FY 2022-23
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 856 of 1182
Exhibit GG (American Rescue Plan Act Requirements) Page 1 06/2022
EXHIBIT GG
(AMERICAN RESCUE PLAN ACT REQUIREMENTS)
The terms of this Exhibit shall apply to Contractor, and all of its subcontractors, agents, service providers, subrecipients (as defined in 2 CFR Section 200.93) at any tier, and any other entities or persons (excluding beneficiaries) receiving or being reimbursed under the Agreement. Contractor shall include this Exhibit in all agreements executed for performance of this Agreement. To the extent there are conflicts between this Exhibit and the Agreement, this Exhibit shall prevail unless stated otherwise. Definitions can be found in the Agreement or in 2 CFR Section 200.1 (Definitions) if not found in the Agreement.
Contractors who receive funding under the American Rescue Plan ("ARP") Coronavirus State and Local Fiscal Recovery Fund ("ARP Funds" or "SLFRF") shall comply with all ARP applicable requirements of federal, State, and local laws, ordinances, executive orders, regulations, project and administrative requirements, policies and any other requirements and any other requirements including but not limited to current and subsequent Treasury rules, regulations, guidelines, and instructions, executive orders and other applicable laws (collectively "Treasury Laws and Regulations").
This Exhibit includes key provisions of the ARP Act set forth in 2 CFR Appendix II to Part 200 (Contract Provisions for Non-Federal Entity Contracts Under Federal Awards), and in no means limits the Contractor's obligation to comply with all applicable requirements of federal, State, and local laws, ordinances, executive orders, regulations, program and administrative requirements, policies and any other requirements as they pertain to the performance of this Agreement including Treasury Laws and Regulations.
1.0 Equal Employment Opportunity (41 CFR Part 60). During the performance of this Agreement, the Contractor agrees as follows:
1.1 The Contractor shall comply with Executive Order 11246 of September 24, 1965, titled, Equal Employment Opportunity, later amended by Executive Order 11375 of October 13, 1967, and supplemented in the Department of Labor Guidelines (41 CFR Part 60), which require that during the performance of this Agreement, the Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated fairly during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following:
employment, promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the non-discrimination clause.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 857 of 1182
Exhibit GG (American Rescue Plan Act Requirements) Page 2 06/2022
1.2 The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.
1.3 The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided by the agency of the Contractor's contracting officer, advising the labor union or worker’s representative of the Contractor's commitments under Section 202 of Executive Order No. 11246 of September 24, 1965, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
1.4 The Contractor will comply with all provisions of Executive Order No. 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
1.5 The Contractor will furnish all information and reports required by the Executive Orders and by the rules, regulations and orders of the Secretary of Labor, or pursuant thereto, and will permit access to its books, records, and accounts by the County and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations and orders.
1.6 In the event that the Contractor fails to comply with the non-discrimination clauses of this Agreement or with any of such rules, regulations, or orders, this Agreement may be canceled, terminated, or suspended in whole or in part, and the Contractor may be declared ineligible for further Government contracts in accordance with procedures authorized in the Executive Orders and such other sanctions may be imposed and remedies invoked as provided in the Executive Orders or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
1.7 The Contractor will include the provisions of these paragraphs in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of the Executive Order No. 11246 of September 24, 1965, that such provisions shall be binding upon each subcontractor or vendor. The Contractor will take such actions with respect to any subcontract or purchase order as the County may direct as a means of enforcing such provisions including sanctions for noncompliance, provided, however, in the event that the Contractor becomes involved in, or is threatened with litigation with a subcontractor or vendor as a result of such direction by the County, the Contractor may request the United States to enter into such litigation to protect the interests of the United States.
2.0 Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). As applicable, the Contractor shall comply with the prevailing wage requirements of the Davis-Bacon DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 858 of 1182
Exhibit GG (American Rescue Plan Act Requirements) Page 3 06/2022
Act as amended, and as supplemented by the Department of Labor Regulations (29 CFR Part 5).
3.0 Contract Work Hours, Accident Prevention, And Safety Standards Act (40 U.S.C. 3701-3708). As applicable, the Contractor shall comply with the contract work hours and safety standards act set forth in 40 U.S.C. 3701-3708.
The Contractor shall also comply with all applicable federal, state, and local laws governing safety, health, and sanitation. The Contractor shall provide all safeguard safety devices and protective equipment and take any other needed actions, as its own responsibility, as reasonably necessary to protect the life and health of employees on the job, the safety of the public and personal and real property in connection with the performance of this Agreement.
4.0 Rights To Inventions Made Under the Agreement (37 CFR Section 401). As applicable, Contractor must comply with the requirements of 37 CFR Part 401, “rights to inventions made by nonprofit organizations and small business firms under government grants, contracts and cooperative agreements,” and any implementing regulations issued by the County.
5.0 Clean Air Act (42 U.S.C. 7401-7671Q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387). As applicable, Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act and the Federal Water Pollution Control Act, as amended.
6.0 Debarment and Suspension (Executive Orders 12549 and 12689). Contractor certifies that neither it nor any of its owners, officers, partners, directors, principals, or other Contractors is currently suspended, debarred, ineligible, or excluded from securing federally funded contracts. All Contractors shall include a contractual provision to this effect and of this substance in all of its subcontract agreements.
Contractors shall immediately notify County in writing, during the term of this Agreement, should it or any principals be suspended, debarred, ineligible, or excluded from securing federally funded contracts. Failure to comply with this provision shall constitute a material breach of this Agreement upon which the County may immediately terminate or suspend this Agreement. County may also pursue any additional, available remedies, including but not limited to, suspension and debarment.
7.0 Lobbying.
7.1 Federal Lobbyist Requirements. Contractors are prohibited from using Program Funds for the purpose of influencing or attempting to influence an officer or employee of any agency, a member of congress, officer or employee of congress, or an employee of a member of congress in connection with obtaining any federal contract, grant or any other award covered by the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). Each Contractor must also disclose any lobbying with non-federal funds that takes place in connection with obtaining program funds. Should the DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 859 of 1182
Exhibit GG (American Rescue Plan Act Requirements) Page 4 06/2022
Contractors acting on behalf of the Agreement fail to fully comply with the Federal Lobbyist Requirements, civil penalties may result.
7.2 County Lobbyist Requirements. Contractor and each County lobbyist or County lobbyist firm, as defined in the Los Angeles County Code ("Code") Chapter 2.160, retained by the Contractor, shall also fully comply with the requirements as set forth in said County Code.
7.3 Lobbying Certifications. Each Contractor shall complete and submit Attachment 1, Certification Regarding Lobbying, to this Exhibit GG. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. Section 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
7.4 Failure to Comply. Failure on the part of the Contractors to fully comply with said Federal and County Lobbyist Requirements shall constitute a material breach of the Agreement upon which the County may immediately terminate this Agreement, and the Contractor shall be liable for any and all damages incurred by the County and/or any Federal agency as a result of such breach.
8.0 Procurement of Recovered Materials (2 CFR Section 200.323). Contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act.
9.0 Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment (2 CFR Section 200.216). Contractor shall comply with 2 CFR Section 200.216 in regard to prohibition on certain telecommunications and video surveillance services or equipment.
10.0 Domestic Preferences for Procurements (2 CFR Section 200.322). Contractor shall comply with 2 CFR Section 200.322 for work, services or products under this Agreement.
11.0 Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.). Contractor shall comply with Title VI of the Civil Rights Act of 1964, which prohibits recipients of federal financial assistance from excluding from a program or activity, denying benefits of or otherwise discriminating against a person on the basis of race, color, or national origin, as implemented by the Treasury’s Title VI regulations, 31 CFR Part 22, which are herein incorporated by reference and made a part of the Agreement.
Title VI also includes protection to persons with “Limited English Proficiency” in any program or activity receiving federal financial assistance.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 860 of 1182
Exhibit GG (American Rescue Plan Act Requirements) Page 5 06/2022
EXHIBIT GG
ATTACHMENT 1
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement.
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants and contracts under grants, loan and cooperative agreements) and that all Contractors shall certify and disclose accordingly.
This Certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 31 USC § 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Click here to enter text. Click here to enter text.
Contractor’s Legal Name Contract Number
Click here to enter text. Click here to enter text.
Name of Authorized Representative Title of Authorized Representative Click here to enter a date.
Authorized Representative’s Signature Date
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 861 of 1182
862 of 1182
863 of 1182
City of Glendale Elderly Nutrition Program RFP
1 City of Glendale
Community Services & Parks Department
REQUEST FOR PROPOSALS
CATERING SERVICES FOR
THE ELDERLY NUTRITION PROGRAM
Issue Date: August 29, 2022
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDEE hibit B 864 of 1182
City of Glendale Elderly Nutrition Program RFP
2 CONTENTS
Message to Proposers.............................................................................................. Page 3 I. Introduction .................................................................................................... Page 4 A. Summary .................................................................................................... Page 4 B. Assumptions / Definitions.......................................................................... Page 4 C. About the City of Glendale ........................................................................ Page 5 D. Scope of Work............................................................................................ Page 5 E. City’s Project Representatives.................................................................... Page 6 II. RFP Process .................................................................................................... Page 6 A. Schedule of Events..................................................................................... Page 6 B. RFP Distribution......................................................................................... Page 7 C. Mandatory Proposer Conference................................................................ Page 7 D. Proposal Deadline and Proposal Submission ............................................. Page 7 E. Interim Inquiries and Responses; Interpretation or Correction of RFP...... Page 8 F. Addenda...................................................................................................... Page 8 III. General Requirements and Instructions...................................................... Page 8 A. Examination of Documents........................................................................ Page 8-9 B. Proposer’s Representations in the Response .............................................. Page 9 C. Withdrawal, Cancellation, or Modification of a Proposal.......................... Page 9 D. Proposal Preparation Expenses .................................................................. Page 10 E. Insurance .................................................................................................... Page 10 F. Proposer’s Indemnification of the City ...................................................... Page 11 IV. Proposal Content and Format....................................................................... Page 11 A. Using the Attached Proposal Forms........................................................... Page 11 B. Identifying Proprietary Information; Public Records Act.......................... Page 12 C. Meal Rates.................................................................................................. Page 12 D. Proposal Signature(s) ................................................................................. Page 12 V. Method of Selection........................................................................................ Page 13 A. Basis for Award and Evaluation Criteria ................................................... Page 13 B. Selecting a Food Service Provider ............................................................. Page 14 C. City’s Reservation of Rights ...................................................................... Page 14 VI. Award of Contract.......................................................................................... Page 15 VII. Letter of Objection; Procedures ................................................................... Page 16 EXHIBIT I ― Food Service Specifications ............................................. Page 17 EXHIBIT II ― Menu Writing Specifications........................................... Page 26 EXHIBIT III ― 2022-2023 Menu................................................................ Page 37 EXHIBIT IV ― Sample Contract............................................................... Page 54 EXHIBIT V ― Insurance Requirements.................................................. Page 82 PROPOSAL FORMS..................................................................................... PF:1-35 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 865 of 1182
City of Glendale Elderly Nutrition Program RFP
3 Message to Proposers
The City of Glendale Community Services & Parks Department (“Parks Department”) provides a wide variety of recreation, leisure and arts programs for all ages and interests, and manages one of the finest parks and open space systems in the Southern California region. It is within the nature of the City of Glendale to provide its community quality service to enhance personal achievement and create unique experiences and opportunities.
The City’s Mission Statement is:
The City of Glendale delivers exceptional customer service through precision execution and innovative leadership.
As a premier City anchored in pride of civic ownership, Glendale’s success is realized through a community that is safe, prosperous, and rich in cultural offerings. The City accomplishes its mission and realizes its vision by providing emphasis on: fiscal responsibility; exceptional customer service; economic vibrancy; informed & engaged community; safe & healthy community; balanced, quality housing; community services & facilities; infrastructure & mobility; arts & culture; sustainability.
The purpose of this Request for Proposals is to enable the Community Services & Parks Department to evaluate a list of candidates and select a qualified and experienced food service contractor to prepare daily meals for the Elderly Nutrition Program. The City of Glendale traditionally operates three sites for lunchtime hot meal services: Adult Recreation Center (seven days per week), Sparr Heights Community Center (five days per week), and Pacific Community Center (three days per week). During the pandemic, meal service was altered to “Grab and Go” hot and cold meal service seven days per week from the Adult Recreation Center and five days per week from Sparr Heights Community Center.
The Home Delivered Meals program includes meal service to homebound seniors in which seven (7) frozen meals are prepared/packaged for each homebound senior for a weekly meal delivery route. Therefore, the City is seeking Food Service Provider to who may provide a traditional model or pandemic response model of meal service delivery during the length of the contract.
Thank you in advance for your interest in this Request for Proposals.
Onnig Bulanikian, Director,
Community Services & Parks Department
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 866 of 1182
City of Glendale Elderly Nutrition Program RFP
4 I. Introduction
A. Summary
The City of Glendale (“City”) is soliciting Proposals from suitably qualified food service contractors (“Food Service Provider”) for the purpose of providing daily food service (“Services”) at selected City of Glendale facilities in accordance with the instructions and requirements in this Request for Proposals (“RFP”).
The City requires well-managed and financially sound individuals or firms with demonstrated skills and technical ability, and high levels of customer service and satisfaction, to fulfill the requirements outlined in this RFP.
This document is for use by City personnel and potential Food Service Providers who should read it carefully before preparing any response.
B. Definitions / Assumptions
In this RFP, the following words and phrases have the meaning ascribed to them below:
Agreement / Contract /
Lower Tier Subaward
The entire and integrated written agreement between the City and the Contractor that takes the place of prior negotiations, representations, or agreements, either written or oral. City / Subrecipient The City of Glendale. Depending on the context in which it is used, the term City also may refer to:
The geographic area known as the City of Glendale; or A person whom the City of Glendale employs or uses and who is authorized to represent the City of Glendale in
matters concerning the Project.
City Project Manager /
Project Director
The City’s designated representative for all issues related to the Project.
Contractor / Lower Tier
Subrecipient
The selected Proposer(s) to whom the City has awarded a Contract for the Project.
Project The entire Services described in this RFP. Services may constitute the whole or a part of the Project.
Proposal The documents and other items that a Proposer submits in response to this RFP.
Proposer The person, entity, or organization (i.e., Food Service Provider) that submits a Proposal in response to this RFP.
RFP This Request for Proposals and all of its attachments, DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 867 of 1182
City of Glendale Elderly Nutrition Program RFP
5 including documents and other items from the City and relevant third parties.
Services The work, labor, tasks, operations, activities, materials, supplies, equipment, deliverables, duties, and obligations:
Described in this RFP; and
Required by, and reasonably inferable from, the
Contract— whether completed or partially completed.
Subcontractor A contractor, supplier, vendor, person, entity, or organization whom Contractor hires, employs, or uses on Contractor’s behalf to provide, perform, or fulfill a portion of the Services.
The following assumptions were used in preparing this RFP, and should be adopted by the Proposer:
This RFP is based on the best available information. Information not in this document, and not said to be forthcoming, should be assumed to be unavailable. Departure from the standards outlined in this RFP must be communicated via written notice to the City.
C. About the City of Glendale
Glendale is the fourth largest city in Los Angeles County and spans over 30 square miles. A superior quality of life in Glendale is the result of the City’s focus on safety, neighborhoods, education and community involvement. These are reflected in Glendale’s city government, which includes the Glendale Police and Fire Departments; Community Services & Parks; Library; Community Development, as well as other departments focused on improving the citizens’ quality of life.
The Parks Department is responsible for 47 parks and facilities, 37 developed parks, 20 ballfields, 5,000+ acres of open space, and 138 managed landscaped sites (including medians and parking lots).
D. Scope of Work
1. TERM OF SERVICES AND CONTRACT
The Services described in this RFP and in the proposed Contract are for a period of four (4) years (“initial term”), beginning on December 1, 2022, and ending on November 30, 2026. The City will have a one (1) time option to renew the Food Service Provider’s Contract for a period of two (2) years (“renewal term”).
Exercise of the one-time renewal option is at the sole discretion of the Director of Community Services & Parks and requires the written approval of the City Manager. NOTE: the initial term and renewal term are contingent upon continued funding from the Los Angeles County Aging and Disabilities Department and the City of Glendale.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 868 of 1182
869 of 1182
City of Glendale Elderly Nutrition Program RFP
7 B. RFP Distribution
A prospective Food Services Provider may receive this RFP by mail, e-mail, in-person or online at https://www.glendaleca.gov/government/departments/finance/purchasing/rfp-rfq-bid-page. Distribution of the RFP in no way represents the City’s acceptance of a Food Services Provider’s qualifications, reputation, or ability to perform the Services.
C. Mandatory Proposer Conference
A MANDATORY Proposer Conference will be held on September 8, 2022. If a Proposer is unable to attend, a representative must be present. Failure to do so will result in rejection of a Proposal.
Attendees or their representatives will be required to sign-in at the conference. The conference will be held at the Adult Recreation Center – 201 E. Colorado Street, Glendale, CA 91205. Check in at the front desk. 90-minute free parking is available in the structure at Maryland and Harvard. In the event of a Los Angeles County and/or City of Glendale order to cancel in-person meetings due to the evolving situation with the COVID-19 pandemic, a virtual proposer’s conference will be made available to attendees in place of an in-person conference. Notice of a virtual conference will be sent out informing prospective Proposers.
The purpose of the Proposer Conference is to ensure that Proposers have adequate information to respond fully and comprehensively to the City’s requirements. During the conference, City staff will discuss with prospective Proposers the work to be performed and answer questions arising from Proposers’ initial review of this RFP. Proposers should have reviewed the RFP thoroughly prior to the conference and Proposers should be familiar with its content, as well as the City’s functional and technical requirements.
Proposers may e-mail questions to Aylin Isayan ([email protected]) prior to the conference.
D. Proposal Deadline and Proposal Submission
The City must receive the Proposal on or before 5:00 p.m., September 30, 2022. A Proposal received after this date and time will be considered non-responsive and the City will return the Proposal, unopened.
A Proposal must be submitted on the attached Proposal Form package. Oral, telephonic, facsimile, telegraphic, or electronically transmitted Proposals are invalid and the City will not accept or consider them.
Proposer must submit four (4) printed Proposal documents [one (1) original and three (3) copies] in a sealed, clearly labeled envelope (or box). A Proposal may be delivered by mail or in person.
The Proposal must be clearly marked “Elderly Nutrition Program Proposal” and addressed to:
City of Glendale
Community Services & Parks Department
Attention: Aylin Isayan
201 East Colorado Street, Glendale, CA 91205
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 870 of 1182
City of Glendale Elderly Nutrition Program RFP
8 E. Interim Inquiries and Responses; Interpretation or Correction of RFP If a Proposer has any question about this RFP, the proposed Contract, or the scope of work― or if a Proposer finds any error, inconsistency, or ambiguity in the RFP, or the proposed Contract, or both― the Proposer must make a “Request for Clarification” before submitting its Proposal.
The Proposer must submit a Request for Clarification to: Aylin Isayan via email at [email protected]
The City must receive the Request for Clarification on or before 5:00 p.m., September 19, 2022.
If necessary, the City will make clarifications, interpretations, corrections, or changes to the RFP, or the proposed Contract, or both, in writing by issuing Addenda, as described in Section IIF (below). A Proposer must not rely upon, and the City is not bound by, purported clarifications, interpretations, corrections, or changes to the RFP and the proposed Contract, that are made verbally or in a manner other than a written advisory from the City.
F. Addenda
The City will issue Addenda in writing only. The City will make reasonable efforts to deliver Addenda to all Proposers whom the City knows have received the RFP and have provided a street address and email address for receipt of Addenda. The City cannot guarantee that all Proposers will receive all Addenda.
Proposers may also inspect the Addenda at the Adult Recreation Center, during its business hours, Monday - Friday 8:00 a.m. - 5:00 p.m. This RFP is also on file there.
At any time before the “Proposal Deadline” (Section IID of this RFP), the City may issue Addenda withdrawing the RFP or postponing the Proposal Deadline. However, if any Addenda results in a material change to this RFP, or the proposed Contract, or both, the City will extend the Proposal Deadline by not less than seventy-two (72) hours.
The City will treat transmittal of Addenda to Proposers e-mail as sufficient notice of the changes made by the City.
III. General Requirements and Instructions
A. Examination of Documents
Before submitting an RFP Response, each Food Service Provider must:
Make all necessary investigations, examine documents, and understand the Food Service Specifications (EXHIBIT I) and Menu Writing Specifications (EXHIBIT II) as required by the Los Angeles County Aging and Disabilities Department.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 871 of 1182
City of Glendale Elderly Nutrition Program RFP
9 Be able to furnish the City with valid insurance forms (including insurance certificates and additional insured endorsements) in compliance with the Insurance Requirements described in EXHIBIT V.
Thoroughly examine the RFP. A thorough review of this RFP is critical to obtaining an in-depth understanding of the requirements of this RFP.
Inspect the kitchen facilities at the Adult Recreation Center.
B. Proposer’s Representations in the Response
By submitting a Proposal, a Proposer represents that:
The RFP is sufficient in scope and detail to indicate and convey reasonable understanding of all requirements, terms, and conditions for performance of the work required in this project; The Proposer has exercised all necessary due diligence in making investigations and inquiries, examining documents, and inspecting City sites and facilities for this project; The Proposer is fully familiar with— and has fully considered— all facts, conditions, circumstances, and matters that may affect, in any way, the Proposer's services or costs; The Proposal is an irrevocable offer for a period of at least ninety (90) calendar days following City’s opening of all Proposals; and
The Proposer is, and will be, in compliance with the RFP’s requirements, terms, and conditions.
C. Withdrawal, Cancellation, or Modification of a Proposal Before the Proposal Deadline, a Proposer may withdraw and then modify a Proposal, by giving written notice, signed by the Proposer. A withdrawal request must be addressed as follows and delivered to:
City of Glendale
Community Services & Parks Department
Attention: Aylin Isayan
201 East Colorado Street
Glendale, CA 91205
For a withdrawal to become effective, the City must receive the Proposer’s request for withdrawal before the Proposal Deadline. The City will not accept or consider a Proposer’s verbal request for modification or withdrawal of a Proposal.
If a Proposer withdraws its Proposal, the withdrawal will not prejudice the Proposer’s right to submit a new Proposal, if the new Proposal is submitted: (a) in accordance with the RFP’s requirements, and (b) before the Proposal Deadline.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 872 of 1182
City of Glendale Elderly Nutrition Program RFP
10 After the Proposal Deadline, a Proposer must not withdraw, cancel, or modify its Proposal for a period of at least ninety (90) calendar days following the Proposals’ opening on October 3, 2022 subject to the exception described in the next paragraph below. The City may extend the 90-day period upon the City’s written request and upon the affected Proposers’ written approval.
The City may allow a Proposer to withdraw or cancel a Proposal after the opening of the Proposals, if the Proposer establishes, to the City’s satisfaction, that all of the following circumstances exist:
1. The Proposer made a mistake in its Proposal;
2. Within five (5) days after the Proposal’s opening, the City receives from the Proposer written notice of the mistake and the notice specifies in detail how the mistake occurred;
3. The mistake made the Proposal materially different from what the Proposer had intended it to be; and
4. The mistake was made in filling out the Proposal and was not due to error in judgment, or carelessness in reading the RFP or the proposed Contract.
D. Proposal Preparation Expenses
Expenses for developing the RFP response are entirely the responsibility of the Proposer and are not chargeable to the City in any manner. The City is not liable for any pre-contractual expenses, which are defined as expenses incurred by Proposer in:
Preparing its Proposal in response to this RFP.
Negotiating with the City any matter related to the Proposal. Any other expense incurred by Proposer prior to the date of award of the Contract for this RFP.
E. Insurance
Specific insurance requirements are noted in EXHIBIT V (“Insurance Requirements”), and evidence of the insurance coverages will need to be in place before the start of the work. The City will require certificates of insurance and additional insured endorsements when the successful Food Service Provider submits a signed Contract to the City. A Food Service Provider does not need to submit proof of insurance to submit a Proposal, but must be prepared to meet all City insurance requirements (with no additional cost to the City), if the Food Service Provider is awarded a Contract.
A Proposer must submit to its insurance company, or insurance agent, the “Insurance Requirements” in this RFP and the proposed Contract. The insurance company’s underwriter or agent must complete the “Insurance Requirements Affidavit” (at page PF:32 of the attached PROPOSAL FORMS) which states that the insurer’s underwriter or agent will furnish the City with the required insurance documents within fourteen (14) calendar days after the Proposer’s having been notified of the Contract’s award. The Proposer must submit this form with its Proposal. The City may reject any Proposal made without this affidavit, or made with an incomplete affidavit form.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 873 of 1182
City of Glendale Elderly Nutrition Program RFP
11 F. Proposer’s Indemnification of the City
At its expense, Proposer agrees to indemnify, defend, and hold harmless the City and its officers, agents, employees, and representatives from and against any and all liability, suits, actions, proceedings, judgments, claims, demands, liens, losses, damages, costs, and expenses (including attorneys’ fees, litigation, arbitration, mediation, appeal expenses) if a dispute, lawsuit, or other proceeding arises out of any one or more of the following:
Proposer’s submitting the Proposal;
The City’s accepting Proposer’s Proposal; or
The City’s awarding a Contract to Proposer in compliance with this RFP, or state, federal, or local laws.
IV. Proposal Content and Format
A. Using the Attached Proposal Forms
“Proposal Forms” (PF:1 to PF:35) are attached to this RFP. A Proposer must submit its Proposal only on those forms. With its Proposal, the Proposer must submit various attachments (e.g., employees’ resumes, financial statements, a bank’s reference letter, and further explanations) that this RFP and the Proposal Forms describe.
The Proposer must fill in the blanks on the Proposal Forms, using a typewriter, printing legibly in ink, or using a fillable PDF. When answering the Proposal Forms’ questions, the Proposer must furnish pertinent and relevant information rather than merely provide promotional facts or materials. The Proposer must respond to the Proposal Forms’ questions with all applicable information, in order for the City to consider the Proposal as “responsive.”
If a Proposer fails to provide the information that the forms require, fails to return all of the forms, or fails to submit the required attachments, the City may treat the Proposal as “non-responsive.” The Proposer must place initials next to all interlineations, alterations, and erasures on the Proposal Forms.
The Proposer must not modify or qualify the Proposal Forms in any manner. Unauthorized conditions, exemptions, limitations, or provisions attached to a Proposal will render it informal and may cause its rejection.
With the Proposal each Proposer must submit the following attachments:
Proposers’ resume and, if applicable, its employees’ resumes (See: PF:18); Audited or reviewed financial statements, or compilations (See: PF:21); and Bank’s reference letter (See: PF:21).
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 874 of 1182
City of Glendale Elderly Nutrition Program RFP
12 B. Identifying Proprietary Information; Public Records Act A Proposer must identify and list all copyrighted material, trade secrets, or other proprietary information (“protectable documents”) that the Proposer included in its Proposal which Proposer believes should be exempt from disclosure under California’s Public Records Act, Government Code Section 6250, et seq. (See: PF:33).
By listing the documents, the Proposer agrees to indemnify, defend, and hold harmless the City and its officers, agents, employees, and representatives from and against any action, claim, lawsuit, or proceeding, including costs and expenses, arising out of or connected with the City’s refusal to disclose the protectable documents to any party making a request for those items.
The City will treat any Proposer, who fails to identify documents that the Proposer believes should be exempt from disclosure, as having waived its right to an exemption from disclosure, as the Public Records Act provides.
All Proposals and other material submitted become the property of the City and may be returned only at the City’s option. The City reserves the right to use any ideas presented in any response to the RFP.
Selection or rejection of the Proposal does not affect this right.
C. Meal Rates
A Proposer must provide the total price per meal for the “Congregate Meal Program, Hot or Cold Meals/Boxed Lunches and “Home Delivered Meals Program, Frozen Meals” (See: PF:34).
D. Proposal Signature(s)
The person or persons legally authorized to bind the Proposer to the RFP must sign the Proposal. The individuals signing the Proposal must represent that they are authorized to bind the Proposer’s legal entity. A corporation must execute the Proposal by its duly authorized officer(s) in accordance with its corporate bylaws.
A partnership must execute the Proposal by all of its partners. After each signature, each partner must list a residential address or the firm’s address, either of which must include the state, zip code, and telephone number.
If the Proposer is a joint venture consisting of a combination of any of the above entities, each entity in the joint venture must sign the Proposal.
An individual signing a Proposal as an agent of another or others must attach to the Proposal evidence of that person’s legal authority to sign on behalf of another or others.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 875 of 1182
City of Glendale Elderly Nutrition Program RFP
13 V. Method of Selection
All Proposals received on time will be opened on October 3, 2022. Proposals will first be reviewed to ensure compliance with the terms of this RFP. Non-compliant or non-responsive Proposals may be rejected. The City will then evaluate the Proposals in accordance with the criteria listed below.
A. Basis for Award and Evaluation Criteria
Evaluation of a Proposal will be based on a competitive selection process. Experience, references, demonstrated successes, and the proposed fee will be considered in the selection process. The City reserves the right to award the Contract not necessarily to a Proposer with the lowest cost proposal, but to a Proposer who will provide the best overall match to the RFP requirements and who best serves the City’s interests. Each Proposer’s submission will be evaluated and scored on the criteria listed below. Each criterion has a maximum allowable point.
Description Weight
Proposal Responsiveness:
A. Proposer has provided the information, document(s),
and other item(s) that the RFP specifies.
B. Proposer has proposed one or more modifications to
the Contract.
Pass/Fail
Proposal may be deemed non-responsive, or up to 10 Points may be deducted as follows:
-4 Points for modification to Indemnity provision
-4 Points for modification to Insurance provision
-1 to -2 Points for modification to one or more Contract provisions (other than indemnity orinsurance)
No Point Deduction for Proposer’s accepting Contract without Modification
Services requirements 20 Points
Quality of meal 20 Points
Cost per meal 25 Points
Qualifications of personnel and management 15 Points
Prior Experience 15 Points
References 5 points
MAXIMUM TOTAL POINTS 100
The City may investigate the qualifications of any Food Service Provider under consideration, require confirmation of information furnished by the Food Service Provider, and require additional information or evidence of qualifications to provide the Service described in this RFP.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 876 of 1182
City of Glendale Elderly Nutrition Program RFP
14 B. Selecting a Food Service Provider
A panel comprised of City representatives and a member of the Senior Services Committee― selected by the Director of Community Services & Parks Department― will: 1) evaluate each RFP submission, 2) will select up to three finalists for an interview, and 3) will submit a final recommendation to the Director. The Director will submit a recommendation to the City Council for approval.
The City Council must approve an award of a Contract to the successful Proposer and no rights or obligations begin under an award until the approval is secured and a Contract has been duly signed by all parties.
Once selected, the successful Proposer must enter into a written Agreement with the City within fourteen (14) calendar days following Proposer’s receiving the City’s Notice of Award.
C. City’s Reservation of Rights
This RFP and the proposal evaluation process do not:
Obligate the City to accept or select any Proposal;
Constitute an agreement by the City that it will actually enter into any contract with any Proposer.
When it best serves the City’s interests, the City may do any one or more of the following:
Reject any Proposal or all Proposals at its sole discretion. Extend the deadline for accepting Proposals.
Accelerate the pace of the RFP process if only one or a handful of Proposals are received. Waive any or all information, defects, irregularities, or informalities in a Proposal. Accept amendments to Proposals after the Proposal Deadline. Amend, revise, or change the RFP’s evaluation or selection criteria. Cancel, withdraw, amend, revise, change, or negotiate the terms of this RFP, the proposed Contract, or both.
Reissue a Request for Proposals.
Conduct oral interviews.
Visit a Food Service Provider’s facilities or business. Examine financial records of a Food Service Provider to the extent necessary to ensure financial stability.
Make a partial award.
Negotiate with one or more Food Service Providers.
Award contracts to one or more Food Service Providers. Require a best and final offer from one or more Food Service Providers. Provide its own services for daily meals for the Elderly Nutrition Program, or contract directly— without an RFP or bids— for those services.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 877 of 1182
City of Glendale Elderly Nutrition Program RFP
15 VI. Award of Contract
Within ninety (90) calendar days after the City opens all Proposals, if the City Council selects a Proposal, the City will give the selected Proposer a “Notice of Intent to Award Contract” that will specify the “start date” for performing the Contract’s services.
Once selected, the successful Proposer must enter into a written Agreement with the City within fourteen (14) calendar days following Proposer’s receiving the City’s “Notice of Intent to Award Contract” or within any extension that the City may allow. The RFP, or any part of it, and the Proposer’s responses, will be incorporated into and made a part of the Contract. A copy of the proposed Sample Contract is provided as EXHIBIT IV.
Before any services can commence, the selected Proposer will be required to execute the Contract, which is a standard form of agreement. To facilitate the project’s smooth and timely implementation, Proposers responding to this RFP shall review all the terms and conditions of the Contract, including, but not limited to, provisions relating to insurance, indemnity, and termination.
The City’s policy is that the Contract be accepted as is. By submitting a Proposal to the City in response to this RFP, each Proposer is deemed to have provided its approval to the Contract, accepting it without qualification. If a Proposer seeks limited modification of the Contract, then in the Proposal a Proposer must identify the proposed changes.
However, changes or qualifications to the Contract may be weighed in the evaluation of the Proposal. In the City’s determination, the City may deduct points in the scoring of the Proposal or the City may reject the Proposal as non-responsive, thereby taking no further action on it.
Further details on the point deductions are set forth in the chart on page 13 of this RFP (V. Method of Selection / A. Basis for Award and Evaluation Criteria).
The City reserves the right to further negotiate the terms and conditions of the Contract. The Proposer whom the City Council selects must cooperate with the City in good faith to negotiate, sign, and deliver the final Contract. The City will draft the Contract and may require the selected Proposer to attend one or more Contract negotiation conferences to discuss possible:
Revisions to the Contract’s service-related terms, conditions, requirements, specifications, or minimum performance standards, other than the insurance and the indemnity provisions; and
Additions to the Contract, by the parties’ mutual agreement, or as a City Ordinance or Resolution, the City’s Charter or Municipal Code, or any other law may require.
At any time, and for any reason, if contract negotiations with the selected Proposer fail to progress, to the City’s reasonable satisfaction, the City reserves the right to not only end negotiations with the selected Proposer, but also cancel the award and reject the Proposal. At its discretion, the City may then: reopen the proposal process; choose from among the remaining, if DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 878 of 1182
City of Glendale Elderly Nutrition Program RFP
16 any, qualified Proposers; reissue the RFP; negotiate directly with any Proposer for services; or choose not to contract for services.
Within fourteen (14) calendar days after the City issues the Notice of Intent to Award Contract, or within any extension that the City may allow, the selected Proposer must submit to the City all of the following items:
The Contract, properly signed by the Proposer. (The City will notify the selected Proposer whether the Contract requires an ink signature or an authenticated electronic signature through DocuSign or Adobe Sign).
Insurance certificates and additional insured endorsements that fully conform to the Contract’s requirements. (The City’s Risk and Insurance Services Manager will review the required insurance).
If the selected Proposer has not changed any terms of the Contract, and if the insurance and the bond(s) conform to the Contract’s requirements, the City will sign the Contract and then provide the Proposer with a fully signed ink version, or an electronic version, of the Contract.
VII. Letter of Objection; Procedures
A Proposer, who believes that any part of this RFP is discriminatory against the Proposer or precludes the Proposer from being given reasonable consideration in the procurement process, must submit a letter, clearly stating the specific objections, the areas of concern, and a proposed method for resolving the objections. The Proposer, or the person who is duly authorized to represent the Proposer, must sign the correspondence. The City must receive the letter of objection on or before 5:00 p.m., October 24, 2022. The City will not consider any verbal objection. The letter of objection must be addressed as follows and delivered to:
City of Glendale
Community Services & Parks Department
Attention: Aylin Isayan
201 East Colorado Street,
Glendale, CA 91205
Upon the City’s timely receipt of the objection letter, the City will review the Proposer’s contention(s). If the City decides that the RFP― whether in whole or in part― needs revision, the City will prepare Addenda, as described in Section IIF of this RFP.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 879 of 1182
City of Glendale Elderly Nutrition Program RFP
17 EXHIBIT I – Food Service Specifications
STATEMENT OF WORK AND SCHEDULE
During the time of performance as set forth herein, the Contractor shall furnish all food, labor and equipment necessary to prepare and deliver individual meals and/or bulk food for persons 60 years of age and older, in compliance with the Title III Congregate and Home Delivered Nutrition standards as described in Federal, State and County regulatory statutes; the California Health and Safety Codes, more specifically the California Uniform Retail Food Facilities Law (CURFFL), as amended January 1, 2020 the older Americans Act (OAA), Amendment of 1992, and the Area Agency on Aging (AAA) Policy and Procedures.
To assure that meals are prepared in a safe, sanitary environment, in compliance with the California Health and Safety Codes, the AAA Policies and Procedures and Contracts Management Manual, the Contractor shall comply with the following requirements:
The Contractor shall hire a part-time Registered Dietitian (minimum 20 hours a week) who possesses a Bachelor’s degree and/or Master’s Degree in Nutrition/Dietetic with an institutional food service management emphasis from an accredited college or university, for supervision of the food services operation within the catering company and/or Central Kitchen; or
The Contractor shall hire a qualified Food Service Manager who possesses a B.S. degree in Food and Nutrition with emphasis on food service management or restaurant management from an accredited college or university, and/or two (2) years professional experience as a food service supervisor. No less than six (6) years of experience in the food service industry at a supervising level can be substituted for the 4-year degree requirements.
The Contractor must submit, to the County, the registration I.D. number and expiration date of Registered Dietitian along with complete verifiable resumes of the Registered Dietitian or Food Service Manager for the County’s Area Agency on Aging (AAA) approval.
The County may, at its sole discretion, waive this requirement or for repeated deficiencies of non-compliance, require the Contractor to fill both positions, and/or to expand the required positions to full time positions.
1. NUMBER OF MEALS
The minimum requirement is estimated at 57,680 meals and the maximum requirement is estimated at 156,000 meals annually with the following breakdown. There is no guarantee that the minimum number of meals will be ordered by the City of Glendale.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 880 of 1182
City of Glendale Elderly Nutrition Program RFP
18 TOTAL ANNUAL MEALS (estimate)
Monday-Friday 31,200
Saturday 6,240
Sunday 6,240
Holidays N/A
Frozen Meals (Home Delivered) 14,000
GRAND TOTAL
ANNUAL MEALS
57,680
2. DELIVERY STANDARDS
a) The Contractor shall prepare and portion in bulk, all food and necessary supplies for the Congregate Meal program by 10:30 a.m. All food to be transported to satellite sites shall be placed in appropriate hot and cold boxes. A label shall be attached to each food product indicating name of meal locations, number of servings and size of serving.
b) The Contractor shall pack and portion all frozen food and supplies for the Home Delivered Meals program by 1:30 p.m. All food transported to client homes shall be placed in ice chests.
c) The meals shall be delivered as follows:
City of Glendale Meal Location Approx.
# Meals per
day
Time Food
Preparation
Completed
Time Food
Leaves the
Kitchen
Time Food
Arrives at
the Site
Congregate Meals Program
Adult Recreation Center
100 10:30am Food Prepared
for onsite dining
Food Prepared
for onsite dining.
Congregate Meals Program
Pacific Community Center
20 10:10am 10:30am 10:40am
Congregate Meals Program
Sparr Heights Community Center
60 10:10am 10:30am 11:00am
Home Delivered Meals Program 67
Food Prepared
at Contractor’s
Central
Kitchen
1:30 pm varies
c) The City reserves the right to add or delete Congregate meal sites or designate alternate meal locations, as appropriate, subject to approval by the AAA.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 881 of 1182
City of Glendale Elderly Nutrition Program RFP
19 d) The City may change the days and time of delivery and service by giving the Contractor seven (7) days’ notice.
e) The City may change the number of meals to be delivered to any of the meal locations by notifying the Contractor by 2:00 pm of the day prior to delivery. f) The Contractor shall prepare Home Delivered Meals for City delivery no more than 50 minutes’ prior the agreed upon delivery time.
g) Food for Congregate Meals Program shall be served by the City; within two (2) hours after food preparation has been completed.
h) The last Home Delivered Meal shall be delivered by the City within two hours (2 hours) after food preparation has been completed.
i) The City shall deliver meals; all dirty dishes, silverware and pans shall be returned by the City to the Adult Recreation Center kitchen for cleanup by the Contractor. j) All food must be packaged under conditions that will ensure temperature control to prevent bacterial contamination, spillage, and/or insect infestation. Hot foods shall be delivered at a minimum temperature of 140F and cold foods at a maximum temperature of 40F. These temperatures must be maintained until serving time. k) Hot portion of meals (entree, vegetable, potatoes, etc.) to be cooked and prepared not more than two (2) hours before serving time.
l) Deliveries to the Adult Recreation Center kitchen and to satellite sites shall be accompanied by a delivery slip, executed in triplicate, designating the number of meals and supplies delivered. Delivery of invoices shall be signed by site manager and one copy left with same.
m) The Contractor shall be liable for meals that do not meet the nutritional standards and requirements, are spoiled or unwholesome at the time of delivery from Contractor’s Central Kitchen to the Adult Recreation Center kitchen and are incomplete or insufficient in number ordered, or are delivered after the time specified by the City. In the event the Contractor fails to deliver complete meals, other foods, or supplies as agreed upon from Contractor’s Central Kitchen, the City may provide a substitute meal with emergency meals or supplies purchased from other places and charge the cost of the purchased meal to the Contractor. n) If any portion of a meal other than the entrée is delivered from Contractor and/or their subcontractors to the Adult Recreation Center kitchen in an unacceptable condition, such as incorrect temperature (potentially hazardous) less than contracted portion, spoiled or too late, the Contractor shall be liable for the cost of that portion. If the entrée is unacceptable, the Contractor shall be liable for the DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 882 of 1182
City of Glendale Elderly Nutrition Program RFP
20 cost of the entire meal. All shortages shall be noted on the delivery slip for proper crediting.
o) A chemical analysis of any food delivered from Contractor’s Central Kitchen may be made by the City at any time. The Contractor agrees to cooperate in having the analysis made. If the analysis discloses that the food does not comply with these specifications, the Contractor shall be liable for the cost of the analysis. p) The Contractor and the City both agree to implement and/or maintain a Hazard Analysis and Critical Control Point (HACCP) system as required by the AAA.
3. MEAL SERVICE
Contractor’s Responsibilities. The Contractor shall be responsible for the following:
a) Preparing all meals to be served at the Adult Recreation Center, Pacific Community Center and Sparr Heights Senior Center at the Adult Recreation Center Kitchen.
Home Delivered Meals may be prepared at an off-site location and transported to the Adult Recreation Center kitchen.
b) Maintaining all Health Department Regulations, CURFFL, OSHA, COSHA, Fire Department Codes, and Los Angeles County Area Agency on Aging. c) Complying with Los Angeles County Code Title 2 - Administration, Division 4, Chapter 2.212 (COVID-19 Vaccinations of County Contractor Personnel) and Los Angeles County’s Subaward Requirements for COVID-19 Vaccinations of County Contractor Personnel (Included in Sample Contract- Exhibit IV as “EXHIBIT K and EXHIBIT L”).
d) Developing and following a daily routine, as approved by the City, to maintain above-average cleanliness in Adult Recreation Center kitchen. The Adult Recreation Center’s grease interceptor is pumped by the City of Glendale four (4) times per fiscal year. If additional pumping is required over 4 times in a fiscal year, it will be the financial responsibility of the Contractor to do so. e) Securing all doors (interior and exterior) and windows nightly; and taking responsibility for facility keys to protect from theft and employee misuse. f) Allowing Adult Recreation Center kitchen to be used by community groups during evening and weekends. (Contractor shall use the Adult Recreation Center kitchen from 6:00 a.m. to 2:00 p.m. daily).
g) Maintaining accurate records of food temperature at the time the food is placed in holding equipment and at the time the food is packed for transport to the satellite sites; taking and recording daily temperature readings of storeroom, freezer, and DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 883 of 1182
City of Glendale Elderly Nutrition Program RFP
21 refrigerator and submit all records at month’s end to Project Director; and maintaining other elements of a HACCP Program.
h) Completing an inventory of kitchen equipment at the beginning and conclusion of Contract, and replacing all items lost, broken, stolen or damaged by the Contractor.
i) Immediately repairing or replacing all appliances or large equipment that is damaged due to misuse or negligence by the Contractor.
j) Providing labor and supplies for the daily washing of all dishes, silverware, cooking utensils, pots, pans, etc., used to prepare and serve meals at all sites. k) Providing iodized salt, pepper, sugar and napkins for each site. l) Coordinating the time of meal preparation, kitchen cleaning and delivery by purveyors with the Project Director to minimize disruption of activities planned in adjacent rooms.
m) Ordering and being on-site to receive all necessary food, cleaning supplies and related items. (City of Glendale staff cannot accept or take the responsibility for deliveries while the Contractor is not on-site).
n) Following all standard cooking procedures, as specified by the Project Director or Project Dietitian, to ensure that the meals prepared will contain the maximum amount of essential nutrients. HACCP style recipes and food production schedules must be provided and followed.
o) Being able to provide upon request written specifications of ingredients for all convenience or processed food items.
p) Storing sufficient back-up supply of disposable marine biodegradable 9” plates, eating utensils and coffee cups on-site at the Adult Recreation Center to serve up to 200 people in the case of emergency.
q) Providing marine biodegradable paper products (plates, cups, knives, forks, spoons, etc.) to serve people when the Contractor’s employees are not available to wash dishes.
r) Notifying the Project Director of any substitutions on the menu due to non-delivery or other uncontrollable circumstances at least 24 to 48 hours prior to service. s) Providing emergency back-up food at satellite sites. t) Providing any additional cooking utensils necessary to prepare meals that are not provided by the City.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 884 of 1182
City of Glendale Elderly Nutrition Program RFP
22 u) Providing all necessary linen for meal preparation and cleanup. v) Providing telephone services as necessary for the catering operation.
