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HomeMy WebLinkAbout2007-09-18; City Council; 19169; SD County Aging and Independence ServicesCITY OF CARLSBAD - AGENDA BILL AB# MTG. DEPT. 19,169 9-18-07 RECREATION AMENDMENT TO CONTRACT WITH AND GRANT AWARD FROM SAN DIEGO COUNTY AGING AND INDEPENDENCE SERVICES DEPT. HEAD V^V CITY ATTY. fe> CITY MGR.<-gJ> RECOMMENDED ACTION: City Council adopt Resolution No. 2007-248 accepting the grant award from and amending the contract (Amendment No.2) with the San Diego County Aging and Independence Services (A.I.S.) to provide congregate meals, home delivered meals and transportation services for Fiscal Year 2007-08. ITEM EXPLANATION: Since January 13,1987 the City of Carlsbad has contracted with the County of San Diego Area Agency on Aging (AAA), now known as the County of San Diego Aging and Independence Services (A.I.S.), to provide congregate meals, home delivered meals and transportation services for the seniors of Carlsbad. On September 19, 2006 the City Council approved the Fiscal Year 2006-07 Nutrition Program Contract and funding with a four year option for renewal. In order for the City to continue to provide these services, it is necessary for the City Council to accept the grant and approve the contract Amendment No. 2 (Exhibit 2) with A.I.S. for Fiscal Year 2007-08. FISCAL IMPACT: The total grant award from A.I.S. to provide congregate, home delivered meals and transportation services for the Fiscal Year 2007-08 is $156,557 revising the maximum total contract amount to $750,000 if all options to extend the contract are exercised. The contract funding for the next three option years may be adjusted annually based on an increase or decrease in the number of meals served and transportation trips provided. The City of Carlsbad General Fund does support the A.I.S. contract by providing such things as heat and light, vehicle maintenance, additional food, etc., all of which has been approved in the 2007-08 operating budget. ENVIRONMENTAL REVIEW: Pursuant to Public Resources Code Section 21065 and CEQA Guidelines Section 15738, this amendment does not constitute a "Project" within the meaning of CEQA and therefore, does not require an environmental review. EXHIBITS: 1. Resolution No. 2007-248 amending the contract with County of San Diego and accepting the grant for nutrition services to Carlsbad seniors. 2. County of San Diego Aging and Independence Services Contract Amendment. DEPARTMENT CONTACT: Gail Lynn, 760-602-4682 ; i FOR CITY CLERKS USE ONLY. COUNCIL ACTION:APPROVED DENIED CONTINUED WITHDRAWN AMENDED / B'aaao CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER - SEE MINUTES 0a Da EXHIBIT 1 1 RESOLUTION NO. 2007-248 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, TO AMEND THE CONTRACT 4 WITH THE COUNTY OF SAN DIEGO AGING AND INDEPENDENCE SERVICES AND ACCEPTING THE 5 GRANT FOR CONGREGATE MEALS, HOME MEAL DELIVERY AND TRANSPORTATION SERVICES. 6 7 WHEREAS, on August 7, 2007 the County of San Diego, Aging and8 9 Independence Services (A.I.S.) approved contract amendment Number 2 and grant 10 award with the City of Carlsbad to provide congregate meals, home delivered meals, 11 and transportation services; from July 1, 2007 to June 30, 2008 and; 12 WHEREAS, the City Council desires to approve the contract amendment and 13 accept the grant; 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 15 California, as follows: 16 1. That the above recitations are true and correct. 17 2. That the City Council approves contract amendment Number 2 and 18 accepts the grant for Fiscal Year 2007-08 (Exhibit 2) between the City of 20 Carlsbad and the County of San Diego, A.I.S. in the amount of one hundred fifty 21 six thousand five hundred and fifty seven dollars ($156,557) to provide 22 congregate meals, home delivered meals and transportation services for senior 23 citizens. 