = $3.40 per meal Frozen = $3.75 per meal 2. 4. Time of Performance. The first paragraph of Section 4 is hereby replaced, in its entirety, with the following: 4. Time of Performance. The term of this Agreement shall commence on July 1, 2016 and end June 30, 2021 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. 17. Renewal Options is hereby replaced, in its entirety, with the following: 17. Renewal Options This Agreement is good for one year terms available for renewal if the City and the Contractor so desire, through 6/30/21 or when the City releases the AAA RFP for provision of the elderly nutrition program meals. This is the maximum number of years available for renewal based on the City’s purchasing policy. 4. Continuing Effect of Agreement: Except as amended by this First Amendment, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this First Amendment, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement as amended by the First Amendment. 5. Adequate Consideration: The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this First Amendment. 6. Counterparts: This First Amendment may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument. SIGNATURES ON NEXT PAGE 3 IN WITNESS WHEREOF, City and Contractor have executed this First Amendment as of the date first written above. CITY OF AZUSA VALLEY SERVICES, INC., DBA BATEMAN COMMUNITY LIVING By: By: Sergio Gonzalez City Manager Attest: By: Jeffrey Lawrence Cornejo, Jr. City Clerk Approved as to Form: By: Best Best & Krieger LLP City Attorney