City’s Responsibilities. The City shall be responsible for the following:
a) Repairing the City’s building, grounds and equipment which may need repair because of normal or ordinary wear. The City will clean and pump the grease interceptor four (4) times per fiscal year.
b) Assuming financial responsibility for utilities such as gas, water, electricity, except if the City determines that the Contractor is not following adequate conservation measures. After the City has given written notice to the Contractor, the City may elect to bill the Contractor for utility charges exceeding a reasonable, acceptable level, as determined by the City.
c) Providing the Adult Recreation Center kitchen with mobile refrigerator/freezer, walk-in refrigerator/freezer, range, convection oven, dishwasher, mixer, slicer, Crescor ovens, Cambros boxes, performance coolers, work tables, small tableware, small kitchenware, hot and cold boxes to transfer bulk meals, locking cabinets, storage space and other miscellaneous equipment. The City will maintain keys to the freezer and refrigerators and reserves the right, at any time, to inspect any equipment, including storage rooms, freezer and refrigerators. d) Providing tableware, including meal plates, forks, knives, spoons, bowls, and straws. d) Cleaning the Adult Recreation Center kitchen following community groups’ use. f) Providing “Grab and Go” lunch products including: bags, food storage containers, utensils, and other items for pandemic response food delivery method.
4. MENUS
a) All menus shall be in compliance with Title III-C Menu Writing Specifications for 2022-2023 (EXHIBIT II).
b) C-1: A five-week menu cycle shall be used that is written once yearly.
Traditional Meal Menu (5-week cycle)
Pandemic Altered Meal Menu (Sample Menu)
C-2: A four-week menu cycle shall be used that is written once yearly.
Traditional HDM Meal Menu (5-week cycle)
Emergency Meals Menu
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 885 of 1182
City of Glendale Elderly Nutrition Program RFP
23 The City has the responsibility for menu writing and duplicating, with input from the Contractor. The menu shall be approved by the Dietary Administrative Support Services (DASS) Contractor Dietitian.
b) All menus must be signed by the Project Director, the Dietary Administrative Support Services Contractor Dietitian, and certified by the AAA nutritionist prior to the start of the menu cycle.
d) All menu substitutions by the Contractor shall be submitted in writing for approval by the Project Director or Dietary Administrative Support Services Contractor Dietitian at least five (5) days prior to serving date. The Contractor may, however, in an emergency situation, make menu substitutions on verbal approval of the Project Director or Dietary Administrative Support Services Contractor Dietitian, with a written notice to follow for documentation. e) The Contractor shall make provisions to provide in-service training regarding food sanitation and safety for their food service staff. Documentation of such training shall be submitted to the City. The county Area Agency on Aging may require the City, based upon major finding of noncompliance items in food and safety, to provide additional food service training.
f) All menus will be identical at all sites unless otherwise specified by the City. g) The Contractor shall provide a birthday cake in place of regular desert once a month as specified by the Project Director.
h) The Contractor shall provide for holiday meal menus on the day specified for a holiday event. This will not occur on Los Angeles recognized holidays, but rather on alternate celebration days.
5. MEAL PATTERN SPECIFICATIONS
a) All food must be of the highest quality standard and conform to USDA requirements. It must be prepared in a manner to preserve optimum flavor and appearance while retaining nutrients and food value. Special consideration should be given to tenderness of meat because of the age of our participants. b) Minimum grades for all foods shall be as follows:
Beef: USDA Grade A choice
Pork: USDA Number 1 (as defined in SRA., Number 171, U.S.
Standards and Grades of Pork Carcasses)
Lamb: USDA Choice
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 886 of 1182
City of Glendale Elderly Nutrition Program RFP
24 Poultry: USDA Grade A to be used for all fresh or frozen poultry products.
Necks, backs, nor wings, alone shall not be used prior approval of the Project Director or project designee.
Variety Meats:Grade Number 1 from USDA Government inspected plants Dairy Products: The following is to be used as minimum specifications for all Graded dairy products:
a. Eggs, fresh USDA or State Graded A
b. Cheese, USDA Grade A, non-processed cheese
c. Milk: nonfat, 1% low-fat, shall be available
Fish and seafood must be fresh or frozen and be nationally distributed brand packed under continuous inspection of the U.S. Department of Interior Canned fruits and juices: USDA Grade A (Fancy) and Grade B (Choice) are to be used for all graded fruits and fruit juices. Grade C (Standard) may be used for pies and cobbler production only.
Fresh Fruits: USDA Fancy to USDA No. 1 to be used for all graded fresh fruits as a minimum standard.
Fresh vegetables: USDA Fancy and No. 1 to be used for all graded fresh vegetables as a minimum standard.
Frozen fruits and vegetables: USDA Grade A to be used for all graded frozen fruits and vegetables as a minimum standard.
7. EVALUATION OF CONTRACTOR
The City and the Dietary Administrative Support Services (DASS) Dietitian shall evaluate the Contractor’s performance to determine if it is in compliance with meeting requirements. All evaluations must be sent to AAA nutritionist.
8. RECEIPTS AND INVOICES PROCEDURES
a) The Contractor shall issue daily delivery receipts to each site. b) After the close of each calendar month, the Contractor shall furnish to the City an invoice of meals ordered by the program for the previous month. The City will pay such invoices monthly for the month prior within 30 days after receipt of final DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 887 of 1182
City of Glendale Elderly Nutrition Program RFP
25 monthly invoice for the month. The Contractor’s failure to maintain current insurance and provide verification may result in delayed payments.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 888 of 1182
City of Glendale Elderly Nutrition Program RFP
26 EXHIBIT II – MENU WRITING SPECIFICATIONS
These specifications are provided by Los Angeles County Aging and Disabilities Department and are subject to change at the discretion of that agency. The City and the Contractor are required to adhere to these specifications and any subsequent changes to these specifications.
Menu Writing Specifications are provided by Los Angeles County Aging and Disabilities Department and from the Dietary Guidelines for Americans 2020-2025. ______________________________________________________________________ These menu writing specifications and requirements are developed to facilitate the menu writing process and encourage agencies and caterers to meet the new Dietary Reference Intakes (DRIs) included in the Dietary Guidelines for Americans 2020-2025.
The specifications will assist agencies and project dietitians in providing nutritious, appetizing, tasty, and cost effective Title IIIC meals for the seniors we serve.
GENERAL RECIPE AND SPECIFICATION SHEET REQUIREMENTS
1. If a food item is purchased ready prepared, a food specification sheet is required.
Serving size, nutritional analysis, and brand name should be included. Copy the Nutrition Panel on the food label, or obtain Food Specification sheets (cut sheets) from your suppliers. The baseline goal for the amount of sodium allowable in ready prepared or processed entrees is 400-450mg.
2. Experiment with herbs, seasonings, and flavor blends that do not contain sodium.
3. If your agency or caterer develops a low sodium recipe popular with seniors, PLEASE SHARE IT.
4. Recipes must include a Hazard Analysis Critical Control Point (HACCP) plan detailing safe food handling procedures for all menu items made by the Central Kitchen or Caterer.
5. Each agency and/or caterer may use standardized HACCP recipes, or may modify their own recipes to meet HACCP requirements. Standardized recipes are included in the L.A. County Foodservice Standard Operating Procedures (SOP) Manual.
6. HACCP recipes developed by agencies and caterers should follow the recipe format found in the SOP Manual, or follow the format outline in the National Restaurant Association’s (NRAs) HACCP Reference Book. Each recipe should note the Critical Control Point (CCPs) and Potentially Hazardous Foods (PHF’s).
7. Agencies and caterers are encouraged to try new recipes. The recipe must be put in a HACCP format when it is added to the cycle menu.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 88 of 1182
City of Glendale Elderly Nutrition Program RFP
27 8. All food specification sheets and HACCP recipes must be on file by July 1st of each fiscal year.
9. It is critical that the Elderly Nutrition Nutritional Analysis for FY 2022-2023 the most recent menu cycle that was completed by the (DASS) contractor be an integrated part of the menu writing process. The Project Dietitian will provide this analysis as a part of the menu review and planning process. This analysis highlights critical components of the menu and provides a focus for menu planning and improving.
10.The “Menu Writing Template” must be utilized as a part of the menu development process. This template is to be completed first prior to typing the menu. It is a valuable tool and aid in ensuring that items are properly meeting the specifications (such as no bac to back entrees, etc.) and all requirements are met. The template worksheets should be all on one sheet to easily see if there are duplications for any of the components. Once the template has been checked and verified to meet requirements, the menu can be typed. An accurate template must be turned in with your completed menu as they assist with the review and certification process. Menus will not be accepted without the menu template.
GENERAL MENU REQUIREMENTS
1. All menus using nutritional analysis must be updated for nutritional content.
Nutritional content can be averaged each week to see if nutrient standards have been met. However, the menu must contain at least 25mg Vitamin C every day, 233ug Vitamin A on a at least three out of five different days of the week or four out of seven days a week and 200 IU of vitamin D daily (may be averaged over the week). Serve potassium rich food consistently.
2. The component meal pattern template may be used instead of nutrition analysis for determining nutritional adequacy. If the component method is used, the AAA Standardized Menu Form must be used. The menu must meet the Senior Meal Patterns requirements. The menu must contain at least 25mg Vitamin C every day, and 233 ug Vitamin A three times per week in a 5-day program, or four times per week in a 7 day-program. Vitamin C sources must be indicated by; Vitamin A sources must be indicated by two ** Two foods can be used to provide the Vitamin C or the Vitamin A. However, the amount that each component provides must be noted on the menu and totaled at the bottom of the menu for that day. The menu must contain at least ½ serving of whole grains each day, with each serving providing at least 3-grams of fiber. Sodium that exceeds 1,000 mg must be noted with a ‘+’ symbol and can only be used in a holiday menu with ethnic catered menus being exempt. Potassium rich foods must be on the menu consistently and notes with an ‘=’ symbol. For HOLIDAY meals exceeding 1,000 mg sodium the amount of Potassium must be noted at the bottom of the menu column DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 0 of 1182
City of Glendale Elderly Nutrition Program RFP
28 for that meal. If for any reason the menu does not meet the menu component requirements, the Nutrition Project must obtain the approval of the AAA Nutritionist and/or DASS RD.
Senior Component Meal Pattern Requirements:
Food Group Required
Servings Per
Meal
2020 Dietary Guidelines Servings Per
Meal
Meat or meat
alternate
3 oz.
3 oz. servings whole or ground meats,
chicken or fish. Limited ground meat to
two times per week for a five day menu or
three times per week for a seven-day
menu.
3 oz. 3oz meat or meat alternate used in
casserole dishes.
Limit casseroles to two times per week.
3 oz. meat or meat alternate used in salad
entrée recipes
2 oz. meat or meat alternate used in
sandwich recipes.
Limit sandwiches to one time per week.
Vegetable/Fruit 1-2 servings 1 to 1 ½ cups total servings of vegetables and fruits.
Serve 3 servings a minimum of 2 times per
week.
½ cup lettuce salad counts as ½ serving.
½ cup or 1 piece of fruit for dessert counts
as 1 serving.
Grain/Bread 1-2 servings 1 to 2 servings per meal such as 1 slice whole grain bread or ½ cup rice, pasta.
There must be at least ½ serving of whole
grain daily.
Frequently use brown rice, whole grain
pasta, or half brown and white rice mixture.
Try to incorporate grains like quinoa,
bulgur, or barley.
Fiber 7 grams May be averaged over the week
Milk 1 serving 1 cup; Serve 1% fat or non-fat milk.
Fats Optional—1
serving Transfat free
Margarine
1 teaspoon or equivalent measure.
No trans fats or foods containing trans fats
can be served.**
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 1 of 1182
City of Glendale Elderly Nutrition Program RFP
29 Dessert 1 serving fruit
grain/bread, or
dairy
½ cup
Fruit (Serve daily)
Non fruit-based desserts including
milk-based, baked (cookies) or gelatin
should be served no more than once
per week.
Water 6-8 ounces Must be provided daily at Congregate Sites.
Beverages
Optional
Beverages (regular and decaffeinated coffee
and tea) do not contribute to meeting the
meal pattern and are not an allowable AAA
expense.
Menu Writing Components
3. All FY 2022-2023 menus must be provided on the revised menu forms. This includes holiday, frozen and box lunch menus.
4. Review the nutritional analysis of the menu provided by the DASS contractor of the current menu cycle in order to improve menu planning, as needed, review menu preferences of senior population and items from QA meetings as a part of the menu planning.
5. All cycle menus shall be planned for a minimum of four weeks or a maximum of six weeks, approved by the Project Dietitian, and approved/certified by the DASS contractor. Menus must be certified once per year.
6. To increase variety, include entrée alternates in the cycle. The agency can serve alternate one in the first month, alternate two in the next cycle. Menus will be analyzed using both alternates.
7. Two to four times a month, have a “Choice Day” when the seniors can select one of two entrees served. Pair a popular item like pork chops with one not so popular, like fish to increase the variety of entrees served.
8. The menu cycle should include holiday meals, ethnic meals, box lunches, special breakfast and/or dinner menus. Special menus should be substituted in the menu at least once per month to add variety and interest. The Project Dietitian must approve all menu substitutions.
9. Serve an entrée salad twice a month during July, August, and September.
10.Serve soup with sandwich and salad meals on the standard menu.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 2 of 1182
City of Glendale Elderly Nutrition Program RFP
30 11.Menus shall reflect seasonal availability of food. The term “Seasonal fruit” may be listed on the menu no more than once per week. If the fruit is the Vitamin C source, the type of fruit must be identified.
12.Most meals providing one-third of the DRI’s containing on average approximately 550 to 700 calories. There must be no less than 550 calories.
13.The sodium content must target 760mg per meal average over the number of meals per week. A high sodium meal can only be provided as a holiday menu, excluding ethnic catered menus. In addition, Potassium rich foods must be identified with an [=] symbol and the total Potassium for the meal must be noted at the bottom of the meal column. When possible, use low sodium cheese, meats and sauces. The sodium levels of all processed foods MUST be listed on the menu. It is the caterer’s responsibility to provide this information during the menu planning phase. This would include such items as ready prepared or processed meat lasagna, stuffed cabbage, stuffed peppers, breaded meat or chicken patties, etc.
14.Low sodium products to make soups, gravies, and sauces MUST be used. The Caterer/Central Kitchen needs to provide a copy of the nutrition facts label from sauces, salad dressings, and other prepared foods. Use herbs, spices, and lemon that do not contain sodium to enhance the flavor of food prepared. Do not use monosodium glutamate (MSG).
15.Limit use of ground meat or poultry to twice per week for 5 days per week programs and to three times per week for 7 days per week programs. One of the products must be a formed ground meat product.
16.Encourage low fat methods of preparation (bake instead of fry), and use of reduced fat products such as 1% and nonfat milk. Meals should contain less than 35% with a target of 20-35% total calories from fat (may average over a week).
17.Trans fat free oils must be used in food preparation. Trans fat free prepared entrees crackers, and desserts shall be served. A trans-fat free prepared food contains less than 0.5 grams’ trans-fat per serving. There cannot be any Trans Fats.
18.Food items shall be varied within the week and within the menu cycle. a. Avoid having the same entree, fruit, vegetable or dessert on the same day of the following week. For example, do not serve turkey on Monday of two consecutive weeks.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 3 of 1182
City of Glendale Elderly Nutrition Program RFP
31 b. Do not use the same meat, poultry starch, vegetable, or fruit, even in a different form, two consecutive days in a row. For example, do not serve apple juice on Monday and baked apple on Tuesday.
c. Provide a variety of foods and preparation methods. Consider color, different food combinations, texture, size, shape, taste, and appearance.
19.Specify foods used. For example, identify vegetables used in vegetable soup and stew; the type of gelatin and fruit used in fruited gelatin; the specific fruit used for dessert; or fruits used in a fruit cup. If vegetable soup provides the vegetable serving for the day, then ensure that ½ cup of vegetable is in each portion.
20.Indicate the type of dressings for salads. Use dressings low in saturated fat and sodium. Program must now offer at least one low-sodium salad dressing option (such as oil and vinegar) as a choice.
21.Specify the types and amounts of gravies, sauces, and relishes to be served.
22.Double check that the word “Fortified” is indicated for margarine, and “Vitamin C Fortified” for juice and mashed potatoes if appropriate.
23.Serving sizes and/or serving implements must be included for all items served.
Example: 2 peanut butter cookies; 4 oz. grapefruit juice; 2” x 2” spice cake; 2 4- oz ladles beef stew.
24.Encourage a switch from Styrofoam cups, plates, and bowls. Start using paper or reusable dishware. City has implemented a policy to begin using marine biodegradable paper products or reusable dishware. Ordinance:
https://library.qcode.us/lib/glendale ca/pub/municipal code/item/title 8- chapter 8 46
25.Menus must be typed and is the responsibility of the agency, not the Project Dietitian.
26.It is the Project Dietitian’s responsibility to carefully review the menus aftr they have been typed to ensure all menu requirements are met, and to correct any errors.
27.When the menu has been approved by the Project Dietitian, e-mail one complete menu to the DASS contractor (CNS). Be sure the agency maintains a copy. The menu must be a Word Document, not a pdf file. Do not fax or mail menus.
Menus must be submitted electronically except for the Menu Cover Sheet (the signed original which must be mailed to CNS). The Menu Cover Sheets must be completed in full prior to mailing to CNS.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 4 of 1182
City of Glendale Elderly Nutrition Program RFP
32 The certified cycle menu for each week shall be posted in a conspicuous spot in the kitchen at each congregate meal site. The Site Manager shall check the certified menu for the proper serving utensils (such as scoops, spoodles and ladles) needed to serve each meal. The approved menu shall be available for seniors.
28.All menu substitutions must be pre-approved by the Project Dietitian. Serving unapproved menu changes may result in disallowed costs for the meals by the AAA.
MEAL COMPONENTS
1. Protein: Include a variety of protein foods from both animal & plant sources:
3 oz. protein equivalent from the protein subgroups:
Meat (lean), Poultry and Eggs Seafood
Beans, Pea & Lentils Soy Products (Includes Tofu)
Must provide 15-22 grams of protein from the 3 oz protein equivalent.
The meal shall contain 3 ounces of cooked, edible portions of meat, fish, poultry, legumes, eggs, cheese (or a combination there of) or, in casserole dishes, entrée salads, and sandwiches, 3 oz of cooked, edible portions of meat, fish, poultry or fish providing at least 15 grams of protein for one meal per day. Meat and poultry should be lean or low fat, and nuts should be unsalted.
a. If proteins normally high in sodium are served for variety and client satisfaction, use low sodium versions whenever possible. b. Serve legume dishes using mature dried beans, peas, and lentils as often as possible in accordance with participant acceptance. Try to include legumes at least once per week. Each serving must provide 15mg protein. c. Legume dishes may not be counted as both a vegetable and a protein in the same meal.
d. Soups containing at least one-half cup of beans, lentils, or split peas may be counted as one ounce of protein/meat. Soup containing one ounce of protein/meat must be served with an entrée containing at least two ounces of meat.
e. 3 oz. tofu equals 6gm of protein. Entrees must at least have 15gm of protein.
2. Vegetables: Include a variety of vegetables from all five subgroups Minimum of 1-2 servings with at least one serving from each subgroup per week.
Vegetable subgroups;
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 895 of 1182
City of Glendale Elderly Nutrition Program RFP
33 1. Dark Green Vegetables Red &7 Orange Vegetables Beans, Peas, Lentils
2. Starchy Vegetables Other Vegetables
One Serving is ½ c or 1 c raw leafy greens. Some Servings may be more than ½ cup to meet the vitamin C requirements, such as coleslaw. Refer to the certified menu.
a. Vegetables as a primary ingredient in soups, stews, casseroles or other combination dishes must total ½ cup per serving.
b. One serving of raw leafy vegetables equals 1 cup. ½ cup of raw leafy greens may be served, but is counted as ½ serving.
c. Legume dishes may not be counted as both a vegetable and a protein in the same meal.
d. Potatoes and sweet potatoes count as vegetables. Cornbread counts as a grain, but not a whole grain. Sweet corn would be a vegetable.
4. Fruits: Must have 1-serving DAILY with at least ½ of the fruit from whole fruit.
One serving Equals: Whole fruit includes 1 medium, ½ c fresh, chopped, cooked, frozen or canned (in juice) ¼ c dried fruit, or ½ c 100% fruit juice. [Recommend limiting juice to 2Xweek & must have ½ serving of whole fruit with it. a. A serving of fruit is generally:
1. Medium sized whole fruit
2. ½ cup dried fruit
3. ½ cup 100% fruit juice
b. Vitamin C fortified juice bases may be used as vitamin C sources, but do not count as servings of fruit.
c. Fresh, frozen, or canned fruit should be packed in juice, light syrup, or water.
Rinse fruit packed in heavy sugar syrup.
d. Fruit- Based desserts, such as pies or cobblers, may not be used to meet the full required servings for fruit in a meal. If it contains at least ¼ c fruit it may be counted as a half serving.
5. Grains 1-2 servings DAILY with at least half of the total grains a whole grain.
One serving Equals: 1 slice bread, ½ c cooked brown rice, pasta, quinoa, bulgur, barley, 1-6” corn tortilla, 1 oz. whole wheat crackers. All must be trans-fat free.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 6 of 1182
City of Glendale Elderly Nutrition Program RFP
34 A variety of whole grain products should be consumed. Recommended are those highest in fiber (barley, brown rice, buckwheat, bulgur, oats, quinoa, whole rye, and whole wheat.
1. A variety of whole grain product should be consumed. Recommended are those highest in fiber (barley, brown rice, buckwheat, bulgur, oats, quinoa, whole rye, and whole wheat.
a. There must be ½ serving of a whole grain each day.
b. Grains that are processed (not whole) must be fortified. c. High sodium grains are to be used only in conjunction with low sodium entrees. This would include cornbread, biscuit, large flour tortillas and the large French rolls. ½ of French roll could be used to cut sodium to 200mg.
6. Dairy & Soy Alternatives- Include 1-serving daily.
One serving Equals: 8oz. (1 cup) of fat-free or 1% milk or yogurt OR fortified Soy beverage OR fortified soy yogurt.
a. Each meal shall contain eight ounces of vitamin A&D fortified skim, reduced fat, or buttermilk (maximum of 1% milk fat) or fortified soy beverage OR fortified soy yogurt. Low-lactose and lactose-free dairy products are available le for individuals who are lactose intolerant. b. Products made from plants (e.g., almond, rice, coconut, oat and hemp “milk”) are not included as a part of the dairy group because their overall nutritional content is not similar to dairy milk and fortified soy beverages. c. Cream, sour cream and cream cheese are not included due to their low calcium content.
d. If religious preference precludes the acceptance of milk with the meal, it may be omitted from the menu. However, another substitute (dry milk solids or fortified soy milk) should be available.
6. Fat
Fat is not a requirement. Each meal may contain fat components to increase the palatability and acceptability of the meal. Trans fat free fat or oils may be used in food preparation or served as an accompaniment to the meal.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 8 7 of 1182
City of Glendale Elderly Nutrition Program RFP
35 a. Fats and oils are part of a healthful diet. The type of fat consumed makes a difference to heart health, and total amount consumed is also important.
i. Consume less than 10% of calories from saturated fatty acids Foods containing trans fatty acids cannot be used for preparation or service.
b. Keep total fat intake between 20 to 35% of calories. Use sources of polyunsaturated and monounsaturated fatty acids, such as fish, nuts, and vegetable oils.
i. Select lean, low-fat, or fat-free meats, poultry. Chose low-fat or fat-free beans, milk, and milk products.
7. Other/Optional [Dessert/Condiments]- Limit sweets to once per week, all must be trans-fat free.
a. One Serving Equals: ½ cup pudding, fruit crisp, gelatin, ice cream or 2 small cookies, cake or pie OR Yogurt Parfait.
b. When serving pudding or gelatin consider using a sugar-free product for all participants.
c. If a high calorie dessert is served, it must be trans-fat free. d. Salt substitute shall not be provided.
e. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy creamer, salt, and sugar may be provided, but do not count as fulfilling any part of the nutrient requirements.
f. Salad dressings, salsa, hot sauce, ketchup, soy sauce, mustard, mayonnaise do not need to be counted as long as they are served on the side and are not mixed in with the food.
g. Shelf stable meals may be used as emergency supplies. Meals must follow menu standards. If purchased for emergencies, the meals must be used before or discarded after the use by/expiration date. h. Vitamin and or mineral supplements shall not be provided. i. Medical foods, nutritional supplements and food for special dietary uses shall not be provided with federal or state nutrition funds.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 898 of 1182
City of Glendale Elderly Nutrition Program RFP
36 8. Water 6-8 oz. Daily- Vital hydration, water must be ready accessible to participants during mealtimes. The water can be bottled or can be provided from pitchers or a water cooler with cups available. Optional beverages (regular and decaffeinated coffee and tea) do not contribute to meeting 1/3 RDA and are not an allowable AAA expense.
9. Fat- Fat is not a requirement. Each meal may contain fat components to increase the palatability and acceptability of the meal. Trans-fat free margarine or oils may be used in food preparation or served as an accompaniment to the meal.
a. Fats and oils are part of a healthful diet. The type of fat consumed makes a difference to heart health, and total amount consumed is also important. Consume less than 10% of calories from saturated fats. Foods containing trans fatty acids cannot be used for preparation or service. Keep total fat intake between 20% to 35% of calories. Use sources of polyunsaturated and monounsaturated fatty acids, such as fish, nuts, and vegetable oils.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 899 of 1182
City of Glendale Elderly Nutrition Program RFP
37 EXHIBIT III – 2022-2023- Menu
The City of Glendale Elderly Nutrition Program 2022-2023 Approved menu is attached on the following pages for your review. This menu is in effect through June 30, 2023.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 900 of 1182
City of Glendale Elderly Nutrition Program RFP
38 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 901 of 1182
City of Glendale Elderly Nutrition Program RFP
39 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 902 of 1182
City of Glendale Elderly Nutrition Program RFP
40 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 903 of 1182
City of Glendale Elderly Nutrition Program RFP
41 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 904 of 1182
City of Glendale Elderly Nutrition Program RFP
42 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 905 of 1182
City of Glendale Elderly Nutrition Program RFP
43 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 906 of 1182
City of Glendale Elderly Nutrition Program RFP
44 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 907 of 1182
City of Glendale Elderly Nutrition Program RFP
45 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 908 of 1182
City of Glendale Elderly Nutrition Program RFP
46 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 909 of 1182
City of Glendale Elderly Nutrition Program RFP
47 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 910 of 1182
City of Glendale Elderly Nutrition Program RFP
48 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 911 of 1182
City of Glendale Elderly Nutrition Program RFP
49 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 912 of 1182
City of Glendale Elderly Nutrition Program RFP
50 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 913 of 1182
City of Glendale Elderly Nutrition Program RFP
51 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 914 of 1182
City of Glendale Elderly Nutrition Program RFP
52 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 915 of 1182
City of Glendale Elderly Nutrition Program RFP
53 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 916 of 1182
City of Glendale Elderly Nutrition Program RFP
54 EXHIBIT IV – Sample Contract
The proposed Contract is set forth below. THIS IS A DRAFT VERSION OF THE CONTRACT.
The City reserves the right to revise this proposed Contract, including its service-related terms, conditions, requirements, specifications, or minimum performance standards. THE FINAL VERSION MAY CONTAIN NEW OR DIFFENENT TERMS.
CONTRACT No.
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT*
BETWEEN THE CITY OF GLENDALE
AND
____________________
THIS LOWER TIER SUBAWARD AGREEMENT (“Lower Tier Subaward”), effective , 20 (“Effective Date”), is between the City of Glendale ("SUBRECIPIENT"), a municipal corporation, and _________________ (“LOWER TIER SUBRECIPIENT”), a [(Name of State) corporation/ partnership/ limited partnership/ limited liability company/ a sole proprietor/ an individual] (collectively, “PARTIES” or individually, “PARTY”).
RECITALS
1. This Lower Tier Subaward is:
A. A contract for services that the PARTIES make under the terms of a prime Subaward (identified as Subaward Number ENP______)— between the County of Los Angeles Aging and Disabilities Department (“AD”) and the SUBRECIPIENT— which is attached as “Exhibit A” and is fully incorporated into this Lower Tier Subaward by this reference; and
B. Subject to all the provisions of the prime Subaward, and all representations and warranties under this Lower Tier Subaward inure to the benefit of the County of Los Angeles.
2. SUBRECIPIENT is a public entity organized and existing under its Charter and the State of California’s Constitution.
3. Under the Older Americans Act Grant awarded to SUBRECIPIENT by Los Angeles County, SUBRECIPIENT operates an Elderly Nutrition Program that provides daily catered meal service for both congregate and homebound seniors at three meal sites. SUBRECIPIENT provides hot meal / prepared boxed lunch services seven days per week, as well as frozen / home delivered meal services five days per week for homebound clients.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
17 of 1182
City of Glendale Elderly Nutrition Program RFP
55 4. SUBRECIPIENT desires to hire a qualified and experienced food services provider to:
A. Serve as the LOWER TIER SUBRECIPIENT under the Los
Angeles County administered Older Americans Act Grant; and B. Prepare and deliver daily meal service for both congregate and homebound seniors at specified sites within Glendale.
5. On , 2022, SUBRECIPIENT issued a “Request for
Proposals” for the Elderly Nutrition Program (“RFP”)— which is attached as “Exhibit B” and is fully incorporated into this Lower Tier Subaward by this reference— describing SUBRECIPIENT’s need for a food services provider, and setting forth qualifications, conditions, and requirements for a food services provider.
6. On , 2022, LOWER TIER SUBRECIPIENT submitted
a Proposal (“LOWER TIER SUBRECIPIENT’s Proposal”), which is attached as “Exhibit C” and is fully incorporated into this Lower Tier Subaward by this reference.
7. On , 2022, the Glendale City Council (“City Council”) adopted a Motion— which is attached as “Exhibit D” and is fully incorporated into this Lower Tier Subaward by this reference— accepting LOWER TIER SUBRECIPIENT’s Proposal and awarding LOWER TIER SUBRECIPIENT the right to prepare and deliver daily meal service under SUBRECIPIENT’s Elderly Nutrition Program, subject to the terms and conditions of this Lower Tier Subaward.
8. On , 2022, SUBRECIPIENT mailed LOWER TIER
SUBRECIPIENT a “Notice of Intent to Award,” which is attached as “Exhibit E” and is fully incorporated into this Lower Tier Subaward by this reference.
9. LOWER TIER SUBRECIPIENT is, and will continue to be for this Lower Tier Subaward’s duration, a [(Name of State) corporation in good standing/ partnership/ limited partnership/ limited liability company/ a sole proprietorship/ an individual.] [ADD, IF APPLICABLE:
(which) (who) employs persons who are duly registered or licensed to practice in the State of California.]
10. LOWER TIER SUBRECIPIENT possesses the competence, experience, expertise, skill, facilities, equipment, personnel, financial wherewithal, and other resources necessary to perform this Lower Tier Subaward’s tasks in a professional and competent manner.
11. LOWER TIER SUBRECIPIENT desires to furnish and perform professional services for SUBRECIPIENT, on the terms and conditions described in this Lower Tier Subaward. LOWER TIER SUBRECIPIENT has the legal authority to provide, engage in, and carry out the professional services set forth in this Lower Tier Subaward.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
18 of 1182
City of Glendale Elderly Nutrition Program RFP
56 AGREEMENT
THEREFORE, SUBRECIPIENT engages LOWER TIER SUBRECIPIENT’s services, and in consideration of the PARTIES’ mutual promises, the PARTIES agree as follows:
1.0 INCORPORATION OF RECITALS
1.1. The Recitals constitute the factual basis upon which SUBRECIPIENT and LOWER TIER SUBRECIPIENT have entered into this Lower Tier Subaward.
SUBRECIPIENT and LOWER TIER SUBRECIPIENT acknowledge the Recitals’ accuracy and, therefore, incorporate them into this Lower Tier Subaward.
2.0 TERM
2.1. Initial Term. This Lower Tier Subaward is for a period of four (4) years, beginning on December 1, 2022, and ending on November 30, 2026 (“initial term”), unless the Lower Tier Subaward is terminated sooner according to the terms elsewhere in this document.
2.2. Renewal Term. Before the initial term’s expiration, SUBRECIPIENT will have a one (1) time option to renew the Lower Tier Subaward for a period of two (2) years (“renewal term”). Exercise of the renewal option is at the Director of Community Services and Parks’ sole discretion and requires the City Manager’s written approval. Upon renewal, the Lower Tier Subaward may be subject to new or additional terms and conditions.
3.0 SERVICES
3.1. Scope of Work. LOWER TIER SUBRECIPIENT shall furnish all food and labor necessary to prepare and deliver daily individual meals, or bulk food, or both, for persons sixty (60) years of age and older (“Services”), in compliance with:
(A) The Older Americans Act (OAA), as amended in 2006, including Title III Congregate and Home Delivered Nutrition standards, as described in Federal, State, and County regulatory statutes; (B) California’s Health and Safety Code, including the California Retail Food Code (Cal Code), effective January 1, 2020;
(C) The Area Agency on Aging (AAA) Policies and Procedures; DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
1 of 1182
City of Glendale Elderly Nutrition Program RFP
57 (D) The requirements defined in the “Food Service Specifications” which is attached as “Exhibit F” and is fully incorporated into this Lower Tier Subaward by this reference; and
(E) The “Menu Writing Specifications” which is attached as “Exhibit G” and is fully incorporated into this Lower Tier Subaward by this reference.
3.2. Written Authorization. LOWER TIER SUBRECIPIENT shall not make changes in the Scope of Work or perform any additional work, without first obtaining written authorization from SUBRECIPIENT. If LOWER TIER SUBRECIPIENT provides additional work or services without written authorization, or if LOWER TIER SUBRECIPIENT exceeds the Maximum Cost in Paragraph 7.4 of this Lower Tier Subaward, LOWER TIER SUBRECIPIENT proceeds at LOWER TIER SUBRECIPIENT’s own risk and without payment.
3.3. Professional Standard of Care. During this Lower Tier Subaward’s Term:
(A) LOWER TIER SUBRECIPIENT and its Subcontractors, employees, and agents (collectively, “LOWER TIER SUBRECIPIENT PARTIES”) shall perform all of the Services in this Lower Tier Subaward in an expeditious and professional manner, using professionals properly licensed and duly qualified to perform the Services. (B) LOWER TIER SUBRECIPIENT LOWER TIER SUBRECIPIENT
PARTIES shall perform the work described in this Lower Tier Subaward in accordance with generally accepted professional practices and principles, and in a manner consistent with the level of care and skill ordinarily exercised under similar conditions by members of LOWER TIER SUBRECIPIENT PARTIES’ profession currently practicing in California. By performing the Services, LOWER TIER SUBRECIPIENT PARTIES represent and certify that their work conforms to: the requirements of this Lower Tier Subaward; all applicable (federal, state, county, local, City) laws, rules, regulations, orders, and procedures; and the professional standard of care in California. (C) LOWER TIER SUBRECIPIENT shall adhere to:
(1) All required Los Angeles County terms and conditions, as set forth in the “City of Glendale (SUBAWARD) with County of Los Angeles Aging and Disabilities Department (“Exhibit A”); and
(2) The elements indicated in Los Angeles County’s Statement of Work, as set forth in the “City of Glendale (Statement of Work) with County of Los Angeles Aging and Disabilities Department” (“Exhibit J”), which is attached and fully
incorporated into this Lower Tier Subaward by this
reference.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
20 of 1182
City of Glendale Elderly Nutrition Program RFP
58 (D) LOWER TIER SUBRECIPIENT PARTIES are responsible for making an independent evaluation and judgment of all conditions affecting performance of the work, including without limitation: site conditions; existing facilities; seismic, geologic, soils, hydrologic, geographic, climatic conditions; applicable (federal, state, county, local, City) laws, rules, regulations, orders, and procedures; and all other contingencies or design considerations. Data, calculations, opinions, reports, investigations, or any other information or documents that SUBRECIPIENT provides relating to site, local, or other conditions are not warranted or guaranteed, either expressly or implied, by SUBRECIPIENT.
(E) When the Scope of Work requires or permits SUBRECIPIENT’s review, approval, conditional approval, or disapproval, LOWER TIER SUBRECIPIENT acknowledges that SUBRECIPIENT’s review, approval, conditional approval, or disapproval:
(1) Is solely for the purposes of administering this Lower Tier Subaward and determining whether LOWER TIER
SUBRECIPIENT is entitled to payment for its Services;
(2) Is not to be construed as a waiver of any breach, or acceptance by SUBRECIPIENT, of any responsibility—
professional or otherwise— for the Services or LOWER
TIER SUBRECIPIENT’s work;
(3) Does not relieve LOWER TIER SUBRECIPIENT of the
responsibility for complying with the standard of performance or professional care; or laws, regulations, or industry standards; and
(4) Does not relieve LOWER TIER SUBRECIPIENT from liability for damages arising out of LOWER TIER SUBRECIPIENT’s:
negligent acts, errors, or omissions; recklessness; willful misconduct; or noncompliance with industry standards.
(E) Without additional compensation to LOWER TIER SUBRECIPIENT and at no cost to SUBRECIPIENT, LOWER TIER SUBRECIPIENT shall correct or revise all errors, mistakes, or deficiencies in its work or the Services.
4.0 TIME FOR PERFORMANCE
4.1. LOWER TIER SUBRECIPIENT shall perform and complete the Services according to the schedules and deadlines in the “Food Service Specifications” (“Exhibit F”).
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
21 of 1182
City of Glendale Elderly Nutrition Program RFP
59 4.2. Force Majeure. If an event or condition constituting a “force majeure”— including an act of God, labor dispute, civil unrest, epidemic, or natural disaster— prevents or delays a PARTY from performing or fulfilling an obligation under this Lower Tier Subaward, the PARTY is not in Default, under Paragraph 13.1 of this Lower Tier Subaward, of the obligation. A delay beyond a PARTY’s control automatically extends the time, in an amount equal to the period of the delay, for the PARTY to perform the obligation under this Lower Tier Subaward. The PARTIES shall prepare and sign an appropriate document acknowledging any extension of time under this Paragraph.
5.0 PERSONNEL
5.1. Project Management. Each PARTY shall appoint a Project Manager. The Project Managers shall meet [ SET FORTH SPECIFIC TIMES: hourly/ daily/ weekly/ as needed ] to coordinate, review, and ensure LOWER TIER SUBRECIPIENT’s performance under this Lower Tier Subaward. SUBRECIPIENT’s Project Manager will oversee the administration of LOWER TIER SUBRECIPIENT’s tasks under this Lower Tier Subaward.
5.2. Personnel.
(A) LOWER TIER SUBRECIPIENT’s project team shall work under the direction of the following key personnel [IDENTIFY LOWER TIER SUBRECIPIENT’s KEY PERSONNEL AND TITLE] . LOWER TIER SUBRECIPIENT shall minimize changes to its key personnel. SUBRECIPIENT may request key personnel changes, and SUBRECIPIENT may review and approve key personnel changes proposed by LOWER TIER SUBRECIPIENT. SUBRECIPIENT will not unreasonably withhold approval of key personnel assignments and changes.
(B) LOWER TIER SUBRECIPIENT Personnel shall:
(1) Comply fully with Los Angeles County Code Title 2 - Administration, Division 4, Chapter 2.212 (COVID-19
Vaccinations of County Contractor Personnel), and Los
Angeles County’s Subaward Requirements for COVID-19
Vaccinations of County Contractor Personnel (Exhibit K); and (2) Submit to SUBRECIPIENT, when LOWER TIER SUBRECIPIENT signs this Lower Tier Subaward, a completed COVID-19
Vaccination Certification of Compliance (Exhibit L).
5.3. Use of Agents or Assistants. With SUBRECIPIENT’s prior written approval, LOWER TIER SUBRECIPIENT may employ, engage, or retain the services of persons or entities (“Subcontractors”) that LOWER TIER SUBRECIPIENT may deem proper to aid or assist in the proper performance of LOWER TIER SUBRECIPIENT’s duties. SUBRECIPIENT is an intended beneficiary of all work that the Subcontractors perform for purposes of establishing a duty of care between the Subcontractors and DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
22 of 1182
City of Glendale Elderly Nutrition Program RFP
60 SUBRECIPIENT. LOWER TIER SUBRECIPIENT is as responsible for the performance of its Subcontractors as it would be if it had rendered the Services itself. All costs of the tasks performed or the expenses incurred by the Subcontractors are chargeable directly to LOWER TIER SUBRECIPIENT. Nothing in this Lower Tier Subaward constitutes or creates a contractual relationship between SUBRECIPIENT and anyone other than LOWER TIER SUBRECIPIENT.
5.4. Independent Contractor.
(A) LOWER TIER SUBRECIPIENT understands and acknowledges that LOWER TIER SUBRECIPIENT is an independent contractor, not an employee, partner, agent, or principal of SUBRECIPIENT. This Lower Tier Subaward does not create a partnership, joint venture, association, or employer-employee relationship between the PARTIES. At its own expense, LOWER TIER SUBRECIPIENT is responsible for providing compensation; employment benefits; disability, unemployment, and other insurance; workers’ compensation; training; permits and licenses; and office space for LOWER TIER SUBRECIPIENT and for LOWER TIER SUBRECIPIENT’s employees and Subcontractors. LOWER TIER SUBRECIPIENT has, and shall retain, the right to exercise full control over the employment, direction, compensation, and discharge of all persons whom LOWER TIER SUBRECIPIENT uses in performing the Services under this Lower Tier Subaward. LOWER TIER SUBRECIPIENT shall provide the Services in LOWER TIER SUBRECIPIENT’s own manner and method, except as this Lower Tier Subaward specifies. LOWER TIER SUBRECIPIENT shall treat a provision in this Lower Tier Subaward that may appear either to give SUBRECIPIENT the right to direct LOWER TIER SUBRECIPIENT as to the details of doing the work, or to exercise a measure of control over the work, as giving LOWER TIER SUBRECIPIENT direction only as to the work’s end result. (B) LOWER TIER SUBRECIPIENT shall indemnify, defend (including LOWER TIER SUBRECIPIENT’s providing and paying for legal counsel for SUBRECIPIENT), and hold harmless SUBRECIPIENT for any obligation; claim; suit; demand for tax or retirement contribution, including any contribution or payment to the Public Employees Retirement System (PERS); social security; salary or wages; overtime, penalty, or interest payment; or workers’ compensation payment that SUBRECIPIENT may be required to make on behalf of LOWER TIER SUBRECIPIENT , an employee of LOWER TIER SUBRECIPIENT , or any employee of LOWER TIER SUBRECIPIENT construed to be an employee of SUBRECIPIENT, for the work done under this Lower Tier Subaward.
5.5. Non-Discrimination in Employment. LOWER TIER SUBRECIPIENT shall not discriminate against any employee or person who is subject to this Lower Tier Subaward because of race, color, religion, religious belief, national origin, ancestry, citizenship, age, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, parenthood, medical condition, physical or mental disability, genetic information, or military or veteran status.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
23 of 1182
City of Glendale Elderly Nutrition Program RFP
61 5.6. Disability Access Laws. CONSULANT represents and certifies that the Services that LOWER TIER SUBRECIPIENT performs under this Lower Tier Subaward fully conform to all applicable disability access and design laws, regulations, and standards— including the Americans with Disabilities Act (42 U.S.C. Sections 12101 et seq.) and Title 24 of the California Code of Regulations— when the Scope of Work requires or calls for compliance with those laws, regulations, or standards.