3. That the City Manager is authorized to execute the agreements on 25 behalf of the City. 26 // 27 28 EXHIBIT 2 COUNTY OF SAN DIEGO - DEPARTMENT OF PURCHASING AND CONTRACTING CONTRACT AMENDMENT County Contract No: 513847 Amendment No: 02 To: City of Carlsbad. Pursuant to the contract changes clause, you are directed to make the changes described herein to the Contract or do the following described work not included in the previous agreed on Statement of Work. Title of Contract, Project, or Program: Senior Nutrition Services Effective Date: July 1,2007 Description of Contract Change(s) and/or Work to Be Done: 1. The Signature Page of the Pro Forma Service Agreement is modified as follows: a. Compensation. The compensation for Option Year One Fiscal Year 2007-2008 is $ 156,557.00. The revised total contract price is now $750,410. PLEASE NOTE: A copy of the revised "Signature Page" is attached for your convenience. Do not remove and replace the "Signature Page" with the attached sample. Description of Additional Contract Change(s) and/or Work to Be Done: 2. Exhibit A, Performance Work Statement, is modified as follows: a. Section 4, Deliverables. 4.1 Reference to maximum number of annual Congregate meals is removed and referred to in Exhibit C, section 2. 4.2 Reference to maximum number of annual Home Delivered meals is removed and referred to in Exhibit C, section 2. 4.4 Reference to contracted units of transportation annually is removed and referred to in Exhibit C, section 2. 4.7 Provision "Contract period" is removed. b. Section 5, Payment for Services. 5.1 Provision regarding "Contractor will be paid" is removed. Provision 5.2 "Contractor shall submit" is renumbered as 5.1. Sentence in reference to Net 30 days is removed. c. Section 6, General Requirements for Service Delivery 6.2 Provision regarding "Eligible Contractor" is removed. Provision 6.3 is renumbered as 6.2 and "Contractor shall ensure" is added. 3. Exhibit C, Fiscal Terms & Conditions and Pricing Schedule, is modified as follows: a. Section 1, Compensation: Paragraph beginning with "...Contractor shall be compensated..." and ending with "... (CDA)... is removed and replaced with new paragraph "... The compensation listed..." and ending with "... end of the fiscal year...". b. Provisions 1.1 through 1.3.2 are removed. c. Section 2, Service Units and Rates: Column 1, " Reference Compensation Paragraph" is revised to read "Exhibit A Paragraph Reference." Please remove and replace the following: 1. Exhibit A with attached document with pages marked AMENDMENT # 02. 2. Exhibit C with attached document with pages marked AMENDMENT # 02. All other Terms and Conditions remain in effect. Rev 7/1/07 CONTRACT AMENDMENT TO CONTRACT #513847 1of2 COUNTY OF SAN DIEGO AGREEMENT NUMBER 513847 AGREEMENT WITH CITY OF CARLSBAD FOR SENIOR NUTRITION PROGRAM EXHIBIT A - PERFORMANCE WORK STATEMENT 1. Scope of Work The Senior Nutrition Program provides nutritionally sound meals and social services throughout San Diego County to individuals sixty (60) years old and older in two (2) settings, congregate (group setting) at Senior Dining Centers, and home delivered to frail seniors. Transportation is provided, or arranged, to and from Senior Dining Centers. There is no charge to the senior for these services although donations are accepted. Nutrition services assist older individuals to live independently by promoting better health and reduced isolation through a program of coordinated congregate meal, home-delivered meal, and supportive services. Priority is given to serving persons with the greatest economic or social needs, in particular low- income minority individuals. 2. Background The Senior Nutrition Program is funded through Title HI of the Older Americans Act, www.aoa.gov/. a federal program administered by state and county governments and operated under rules, policies and regulations of the California Department of Aging (CDA). This program began in the County of San Diego, Aging & Independence Services (AIS), in 1975 and has increased to 25 current contractors providing noon meals for seniors at 68 sites. Breakfast is also provided at some sites. Most contractors also provide home-delivered meals. 3. Goal Older individuals will be able to live independently because of better health and reduced isolation as a result of the Senior Nutrition Program, a program of coordinated congregate meals, home-delivered meals, and supportive services. 