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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Award of Contract for Catering Services for the City's Elderly Nutrition Program
1. Resolution dispensing with competitive bidding for catering services for the City’s Elderly Nutrition Program (ENP), and authorizing the City Manager or a designee to execute a contract with TRIO Community Meals, LLC in an amount not to exceed $2,000,000 to provide regularly scheduled and emergency congregate meals and home-delivered meals from December 1, 2022 to November 30, 2026 (initial term), with the City’s having an option to renew the contract for two additional years (renewal term) in an amount not to exceed $1,100,000, for a total amount not to exceed $3,100,000 for the combined initial and renewal terms.
COUNCIL ACTION
Item Type: Action Item
Approved for November 15, 2022 calendar
EXECUTIVE SUMMARY
On August 29, 2022 the Community Services & Parks Department (CSP) issued a Request for Proposal (RFP) inviting Los Angeles County pre-approved caterers to submit a proposal for the City of Glendale’s Catering Services for the Elderly Nutrition Program (ENP) to provide up to 96,000 congregate and home delivered meals annually to seniors 60 years and older.
Six (6) vendors attended the mandatory proposer’s conference and one proposal was submitted by TRIO Community Meals, LLC.
Upon thorough review, staff believes that that TRIO Community Meals, LLC— having had a proven track record with the City for the past 4 years in furnishing congregate and home delivered meals annually to seniors— will be able to successfully carry out ENP meal catering services on behalf of the City.
Funding for the services is available annually from Los Angeles County Aging and Disabilities Department (Los Angeles County AD) grant funds, General Funds, participant donations, and other private/local grant funding sources. The contract amount per fiscal year will be based on available funding for the Elderly Nutrition Program in that fiscal year. 28a
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COUNCIL PRIORITIES
N/A
RECOMMENDATION
CSP recommends that the City Council adopt a Resolution dispensing with competitive bidding for catering services for the City’s Elderly Nutrition Program (ENP) and authorizing the City Manager or a designee to execute a contract with TRIO Community Meals, LLC in an amount not to exceed $2,000,000 to provide regularly scheduled and emergency congregate meals and home-delivered meals from December 1, 2022 through November 30, 2026 (initial term), with the City’s having a one-time option to renew for two additional years (renewal term) for an amount not to exceed $1,100,000, for a total amount not to exceed $3,100,000 for the combined initial and renewal terms.
BACKGROUND
CSP has been administering the ENP since 1979 to seniors in the greater Glendale area with grant funds awarded by the Los Angeles County AD. The ENP is composed of two programs: 1) the congregate meals program which provides an important opportunity for social contact and is the only meal of the day for many seniors, and 2) the home delivered meals program which is important to the health of many of Glendale’s at-risk seniors who without this service might not be able to remain independent in their homes while they recover from injuries or post-hospitalization. Post-pandemic, the congregate meals program is operating on a hybrid model of offering in-person congregate meals and Grab and Go lunches.
Over 72,000 hot meals are prepared annually for the three City of Glendale (City)- operated meal sites, the Adult Recreation Center (ARC), Sparr Heights Community Center, and Pacific Park Community Center. Over 24,000 home-delivered meals are delivered annually to frail, homebound seniors. Congregate meals are prepared at the Adult Recreation Center kitchen and delivered to the 2 other meal sites. The City is the only agency in LA County which offers meals to seniors 7 days per week at the ARC, 5 days per week at Sparr Heights Community Center, and 3 days per week at Pacific Park Community Center.
Additionally, the Caterer must also provide emergency meals upon request in the event of unforeseen circumstances (i.e., pandemic, natural disasters, etc.).
Los Angeles County AD’s contract requires that only LA County pre-approved catering kitchens be able to provide regularly scheduled and emergency meal service to the ENP program.
ANALYSIS
On August 29, 2022, CSP issued an RFP to solicit proposals from eighteen (18) Los Angeles County pre-approved caterers for ENP Program Catering Services based on the annual number of meals served and grant funding the City of Glendale receives from Los Angeles County AD. (See Exhibit 1)
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CSP issued an RFP for regularly scheduled and emergency ENP meal catering services, instead of procuring the meal services through a formal competitive bidding process and awarding a contract to the lowest responsible bidder, because of the distinctive nature of the ENP— which requires consideration of additional factors (other than lowest cost) in the evaluation of the catering proposals. Quality of the food (presentation/taste) is a factor that cannot be considered if the traditional competitive bidding/lowest responsible bidder procurement process were used in selecting an ENP caterer. Accordingly, besides cost per meal rate, the RFP focused on the following evaluation criteria in seeking an ENP caterer:
Quality of the meal (presentation/taste);
Qualifications of catering personnel and management;
Prior experience; and
References.
Staff distributed the RFPs both electronically and by postal service (upon request), inviting pre-approved caterers to the Mandatory Proposer’s Conference on September 8, 2022.