5.7. Prevailing Wage Laws. Services by persons deemed to be employees of LOWER TIER SUBRECIPIENT possibly may be subject to prevailing wage, payroll records, apprenticeship, and contract award reporting requirements under California Labor Code Sections 1770-1781 (collectively, “prevailing wage laws”).
LOWER TIER SUBRECIPIENT’s sole responsibility is to comply with those requirements, should they apply. If a dispute based upon the prevailing wage laws occurs, LOWER TIER SUBRECIPIENT, at its expense, shall indemnify, defend (including LOWER TIER SUBRECIPIENT’s providing and paying for legal counsel for SUBRECIPIENT), and hold harmless SUBRECIPIENT, its officers, agents, employees, and representatives from and against all liability, claims, suits, demands, damages, fines, penalties, wages, costs, or expenses pertaining to the prevailing wage laws.
5.8. Workers’ Compensation. LOWER TIER SUBRECIPIENT
understands and acknowledges that all persons furnishing services to SUBRECIPIENT under this Lower Tier Subaward are, for the purpose of workers’ compensation liability, employees solely of LOWER TIER SUBRECIPIENT and not of SUBRECIPIENT. In performing the Services or the work under this Lower Tier Subaward, LOWER TIER SUBRECIPIENT is liable for providing workers’ compensation benefits to LOWER TIER SUBRECIPIENT’s employees, or anyone whom LOWER TIER SUBRECIPIENT directly or indirectly hires, employs, or uses. SUBRECIPIENT is not responsible for any claims at law or in equity caused by LOWER TIER SUBRECIPIENT’s failure to comply with this Paragraph.
6.0 FACILITIES
6.1. SUBRECIPIENT shall provide LOWER TIER SUBRECIPIENT with access to and use of the kitchen facilities at the Adult Recreation Center for meal preparation, and access to the community centers specified in the “Food Service Specifications” (“Exhibit F”) for meal deliveries. LOWER TIER SUBRECIPIENT shall provide all other facilities necessary to fully perform and complete the Services.
6.2. LOWER TIER SUBRECIPIENT shall pay for any damage to SUBRECIPIENT property, facilities, structures, or streets arising out of LOWER TIER SUBRECIPIENT’s use, occupation, operation, or activities in, upon, under, or over any portion of them.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
24 of 1182
City of Glendale Elderly Nutrition Program RFP
62 7.0 PAYMENT
7.1. SUBRECIPIENT’s payment to LOWER TIER SUBRECIPIENT will be based upon LOWER TIER SUBRECIPIENT’s “Meal Rates” (“Exhibit H”), which is contained in LOWER TIER SUBRECIPIENT’s Proposal (“Exhibit C”). Except as itemized in SUBRECIPIENT’s RFP or LOWER TIER SUBRECIPIENT’s “Meal Rates,” LOWER TIER SUBRECIPIENT shall pay for all expenses, including reimbursable or out-of-pocket expenses, that LOWER TIER SUBRECIPIENT incurs in performing the Services. The “Meal Rates,” including price per meal, will remain in effect for the Lower Tier Subaward’s initial term and renewal term.
7.2. Fee. For the Services that LOWER TIER SUBRECIPIENT provides under this Lower Tier Subaward, SUBRECIPIENT shall pay LOWER TIER SUBRECIPIENT as follows:
MEAL TYPE PRICE PER MEAL
Hot/Cold Meals / Boxed Lunches Prepared $_______
Frozen, Home Meals Delivered $_______
7.3. SUBRECIPIENT shall pay for the Services in monthly installments, the TOTAL amount of which is not to exceed _______ dollars ($_________). Each installment will be payable upon satisfactory performance and completion, in SUBRECIPIENT’s determination, of the Services.
7.4. Maximum Cost. LOWER TIER SUBRECIPIENT expressly
acknowledges that the total cost to complete all Services under this Lower Tier Subaward must not exceed ___________________________________ dollars ($__________) (“Maximum Cost”). When LOWER TIER SUBRECIPIENT has billed 75% of the Maximum Cost, LOWER TIER SUBRECIPIENT shall provide written notice to SUBRECIPIENT’s Project Manager that LOWER TIER SUBRECIPIENT has expended 75% of the Maximum Cost.
7.5. If SUBRECIPIENT requires additional work not included in this Lower Tier Subaward, LOWER TIER SUBRECIPIENT and SUBRECIPIENT shall negotiate the additional work, mutually agree on the amount of additional compensation, and memorialize the terms in either a separate written contract or an amendment to this Lower Tier Subaward.
7.6. Invoices. LOWER TIER SUBRECIPIENT shall submit:
(A) An original, itemized invoice to SUBRECIPIENT for approval, before receiving compensation. All invoices must contain:
(1) The word “INVOICE”;
(2) An invoice number;
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
25 of 1182
City of Glendale Elderly Nutrition Program RFP
63 (3) An invoice date;
(4) The words “BILL TO: City of Glendale”;
(5) The SUBRECIPIENT-issued contract number;
(6) The number, type, and date of meals served, the cost per meal, and the totally monthly costs;
(7) The total phase or Services costs to date;
(8) The total amount due on the invoice; and
(9) Payment instructions (“Make payable to___” or “Remit to___”). (B) The invoice:
(1) At no more than monthly intervals; and
(2) Directly to SUBRECIPIENT’s Finance Department in one of the following two ways:
Option 1: Electronically via:
https://www.glendaleca.gov/government/depart
ments/finance/accounting/invoice-submittal
LOWER TIER SUBRECIPIENT shall:
Prepare the invoices in PDF format; and
Submit only one (1) invoice per PDF file.
Submitting multiple invoices in a single PDF file,
or submitting an invoice without the
SUBRECIPIENT- issued contract number, will
cause a delay in payment.
Option 2: By mail to the following address:
City of Glendale
Attn: Accounts Payable
141 N. Glendale Ave, Room 346
Glendale, CA 91206
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
26 of 1182
City of Glendale Elderly Nutrition Program RFP
64 7.7. Taxes. LOWER TIER SUBRECIPIENT shall pay all applicable (federal, state, county, local, SUBRECIPIENT) excise, sales, consumer use, possessory interest, or other similar taxes required by law that are levied upon this Lower Tier Subaward or upon the Services that LOWER TIER SUBRECIPIENT’s performs under this Lower Tier Subaward.
8.0 AUDIT BY SUBRECIPIENT
8.1. During this Lower Tier Subaward’s Term and for a period of four (4) years after the expiration, cancellation, or termination of this Lower Tier Subaward, or any extension of it, LOWER TIER SUBRECIPIENT shall:
(A) Keep and maintain, in their original form, all records, books, papers, or documents related to LOWER TIER SUBRECIPIENT’s performance of this Lower Tier Subaward; and
(B) Permit SUBRECIPIENT or its authorized representatives, at all reasonable times, to have access to, examine, audit, excerpt, copy, photocopy, photograph, or transcribe all records, books, papers, or documents related to LOWER TIER SUBRECIPIENT’s performance of this Lower Tier Subaward, including: direct and indirect charges, and detailed documentation, for work LOWER TIER SUBRECIPIENT has performed or will perform under this Lower Tier Subaward.
9.0 DATA, RECORDS, PROPRIETARY RIGHTS
9.1. Copies of Data. LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with copies or originals of all data that LOWER TIER SUBRECIPIENT generates, uses, collects, or stores in relation to all work associated with this Lower Tier Subaward. Data that LOWER TIER SUBRECIPIENT generates, uses, collects, stores, or provides must be in a form acceptable to, and agreed upon by, SUBRECIPIENT.
9.2. Ownership and Use.
(A) Unless SUBRECIPIENT states otherwise in writing, each document— including each report, draft, record, drawing, or specification (collectively, “work product”)— that LOWER TIER SUBRECIPIENT prepares, reproduces, or causes its preparation or reproduction for this Lower Tier Subaward is SUBRECIPIENT’s exclusive property.
(B) LOWER TIER SUBRECIPIENT acknowledges that its use of the work product is limited to the purposes contemplated by the Scope of Work. LOWER TIER SUBRECIPIENT makes no representation of the work product’s application to, or suitability for use in, circumstances not contemplated by the Scope of Work.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
27 of 1182
City of Glendale Elderly Nutrition Program RFP
65 9.3. Intellectual Property.
(A) If LOWER TIER SUBRECIPIENT uses or incorporates patented, trademarked, copyrighted, or proprietary work, ideas, or products— in whole or in part— into LOWER TIER SUBRECIPIENT’s work product, LOWER TIER SUBRECIPIENT represents that:
(1) LOWER TIER SUBRECIPIENT’s work product does not
infringe on any patent, copyright, trademark, trade name, or proprietary right of any person, organization, or entity; and (2) LOWER TIER SUBRECIPIENT holds the patent, trademark, copyright or proprietary right to the work, idea, or product; or (3) LOWER TIER SUBRECIPIENT is licensed to use the
patented, trademarked, copyrighted, or proprietary work, idea, or product.
(B) Unless SUBRECIPIENT states otherwise in writing, all proprietary rights or intellectual property rights, including copyrights, that arise from creation of the work under this Lower Tier Subaward vest in SUBRECIPIENT. LOWER TIER SUBRECIPIENT waives and relinquishes all claims to proprietary rights and intellectual property rights, including copyrights, in favor of SUBRECIPIENT. (C) Without SUBRECIPIENT’s prior written approval, LOWER TIER SUBRECIPIENT shall not use, reproduce, or display SUBRECIPIENT’s corporate insignia in any document or medium, including: an advertisement, promotional material, television or radio commercial, social media, or the internet or LOWER TIER SUBRECIPIENT’s website.
(D) LOWER TIER SUBRECIPIENT shall indemnify, defend (including LOWER TIER SUBRECIPIENT’s providing and paying for legal counsel for SUBRECIPIENT), and hold harmless SUBRECIPIENT, its officers, agents, employees, and representatives from and against all liability, claims, suits, demands, damages, royalties, fines, penalties, costs, or expenses arising out of or alleging any infringement or misappropriation of a patent, copyright, trade secret, trade name, trademark, or other intellectual property right or proprietary right.
9.4. Confidentiality. LOWER TIER SUBRECIPIENT shall not use any information that it obtains from performing the Services for any purpose other than for fulfillment of LOWER TIER SUBRECIPIENT’s Scope of Work. Without SUBRECIPIENT’s prior written authorization, LOWER TIER SUBRECIPIENT shall not disclose or publish— or authorize, permit, or allow others to disclose or publish— data, drawings, designs, specifications, reports, or other information relating to the Services or the work that SUBRECIPIENT assigns to LOWER TIER SUBRECIPIENT or to which LOWER TIER SUBRECIPIENT has access.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
28 of 1182
City of Glendale Elderly Nutrition Program RFP
66 9.5. Public Records Act.
(A) LOWER TIER SUBRECIPIENT acknowledges that this Lower Tier Subaward is a public record. This Lower Tier Subaward, its Exhibits, and all documents produced under this Lower Tier Subaward are subject to the California Public Records Act (Government Code Sections 6250 et seq.), including its exemptions. LOWER TIER SUBRECIPIENT acknowledges that SUBRECIPIENT has no obligation to notify LOWER TIER SUBRECIPIENT when a request for records is received. (B) LOWER TIER SUBRECIPIENT shall identify in advance all records, or portions of them, that LOWER TIER SUBRECIPIENT believes are exempt from production under the Public Records Act.
(C) If LOWER TIER SUBRECIPIENT claims a privilege against public disclosure or otherwise objects to the records’ disclosure, then:
(1) LOWER TIER SUBRECIPIENT may, when notified by
SUBRECIPIENT of the request, seek protection from
disclosure by timely applying for relief in a court of
competent jurisdiction; or
(2) SUBRECIPIENT may either decline to produce the
requested information, or redact portions of the documents and produce the redacted records.
(D) If LOWER TIER SUBRECIPIENT fails to identify one or more protectable documents, in SUBRECIPIENT’s sole discretion, and without its being in breach of this Lower Tier Subaward or its incurring liability to LOWER TIER SUBRECIPIENT, SUBRECIPIENT may produce the records— in whole, in part, or redacted— or may decline to produce them.
(E) LOWER TIER SUBRECIPIENT shall indemnify, defend (including LOWER TIER SUBRECIPIENT’s providing and paying for legal counsel for SUBRECIPIENT), and hold harmless SUBRECIPIENT, its officers, agents, employees, and representatives from and against all liability, claims, suits, demands, damages, fines, penalties, costs, or expenses arising out of or alleging SUBRECIPIENT’s refusal to publicly disclose one or more records that LOWER TIER SUBRECIPIENT identifies as protectable, or asserts is protectable.
10.0 CONFLICT OF INTEREST; CAMPAIGN CONTRIBUTIONS
10.1. Conflict of Interest. LOWER TIER SUBRECIPIENT represents and certifies that:
(A) LOWER TIER SUBRECIPIENT’s personnel are not currently officers, agents, employees, representatives, or elected officials of SUBRECIPIENT; DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
2 of 1182
City of Glendale Elderly Nutrition Program RFP
67 (B) LOWER TIER SUBRECIPIENT will not employ or hire a SUBRECIPIENT officer, agent, employee, representative, or elected official during this Lower Tier Subaward’s Term;
(C) SUBRECIPIENT’s officers, agents, employees, representatives, and elected officials do not, and will not, have any direct or indirect financial interest in this Lower Tier Subaward; and
(D) During this Lower Tier Subaward’s Term, LOWER TIER
SUBRECIPIENT will inform SUBRECIPIENT promptly about an existing or potential conflict of interest that may arise as a result of any change in circumstances.
10.2. Campaign Contributions.
(A) LOWER TIER SUBRECIPIENT and its Subcontractors shall fully comply with Glendale Municipal Code Section 1.10.060, which places limitations on LOWER TIER SUBRECIPIENT’s and its Subcontractors’ ability to make campaign contributions to certain elected SUBRECIPIENT officials or candidates for elected City office. Specifically, Section 1.10.060 prohibits:
(1) A contractor (including a LOWER TIER SUBRECIPIENT )― who has a contract with the City of Glendale, Glendale
Successor Agency, or the Housing Authority of the City of Glendale and that contract is subject to approval by the City Council, Successor Agency, or Housing Authority― from
making a contribution to a City Council member, City Clerk, or City Treasurer, when the contract has a total anticipated or actual value of $50,000 or more, or a combination or series of contracts having a value of $50,000 or more; and (2) A City Council member, Successor Agency member, or
Housing Authority member from voting on a contract in which a contractor (or a Subcontractor) has provided a campaign contribution.
(B) LOWER TIER SUBRECIPIENT acknowledges that even if the Maximum Cost in Paragraph 7.4 of this Lower Tier Subaward is less than $50,000, LOWER TIER SUBRECIPIENT still may be subject to the campaign contribution limitations in Glendale Municipal Code Section 1.10.060, when:
(1) LOWER TIER SUBRECIPIENT and SUBRECIPIENT
amend the Scope of Work in this Lower Tier Subaward
which increases the Maximum Cost to equal or exceed
$50,000; or
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
30 of 1182
City of Glendale Elderly Nutrition Program RFP
68 (2) SUBRECIPIENT, Glendale Successor Agency, or the Housing Authority awards LOWER TIER SUBRECIPIENT another
contract which has a total anticipated or actual value of $50,000 or more, or awards LOWER TIER SUBRECIPIENT a
combination or series of contracts which have a value of $50,000 or more.
(C) LOWER TIER SUBRECIPIENT represents and certifies that:
(1) LOWER TIER SUBRECIPIENT has read and fully
understands the provisions of Glendale Municipal Code
Section 1.10.060;
(2) LOWER TIER SUBRECIPIENT will not: (a) make a
prohibited campaign contribution to an individual holding City of Glendale elective office; or (b) otherwise violate Glendale Municipal Code Section 1.10.060; and
(3) LOWER TIER SUBRECIPIENT shall timely complete, return, and update one or more disclosure or reporting forms that SUBRECIPIENT provides.
11.0 INSURANCE
11.1. When LOWER TIER SUBRECIPIENT signs and delivers this Lower Tier Subaward to SUBRECIPIENT, and during this Lower Tier Subaward’s Term, LOWER TIER SUBRECIPIENT shall furnish SUBRECIPIENT with insurance forms that fully meet the requirements of— and contain provisions entirely consistent with— all of the “Insurance Requirements,” which are attached as “Exhibit I” (I-1 through I-8) to this Lower Tier Subaward and are incorporated into it by this reference.
11.2. This Lower Tier Subaward’s insurance provisions:
(A) Are separate and independent from the indemnification and defense provisions in Article 12.0 of the Lower Tier Subaward; and (B) Do not limit, in any way, the applicability, scope, or obligations of the indemnification and defense provisions in Article 12.0 of the Lower Tier Subaward.
12.0 INDEMNITY
12.1. To the maximum extent permitted by law— including, but not limited to, California Civil Code Section 2778— LOWER TIER SUBRECIPIENT , its employees, agents, LOWER TIER SUBRECIPIENTS, and persons whom LOWER TIER SUBRECIPIENT employs or hires (individually and collectively, “LOWER TIER DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
31 of 1182
City of Glendale Elderly Nutrition Program RFP
69 SUBRECIPIENT INDEMNITOR”) shall indemnify, defend, and hold harmless SUBRECIPIENT, its officers, agents, employees, and representatives (individually and collectively, “SUBRECIPIENT INDEMNITEE”) from and against a “liability” [as defined in Subparagraph (A) below], or an “expense” [as defined in Subparagraph (B) below], or both, that arise out of, pertain to, or relate to an act, error, or omission of a LOWER TIER SUBRECIPIENT INDEMNITOR:
(A) “Liability” means claims, suits, actions, causes of action, proceedings, judgments, decrees, awards, settlements, liens, losses, damages, injuries, or liability of any kind, whether the liability is:
(1) Actual or alleged;
(2) In contract or in tort; or
(3) For bodily injury (including accidental death), personal injury, advertising injury, or property damage.
(B) “Expense” means fees, costs, sums, penalties, fines, charges, or expenses of any kind, including:
(1) Attorney’s fees;
(2) Costs of an investigation, litigation, arbitration, mediation, administrative or regulatory proceeding, or appeal;
(3) Fees of an accountant, expert witness, consultant, or other professional; and
(4) Pre or post: judgment interest or settlement interest.
12.2. Under this Article, LOWER TIER SUBRECIPIENT INDEMNITOR’s defense and indemnification obligations:
(A) Apply to a liability, or an expense, or both, that arise out of, pertain to, or relate to the actual or alleged passive negligence of a SUBRECIPIENT INDEMNITEE; but
(B) Do not apply to a liability, or an expense, or both, that arise out of, pertain to, or relate to the sole active negligence or willful misconduct of a SUBRECIPIENT INDEMNITEE.
12.3. To the extent that LOWER TIER SUBRECIPIENT INDEMNITOR’s insurance policy provides an upfront defense to a SUBRECIPIENT INDEMNITEE, LOWER TIER SUBRECIPIENT INDEMNITOR’s obligation to defend a SUBRECIPIENT INDEMNITEE under this Article:
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
32 of 1182
City of Glendale Elderly Nutrition Program RFP
70 (A) Means that LOWER TIER SUBRECIPIENT INDEMNITOR shall provide and pay for legal counsel, acceptable to SUBRECIPIENT, for the SUBRECIPIENT INDEMNITEE;
(B) Occurs when a claim, suit, complaint, pleading, or action against a SUBRECIPIENT INDEMNITEE arises out of, pertains to, relates to, or asserts an act, error, or omission of LOWER TIER SUBRECIPIENT INDEMNITOR; and (C) Arises regardless of whether a claim, suit, complaint, pleading, or action specifically names or identifies LOWER TIER SUBRECIPIENT INDEMNITOR.
12.4. Paragraph 12.3 does not limit or extinguish LOWER TIER SUBRECIPIENT INDEMNITOR’s obligation to reimburse a SUBRECIPIENT INDEMNITEE for the costs of defending the SUBRECIPIENT INDEMNITEE against a liability, or an expense, or both. The defense costs charged to LOWER TIER SUBRECIPIENT INDEMNITOR will not exceed LOWER TIER SUBRECIPIENT INDEMNITOR’s proportionate percentage of fault. A SUBRECIPIENT INDEMNITEE’s right to recover defense costs and attorney’s fees under this Article does not require, and is not contingent upon, the SUBRECIPIENT INDEMNITEE’s first:
(A) Requesting that LOWER TIER SUBRECIPIENT INDEMNITOR
provide a defense to the SUBRECIPIENT INDEMNITEE; or
(B) Obtaining LOWER TIER SUBRECIPIENT INDEMNITOR’s consent to the SUBRECIPIENT INDEMNITEE’s tender of defense.
12.5. If LOWER TIER SUBRECIPIENT subcontracts all or any portion of the Services under this Lower Tier Subaward, LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a written agreement from each Subcontractor, who must indemnify, defend, and hold harmless a SUBRECIPIENT INDEMNITEE under the terms in this Article.
12.6. LOWER TIER SUBRECIPIENT INDEMNITOR’s obligation to indemnify, defend, and hold harmless a SUBRECIPIENT INDEMNITEE will remain in effect and will be binding upon LOWER TIER SUBRECIPIENT INDEMNITOR whether the liability, or the expense, or both, accrues— or is discovered— before or after this Lower Tier Subaward’s expiration, cancellation, or termination.
12.7. Except for Paragraph 12.3, this Article’s indemnification and defense provisions:
(A) Are separate and independent from the insurance provisions in Article 11. In addition, the indemnification and defense provisions in this Article; (B) Are neither limited to nor capped at the coverage amounts that SUBRECIPIENT now, or at a later date, specifies under the insurance provisions in Article 11.0; and
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
33 of 1182
City of Glendale Elderly Nutrition Program RFP
71 (C) Do not limit, in any way, the applicability, scope, or obligations of the insurance provisions in Article 11.0.
13.0 DEFAULT, REMEDIES, AND TERMINATION
13.1. Default. Default under this Lower Tier Subaward occurs upon any one or more of the following events:
(A) LOWER TIER SUBRECIPIENT refuses or fails— whether partially, fully, temporarily, or otherwise— to:
(1) Provide, obtain, or maintain enough properly trained personnel, or licensed personnel, or both, to perform the Services that this Lower Tier Subaward requires;
(2) Pay for, obtain, maintain, or renew the insurance policies or coverages that this Lower Tier Subaward requires;
(3) Comply with indemnification, defense, or hold harmless provisions that this Lower Tier Subaward requires; or
(B) LOWER TIER SUBRECIPIENT, or its personnel, or both— whether partially, fully, temporarily, or otherwise:
(1) Disregards or violates a law, ordinance, rule, procedure, regulation, directive, or order;
(2) Refuses or fails to pay for, obtain, maintain, or renew requisite licenses;
(3) Refuses or fails to observe, perform, or fulfill a covenant, condition, obligation, term, or provision of this Lower Tier Subaward;
(4) Commits an unlawful, false, fraudulent, dishonest, deceptive, or dangerous act while performing the Services under this Lower Tier Subaward; or
(C) LOWER TIER SUBRECIPIENT:
(1) Or another party for or on behalf of LOWER TIER
SUBRECIPIENT: institutes proceedings under any
bankruptcy, reorganization, receivership or other insolvency; or assigns or transfers assets to its creditors;
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
34 of 1182
City of Glendale Elderly Nutrition Program RFP
72 (2) Delegates— whether in whole, in part, temporarily, or otherwise— its duties or obligations under this Lower Tier Subaward, without notifying SUBRECIPIENT, or without
SUBRECIPIENT’s written authorization;
(3) Assigns, transfers, pledges, hypothecates, grants, or encumbers— whether in whole, in part, temporarily, or
otherwise— this Lower Tier Subaward or any interest in it, without notifying SUBRECIPIENT, or without
SUBRECIPIENT’s written authorization;
(4) Or one of its partners, directors, officers, or general managers, or a person who exercises managerial authority on LOWER TIER SUBRECIPIENT’s behalf, is convicted
(i.e., a plea of guilty, a verdict of guilty by a judge or jury, a plea of nolo contendere, or a forfeiture of bail) under state or federal law, during this Lower Tier Subaward’s Term, of embezzlement, theft, fraud, forgery, bribery, deceptive or unlawful business practices, perjury, falsifying or destroying records or evidence, receiving stolen property, or other offense indicating a lack of business integrity or business honesty; or
(D) Any other justifiable cause or reason, as reasonably determined by the City Manager, or a designee.
13.2. Notice of Default. If SUBRECIPIENT deems that LOWER TIER SUBRECIPIENT is in Default, or that LOWER TIER SUBRECIPIENT has failed in any other respect to perform satisfactorily the Services specified in this Lower Tier Subaward, SUBRECIPIENT may give written notice to LOWER TIER SUBRECIPIENT specifying the Default(s) that LOWER TIER SUBRECIPIENT shall remedy within ten (10) days after receiving the notice. The Notice of Default will set forth one or more bases for any dissatisfaction and may suggest corrective measures.
13.3. Remedies upon Default. Within ten (10) days after receiving SUBRECIPIENT’s Notice of Default, if LOWER TIER SUBRECIPIENT refuses or fails to remedy the Default(s), or if LOWER TIER SUBRECIPIENT does not commence steps to remedy the Default(s) to SUBRECIPIENT’s reasonable satisfaction, SUBRECIPIENT may exercise any one or more of the following remedies:
(A) SUBRECIPIENT may, in whole or in part and for any length of time, immediately suspend this Lower Tier Subaward until such time as LOWER TIER SUBRECIPIENT has corrected the Default;
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
35 of 1182
City of Glendale Elderly Nutrition Program RFP
73 (B) SUBRECIPIENT may provide for the Services either through its own forces or from another contractor or vendor, and may withhold any money due (or may become owing to) LOWER TIER SUBRECIPIENT for a task related to the claimed Default; (C) SUBRECIPIENT may withhold all moneys, or a sum of money, due LOWER TIER SUBRECIPIENT under this Lower Tier Subaward, which in SUBRECIPIENT’s sole determination, are sufficient to secure LOWER TIER SUBRECIPIENT’s performance of its duties and obligations under this Lower Tier Subaward;
(D) SUBRECIPIENT may immediately terminate the Lower Tier Subaward;
(E) SUBRECIPIENT may exercise any legal remedy, or equitable remedy, or both, including filing and action in court:
(1) Seeking LOWER TIER SUBRECIPIENT’s specific
performance of all or any part of this Lower Tier Subaward; or
(2) Recovering damages for LOWER TIER SUBRECIPIENT’s
Default, breach, or violation of this Lower Tier Subaward; or (F) SUBRECIPIENT may pursue any other available, lawful right, remedy, or action.
13.4. Termination for Convenience. Independent of the remedies provided in Paragraph 13.3, SUBRECIPIENT may elect to terminate this Lower Tier Subaward at any time upon thirty (30) days’ prior written notice. On and after the termination date, LOWER TIER SUBRECIPIENT shall stop performing the Services. Upon termination, LOWER TIER SUBRECIPIENT shall receive compensation only for that work which LOWER TIER SUBRECIPIENT had satisfactorily completed to the termination date.
SUBRECIPIENT shall not pay LOWER TIER SUBRECIPIENT for de-mobilization, takedown, disengagement, wind-down, or other costs incurred arising out of this Lower Tier Subaward’s termination.
14.0 GENERAL PROVISIONS
14.1. Entire Agreement. This Lower Tier Subaward represents the entire and integrated agreement between the PARTIES. This Lower Tier Subaward supersedes all prior and contemporaneous communications, negotiations, understandings, promises and agreements, either oral or written. Neither LOWER TIER SUBRECIPIENT nor SUBRECIPIENT has made any promises or representations, other than those contained in this Lower Tier Subaward or those implied by law. The PARTIES may modify this Lower Tier Subaward, or any part of it, by a written amendment with SUBRECIPIENT’s and LOWER TIER SUBRECIPIENT’s signature.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
36 of 1182
City of Glendale Elderly Nutrition Program RFP
74 14.2. Interpretation.
(A) This Lower Tier Subaward is the product of negotiation and compromise by both PARTIES. Every provision in this Lower Tier Subaward must be interpreted as though the PARTIES equally participated in its drafting. Therefore, despite the provisions in California Civil Code Section 1654, if this Lower Tier Subaward’s language is uncertain, the Lower Tier Subaward must not be construed against the PARTY causing the uncertainty to exist.
(B) In interpreting this Lower Tier Subaward and resolving any ambiguities, this Lower Tier Subaward will take precedence over any cover page or attachments. If a conflict occurs between a provision in this Lower Tier Subaward and a provision in an attachment, the following order of precedence applies, with the terms and conditions in the document higher on the list governing over those lower on the list:
(1) Lower Tier Subaward.
(2) Exhibit A– (City of Glendale (SUBAWARD) with County of Los Angeles Aging and Disabilities Department).
(3) Exhibit J – (City of Glendale (Statement of Work) with County of Los Angeles Aging and Disabilities Department).
(4) Exhibit K – (Los Angeles County’s Subaward Requirements for COVID-19Vaccinations of County Contractor Personnel).
(5) Exhibit L – (COVID-19 Vaccination Certification of Compliance). (6) Exhibit I – (Insurance Requirements).
(7) Exhibit B – (SUBRECIPIENT’s Request for Proposals). (8) Exhibit H – (Meal Rates).
(9) Exhibit F – (Food Service Specifications).
(10) Exhibit G– (Menu Writing Specifications).
(11) Exhibit C – (LOWER TIER SUBRECIPIENT’s Proposal).
(12) Exhibit D – (City Council Motion).
(13) Exhibit E – (Notice of Intent to Award Contract).
(C) Unless the contexts requires otherwise, the term “including” means “including but not limited to.”
14.3. Headings. All headings or captions in this Lower Tier Subaward are for convenience and reference only. They are not intended to define or limit the scope of any term, condition, or provision.
14.4. Governing Law; Conflict of Law; Jurisdiction.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
37 of 1182
City of Glendale Elderly Nutrition Program RFP
75 (A) California’s laws govern this Lower Tier Subaward’s construction and interpretation regardless of the laws that might otherwise apply under applicable principles of conflicts of law or choice of law.
(B) If LOWER TIER SUBRECIPIENT or SUBRECIPIENT brings a lawsuit to enforce or interpret one or more provisions of the Lower Tier Subaward, jurisdiction is in the Superior Court of the County of Los Angeles, California, or where otherwise appropriate, in the United States District Court, Central District of California.
LOWER TIER SUBRECIPIENT and SUBRECIPIENT acknowledge that the Lower Tier Subaward was made (negotiated, entered into, and executed)— and the Services were performed— in the City of Glendale, which is in Los Angeles County. (C) Unless this Lower Tier Subaward provides otherwise, any reference to laws, ordinances, rules, or regulations include their later amendments, modifications, and successor legislation.
14.5. Waiver of Breach. If a PARTY fails to require the other to perform any term in this Lower Tier Subaward, that failure does not prevent the PARTY from later enforcing that term, or any other term. If a PARTY waives the other’s breach of a term, that waiver is not treated as waiving a later breach of the term. A waiver of a term is valid only if it is in writing and signed by the PARTY waiving it. This Lower Tier Subaward’s duties and obligations:
(A) Are cumulative (rather than alternative) and are in addition to (rather than a limitation on) any option, right, power, remedy, or privilege; and (B) Are not exhausted by a PARTY’s exercise of any one of them.
14.6. Attorney’s Fees. If SUBRECIPIENT or LOWER TIER
SUBRECIPIENT brings an action at law or in equity to enforce or interpret one or more provisions of this Lower Tier Subaward, the “prevailing party” is entitled to “reasonable attorney’s fees” in addition to any other relief to which the prevailing party may be entitled.
A “prevailing party” has the same meaning as that term is defined in California Code of Civil Procedure Section 1032(a)(4). “Reasonable attorney’s fees” of the City Attorney’s office means the fees regularly charged by private attorneys who:
(A) Practice in a law firm located in Los Angeles County; and (B) Have an equivalent number of years of professional experience in the subject matter area of the law for which the City Attorney’s services were rendered.
14.7. Further Assurances. Upon SUBRECIPIENT’s request at any time, LOWER TIER SUBRECIPIENT shall promptly:
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
38 of 1182
City of Glendale Elderly Nutrition Program RFP
76 (A) Take further necessary action; and
(B) Sign, acknowledge, and deliver all additional documents as may be reasonable, necessary, or appropriate to carry out this Lower Tier Subaward’s intent, purpose, and terms.
14.8. Assignment, Delegation, and Change of Ownership.
(A) This Lower Tier Subaward does not give any rights or benefits to anyone, other than to SUBRECIPIENT and LOWER TIER SUBRECIPIENT. All duties, obligations, and responsibilities under this Lower Tier Subaward are for the sole and exclusive benefit of SUBRECIPIENT and LOWER TIER SUBRECIPIENT, and are not for the benefit of another person, entity, or organization. Without SUBRECIPIENT’s prior written authorization, LOWER TIER SUBRECIPIENT shall not do any one or more of the following:
(1) Assign or transfer a right or interest— whether in whole, in part, temporarily, or otherwise— in this Lower Tier
Subaward; or
(2) Delegate a duty or obligation owed— whether in whole, in part, temporarily, or otherwise— under this Lower Tier
Subaward.
(B) A change in the legal form of ownership of LOWER TIER SUBRECIPIENT’s business, or in the control of LOWER TIER SUBRECIPIENT’s business, or in both, is deemed to be an assignment under this Lower Tier Subaward. (C) Any actual or attempted assignment of rights or delegation of duties by LOWER TIER SUBRECIPIENT, without SUBRECIPIENT’s prior written authorization, is wholly void and totally ineffective for all purposes; and does not postpone, delay, alter, extinguish, or terminate LOWER TIER SUBRECIPIENT’s duties, obligations, or responsibilities under this Lower Tier Subaward. (D) If SUBRECIPIENT consents to an assignment of rights, or a delegation of duties, or both, LOWER TIER SUBRECIPIENT’s assignee or legal representative shall agree in writing to personally assume, perform, and to be bound unconditionally by the covenants, obligations, terms, and conditions in this Lower Tier Subaward.
14.9. Successors and Assigns. Subject to the provisions in Paragraph
14.8, this Lower Tier Subaward is binding on the heirs, executors, administrators, successors, and assigns of the respective PARTIES.
14.10. Time is of the Essence.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
3 of 1182
City of Glendale Elderly Nutrition Program RFP
77 (A) Except when this Lower Tier Subaward states otherwise, time is of the essence in this Lower Tier Subaward. LOWER TIER SUBRECIPIENT acknowledges that this Lower Tier Subaward’s time limits and deadlines are reasonable for LOWER TIER SUBRECIPIENT’s performing the Services under this Lower Tier Subaward. (B) Unless this Lower Tier Subaward specifies otherwise, any reference to “day” or “days” means calendar and not business days. If the last day for giving notice or performing an act under this Lower Tier Subaward falls on a weekend, a legal holiday listed in either Glendale Municipal Code Section 3.08.010 or California’s Government Code, or a day when City Hall is closed, the period is extended to and including the next day that SUBRECIPIENT is open for business. A reference to the time of day refers to local time for Glendale, California.
14.11. Recycled Paper. LOWER TIER SUBRECIPIENT shall endeavor to submit all reports, correspondence, and documents related to this Lower Tier Subaward on recycled paper.
14.12. Notices.
(A) Method. The PARTIES shall submit in writing all notices and communications that this Agreement requires or permits, place the notice or communication in a sealed envelope or package for delivery methods (1) through (4) below, and use the following delivery method:
(1) In-person hand-delivery;
(2) Messenger or overnight delivery service;
(3) U.S. mail, first class postage prepaid;
(4) “Certified” U.S. mail, postage prepaid, return receipt requested; (5) Fax; or
(6) Email.
(B) Receipt of Notice. All written notices or communications done in the manner described in Subparagraph (A) with the street address or place, facsimile number, or email address listed in Subparagraph (C) is considered “given” or “delivered” to a PARTY on the effective date listed below, as noted next to the applicable delivery method:
(1) In-person hand-delivery: The date on which the envelope or package is handed in-person to the PARTY;
(2) Messenger or overnight delivery service: The date on which the PARTY signs for the envelope or package, or refuses to accept it; or the date on which the messenger or overnight DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
40 of 1182
City of Glendale Elderly Nutrition Program RFP
78 delivery service leaves the envelope or package with a receptionist or an individual in charge of the PARTY’s
office— as noted on the proof of delivery, tracking receipt, or other form;
(3) U.S. mail: The third business day after deposit with the U.S.
Postal Service;
(4) “Certified” U.S. mail: The date on which the PARTY signs for the envelope or package, or refuses to accept it— as noted on the return receipt or other U.S. Postal Service form; (5) Fax: The date of the fax’s transmission— as noted on the fax machine’s activity or transmission report verifying that transmission occurred without error;
(6) Email: The date on which the PARTY acknowledges, by email or other delivery method specified in Subparagraph (A), as having received the email (with an automatic “read receipt” not constituting acknowledgment of an email); or (7) (1) through (4) above — when undeliverable: The date on which the messenger, overnight delivery service, or U.S.
Postal Service mail carrier attempts delivery on the PARTY, but is unable to do so, because the PARTY is no longer at the address and did not give notice of a change in address— as noted on the proof of non-delivery, tracking or return receipt, or other form.
(C) Contact Information. SUBRECIPIENT and LOWER TIER
SUBRECIPIENT designate the following contact person, street address or place, telephone number, and facsimile number or email address for giving notice. At any time, by providing notice to the other PARTY, SUBRECIPIENT or LOWER TIER SUBRECIPIENT may change the contact information:
SUBRECIPIENT: City of Glendale
Dept.: Community Services and Parks
613 E. Broadway, Room 120
Glendale, CA 91206
Attn: Aylin Isayan
Tel. No. (818) 548-3772
Fax. No. (818) 543-0793
Email: [email protected]
LOWER TIER SUBRECIPIENT:
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
41 of 1182
City of Glendale Elderly Nutrition Program RFP
79 Attn:
Tel. No.
Fax. No.
Email:
14.13. Survival. This Paragraph and the obligations set forth in Paragraphs
5.4, 5.6, 5.7, 5.8, 7.7, 8.1, 9.1, 9.2, 9.3, 9.4, 9.5,11.1, 11.2, 12.1, 12.2, 12.3, 12.4, 12.5,
12.6, 12.7, 13.3, 14.5, 14.6, 14.7, 14.8, 14.9, and 14.12 survive this Lower Tier Subaward’s expiration, cancellation, or termination.
14.14. Severability. The invalidity, in whole or in part, of any term of this Lower Tier Subaward will not affect this Lower Tier Subaward’s remaining terms.
14.15. Counterparts. This Lower Tier Subaward may be executed in counterparts, each of which is an original, but all of which constitutes one and the same document. The PARTIES shall sign a sufficient number of counterparts, so that each PARTY will receive a fully executed original of this Lower Tier Subaward.
14.16. Digital Signatures. The PARTIES deem a copy of this Lower Tier Subaward, or any amendment to it, that bears a digital signature as having the same legal effect, for all purposes, as delivery of a signed original of this Lower Tier Subaward or the amendment, and each digital signature will have the same legal force and effect as a handwritten signature.
14.17. Representations – Authority. The PARTIES represent that:
(A) They have read this Lower Tier Subaward, fully understand its contents, and have received a copy of it;
(B) Through their duly authorized representative, they are authorized to sign this Lower Tier Subaward, and they are bound by its terms; and (C) They have executed this Lower Tier Subaward on the date opposite their signature.
CITY OF GLENDALE:
By Date: , 20
Roubik Golanian
City Manager
LOWER TIER SUBRECIPIENT:
By Date: , 20
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
42 of 1182
City of Glendale Elderly Nutrition Program RFP
80 (Name)
(Title)
APPROVED AS TO FORM
NAME:
TITLE:
SIGNATURE:
DATE:
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 943 of 1182
City of Glendale Elderly Nutrition Program RFP
81 EXHIBIT LIST
Exhibit A”: City of Glendale (SUBAWARD) with County of Los Angeles Aging and Disabilities Department
“Exhibit B”: SUBRECIPIENT’s Request for Proposals
(__ pages)
“Exhibit C”: LOWER TIER SUBRECIPIENT’s Proposal
(__ pages)
“Exhibit D”: City Council Motion
(__ pages)
“Exhibit E”: Notice of Intent to Award Contract
(__ pages)
“Exhibit F”: Food Service Specifications
(__ pages)
“Exhibit G”: Menu Writing Specifications
(__ pages)
“Exhibit H”: Meal Rates
(__ pages)
“Exhibit I”: Insurance Requirements
(__ pages)
“Exhibit J”: City of Glendale (Statement of Work) with County of Los Angeles (__ pages) Aging and Disabilities Department
“Exhibit K”: Los Angeles County’s Subaward Requirements for COVID-19 (__ pages) Vaccinations of County Contractor Personnel
“Exhibit L”: COVID-19 Vaccination Certification of Compliance (__ pages)
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE
44 of 1182
City of Glendale Elderly Nutrition Program RFP
82 EXHIBIT V – Insurance Requirements
The insurance requirements for all City of Glendale Contractors are described on the next ten pages of this RFP, beginning on page 77.
In addition to the City of Glendale’s insurance requirements, a Food Service Provider who receives a City Contract and who performs the Services under funding from the Los Angeles Area Agency on Aging must comply with the County of Los Angeles’ insurance requirements (Paragraphs 8.24.1 through 8.24.15.1; and 8.25.1 through 8.25.8.1), beginning on page 89. This language is directly from the contract between the City of Glendale and the Los Angeles County Aging and Disabilities Department.
If the City of Glendale’s insurance requirements and the County of Los Angeles insurance requirements differ, a Proposer must comply with the requirements of the entity who has a higher coverage amount, has additional coverages, or whose insurance is more stringent. For example, if the City requires $2 million in coverage, while the County requires $1 million, or vice versa— a Proposer must obtain $2 million in coverage.
The full text of the contract between the City of Glendale and Los Angeles County for the Elderly Nutrition Program is available for review at 201 E. Colorado Street, Glendale CA 91205 between the hours of 8:00 a.m. through 5:00 p.m., Monday through Friday.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 945 of 1182
City of Glendale Elderly Nutrition Program RFP
83 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “PROFESSIONAL LIABILITY” INSURANCE
1.1 Without limiting LOWER TIER SUBRECIPIENT’s liability and at its sole expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain a Professional Liability insurance policy.
1.2 The Professional Liability policy must:
(A) Include “errors and omissions” coverage or “malpractice” coverage; (B) Afford “practice specific” or “project specific” coverage; (C) Provide limits of liability in an amount not less than:
(1) ONE MILLION DOLLARS ($1,000,000) per claim; and
(2) TWO MILLION DOLLARS ($2,000,000) in the aggregate;
(D) Cover a claim or claims arising out of the performance of professional services by:
(1) CONSULTANT;
(2) LOWER TIER SUBRECIPIENT’s Subcontractor(s);
(3) Anyone whom LOWER TIER SUBRECIPIENT or its Subcontractor(s) directly or indirectly employs or uses; or
(4) Anyone whose acts LOWER TIER SUBRECIPIENT or its Subcontractor(s) may be liable; and
(E) Provide coverage for:
(1) The duration of this Lower Tier Subaward; and
(2) At least three (3) years after the Lower Tier Subaward’s expiration or termination:
(a) LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain an endorsement that adds an “extended reporting period” (“ERP”) or a “discovery” feature— to allow SUBRECIPIENT to report a claim— for a period of not less than three (3) years following (whichever date is later): (i) the initial policy’s expiration; or (ii) final close-out of the Lower Tier Subaward. The endorsement for the ERP or discovery feature must provide identical policy limits, and meet the conditions, described in subparagraphs 1.2 (A) through (D) above; or
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 946 of 1182
City of Glendale Elderly Nutrition Program RFP
84 (b) LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain successive renewal or replacement policies (with “prior acts” coverage), for a period of three (3) years following (whichever date is later): (i) the initial policy’s expiration; or (ii) final close-out of the Lower Tier Subaward. Each policy must have a “retroactive date” that coincides with, or is earlier than, this Lower Tier Subaward’s Effective Date.
Additionally, each policy must provide identical policy limits, and meet the conditions, described in subparagraphs 1.2 (A) through (D) above.
1.3 All ERP or discovery endorsements, renewal policies, and replacement coverage policies are subject to SUBRECIPIENT’s review and approval, in its sole discretion.