4. Deliverables 4.1 Meals in Congregate Settings: Contractor shall provide the maximum number of meals annually, pursuant to Exhibit C, to seniors in a congregate setting at least five (5) days per week (see Title 22, paragraph 7636.1 in the following link http://www.aging.state.ca.us/aaa_business/resource_materials_&_guides/nutrition_guide.html). The number of meals will be based upon historical actuals, not to exceed the annual amount, without prior County approval. 4.1.1 Each meal shall contain at least 1/3 of the current daily recommended dietary allowance as established by the Food and Nutrition Board, National Academy of Sciences and shall comply with the 2005 Dietary Guidelines for Americans established by the US Department of Agriculture and the US Department of Health and Human Services www.health.gov/dietai-yguidelines/dga2005/document. 4.2 Home-Delivered Meals: Contractor shall provide the maximum number of home-delivered meals annually, pursuant to Exhibit C if applicable, to seniors at least five (5) days per week (see Title 22 link). 4.2.1 Each meal shall contain at least 1/3 of the current daily recommended dietary allowance as established by the Food and Nutrition Board, National Academy of Sciences and shall comply with the 2005 Dietary Guidelines for Americans established by the US Department of Agriculture and the US Department of Health and Human Services, vvww.health.gov/dietaryguideiines/dga2005/docuiTient. 4.3 Contractor shall provide approved units of Nutrition Education at a minimum of four (4) times annually to participants in each congregate and home-delivered meal program. 4.4 Contractor shall provide units of transportation annually, pursuant to Exhibit C, to and from Senior Dining Centers counted as one-way trips. Exhibit A - Performance Work Statement Page 1 of 5 Senior Nutrition - City of Carlsbad #513847, Amendment 02 COUNTY OF SAN DIEGO AGREEMENT NUMBER 513847 AGREEMENT WITH CITY OF CARLSBAD FOR SENIOR NUTRITION PROGRAM EXHIBIT A - PERFORMANCE WORK STATEMENT 4.5 Contractor shall establish a plan to serve older individuals with the greatest economic and social need. The Older Americans Act defines older individuals in the greatest economic need as any person 60 years or older whose need results from an income level at or below the poverty line as defined by the Federal Bureau of the Census and greatest social need as physical and mental disabilities, language barriers, and cultural, social, or geographical isolation, including isolation caused by racial or ethnic status, that restricts the ability of an individual to perform normal daily tasks; or threatens the capacity of the individual to live independently. Plan shall be submitted to County no later than thirty (30) days after award of contract. 4.6 Geographic Service Area: North Coastal Region 4.6.1 Program/Service: Congregate Meals, Home Delivered Meals and Transportation 4.6.2 Zip Codes Served: 92008-92011 4.6.3 Dining Site Locations, days of service, hours of service and type (s) of meal served (breakfast, lunch or dinner) 4.6.3.1. Carlsbad Senior Center, 799 Pine Ave, Carlsbad, Ca. 92008; Monday through Friday, 8:00 AM to 1:00 PM, lunch 5 Payment for Services 5.1 Contractor shall submit a monthly claim for the actual previous month's deliverables (including data pursuant to paragraph 7.3 below) to the COTR by the 15th of the following month. 6 General Requirements for Service Delivery 6.1 Services shall be based upon Title 22 California Code of Regulations, Division 1.8, California Department of Aging, Article 6, Title ni-C "Elderly Nutrition Program" requirements.(http://www.aging.state.ca.us/aaa_business/resource_materials_&_guides/nutrition gu ide.html): the California Uniform Retail Food Facilities Law (CURFFL), www.co.el-dorado.ca.us: and the Occupational Safety and Health Administration (OSHA), www.osha.gov/. A valid Health Permit from the County of San Diego, Department of Environmental Health for all food production sites and contracted caterers is also required. 6.2 Contractor shall ensure that the facilities in which the meals will be served shall be accessible via public transportation, if available, and shall comply with the requirements of the Americans with Disabilities Act (ADA), http://www.ada.gov and Title 24 of the California Code of Regulation http://www.energy.ca.gov/title24/index.html. All facilities are subject to inspection and approval. 