Six (6) vendors attended the Mandatory Proposer’s Conference and expressed interest in submitting a proposal:
1. Better 4 You Meals
2. Everytable
3. Homeboy Industries
4. Huntington Culinary
5. St. Vincent Meals on Wheels
6. TRIO Community Meals, LLC
Only one proposal was received on the due date of September 30, 2022 from TRIO Community Meals, LLC. (See Exhibit 2)
Staff researched and evaluated the proposal to determine whether the proposal met the criteria in the RFP including: service requirements, quality of meal, cost per meal, qualifications of personnel and management, prior experience, and references. Upon thorough review of the TRIO Community Meals, LLC proposal and relative documents, TRIO Community Meals, LLC was deemed qualified as a responsible proposer with a proven history of excellent performance with the City of Glendale for the past 4 years.
In addition, the City is obligated to use strict nutrition specifications developed and provided by the Los Angeles County AD for the ENP program. TRIO Community Meals, LLC met this requirement and provided a responsible and competitive proposal. The City currently has a contract with TRIO Community Meals, LLC to provide regularly scheduled and emergency congregate and home delivered meals through November 30, 2022. 48a
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The pricing per meal proposed by TRIO Community Meals, LLC. during the four-year contract is as follows:
Meal Type Current Contract
Rate per Meal
2022-2026 Proposed
Rate per Meal
Change +/- %
Congregate $4.36 $4.56 +4.6%
Home Delivered $4.26 $4.75 +11.5%
Staff estimates the annual need for service to be approximately 72,000 congregate meals and 24,000 home delivered meals annually, but may vary based on need and available program funds.
Project Description: Elderly Nutrition Program Catering Contract Award
RFP Approved: October 7, 2022
Advertisement Method: City’s Website, Email list of LA COUNTY approved catering kitchens
RFP Issued: August 29, 2022
RFP Due Date: September 30, 2022
Company Name(s) and
Proposal Amount(s):
TRIO Community Meals, LLC
C1-Price per meal rate $4.56
C2-Price per meal rate $4.75
Selection Criteria
(If SS, list applicable
Provision):
LA County Approved Catering Kitchen
Recommended
Consultant(s):
N/A
New / Existing
Consultant(s):
N/A
Procurement Method
(RFP / SS):
RFP
Contract Term:
For 4 years (initial term), with City’s having a one-time option to renew for 2 additional years (renewal term)
Project Begins:
December 1, 2022
Project Ends:
November 30, 2026
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STAKEHOLDERS/ OUTREACH
On August 29, 2022, CSP released the RFP to eighteen (18) Los Angeles County pre- approved caterers to submit a proposal for the City of Glendale’s Catering Services for the Elderly Nutrition Program (ENP).
ENP program services for the public are advertised quarterly in the CSP Leisure Guide, periodically in the CSP email newsletter, on the department website, and outreach is conducted with other community agencies to ensure the public is aware of the available services.
FISCAL IMPACT
The ENP catering contract with TRIO Community Meals, LLC will cost $2,000,000 from December 1, 2022 through November 30, 2026 (initial term), with a one-time renewal option for two additional years (renewal term) at a cost of $1,100,000, for a total amount not to exceed $3,100,000 for the combined initial and renewal terms. The portion of the contract for each fiscal year will be based on available program budget and service need from the community.
Funding for the current fiscal year was appropriated as a part of the FY2022-2023 budget.
No new appropriation is being requested at this time.
The City Council approved funding is outlined below:
ENVIRONMENTAL REVIEW (CEQA/NEPA)
Because no possibility exists that the activity in question (awarding of a catering contract for meals to seniors) may have a significant effect on the environment, the activity is not subject to CEQA review under the common sense exemption set forth in 14 Cal. Code Regs. § 15061(b)(3).
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are attached in Exhibit 3, in accordance with the City Campaign Finance Ordinance No. 5744.
Existing Appropriation
Amount Account String Funding Source
$217,999 43110-2700-CSP-0020-P0000
G65009
Nutritional Meals Grant Fund
$50,430 43110-2700-CSP-0020-P0000
G65011
Nutritional Meals Grant Fund
$18,931 43110-2700-CSP-0020-P0000
CSP00806AG
Nutritional Meals Grant Fund
$137,721 43110-2700-CSP-0020-P0000
CSP00805AG
Nutritional Meals Grant Fund
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ALTERNATIVES
Alternative 1: Adopt a Resolution dispensing with competitive bidding for catering services for the City’s Elderly Nutrition Program (ENP) and authorizing the City Manager or a designee to execute a contract with TRIO Community Meals, LLC in an amount not to exceed $2,000,000 to provide regularly scheduled and emergency congregate meals and home-delivered meals from December 1, 2022 through November 30, 2026 (initial term), with the City’s having a one-time option to renew for two additional years (renewal term) for an amount not to exceed $1,100,000, for a total amount not to exceed $3,100,000 for the combined initial and renewal terms.
Alternative 2: Decline approving a contract with TRIO Community Meals, LLC for ENP meal catering services, with the outcome of the City’s not being able to provide nutrition services to seniors in Glendale.
Alternative 3: Consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Prepared by:
Aylin Isayan, Community Services Supervisor
Maggie Kavarian, Senior Community Services Supervisor
Tereza Aleksanian, Deputy Director of Community Services & Parks Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
1) Exhibit 1-Catering RFP
2) Exhibit 2-TRIO Community Meals, LLC Proposal
3) Exhibit 3-Campaign Finance Disclosure Form