1.4 LOWER TIER SUBRECIPIENT shall pay the full amount of all deductibles and any self-insured retention per claim for coverage under the Professional Liability insurance policy.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 947 of 1182
City of Glendale Elderly Nutrition Program RFP
85 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “WORKERS’ COMPENSATION” INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— for the duration of this Lower Tier Subaward:
(A) Complete Workers’ Compensation insurance, meeting or exceeding the coverages and amounts that California law requires; and
(B) Employer’s Liability insurance in an amount not less than:
(1) ONE MILLION DOLLARS ($1,000,000) per accident for bodily injury or disease; (2) ONE MILLION DOLLARS ($1,000,000) per employee for bodily injury or disease; and
(3) ONE MILLION DOLLARS ($1,000,000) policy limit.
1.2 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance” and a subrogation endorsement, “Waiver of Our Right to Recover From Others”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, this Lower Tier Subaward’s workers’ compensation insurance requirements.
1.3 SUBRECIPIENT shall not be liable to LOWER TIER SUBRECIPIENT’s personnel, or anyone LOWER TIER SUBRECIPIENT directly or indirectly employs or uses, for a claim at law or in equity arising out of LOWER TIER SUBRECIPIENT’s failure to comply with this Lower Tier Subaward’s workers’ compensation insurance requirements.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 948 of 1182
City of Glendale Elderly Nutrition Program RFP
86 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “COMMERCIAL GENERAL LIABILITY” OR “BUSINESSOWNERS LIABILITY” INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— a “Commercial General Liability” or a “Businessowners Liability” insurance policy on an occurrence basis to fully protect LOWER TIER SUBRECIPIENT and SUBRECIPIENT from claims and suits for bodily injury, personal and advertising injury, property damage, and medical payments. The policy must add the City of Glendale and its officers, agents, employees, and representatives (collectively, “SUBRECIPIENT AND ITS REPRESENTATIVES”) as additional insureds.
1.2 Coverage afforded to SUBRECIPIENT AND ITS REPRESENTATIVES must be at least as broad as that afforded to LOWER TIER SUBRECIPIENT. If LOWER TIER SUBRECIPIENT has higher limits than the limits specified in these insurance requirements, or has additional broader coverage, or has both, the insurer shall make available the higher limits and broader coverage to SUBRECIPIENT AND ITS REPRESENTATIVES. The insurance must be written for the limits of liability specified below:
(A) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for bodily injury (including accidental death) to any one person;
(B) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for personal and advertising injury to any one person; (C) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for property damage; (D) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy— whichever limit is greater— for products completed; and (E) THREE MILLION DOLLARS ($3,000,000) general aggregate limit, or the full aggregate limits of the policy― whichever limit is greater.
1.3 The liability insurance must include all major divisions of coverage and must cover:
(A) Independent Contractors’ Protective Liability;
(B) Products and Completed Operations (maintain same limits as above until three (3) years after the Lower Tier Subaward’s expiration or termination); (C) Personal and Advertising Injury (with Employer’s Liability Exclusion deleted); (D) Contractual Liability; and
(E) Broad Form Property Damage.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 949 of 1182
City of Glendale Elderly Nutrition Program RFP
87 1.4 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance” and an “additional insured endorsement”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
1.5 The “certificate of insurance” and an “additional insured endorsement” must state:
“The City of Glendale, and its officers, agents, employees, and representatives are included as additional insureds under the policy(s). This insurance is primary to all other insurance of the City. The City’s insurance, or self-insurance, or both, will apply in excess of— and will not contribute with— this insurance. This insurance applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or a suit is brought. The issuing company shall mail thirty (30) days advance notice to the City for any policy cancellation, termination, non-renewal, or reduction in coverage.”
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 950 of 1182
City of Glendale Elderly Nutrition Program RFP
88 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “BUSINESS AUTOMOBILE” LIABILITY INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— a “Business Automobile” insurance policy on an occurrence basis to fully protect LOWER TIER SUBRECIPIENT and SUBRECIPIENT from claims and suits for bodily injury, property damage, and medical payments. The policy must add the City of Glendale and its officers, agents, employees, and representatives as additional insureds.
1.2 The insurance must not be written for less than the limits of liability specified below or required by law, whichever coverage amount is greater:
(A) TWO MILLION DOLLARS ($2,000,000) per occurrence for bodily injury (including accidental death) to any one person; and
(B) TWO MILLION DOLLARS ($2,000,000) per occurrence for property damage; or (C) TWO MILLION DOLLARS ($2,000,000) combined single limit (“CSL”).
1.3 The liability insurance must include liability, physical damage, medical payments, and uninsured motorist coverages and must cover all vehicles, whether rented, leased, hired, scheduled, owned or non-owned.
1.4 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance” and an “additional insured endorsement”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
1.5 The “certificate of insurance” and an “additional insured endorsement” must state:
“The City of Glendale, and its officers, agents, employees, and representatives are included as additional insureds under the policy(s). This insurance is primary to all other insurance of the City. The City’s insurance, or self-insurance, or both, will apply in excess of— and will not contribute with— this insurance. This insurance applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or a suit is brought. The issuing company or the insured shall mail thirty (30) days advance notice to the City for any policy cancellation, termination, nonrenewal, or reduction in coverage.” DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 951 of 1182
City of Glendale Elderly Nutrition Program RFP
89 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM AGREEMENT
“SEXUAL ABUSE OR MISCONDUCT” LIABILITY INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— “Sexual Abuse or Misconduct Liability” insurance coverage on an occurrence basis to fully protect LOWER TIER SUBRECIPIENT and SUBRECIPIENT from claims and suits for bodily injury and emotional distress. This insurance may be in a stand-alone policy, separate coverage as part of a multi-line policy, or as an endorsement to a Commercial General Liability policy.
1.2 The insurance must not be written for less than the limits of liability specified below:
(A) TWO MILLION DOLLARS ($2,000,000) per occurrence for sexual abuse or molestation to any one person; and
(B) TWO MILLION DOLLARS ($2,000,000) general aggregate limit.
1.3 The liability insurance must cover:
(A) Physical, emotional, psychological injury or harm of a person; and (B) Negligent employment, supervision, investigation, reporting or failing to report to proper authorities, or retention of an employee, agent, representative, volunteer, Subcontractor, or person whose actual, alleged, attempted, or threatened behavior, conduct, or verbal or nonverbal communication— whether or not intentional— results in physical, emotional, psychological injury or harm of a person or persons.
1.4 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 952 of 1182
City of Glendale Elderly Nutrition Program RFP
90 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT
GENERAL REQUIREMENTS
1.1 In addition to LOWER TIER SUBRECIPIENT’s having to fully comply with these Insurance Requirements of SUBRECIPIENT, LOWER TIER SUBRECIPIENT’s insurance must fully meet, and must contain provisions entirely consistent with, the insurance requirements of the County of Los Angeles (Paragraphs 8.24.1 through 8.24.15.1; and 8.25.1 through 8.25.8.1, beginning on page 87 of these Insurance Requirements).
At all times, the insurance company issuing the policy must meet all three of these requirements:
(A) It must be an “admitted” insurer by the State of California Department of Insurance or must be listed on the California Department of Insurance’s “List of Approved Surplus Line Insurers” (“LASLI”);
(B) It must be domiciled within, and organized under the laws of, a State of the United States; and (C) It must carry a minimum A.M. Best Company Financial Strength Rating of “A:VII,” or better.
1.2 LOWER TIER SUBRECIPIENT’s Representation and Warranty. For Professional Liability Insurance coverage, and for Privacy and Network Security coverage— as set out in these Insurance Requirements by SUBRECIPIENT, or by County of Los Angeles, or by both— LOWER TIER SUBRECIPIENT, states that the following facts are accurate: LOWER TIER SUBRECIPIENT’s Professional Liability Insurance coverage, and Privacy and Network Security coverage, fully comply with SUBRECIPIENT’s and County of Los Angeles’ insurance requirements.
1.3 If the Lower Tier Subaward requires any of the foregoing insurance coverages to remain in force after the Final Payment, and if they are reasonably available, LOWER TIER SUBRECIPIENT shall submit to SUBRECIPIENT— with the final Application for Payment— all certificates and additional insured endorsements evidencing the coverages’ continuation.
1.4 A deductible or self-insured retention is subject to SUBRECIPIENT’s review and approval, in its sole discretion. The insurance company or its authorized representative must state either on the insurance certificate or in a separate correspondence:
(A) The amount of the deductible, or self-insured retention, or both; (B) Whether a limit of insurance has been lowered by any pending or paid claim; and (C) The current limit amount, as lowered by the pending or paid claim.
1.5 Despite any conflicting or contrary provision in LOWER TIER SUBRECIPIENT’s insurance policy:
(A) If LOWER TIER SUBRECIPIENT’s insurance company adds SUBRECIPIENT, and its officers, agents, employees, and representatives (collectively, “its representatives”) as additional insureds, then for all acts, errors, or omissions of SUBRECIPIENT, or its representatives, or both, that insurer shall:
(1) Pay those sums that SUBRECIPIENT, or its representatives, or both, become legally obligated to pay as damages; and
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 953 of 1182
City of Glendale Elderly Nutrition Program RFP
91 (2) Defend— and pay the costs of defending— SUBRECIPIENT, or its representatives, or both;
(B) LOWER TIER SUBRECIPIENT’s insurance is primary;
(C) Other insurance (whether primary, excess, contingent or self-insurance, or any other basis) available to SUBRECIPIENT, or its representatives, or both, is excess over LOWER TIER SUBRECIPIENT’s insurance;
(D) SUBRECIPIENT’s insurance, or self-insurance, or both, will not contribute with LOWER TIER SUBRECIPIENT’s insurance policy;
(E) LOWER TIER SUBRECIPIENT and LOWER TIER SUBRECIPIENT’s insurance company waive— and shall not exercise— any right of recovery or subrogation that LOWER TIER SUBRECIPIENT or the insurer may have against SUBRECIPIENT, or its representatives, or both;
(F) LOWER TIER SUBRECIPIENT’s insurance policy applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or suit is brought, except that the naming of multiple insureds will not increase an insurance company’s limits of liability;
(G) LOWER TIER SUBRECIPIENT’s insurance policy applies to a claim or suit brought by an additional insured against a Named Insured or other insured, arising out of bodily injury, personal injury, advertising injury, or property damage; and (H) SUBRECIPIENT is not liable for a premium payment or another expense under LOWER TIER SUBRECIPIENT’s policy.
1.6 At any time during the duration of this Lower Tier Subaward, SUBRECIPIENT may do any one or more of the following:
(A) Review this Lower Tier Subaward’s insurance coverage requirements; or (B) Require that LOWER TIER SUBRECIPIENT:
(1) Obtain, pay for, and maintain more or less insurance depending on SUBRECIPIENT’s assessment of any one or more of the following factors:
(a) SUBRECIPIENT’s risk of liability or exposure arising out of, or in any way connected with, the services of LOWER TIER SUBRECIPIENT under this Lower Tier Subaward;
(b) The nature or number of accidents, claims, or lawsuits arising out of, or in any way connected with, the services of LOWER TIER
SUBRECIPIENT under this Lower Tier Subaward; or
(c) The availability, or affordability, or both, of increased liability insurance coverage;
(2) Reduce or eliminate a deductible or self-insured retention as it applies to SUBRECIPIENT; or
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 954 of 1182
City of Glendale Elderly Nutrition Program RFP
92 (3) Obtain, pay for, and maintain a bond (as a replacement for an insurance coverage) from a California corporate surety, guaranteeing payment to SUBRECIPIENT for liability, or costs, or both, that SUBRECIPIENT incurs during SUBRECIPIENT’s investigation, administration, or defense of a claim or a suit arising out of this Lower Tier Subaward.
1.7 LOWER TIER SUBRECIPIENT shall maintain the insurance policy without interruption, from the Project’s commencement date to the Final Payment date, or until a date that SUBRECIPIENT specifies for any coverage that LOWER TIER SUBRECIPIENT must maintain after the Final Payment.
1.8 LOWER TIER SUBRECIPIENT’s insurance company or self-insurance administrator shall mail SUBRECIPIENT written notice at least thirty (30) days in advance of the policy’s or the self-insurance program’s cancellation, termination, non-renewal, or reduction in coverage.
1.9 LOWER TIER SUBRECIPIENT shall not allow any insurance to expire, cancel, terminate, lapse, or non-renew. Twenty-one (21) days before its insurance policy’s expiration, cancellation, termination, or non-renewal, LOWER TIER SUBRECIPIENT shall deliver to SUBRECIPIENT evidence of the required coverage as proof that LOWER TIER SUBRECIPIENT’s insurance policy has been renewed or replaced with another insurance policy which, during the duration of this Lower Tier Subaward, meets all of this Lower Tier Subaward’s insurance requirements.
1.10 At any time, upon SUBRECIPIENT’s request, LOWER TIER SUBRECIPIENT shall furnish satisfactory proof of each type of insurance coverage required— including a certified copy of the insurance policy or policies; certificates, endorsements, renewals, or replacements; and documents comprising LOWER TIER SUBRECIPIENT’s self-insurance program— all in a form and content acceptable to the City Attorney or City’s Risk and Insurance Services Manager.
1.11 If LOWER TIER SUBRECIPIENT hires, employs, or uses a Subcontractor to perform work, services, operations, or activities on LOWER TIER SUBRECIPIENT’s behalf, LOWER TIER SUBRECIPIENT shall ensure that the Subcontractor:
(A) Meets, and fully complies with, this Lower Tier Subaward’s insurance requirements; (B) Delivers to SUBRECIPIENT— for its review, or approval, or both— all insurance policies, certificates, and endorsements that this Lower Tier Subaward requires; and (C) Furnishes SUBRECIPIENT, at any time upon its request, with a complete copy of the Subcontractor’s insurance policy or policies for SUBRECIPIENT’s review, or approval, or both.
1.12 LOWER TIER SUBRECIPIENT’s failure to comply with an insurance provision in this Lower Tier Subaward constitutes a breach upon which SUBRECIPIENT may immediately terminate or suspend LOWER TIER SUBRECIPIENT’s performance of this Lower Tier Subaward, or invoke another remedy that this Lower Tier Subaward or the law allows. At its discretion, SUBRECIPIENT may obtain or renew the insurance, and SUBRECIPIENT may pay all or part of the premiums. Upon demand, LOWER TIER SUBRECIPIENT shall repay SUBRECIPIENT for all sums or monies that SUBRECIPIENT paid to obtain, renew, or reinstate the insurance, or SUBRECIPIENT may offset the cost of the premium against any sums or monies that SUBRECIPIENT may owe LOWER TIER SUBRECIPIENT.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 955 of 1182
City of Glendale Elderly Nutrition Program RFP
93 INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT LOWER TIER SUBRECIPIENT’S SUBMITTAL OF CERTIFICATES AND ENDORSEMENTS
1.1 LOWER TIER SUBRECIPIENT shall have its insurance carrier(s) or self-insurance administrator(s) complete and execute the following insurance documents, unless an exception below applies. When LOWER TIER SUBRECIPIENT signs and delivers the Lower Tier Subaward to SUBRECIPIENT, LOWER TIER SUBRECIPIENT also shall deliver:
(A) A “certificate of insurance” for each required liability insurance coverage; (B) An additional insured endorsement for Commercial General Liability coverage or Businessowners Liability coverage and Automobile Liability coverage, unless this Lower Tier Subaward does not require LOWER TIER SUBRECIPIENT to obtain and maintain Commercial General Liability coverage, Businessowners Liability coverage, or Automobile Liability coverage;
(C) A “certificate of insurance” for Workers’ Compensation insurance; or If LOWER TIER SUBRECIPIENT is self-insured for workers’ compensation, a copy of the “Certificate of Consent to Self-insure” from the State of California; or If LOWER TIER SUBRECIPIENT is lawfully exempt from workers’ compensation laws, an “Affirmation of Exemption from Labor Code §3700” form; (D) A subrogation endorsement, “Waiver of Our Right to Recover From Others,” for Workers’ Compensation coverage; and
(E) A complete copy of LOWER TIER SUBRECIPIENT’s Professional Liability insurance policy, including all forms and endorsements attached to it.
1.2 SUBRECIPIENT will neither sign this Lower Tier Subaward nor issue a “Notice to Proceed” until the City Attorney or City’s Risk and Insurance Services Manager has reviewed and approved the insurance documents. SUBRECIPIENT’s decision as to the acceptability of all insurance documents is final. Unless LOWER TIER SUBRECIPIENT obtains SUBRECIPIENT’s written approval, SUBRECIPIENT will not permit or allow a substitution of an insurance policy, or a change in a certificate’s or an endorsement’s form and content, or both.
INSURANCE OBLIGATION IS SEPARATE FROM INDEMNITY OBLIGATION
2.1 This Lower Tier Subaward’s insurance provisions:
(A) Are separate and independent from the indemnification and defense provisions in Article 12 of the Lower Tier Subaward; and
(B) Do not limit, in any way, the applicability, scope, or obligations of the indemnification and defense provisions.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 956 of 1182
City of Glendale Elderly Nutrition Program RFP
94 INSURANCE REQUIREMENTS
LOS ANGELES COUNTY
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 957 of 1182
City of Glendale Elderly Nutrition Program RFP
95 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 958 of 1182
City of Glendale Elderly Nutrition Program RFP
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 959 of 1182
City of Glendale Elderly Nutrition Program RFP
97 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 960 of 1182
City of Glendale Elderly Nutrition Program RFP
98 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 961 of 1182
City of Glendale Elderly Nutrition Program RFP
99 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 962 of 1182
City of Glendale Elderly Nutrition Program RFP
100
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 963 of 1182
964 of 1182
September 30, 2022
Aylin Isayan, Community Services Supervisor
City of Glendale Community Services & Park Department
201 East Colorado Street
Glendale, CA 91205
Dear Ms. Aylin Asayan,
TRIO is honored to partner with the City of Glendale, a premier city anchored in pride of civic ownership. Thank you for trusting us for the past 30-plus years to serve your program. TRIO promises to provide quality meals and services for your community to enhance the lives of older adults. TRIO’s local California team and corporate support teams will abide by all requirements stated in your RFP.
TRIO is committed to remaining agile in operating a traditional model or the pandemic response model. Our team understands the importance of ensuring your community is safe and healthy. We will strategically pivot to adapt to your service model.
We look forward to leveraging our knowledge of your program to grow our partnership and enhance the dining experience of the elderly in Glendale. As participants return to the dining sites, we can implement a BeWell Kitchen event to create excitement and promote your three (3) sites.
TRIO shares your mission to provide exceptional service through precise execution and innovative leadership. TRIO is hiring two (2) support management team members dedicated to supporting TRIO’s elderly nutrition programs in the West Coast region. Both members reside in California, adding strength to our local California teams.
Please do not hesitate to contact me directly or Donna Doran, TRIO Client Partnership Director, at 601.594.0252 or donna. [email protected] regarding our proposal.
With kind regards,
John Kirk
Managing Director, TRIO Community Meals
[email protected]
TRIOCOMMUNITYMEALS.COM
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 965 of 1182
966 of 1182
967 of 1182
968 of 1182
969 of 1182
970 of 1182
971 of 1182
972 of 1182
973 of 1182
974 of 1182
975 of 1182
976 of 1182
977 of 1182
978 of 1182
979 of 1182
980 of 1182
981 of 1182
982 of 1182
983 of 1182
984 of 1182
985 of 1182
986 of 1182
987 of 1182
988 of 1182
989 of 1182
990 of 1182
991 of 1182
992 of 1182
993 of 1182
994 of 1182
995 of 1182
996 of 1182
997 of 1182
998 of 1182
999 of 1182
1000 of 1182
Attachment 3.2
3.2 (cont.) List jurisdictions in which your firm is legally qualified to do business, provide license or registration number, and set forth the type of license. Attach additional sheets as necessary.
Jurisdiction: City of Santa Clara, CA
License or registration number: 209785
Type of License: Business License Tax Certificate
Jurisdiction: City of Martinez, CA
License or registration number: 02508767
Type of License: Business License Tax Certificate
Jurisdiction: City of Antioch, CA
License or registration number: 3023819
Type of License: Business License
Jurisdiction: City of San Jose, CA
License or registration number: 1209962200
Type of License: Business Tax Certificate
Jurisdiction: City of El Monte, CA
License or registration number: 04920536
Type of License: Business License
Jurisdiction: City of Walnut Creek
License or registration number: 16524680
Type of License: Business Tax License
Jurisdiction: City of Suisun City, CA
License or registration number: 22763
Type of License: Business License
Jurisdiction: County of Sacramento
License or registration number: GNB32021-02565
Type of License: General Business License
Jurisdiction: CA Secretary of State
License or registration number: 201929810066
Type of License: Certificate of Status
Jurisdiction: California Seller’s Permit
License or registration number: 097893675-00010
Type of License: Seller’s Permit
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1001 of 1182
Attachment 4.4
4.4 (cont.) List the government entities for which your firm has provided food service for an Elderly Nutrition Program. Provide the name and telephone number of the person within the government entity who is most familiar with your performance of the services (i.e., “Contact Person”). Attach additional sheets as necessary.
TRIO is proud to partner with over 500 elderly nutrition programs. We provided examples and can provide the entire list upon request.
Government entity’s name: County of Santa Clara
Services that your firm provided: Fresh prepared congregate dining includes hot bulk, hot prepackaged & chilled prepackaged. Homebound elderly receives 2 fresh sandwich meals and 5 frozen meals each week. TRIO has a fleet of 10 vehicles. An average of 1,600 meals per day.
Starting / ending dates of services: 2000 - Present
Was your firm Selected by a bid or RFP? Yes
Under a contract or agreement? Yes
Contact Person: Vanessa Sittauer
Phone Number: 408.975.4860
Government entity’s name: City of Gardena
Services that your firm provided: Hot congregate, hot home-delivered, and frozen meals.
Starting / ending dates of services: 2020 to Present
Was your firm selected by a bid or RFP? Yes
Under a contract or agreement? Yes
Contact Person: Stephany Santin
Phone Number: 310.217.9537
Government entity’s name: Northwest Senior & Disability Services Services that your firm provided: Freshly prepared hot meals, deli meals, and frozen meals delivered to senior sites.
Starting / ending dates of services: 1984 to Present
Was your firm selected by a bid or RFP? Yes
Under a contract or agreement? Yes
Contact Person: Stacie Zuercher
Phone Number: 503.304.3475
Government entity’s name: Oregon Cascade West Council of Governments Services that your firm provided: TRIO prepares 900 scratch-made hot meals and 250 frozen meals. Hot meals are packaged and transported in bulk by TRIO drivers to ten (10) senior centers.
Starting / ending dates of services: 1985 to Present
Was your firm selected by a bid or RFP? Yes
Under a contract or agreement? Yes
Contact Person: Scott Harper
Phone Number: 541.924.8455
— CONFIDENTIAL/PROPRIETARY —
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1002 of 1182
Attachment 4.4
Government entity’s name: Rogue Valley Council of Governments Services that your firm provided: TRIO prepares 600 hot meals 85 frozen meals each day. TRIO drivers daily deliver all meals to 14 senior centers and 8 home-delivered sites.
Starting / ending dates of services: 1995 to Present
Was your firm selected by a bid or RFP? Yes
Under a contract or agreement? Yes
Contact Person: Kristi Welburn
Phone Number: 541.734.9505 ext. 3
Government entity’s name: Detroit Area Agency on Aging
Services that your firm provided: Fresh prepared hot congregate meals, frozen meals, and shelf-stable meals.
Starting / ending dates of services: 2002 to Present
Was your firm selected by a bid or RFP? Yes
Under a contract or agreement? Yes
Contact Person: Gil Lopez
Phone Number: 313.446.4444
— CONFIDENTIAL/PROPRIETARY —
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1003 of 1182
Attachment 4.6
4.6 (cont.) Describe your firm’s experience related to preparing and providing congregate and home-delivered meals for an elderly population. Attach additional sheets as necessary.
TRIO has experience providing several types of meals such as fresh, hot congregate bulk, hot pre-packaged, chilled salads, fresh sandwiches, fresh frozen, and frozen prepared in a USDAinspected facility. To ensure we meet nutritional and menu requirements, TRIO has a team of fifteen (15) registered dietitians devoted to writing menus for elderly nutrition programs. Our registered dietitians maintain a highly accurate nutrition database in our computer software program thus ensuring we provide truthful nutritionals. We are expanding our menus to include more culturally diverse menu items to broaden our reach in the communities.
TRIO organizes every kitchen to maximize efficiency for meal preparation, meal packaging, and logistics to ensure a quality meal is delivered consistently on time. We have experience designing and renovating central kitchens, and selecting the best equipment to optimize the preparation and packaging of congregate and home-delivered meals.
TRIO understands the logistics of an elderly nutrition program including packaging, transport equipment, and fleet management. Our teams thoughtfully organize and label meals to ease delivery to sites and homes. When TRIO delivers meals, our drivers receive continuous safety and hospitality training.
TRIO continuously seeks to enhance the dining experience of elderly nutrition programs.
Recently, we launched a new concept, BeWell Kitchen, providing an interactive experience that demonstrates the simplicity of healthy eating. TRIO continuously promotes healthy eating to improve the health outcomes of our elderly. TRIO welcomes the opportunity to host BeWell Kitchen events at the City of Glendale’s dining locations.
TRIO’s sustained and continued growth ensures that we will continue to provide uninterrupted service to the City of Glendale. Examples of current government entities are provided in Section
4.4. DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1004 of 1182
Attachment 4.7
4.7 (cont.) Describe the extent of your firm’s knowledge and qualifications that demonstrate your understanding and ability to meet the complex requirements of the Elderly Nutrition Program.
Use the Food Services Specifications (RFP – EXHIBIT I) and Menu Writing Specifications (RFP – EXHIBIT II) as a guideline for expectations. Attach additional sheets as necessary.
NUMBER OF MEALS. TRIO has the capability to meet the maximum meal requirements. TRIO can expand beyond the maximum number of meals. TRIO acknowledges that we will remain flexible with your direction for the types of meals adjusting to pandemic needs to best serve the community.
DELIVERY STANDARDS. TRIO will prepare and package all food and supplies as detailed in the RFP.
TRIO will continue to plan, organize, and direct the preparation of all meals ensuring quality production standards. The on-site team, led by Israel Mazariego, takes great pride in carefully preparing each item as they realize what great joy these meals bring to your seniors.
The team is committed to providing you with sound standards which include:
• By 10:30 a.m., all congregate meals and supplies to be transported to the satellite sites are portioned, labeled, and loaded in the hot or cold transport equipment. • By 1:30 p.m., all supplies are packaged and labeled, and the frozen home-delivered meals are prepared, packaged, and placed in ice sheets clearly labeled. • All deliveries are accompanied by a delivery ticket prepared in triplicate. The site manager will verify the number of meals and supplies delivered and sign the ticket. The site manager retains a copy of the ticket. The ticket is used to provide accurate invoices. • Congregate food preparation is planned so that meals are served within 2 hours of preparation.
• Home-delivered meal preparation is planned so that the last meal delivered is within 2 hours after the preparation is completed.
• Bulk menu items are sensibly portioned into steam table pans. Portioning aligns with meal counts ensuring all participants receive a meal.
• Hot food pans are properly sealed to minimize spillage. • Each pan is identified for content, the number of portions, and the satellite site.
MEAL SERVICE. TRIO will comply with all meal service requirements stated in the RFP. • Meals will be prepared at the Adult Recreation Center for all three sites. Frozen homedelivered meals will be prepared at TRIO’s Huntington Park Central Kitchen and transported to Adult Recreation Center Kitchen.
• TRIO will abide by all codes and regulations for the health department, fire department, and all other county and state agencies.
• Team members will participate in our monthly mandatory training focusing on food safety and workplace safety. TRIO will provide the City documentation of all training.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1005 of 1182
• TRIO also provides opportunities for our diversity and inclusion initiatives that enable us to grow as a community and as a business by leveraging the invaluable collective experiences, backgrounds, and expectations of our team members, clients, and those we serve. • TRIO will follow a daily cleaning and sanitation schedule ensuring we maintain aboveaverage cleanliness. • TRIO will take great care of the Adult Recreation Center Kitchen space, equipment, and storage.
• Inventory of all equipment will be provided to the City annually. • For C-1 meals, TRIO will follow the 5-week cycle menu for traditional meals and altered menus when pandemic protocols are in place.
• For C-2 meals, TRIO will follow the 4-week cycle menu, and for traditional HDM a 5-week cycle.
• Celebrations such as Birthday Cake once a month and holiday meals will continue to be offered.
• Temperatures are checked three different times throughout production and before meals are portioned in pans ensuring a minimum temperature of 140°F for hot foods and a maximum temperature of 40°F for cold foods.
• Temperatures are recorded on temperature logs. Israel Mazariego and Jose Vargas monitor temperature logs and take corrective action when necessary. • TRIO maintains a backup plan in unexpected emergencies such as losing electricity or water at the Adult Recreation Center Kitchen. The plan entails drawing upon nearby TRIO central kitchen operations in Huntington Park, North Hills, Inglewood, and Paramount to support production and delivery. Depending on the type of emergency, TRIO will vary the type of meals to include cold meals, frozen meals, or shelf-stable meals. • Additionally, TRIO will maintain backup food at the two satellite sites. • TRIO will abide by the food grades stated in the RFP. Our Procurement team secures contracts with reputable vendors that provide consistent products.
MEAL WRITING SPECIFICATIONS. TRIO will comply with all meal writing specifications stated in the RFP.
• TRIO will continue to follow the menus provided by the City of Glendale ensuring • Food preparation will include scratch-made foods prepared with recipes for large-scale production and preserving nutrients and flavor.
• Production will account for transportation time so that meals retain eye appeal. • Recipes will state HACCP protocols.
• TRIO will continue to share written ingredient specifications when processed food is used. • TRIO will comply with all meal pattern specifications and portion sizes stated in the RFP. • The City will be notified 5 days in advance of any menu substitution.
TRIO is committed to adapting the City of Glendale to support your positive impact on the lives of the elderly in your community.
Attachment 4.7
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1006 of 1182
Attachment 4.8
4.8 (cont.) Describe the extent of your firm’s business experience in any field, indicating your firm’s ability to successfully operate a regulated or complex business.
FOOD SAFETY/RISK MANAGEMENT TRIO has safety protocols detailed in our comprehensive Food Safety Manual and crisis management procedures in our Crisis Manual. The risk management team ensures proper insurance coverage and accident reporting.
TRAINING Monthly training modules foster food and workplace safety.
NUTRITION and MENUS TRIO provides the supporting documents required for menu and nutritional compliance. Our dietitians maintain an accurate database in our Computrition system so you can provide truthful documentation.
FINANCE TRIO’s comprehensive suite of integrated accounting and human resources practices provides sound financial and operational controls imperative for complex operations. Our Shared Services Center performs all core accounting functions with analysis support from our Regional Finance teams allowing the food service director to focus on operations and client relationships.
LICENSES A dedicated team ensures state and local licenses for each operation are current.
HUMANS RESOURCES Employment laws and practices are detailed in our employee handbook.
TRIO has an HR team readily available to support operations.
PROCUREMENT All foods, supplies, disposables, chemicals, and other products are secured through contracts with reputable companies. TRIO can purchase at the best possible prices and pass on savings to our clients.
CULINARY TRIO’s culinary teams continuously expand meal offerings to add menu variety and host events such as our BeWell Kitchen.
Every TRIO Operation has another layer of support from the Operations team who are on-site ensuring the complex business is meeting regulations. For the City of Glendale Elderly Nutrition Program, the on-site teams are supported by Area Manager Joel Medina, Jose Vargas, Food Service Director, Regional Manager Lisa Jackson, Registered Dietitian Stephanie Pradun, Director of Safety & Operations Excellence Rose Ashraf, and Client Partnership Director Donna Doran.
All are dedicated to elderly nutrition and are actively involved with operation protocols.
TRIO’s District Manager Audit is a comprehensive audit addressing all aspects of an elderly nutrition program. Twice a year, the district manager will conduct an audit to ensure the local team is meeting all regulations. Deficiencies are addressed with a corrective action plan date.
TRIO’s multiple layers of support from industry experts continue to ensure we meet regulations within a complex business model.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1007 of 1182
Attachment 5.3
5.3 (cont.) When your firm submits this Proposal, if your firm does not have the personnel required by the RFP and the Contract, the following information must be provided. For each employee whom your firm intends to hire to fulfill and perform the services, describe below your firm’s plan for hiring personnel, qualification standards, training program or process, and date when the hiring process will be completed. Attach additional sheets as necessary.
Lisa Jackson, TRIO Regional Manager, oversees the City of Glendale program and all of TRIO’s West Coast operations ensuring each team meets contract obligations while providing a quality program.
HIRING PERSONNEL. While we currently have all positions staffed to carry out successful operations for the City of Glendale, we are also confident in our ability to attract top talent when the need arises. As an industry leader, TRIO has access to top talent both internally and externally, which allows our partnership to grow and team morale to flourish. We recruit within the local communities, conduct interviews, and select the best candidate for each position. For all new hires, TRIO provides a comprehensive onboarding via our MyEliorJourney program.
QUALIFICATIONS. All managers pass an approved food safety manager certification course within 30 days of hire, and a Certified Food Manager must always be on site during operating hours. Additionally, all Food Service Directors are Seafood HACCP Certified. Kitchen workers are ServSafe Certified or equivalent.
TRAINING. TRIO is committed to providing our team members with training and development opportunities to foster their personal growth, and reinforce proper sanitation protocols, food safety practices, hospitality, and safe driving. Also, proper training empowers the team to perform at their best. Known as our SAFE training, all team members receive required monthly food safety and workplace safety training. This required monthly training compliments our food safety and workplace protocols keeping safety at the forefront of operations. Training modules include a facilitator guide with participant activities and a handout or a corresponding poster.
Some examples of our SAFE training modules include: Cleaning and Sanitizing; Temperatures:
Cooking, Holding, Cooling, Reheating; Labeling and Date Marking; and Handwashing and Illness Reporting.
Below details other important training TRIO provides for team member growth and development.
Driver Training (drivers): To ensure that we deliver meals in safe manger, drivers receive ongoing training in addition to our safety monthly training. There are over twenty-five (25) driver training modules, some examples include: Driver Orientation (mandatory before a team member can assume driving responsibilities; Loading Area Safety, Backing Up Safely, Disabled Vehicle Safety, Don’t Tailgate, and more.
Hospitality and Safety Training (drivers): Ensuring that TRIO drivers deliver on our commitment to you, drivers receive continuous training focusing on these key focus areas: Food Safety, Communication, Complaints and Requests, Driver Appearance, Vehicle Trip Inspection Training, Driver Safety, Parking Safety.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1008 of 1182
Attachment 5.3
HIPPA Training (all applicable team members): At TRIO we take seriously the privacy of the individuals we serve. All associates with access to client data and/or all associates who provide door-to-door delivery are trained to understand HIPAA policies and, if requested, sign a formal HIPAA agreement not to disclose any confidential information regarding the individuals we serve.
New associates receive HIPAA training as part of the onboarding process and the training for all associates is refreshed annually.
Management Training (managers): Within 60 days of starting, our new managers are enrolled in Elior North America’s “Leadership Development Program.” This learning opportunity is two days of skills development and practice conducted by Elior North America’s certified professional trainers and key operational leaders. This is done on-site at your location or at one of our regional offices.
Onboarding (all members): Highlights include immersing and empowering team members in senior dining program mission and objectives, TRIO standards of operation with a focus on food safety and workplace safety, Elior North America’s Diversity, Equity, and Inclusion program, and Elior North America’s Prep Book including TRIO’s policies and procedures.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1009 of 1182
1010 of 1182
CERTIFICATIONS
ACA Accredited ServSafe
Seafood HACCP Certified
Food Handler’s Card
TRIO COMMUNITY MEALS/ELIOR NA
Food Service Director and Head Cook: 1994-Present
• Directs all functions of the food service operation at the City of Glendale Adult Recreation Central Kitchen
• Leads the team in ensuring quality procurement, production, and packaging standards of congregate and home-delivered meals • Ensures the team follows TRIO’s protocols for food safety and sanitation, workplace safety, and training.
• Orders food and supplies necessary to produce menus according to specifications
• Inventories food and supply each week
• Completes weekly financial reports
• Writes the Millennials Menu
•
ISRAEL MAZARIEGO
FOOD SERVICE MANAGER AND HEAD COOK
— CONFIDENTIAL/PROPRIETARY —
Attachment 4.8
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1011 of 1182
CERTIFICATIONS
ACA Accredited ServSafe
TRIO COMMUNITY MEALS/ELIOR NA
Cook Helper: 2016-Present
TRIO Community Meals at City of Glendale Adult Recreation Central Kitchen • Pre-preps ingredients for the head cook
• Measures ingredients
• Portions and labels hot menu items for transportation to satellite sites • Counts and packs milk and other cold items and components such as desserts for congregate meals and home-delivered meals
• Cleans and sanitizes all workspaces and storage areas
VEDY MAZARIEGO
COOK HELPER
— CONFIDENTIAL/PROPRIETARY —
Attachment 4.8
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1012 of 1182
TRIO COMMUNITY MEALS
Food Service Director: 2018-Present
• Responsible for food production, purchasing, staff training, client relations, inventory cost control, quality control/quality assurance, safety, and sanitation.
MORRISON HEALTHCARE INC.
Assistant to Foodservice Director: 2011-2018
Supervisor: 2006‑2011
MORRISON MANAGEMENT SERVICES
Supervisor, Central Juvenile: 2002-2006
Foodservice Worker, Central Juvenile: 2001-2002
CERTIFICATIONS
HACCP
ServSafe Certified
Food Handler
JOSE VARGAS
FOOD SERVICE DIRECTOR
— CONFIDENTIAL/PROPRIETARY —
Attachment 4.8
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1013 of 1182
1014 of 1182
1015 of 1182
Attachment 4.8
— CONFIDENTIAL/PROPRIETARY —
JOHN KIRK
PRESIDENT
EDUCATION
University of Southern Mississippi
Hotel and Restaurant Management
Northern Virginia College
Accounting
Tulane University
Information Technology
TRIO COMMUNITY MEALS
President: 2015–Present
• Directs, administers and coordinates the activities of the Traditions and Seniors Division in support of policies, goals and objectives. • Oversees those who manage the daily operations of this division in order to achieve the budgeted contribution to the fixed overhead, client and customer satisfaction, team member training and development objectives and operational support for new sales.
JACKIE'S INTERNATIONAL, LLC
Vice President of Operations: 2006—2015
• Led all restaurant divisions comprised of 45 units ranging from fine dining to QSR with over 1,400 team members with revenues in excess of $70MM.
• Innovated development and direction of all operational standards and initiatives including brand development, menu design, recipes, all product R&D, purchasing, contract negotiations and marketing strategies and tactics that delivered improved performance and results across multiple divisions.
• Full financial and P & L responsibility for all restaurant divisions and concepts, revenue growth and budget creation.
• Won numerous awards including “Best New Restaurant” in the greater Jackson area by Metromix Jackson 2011 and “Best Asian Restaurant” by the readers of Mississippi Magazine and the Jackson Free Press for 3 straight years.
CLAREMONT RESTAURANT GROUP
Director of R&D (Culinary & Concept Development): 2001—2006 • Recruited by company CEO to design and develop upscale chop house concept for an eighty unit western themed steakhouse chain with annual sales in excess of $100MM.
• Wrote all recipe and operation manuals for BOH management and enhanced understanding of systems by conducting preimplementation workshops, delivering group and individual training sessions and creating user-friendly training materials. • Lead project team in designing, developing and opening new upscale BBQ concept in 2003 as a retrofit in an existing, underperforming location, which included concept development of name, logo and menu design, product line development, food photography, recipes and procedures, facility layout and design.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1016 of 1182
1017 of 1182
1018 of 1182
1019 of 1182
1020 of 1182
1021 of 1182
1022 of 1182
1023 of 1182
1024 of 1182
1025 of 1182
1026 of 1182
1027 of 1182
1028 of 1182
1029 of 1182
1030 of 1182
1031 of 1182
1032 of 1182
1033 of 1182
1034 of 1182
1035 of 1182
1036 of 1182
1037 of 1182
1038 of 1182
1039 of 1182
1040 of 1182
1041 of 1182
1042 of 1182
1043 of 1182
1044 of 1182
TRIO Community Meals is open to further discussion around any claim scenarios the City of Glendale is concerned about and the insurance coverages we have in place that would align with those claim scenarios. We are confident we have the appropriate coverage in place to meet the needs of this partnership.
General Liability Insurance 1.2 (pg. 86)
We request this sentence “If LOWER TIER SUBRECIPIENT has higher limits than the limits specified in these insurance requirements, or has additional broader coverage, or has both, the insurer shall make available the higher limits and broader coverage to SUBRECIPIENT AND ITS REPRESENTATIVES” with the following:
“Lower Tier Subrecipient’s liability under this Agreement shall not exceed the limits of coverage required to be carried by Lower Tier Subrecipient under this Agreement.” Auto Liability Insurance 1.3 (pg. 88)
The RFP states that uninsured / underinsured motorist coverage is required. It is typical for a company of our size with a robust master insurance program to reject uninsured / underinsured motorist coverage. This coverage is deemed cost prohibitive in high deductible programs. In the event of an auto accident involving a third party, our workers compensation policy would cover employee injuries, and our auto insurance policy would cover physical damage (first party and third party) and third party bodily injury claims. We request to strike this requirement.
Sexual Abuse or Misconduct Liability Insurance (pg. 89) In order to meet the sexual misconduct liability requirement, we have added language to our liability certificate of insurance that verifies sexual misconduct liability is not excluded from our General Liability policy. Our general liability policy has limits of $2M per claim and $4M aggregate. Please confirm whether this form of coverage is acceptable.
Attachment 12.3 - Insurance Requirements Affadavit
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1045 of 1182
1046 of 1182
1047 of 1182
1048 of 1182
1049 of 1182
1050 of 1182
1051 of 1182
1052 of 1182
1053 of 1182
1054 of 1182
1055 of 1182
EXHIBIT F – Food Service Specifications
STATEMENT OF WORK AND SCHEDULE
During the time of performance as set forth herein, the Contractor shall furnish all food, labor and equipment necessary to prepare and deliver individual meals and/or bulk food for persons 60 years of age and older, in compliance with the Title III Congregate and Home Delivered Nutrition standards as described in Federal, State and County regulatory statutes; the California Health and Safety Codes, more specifically the California Uniform Retail Food Facilities Law (CURFFL), as amended January 1, 2020 the older Americans Act (OAA), Amendment of 1992, and the Area Agency on Aging (AAA) Policy and Procedures.
To assure that meals are prepared in a safe, sanitary environment, in compliance with the California Health and Safety Codes, the AAA Policies and Procedures and Contracts Management Manual, the Contractor shall comply with the following requirements:
The Contractor shall hire a part-time Registered Dietitian (minimum 20 hours a week) who possesses a Bachelor’s degree and/or Master’s Degree in Nutrition/Dietetic with an institutional food service management emphasis from an accredited college or university, for supervision of the food services operation within the catering company and/or Central Kitchen; or
The Contractor shall hire a qualified Food Service Manager who possesses a B.S. degree in Food and Nutrition with emphasis on food service management or restaurant management from an accredited college or university, and/or two (2) years professional experience as a food service supervisor. No less than six (6) years of experience in the food service industry at a supervising level can be substituted for the 4-year degree requirements.
The Contractor must submit, to the County, the registration I.D. number and expiration date of Registered Dietitian along with complete verifiable resumes of the Registered Dietitian or Food Service Manager for the County’s Area Agency on Aging (AAA) approval.
The County may, at its sole discretion, waive this requirement or for repeated deficiencies of noncompliance, require the Contractor to fill both positions, and/or to expand the required positions to full time positions.
1. NUMBER OF MEALS
The minimum requirement is estimated at 57,680 meals and the maximum requirement is estimated at 156,000 meals annually with the following breakdown. There is no guarantee that the minimum number of meals will be ordered by the City of Glendale.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1056 of 1182
TOTAL ANNUAL MEALS (estimate)
Monday-Friday 31,200
Saturday 6,240
Sunday 6,240
Holidays N/A
Frozen Meals (Home Delivered) 14,000
GRAND TOTAL
ANNUAL MEALS
57,680
2. DELIVERY STANDARDS
a) The Contractor shall prepare and portion in bulk, all food and necessary supplies for the Congregate Meal program by 10:30 a.m. All food to be transported to satellite sites shall be placed in appropriate hot and cold boxes. A label shall be attached to each food product indicating name of meal locations, number of servings and size of serving.
b) The Contractor shall pack and portion all frozen food and supplies for the Home Delivered Meals program by 1:30 p.m. All food transported to client homes shall be placed in ice chests.
c) The meals shall be delivered as follows:
City of Glendale Meal Location Approx.