6.3 Funding Components: Nutrition Program services are funded by the following four components: 6.3.1 CDA Title III Allocation 6.3.2 NSIP funds that are based on Contractors previous year meal count. 6.3.3 Contractor's program income, which is participant's donations/contributions and guest fees. 6.3.4 Contractor's other revenue (fundraising). Said compensation is not designed to fully fund the program. The fixed supplement rates are determined to offset the cost of providing services based on and subject to availability of funds from the State of California, California Department of Aging (CDA). 6.4 Performance Expectations: Contractor shall maintain one hundred percent (100%) compliance with service levels stated in the Performance Work Statement. A Corrective Action Plan is required to be submitted by Contractor if Contractor falls below ninety-five percent (95%) of the service levels. Service levels will be reviewed monthly, quarterly, and annually. Failure to bring service levels up Exhibit A - Performance Work Statement Page 2 of 5 Senior Nutrition - City of Carlsbad #513847, Amendment 02 COUNTY OF SAN DIEGO AGREEMENT NUMBER 513847 AGREEMENT WITH CITY OF CARLSBAD FOR SENIOR NUTRITION PROGRAM EXHIBIT A - PERFORMANCE WORK STATEMENT to the contracted levels can result in re-negotiation of the contracted service levels or termination of the contract. The budget level will be revised to be commensurate with the lower level of service(s). 6.5 Reference to AIS: All printed materials, publicity, and media outreach prepared or conducted by the contractor will include a reference to Aging & Independence Services as a funding source. Copies of publicity materials related to contracted programs identified in this contract shall be filed with Aging & Independence Services Contract Operations. 6.6 Press and Media: Aging & Independence Services shall be advised at least twenty four (24) hours in advance of all locally generated press releases and media events regarding contracted services identified in this contract. 6.7 Equipment Documentation: Contractor shall document, in writing, the need for purchasing equipment. Written documentation must demonstrate a direct relationship between the goals, objectives and specific requirements for service delivery and the equipment to be purchased. In the case of automation equipment, the contractor must demonstrate that the equipment and related software to be purchased will meet County of San Diego/Health and Human Services Agency/Aging & Independence Services requirements and standards. 6.8 Match: Contractor is required to provide at least a fifteen percent (15%) match for program costs in cash or in-kind income. 6.9 Cultural Competence and Diversity: Contractor shall support the County of San Diego, the Health and Human Services, and Aging & Independence Services through organizational and systematic practices demonstrating cultural competence and diversity. A set of congruent behaviors, attitudes and policies for programs, programs, and systems shall be adopted that enable people to work effectively in cross-cultural situations. All services provided shall be oriented to meet the unique linguistic and cultural needs of the diverse clients to be served. 6.10 Critical Incidents/Violence: Contractor shall assure that employees have written plans or protocols and receive training for handling critical incidents involving the instances of violence or threat of violence directed toward staff or clients, breach of confidentiality, fraud, unethical conduct, or instances of staff or client drug and/or alcohol use at the program. Contractor shall report all such incidents to Aging & Independence Services Contract Operations within one workday of their occurrence. 7 Specific Requirements for Service Delivery 7.1 There are three (3) major program components: food service, support services, and the advisory role of participants: 7.1.1 Food Service: Contractor shall provide a hot or other appropriate meal, served five (5) or more days (Monday through Friday) a week in a congregate setting. Meals to the homebound must be made available every day of the year although frozen weekend or holiday meals may be delivered during the week (see Title 22 link). Meals must be prepared, served and delivered in a manner, which complies with local public health laws and regulations. 