HomeMy WebLinkAbout2007-09-18; City Council; 19169; SD County Aging and Independence ServicesCITY OF CARLSBAD - AGENDA BILL
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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
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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