# Meals per
day
Time Food
Preparation
Completed
Time Food
Leaves the
Kitchen
Time Food
Arrives at
the Site
Congregate Meals Program
Adult Recreation Center
100 10:30am Food Prepared
for onsite dining
Food Prepared
for onsite dining.
Congregate Meals Program
Pacific Community Center
20 10:10am 10:30am 10:40am
Congregate Meals Program
Sparr Heights Community Center
60 10:10am 10:30am 11:00am
Home Delivered Meals Program 67
Food Prepared
at Contractor’s
Central
Kitchen
1:30 pm varies
c) The City reserves the right to add or delete Congregate meal sites or designate alternate meal locations, as appropriate, subject to approval by the AAA.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1057 of 1182
d) The City may change the days and time of delivery and service by giving the Contractor seven (7) days’ notice.
e) The City may change the number of meals to be delivered to any of the meal locations by notifying the Contractor by 2:00 pm of the day prior to delivery. f) The Contractor shall prepare Home Delivered Meals for City delivery no more than 50 minutes’ prior the agreed upon delivery time.
g) Food for Congregate Meals Program shall be served by the City; within two (2) hours after food preparation has been completed.
h) The last Home Delivered Meal shall be delivered by the City within two hours (2 hours) after food preparation has been completed.
i) The City shall deliver meals; all dirty dishes, silverware and pans shall be returned by the City to the Adult Recreation Center kitchen for cleanup by the Contractor. j) All food must be packaged under conditions that will ensure temperature control to prevent bacterial contamination, spillage, and/or insect infestation. Hot foods shall be delivered at a minimum temperature of 140F and cold foods at a maximum temperature of 40F. These temperatures must be maintained until serving time. k) Hot portion of meals (entree, vegetable, potatoes, etc.) to be cooked and prepared not more than two (2) hours before serving time.
l) Deliveries to the Adult Recreation Center kitchen and to satellite sites shall be accompanied by a delivery slip, executed in triplicate, designating the number of meals and supplies delivered. Delivery of invoices shall be signed by site manager and one copy left with same.
m) The Contractor shall be liable for meals that do not meet the nutritional standards and requirements, are spoiled or unwholesome at the time of delivery from Contractor’s Central Kitchen to the Adult Recreation Center kitchen and are incomplete or insufficient in number ordered, or are delivered after the time specified by the City. In the event the Contractor fails to deliver complete meals, other foods, or supplies as agreed upon from Contractor’s Central Kitchen, the City may provide a substitute meal with emergency meals or supplies purchased from other places and charge the cost of the purchased meal to the Contractor. n) If any portion of a meal other than the entrée is delivered from Contractor and/or their subcontractors to the Adult Recreation Center kitchen in an unacceptable condition, such as incorrect temperature (potentially hazardous) less than contracted portion, spoiled or too late, the Contractor shall be liable for the cost of that portion. If the entrée is unacceptable, the Contractor shall be liable for the cost DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1058 of 1182
of the entire meal. All shortages shall be noted on the delivery slip for proper crediting.
o) A chemical analysis of any food delivered from Contractor’s Central Kitchen may be made by the City at any time. The Contractor agrees to cooperate in having the analysis made. If the analysis discloses that the food does not comply with these specifications, the Contractor shall be liable for the cost of the analysis. p) The Contractor and the City both agree to implement and/or maintain a Hazard Analysis and Critical Control Point (HACCP) system as required by the AAA.
3. MEAL SERVICE
Contractor’s Responsibilities. The Contractor shall be responsible for the following:
a) Preparing all meals to be served at the Adult Recreation Center, Pacific Community Center and Sparr Heights Senior Center at the Adult Recreation Center Kitchen.
Home Delivered Meals may be prepared at an off-site location and transported to the Adult Recreation Center kitchen.
b) Maintaining all Health Department Regulations, CURFFL, OSHA, COSHA, Fire Department Codes, and Los Angeles County Area Agency on Aging. c) Complying with Los Angeles County Code Title 2 - Administration, Division 4, Chapter 2.212 (COVID-19 Vaccinations of County Contractor Personnel) and Los Angeles County’s Subaward Requirements for COVID-19 Vaccinations of County Contractor Personnel (Included in Sample Contract- Exhibit IV as “EXHIBIT K and EXHIBIT L”).
d) Developing and following a daily routine, as approved by the City, to maintain aboveaverage cleanliness in Adult Recreation Center kitchen. The Adult Recreation Center’s grease interceptor is pumped by the City of Glendale four (4) times per fiscal year. If additional pumping is required over 4 times in a fiscal year, it will be the financial responsibility of the Contractor to do so.
e) Securing all doors (interior and exterior) and windows nightly; and taking responsibility for facility keys to protect from theft and employee misuse. f) Allowing Adult Recreation Center kitchen to be used by community groups during evening and weekends. (Contractor shall use the Adult Recreation Center kitchen from 6:00 a.m. to 2:00 p.m. daily).
g) Maintaining accurate records of food temperature at the time the food is placed in holding equipment and at the time the food is packed for transport to the satellite sites; taking and recording daily temperature readings of storeroom, freezer, and DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1059 of 1182
refrigerator and submit all records at month’s end to Project Director; and maintaining other elements of a HACCP Program.
h) Completing an inventory of kitchen equipment at the beginning and conclusion of Contract, and replacing all items lost, broken, stolen or damaged by the Contractor. i) Immediately repairing or replacing all appliances or large equipment that is damaged due to misuse or negligence by the Contractor.
j) Providing labor and supplies for the daily washing of all dishes, silverware, cooking utensils, pots, pans, etc., used to prepare and serve meals at all sites. k) Providing iodized salt, pepper, sugar and napkins for each site. l) Coordinating the time of meal preparation, kitchen cleaning and delivery by purveyors with the Project Director to minimize disruption of activities planned in adjacent rooms.
m) Ordering and being on-site to receive all necessary food, cleaning supplies and related items. (City of Glendale staff cannot accept or take the responsibility for deliveries while the Contractor is not on-site).
n) Following all standard cooking procedures, as specified by the Project Director or Project Dietitian, to ensure that the meals prepared will contain the maximum amount of essential nutrients. HACCP style recipes and food production schedules must be provided and followed.
o) Being able to provide upon request written specifications of ingredients for all convenience or processed food items.
p) Storing sufficient back-up supply of disposable marine biodegradable 9” plates, eating utensils and coffee cups on-site at the Adult Recreation Center to serve up to 200 people in the case of emergency.
q) Providing marine biodegradable paper products (plates, cups, knives, forks, spoons, etc.) to serve people when the Contractor’s employees are not available to wash dishes.
r) Notifying the Project Director of any substitutions on the menu due to non-delivery or other uncontrollable circumstances at least 24 to 48 hours prior to service. s) Providing emergency back-up food at satellite sites. t) Providing any additional cooking utensils necessary to prepare meals that are not provided by the City.
u) Providing all necessary linen for meal preparation and cleanup.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1060 of 1182
v) Providing telephone services as necessary for the catering operation.
City’s Responsibilities. The City shall be responsible for the following:
a) Repairing the City’s building, grounds and equipment which may need repair because of normal or ordinary wear. The City will clean and pump the grease interceptor four (4) times per fiscal year.
b) Assuming financial responsibility for utilities such as gas, water, electricity, except if the City determines that the Contractor is not following adequate conservation measures. After the City has given written notice to the Contractor, the City may elect to bill the Contractor for utility charges exceeding a reasonable, acceptable level, as determined by the City.
c) Providing the Adult Recreation Center kitchen with mobile refrigerator/freezer, walkin refrigerator/freezer, range, convection oven, dishwasher, mixer, slicer, Crescor ovens, Cambros boxes, performance coolers, work tables, small tableware, small kitchenware, hot and cold boxes to transfer bulk meals, locking cabinets, storage space and other miscellaneous equipment. The City will maintain keys to the freezer and refrigerators and reserves the right, at any time, to inspect any equipment, including storage rooms, freezer and refrigerators.
d) Providing tableware, including meal plates, forks, knives, spoons, bowls, and straws. d) Cleaning the Adult Recreation Center kitchen following community groups’ use. f) Providing “Grab and Go” lunch products including: bags, food storage containers, utensils, and other items for pandemic response food delivery method.
4. MENUS
a) All menus shall be in compliance with Title III-C Menu Writing Specifications for 2022-2023 (EXHIBIT II).
b) C-1: A five-week menu cycle shall be used that is written once yearly.
Traditional Meal Menu (5-week cycle)
Pandemic Altered Meal Menu (Sample Menu)
C-2: A four-week menu cycle shall be used that is written once yearly.
Traditional HDM Meal Menu (5-week cycle)
Emergency Meals Menu
The City has the responsibility for menu writing and duplicating, with input from the Contractor. The menu shall be approved by the Dietary Administrative Support Services (DASS) Contractor Dietitian.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1061 of 1182
b) All menus must be signed by the Project Director, the Dietary Administrative Support Services Contractor Dietitian, and certified by the AAA nutritionist prior to the start of the menu cycle.
d) All menu substitutions by the Contractor shall be submitted in writing for approval by the Project Director or Dietary Administrative Support Services Contractor Dietitian at least five (5) days prior to serving date. The Contractor may, however, in an emergency situation, make menu substitutions on verbal approval of the Project Director or Dietary Administrative Support Services Contractor Dietitian, with a written notice to follow for documentation.
e) The Contractor shall make provisions to provide in-service training regarding food sanitation and safety for their food service staff. Documentation of such training shall be submitted to the City. The county Area Agency on Aging may require the City, based upon major finding of noncompliance items in food and safety, to provide additional food service training.
f) All menus will be identical at all sites unless otherwise specified by the City. g) The Contractor shall provide a birthday cake in place of regular desert once a month as specified by the Project Director.
h) The Contractor shall provide for holiday meal menus on the day specified for a holiday event. This will not occur on Los Angeles recognized holidays, but rather on alternate celebration days.
5. MEAL PATTERN SPECIFICATIONS
a) All food must be of the highest quality standard and conform to USDA requirements. It must be prepared in a manner to preserve optimum flavor and appearance while retaining nutrients and food value. Special consideration should be given to tenderness of meat because of the age of our participants. b) Minimum grades for all foods shall be as follows:
Beef: USDA Grade A choice
Pork: USDA Number 1 (as defined in SRA., Number 171, U.S. Standards and Grades of Pork Carcasses)
Lamb: USDA Choice
Poultry: USDA Grade A to be used for all fresh or frozen poultry products.
Necks, backs, nor wings, alone shall not be used prior approval of the Project Director or project designee.
Variety Meats: Grade Number 1 from USDA Government inspected plants DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1062 of 1182
Dairy Products: The following is to be used as minimum specifications for all Graded dairy products:
a. Eggs, fresh USDA or State Graded A
b. Cheese, USDA Grade A, non-processed cheese
c. Milk: nonfat, 1% low-fat, shall be available
Fish and seafood must be fresh or frozen and be nationally distributed brand packed under continuous inspection of the U.S. Department of Interior Canned fruits and juices: USDA Grade A (Fancy) and Grade B (Choice) are to be used for all graded fruits and fruit juices. Grade C (Standard) may be used for pies and cobbler production only.
Fresh Fruits: USDA Fancy to USDA No. 1 to be used for all graded fresh fruits as a minimum standard.
Fresh vegetables: USDA Fancy and No. 1 to be used for all graded fresh vegetables as a minimum standard.
Frozen fruits and vegetables: USDA Grade A to be used for all graded frozen fruits and vegetables as a minimum standard.
7. EVALUATION OF CONTRACTOR
The City and the Dietary Administrative Support Services (DASS) Dietitian shall evaluate the Contractor’s performance to determine if it is in compliance with meeting requirements.
All evaluations must be sent to AAA nutritionist.
8. RECEIPTS AND INVOICES PROCEDURES
a) The Contractor shall issue daily delivery receipts to each site. b) After the close of each calendar month, the Contractor shall furnish to the City an invoice of meals ordered by the program for the previous month. The City will pay such invoices monthly for the month prior within 30 days after receipt of final monthly invoice for the month.
The Contractor’s failure to maintain current insurance and provide verification may result in delayed payments.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1063 of 1182
EXHIBIT G – MENU WRITING SPECIFICATIONS
These specifications are provided by Los Angeles County Aging and Disabilities Department and are subject to change at the discretion of that agency. The City and the Contractor are required to adhere to these specifications and any subsequent changes to these specifications. Menu Writing Specifications are provided by Los Angeles County Aging and Disabilities Department and from the Dietary Guidelines for Americans 2020-2025.
______________________________________________________________________ These menu writing specifications and requirements are developed to facilitate the menu writing process and encourage agencies and caterers to meet the new Dietary Reference Intakes (DRIs) included in the Dietary Guidelines for Americans 2020-2025. The specifications will assist agencies and project dietitians in providing nutritious, appetizing, tasty, and cost effective Title IIIC meals for the seniors we serve.
GENERAL RECIPE AND SPECIFICATION SHEET REQUIREMENTS
1. If a food item is purchased ready prepared, a food specification sheet is required.
Serving size, nutritional analysis, and brand name should be included. Copy the Nutrition Panel on the food label, or obtain Food Specification sheets (cut sheets) from your suppliers. The baseline goal for the amount of sodium allowable in ready prepared or processed entrees is 400-450mg.
2. Experiment with herbs, seasonings, and flavor blends that do not contain sodium.
3. If your agency or caterer develops a low sodium recipe popular with seniors, PLEASE SHARE IT.
4. Recipes must include a Hazard Analysis Critical Control Point (HACCP) plan detailing safe food handling procedures for all menu items made by the Central Kitchen or Caterer.
5. Each agency and/or caterer may use standardized HACCP recipes, or may modify their own recipes to meet HACCP requirements. Standardized recipes are included in the L.A. County Foodservice Standard Operating Procedures (SOP) Manual.
6. HACCP recipes developed by agencies and caterers should follow the recipe format found in the SOP Manual, or follow the format outline in the National Restaurant Association’s (NRAs) HACCP Reference Book. Each recipe should note the Critical Control Point (CCPs) and Potentially Hazardous Foods (PHF’s).
7. Agencies and caterers are encouraged to try new recipes. The recipe must be put in a HACCP format when it is added to the cycle menu.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1064 of 1182
8. All food specification sheets and HACCP recipes must be on file by July 1st of each fiscal year.
9. It is critical that the Elderly Nutrition Nutritional Analysis for FY 2022-2023 the most recent menu cycle that was completed by the (DASS) contractor be an integrated part of the menu writing process. The Project Dietitian will provide this analysis as a part of the menu review and planning process. This analysis highlights critical components of the menu and provides a focus for menu planning and improving.
10.The “Menu Writing Template” must be utilized as a part of the menu development process. This template is to be completed first prior to typing the menu. It is a valuable tool and aid in ensuring that items are properly meeting the specifications (such as no bac to back entrees, etc.) and all requirements are met. The template worksheets should be all on one sheet to easily see if there are duplications for any of the components. Once the template has been checked and verified to meet requirements, the menu can be typed. An accurate template must be turned in with your completed menu as they assist with the review and certification process. Menus will not be accepted without the menu template.
GENERAL MENU REQUIREMENTS
1. All menus using nutritional analysis must be updated for nutritional content.
Nutritional content can be averaged each week to see if nutrient standards have been met. However, the menu must contain at least 25mg Vitamin C every day, 233ug Vitamin A on a at least three out of five different days of the week or four out of seven days a week and 200 IU of vitamin D daily (may be averaged over the week). Serve potassium rich food consistently.
2. The component meal pattern template may be used instead of nutrition analysis for determining nutritional adequacy. If the component method is used, the AAA Standardized Menu Form must be used. The menu must meet the Senior Meal Patterns requirements. The menu must contain at least 25mg Vitamin C every day, and 233 ug Vitamin A three times per week in a 5-day program, or four times per week in a 7 day-program. Vitamin C sources must be indicated by; Vitamin A sources must be indicated by two ** Two foods can be used to provide the Vitamin C or the Vitamin A. However, the amount that each component provides must be noted on the menu and totaled at the bottom of the menu for that day. The menu must contain at least ½ serving of whole grains each day, with each serving providing at least 3-grams of fiber. Sodium that exceeds 1,000 mg must be noted with a ‘+’ symbol and can only be used in a holiday menu with ethnic catered menus being exempt.
Potassium rich foods must be on the menu consistently and notes with an ‘=’ symbol.
For HOLIDAY meals exceeding 1,000 mg sodium the amount of Potassium must be noted at the bottom of the menu column for that meal. If for any reason the menu DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1065 of 1182
does not meet the menu component requirements, the Nutrition Project must obtain the approval of the AAA Nutritionist and/or DASS RD. • Senior Component Meal Pattern Requirements:
Food Group Required
Servings Per
Meal
2020 Dietary Guidelines Servings Per
Meal
Meat or meat
alternate
3 oz. •
• 3 oz. servings whole or ground meats,
chicken or fish. Limited ground meat to
two times per week for a five day menu or
three times per week for a seven-day
menu.
3 oz. • 3oz meat or meat alternate used in
casserole dishes.
• Limit casseroles to two times per week.
• 3 oz. meat or meat alternate used in salad
entrée recipes
• 2 oz. meat or meat alternate used in
sandwich recipes.
• Limit sandwiches to one time per week.
Vegetable/Fruit 1-2 servings • 1 to 1 ½ cups total servings of vegetables and fruits.
• Serve 3 servings a minimum of 2 times per
week.
• ½ cup lettuce salad counts as ½ serving.
• ½ cup or 1 piece of fruit for dessert counts
as 1 serving.
Grain/Bread 1-2 servings • 1 to 2 servings per meal such as 1 slice whole grain bread or ½ cup rice, pasta.
• There must be at least ½ serving of whole
grain daily.
• Frequently use brown rice, whole grain
pasta, or half brown and white rice mixture.
• Try to incorporate grains like quinoa,
bulgur, or barley.
Fiber 7 grams May be averaged over the week
Milk 1 serving 1 cup; Serve 1% fat or non-fat milk.
Fats Optional—1
serving Transfat free
Margarine
1 teaspoon or equivalent measure.
No trans fats or foods containing trans fats
can be served.**
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1066 of 1182
Dessert 1 serving fruit
grain/bread, or
dairy
½ cup
• Fruit (Serve daily)
• Non fruit-based desserts including
milk-based, baked (cookies) or gelatin
should be served no more than once
per week.
Water 6-8 ounces Must be provided daily at Congregate Sites.
Beverages
Optional
Beverages (regular and decaffeinated coffee
and tea) do not contribute to meeting the
meal pattern and are not an allowable AAA
expense.
Menu Writing Components
3. All FY 2022-2023 menus must be provided on the revised menu forms. This includes holiday, frozen and box lunch menus.
4. Review the nutritional analysis of the menu provided by the DASS contractor of the current menu cycle in order to improve menu planning, as needed, review menu preferences of senior population and items from QA meetings as a part of the menu planning.
5. All cycle menus shall be planned for a minimum of four weeks or a maximum of six weeks, approved by the Project Dietitian, and approved/certified by the DASS contractor. Menus must be certified once per year.
6. To increase variety, include entrée alternates in the cycle. The agency can serve alternate one in the first month, alternate two in the next cycle. Menus will be analyzed using both alternates.
7. Two to four times a month, have a “Choice Day” when the seniors can select one of two entrees served. Pair a popular item like pork chops with one not so popular, like fish to increase the variety of entrees served.
8. The menu cycle should include holiday meals, ethnic meals, box lunches, special breakfast and/or dinner menus. Special menus should be substituted in the menu at least once per month to add variety and interest. The Project Dietitian must approve all menu substitutions.
9. Serve an entrée salad twice a month during July, August, and September.
10.Serve soup with sandwich and salad meals on the standard menu.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1067 of 1182
11.Menus shall reflect seasonal availability of food. The term “Seasonal fruit” may be listed on the menu no more than once per week. If the fruit is the Vitamin C source, the type of fruit must be identified.
12.Most meals providing one-third of the DRI’s containing on average approximately 550 to 700 calories. There must be no less than 550 calories.
13.The sodium content must target 760mg per meal average over the number of meals per week. A high sodium meal can only be provided as a holiday menu, excluding ethnic catered menus. In addition, Potassium rich foods must be identified with an [=] symbol and the total Potassium for the meal must be noted at the bottom of the meal column. When possible, use low sodium cheese, meats and sauces. The sodium levels of all processed foods MUST be listed on the menu. It is the caterer’s responsibility to provide this information during the menu planning phase. This would include such items as ready prepared or processed meat lasagna, stuffed cabbage, stuffed peppers, breaded meat or chicken patties, etc.
14.Low sodium products to make soups, gravies, and sauces MUST be used. The Caterer/Central Kitchen needs to provide a copy of the nutrition facts label from sauces, salad dressings, and other prepared foods. Use herbs, spices, and lemon that do not contain sodium to enhance the flavor of food prepared. Do not use monosodium glutamate (MSG).
15.Limit use of ground meat or poultry to twice per week for 5 days per week programs and to three times per week for 7 days per week programs. One of the products must be a formed ground meat product.
16.Encourage low fat methods of preparation (bake instead of fry), and use of reduced fat products such as 1% and nonfat milk. Meals should contain less than 35% with a target of 20-35% total calories from fat (may average over a week).
17.Trans fat free oils must be used in food preparation. Trans fat free prepared entrees crackers, and desserts shall be served. A trans-fat free prepared food contains less than 0.5 grams’ trans-fat per serving. There cannot be any Trans Fats.
18.Food items shall be varied within the week and within the menu cycle. a. Avoid having the same entree, fruit, vegetable or dessert on the same day of the following week. For example, do not serve turkey on Monday of two consecutive weeks.
b. Do not use the same meat, poultry starch, vegetable, or fruit, even in a different form, two consecutive days in a row. For example, do not serve apple juice on Monday and baked apple on Tuesday.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1068 of 1182
c. Provide a variety of foods and preparation methods. Consider color, different food combinations, texture, size, shape, taste, and appearance.
19.Specify foods used. For example, identify vegetables used in vegetable soup and stew; the type of gelatin and fruit used in fruited gelatin; the specific fruit used for dessert; or fruits used in a fruit cup. If vegetable soup provides the vegetable serving for the day, then ensure that ½ cup of vegetable is in each portion.
20.Indicate the type of dressings for salads. Use dressings low in saturated fat and sodium. Program must now offer at least one low-sodium salad dressing option (such as oil and vinegar) as a choice.
21.Specify the types and amounts of gravies, sauces, and relishes to be served.
22.Double check that the word “Fortified” is indicated for margarine, and “Vitamin C Fortified” for juice and mashed potatoes if appropriate.
23.Serving sizes and/or serving implements must be included for all items served.
Example: 2 peanut butter cookies; 4 oz. grapefruit juice; 2” x 2” spice cake; 2 4- oz ladles beef stew.
24.Encourage a switch from Styrofoam cups, plates, and bowls. Start using paper or reusable dishware. City has implemented a policy to begin using marine biodegradable paper products or reusable dishware. Ordinance:
https://library.qcode.us/lib/glendale ca/pub/municipal code/item/title 8- chapter_8_46
25.Menus must be typed and is the responsibility of the agency, not the Project Dietitian.
26.It is the Project Dietitian’s responsibility to carefully review the menus aftr they have been typed to ensure all menu requirements are met, and to correct any errors.
27.When the menu has been approved by the Project Dietitian, e-mail one complete menu to the DASS contractor (CNS). Be sure the agency maintains a copy. The menu must be a Word Document, not a pdf file. Do not fax or mail menus. Menus must be submitted electronically except for the Menu Cover Sheet (the signed original which must be mailed to CNS). The Menu Cover Sheets must be completed in full prior to mailing to CNS.
The certified cycle menu for each week shall be posted in a conspicuous spot in the kitchen at each congregate meal site. The Site Manager shall check the certified menu for the proper serving utensils (such as scoops, spoodles and DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1069 of 1182
ladles) needed to serve each meal. The approved menu shall be available for seniors.
28.All menu substitutions must be pre-approved by the Project Dietitian. Serving unapproved menu changes may result in disallowed costs for the meals by the AAA.
MEAL COMPONENTS
1. Protein: Include a variety of protein foods from both animal & plant sources:
3 oz. protein equivalent from the protein subgroups:
Meat (lean), Poultry and Eggs Seafood
Beans, Pea & Lentils Soy Products (Includes Tofu)
Must provide 15-22 grams of protein from the 3 oz protein equivalent.
The meal shall contain 3 ounces of cooked, edible portions of meat, fish, poultry, legumes, eggs, cheese (or a combination there of) or, in casserole dishes, entrée salads, and sandwiches, 3 oz of cooked, edible portions of meat, fish, poultry or fish providing at least 15 grams of protein for one meal per day. Meat and poultry should be lean or low fat, and nuts should be unsalted.
a. If proteins normally high in sodium are served for variety and client satisfaction, use low sodium versions whenever possible.
b. Serve legume dishes using mature dried beans, peas, and lentils as often as possible in accordance with participant acceptance. Try to include legumes at least once per week. Each serving must provide 15mg protein. c. Legume dishes may not be counted as both a vegetable and a protein in the same meal.
d. Soups containing at least one-half cup of beans, lentils, or split peas may be counted as one ounce of protein/meat. Soup containing one ounce of protein/meat must be served with an entrée containing at least two ounces of meat.
e. 3 oz. tofu equals 6gm of protein. Entrees must at least have 15gm of protein.
2. Vegetables: Include a variety of vegetables from all five subgroups Minimum of 1-2 servings with at least one serving from each subgroup per week.
Vegetable subgroups;
1. Dark Green Vegetables Red &7 Orange Vegetables Beans, Peas, Lentils
2. Starchy Vegetables Other Vegetables
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1070 of 1182
One Serving is ½ c or 1 c raw leafy greens. Some Servings may be more than ½ cup to meet the vitamin C requirements, such as coleslaw. Refer to the certified menu.
a. Vegetables as a primary ingredient in soups, stews, casseroles or other combination dishes must total ½ cup per serving.
b. One serving of raw leafy vegetables equals 1 cup. ½ cup of raw leafy greens may be served, but is counted as ½ serving.
c. Legume dishes may not be counted as both a vegetable and a protein in the same meal.
d. Potatoes and sweet potatoes count as vegetables. Cornbread counts as a grain, but not a whole grain. Sweet corn would be a vegetable.
4. Fruits: Must have 1-serving DAILY with at least ½ of the fruit from whole fruit.
One serving Equals: Whole fruit includes 1 medium, ½ c fresh, chopped, cooked, frozen or canned (in juice) ¼ c dried fruit, or ½ c 100% fruit juice. [Recommend limiting juice to 2Xweek & must have ½ serving of whole fruit with it. a. A serving of fruit is generally:
1. Medium sized whole fruit
2. ½ cup dried fruit
3. ½ cup 100% fruit juice
b. Vitamin C fortified juice bases may be used as vitamin C sources, but do not count as servings of fruit.
c. Fresh, frozen, or canned fruit should be packed in juice, light syrup, or water.
Rinse fruit packed in heavy sugar syrup.
d. Fruit- Based desserts, such as pies or cobblers, may not be used to meet the full required servings for fruit in a meal. If it contains at least ¼ c fruit it may be counted as a half serving.
5. Grains 1-2 servings DAILY with at least half of the total grains a whole grain.
One serving Equals: 1 slice bread, ½ c cooked brown rice, pasta, quinoa, bulgur, barley, 1-6” corn tortilla, 1 oz. whole wheat crackers. All must be trans-fat free.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1071 of 1182
A variety of whole grain products should be consumed. Recommended are those highest in fiber (barley, brown rice, buckwheat, bulgur, oats, quinoa, whole rye, and whole wheat.
1. A variety of whole grain product should be consumed. Recommended are those highest in fiber (barley, brown rice, buckwheat, bulgur, oats, quinoa, whole rye, and whole wheat.
a. There must be ½ serving of a whole grain each day.
b. Grains that are processed (not whole) must be fortified.
c. High sodium grains are to be used only in conjunction with low sodium entrees.
This would include cornbread, biscuit, large flour tortillas and the large French rolls. ½ of French roll could be used to cut sodium to 200mg.
6. Dairy & Soy Alternatives- Include 1-serving daily.
One serving Equals: 8oz. (1 cup) of fat-free or 1% milk or yogurt OR fortified Soy beverage OR fortified soy yogurt.
a. Each meal shall contain eight ounces of vitamin A&D fortified skim, reduced fat, or buttermilk (maximum of 1% milk fat) or fortified soy beverage OR fortified soy yogurt. Low-lactose and lactose-free dairy products are available le for individuals who are lactose intolerant. b. Products made from plants (e.g., almond, rice, coconut, oat and hemp “milk”) are not included as a part of the dairy group because their overall nutritional content is not similar to dairy milk and fortified soy beverages. c. Cream, sour cream and cream cheese are not included due to their low calcium content.
d. If religious preference precludes the acceptance of milk with the meal, it may be omitted from the menu. However, another substitute (dry milk solids or fortified soy milk) should be available.
6. Fat
Fat is not a requirement. Each meal may contain fat components to increase the palatability and acceptability of the meal. Trans fat free fat or oils may be used in food preparation or served as an accompaniment to the meal.
a. Fats and oils are part of a healthful diet. The type of fat consumed makes a difference to heart health, and total amount consumed is also important.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1072 of 1182
i. Consume less than 10% of calories from saturated fatty acids Foods containing trans fatty acids cannot be used for preparation or service. b. Keep total fat intake between 20 to 35% of calories. Use sources of polyunsaturated and monounsaturated fatty acids, such as fish, nuts, and vegetable oils.
i. Select lean, low-fat, or fat-free meats, poultry. Chose low-fat or fat-free beans, milk, and milk products.
7. Other/Optional [Dessert/Condiments]- Limit sweets to once per week, all must be trans-fat free.
a. One Serving Equals: ½ cup pudding, fruit crisp, gelatin, ice cream or 2 small cookies, cake or pie OR Yogurt Parfait.
b. When serving pudding or gelatin consider using a sugar-free product for all participants.
c. If a high calorie dessert is served, it must be trans-fat free. d. Salt substitute shall not be provided.
e. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy creamer, salt, and sugar may be provided, but do not count as fulfilling any part of the nutrient requirements.
f. Salad dressings, salsa, hot sauce, ketchup, soy sauce, mustard, mayonnaise do not need to be counted as long as they are served on the side and are not mixed in with the food.
g. Shelf stable meals may be used as emergency supplies. Meals must follow menu standards. If purchased for emergencies, the meals must be used before or discarded after the use by/expiration date. h. Vitamin and or mineral supplements shall not be provided. i. Medical foods, nutritional supplements and food for special dietary uses shall not be provided with federal or state nutrition funds.
8. Water 6-8 oz. Daily- Vital hydration, water must be ready accessible to participants during mealtimes. The water can be bottled or can be provided from pitchers or a water cooler with cups available. Optional beverages (regular and decaffeinated coffee and tea) do not contribute to meeting 1/3 RDA and are not an allowable AAA expense.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1073 of 1182
9. Fat- Fat is not a requirement. Each meal may contain fat components to increase the palatability and acceptability of the meal. Trans-fat free margarine or oils may be used in food preparation or served as an accompaniment to the meal. a. Fats and oils are part of a healthful diet. The type of fat consumed makes a difference to heart health, and total amount consumed is also important. • Consume less than 10% of calories from saturated fats. Foods containing trans fatty acids cannot be used for preparation or service. • Keep total fat intake between 20% to 35% of calories. Use sources of polyunsaturated and monounsaturated fatty acids, such as fish, nuts, and vegetable oils.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1074 of 1182
1075 of 1182
1 EXHIBIT I – Insurance Requirements
SUBRECIPIENT’s insurance requirements for this Lower Tier Subaward are set out in the next 12 pages of this Exhibit.
In addition to SUBRECIPIENT’s insurance requirements, LOWER TIER SUBRECIPIENT shall comply also with the following County of Los Angeles’ insurance requirements:
• Paragraphs 8.24.1 through 8.24.15.1; and 8.25.1 through 8.25.8.1, beginning on page 13 of this Exhibit— and as also set forth in pages 46 through 52 of the SUBAWARD (Contract) between SUBRECIPIENT and the Los Angeles County Aging and Disabilities Department, a copy of which is attached as Exhibit A to the Lower Tier Subaward; and Paragraph 8.25.8.1, on pages 7 and 8 of Amendment Three to the SUBAWARD, a copy of which is attached as Exhibit A to the Lower Tier Subaward.
If the City of Glendale’s insurance requirements and the County of Los Angeles insurance requirements differ, LOWER TIER SUBRECIPIENT must comply with the requirements of the entity who has a higher coverage amount, has additional coverages, or whose insurance is more stringent. For example, if SUBRECIPIENT requires $2 million in coverage, while the County requires $1 million, or vice versa— LOWER TIER SUBRECIPIENT must obtain $2 million in coverage.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1076 of 1182
2 EXHIBIT I-1
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “PROFESSIONAL LIABILITY” INSURANCE
1.1 Without limiting LOWER TIER SUBRECIPIENT’s liability and at its sole expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain a Professional Liability insurance policy.
1.2 The Professional Liability policy must:
(A) Include “errors and omissions” coverage or “malpractice” coverage; (B) Afford “practice specific” or “project specific” coverage; (C) Provide limits of liability in an amount not less than:
(1) ONE MILLION DOLLARS ($1,000,000) per claim; and
(2) TWO MILLION DOLLARS ($2,000,000) in the aggregate;
(D) Cover a claim or claims arising out of the performance of professional services by:
(1) CONSULTANT;
(2) LOWER TIER SUBRECIPIENT’s Subcontractor(s);
(3) Anyone whom LOWER TIER SUBRECIPIENT or its Subcontractor(s) directly or indirectly employs or uses; or
(4) Anyone whose acts LOWER TIER SUBRECIPIENT or its Subcontractor(s) may be liable; and
(E) Provide coverage for:
(1) The duration of this Lower Tier Subaward; and
(2) At least three (3) years after the Lower Tier Subaward’s expiration or termination:
(a) LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain an endorsement that adds an “extended reporting period” (“ERP”) or a “discovery” feature— to allow SUBRECIPIENT to report a claim— for a period of not less than three (3) years following (whichever date is later):
(i) the initial policy’s expiration; or (ii) final close-out of the Lower Tier Subaward. The endorsement for the ERP or discovery feature must provide identical policy limits, and meet the conditions, described in subparagraphs 1.2 (A) through (D) above; or
(b) LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain successive renewal or replacement policies (with “prior acts” coverage), for a period of three (3) years following (whichever date is later): (i) the DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1077 of 1182
3 initial policy’s expiration; or (ii) final close-out of the Lower Tier Subaward.
Each policy must have a “retroactive date” that coincides with, or is earlier than, this Lower Tier Subaward’s Effective Date. Additionally, each policy must provide identical policy limits, and meet the conditions, described in subparagraphs 1.2 (A) through (D) above.
1.3 All ERP or discovery endorsements, renewal policies, and replacement coverage policies are subject to SUBRECIPIENT’s review and approval, in its sole discretion.
1.4 LOWER TIER SUBRECIPIENT shall pay the full amount of all deductibles and any self-insured retention per claim for coverage under the Professional Liability insurance policy.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1078 of 1182
4 EXHIBIT I-2
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “WORKERS’ COMPENSATION” INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— for the duration of this Lower Tier Subaward:
(A) Complete Workers’ Compensation insurance, meeting or exceeding the coverages and amounts that California law requires; and
(B) Employer’s Liability insurance in an amount not less than:
(1) ONE MILLION DOLLARS ($1,000,000) per accident for bodily injury or disease; (2) ONE MILLION DOLLARS ($1,000,000) per employee for bodily injury or disease; and
(3) ONE MILLION DOLLARS ($1,000,000) policy limit.
1.2 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance” and a subrogation endorsement, “Waiver of Our Right to Recover From Others”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, this Lower Tier Subaward’s workers’ compensation insurance requirements.
1.3 SUBRECIPIENT shall not be liable to LOWER TIER SUBRECIPIENT’s personnel, or anyone LOWER TIER SUBRECIPIENT directly or indirectly employs or uses, for a claim at law or in equity arising out of LOWER TIER SUBRECIPIENT’s failure to comply with this Lower Tier Subaward’s workers’ compensation insurance requirements.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1079 of 1182
5 EXHIBIT I-3
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “COMMERCIAL GENERAL LIABILITY” OR “BUSINESSOWNERS LIABILITY” INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— a “Commercial General Liability” or a “Businessowners Liability” insurance policy on an occurrence basis to fully protect LOWER TIER SUBRECIPIENT and SUBRECIPIENT from claims and suits for bodily injury, personal and advertising injury, property damage, and medical payments. The policy must add the City of Glendale and its officers, agents, employees, and representatives (collectively, “SUBRECIPIENT AND ITS REPRESENTATIVES”) as additional insureds.
1.2 Coverage afforded to SUBRECIPIENT AND ITS REPRESENTATIVES must be at least as broad as that afforded to LOWER TIER SUBRECIPIENT. The insurance must be written for the limits of liability specified below:
(A) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for bodily injury (including accidental death) to any one person;
(B) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for personal and advertising injury to any one person; (C) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy― whichever limit is greater― for property damage; (D) TWO MILLION DOLLARS ($2,000,000) per occurrence, or the full per occurrence limits of the policy— whichever limit is greater— for products completed; and (E) THREE MILLION DOLLARS ($3,000,000) general aggregate limit, or the full aggregate limits of the policy― whichever limit is greater.
1.3 The liability insurance must include all major divisions of coverage and must cover:
(A) Independent Contractors’ Protective Liability;
(B) Products and Completed Operations (maintain same limits as above until three (3) years after the Lower Tier Subaward’s expiration or termination); (C) Personal and Advertising Injury (with Employer’s Liability Exclusion deleted); (D) Contractual Liability; and
(E) Broad Form Property Damage.
1.4 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance” and an “additional insured endorsement”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1080 of 1182
6 1.5 The “certificate of insurance” and an “additional insured endorsement” must state:
“The City of Glendale, and its officers, agents, employees, and representatives are included as additional insureds under the policy(s). This insurance is primary to all other insurance of the City. The City’s insurance, or self-insurance, or both, will apply in excess of— and will not contribute with— this insurance.
This insurance applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or a suit is brought. The issuing company shall mail thirty (30) days advance notice to the City for any policy cancellation, termination, non-renewal, or reduction in coverage.” DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1081 of 1182
7 EXHIBIT I-4
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT “BUSINESS AUTOMOBILE” LIABILITY INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— a “Business Automobile” insurance policy on an occurrence basis to fully protect LOWER TIER SUBRECIPIENT and SUBRECIPIENT from claims and suits for bodily injury, property damage, and medical payments. The policy must add the City of Glendale and its officers, agents, employees, and representatives as additional insureds.
1.2 The insurance must not be written for less than the limits of liability specified below or required by law, whichever coverage amount is greater:
(A) TWO MILLION DOLLARS ($2,000,000) per occurrence for bodily injury (including accidental death) to any one person; and
(B) TWO MILLION DOLLARS ($2,000,000) per occurrence for property damage; or (C) TWO MILLION DOLLARS ($2,000,000) combined single limit (“CSL”).
1.3 The liability insurance must include liability, physical damage, medical payments, and uninsured motorist coverages and must cover all vehicles, whether rented, leased, hired, scheduled, owned or non-owned.
1.4 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance” and an “additional insured endorsement”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
1.5 The “certificate of insurance” and an “additional insured endorsement” must state:
“The City of Glendale, and its officers, agents, employees, and representatives are included as additional insureds under the policy(s). This insurance is primary to all other insurance of the City. The City’s insurance, or self-insurance, or both, will apply in excess of— and will not contribute with— this insurance.
This insurance applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or a suit is brought. The issuing company or the insured shall mail thirty (30) days advance notice to the City for any policy cancellation, termination, non-renewal, or reduction in coverage.”
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1082 of 1182
8 EXHIBIT I-5
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM AGREEMENT
“SEXUAL ABUSE OR MISCONDUCT” LIABILITY INSURANCE
1.1 At its own expense, LOWER TIER SUBRECIPIENT shall obtain, pay for, and maintain— and shall require each of its Subcontractors to obtain and maintain— “Sexual Abuse or Misconduct Liability” insurance coverage on an occurrence basis to fully protect LOWER TIER SUBRECIPIENT and SUBRECIPIENT from claims and suits for bodily injury and emotional distress. This insurance may be in a stand-alone policy, separate coverage as part of a multi-line policy, or as an endorsement to a Commercial General Liability policy.
1.2 The insurance must not be written for less than the limits of liability specified below:
(A) TWO MILLION DOLLARS ($2,000,000) per occurrence for sexual abuse or molestation to any one person; and
(B) TWO MILLION DOLLARS ($2,000,000) general aggregate limit.
1.3 The liability insurance must cover:
(A) Physical, emotional, psychological injury or harm of a person; and (B) Negligent employment, supervision, investigation, reporting or failing to report to proper authorities, or retention of an employee, agent, representative, volunteer, Subcontractor, or person whose actual, alleged, attempted, or threatened behavior, conduct, or verbal or nonverbal communication— whether or not intentional— results in physical, emotional, psychological injury or harm of a person or persons.
1.4 LOWER TIER SUBRECIPIENT shall provide SUBRECIPIENT with a “certificate of insurance”— on forms satisfactory to the City Attorney or City’s Risk and Insurance Services Manager, and signed by the insurance carrier or its authorized representative— which fully meet the requirements of, and contain provisions entirely consistent with, all of the Insurance Requirements.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1083 of 1182
9 EXHIBIT I-6
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT
GENERAL REQUIREMENTS
1.1 In addition to LOWER TIER SUBRECIPIENT’s having to fully comply with these Insurance Requirements of SUBRECIPIENT, LOWER TIER SUBRECIPIENT’s insurance must fully meet, and must contain provisions entirely consistent with, the insurance requirements of the County of Los Angeles (Paragraphs 8.24.1 through 8.24.15.1; and 8.25.1 through 8.25.8.1, beginning on page 87 of these Insurance Requirements).
At all times, the insurance company issuing the policy must meet all three of these requirements:
(A) It must be an “admitted” insurer by the State of California Department of Insurance or must be listed on the California Department of Insurance’s “List of Approved Surplus Line Insurers” (“LASLI”);
(B) Itmust be domiciled within, and organized under the laws of, a State of the United States; and (C) It must carry a minimum A.M. Best Company Financial Strength Rating of “A:VII,” or better.
1.2 LOWER TIER SUBRECIPIENT’s Representation and Warranty. For Professional Liability Insurance coverage, and for Privacy and Network Security coverage— as set out in these Insurance Requirements by SUBRECIPIENT, or by County of Los Angeles, or by both— LOWER TIER SUBRECIPIENT, states that the following facts are accurate: LOWER TIER SUBRECIPIENT’s Professional Liability Insurance coverage, and Privacy and Network Security coverage, fully comply with SUBRECIPIENT’s and County of Los Angeles’ insurance requirements.
1.3 If the Lower Tier Subaward requires any of the foregoing insurance coverages to remain in force after the Final Payment, and if they are reasonably available, LOWER TIER SUBRECIPIENT shall submit to SUBRECIPIENT— with the final Application for Payment— all certificates and additional insured endorsements evidencing the coverages’ continuation.
1.4 A deductible or self-insured retention is subject to SUBRECIPIENT’s review and approval, in its sole discretion. The insurance company or its authorized representative must state either on the insurance certificate or in a separate correspondence:
(A) The amount of the deductible, or self-insured retention, or both; (B) Whether a limit of insurance has been lowered by any pending or paid claim; and (C) The current limit amount, as lowered by the pending or paid claim.