7.1.2 Services: Contractor shall conduct outreach activities to ensure participation of eligible older persons, particularly those in greatest economic or social need; must develop or maintain coordination with other social services agencies; and plan for and provide nutrition education services. 7.1.3 Advisory Role of Participants: Contractor shall have procedures for obtaining the views of participants about the services they receive. This will be implemented by the establishment Exhibit A - Performance Work Statement Page 3 of 5 Senior Nutrition - City of Carlsbad #513847, Amendment 02 COUNTY OF SAN DIEGO AGREEMENT NUMBER 513847 AGREEMENT WITH CITY OF CARLSBAD FOR SENIOR NUTRITION PROGRAM EXHIBIT A - PERFORMANCE WORK STATEMENT of a Program Council or other advisory body of participants approved by Aging & Independence Services. Other program components include: 7.2 Staffing/Administration: Contractor shall maintain an adequate number of qualified persons to assure the satisfactory implementation of: program leadership; program planning; provision of nutrition services; outreach and other services; volunteer activities; financial and contract management; and data collection for required federal, state and county reports and records.. Notification of program changes must be made to the County within seventy two (72) hours when said changes will affect the delivery of services to the participants. Example of such situations may be staff changes, site closures (temporary or permanent) and vehicle incidents. 7.3 Confidentiality: Contractor shall ensure that no information regarding, or obtained from, an individual shall be disclosed in any form identifiable with the individual without the individual's written informed consent. Contractor shall maintain records in such a manner that confidentiality will not be violated. Persons may not be denied services if they refuse to provide written informed consent. 7.4 Meal Contributions by Eligible Participants: Eligible persons receiving nutrition services shall be given the opportunity to contribute to the costs of the service provided and shall determine for themselves what they are able to contribute. Contractor shall not deny services to any person because of failure to contribute. Methods to receive contributions shall ensure anonymity. Contractor shall encourage participants to contribute towards the cost of the meal and shall suggest a minimum amount. The minimum suggested donation shall be developed with input from the program council. A suggested contribution schedule may be developed, considering the income ranges of older persons in the community. Contribution schedules shall not be used as a "means" test to determine eligibility. 7.5 Meal Charges for Staff and Guest under Sixty (60) Years of Age: Contractor may serve meals to staff and guests less than sixty (60) years of age if doing so will not deprive an older person of a meal. These individuals shall pay at least the full cost of the meal. Contributions and charges for meals are considered program income and shall be used to increase the number of meals served. 7.6 Records, Reports and Distribution Information: Contractor shall maintain a system for the collection of data that will accurately reflect the Contractor's program and financial operations, will meet requirements with respect to confidentiality, and fulfill the information required by this contract. 7.7 Holidays: A maximum of twelve (12) recognized holiday closings will be allowed per year. These holidays must be submitted in advance to the COTR at the beginning of each fiscal year. Exceptions will be handled on a case-by-case basis. 7.8 Data Collection & Reporting: 7.8.1 Contractor shall utilize the AlS-identified Automated Data Collection System to: 7.8.1.1 Register and maintain all client demographic and assessment data for all active clients within each fiscal year, 7.8.1.2 Track and report all service unit delivery data (via bar-coding and manual data entry) within each fiscal year, and 7.8.1.3 If contractor received federal Housing & Urban Development (HUD) funding via the City of San Diego, contractor shall provide all relevant data. 7.8.2 Contractor shall maintain and report accurate, daily meal counts, nutrition education and transportation units by utilizing the County-identified Automated Data Collection System. Exhibit A - Performance Work Statement Page 4 of 5 Senior Nutrition - City of Carlsbad #513847, Amendment 02 COUNTY OF SAN DIEGO AGREEMENT NUMBER 513847 AGREEMENT WITH CITY OF CARLSBAD FOR SENIOR NUTRITION PROGRAM EXHIBIT A - PERFORMANCE WORK STATEMENT 7.8.3 Contractor shall send monthly summary report of above information and claim to AIS Contract Operations by 15th of following month. Claim will be paid upon successful determination of reconciled data as mentioned in paragraphs 7.8.1 and 7.8.2 above. 