HomeMy WebLinkAbout2001-06-05; City Council; 16206; Senior Center Meal ServicesCITY OF CARLSBAD - AGENDA BILL
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IITG. 6 -5-d REJECTION OF A PROPOSAL &
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AUTHORIZATION TO ISSUE A NEW REQUEST
FOR PROPOSAL FOR SENIOR CENTER MEAL SERVICES CITY MGR. *a.
IECOMMENDED ACTION:
Staff recommends Council adopt Resolution No. %-is, rejecting the proposal of Ranch
Catering and authorizing the re-issue of a new request for proposal for establishment of an
agreement for senior meal services.
The City of Carlsbad Senior Center serves approximately 150 congregate meals each weekday
in their facility as part of their Senior Citizen Nutrition Program. This number increases to about 250 meals on Thanksgiving, Christmas and other special events. In addition, the Senior Center
delivers over 250 meals per week to the homes of senior citizens. Frozen home meals are offered for use as evening or weekend meals. These services have been offered to the
community since Council approval in 1987. Unfortunately, the Contractor with which the City entered into an agreement in March 2000 provided service to the City that fell below the
standards of the San Diego County Aging and Independence Services office and the Carlsbad
Senior Center staff. Staff decided not to renew that agreement, contracted with an organization
to provide meals on a temporary basis, and issued a request tir proposal for a new agreement.
In accordance with Section 3.28.140 of the Municipal Code requests for proposals were sent to
ten organizations. Ranch Catering submitted the only proposal. The proposal was evaluated in
the areas of overall responsiveness to the RFP, cost of meals, strength of references (including
services to the City of Carlsbad), and food service experience.
Senior Center Staff found that Ranch Catering is located about 33 miles from the Senior Center.
This caused concern in the areas of food holding times and reliability of delivery times. There is a two-hour food holding time specification stated by the County. Staff is concerned that if there is
any significant traffic congestion this time would be exceeded and meals would arrive unfit to consume. Also, by attempting to prepare meals earlier to assure meals arrive on time, there is
the increased chance that meals muld arrive after expiration of the hold time.
When Staff evaluated the references for Ranch Catering, they found weaknesses in their bulk
catered meal services. The references were not positive enough to consider an effort to
overcome the distance issue with this caterer. Based on the evaluation by the Senior Program
Coordinator and staff, it is recommended that the proposal be rejected and a new request for
proposal be issued. Staff will poll vendors who received previous request for proposal (RFP)
packages, determine the reasons for lack of response, modify the RFP if necessary and re-
issue.
FISCAL IMPACT
No additional impact is expected. The current “temporary’ contractor is willing to provide meals
at the price stated in the previous contract.
EXHIBITS
Resolution No. dm/ 4 /s#.
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RESOLUTION NO. 2001-158
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, REJECTING A PROPOSAL AND AUTHORIZING
ISSUING OF A NEW REQUEST FOR PROPOSAL.
WHEREAS, the City of Carlsbad requires the services of a meal preparation contractor to
support the Senior Citizen Nutrition Program, and;
WHEREAS, proper bidding procedures have resulted in the receipt of only one proposal, that
proposal being from a vendor who was disqualified during the evaluation of their proposal;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as follows:
1. The bid of Ranch Catering, 1895 Camino del Rio South, San Diego CA is hereby rejected.
2. The Purchasing Officer is hereby authorized to issue a new request for proposal for these
services.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of
Carlsbad held on the 5th day of June , 2001, by the following vote, to wit:
AYES: Council Members Lewis, Kulchin, Nygaard, and Hall.
NOES: None.
ABSENT: Council Member Finnila.
ATTEST: _
M. WOOD, City Clerk