1.5 Despite any conflicting or contrary provision in LOWER TIER SUBRECIPIENT’s insurance policy:
(A) If LOWER TIER SUBRECIPIENT’s insurance company adds SUBRECIPIENT, and its officers, agents, employees, and representatives (collectively, “its representatives”) as additional insureds, then for all acts, errors, or omissions of SUBRECIPIENT, or its representatives, or both, that insurer shall:
(1) Pay those sums that SUBRECIPIENT, or its representatives, or both, become legally obligated to pay as damages; and
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1084 of 1182
10 (2) Defend— and pay the costs of defending— SUBRECIPIENT, or its representatives, or both;
(B) LOWER TIER SUBRECIPIENT’s insurance is primary;
(C) Other insurance (whether primary, excess, contingent or self-insurance, or any other basis) available to SUBRECIPIENT, or its representatives, or both, is excess over LOWER TIER SUBRECIPIENT’s insurance;
(D) SUBRECIPIENT’s insurance, or self-insurance, or both, will not contribute with LOWER TIER SUBRECIPIENT’s insurance policy;
(E) LOWER TIER SUBRECIPIENT and LOWER TIER SUBRECIPIENT’s insurance company waive— and shall not exercise— any right of recovery or subrogation that LOWER TIER SUBRECIPIENT or the insurer may have against SUBRECIPIENT, or its representatives, or both;
(F) LOWER TIER SUBRECIPIENT’s insurance policy applies separately to each insured or additional insured who is seeking coverage, or against whom a claim is made or suit is brought, except that the naming of multiple insureds will not increase an insurance company’s limits of liability;
(G) LOWER TIER SUBRECIPIENT’s insurance policy applies to a claim or suit brought by an additional insured against a Named Insured or other insured, arising out of bodily injury, personal injury, advertising injury, or property damage; and (H) SUBRECIPIENT is not liable for a premium payment or another expense under LOWER TIER SUBRECIPIENT’s policy.
1.6 At any time during the duration of this Lower Tier Subaward, SUBRECIPIENT may do any one or more of the following:
(A) Review this Lower Tier Subaward’s insurance coverage requirements; or (B) Require that LOWER TIER SUBRECIPIENT:
(1) Obtain, pay for, and maintain more or less insurance depending on SUBRECIPIENT’s assessment of any one or more of the following factors:
(a) SUBRECIPIENT’s risk of liability or exposure arising out of, or in any way connected with, the services of LOWER TIER SUBRECIPIENT under this Lower Tier Subaward;
(b) The nature or number of accidents, claims, or lawsuits arising out of, or in any way connected with, the services of LOWER TIER
SUBRECIPIENT under this Lower Tier Subaward; or
(c) The availability, or affordability, or both, of increased liability insurance coverage;
(2) Reduce or eliminate a deductible or self-insured retention as it applies to SUBRECIPIENT; or
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1085 of 1182
11 (3) Obtain, pay for, and maintain a bond (as a replacement for an insurance coverage) from a California corporate surety, guaranteeing payment to SUBRECIPIENT for liability, or costs, or both, that SUBRECIPIENT incurs during SUBRECIPIENT’s investigation, administration, or defense of a claim or a suit arising out of this Lower Tier Subaward.
1.7 LOWER TIER SUBRECIPIENT shall maintain the insurance policy without interruption, from the Project’s commencement date to the Final Payment date, or until a date that SUBRECIPIENT specifies for any coverage that LOWER TIER SUBRECIPIENT must maintain after the Final Payment.
1.8 LOWER TIER SUBRECIPIENT’s insurance company or self-insurance administrator shall mail SUBRECIPIENT written notice at least thirty (30) days in advance of the policy’s or the self-insurance program’s cancellation, termination, non-renewal, or reduction in coverage.
1.9 LOWER TIER SUBRECIPIENT shall not allow any insurance to expire, cancel, terminate, lapse, or non-renew. Twenty-one (21) days before its insurance policy’s expiration, cancellation, termination, or non-renewal, LOWER TIER SUBRECIPIENT shall deliver to SUBRECIPIENT evidence of the required coverage as proof that LOWER TIER SUBRECIPIENT’s insurance policy has been renewed or replaced with another insurance policy which, during the duration of this Lower Tier Subaward, meets all of this Lower Tier Subaward’s insurance requirements.
1.10 At any time, upon SUBRECIPIENT’s request, LOWER TIER SUBRECIPIENT shall furnish satisfactory proof of each type of insurance coverage required— including a certified copy of the insurance policy or policies; certificates, endorsements, renewals, or replacements; and documents comprising LOWER TIER SUBRECIPIENT’s self-insurance program— all in a form and content acceptable to the City Attorney or City’s Risk and Insurance Services Manager.
1.11 If LOWER TIER SUBRECIPIENT hires, employs, or uses a Subcontractor to perform work, services, operations, or activities on LOWER TIER SUBRECIPIENT’s behalf, LOWER TIER SUBRECIPIENT shall ensure that the Subcontractor:
(A) Meets, and fully complies with, this Lower Tier Subaward’s insurance requirements; (B) Delivers to SUBRECIPIENT— for its review, or approval, or both— all insurance policies, certificates, and endorsements that this Lower Tier Subaward requires; and (C) Furnishes SUBRECIPIENT, at any time upon its request, with a complete copy of the Subcontractor’s insurance policy or policies for SUBRECIPIENT’s review, or approval, or both.
1.12 LOWER TIER SUBRECIPIENT’s failure to comply with an insurance provision in this Lower Tier Subaward constitutes a breach upon which SUBRECIPIENT may immediately terminate or suspend LOWER TIER SUBRECIPIENT’s performance of this Lower Tier Subaward, or invoke another remedy that this Lower Tier Subaward or the law allows. At its discretion, SUBRECIPIENT may obtain or renew the insurance, and SUBRECIPIENT may pay all or part of the premiums. Upon demand, LOWER TIER SUBRECIPIENT shall repay SUBRECIPIENT for all sums or monies that SUBRECIPIENT paid to obtain, renew, or reinstate the insurance, or SUBRECIPIENT may offset the cost of the premium against any sums or monies that SUBRECIPIENT may owe LOWER TIER SUBRECIPIENT.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1086 of 1182
12 EXHIBIT I-7
INSURANCE REQUIREMENTS
ELDERLY NUTRITION PROGRAM LOWER TIER SUBAWARD AGREEMENT LOWER TIER SUBRECIPIENT’S SUBMITTAL OF CERTIFICATES AND ENDORSEMENTS
1.1 LOWER TIER SUBRECIPIENT shall have its insurance carrier(s) or self-insurance administrator(s) complete and execute the following insurance documents, unless an exception below applies. When LOWER TIER SUBRECIPIENT signs and delivers the Lower Tier Subaward to SUBRECIPIENT, LOWER TIER SUBRECIPIENT also shall deliver:
(A) A “certificate of insurance” for each required liability insurance coverage; (B) An additional insured endorsement for Commercial General Liability coverage or Businessowners Liability coverage and Automobile Liability coverage, unless this Lower Tier Subaward does not require LOWER TIER SUBRECIPIENT to obtain and maintain Commercial General Liability coverage, Businessowners Liability coverage, or Automobile Liability coverage;
(C) A “certificate of insurance” for Workers’ Compensation insurance; or If LOWER TIERSUBRECIPIENT is self-insured for workers’ compensation, a copy of the “Certificate of Consent to Self-insure” from the State of California; or If LOWER TIER SUBRECIPIENT is lawfully exempt from workers’ compensation laws, an “Affirmation of Exemption from Labor Code §3700” form; (D) A subrogation endorsement, “Waiver of Our Right to Recover From Others,” for Workers’ Compensation coverage; and
(E) A complete copy of LOWER TIER SUBRECIPIENT’s Professional Liability insurance policy, including all forms and endorsements attached to it.
1.2 SUBRECIPIENT will neither sign this Lower Tier Subaward nor issue a “Notice to Proceed” until the City Attorney or City’s Risk and Insurance Services Manager has reviewed and approved the insurance documents.
SUBRECIPIENT’s decision as to the acceptability of all insurance documents is final. Unless LOWER TIER SUBRECIPIENT obtains SUBRECIPIENT’s written approval, SUBRECIPIENT will not permit or allow a substitution of an insurance policy, or a change in a certificate’s or an endorsement’s form and content, or both.
INSURANCE OBLIGATION IS SEPARATE FROM INDEMNITY OBLIGATION
2.1 This Lower Tier Subaward’s insurance provisions:
(A) Are separate and independent from the indemnification and defense provisions in Article 12 of the Lower Tier Subaward; and
(B) Do not limit, in any way, the applicability, scope, or obligations of the indemnification and defense provisions.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1087 of 1182
13 EXHIBIT I-8
INSURANCE REQUIREMENTS
LOS ANGELES COUNTY
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1088 of 1182
14 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1089 of 1182
8.24.2.6 Subrecipient also shall promptly report to County's Program Manager any injury or property damage
accident or incident. including any injury to a
Subrecipient employee occurring on County
property, and any loss, disappearance, destruction,
misuse, or theft of County property, monies or
securities entrusted to Subrecipient. Subrecipient also shall promptty notify County's Program Manager of
any third..party claim or suit filed against Subrecipient or any of its Lower Tier Subrecipients which arises
from or relates to this Subaward, and could resuH in
the filing of a claim or lawsuit against Subrecipient
and/or County.
8.24.3 8.24.4
8.24.S
Additional Insured Statusand Sc.ope of Coverage
8.24.3.1 County of Los Angeles, its Special Districts, Elected Officials, Officers, Agents, employees and volunteers
(collectively County and its Agents) shall be provided
additional insured status under Subrecipient's
General liability policy with respect to liability arising out of Subrecipient's ongoing and completed
operations pertormed on behatf of County. County
and its Agents' additional insured status shall apply
with respect to liability and defense of suits arising out of Subrecipient's acts or omissions, whether such
liability is attributable to Subrecipient or to County.
The fullpolicy limits and scope of protection also shall appty to County and its Agents as an additional
insured, even if they exceed County's minimum
Required Insurance specifications herein. Use of an
automatic additional insured endorsement form is
acceptable providing it satisfies the Required
Insurance provisions herein.
Cancellation of or Change(s} in Insurance
8.24.4.1 Subrecipient shall provide County with, or
Subrecipient's insurance policies shall contain a
provision that County shall receive, written notice of
cancellation or any change in Required Insurance,
including insurer, limits of coverage, term of coverage or policy period. The written notice shall be provided
to County's Contract Manager at least ten (10) days
in advance of cancellation for non-payment of
premium and thirty (30) days in advance for any
other cancellation or policy change. Failure to
provide written notice of cancellation or any change in Required Insurance may constitute a material breach
of this Subaward, in the sole discretion of County,
upon which County may suspend or terminate this
Subaward.
Failure to Maintain Insurance
8.24.5.1 Subrecipient's failure to maintain or to provide acceptable evidence that it maintains the Required Insurance
shall constitute a material breach of this Subaward,
upon which County immediately may
SUBAWARD PERIOD JULY 2020. JUNE 2021 Page 48
SUBAWARD NUMBER ENP202106
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1090 of 1182
16 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1091 of 1182
17 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1092 of 1182
18 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1093 of 1182
19 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1094 of 1182
EXHIBIT J
(STATEMENT OF WORK)
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1095 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 2
TABLE OF CONTENTS
SECTION TITLE PAGE
SCOPE OF WORK............................................................................................... 4
ADDITION AND/OR DELETION OF FACILITIES, SPECIFIC TASKS AND/OR WORK HOURS .................................................................................................... 4 QUALITY CONTROL............................................................................................ 5 QUALITY ASSURANCE PLAN............................................................................. 6 DEFINITIONS....................................................................................................... 7 RESPONSIBILITIES............................................................................................. 7 HOURS/DAYS OF WORK.................................................................................. 24 WORK SCHEDULES ......................................................................................... 24 UNSCHEDULED WORK .................................................................................... 25 SPECIFIC WORK REQUIREMENTS ................................................................. 25 GREEN INITIATIVES ......................................................................................... 72 PERFORMANCE REQUIREMENTS SUMMARY............................................... 72 DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1096 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 3
ATTACHMENTS
Attachment 1 (Performance Requirements Summary Chart)
Attachment 2 (County Recognized Holidays)
Attachment 3 (Community Focal Points List)
Attachment 4 (Universal Intake Form)
Attachment 5 (Subaward Discrepancy Report)
Attachment 6 (Emergency and Disaster Plan Basic Requirements) Attachment 7 (Site Emergency Resource Survey)
Attachment 8 (Site Summary)
Attachment 9 (Guidelines for Developing Site Summary)
Attachment 10 (Route Summary)
Attachment 11 (Guidelines for Developing Route Summary) Attachment 12 (Home-Delivered Meal Program Telephone Reassurance Log) Attachment 13 (Home-Delivered Meal Program Priority of Service Screening Tool) Attachment 14 (Home-Delivered Meal Program Priority of Service Screening Tool Instructions)
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1097 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 4
SCOPE OF WORK
County (herein also referred to as the Area Agency on Aging (AAA)), has established the Elderly Nutrition Program (ENP or Program), which consists primarily of Congregate Meal Services and Home-Delivered Meal Services (collectively Services). As further detailed in Section 10.0 (Specific Work Requirements), Subrecipient shall provide the appropriate Services, which will assist in maintaining and/or improving the physical, psychological, and social well-being of Older Individuals (an adult who is sixty (60) years of age or older) as follows:
Provide Services to Older Individuals in greatest economic or social need, with particular attention to low-income, minority individuals.
Serve meals that provide one-third (1/3) of the Recommended Dietary Allowances (RDAs) and are safe and of good quality.
Promote and maintain high food safety and sanitation standards.
Promote good health behaviors through nutrition education and nutrition screening of Clients.
Promote or maintain coordination with other nutrition-related supportive Services for Older Individuals.
ADDITION AND/OR DELETION OF FACILITIES, SPECIFIC TASKS AND/OR
WORK HOURS
Services must be provided in Los Angeles County geographic areas, excluding the City of Los Angeles. Prior to modifying or terminating a Congregate Meal site, Home-Delivered Meal route, Services, or revising hours of Service delivery at a previously designated location(s), and before commencing such Services at any other location, Subrecipient shall obtain written consent from County, and shall comply with Subparagraph 8.1 (Amendments) of the Subaward as applicable.
Subrecipient shall inform County in writing and receive written County approval at least sixty (60) days prior to relocation of Subrecipient’s office or site location(s).
Subrecipient must submit a written request to County a minimum of sixty (60) days prior to the date that Subrecipient intends to open a new Congregate Meal site or close any existing Congregate Meal site. Subrecipient shall not open a new site or close any existing site prior to receiving County’s written approval. In the event that opening a new site or closing an existing site is due to an emergency (defined as a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property or essential public DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1098 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 5
services) that would prevent Subrecipient from submitting a written request to County sixty (60) days in advance, Subrecipient shall request County’s approval immediately upon occurrence of such emergency. Any new Congregate Meal site must be inspected by the Dietary Administrative Support Services (DASS) Program subrecipient and a health permit must be obtained before approval is granted by County at County’s sole discretion.
Subrecipient must submit a written request to County a minimum of sixty (60) days prior to the date that Subrecipient intends to establish a new HomeDelivered Meal route or terminate any existing Home-Delivered Meal route.
Subrecipient shall not establish a new route or terminate any existing route prior to receiving County’s written approval. In the event that establishing a new route or terminating an existing route is due to an emergency (as defined in Subsection 2.3) that would prevent Subrecipient from submitting a written request to County sixty (60) days in advance, Subrecipient shall request County’s approval immediately upon occurrence of such emergency.
Subrecipient shall provide the identity of each designated Community Focal Point as specified in OAA Section 102 (a)(21) and Title 42 United States Code Section 3026(a)(3)(A)) as directed by County’s Program Manager.
Subrecipient shall identify or update the designated Community Focal Point site locations, as needed. A complete list of Community Focal Points is provided in Attachment 3 (Community Focal Points).
Specific tasks and Work hours shall not be modified or terminated throughout the entire Subaward term. Should an emergency arise, Subrecipient’s request for Service or Work hour modifications will be reviewed by County on a case-by-case basis.
QUALITY CONTROL
Subrecipient shall establish and utilize a comprehensive Quality Control Plan to assure County a consistently high level of Service throughout the term of the Subaward. The Quality Control Plan shall be submitted to County’s Compliance Manager for review every six (6) months or more frequently as imposed by County. The plan shall include, but may not be limited to the following:
Method of monitoring to ensure that Subaward requirements are being met.
A record of all inspections conducted by Subrecipient, any corrective action taken, the time a problem was first
identified, a clear description of the problem, and the time elapsed between identification and completed corrective action, shall be provided to County upon request.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1099 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 6
QUALITY ASSURANCE PLAN
County maintains the unlimited right to evaluate/monitor Subrecipient’s performance under the Subaward using the quality assurance procedures as defined in Subparagraph 8.15 (County’s Quality Assurance Plan) of this Subaward. Such rights shall also extend to Federal Representatives and State Representatives with Program oversight.
Meetings
Subrecipient is mandated to attend all meetings called by County, or authorized designee. Subrecipient shall be given advance notice of all scheduled meetings with County. Subrecipient may also be required to attend emergency meetings without the above stated advance notice when necessary.
Subrecipient Staff, which include paid Employees and
Volunteers, shall regularly attend meetings that offer ways to expand knowledge of and increase efficiency in the Services provided. These meetings may be scheduled by County. At Subrecipient’s own expense, Subrecipient may elect to attend meetings outside of Los Angeles County that Subrecipient reasonably deems to be beneficial for the delivery of Client Services, as well as other meetings designated by County.
Subrecipient’s failure to attend all mandatory meetings (in-person or online) shall be considered non-compliance with the
Subaward, and may result in further action pursuant to the Subaward, Subparagraph 9.13 (Probation and Suspension), Subaward, Subparagraph 9.18 (Remedies for Non-Compliance), this Statement of Work, Attachment 1 (Performance
Requirements Summary Chart), and any other applicable
remedies.
Subaward Discrepancy Report
Subrecipient shall immediately notify County’s Compliance Manager whenever a Subaward discrepancy is identified. The problem shall be resolved within a time period mutually agreed upon in writing by County and Subrecipient.
County’s Compliance Manager will determine whether a formal Subaward Discrepancy Report shall be issued. Upon receipt of this report, Subrecipient shall respond in writing to County’s Compliance Manager within the timeframe designated by County, acknowledging the reported discrepancies or presenting contrary evidence. A plan for correction of all deficiencies identified in the report shall be submitted to County’s Compliance Manager as prescribed by County.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1100 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 7
County Observations
In addition to County’s contracting staff, other County personnel, State representatives, and Federal representatives may observe the performance/activities and review documents relevant to the Subaward at any time during normal business hours which are defined as five (5) days per week (Monday through Friday), eight (8) hours per day during the hours of 8:00 a.m. to 5:00 p.m., not including County recognized holidays. A list of County
recognized holidays is provided in Attachment 2 (County Recognized Holidays). However, these personnel may not
unreasonably interfere with Subrecipient’s performance.
County’s Needs Assessment
County shall conduct a needs assessment of underserved
communities within six (6) months after the commencement of the Subaward to determine whether the needs of Clients are being met.
DEFINITIONS
For a listing of definitions for this Program, refer to the Subaward, Exhibit P (Definitions).
RESPONSIBILITIES
County’s Personnel
County’s authorized agents reflected in Exhibit E (County‘s Administration) will administer this Subaward according to the Subaward, Paragraph 6.0 (Administration of Subaward –
County). Specific duties will include:
Monitoring Subrecipient’s performance in the daily
operation of this Subaward.
Providing direction to Subrecipient in areas relating
to policy, information and procedural requirements.
Preparing Amendments in accordance with the
Subaward, Subparagraph 8.1 (Amendments).
County will notify Subrecipient in writing of any change in the names or addresses shown.
Intentionally Omitted
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1101 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 8
Subrecipient’s Personnel
Subrecipient shall assign a sufficient number of qualified Employees with the appropriate education, licensure, and experience noted below to perform the required Work. These Employees must be capable of establishing effective
communication with Clients as well as other AAA network providers. The total number of Employees shall be based on the method and level of Services provided and the size of the Service area served by Subrecipient.
Subrecipient shall operate continuously throughout the entire term of this Subaward with at least the minimum number of Staff set forth herein, as well as any other applicable staffing requirements of County necessary for Subrecipient to provide Services hereunder. Such personnel shall meet all qualifications in this Subaward, as well as those provided by County through Amendments, Administrative Directives, Change Notices,
Program Memorandums, etc.
Subrecipient shall always have a Staff member that speaks and understands English and has the authority to act on behalf of Subrecipient in every detail available during normal business hours.
Subrecipient shall be required to conduct a background check on its Employees as set forth in Subparagraph 7.5 (Background and Security Investigations) of the Subaward. Subrecipient shall also be required to conduct a background check on any Volunteer, including volunteer Home-Delivered Meal Driver(s), who has direct Client contact and has access to the Client’s personal information and/or case file.
Subrecipient shall notify County of any significant personnel change(s) and shall fill vacancies for critical positions within ten (10) days.
Project Manager
Subrecipient shall have a Project Manager or
designated alternate who will serve as
coordinator/liaison for all Services. This
requirement shall be met through the designation of
either a full-time or part-time position. County must
have access to Project Manager during all hours,
365 days per year. Subrecipient shall provide a
telephone number where Project Manager may be
reached on a twenty-four (24) hours per day basis.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1102 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 9
Subrecipient shall immediately notify County of any
significant change in the status of the Project
Manager position. If for any reason the position
should become vacant, Subrecipient shall
immediately fill the position with a temporary
replacement who can perform the duties of the
Project Manager and shall fill the position with a
permanent qualified person within ten (10) days.
Project Manager or his/her alternate shall have full
authority to act for Subrecipient on all matters
relating to the daily operation of the Subaward.
Project Manager will plan, organize, and direct all
administrative and Program activities related to this
Subaward. Project Manager will define the lines of
authority and will develop the roles and parameters
of responsibility for Staff consistent with established County requirements.
Project Manager will serve as the
coordinator/liaison for all Services, ensuring that
any communications related to ENP are conveyed
to the appropriate personnel. Project Manager or
his/her alternate shall oversee all the daily
Subaward activities.
Minimum Required Education, Experience and
Qualifications
Bachelor’s Degree from an
accredited university.
A minimum of five (5) years of
experience in food service or a
related field.
Demonstrable problem-solving
skills and experience.
Ability to explain administrative
goals, policies, and procedures,
and assist Staff in adjusting to
changes that occur.
Ability to evaluate the
performance of Food Service
Manager(s) and Site Manager(s)
based on established criteria.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1103 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 10
Expertise in the provision of social
services to Older Individuals.
Successful completion of basic
training in Hazard Analysis Critical
Control Point principles within six
(6) months of being hired.
Current certification as a Food
Protection Manager by the
National Restaurant AssociationServSafe® or other recognized organization, or certification within
six (6) months of being hired.
Ability to effectively speak, read,
and write fluently in English.
Food Service Manager
When Subrecipient operates a central kitchento
provide Client meals, Subrecipient shall employ a
Food Service Manager who shall oversee the daily
food service operations at each central kitchen,
both managerial and administrative, of the ENP
(see Subsection 10.12 (Central Kitchen/Caterer) for
central kitchen/caterer requirements).
Minimum Required Education, Experience and
Qualifications
Current certification as a Food
Protection Manager by the
National Restaurant AssociationServSafe® or other recognized organization.
Successful completion of basic
training in Hazard Analysis Critical
Control Point principles, and
within six (6) months of being
hired, shall meet one (1) of the
criteria listed below:
Associate’s
Degree in
institutional food
service
management or a
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1104 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 11
closely related
field such as, but
not limited to,
restaurant
management, plus
two (2) years of
experience as a
food service
supervisor.
Demonstrate
experience in food
service, such as,
but not limited to,
cooking at a
restaurant, and
within twelve (12)
months of hire,
successful
completion of a
minimum of twenty
(20) hours
specifically related
to food service
management,
business
administration, or
personnel
management at
the college level.
Prior to the
completion of the
required hours,
this individual’s
performance shall
be evaluated
through quarterly
monitoring by a
registered
dietitian.
Two (2) years of
experience
managing food
services. Such
experience shall
be verified by
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1105 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 12
County prior to
hire.
Must be able to speak, read, and
write fluently in English.
Bilingual English/Spanish fluency
is desirable.
Site Manager
When Subrecipient provides Congregate Meal
Services, Subrecipient shall have a Site
Manager(s) at each Congregate Meal site to
oversee all of the daily activities. The Site Manager
shall physically remain at the site during the times
that Congregate Meal Services occur.
Minimum Required Education, Experience and
Qualifications
Certification as a Food Protection
Manager by the National
Restaurant AssociationServSafe®, or other recognized
organization within six (6) months
of being hired.
Demonstrated ability to treat
Clients and Clients’ family
members with respect and dignity.
Must be able to speak, read, and
write fluently in English.
Bilingual English/Spanish fluency
is desirable.
Home-Delivered Meal Case Worker
When Subrecipient provides Home-Delivered Meal
Services, Subrecipient shall have a HomeDelivered Meal Service Case Worker(s).
Under the direction of Project Manager, HomeDelivered Meal Service Case Worker will conduct an in-home evaluation of a Client’s needs and
identify the Activities of Daily Living, Instrumental
Activities of Daily Living, and other limitations that
impede independent living. Home-Delivered Meal
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1106 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 13
Service Case Worker shall make recommendations
and referrals as appropriate to other service
organizations, giving priority to AAA-funded
Programs.
Minimum Required Education, Experience and
Qualifications
Bachelor’s Degree in human
services, or two (2) years of fulltime paid or volunteer experience in homecare or a related field.
Demonstrated ability to
communicate effectively with
Clients and Clients’ family
members.
Demonstrated ability to treat
Clients and Clients’ family
members with respect and dignity.
Must be able to speak, read, and
write fluently in English.
Bilingual English/Spanish fluency
is desirable.
Home-Delivered Meal Coordinator
When Subrecipient provides Home-Delivered Meal
Services, Subrecipient shall have a HomeDelivered Meal Coordinator(s) to coordinate and oversee all Home-Delivered Meal routes. HomeDelivered Meal Coordinator must attend all quarterly in-service training sessions provided by
DASS Program subrecipient’s registered dietitian.
Minimum Required Education, Experience and
Qualifications
Certification as a Food Protection
Manager by the National
Restaurant AssociationServSafe® or other recognized
organization within six (6) months
of being hired.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1107 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 14
Demonstrated ability to treat
Clients and Clients’ family
members with respect and dignity.
Must be able to speak, read, and
write fluently in English.
Bilingual English/Spanish fluency
is desirable.
Home-Delivered Meal Driver(s)
When Subrecipient provides Home-Delivered Meal
Services, Subrecipient shall have a HomeDelivered Meal Service Driver(s) who shall have a current, valid, and appropriate California Driver’s
License and current, valid vehicle insurance in
compliance with Subparagraph 8.24 (General
Provisions for all Insurance Coverage) and
Subparagraph 8.25 (Insurance Coverage) of the
Subaward.
Home-Delivered Meal Service Driver shall be
properly trained in food handling as described in
Subsection 10.3.6. and shall attend trainings
conducted by DASS Program subrecipient as
appropriate.
Demonstrated ability to treat Clients and Clients’
family members with respect and dignity.
Bilingual English/Spanish fluency is desirable.
Other Staff
Senior Community Service Employment
Program Title V Participants
Subrecipient shall utilize the
services of Senior Community
Service Employment Program
(SCSEP) Title V Participants at
Congregate Meal sites whenever
possible.
SCSEP Title V Participants must
be appropriately trained and
qualified for the responsibilities
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1108 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 15
assigned prior to beginning those
responsibilities.
Subrecipient shall conduct a
background check on any SCSEP
Title V Participant that has direct
Client contact and has access to
the Client’s personal information
and/or case file. Subrecipient is
not required to conduct a
background check on SCSEP
Title V Participants who only
assist in serving meals at the
Congregate site.
Volunteers
Subrecipient shall recruit, train,
and use Volunteers in any phase
of Program operations where
qualified. Volunteers must be
appropriately trained and qualified
for the responsibilities assigned
prior to beginning those
responsibilities.
Volunteers shall be the sole
responsibility of Subrecipient and
shall report to the Project Manager
or to another Employee as
designated by the Project
Manager (if applicable).
If possible, Subrecipient shall
work in coordination with
organizations that have
experience in providing training,
placement, and stipends for
Volunteers or Clients in a
community service setting (such
as organizations carrying out
Federal service programs
administered by the Corporation
for National and Community
Service (CNCS) (see Exhibit P
(Definitions) of the Subaward).
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1109 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 16
Subrecipient shall conduct a
background check on any
Volunteer that has direct contact
with Client and has access to the
Client’s personal information
and/or case file. Subrecipient is
not required to conduct a
background check on Volunteers
who only assist in serving meals at
the Congregate site.
Caterer
When Subrecipient will not use a central kitchen as
the sole means of preparing meals, Subrecipient
shall use a Caterer, which meets the minimum
required education, experience, and qualifications
outlined for the Food Service Manager as stated in
Subsection 6.3.8 (Food Service Manager).
Caterer’s facility must be licensed and shall be
inspected and approved by the DASS Program
subrecipient for placement on County’s list of
Approved Caterers. County must grant final
approval of County list of Approved Caterers prior
to utilization by Subrecipient.
Identification Badges
Subrecipient shall ensure that its Staff are appropriately identified as set forth in the Subaward, Subparagraph 7.4 (Subrecipient’s Staff Identification).
Materials and Equipment
The purchase of all materials/equipment to provide the needed Services is the responsibility of Subrecipient. Subrecipient shall adhere to the requirements for purchasing, inventorying, and disposing of material and equipment obtained under the
Subaward as outlined herein and in the Subaward, Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies). Subrecipient must obtain County approval in writing prior to the purchase of any equipment or vehicles purchased with Subaward Sums as
described in Exhibit S (Purchase, Inventory and Disposal Requirements for Fixed Assets, Non-Fixed Assets and Supplies).
Subrecipient shall use materials and equipment that are safe for the environment and safe for use by Staff.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1110 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 17
All Staff shall be trained in their assigned tasks and in the safe handling of equipment. All equipment shall be checked daily for safety. All Staff must wear safety and protective gear according to Occupational Health and Safety Administration (OSHA) standards.
Use of Personal Protective Equipment
In addition to using food preparation materials,
safety gear, etc., Subrecipient shall provide its Staff with personal protective equipment, which includes
but is not limited to, a fabric face covering, access
to hand sanitizer or a hand washing station for use
every thirty (30) minutes, etc.
Training
Subrecipient shall provide training programs for all new Staff and continue in-service training for all existing Staff. Training shall include, but is not limited to, the provision of an orientation to all new Staff. Subrecipient shall ensure that Staff, both existing and new, are properly trained in all areas related to providing Services.
Subrecipient shall implement an annual written internal staff training plan developed and reviewed by DASS Program
subrecipient and approved by County. The training plan shall be maintained on file by Subrecipient, and shall identify who is to be trained, who will conduct the training, training content, and date scheduled.
Subrecipient shall ensure that food service staff (including Congregate Meal and Home-Delivered Meal staff and
Volunteers) attend a minimum of four (4) hours of mandatory inservice training annually developed and provided by DASS Program subrecipient’s registered dietitian.
Training sessions conducted by Subrecipient shall be evaluated by those receiving the training.
Subrecipient shall maintain written documentation of all training, including agendas, topics, training materials, training evaluations, and attendance records/sign-in sheets, which include both a name and a signature of attendees. Upon request, Subrecipient shall make training records available for inspection by representatives from the State, County, and DASS Program subrecipient.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1111 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 18
Subrecipient shall ensure that all appropriate Staff attend all training sessions as required by County, held at a County facility, at another site, or online as determined by County for
Subrecipient’s benefit. Further, Subrecipient shall ensure that, at a minimum, Subrecipient’s designated Employee represents Subrecipient at each training session. At Subrecipient’s own expense, Subrecipient may elect to attend educational training opportunities outside of Los Angeles County that Subrecipient reasonably deems to be beneficial for the delivery of Services, as well as other trainings designated by County.
Subrecipient shall attend all mandatory trainings scheduled by County or authorized designee. Mandatory trainings may be held at a County facility, at another site, or online. Subrecipient shall be given advance notice of all scheduled trainings with County.
Subrecipient may also be required to attend emergency trainings without the above stated advance notice when necessary.
Subrecipient shall complete a sign-in sheet for face-to-face (inperson) trainings. County will document attendance for online trainings.
Training sessions conducted by Subrecipient shall be evaluated by those receiving the training.
Subrecipient’s failure to attend all mandatory trainings (in-person or online) shall be considered non-compliance with the
Subaward, and may result in further action pursuant to this Subaward, Subparagraph 9.13 (Probation and Suspension), Subaward, Subparagraph 9.18 (Remedies for Non-Compliance), this Statement of Work, Attachment 1 (Performance
Requirements Summary Chart), and any other applicable
remedies.
Security Awareness Training
Subrecipient shall ensure that Staff who handle
confidential, sensitive, or personal identifying
information relating to ENP complete the Security
Awareness Training module, which is available
online at www.aging.ca.gov, within thirty (30) days
of the start date of the Subaward or within thirty (30) days of the start date of any new Staff who work
under the Subaward.
Subrecipient shall maintain certificates of
completion of Security Awareness Training on file
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1112 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 19
and provide them upon request by County or State
representatives.
Subrecipient’s Office
Subrecipient shall maintain a physical office in Los Angeles County where Subrecipient conducts business. Subrecipient’s office shall have an active telephone line. The office shall be open at a minimum during normal business hours and shall be staffed by at least one (1) Employee who can respond to inquiries and complaints which may be received about Subrecipient’s performance of the Subaward. When the office is closed during non-business hours, Subrecipient shall utilize an answering service to receive calls. Subrecipient shall respond to calls received by the answering service within forty-eight (48) hours of receipt of the call. Subrecipient shall always have an Employee with the authority to act on behalf of Subrecipient available during normal business hours.
Subrecipient shall publicly display the days and hours of operation for the provision of Services at all Subrecipient office locations/sites. Subrecipient shall ensure that availability for Services is appropriate for the demographics associated with the Service area (site or office location).
Subrecipient shall ensure that all site locations/buildings and surrounding areas are maintained in a manner consistent with applicable local, State, and Federal occupational safety and sanitation laws and regulations. The premises shall be free of any accumulation of garbage, rubbish, stagnant water, and filthy or offensive matter of any kind to ensure that the premises are maintained in a clean and wholesome condition. The physical locations shall be acceptable and accessible to the public.
Subrecipient shall comply with the Americans with Disabilities Act of 1990, as amended.
Subrecipient shall ensure that all site locations are maintained to prevent the entrance and harborage of animals, birds, and vermin, including but not limited to, rodents and insects.
Subrecipient shall utilize the services of a certified/licensed pest control company are obtained to fumigate the premises and perform pest control services on a monthly basis. Subrecipient acknowledges a licensed pest control operator is the only person that can use products/or chemicals in the facility that are deemed acceptable for a commercial kitchen/foodservice facility.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1113 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 20
Subrecipient shall ensure that Integrated Pest Management (IPM) practices are implemented to provide a pest free
environment. IPM practices include but are not limited to:
Keep garbage tightly covered and remove from
kitchen and dining area quickly and properly.
Properly store all food and supplies.
Check all food and supplies entering the building.
Eliminate plumbing leaks and correct other sources
of moisture.
Increase ventilation where condensation is a
problem.
Seal cracks and other openings to the outside.
Remove trash and stored items outside of the
building such as, stacks of lumber or firewood that
provide hiding places for cockroaches and rodents.
Vacuum cracks and crevices to remove food and
debris.
Ensure that surfaces where food or beverages have
been spilled are cleaned up immediately.
Keep cleaning equipment (e.g., mops, sponges,
cloths) dry and properly stored.
Keep toilets and restrooms cleaned and sanitized.
Keep break areas clean and store personal food in
closed containers.
Report building maintenance issues such as holes
in walls, torn window screens, or openings in door
jams to management/Project Manager for repair.
Use traps and baits to monitor the pest population.
When pests are discovered, Subrecipient shall ensure that the Congregate Meal site, catering site or central kitchen is fumigated upon notification of the sighting to eliminate the pests and shall begin weekly IPM pest control activities. In doing so,
Subrecipient shall ensure that:
Project Manager or his/her designee will contact the
Congregate Meal site catering site or central
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1114 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 21
kitchen staff (park supervisor, Center Director, site
manager, etc.) and request that a certified/licensed
pest control company be contacted to fumigate the
site. Subrecipient shall work with the
certified/licensed pest control company to
determine the best method to use for each
Congregate Meal site, catering site or central
kitchen based upon the products/chemicals used
and severity of the infestation.
Project Manager or his/her designee shall notify
County’s Compliance Manager and Program
Analyst, and shall also notify the Congregate Meal
site, catering site, or central kitchen site’s
designated DASS Program subrecipient’s
registered dietitian of the pest sighting.
The Congregate Meal site kitchen, catering site
kitchen, or central kitchen site kitchen will be
immediately closed, and pre-packaged meals will
be served to all Clients until the site has been
fumigated, cleaned, sanitized, and inspected by
DASS Program subrecipient’s registered dietitian
and cleared to resume regular Congregate Meal
Services.
Subrecipient shall be responsible for ensuring that IPM weekly pest control activities are conducted at sites where pests have been observed until the site has been re-inspected and cleared by DASS Program subrecipient’s registered dietitian to resume regular meal service. Weekly IPM pest control activities are to be completed on Fridays after meal service, or Saturdays to ensure that regular meal services resume on Monday with no disruption in meal services.
If no pests are found during the re-inspection by
DASS Program subrecipient’s registered dietitian
and all repairs/conditions have been met to resume
regular meal service at the Congregate Meal site,
catering site, or central kitchen, Subrecipient may
request a waiver to resume monthly fumigation and
pest control services. However, if pests are
observed at the Congregate Meal, catering, or
central kitchen site at any time for a period of three
(3) months or ninety (90) days after the reinspection, Subrecipient shall resume weekly IPM pest control activities for a period three (3) months
or ninety (90) days after the site has had a second
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1115 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 22
re-inspection and clearance to resume regular meal
service.
If pests are observed by DASS Program
subrecipient’s registered dietitian during the reinspection, and/or requested repairs have not been made, Subrecipient shall ensure that the site is refumigated and weekly IPM activities are conducted for a period of three (3) months or ninety (90) days
after the Congregate Meal, catering or central
kitchen site has had a second re-inspection and
clearance by DASS Program subrecipient’s
registered dietitian to resume regular meal
service. Subrecipient may ask for a waiver to
resume monthly fumigation and pest control
services after the ninety (90) day waiting period if
there are no additional pest sightings and all other
IPM activities have been met.
Congregate Meal, catering or central kitchen sites are considered to have severe infestations if they continue to have pest sightings after weekly IPM activities and two fumigations. Subrecipient shall ensure that these sites continue weekly IPM activities for a period of six (6) months or 180 days after the site has been reinspected and cleared by DASS Program subrecipient’s registered dietitian to resume regular meal service. Subrecipient may ask for a waiver to resume monthly fumigation and pest control services after the 180-day waiting period if there are no additional pest sightings and all other IPM activities have been met.
Any Congregate Meal, catering, or central kitchen site that has pest control issues shall keep a Weekly Log of their pest control activities using the IPM approach until a waiver to resume monthly fumigation and pest control services is granted.
Subrecipient shall adhere to regulations/instructions in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. Subrecipient shall keep written Pest Control Reports and weekly pest control activity logs on file and made available for review by County and DASS Program subrecipient.
Points will be deducted by the DASS Program
subrecipient’s registered dietitian on their monthly
site audit report, whether or not the registered
dietitian is present, if pests are observed in the
following locations:
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1116 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 23
Food preparation
Food storage
Ware washing areas
Indoor Client dining areas
Restrooms
Any area adjacent to the above
cited locations that would
compromise the food preparation
and/or storage facility
Subrecipient shall observe all applicable local, State, and Federal health and safety standards. Subrecipient shall ensure that all Clients and all Staff who are in a position not covered under the Occupational Health and Safety Act of 1970, as amended (Title 29 United States Code Section 651 et seq.), and/or the California Occupational Safety and Health Act as amended (California Labor Code Section 6300 et. Seq.), are not required or permitted to work, be trained, or receive Services under working conditions that are unsanitary, hazardous, or otherwise detrimental to a person’s health or safety.
Multilingual and Multicultural Capabilities of Subrecipient Staff Subrecipient must be committed and sensitive to the delivery of Services that are culturally and linguistically appropriate. To that end, Subrecipient must seek to hire qualified Employees who are multilingual and/or multicultural in order to better reflect the communities served.
Subrecipient and its Staff are expected to develop cultural competency and cross-cultural clinical practice skills.
Subrecipient must also develop effective linkages with various ethnic, health, and social service agencies for the benefit of Clients to reflect the ethnic and cultural needs of the community being served.
To the extent feasible, Subrecipient shall provide Services in the primary/native language of Client or in areas where a significant number of Clients do not speak English as their primary language. Subrecipient shall make efforts to employ individuals and recruit Volunteers who are bilingual or who are fluent in the dominant languages of the community. Subrecipient shall not require any Client to provide his/her own interpreter
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1117 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 24
HOURS/DAYS OF WORK
Subrecipient shall provide Services and be available to all Clients, potential Clients, and referral sources, as well as County representatives at a minimum during normal business hours. A list of County recognized holidays is provided in Attachment 2 (County Recognized Holidays).
For any site closure, disruption of Services for any non-County recognized holidays (i.e., vacations, city shut-downs, religious holidays, etc.), or any deviation from the traditional Monday through Friday schedule of Services, days, or times, Subrecipient shall submit a written request to County’s Program Manager at least ten (10) business days in advance of the closure/deviation date. This request shall state the date and reason for the closure/deviation and shall provide an action plan to ensure that delivery of Services is not disrupted. The request and action plan must be approved by County’s Program Manager in writing prior to its implementation. The meal service must be available all weekdays and at minimum three (3) days per week at any one site.
Subrecipient must make arrangements for meals to be provided to Clients to cover all days that sites are closed during non-County recognized holidays.
Subrecipient shall also ensure that all Home-Delivered Meal Clients receive meals for days that Subrecipient is closed for non-County recognized holidays.
Subrecipient’s staff shall provide personal telephone contact with Clients, potential Clients, and County, during Subrecipient’s hours of operation.
Subrecipient shall also ensure that each office location has a telephone answering machine or voice mail system in place during non-business hours.
Subrecipient’s staff shall check and respond to all messages in a timely manner but not to exceed forty-eight (48) hours within receipt of the call.
WORK SCHEDULES
Subrecipient shall submit a work schedule for each site to County’s Program Manager within fourteen (14) days prior to starting work. Said work schedules shall be set on an annual calendar identifying all the required on-going specific tasks and task frequencies.
Subrecipient shall submit revised schedules when actual performance differs substantially from planned performance. Said revisions shall be submitted to County’s Program Manager for review and approval within fourteen (14) business days prior to scheduled time for work.
County may request, at its sole discretion, a deviation of regular work schedule to address site/task demands.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1118 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 25
UNSCHEDULED WORK
County’s Program Manager or his/her designee may authorize Subrecipient to perform unscheduled work, including, but not limited to, repairs and replacements when the need for such work arises out of extraordinary incidents such as vandalism, acts of nature, and third party negligence; or to add to, modify or refurbish existing facilities. In the event of an emergency, at its sole discretion, County may request that Subrecipient provide Services beyond normal business hours.
Prior to performing any unscheduled work, Subrecipient shall prepare and submit a written description of the work with an estimate of labor and materials. If the unscheduled work exceeds Subrecipient’s estimate, County’s Program Manager or his/her designee must approve the excess cost. In any case, no unscheduled work shall commence without County’s prior written authorization.
When a condition exists wherein there is imminent danger of injury to the public or damage to property, Subrecipient shall contact County’s Program Manager for approval before beginning the work. A written estimate shall be sent within twenty-four (24) hours for approval. Subrecipient shall submit an invoice to County’s Contract Manager within five (5) business days after completion of the work.
All unscheduled work shall commence on the established specified date.
Subrecipient shall proceed diligently to complete said work within the time allotted.
County reserves the right to perform unscheduled work itself or assign the work to another subrecipient.
SPECIFIC WORK REQUIREMENTS
General ENP Requirements
Subrecipient shall provide Services as described within this Statement of Work, the Subaward terms and conditions, and the following regulations:
Older Americans Act reauthorized (OAA) (Title 42
United States Code Section 3001 et seq.)
Code of Federal Regulations (45 CFR 1321 et seq.)
California Code of Regulations (CCR) Title 22
California Code of Regulations Section 7000 et seq.
Older Californians Act (OCA)
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1119 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 26
Welfare and Institutions Code (WIC) Section 9000
et seq.
California Business and Professions Code,
Sections 2585 and 2586
California Retail Food Code (California Health and
Safety Code Section 113700 et seq.)
Los Angeles County Area Agency on Aging
Foodservice Standard Operating Procedures
manual
Subrecipient shall provide meals, meeting the criteria further described in this Section 10.0, to Clients.
Each meal shall provide a minimum of one-third
(1/3) of the current Dietary Reference Intakes
established by the Food and Nutrition Board,
Institute of Medicine, National Academy of
Sciences for the elderly population, and follow the
most recent Dietary Guidelines for Americans
published by the United States Department of
Health and Human Services and the United States
Department of Agriculture (USDA). The meal
pattern must also follow the guidelines established
by County, as updated and distributed annually.