7.9 Customer Satisfaction Survey: Contractor shall allow AIS or AlS-contracted representative to conduct a Customer Satisfaction Survey and compile the data. 7.10 Contractor shall achieve an overall "very satisfied" or "somewhat satisfied" rating by at least ninety percent (90%) of clients at each Customer Satisfaction Survey cycle. Contractor shall incrementally improve at each survey to achieve this rating. 8 DISENTANGLEMENT Contractor shall accomplish a complete transition of the services being terminated from Contractor to County, or to any provider designated by County, without interruption of or adverse impact on the services. Contractor shall cooperate with the County or Contractor's obligation to provide the services shall not cease until Disentanglement is satisfactory to County. Exhibit A - Performance Work Statement Page 5 of 5 Senior Nutrition - City of Carlsbad #513847, Amendment 02 COUNTY OF SAN DIEGO AGREEMENT NUMBER 513847 AGREEMENT WITH CITY OF CARLSBAD FOR SENIOR NUTRITION PROGRAM EXHIBIT C - FISCAL TERMS & CONDITIONS AND PRICING SCHEDULE 1. COMPENSATION: The compensation listed below is not designed to folly fund the program. The fixed supplemental rates are developed annually based on funding and determined to offset the cost of providing services. These rates are subject to availability of funding from the State of California, California Department of Aging (CDA). A completed report of actual costs (closeout report) expended shall be submitted at the end of the fiscal year. 2. SERVICE UNITS AND RATES FOR FISCAL YEAR 2007-2008 Exhibit A Paragraph Reference 4.1 4.2 4.4 4.1 4.2 4.1 4.2 4.4 4.1 Services Congregate Meals Home-Delivered Meals Transportation Incentive Payments* Incentive Payments* One-time-only (OTO) One-time-only (OTO) One-time-only (OTO) Authorized Providers within the City of San Diego only; Congregate Meals Funding Source Title III-C1 (1) Title IH-C2 (2) Title ffl-B (3) NSIP-C1 NSIP-C2 OTO-C1 OTO-C2 OTO-B City- funded** #of Service Units 22,716 7,663 6,740 22,716 7,663 0 0 0 0 Fixed Supplemental Rate $3.49 $3.11 $5.00 $0.65 $0.65 0 0 0 0 TOTAL Total $79,279 $23,832 $33,700 $14,765 $4,981 0 0 0 0 $156,557 (1) State of California C-l funding stream (2) State of California C-2 funding stream (3) State of California B funding stream *Nutrition Services Incentive Payment (NSIP) dollar amounts are estimated ONLY and may be adjusted based on actual prior year number of meals served. **Authorized providers within the City of San Diego may receive additional funds, subject to availability of funding. Exhibit C - Fiscal Terms & Conditions and Pricing Schedule City of Carlsbad #513847 Revised: July 1, 2007 Page 1 of 1 Amendment # 02 IN WITNESS WHEREOF, County and Contractor have executed this Amendment effective as of the date first set forth above. We, the undersigned Contractor, have given careful consideration to the change proposed and hereby agree, if this proposed change is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work specified herein, and will accept as full payment the increased agreed upon contract amount of $156,557 for Fiscal Year 2007-2008. Contract time for completion remains unchanged. ice is $750,410. Ray Patchett, City Manager City of Carlsbad 799 Pine Avenue Carlsbad, CA 92008 Phone: 760-602-4682 Fax: 760-434-4206 Date:. THIS AMENDMENT IS NOT VALID UNLESS APPROVED BY THE DIRECTOR, DEPARTMENT OF PURCHASING AND CONTRACTING Department Review and Recommended Approval: By: PAMELA B. SMITH, Director Aging & Independence Services Date: APPROVED: By:. WINSTON F. McCOLL, Director Department of Purchasing and Contracting Date: . Rev 7/1/07 CONTRACT AMENDMENT TO CONTRACT #513847 2of2