Each meal provided by Subrecipient shall comply
with applicable provisions of State and/or local laws
regarding the safe and sanitary handling of food,
equipment, and supplies used in the storage,
preparation, service, and delivery of meals to
Clients as well as satisfy all the requirements of
Title 22 California Code of Regulations Section
7638.5 and safety standards as written in the
current California Retail Food Code (California
Health and Safety Code Section 113700 et seq.)
and all standards as identified in the Los Angeles
County Area Agency on Aging Foodservice
Standard Operating Procedures manual.
Subrecipient shall provide meals to Clients in a
sanitary manner to assure absence of
contamination. When Subrecipient provides HomeDelivered Meals to any Client, those meals shall be packaged to assure temperature control.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1120 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 27
Subrecipient must serve a minimum of one (1) meal per day, five (5) or more days per week. Meals must be provided a minimum of 249 days per Fiscal Year. Subrecipient must obtain prior written approval from County in order to provide meals on a reduced frequency.
Providing Services at ENP Meal Sites and Routes
Subrecipient shall provide Services for each
Congregate Meal site that is indicated in
Attachment 8 (Site Summary) as well as Exhibit X
(Mandated Program Services) of the Subaward and
each Home-Delivered Meal route that is indicated
in Attachment 10 (Route Summary) as well as
Exhibit X (Mandated Program Services) of the
Subaward.
Subrecipient shall complete Attachment 8 (Site
Summary) for the Congregate Meal Program and
shall adhere to the requirements outlined in
Attachment 9 (Guidelines for Developing Site
Summary) when completing this Attachment.
Subrecipient shall complete Attachment 10 (Route
Summary) for the Home-Delivered Meal Program
and shall adhere to the requirements outlined in
Attachment 11 (Guidelines for Developing Route
Summary) when completing this Attachment.
Subrecipient shall submit these Attachments to
County’s Program Manager in the time and manner
as indicated in Subparagraph 9.22 (Subaward
Document Deliverables) of the Subaward.
Minimum Services for Vulnerable and High-Risk Clients
Subrecipient shall determine the Nutritional Risk
Score for each Client using the factors established
in Attachment 4 (Universal Intake Form), Section 5
(Nutritional Risk Factors). For each Fiscal Year of
the Subaward, in addition to the other Work
requirements included herein, Subrecipient shall
ensure that ENP Services are provided to
Vulnerable and High-Risk Clients, as determined by
each Client’s Nutritional Risk Score, as follows:
Congregate Meal Services: No
less than fifteen percent (15%) of
those Clients receiving
Congregate Meal Services shall
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1121 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 28
have a Nutritional Risk Score of
six (6) or above.
Home-Delivered Meal Services:
No less than sixty-five percent
(65%) of those Clients receiving
Home-Delivered Meal Services
shall have a Nutritional Risk Score
of six (6) or above.
Subrecipient shall input a record of all Services delivered including the actual number of meals served per Client per day, Telephone Reassurance contact with Clients, Initial
Assessments, Reassessments, and all other Client contacts in the Management Information System.
Subrecipient shall input a record of all non-delivered Congregate Meals in the Management Information System for the purpose of tracking unmet needs. Subrecipient shall not deny a meal to a Congregate Meal Client unless all other alternate funding options have been exhausted.
Subrecipient shall also enter into the Management Information System all information which the AAA requires (e.g. Nutrition Risk Score, Activities of Daily Living, Instrumental Activities of Daily Living, and demographic information) in order to meet its planning, coordination, evaluation and reporting requirements.
This includes requests to complete missing mandatory fields in the Management Information System.
Subrecipient shall not deny the serving of a meal to a Client who has failed to make a reservation when food is available.
Where feasible and appropriate, Subrecipient must make
arrangements for the availability of a minimum of three (3) meals to Clients during a major disaster, as defined in Title 42 United States Code Section 5122(2).
Subrecipient shall prepare a menu of the meals to be served at each Congregate Meal site. Subrecipient shall ensure that its menus:
Conform to the menu planning and nutrition
standards of County and CDA. Subrecipient shall
review, utilize, and adhere to Menu Writing
Specifications and Requirements as revised
annually by County and CDA.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1122 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 29
Are approved by DASS Program subrecipient’s
registered dietitian prior to submission for
certification by DASS Program subrecipient’s lead
registered dietitian and County. Menus must be
certified annually.
Are planned for a minimum of five (5) weeks.
Are posted weekly in the kitchen at each
Congregate Meal site.
Are posted monthly at each Congregate Meal site
dining room in a location easily seen by Clients.
Are legible and easy to read in English and the
language of the majority of the Clients.
Reflect cultural and ethnic dietary needs of Clients,
when feasible and appropriate.
Adhere to a low sodium content with a target of 500
mg to 750 mg sodium per meal. Catered ethnic
menus may exceed sodium target with DASS
Program subrecipient’s registered dietitian
approval.
To the maximum extent practicable, each meal may be adjusted to meet any special dietary needs of Clients. Special dietary menu variations must be approved by DASS Program
subrecipient’s registered dietitian.
Congregate Meal Services Requirements
Subrecipient shall provide Congregate Meal Services, which include the procurement, preparation, transportation, and serving of nutritious meals to Older Individuals, who meet the criteria identified in Subsection 10.2.2 (Eligibility for Congregate Meal Services), in a group setting at strategically located sites. These Services are intended to reduce hunger and food insecurity, to maintain or improve the physical and social well-being of Older Individuals, and to promote the health and well-being of Older Individuals by assisting them to gain access to nutrition and other disease prevention and health promotion services to delay the onset of adverse health conditions resulting from poor nutritional health or sedentary behavior.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1123 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 30
Eligibility for Congregate Meal Services
Individuals are eligible to become Clients and
receive Congregate Meal Services at a Congregate
Meal site, a location where meals are served, when
they meet at least one (1) of the following criteria:
An Older Individual.
The spouse of any Older
Individual who accompanies the
Older Individual (who participates
in the Program) to the Congregate
Meal site.
A person with a disability, under
age sixty (60), who resides in a
housing facility at which
Congregate Meal Services are
provided, and which is occupied
primarily by Older Individuals.
A disabled individual who resides
at home with and accompanies an
Older Individual (who participates
in the Program) to the Congregate
Meal site. Disability is a condition
attributable to mental or physical
impairments that result in
substantial functional limitations in
one (1) or more of the following
areas of major life activity:
Self-care
Receptive and
expressive
language
Learning
Mobility
Self-direction
Capacity for
independent living
Economic selfsufficiency
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1124 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 31
Cognitive
functioning
Emotional
adjustment
Eligibility for Volunteer Meals
A Volunteer is a person who participates in
providing ENP Services without pay. Subrecipient
shall develop a written policy for providing and
accounting for Volunteer meals served for
Volunteers under age sixty (60). Volunteers are
eligible to receive an ENP meal under the following
criteria:
A Volunteer who is sixty (60) years
of age or older meets the age
eligibility criteria to be registered
to receive meals from a
Congregate Meal site.
A Volunteer who is under sixty
(60) years of age may be offered
a meal if doing so will not deprive
an Older Individual of a meal.
Client Assessment for Congregate Meal Services
Congregate Meal Initial Assessment
Requirements of Potential Client
Subrecipient shall complete an
Initial Assessment to determine
potential Client’s eligibility either
two (2) weeks before or two (2)
weeks after potential Client’s
Congregate Meal Services first
begin by using Attachment 4
(Universal Intake Form) as
provided annually by County.
Subrecipient shall complete the
following information on the
Universal Intake Form for the
potential Client:
Name
Address
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1125 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 32
Date of Birth
Gender
Sexual Orientation
and Gender
Identity (SOGI)
Veteran Status
Race/Ethnicity
Relationship
Status
Type of Residence
(house,
apartment, etc.)
Living
Arrangement
(alone/not alone)
Rural
Designation/Uninc
orporated City
Receive In-Home
Supportive
Services
Income Status
(which shall be
identified as at,
above, or below
the Administration
on Community
Living (ACL)
Federal Poverty
Guidelines)
Primary Language
Spoken
Nutritional Risk
Score (utilizing the
Nutrition
Screening
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1126 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 33
Initiative
Checklist)
Activities of Daily
Living/Instrumenta
l Activities of Daily
Living
Subrecipient shall enter the
Client’s Initial Assessment data
into the Management Information
System within two (2) weeks of the
initial contact with the client and
prior to the date that the Client
begins receiving ENP Services.
The Initial Assessment will be
considered incomplete if any of
the data listed above is missing.
Subrecipient shall assign an
Employee to have the primary
responsibility for Client data entry
into Management Information
System. This person will be the
primary contact person for Client
data issues and problems. The
individual will be assigned a
password to log-in and enter
Client information. A back-up
Employee must be designated to
act on behalf of the primary
Management Information System
contact person in the event of his
or her absence.
Subrecipient shall inform County
of the name of the Subrecipient’s
Management Information System
Employee and back-up Employee
at the start of this Contract and
within two (2) weeks of any
reassignment or substitution. Only
those Subrecipient Employees
who have been designated by
Subrecipient and assigned a
password by County shall be
allowed to access Management
Information System.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1127 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 34
Subrecipient shall work with the
DASS Program subrecipient
identified in the AAA Provider List
(as provided by County on an
annual basis) to refer Clients that
Subrecipient has assessed as
diabetic, and/or have a high
nutrition risk score of ten (10) or
higher, or a nutrition risk score of
six (6) to nine (9) and meet a
secondary criteria, according to
the National Screening Initiative
Checklist (refer to Subsection
10.9 (Mandatory Coordination
with Dietary Administrative
Support Services Program
Subrecipient)).
Subrecipient must include a
written record of each Client’s
Initial Assessment, any
Reassessment (as described in
Subsection 10.2.4.2 (Congregate
Meal Reassessment
Requirements)), and any other
updates in the Client's file.
Subrecipient shall assist Clients in
taking advantage of benefits
under other supportive services
programs (e.g., Title 45 Code of
Federal Regulations Section
1321.65(f)), and Subrecipient
shall provide referral(s) to these
programs as necessary.
Congregate Meal Reassessment Requirements
Subrecipient shall conduct a
Reassessment by completing a
new Attachment 4 (Universal
Intake Form) as described in
Subsection 10.2.4.1 (Congregate
Meal Initial Assessment
Requirements of Potential Client).
A Reassessment shall be
performed annually for each
Client and entered into the
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1128 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 35
Management Information System
during the first quarter (July 1st to
September 30th) of each Fiscal
Year for all continuing Clients who
will receive services that Fiscal
Year.
Subrecipient shall enter the
Client’s Reassessment data into
the Management Information
System within two (2) weeks of
completing the Reassessment.
Meal delivery to the Congregate Meal site requires that Subrecipient:
Must ship hot food to Congregate Meal site(s) in
insulated containers, heated containers, or heated
trucks to maintain a temperature of one hundred
forty degrees Fahrenheit (140˚F) or above.
Must ship cold food to Congregate Meal site(s) in
ice chests, insulated containers, or refrigerated
trucks to maintain a temperature of forty-one
degrees Fahrenheit (41˚F) or below. Cold food
shall not come in contact with ice.
Must ship frozen food to Congregate Meal site(s) in
an ice chest with ice, ice blanket or blue ice to
maintain a solid, frozen state. Ice cream shall be at
or below temperatures of seven to ten degrees
Fahrenheit (7˚ - 10˚F).
May ship bread, whole fruits, cookies, cakes, and
other non-potentially hazardous foods to
Congregate Meal site(s) at room temperature.
Temperatures of all hot, cold, and frozen foods
must be taken upon delivery to the Congregate
Meal site and annotated on a food delivery sheet as
instructed in the Los Angeles County Area Agency
on Aging Foodservice Standard Operating
Procedures manual.
Meal Service requires that Subrecipient shall:
Maintain hot food hot, as described in Subsection
10.2.5.1, for a maximum of three (3) hours from the
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1129 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 36
completion of cooking at the central kitchen to the
completion of service at the Congregate Meal site.
Maintain hot food hot, as described in Subsection
10.2.5.1, for a maximum of two (2) hours at the
Congregate Meal site.
Serve meals at a regularly scheduled time at each
Congregate Meal site.
Follow the provisions of “Offer Versus Serve” as
found in Title 7 Code of Federal Regulations Part
226.20(p).
Ensure each Congregate Meal site maintains a
minimum participation of at least fifteen (15) Clients
per day. Subrecipient may submit a written request
to County for a waiver to deviate from this
requirement.
Each meal shall be served in a Congregate Meal
site facility that complies with the Americans with
Disabilities Act (ADA) of 1990, as amended (Title
42 United States Code Section 12101 et seq.).
Each facility must have restrooms, lighting, and
ventilation, which meet the requirements of
California Health and Safety Code Section 113700,
et seq. Equipment, including sturdy tables and
chairs, shall be appropriate for Older Individuals.
Tables should be arranged to assure ease of
access and encourage socialization.
Subrecipient shall allow presence of Service Animals as follows:
The ADA defines service animals as dogs that are
individually trained to do work or perform tasks for
people with disabilities. Examples of such work
include guiding people who are blind, alerting
people who are deaf, pulling a wheelchair, alerting
and protecting a person who is having a seizure,
reminding a person with mental illness to take
prescribed medications, etc. Dogs whose sole
function is to provide comfort or emotional support
do not qualify as service animals under the ADA.
State and local governments, businesses, and
nonprofit organizations that serve the public
generally must allow service dogs to accompany
people with disabilities in all areas of the facility
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1130 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 37
where the public is normally allowed to go, such as:
patient rooms in hospitals, hospital clinics, hospital
cafeterias, hospital examination rooms, etc.
Subrecipient shall allow the use of service animals
at all Congregate Meal sites. Service animal must
be harnessed, leashed, or tethered, unless these
devices interfere with the service animal's work or
the Client’s disability prevents using these devices.
In that case, Subrecipient may require that the
Client must maintain control of the service animal
through voice, signal, or other effective controls.
Subrecipient acknowledges that a Client with a
disability cannot be asked to remove their service
animal from the premises unless the service animal
is out of control and the Client does not take
effective action to control it or if the service animal is not housebroken. When there is a legitimate
reason to ask that a service animal be removed,
staff must offer the Client with the disability the
opportunity for Services without the service
animal's presence.
Subrecipient acknowledges that Subrecipient's
sites that sell or prepare food must allow service
animals in public areas even if State or local health
codes prohibit animals on the premises. This
includes Congregate Meal sites. Subrecipient Staff
are not required to provide food or care for a service
animal.
Subrecipient shall ensure that Clients with
disabilities who use service animals will not be
isolated from other Clients, treated less favorably
than other Clients, or charged fees that are not
charged to other Clients without service animals.
When it is not obvious what service a service animal
provides, only two (2) limited questions may be
asked:
Is the animal a service animal
required because of a disability?
What work or task has the service
animal been trained to perform?
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1131 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 38
Subrecipient Staff cannot ask about a Client’s
disability, require medical documentation, require a
special identification card or training documentation
for a for a service animal, or ask that the service
animal demonstrate its ability to perform any work
or task.
Subrecipient shall ensure that Clients who attend Congregate Meal sites operating in Adult Day Programs and Elderly Housing Facilities meet the eligibility criteria specified in Subsection 10.2.2 (Eligibility for Congregate Meal Services) for Congregate Meal Services; and these sites shall meet the following criteria listed below:
Be open to the general public.
Not receive funds from another source (i.e., MediCal, private payment fees in the form of a flat/bundled rate, etc.) for the cost of the same meal, equipment or Services.
Home–Delivered Meal Services Requirements
Subrecipient shall provide Home-Delivered Meal Services, which include the procurement, preparation, service, and delivery of nutritious meals in home environments/settings to Older Individuals who are homebound by reason of illness, disability or isolation, and meet the criteria identified in Subsection 10.3.2 (Eligibility for Home-Delivered Meal Services). Home-Delivered Meal Services are intended to reduce hunger and food insecurity, maintain and/or improve the physical and social well-being of homebound Older Individuals, and to make referrals for nutrition education, nutrition counseling, and other nutrition services, as appropriate, based on the needs of these Individuals.
Eligibility for Home-Delivered Meal Services
Individuals are eligible to become Clients and
receive Home-Delivered Meal Services when they
meet at least one (1) of the following criteria:
An Older Individual who is frail and
homebound by reason of illness,
disability, or isolation. Priority shall
be given to Older Individuals
described herein. Frail, as defined
in Title 22 California Code of
Regulations Section 7119, is an
Older Individual who is
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1132 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 39
determined to be functionally
impaired because the Older
Individual either:
Is unable to
perform at least
two (2) Activities of
Daily Living (ADL),
including:
breathing, bathing,
toileting, dressing,
feeding,
transferring and
mobility and
associated tasks,
without substantial
human
assistance,
including
supervision,
verbal reminding,
or physical cueing;
or
Due to a cognitive
or other mental
impairment,
requires
substantial
supervision
because the Older
Individual behaves
in a manner that
poses a serious
health or safety
hazard to the
Individual or to
others.
The spouse of any Older
Individual described in this
Subsection 10.3.2, regardless of
the spouse’s age or condition, if
an assessment by Subrecipient
concludes that it is in the best
interest of the frail/homebound
Older Individual.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1133 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 40
An individual with a disability who
resides in the home of any Older
Individual as described in this
Subsection 10.3.2, if an Initial
Assessment (defined in
Subsection 10.3.3.1 (HomeDelivered Meal Initial Assessment Requirements of Potential Client))
by Subrecipient concludes that it
is in the best interest of the
homebound Older Individual.
Client Assessment for Home-Delivered Meal Services
Home-Delivered Meal Initial Assessment
Requirements of Potential Client
Subrecipient's initial
determination of potential Client’s
eligibility for Home–Delivered
Meal Services may be
accomplished by telephone.
Subrecipient shall complete a
written Initial Assessment to
determine potential Client’s
eligibility in the potential Client’s
home either two (2) weeks before
or two (2) weeks after potential
Client’s Home-Delivered Meal
Services first begin by using
Attachment 4 (Universal Intake
Form) as provided annually by
County. Completion of written
Initial In-Home Assessment also
pertains to all potential Clients that
require placement on the HomeDelivered Meal Services Waitlist.
The Initial Assessment shall
include the type of meal
appropriate for the potential Client
in their living environment and
Subrecipient shall check to see if
the potential Client has a stove or
microwave to heat or reheat
meals. Subrecipient shall
complete the following information
on the Los Angeles County Area
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1134 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 41
Agency on Aging Universal Intake
Form for the potential Client:
Name
Address
Date of Birth
Gender
Sexual Orientation
and Gender
Identity (SOGI)
Veteran Status
Race/Ethnicity
Relationship
Status
Type of Residence
(house,
apartment, etc.)
Living
Arrangement
(alone/not alone)
Rural Designation/
Unincorporated
City
Receive In-Home
Supportive
Services
Income Status
(which shall be
identified as at,
above, or below
the ACL Federal
Poverty
Guidelines)
Primary Language
Spoken
Nutritional Risk
Score (utilizing the
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1135 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 42
Nutrition
Screening
Initiative
Checklist)
Activities of Daily
Living/Instrumenta
l Activities of Daily
Living
Subrecipient shall enter the
Client’s Initial Assessment data
into the Management Information
System within two (2) weeks of the
initial contact with the Client and
prior to the date that the Client
begins receiving ENP Services.
The Initial Assessment will be
considered incomplete if any of
the data listed above is missing.
Subrecipient shall assign an
Employee to have the primary
responsibility for Client data entry
into Management Information
System. This person will be the
primary contact person for Client
data issues and problems. The
individual will be assigned a
password to log-in and enter
Client information. A back-up
Employee must be designated to
act on behalf of the primary
Management Information System
contact person in the event of his
or her absence.
Subrecipient shall provide County
the name of Subrecipient’s
Management Information System
Employee and back-up Employee
at the start of this Subaward and
within two (2) weeks of any
reassignment or substitution.
Only those Subrecipient
Employees who have been
designated by Subrecipient and
assigned a password by County
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1136 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 43
shall be allowed to access
Management Information System.
Subrecipient shall complete
Attachment 13 (Home-Delivered
Meal Program Priority of Service
Screening Tool) for all HomeDelivered Meal Clients.
Instructions for completing the
form are provided in Attachment
14 (Home-Delivered Meal
Program Priority of Service
Screening Tool Instructions).
Home-Delivered Meal Clients
shall also be assessed to
determine their need for nutritionrelated supportive services and be referred as necessary.
Subrecipient shall work with the
DASS Program subrecipient
identified in the AAA Provider List
(as provided by County on an
annual basis) to refer HomeDelivered Meal Clients that Subrecipient has assessed as
diabetic, and/or have a high
nutrition risk score of ten (10) or
higher, or a nutrition risk score of
six (6) to nine (9) and meet a
secondary criteria, according to
the National Screening Initiative
Checklist (refer to Subsection
10.9 (Mandatory Coordination
with Dietary Administrative
Support Services Program
Subrecipient)).
Subrecipient shall implement
criteria to assess the level of need
for each eligible Home–Delivered
Meal Service Client as outlined in
Subsection 10.3.2 (Eligibility for
Home-Delivered Meal Services),
and in the appropriate section(s)
of the most current edition of the
Los Angeles County Area Agency
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1137 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 44
on Aging Foodservice Standard
Operating Procedures manual.
Home-Delivered Meal Reassessment
Requirements
Subrecipient shall perform a
Reassessment of a Client’s needs
a minimum of once every three (3)
months (on a quarterly basis)
during the Fiscal Year. A
minimum of one (1)
Reassessment shall be entered
into the Management Information
System during the first quarter
(July 1st to September 30th) of
each Fiscal Year for all continuing
Clients who will receive services
that Fiscal Year.
Reassessments shall be
conducted in the Client’s home at
least every other quarter.
Subrecipient may schedule
Reassessments according to the
Home-Delivered Meal routes
which is assigned to Client (i.e., all
Clients on a Home-Delivered Meal
route are assigned to receive
telephone and/or In-Home
Reassessments at the same
time). Subrecipient shall conduct
Reassessments on the following
schedule commencing three (3)
months from when the Client first
begins receiving Home-Delivered
Meal Services:
Three (3) Month
Reassessment:
Telephone the
Client to
determine if the
need for HomeDelivered Meal
Services still
exists.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1138 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 45
Six (6) Month
Reassessment:
Conduct an InHome visit to
determine if the
need for HomeDelivered Meal
Services still
exists. The visit
may include an
evaluation of the
type of meal (i.e.
hot and/or frozen)
the Client
receives. Also,
ask the Client for
the number of
Emergency Meals
the Client has
remaining.
Nine (9) Month
Reassessment:
Telephone the
Client to
determine if the
need for HomeDelivered Meal
Services still
exists.
Twelve (12) Month
Reassessment:
Perform a
Reassessment by
completing a new
Attachment 4
(Universal Intake
Form) as stated in
Subsection
10.3.3.1 (HomeDelivered Meal
Initial Assessment
Requirements of
Potential Client).
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1139 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 46
This Reassessment shall be
conducted in the Client’s home.
Subrecipient shall enter Client’s
Reassessment into the
Management Information System
within two (2) weeks of completing
the Reassessment.
Subrecipient shall thereafter
conduct a quarterly update of
Client’s needs based on the three
(3), six (6), nine (9) and twelve
(12) month schedule.
Home-Delivered Meal Waiting List
Reassessment Requirements
Subrecipient shall conduct an inhome assessment for Clients who remain on the Home-Delivered
Meal Waiting List on the third (3rd)
and ninth (9th) month after the
Initial Assessment (refer to
Subsection 10.3.4 (HomeDelivered Meal Waiting List
Requirements)).
Subrecipient shall make every
effort to ensure that HomeDelivered Meal Clients that are removed from the Program are
referred to and linked with other
nutrition-related supportive
services programs for Older
Individuals.
Home-Delivered Meal Waiting List Requirements
Subrecipient must establish and maintain a monthly
Home-Delivered Meal Waiting List in the
Management Information System when it is unable
to provide meals for all Clients who are waiting to
receive Home-Delivered Meals.
A Client’s position on the Home-Delivered Meal
Waiting List shall be prioritized based on the Client
meeting criteria for the greatest economic/social
need, being at risk for institutional placement if
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1140 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 47
meals are not provided, and/or in accordance with
policy established by Subrecipient and approved by
the DASS Program subrecipient’s registered
dietitian.
Subrecipient shall complete Attachment 13 (HomeDelivered Meal Program Priority of Service Screening Tool) for all Clients on the HomeDelivered Meal Waiting List.
The Home-Delivered Meal Program Priority of
Service Screening Tool establishes a weight factor
to determine priority placement on the HomeDelivered Meal Waiting List. Subrecipient shall give priority of Service to Clients with the greatest need
and the highest overall score.
Subrecipient shall enter the name and demographic
information of Clients placed on the HomeDelivered Meal Waiting List into the Management Information System.
Subrecipient shall provide a Telephone
Reassurance call to Clients (age sixty (60) or older)
on the Home-Delivered Meal Waiting List each
month to ascertain whether Services are still
needed.
If Services are no longer needed due to enrollment
in the Home-Delivered Meal Program; Subrecipient
shall change the Client’s status in the Management
Information System from “waiting list” to “enrolled”
and add an end date to the waiting list. If Services
are no longer needed due to other factors such as
the Client is no longer interested, etc., Subrecipient
shall remove the Client’s name from waiting list and
enter an end date.
Existence of Home Delivered Meals Waiting List
deems justification for monitoring visits by the
County’s Contract Compliance Division.
Each Home-Delivered Meal may consist of hot, cold, and/or frozen food.
Meal delivery to Home-Delivered Meal Clients requires that Subrecipient:
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1141 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 48
Subrecipient shall obtain County permission in
writing prior to providing Home-Delivered frozen
Meals to Clients.
Subrecipient shall set regular delivery schedules so
meals will be delivered at a consistent time each
day.
Subrecipient must provide written instructions for
handling and re-heating Home–Delivered Meals in
the language of the majority of Clients being served
Home-Delivered Meals.
Must ship hot meals to Home-Delivered Meal
Clients in insulated containers, heated containers,
or heated truck to maintain a temperature of one
hundred forty degrees Fahrenheit (140˚F) or above.
Must ship cold food to Home-Delivered Meal
Clients in ice chests, insulated containers, or
refrigerated trucks to maintain a temperature of
forty-one degrees Fahrenheit (41˚F) or below. Food
should not come in contact with ice.
Must ship frozen meals to Home-Delivered Meal
Clients in an ice chest with ice, ice blanket or blue
ice to maintain a solid, frozen state. Ice cream shall
be at or below temperatures of seven – ten degrees
Fahrenheit (7˚ - 10˚F).
May ship bread, whole fruits, cookies, cakes, and
non-potentially hazardous foods to HomeDelivered Meal Clients at room temperature.
Home-Delivered Hot Prepackaged Meals
Home–Delivered hot prepackaged meals shall be
delivered to Clients in a manner that maintains
appropriate temperatures and that protects them
from potential contamination from dust, insects,
rodents, unclean equipment and utensils, and
unnecessary handling.
Home-Delivered Meal routes must be completed in
the shortest time possible to assure absence of
contamination. Home-Delivered hot prepackaged
meals must be delivered to Clients within three (3)
hours after food has left the central kitchen.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1142 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 49
Subrecipient, central kitchen, or caterer must utilize
a batch production cooking schedule (producing the
product in multiple loads/batches) if the same
drivers deliver meals on two (2) routes on the same
day. Hot food may not be held for more than three
(3) total combined hours in the central kitchen and
in the delivery vehicle before delivery.
Home-Delivered Frozen Meals
Subrecipient shall obtain County permission in
writing prior to providing Home-Delivered Frozen
Meals to Clients.
Subrecipient shall conduct an assessment on a
Client’s capability to receive a Home-Delivered
Frozen Meal and ability to prepare a frozen meal
prior to implementing Home-Delivered Frozen Meal
service.
Frozen Home-Delivered Meals and any
accompanying cold and room temperature items
shall be delivered to Clients in a sanitary manner to
assure absence of contamination and shall be
packaged to assure temperature control.
Delivery of Frozen Home-Delivered Meals may
extend beyond three (3) hours provided the frozen
meals remain solidly frozen and do not rise above
twenty-nine degrees Fahrenheit (29˚), and any
accompanying cold food must maintain a
temperature of forty-one degrees Fahrenheit (41˚F)
or below.
Meals must remain frozen until the final delivery is
complete. Temperature should be no higher than
twenty-nine degrees Fahrenheit (29˚F).
Emergency Meal Services Requirements for Home-Delivered Meal Clients
Subrecipient shall provide Emergency Meal Services, which include shelf stable meals provided to Older Individuals who are homebound by reason of illness, disability or who are otherwise isolated. These Services include provision of a minimum of three (3) shelf-stable meals per Fiscal Year. These meals are to be used in the event of an emergency or natural disaster such as earthquakes, power outage, floods, or any disruption of regular DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1143 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 50
meal service to ENP Clients who are receiving Home-Delivered Meal Services.
Eligibility for Emergency Meal Services
Individuals are eligible to become Clients and
receive Emergency Meal Services when they meet
the following criteria:
A Home-Delivered Meal Client
(age sixty (60) or older) who is frail
and homebound by reason of
illness, disability, or isolation.
Subrecipient shall have emergency shelf-stable meals available for use during a power outage or any disruption of regular service.
Subrecipient must be able to continue the provision of food to homebound Clients for a minimum of three (3) days in the event that their usual deliveries are disrupted.
Subrecipient may work with the vendor of its choice to develop the menu for Emergency Meals. This menu must be
approved/certified by DASS Program subrecipient’s Project Manager.
Each meal shall provide one-third (1/3) of the current Dietary Reference Intakes included in the current Dietary Guidelines for Americans. Meal components are detailed in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
All meals must have a minimum of a six (6) month shelf life from the date of purchase/issuance to the Client.
Subrecipient must provide Client with instructions on how and when to use and rotate the emergency food when meals are distributed to Client. Each Home-Delivered Meal Client must be informed of the purpose of the Emergency Meals. The Client or their designated representative must sign an acknowledgment form to indicate receipt of instructions .at the time of delivery.
Subrecipient must maintain the acknowledgement form in the Client’s files.
Emergency Meal distribution may occur during the Initial Assessment for new Home-Delivered Meal Clients or during the Reassessment for existing Home-Delivered Meal Clients.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1144 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 51
Subrecipient must follow-up with all Home-Delivered Meal Clients during each in-home Reassessment to see if the Client still has Emergency Meals available. If the Client no longer has the Emergency Meals, this must be annotated, and Subrecipient may provide Client with an additional three (3) Emergency Meals contingent upon the availability of Subaward funding.
Telephone Reassurance Services Requirements for Home-Delivered Meal Clients
When Subrecipient provides Home-Delivered Meal Services, Subrecipient shall also provide Telephone Reassurance
Services, which are defined as regular telephone contact and safety checks to reassure and support Home-Delivered Meal Services Clients (age sixty (60) or older) and any other Older Individual who is on a waiting list to receive Home-Delivered Meal Services.
Eligibility for Telephone Reassurance Services
Individuals are eligible to become Clients and
receive Telephone Reassurance Services when
they meet the following criteria:
An Older Individual; and
Must be either:
A Home-Delivered
Meal Client (age
sixty (60) or older).
An Older
Individual who is
on the HomeDelivered Meal
waiting list as
recorded in the
Management
Information
System (refer to
Subparagraph
9.18.4 (Information
Technology
Systems –
Management
Information
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1145 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 52
System) of the
Subaward).
Telephone Reassurance Services shall only be
provided to Home-Delivered Meal Clients who meet
the age eligibility requirement of sixty (60) years of
age or older.
Subrecipient that delivers Telephone Reassurance Services to individuals not meeting eligibility criteria will be required to repay County for those Services.
Subrecipient shall use trained Volunteers or its Employees to provide regular telephone contact and safety checks to reassure and support Clients who are homebound as specified herein:
Telephone Reassurance Service shall be provided to all Clients receiving Home–Delivered meals (frozen or hot) and to all Clients who are on a Home-Delivered Meal Waiting List in Management Information System for a Home-Delivered meal.
Telephone Call Frequency
At a minimum, Subrecipient must call Clients who
receive Home-Delivered frozen meals one (1) day
per week.
At the discretion of Subrecipient, Clients who
receive Home–Delivered hot meals may be called
one (1) day per week.
Subrecipient shall call Clients who are on a HomeDelivered Meal Waiting List in Management Information System to receive a Home-Delivered
Meal one (1) day per month.
Subrecipient must establish and maintain a
telephone log demonstrating the frequency of calls
for hot, frozen, and wait-listed Home–Delivered
Meal Clients by using Attachment 12 (HomeDelivered Meal Program Telephone Reassurance).
Log).
Subrecipient shall speak with Clients receiving
frozen and/or hot meals and Clients who are on a
waiting list for a Home-Delivered Meal. Telephonic
attempts or leaving voicemail messages does not
qualify as Telephone Reassurance Services.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1146 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 53
Congregate and Home-Delivered Meals Quality Assurance Committee Subrecipient shall establish a Quality Assurance Committee for both Congregate Meal Services and Home-Delivered Meal
Services. This Committee’s purpose shall be: preventing problems and constant quality improvement to ensure that proper food preparation and meal service procedures are being
followed; that the quality of the food is consistent; and that Client satisfaction is being measured. Corrective action shall be taken for any issues identified.
The Quality Assurance Committee shall be appointed by the Subrecipient’s Project Manager and shall include: Project Manager, Site Manager(s), Home-Delivered Meal Coordinator, Food Service Manager or Caterer, Client representatives from the Congregate Meal site(s), and DASS Program subrecipient’s registered dietitians. Clients will be recruited selected and organized by Subrecipient to provide input and advice on Services and Program policies.
Meetings shall be held at least once a month or more frequently, if desired. The Food Service Manager from the Caterer or central kitchen must attend the Quality Assurance meetings.
Minutes detailing each committee meeting shall be kept on file for one (1) year, and shall include: date, time, members in attendance, and a brief summary of the month’s quality
assurance meal evaluations and Congregate Sites Daily Meal Comments as detailed in Section QA-1 of the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. Focal point of the minutes shall be the resolution of problems related to quality food production and service. Problems shall be presented, and solutions proposed, tested, and evaluated.
Records shall also be kept of individual quality assurance audits done by committee members.
Quality Assurance meetings can also be included to discuss:
Congregate Meal site audits, Home-Delivered Meal route audits, Caterer audits, central kitchen audits, menu changes, suggested donations, and problems occurring at Congregate Meal sites.
Committee members or other assigned Clients shall conduct meal evaluations at Congregate Meal sites at least once every two (2) weeks or more frequently, if desired. Problem meals or those that are outstanding may warrant unplanned, on-the-spot evaluations by committee members. These evaluations, along DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1147 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 54
with written comments provide important data for the problemsolving process.
Two (2) times per month, Home-Delivered Meal route drivers shall complete a simple written quality assurance evaluation while recording temperatures. The quality assurance evaluation shall be completed using a quality assurance evaluation form as provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. This
evaluation is to monitor the quality of the meal and to ensure that temperatures are within the required safety standards. Each time, the driver shall be assigned a different day to conduct the temperature monitor and evaluation so that all Home-Delivered Meal routes and meals are tested. An extra meal shall be included on this route and shall be evaluated after the last participant has received a meal.
Meal and Quality Assurance Evaluations
Congregate Meals shall be evaluated daily as part of quality assurance.
The Site Manager shall sample each meal and poll Clients every day to judge meal satisfaction.
On a daily basis, the Site Manager will fill out the Congregate Sites Daily Meal Comments form, which is provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
At a minimum of four (4) times per month, the Site Manager shall assign a Client(s) to complete a Quality Assurance Evaluation form, which is provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
Subrecipient shall provide these completed forms to the Quality Assurance Committee Meeting for review.
Daily Client meal evaluations shall be made available for Clients at each Congregate Meal site. Clients will use these forms to communicate positive and negative comments regarding meal quality. These forms will be reviewed monthly at the Quality Assurance Committee meeting.
On a weekly basis, the Home-Delivered Meal Coordinator shall sample a hot Home-Delivered Meal once each week and
complete the Hot Home-Delivered Meal Daily Meal Comments form, which is provided in the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1148 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 55
The Home-Delivered Meal Coordinator shall assign a driver to complete a quality assurance meal evaluation a minimum of once per month. Subrecipient shall provide these completed forms to the Quality Assurance Committee Meeting for review.
Subrecipient shall adhere to requests for Corrective Action Plan (CAP) from DASS Program subrecipient and/or County. CAP shall be prepared by Subrecipient to address performance deficiencies at site, route, or caterer/central kitchen. DASS Program Subrecipient shall review and approve plan in addition to monitor remedial action.
Nutrition Services Incentive Program
For purposes of this Subaward, Subrecipient may receive additional funding to supplement the cost for food used in meals served, which is known as the Nutrition Services Incentive Program (NSIP) under Section 311 of the OAA. The purpose of the NSIP is to provide incentives that encourage and reward effective performance by Subrecipient in the efficient delivery of nutritious meals to Clients. NSIP reimbursement may be
requested by Subrecipient for meals which:
Meet the dietary guidelines, as specified in Section
339 of the OAA (Title 42 United States Code
Section 3030g-21).
Are served to Clients, as specified in Subsections
10.2.2 (Eligibility for Congregate Meal Services)
and 10.3.2 (Eligibility for Home-Delivered Meal
Services).
Are served to Volunteers of any age pursuant to
Subsection 10.2.3 (Eligibility for Volunteer Meals).
All meals provided through the ENP that receive
NSIP funds, whether prepared on-site, frozen, nonperishable (e.g. canned goods or pasta, products that do not spoil), boxed, or catered, must comply
with the most recent DGAs and provide a minimum
of one-third (1/3) of the DRIs, and meet the
requirements outlined in Subsection 10.1 (General
ENP Meal Requirements).
Follow the provisions of “Offer Versus Serve” as
found in Title 7 Code of Federal Regulations Part
226.20(p). Congregate Meal Clients may be
permitted to decline items due to preference or
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1149 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 56
medical reasons. NSIP funds are not affected
when a Client declines menu items.
Mandatory Coordination with Dietary Administrative Support Services Program Subrecipient
Subrecipient shall work with County’s DASS Program
subrecipient identified in the AAA Provider List (as provided by County on an annual basis). DASS Program subrecipient
provides the following services: oversight of ENP by DASS Program subrecipient’s registered dietitians; nutrition education for Congregate and Home–Delivered Meal Clients; nutrition counseling for Clients with high Nutrition Risk Scores; quality assurance reviews; monitoring of Congregate Meal sites and Home-Delivered Meal routes; in-service training for food service staff and Volunteers; menu analysis; and, technical assistance in areas such as menu development, Caterer selection, purchasing and problem-solving.
Subrecipient shall provide DASS Program subrecipient with the number of Nutrition Education materials needed for distribution to Home-Delivered Meal Clients during the Fiscal Year.
Subrecipient shall make Client referrals for Nutrition Counseling, either in person, by fax, phone or email, to DASS Program subrecipient for all Clients who are diabetic and/or have a Nutritional Risk score of ten (10) and above, or six (6) to nine (9) and meets a secondary criteria below:
Client has an illness or condition that resulted in a
change in the kind and/or amount of food that is
consumed.
Client consumes fewer than two (2) meals per day.
Client has unintentionally lost or gained ten (10)
pounds in the past six (6) months.
Subrecipient acknowledges that Subrecipient’s ENP Services will be monitored by DASS Program subrecipient on a monthly basis and shall cooperate with monitoring efforts. Subrecipient shall correct any problems noted in DASS Program subrecipient's Monitoring Reports provided to Subrecipient each month.
Subrecipient shall have fifteen (15) days from the receipt of the Monitoring Report to respond in writing to DASS Program subrecipient and County in writing with an action plan to correct the problem.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1150 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 57
Subrecipient shall work with DASS Program subrecipient during the Elderly Nutrition Program Annual Assessment process. This includes scheduling visits and providing all requested Client records within required timeframe.
Subrecipient shall work with DASS Program subrecipient’s registered dietitians to develop menus for ENP. All menus must be reviewed, certified, and approved by DASS Program
subrecipient. DASS Program subrecipient and Subrecipient will include input from food production staff, Caterer(s) and Subrecipient’s Quality Assurance Committee as described in Subsection 10.6 (Congregate and Home-Delivered Meals Quality Assurance Committee).
Subrecipient shall work with DASS Program subrecipient to complete the annual nutritional analysis with the designated caterer/central kitchen. Subrecipient will serve as liaison between DASS Program subrecipient and caterer/central kitchen.
Subrecipient’s project menus meeting Dietary Guidelines requirements (Section 339 of the OAA (Title 42 United States Code Section 3030g-21)) must be reviewed, approved and
certified by DASS Program subrecipient’s registered dietitians and approved by County.
Mandatory Coordination with SNAP-Ed/CalFresh Healthy Living Program Subrecipient
Subrecipient shall provide support with planning and
scheduling of SNAP-Ed/CalFresh Healthy Living sessions to County’s SNAP-Ed/CalFresh Healthy Living Program
subrecipient.
Mandatory Coordination with Disease Prevention and Health Promotion Program Subrecipient
Subrecipient shall make referrals, as needed, either in person, by fax, phone or email, to Disease Prevention and Health Promotion (DPHP) Program subrecipient (identified in the AAA Annual Nutrition Program Provider list) for Clients who would benefit from disease prevention and health promotion programs.
Subrecipient may plan and schedule appropriate Health
Promotion Clinics at Congregate Meal sites which are selected with input from Subrecipient’s Quality Assurance Committee and coordinated with the DPHP Program subrecipient.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1151 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 58
Central Kitchen/Caterer
Subrecipient shall use either a central kitchen or Caterer to prepare meals and shall notify County which source Subrecipient will use to obtain meals.
Central Kitchen: When utilizing this option,
Subrecipient asserts that Subrecipient will prepare
meals at a certified commercial kitchen(s).
Caterer: When utilizing this option, Subrecipient
asserts that it will procure a Caterer in accordance
with Subsection 10.13 (Procurement of Caterer)
who will prepare meals and provide them to
Subrecipient.
Subrecipient shall employ a Project Manager, Food Service Manager or a Caterer, and Site Manager who are certified Food Protection Managers by the National Restaurant AssociationServSafe® or other recognized organization. There must be a certified Food Protection Manager in-charge at each central kitchen and at each Congregate Meal site. The Project Manager and Food Service Manager/Caterer must obtain Hazard Analysis and Critical Control Points (HACCP) Program Training within six (6) months of hire.
Subrecipient shall ensure that the requirements of HACCP and quality assurance programs are enforced at all central kitchens and Congregate Meal sites, and that Caterer(s) maintains and utilizes operational HACCP and quality assurance programs.
Subrecipient shall adhere to the Program requirements outlined in Title 22 California Code of Regulations Sections 7630-7638.13 and in the most current edition of the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual.
Subrecipient shall ensure that a pest control operator inspect the facility on a monthly basis. Subrecipient shall implement an integrated pest management program that provides procedures to prevent and to get rid of pests. These procedures shall include those performed both by central kitchen/catering staff and by the pest control operator. Pest Control Reports shall be kept on file and made available for review by County and DASS Program subrecipient’s registered dietitians.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1152 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 59
Procurement of Caterer
When Subrecipient elects to use the services of a Caterer to prepare/supply meals, Subrecipient shall procure that Caterer from a pool of caterers who are on the AAA Approved Caterer List. Such caterers have been inspected and certified by DASS Program subrecipient and have been approved by County. The AAA Approved Caterer List shall be provided by County on an annual basis.
Pursuant to Title 22 California Code of Regulations Sections 7352 – 7364, Subrecipient shall procure Caterer from the AAA Approved Caterer List using a competitive solicitation process.
Subrecipient shall release a solicitation which can only be responded to by those caterers who are on the AAA Approved Caterer List. After evaluation of all bids/proposals and upon selection of the successful Caterer, Subrecipient shall enter into a Lower Tier Subaward with the successful Caterer. In
accordance with Subparagraph 8.40 (Lower Tier Subaward) of the Subaward, Subrecipient must obtain approval from County prior to entering into the Lower Tier Subaward.
Noncompetitive awards may be made by Subrecipient when the award is infeasible for competitive bid as a result of any of the conditions outlined in Title 22 California Code of Regulations Section 7360 (Noncompetitive Awards).
Health and Fire Inspections
Subrecipient’s Congregate Meal sites, central kitchens and Caterer shall be inspected annually by the County of Los Angeles Department of Health Services (DHS). Subrecipient must
maintain a grade of “B” or better from DHS based on the inspections conducted by DHS for food services. Subrecipient shall work with DASS Program subrecipient to seek assistance in correcting any violations in accordance with the Los Angeles County Area Agency on Aging Foodservice Standard Operating Procedures manual. In accordance with Subparagraph 9.22.3 (Subaward Compliance Documents) of the Subaward,
Subrecipient must submit to County annual inspection reports from DHS for each Congregate Meal site, central kitchen and/or Caterer.
Subrecipient’s Congregate Meal sites and central kitchens shall be inspected annually by the Los Angeles County Fire
Department or Subrecipient’s local fire department. In
accordance with Subparagraph 9.22.3 (Subaward Compliance Documents) of the Subaward, Subrecipient must submit to DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1153 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 60
County annual inspection reports from either the Los Angeles County Fire Department or Subrecipient’s local fire department for each Congregate Meal site and central kitchen.
Licenses and Certifications for Services
Subrecipient shall obtain and maintain, all appropriate licenses, permits and certificates required by all applicable County, State of California and/or Federal laws, regulations, guidelines, and directives for the operation of its facility(ies) and for the provision of ENP Services.
Prior to the execution of this Subaward, and, in cases of new staff or staff with updated licenses, permits or certifications, Subrecipient shall provide copies of all new or updated licenses, permits and certificates within ten (10) business days of the license, permit or certification award or update. Copies shall be sent to County’s Program Manager listed in Exhibit E (County’s Administration) of the Subaward.
If Subrecipient operates a central kitchen and/or engages the services of Caterer, Subrecipient must maintain current proof of the following:
Public health permit and business license.
Health Department/DHS inspection report (which
shall be current within the most recent twelve (12)
month period) for each central kitchen and/or
Congregate Meal site.
Fire Department inspection report ((which shall be
current within the most recent twelve (12) month
period) for each central kitchen and/or Congregate
Meal site).
Hazard Analysis Critical Control Point Certificate
and Food Protection Manager Certificate (ServSafe
Certificate) for Food Service Manager.
Subrecipient shall ensure that required Employees
attend ServSafe training and successfully pass
examination. Subrecipient shall absorb cost of
training for Employees that fail examination and are
required to take a remedial course.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1154 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 61
Contributions and Fees for Cost of Meals
Subrecipient shall develop and implement a method to enable Clients to voluntarily contribute to the cost of the Program (i.e., Client who receives a meal shall be given the opportunity to contribute to the cost of the meal).
Subrecipient shall ensure that Clients are not required to contribute to the Program when they are requesting Services.
Subrecipient’s solicitation of voluntary contributions shall not be coercive.
Subrecipient shall clearly inform Client that contributions are strictly voluntary and Subrecipient shall not pressure Client to contribute to the cost of the meal.
Subrecipient shall develop a suggested contribution with input from its Quality Assurance Committee. When developing this contribution amount, the income ranges of the Older Individuals in the community and Subrecipient’s additional sources of income shall be considered.
Subrecipient shall post a sign near the contribution container at each Congregate Meal site indicating the suggested contribution for Clients and the guest fee (amount charged to non-seniors).
The sign shall also state, “Your donation is voluntary and is not a requirement to receive a meal if you are eligible for the Elderly Nutrition Program.”
Staff at the sign-in table must be trained on the donation policy emphasizing the confidential nature of the contributions.
Home-Delivered Meal agreements may have a suggested
donation amount. The agreements shall not be coercive and shall state, “Your donation is voluntary and is not a requirement to receive a meal if you are eligible for the Elderly Nutrition Program.”
Client shall not be denied Services because of his/her failure or inability to contribute to the cost of Services.
Subrecipient shall establish procedures for soliciting donations that provide Clients with a confidential method for making donations.
Subrecipient shall ensure that Client’s decision to contribute as well as the amount of Client’s contribution is kept private and confidential.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1155 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 62
Guest Fees
All guests under the age of sixty (60) shall pay for
the full cost of a meal. The guest fee shall be
sufficient to cover all meal costs.
There is no provision for a guest fee to be private.
Subrecipient shall serve meals to guests only if
sufficient food is available after Clients are served.
Clients shall not be denied Services based on their inability or unwillingness to contribute. Subrecipient shall not use any of the following practices as it relates to voluntary
contributions/donations and/or share of costs:
Requesting Clients to assist in the share of cost to
the Program.
Tracking donations by accounts receivable.
Tracking donations by individual Clients.
Using pamphlets and websites stating that payment
is required for Services or stating a monetary
amount for Services.
Employing tactics, in any way, that could be viewed
as embarrassing and/or obligatory requests for
donations.
Employing tactics such as allowing Volunteers to
guard the collection boxes or having Clients sign in
and pay before receiving Services.
At the time of the Initial Assessment, compelling
Client to pledge a particular amount as an agreed
upon donation.
Using coercion to solicit voluntary contributions.
Using a donation request resembling a billing
statement or invoice.
Imposing a suggested contribution rate based on
an individual’s income.
Subrecipient shall establish and adhere to written procedures to protect contributions and fees from loss, mishandling, and theft.
Such procedures shall be kept on file at Subrecipient’s site.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1156 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 63
Subrecipient shall separate collected contributions
(donations/fees) from Subaward funding. All contributions shall be identified as Program Income and used to: increase the number of meals served, facilitate access to such meals, and to provide nutrition-related supportive services.
Contributions earned in excess of the amount(s) reported in the Budget(s) may be deferred for use in the first quarter of the next Fiscal Year (when County renews the Subaward term) and must be used to expand baseline Services. Such funds shall be recorded as Program Income.
All records of contributions, written procedures governing solicitation of funds, solicitation materials, or other contribution related records shall be held pursuant to record retention policies outlined in Subparagraph 8.38 (Record Retention, Inspection and Audit Settlement) of this Subaward.
Emergency and Disaster Preparedness
Notwithstanding Subrecipient’s and County’s contractual objective to provide Services to Clients, Subrecipient shall make Services available to any person impacted by a nationally or State-declared emergency event, contingent upon the availability and commitment of Federal Emergency Management Agency
(FEMA) or State Office of Emergency Services funds with which to reimburse Subrecipient for funds expended.
In the event of extraordinary incidents, unusual occurrences, natural disasters or crime, including but not limited to repairs, modifications, refurbishment, fumigation, or replacement of facility(ies), vandalism, acts of nature, and third-party negligence, Subrecipient must have an emergency plan in place to ensure that there is no disruption in Services.
Subrecipient must have a written Emergency and Disaster Plan on file describing how Services will be maintained during and following the event of a disaster or emergency. Attachment 6 (Emergency and Disaster Plan Basic Requirements) details the minimum requirements of the plan. The written plan must include the following sections:
Emergency and Disaster Plan Mission
Business Continuity Plan
Emergency Response Organization Chart
Roster of Critical Local Contacts
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1157 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 64
Communication Plan
The Emergency and Disaster Plan must be made available to Staff and any County-approved Lower Tier Subrecipients for reference before, during, and after the emergency or disaster.
Subrecipient’s key Staff members shall have a copy of the Emergency and Disaster Plan easily accessible at all times.
Annually, Subrecipient shall update the Emergency and Disaster Plan and submit it to County’s Emergency Coordinator as indicated in Exhibit E (County’s Administration) of the Subaward.
The Emergency and Disaster Plan shall be saved on an
encrypted computer storage jump drive for easy access and transportability.
Subrecipient must maintain an updated hardcopy registry of Clients with contact information for emergency and disaster purposes. Subrecipient shall use the registry to contact Clients to assess if Client is safe, needs a referral to an evacuation center or other assistance, and has a plan to stay in a safe and healthy environment.
Subrecipient must make arrangements for the availability of a minimum of three (3) meals to Clients during a major disaster, as defined in Title 42 United States Code Section 5122(2).
Subrecipient shall complete Attachment 7 (Site Emergency Resource Survey) to help identify and assess potential resources in the community to support the Service population following a large community emergency or disaster.
Annually, on the last business day in September,
Subrecipient shall submit the completed
Attachment 7 (Site Emergency Resource Survey)
to County’s Emergency Coordinator.
Subrecipient shall also complete and submit
Attachment 7 (Site Emergency Resource Survey)
to County’s Emergency Coordinator anytime there
is a change in information.
Subrecipient shall develop and have on file a written Business Continuity Plan (BCP) that describes how Subrecipient will reduce the adverse impact of any emergency event, as
referenced in Subsection 10.17.3.1, to Clients as determined by both the scope of the event (e.g., who and what it affects, and to what extent), and also its duration (e.g., hours, days, months).
Subrecipient shall make the BCP available to its Staff and any DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1158 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 65
County-approved Lower Tier Subrecipients for reference before, during, and after such emergency event disruption.
The BCP must include a system to track emergency expenditures and emphasize the following:
Back-up systems for data
Emergency service delivery options
Community resources
Transportation
Subrecipient shall:
Designate an Emergency Coordinator to
communicate with County’s Emergency
Coordinator or designee in the event of an
emergency or disaster and ensure that County’s
Emergency Coordinator or designee has current
contact information for Subrecipient’s Emergency
Coordinator.
Coordinate emergency plans with respective City
Emergency Plans and local Office of Emergency
Services.
Establish alternate communication systems, such
as cell phone or text messaging, in the event that
the regular communication system is interrupted.
Identify lead and support agencies for emergencies
and disasters in the local community so that
response efforts are coordinated with the
appropriate agency.
Maintain a current list of support agencies and
services (in addition to AAA subrecipients) in local
and neighboring communities to provide
Information and Assistance for Clients, their
families and representatives, and facility staff.
Maintain a current list of Subrecipient staff and
Volunteers’ telephone numbers, e-mail addresses,
and emergency contact information.
Maintain adequate emergency and disaster
supplies on site, including emergency first aid
supplies.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1159 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 66
Ensure that there are adequate staff and resources
to execute the emergency and disaster plan in the
event of an emergency or disaster.
Maintain a written escape plan and route for Clients
receiving on-site Services during an emergency or
disaster. The written escape plan and route shall
include a diagram that is visibly posted at the site.
Facilities must have evacuation procedures to
facilitate the safe evaluation of individuals to secure locations.
When necessary and practical, use existing cash
reserves to temporarily cover emergency and
disaster assistance costs for things such as
additional food, supplies, extra Home-Delivered
Meals, home clean-up and safety, emergency
medications, transportation, and other immediate
needs including:
Assisting Older Individuals,
disabled adults, and/or any other
persons seeking refuge by linking
them with medical or emergency
services, family, friends, and
community-based programs such
as the Red Cross or the
appropriate government
agency(ies) that can provide
assistance.
Coordinating Services for Older
Individuals and disabled adults
who may be bedbound,
dependent upon dialysis, or have
life-threatening, chronic illnesses
that require immediate emergency
intervention.
Assisting in the relocation of
homebound, high risk Clients to a
safe location, and coordinating
and arranging emergency
transportation to a predetermined
location.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1160 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 67
Additional Emergency and Disaster Preparedness Policies and Procedures for Home-Delivered Meal Services
The Emergency and Disaster Plan must follow the
instructions the Emergency Planning Policies and
Procedures section of the Los Angeles County Area
Agency on Aging Foodservice Standard Operating
Procedures manual.
Subrecipient shall develop a prearranged
agreement with local food vendor(s) or communitybased organization(s) to assist with the provision of food to homebound Clients for a minimum of three
(3) days in the event that their usual meal deliveries
are disrupted as stated in Subsection 10.17.5.
Food items should include water, frozen meals and
non-perishable goods.
Subrecipient shall have on file a written plan for
continuity of Service following an emergency for a
minimum duration of 72 hours or longer if Client
needing Service is frail or high risk.
Additional Emergency and Disaster Preparedness Policies and Procedures for Congregate Meal Services
The Emergency and Disaster Plan must follow the
instructions provided in the Emergency Planning
Policies and Procedures section of the Los Angeles
County Area Agency on Aging Foodservice
Standard Operating Procedures manual.
Subrecipient shall develop a prearranged
agreement with local food vendor(s) or communitybased organization(s) to assist with the provision of food on site in the event of disruption to the usual
meal service.
Subrecipient shall develop a written escape plan
and route diagram for Clients receiving Congregate
Meals. The written escape plan and route diagram
shall be visible and posted at the meal site.
Subrecipient’s Congregate Meal site(s) must have
evacuation procedures to facilitate the safe
evacuation of Clients to secure locations.
Subrecipient shall develop a plan to feed 200
people per day for at least three (3) days if the
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1161 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 68
Congregate Meal site is designated as a Disaster
Site. Food items should include water, frozen
meals and non-perishable goods. Instructions are
provided in the Emergency Planning Policies and
Procedures section of the Los Angeles County Area
Agency on Aging Foodservice Standard Operating
Procedures manual.
Communication Procedures with County
Subrecipient must provide a status update to
County’s Emergency Coordinator or designee in
the event of an emergency or disaster. The
standard communication procedures during and
after an emergency or disaster are as follows:
County’s Emergency Coordinator
will provide information to
Subrecipient and request
feedback regarding the impact of
the emergency or disaster on
Clients, Program operations,
facilities, and where feasible, the
impact on Older Individuals, their
family caregivers, individuals with
disabilities, and any unmet needs
in Los Angeles County (via text
message, email, telephone, or
any other method that is
available).
Subrecipient will provide
information to County’s
Emergency Coordinator regarding
the impact of the emergency or
disaster and any unmet needs
resulting from the event as soon
as possible (via text message,
email, telephone, or any other
method that is available).
Information received by County’s
Emergency Coordinator will be
compiled into a report that will be
submitted to the Los Angeles
County Board of Supervisors and
CDA Disaster Preparedness
Coordinator.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1162 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 69
Alternative Methods of Service Delivery During an Emergency In the event of an emergency (as determined by Federal
authorities, State authorities, and/or County), County, at its sole discretion, may institute alternative methods that Subrecipient shall follow to deliver Services under this Subaward.
Collaborations
Subrecipient must collaborate with County and City of Los Angeles network of providers and other similar community organizations, Adult Protective Services agencies, law
enforcement agencies, and legal services providers in order to ensure comprehensive and coordinated Service delivery and to prevent unnecessary duplication of Services. Subrecipient is encouraged to share vital assessment information with other agencies providing Services to Client in the home. However, in sharing information with other agencies, Subrecipient must respect Client confidentiality rights, adhere to applicable confidentiality regulations, and follow appropriate protocols.
Subrecipient shall develop linkages with other community-based long-term care service providers, particularly those that see Clients at home.
Subrecipient shall establish procedures to protect all Client information consistent with the terms of this Subaward, any amendments thereto and all applicable laws, and shall not disclose Client information without written consent from County and Client.
Community Outreach
Subrecipient shall provide Community Outreach, which is defined as actively providing and disseminating Program information to the public on available Services for potential Clients. Subrecipient shall also market the Services to all ethnic groups in each Service area (i.e., Supervisorial District, Region, etc.) in which the Services are being provided by Subrecipient. Subrecipient’s outreach efforts shall include, but are not limited to, distribution of information about Services to community members; developing referral sources among providers and community based
organizations who work directly with target groups; including representatives of target groups on advisory boards; participating in groups or organizations for vulnerable adults; using culturally appropriate outreach materials; developing additional ways to access Services; utilizing media directed to targets populations; utilizing bilingual Staff; and other strategies to promote access.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1163 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 70
All materials must be presented in a culturally sensitive manner by Subrecipient.
Subrecipient shall ensure that information and assistance on Services are provided to all populations including, but not limited to, homeless, veterans and Lesbian-Gay-Bisexual-Transgender individuals.
Customer Satisfaction Surveys
Subrecipient shall conduct ongoing Customer Satisfaction Surveys with Clients and retain a copy of all surveys on file and accessible to County for review. The results of the surveys will be used by Subrecipient to make quality improvements in Services provided to all Clients. Subrecipient may be asked by County to comply with and develop other outcome measures.
Subrecipient shall disseminate the Customer Satisfaction Surveys to all Clients who receive Congregate and/or HomeDelivered Meals.
Subrecipient shall collect all Customer Satisfaction Survey responses, tally them during the closeout period, and submit forms to DASS Program subrecipient annually or as specified by County.
Multipurpose Senior Centers
If Subrecipient operates a Multipurpose Senior Center as defined under Title 42 United States Code Section 3002(36),
Subrecipient must adhere to all applicable County, State and Federal guidelines and regulations, including, but not limited to, Title 22 California Code of Regulations Sections 7550 – 7562.
If Subrecipient operates a Multipurpose Senior Center,
Subrecipient shall comply with the provisions contained in the following acts:
Copeland "Anti-Kickback" Act (Title 18 United
States Code Section 874) (Title 29 Code of Federal
Regulations Part 3)
Davis-Bacon Act (Title 40 United States Code
Sections 3141-3142) (Title 29 Code of Federal
Regulations Part 5)
Contract Work Hours and Safety Standard Act (Title
40 United States Code Sections 327-332) (Title 29
Code of Federal Regulations Part 5)
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1164 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 71
Executive Order 11246 of September 14, 1965
entitled “Equal Employment Opportunity” as
amended by Executive Order 11375 of October 13,
1967 as supplemented in the Department of Labor
Regulations (Title 41 Code of Federal Regulations
Part 60).
Subrecipient acknowledges that when an existing facility has been altered using Subaward Sums and is used as a
Multipurpose Senior Center, the period of time in which such facility must be used as a Multipurpose Senior Center is as follows:
Not less than three (3) years from the date when
this Subaward terminates or expires where the
Subaward Sums, including the non-federal share,
do not exceed thirty thousand dollars ($30,000).
If the Subaward Sums exceed thirty thousand
($30,000), the fixed period of time shall not be less
than three (3) years from the date when the
Subaward terminates or expires, and increased one
(1) year for each additional ten thousand dollars
($10,000), or part thereof, to a maximum
adjustment factor of seventy-five thousand dollars
($75,000).
If the Subaward Sums exceed seventy-five
thousand dollars ($75,000), the fixed period of time
shall not be less than ten (10) years from the date
when the Subaward expires or terminates.
Adult Protective Services
Subrecipient shall make referrals, as needed, to the Adult Protective Services Program (APS) via telephone (877) 477-3646 or online at https://wdacs.lacounty.gov/programs/aps/.
Subrecipient shall comply with all mandated reporting guidelines (Welfare and Institution Code (WIC) section 15630).
Los Angeles Found Program
Subrecipient shall make referrals, as needed, to the Los Angeles Found Program, a voluntary tracking system for individuals living with Alzheimer’s, dementia, autism or other cognitive
impairments. Referrals are to be initiated by calling or emailing as follows: (833) 569-7651 or [email protected].
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1165 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 72
Senior Farmers’ Market Nutrition Program
Subrecipient shall participate in the annual Senior Farmers’ Market Nutrition Program (SFMNP). Subrecipient shall distribute SFMNP check booklets at all active Congregate Meal sites within the timeframe designated by County.
GREEN INITIATIVES
Subrecipient shall use reasonable efforts to initiate “green” practices for environmental and energy conservation benefits.
Subrecipient shall not use expanded polystyrene (Styrofoam) food and beverage containers in the delivery of food service for both Congregate and Home-Delivered Meals.
Subrecipient shall purchase products that minimize environmental impacts, toxins, pollution and hazards to worker and community safety to the greatest extent practicable.
Subrecipient shall purchase, to the extent possible, reusable and durable goods, biodegradable single-use products, products that include recycled content, conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine free manufacturing processes, and use wood from sustainable harvested forests.
Subrecipient shall support strong recycling markets, reduce materials that are put into landfills, and increase the use and availability of environmentally preferable products that protect the environment.
To the extent practicable, Subrecipient shall not use cleaning or disinfecting products (i.e., for janitorial use) that contain carcinogens, mutagens, or teratogens. These include chemicals listed by the United States Environmental Protection Agency or the National Institute for Occupational Safety and Health on the Topics Release Inventory and those listed under Proposition 65 by the California Office of Environmental Health Hazard Assessment.
Subrecipient shall notify County’s Program Manager of Subrecipient’s new green initiatives seven (7) days prior to the commencement of this Subaward.
PERFORMANCE REQUIREMENTS SUMMARY
All listings of Services and requirements reflected in Attachment 1 (Performance Requirements Summary Chart) are intended to be completely consistent with this Subaward and this Statement of Work, and are not meant in any case to create, extend, revise, or expand any obligation of Subrecipient beyond this Subaward and this Statement of Work. In any case of apparent inconsistency between Services and requirements as stated in this DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1166 of 1182
Exhibit A (Statement of Work)
Rev. 06/2020 Page 73
Subaward, this Statement of Work, and the Performance Requirements Summary Chart, the meaning apparent in this Subaward and this Statement of Work will prevail. If Subrecipient initiates a request for a review and as a result, County determines any Services seems to be created in Attachment 1 (Performance Requirements Summary Chart) which is not clearly and forthrightly set forth in this Subaward and this Statement of Work then that apparent Service will be null and void and place no requirement on Subrecipient.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1167 of 1182
ATTACHMENT 1
(PERFORMANCE REQUIREMENTS SUMMARY CHART)
The Performance Requirements Summary (PRS) Chart provides a listing of the minimum requirements that Subrecipient shall adhere to, and it reflects the performances that will be monitored during the Subaward term. The PRS Chart also lists examples of the types of documents that will be used during monitoring, as well as the standards of performance and the acceptable quality level of performance.
All listings of required services or standards used in this PRS Chart are intended to be completely consistent with the terms and conditions of this Subaward and Exhibit A (Statement of Work), and are not meant in any case to create, extend, revise or expand any obligation of Subrecipient beyond that defined in the terms and conditions of the Subaward and Exhibit A (Statement of Work). In any case of apparent inconsistency between required services or standards as stated in the terms and conditions of this Subaward, Exhibit A (Statement of Work) and this Attachment 1, the terms and conditions of the Subaward and Exhibit A (Statement of Work) will prevail in that order.
The PRS Chart reflects the areas that shall be evaluated based on the criteria outlined herein.
Performance Requirement
This is the outcome that Subrecipient shall achieve as a result of providing of Program Services to Clients. These outcomes will be analyzed by County to measure the quality and effectiveness of Subrecipient's Program Services, which may affect the availability for future Program funding (i.e., if Subrecipient does not meet an outcome and does not correct deficiency(ies), County shall remedy the non-compliance according to the method indicated as Remedy(ies) for Non-Compliance).
Reference
The document or source of information from which the Performance Requirement is derived.
Standard(s)
This is the benchmark that the Performance Requirement will be measured against and Subrecipient shall not deviate from this without providing a remedy as requested by County.
Acceptable Quality Level
This is the minimum level (measured as a percentage of the Standard(s)) that is used to compare Subrecipient's actual performance against the Standard(s). During the term of the Subaward, Subrecipient shall achieve, at a minimum, the Acceptable Quality Level (AQL) when completing the Performance Requirement. The AQL for each Performance Requirement is established by County and it provides an assurance to County that Subrecipient is satisfactorily providing Program Services. The AQL is used to determine whether Subrecipient is achieving the Performance Requirement in accordance with the Subaward and Exhibit A (Statement of Work). Any deviation from the Standard will result in non-compliance of that Performance Requirement (i.e., Subrecipient is not providing Program Services according to this Subaward).
Remedy(ies) for Non-Compliance
For non-compliance with the AQL, County, at its sole discretion, has the option to apply the remedy(ies) listed and Subrecipient shall adhere to the remedy(ies) as follows: 1) Corrective Action Plan, 2) Probation, 3) Suspend payment(s), 4) Suspend Subaward, 5) Liquidated damages, 6) Reduce and reallocate funds, 7) Terminate Subaward. and/or 8) Placement in County's Contractor Alert Reporting Database.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1168 of 1182
Elderly Nutrition Program
Subaward Number ENP202106
Amendment Seven Page 8
XIV. Subparagraph 8.2.3 is deleted in its entirety.
XV. Subparagraph 8.2.4 is deleted in its entirety, replaced, and renumbered as follows:
8.2.3 Any assumption, assignment, delegation, or takeover of any of Contractor's duties, responsibilities, obligations, or performance of same by any person or entity other than Contractor, whether through assignment, Lower Tier Subaward (that is, "Subcontract"), delegation, merger, buyout, or any other mechanism, with or without consideration for any reason whatsoever without County's express prior written approval, shall be a material breach of this Contract which may result in the termination of this Contract. In the event of such termination, County shall be entitled to pursue the same remedies against Contractor as it could pursue in the event of default by Contractor.
XVI. Subparagraph 8.59 (COVID-19 Vaccinations of Subrecipient Personnel) is added as follows:
8.59 COVID-19 Vaccinations of Subrecipient Personnel
8.59.1 At Subrecipient’s (that is, “Contractor's”) sole cost, Contractor shall comply with Chapter 2.212 (COVID-19
Vaccinations of County Contractor Personnel) of County
Code Title 2 - Administration, Division 4. All employees of Contractor and persons working on its behalf, including but not limited to, Lower Tier Subrecipients (that is,
“Subcontractors”) of any tier (collectively, “Contractor Personnel”), must be fully vaccinated against the novel coronavirus 2019 (“COVID-19”) prior to (1) interacting in person with County employees, interns, volunteers, and
commissioners ("County workforce members"), (2) working on County owned or controlled property while performing Services under this Subaward (that is, “Contract”), and/or (3) coming into contact with the public while performing Services under this Contract (collectively, “In-Person Services”).
8.59.2 Contractor Personnel are considered “fully vaccinated” against COVID-19 two (2) weeks or more after they have
received (1) the second dose in a 2-dose COVID-19
vaccine series (e.g. Pfizer-BioNTech or Moderna), (2) a single-dose COVID-19 vaccine (e.g. Johnson and
Johnson [J&J]/Janssen), or (3) the final dose of any
COVID-19 vaccine authorized by the World Health
Organization ("WHO").
Exhibit K DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1169 of 1182
Elderly Nutrition Program
Subaward Number ENP202106
Amendment Seven Page 9
8.59.3 Prior to assigning Contractor Personnel to perform InPerson Services, Contractor shall obtain proof that such Contractor Personnel have been fully vaccinated by
confirming Contractor Personnel is vaccinated through any of the following documentation:
8.59.3.1 Official COVID-19 Vaccination Record Card
(issued by the Department of Health and
Human Services, CDC or WHO Yellow Card),
which includes the name of the person
vaccinated, type of vaccine provided, and date
of the last dose administered ("Vaccination
Record Card");
8.59.3.2 Copy (including a photographic copy) of a
Vaccination Record Card;
8.59.3.3 Documentation of vaccination from a licensed
medical provider;
8.59.3.4 A digital record that includes a quick response ("QR") code that when scanned by a SMART
HealthCard reader displays to the reader client
name, date of birth, vaccine dates, and
vaccine type, and the QR code confirms the
vaccine record as an official record of the State
of California; or
8.59.3.5 Documentation of vaccination from
Contractors who follow the CDPH vaccination
records guidelines and standards.
8.59.3.6 Contractor shall also provide written notice to County before the start of Work under this
Contract that its Contractor Personnel are in
compliance with the requirements of this
Subparagraph 8.59.3. Contractor shall retain
such proof of vaccination for the document
retention period set forth in this Contract, and
must provide such records to County for audit
purposes, when required by County.
8.59.4 Contractor shall evaluate any medical or sincerely held religious exemption request of its Contractor Personnel, as required by law. If Contractor has determined that
Contractor Personnel is exempt pursuant to a medical or sincerely held religious reason, Contractor must also
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1170 of 1182
Elderly Nutrition Program
Subaward Number ENP202106
Amendment Seven Page 10
maintain records of Contractor Personnel’s testing results.
Contractor must provide such records to County for audit purposes, when required by County. The unvaccinated
exempt Contractor Personnel must meet the following
requirements prior to (1) interacting in person with County workforce members, (2) working on County owned or
controlled property while performing Services under this Contract, and/or (3) coming into contact with the public while performing Services under this Contract:
8.59.4.1 Test for COVID-19 with either a polymerase
chain reaction (PCR) or antigen test has an
Emergency Use Authorization (EUA) by the
FDA or is operating per the Laboratory
Developed Test requirements by the U.S.
Centers for Medicare and Medicaid Services.
Testing must occur at least weekly, or more
frequently as required by County or other
applicable law, regulation or order.
8.59.4.2 Wear a mask that is consistent with CDC
recommendations at all times while on County
controlled or owned property, and while
engaging with members of the public and
County workforce members.
8.59.4.3 Engage in proper physical distancing, as
determined by the applicable County
department that the Contract is with.
8.59.5 In addition to complying with the requirements of this Subparagraph 8.59, Contractor shall also comply with all other applicable local, departmental, State, and federal laws, regulations and requirements for COVID-19. A completed
Exhibit FF (COVID-19 Vaccination Certification of Compliance) is a required part of any agreement with County.
XVII. “Exhibit W1 (Budget) Amendment7 {FY 2021-22 CDA ARP Funding}” is added, is an addendum to "Exhibit W1 (Budget)", and is incorporated herein by reference.
XVIII. “Exhibit W2 (Budget) Amendment 7 {FY 2021-22 CDA ARP Funding}” is added, is an addendum to "Exhibit W2 (Budget)", and is incorporated herein by reference.
XIX. “Exhibit X1 (Mandated Program Services) Amendment 7 {FY 2021-22 CDA ARP Funding}” is added, is an addendum to "Exhibit X1 (Mandated Program Service)”, and is incorporated herein by reference.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1171 of 1182
COVID-19 CONTRACTOR NOTIFICATION & CERTIFICATION
Released December 14, 2021 Version 1.0
COVID-19 VACCINATIONS OF COUNTY CONTRACTOR PERSONNEL
You are receiving this notice because the County of Los Angeles (“County”) has identified you or your company/entity as performing services under a contract with the County (“Contractor”). In accordance with the urgency Ordinance adopted by the County of Los Angeles Board of Supervisors on December 7, 2021 as contained in Chapter 2.212, COVID-19 Vaccinations of County Contractor Personnel of County Code Title 2 – Administration, Division 4 (“Ordinance”), all Contractor Personnel who (1) interact in person with County employees, interns, volunteers, and commissioners, (2) work on County owned or controlled property while performing services under a County contract, and/or (3) come into contact with the public while performing services under a contract with the County, must first:
1. Provide one-time verification that they are fully vaccinated, OR
2. If the Contractor Personnel is granted a valid medical or sincerely held religious belief exemption by its employer, provide a weekly certification through the Contractor of a negative polymerase chain reaction (“PCR”) or antigen test as evidence that they are in compliance with the mandate.
“Contractor Personnel” means all employees of a Contractor, and persons working on its behalf on a Contract with the County, including but not limited to, subcontractors of any tier. As many Contractor Personnel perform services in which they come into contact with other people in the course of their work for the County and are in a position to transmit or contract COVID-19 while they are at work, it is essential that the County require effective health and safety practices.
Nothing can provide a higher level of protection against COVID-19 or do more to speed the County’s recovery than vaccines, which are safe and lifesaving. Convenient and community-based vaccination sites can be found via http://www.publichealth.lacounty.gov/media/coronavirus/vaccine/index.htm.
The Centers for Disease Control and Prevention (“CDC”) has stated that vaccination is an effective tool to prevent the spread of COVID-19 and benefits both vaccine recipients and those they come into contact with, including persons who for reasons of age, health, or other conditions cannot themselves be vaccinated, and the appearance in the County of the highly transmissible Delta and Omicron variants of COVID-19 has substantially increased the risk of infection for the County’s workforce and members of the public.
To ensure compliance with the Ordinance, the County must receive written confirmation (see Attached) that all Contractors covered by the Ordinance will fulfill the requirements of the Ordinance. Contractor Personnel who are not vaccinated shall not perform services alongside the County’s workforce, for the County in County owned or controlled property, or provide services to the public on behalf of the County, unless the Contractor Personnel has first been granted a valid medical or sincerely held religious belief exemption by its employer and received a negative test result from a COVID-19 PCR or antigen test within 72 hours of their work schedule starting in any applicable week (unless the contracting County department requires otherwise). This applies regardless of the amount of time during the day that Contractor Personnel are performing services for the County. Contractors will have to provide weekly certifications for any unvaccinated Contractor Personnel.
As a condition of your Contract with the County, you must comply with all applicable laws, regulations, ordinances and requirements during your performance of work for the County. While the Ordinance is effective immediately, you will have until January 1, 2022 to comply with the Ordinance requirements.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE Exhibit K 1172 of 1182
COVID-19 CONTRACTOR NOTIFICATION & CERTIFICATION
Released December 14, 2021 Version 1.0
You must be in full compliance with the Ordinance by January 1, 2022 by: (1) verifying proof of vaccination for your Contractor Personnel performing services for the County; and (2) for any unvaccinated Contractor Personnel that the employer has granted a valid medical or religious exemption, ensure the person does not perform work on the Contract unless they received a negative COVID-19 PCR or antigen test within the immediately preceding 72 hours of their work schedule starting in any applicable week (unless the contracting County department requires otherwise). You must ensure there is no interruption of service to the County if you, or any of your Contractor Personnel, are precluded from working due to an inability to comply with the Ordinance.
A representative of a County department that oversees your Contract may seek additional documentation from you at any time when necessary to ensure compliance with the Ordinance. Please sign, date and return the acknowledgement attached to this notice within seven (7) days to the County Contact below.
If you are unable to comply with the requirements of this notice and the Ordinance, you must notify the County contact immediately. Failure to contact the County department representative or return the acknowledgement may result in your company being in default of your Contract with the County.
Subcontractors do not need to submit a certification to the County, however, prime contractors are responsible for ensuring their subcontractors are in compliance and will certify for their subcontractors as part of certifying for all Contractor Personnel.
If you have any questions, please visit https://doingbusiness.lacounty.gov for more information, including for a copy of the Ordinance, answers to Frequently Asked Questions, tools for businesses to assist them with establishing vaccination policies and getting their personnel vaccinated such as template policies, forms, and more; or contact your County contracting contact.
DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1173 of 1182
COVID-19 CONTRACTOR NOTIFICATION & CERTIFICATION
Released December 14, 2021 Version 1.0
Certification of Compliance
Urgency Ordinance, County Code Title 2 – Administration, Division 4 – Miscellaneous – Chapter 2.212 (COVID-19 Vaccinations of County Contractor Personnel)
I, Brian Tucker_____________, on behalf of __TRIO Community Meals____, (the “Contractor”), certify that on County Contract ____A7041 [ENTER CONTRACT NUMBER AND NAME]:
__X_ All Contractor Personnel on this Contract are fully vaccinated as required by the Ordinance.
____ Most Contractor Personnel on this Contract are fully vaccinated as required by the Ordinance. The Contractor or its employer of record, has granted a valid medical or religious exemption to the below identified Contractor Personnel. Contractor will certify weekly that the following unvaccinated Contractor Personnel have tested negative within 72 hours of starting their work week under the County Contract, unless the contracting County department requires otherwise. The Contractor Personnel who have been granted a valid medical or religious exemption are [LIST ALL CONTRACTOR PERSONNEL]:
_____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ I have authority to bind the Contractor and have reviewed the requirements above and further certify that I will comply with said requirements.
_________________________________ 1/10/2022_______________________ Signature Date
___Sr. HR Business Partner_____________
Title
_TRIO Community Meals
Company/Contractor Name
Exhibit L DocuSign Envelope ID: 8FB56A48-20D0-4175-B0D0-4E5093D54FDE 1174 of 1182
1175 of 1182
City of Glendale DISCLOSURE - CAMPAIGN FINANCE ORDINANCE A contractor must provide the information listed below when: A subcontractor must provide the information listed below when: The City Contract has a total anticipated or actual value of $50,000 or more; or The subcontract through a City Contract has a total anticipated or actual value of $25,000 or more; or A combination or series of City Contracts have a value of $50,000 or more. A combination or series of subcontracts, for the same or different projects, have an aggregate value of $25,000 or more. Information that must be disclosed: Name of the person, entity, or organization (i.e., the Contractor or Subcontractor) Name of the Chief Executive Officer/President Chief Operating Officer Chief Financial Officer Chairperson All members of the Board of Directors All persons who own more than 10% of the person, entity, or organization Name of any campaign committee owned or controlled by the person, entity, or organization Please complete the following disclosure form: Contractor(s)*: Name Address Full Name Title Business Address City State Zip Chairperson Chief Executive Officer / President Chief Operating Officer Chief Financial Officer Board of Directors More than 10% interest owner * Contractor is the person, entity, or organization that is the party, or prospective party, to the contract with the City, , or HA or any member of that persons, entitys, or organizations Board of Directors, its Chairperson, Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, any person with an ownership interest of more than ten percent (10%) in that person, entity, or organization, and any campaign committee that is owned or controlled by that person, entity, or organization. Above please disclose these persons name and business address. Exhibit 2 1176 of 1182 Rev. 6/7/12 J:\FILES\DOCFILES\ORD\CAMPAIGN CONTRIBUTION\DISCLOSURE FORM CONTRACTOR 6-7-12.doc Subcontractor(s)**: Name Address Full Name Title Business Address City State Zip Chairperson Chief Executive Officer / President Chief Operating Officer Chief Financial Officer Board of Directors More than 10% interest owner ** Subcontractor is the person, entity, or organization that has entered into a contract for the performance of all or a portion of the work undertaken under an agreement with an architect, design professional, engineer, or general or prime contract, usually by a general or prime contractor. Subcontractor includes any member of that persons, entitys, or organizations Board of Directors, its Chairperson, Chief Executive Officer, Chief Financial Officer, Chief Operating Officer, any person with an ownership interest of more than ten percent (10%) in that person, entity, or organization, and any campaign committee that is owned or controlled by that person, entity, or organization. Above please disclose these persons name and business address. Campaign Committee owned or controlled by: Title Business Address City State Zip CERTIFICATION On behalf of the above-named Contractor Subcontractor: I acknowledge that I have a continuing obligation to update this disclosure form if I substitute or if I select additional architects, design professionals, contractors, or subcontractors within ten (10) days of the selection or change; and I hereby certify that: I have identified all persons for which the Ordinance requires disclosure; The information in this disclosure form (and any attachment to this form) is true, accurate, correct, and complete; and I have been legally authorized to submit this disclosure form. In total, this disclosure form (including attachments) is pages. Executed on: , 20 , at: , California. Signature: Print Full Name: Address: Phone Number: E-mail Address: 1177 of 1182 10b
26-90734
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Fire Department - Teleflex Medical Supply Corporation
1. Resolution dispensing with competitive bidding establishing Teleflex Medical Supplies Corporation (Teleflex) as the City’s standard vendor for the purchase of intra-osseous medical equipment and supplies and authorizing the Deputy Director of Finance/Purchasing to procure related equipment and supplies.
COUNCIL ACTION
Item Type: Action Item
Approved for October 06, 2026 calendar
EXECUTIVE SUMMARY
The Glendale Fire Department seeks approval to designate Teleflex as the exclusive vendor for intra-osseous medical device solutions, and to authorize the Deputy Director of Finance/Purchasing to dispense with competitive bidding for related equipment and supplies. This request is needed for the Fire Department to maintain an uninterrupted supply of specialized intra-osseous (IO) medical equipment used by paramedics in the treatment of critical life-threatening patient conditions. Teleflex IO equipment has been used by the Fire Department for over 10 years and has proven to be reliable, easy to use, competitively priced and is considered the gold-standard in this field. 1178 of 1182
10b 2
26-90734
RECOMMENDATION____________________________________________________ Dispense with competitive bidding establishing Teleflex as the City standard manufacturer and dispense with competitive bidding for intra-osseous medical equipment and authorizing the Deputy Director of Finance-Purchasing to procure related equipment and supplies.
ANALYSIS
The Fire Department must maintain specialized intra-osseous medical equipment for the paramedic program that is required according to Local and State regulations. This medical equipment is used in the treatment of critically ill patients to gain access points for life-saving medication delivery. The Fire Department began using Teleflex equipment over 10 years ago after a thorough evaluation of related products in the market and have been extremely satisfied with their products. A recent evaluation of products on the market have reinforced that the Teleflex equipment remains at the highest quality and is considered the gold standard for our needs.
Our current contract with Teleflex was extended for 3 years with an expiration date of June 30, 2028, last year after it went to council to dispense with competitive bidding through Resolution No. 25-101. The issue was the Resolution established the contract for $45,000 over three years. This left us short for the remainder of the contract. This contract is necessary to secure this vendor that is prepared to continue to deliver highquality products, reliable service, and competitive pricing.
By exclusively using Teleflex medical IO products our paramedics will be able to efficiently provide this specialized medical treatment without the need for additional training and without the investment of new storage solutions across the fleet of paramedic resources.
This contract would supply the Department with the intra-osseous drivers, the EZ-IO needles, and all required additional peripheral equipment. Administrative Policy Chapter 3, Policy 3-11 requires that standardized products be reviewed by the requesting department at least once every five years and approved by the City Council at least once every ten years.
STAKEHOLDERS/OUTREACH
N/A
FISCAL IMPACT
Funding for the current fiscal year has already been approved as a part of the FY 2026- 27 budget; therefore, no additional appropriation is being requested at this time. Funding for the remaining years will be addressed during the annual budget process. The City Council approved funding is as follows:
Existing Appropriation
Amount Account String Funding Source
$45,000 GL: 43110-1010-GFD-4001-P0000- General Fund
Department Cost Center Program
Fire Emergency Medical Services
1179 of 1182
10b 3
26-90734
ENVIRONMENTAL REVIEW (CEQA/NEPA)
N/A
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
The Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Jeffrey Brooks, Fire Chief
Prepared by:
Edward Marquez, Battalion Chief
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
N/A
1180 of 1182
C:\PGCompilerServiceRelease\temp\glendale\63479\18176\1.docx RESOLUTION NO.______________
A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE,
CALIFORNIA, DISPENSING WITH COMPETITIVE BIDDING, ESTABLISHING THE CITY’S STANDARD VENDOR AND AUTHORIZING PURCHASING TO
PROCURE EQUIPMENT AND SUPPLIES
WHEREAS, The Glendale Fire Department must maintain specialized intra-osseous medical equipment for the paramedic program that is required according to Local and State regulations and this medical equipment is used in the treatment of critically ill patients to gain access points for life-saving medication delivery;
WHEREAS, the Glendale Fire Department began using Teleflex equipment over 10 years ago after a thorough evaluation of related products in the market and has been extremely satisfied with their products, and a recent evaluation of products on the market have reinforced that the Teleflex equipment remains at the highest quality and is considered the gold standard for the City’s needs;
WHEREAS, the City’s current contract with Teleflex was extended for 3 years with an expiration date of June 30, 2028, last year after it went to council approval to dispense with competitive bidding through Resolution No. 25-101, but that Resolution established the contract for $45,000 over three years, which funds was inadequate for the Department’s needs; WHEREAS, this contract is necessary to secure this vendor that is prepared to continue to deliver high quality products, reliable service, and competitive pricing; WHEREAS, by exclusively using Teleflex medical IO products our paramedics will be able to efficiently provide this specialized medical treatment without the need for additional training and without the investment of new storage solutions across the fleet of paramedic resources and this contract would supply the Department with the intra-osseous drivers, the EZ-IO needles, and all required additional peripheral equipment;
WHEREAS, the City of Glendale Purchasing Policy promotes the standardization of commonly used items, vehicles, and equipment and this process will eliminate repetitive future approvals by the City Council for similar equipment and standardized items need to be reviewed by the Departments at least every five years and need to be approved by City Council at least every ten years.
NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:
1. That the foregoing facts are deemed to be true and correct and a basis for dispensing with competitive bidding and the Council hereby finds that it is in the best interests of the City to dispense with competitive bidding;
2. That the City Council had previously approved the standardization of the intraosseous medical device solutions and supplies and hereby approves Teleflex Medical Supplies Corporation (Teleflex) as the standard vendor for the purchases of such equipment and supplies;
1181 of 1182
C:\PGCompilerServiceRelease\temp\glendale\63479\18176\1.docx
3. That the determination to standardize Teleflex will be reviewed by the Fire Department and Purchasing Section at least every five years and the Fire Department will seek approval from City Council at least every ten years.
4. The Purchasing Administrator is hereby authorized to issue purchase orders with Teleflex for purchase of such equipment and supplies as needed, as long as the budget is available.
Adopted this __________ day of ______________________, 2026. _________________________________
Mayor
ATTEST:
_______________________________
City Clerk
STATE OF CALIFORNIA )
) SS
COUNTY OF LOS ANGELES )
I, Dr. Suzie Abajian, Clerk of the City of Glendale, certify that the foregoing Resolution No. ________________ was adopted by the Council of the City of Glendale, California, at a regular meeting held on the _______ day of ____________________, 2026, and that same was adopted by the following vote:
Ayes:
Noes:
Absent:
Abstain:
________________________________
City Clerk
1182 of 1182