CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: August 20, 2025
To: Honorable Mayor and City Council Members
From: Vanessa Carder, Acting Director of Parks, Recreation, and Community Services; Eric Levitt, City Manager
Department: Parks, Recreation, and Community Services
Subject: Acceptance and Approval of a Contract Amendment for FY2025/2026 for the Older Californians Nutrition Program Grant and Approval of the Sysco, Hollandia and
Consulting Nutrition Purchase Order (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-358:
1. Authorizing the City Manager to approve an amendment to extend the Contract 22-666 for FY2025/2026 of the Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAAS- PG); and
2. Authorizing the City Manager to accept the 2025/2026 Congregate Meal Program Grant Budget in the amount of $342,000; and
3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant budget awards; and
4. Authorize the Director of Finance and Management Service to approve the Purchase Order of Sysco Foods ($214,500) and Hollandia Dairy ($25,600) and Consulting Health and Nutrition Services ($18,700); and
5. Authorizing the Director of Finance and Management Services to amend the grant funds for the period of July 1, 2025 through June 30, 2026 in revenue and expenditures.
Executive Summary
Grant funds for the Older Californians Nutrition Program for FY2025/2026 have been awarded in the amount of $342,000. Funds are administered by the County of San Bernardino Department of Aging and Adult Services – Public Guardian and will enable the city to meet the nutritional, wellness, and social needs of older adults.
Background
The City of San Bernardino provides a senior nutrition program for seniors in the City, 60 years of age and older, providing lunch and dinner meals, Monday-Friday, year- round.
During FY 2024/25, the Older Californian Nutrition Program served 61,177 meals for a daily average of 257 individual clients, at six (6) nutrition sites: 5th Street Senior Center, Perris Hill Senior Center, Hernandez Community Center, Lytle Creek Community Center, New Hope Family Life Center, and Highland Senior Center. These meals were served both in in-person dine-in (congregate meal Title III C-1) and grab-n-go style (Title III C-2). The food is prepared in the main kitchen at the 5th Street Senior Center and delivered to the five other sites in hot and cold containers.
Discussion
The Older Californian Nutrition Program (formerly the Senior Nutrition Program) is supported by funding received from the County of San Bernardino Department of Aging and Adult Services – Public Guardian (DAAS-PG, formerly DAAS) through County Contract No. 22-666. After the State Augmentation funding timeline was extended through June 2026, the State Augmentation Funds and NSIP (Nutrition Services Incentive Program) were reduced and the ARP (American Rescue Plan) funds were increased. On June 16, 2025, the County of San Bernardino DAAS-PG issued an e- mail of Budget Approval (County of San Bernardino Nutrition Services Congregate/Home Delivered Meal Program Budget, City of San Bernardino IIIC 2025- 26) to the City of San Bernardino, approving $342,000 for FY2025/2026 to provide Elderly (Older Californians) Nutrition Program Services. The County DAAS-PG is amending the County Contract #22-666 to include an additional year (FY 2025/2026) funding, beginning July 1, 2025, through June 30, 2026. The Program is expected to serve at least 56,474 total annual meals at the six nutrition sites.
On March 25, 2025, the Purchasing Division of the Finance Department issued RFQ No: F-25-4035 for Food Supplies and Consumable Products for the Older Californians Nutrition Program and advertised through the online bid management provider Planetbids.com. Proposals were due on April 1, 2025 at 3:00 PM, PDT. Of the bidders that responded, it was determined that Sysco Foods and Hollandia Dairy, Inc. were the best bidders. Staff recommends approval for the issuance of purchase orders as follows:
Sysco Foods: $214,500 Hollandia Diary: $25,600 Consulting Health Nutrition Services: $18,700
It is recommended in the FY2025/2026 budget to issue annual purchase orders for the food vendors with an option additional one (1) year renewals and issue the annual purchase order for nutrition consulting services, with a similar multi-year renewal option, as these proposed actions will allow the Older Californians Nutrition Program to continue to deliver without delay nutritional services to the City’s senior population.
Department staff conducted an analysis of the services provided by both Sysco Food and Hollandia Dairy. Based on their submitted bids, both vendors demonstrated the ability to meet the program’s service requirements effectively.
In addition to fulfilling the program needs, their years of experience and history of providing services to the City were important factors in the evaluation process. Both vendors also submitted the lowest quotes among the bids received.
Furthermore, staff took inflationary costs into consideration and recommended locking the vendors into a pricing index to ensure cost stability over the contract term. 2021-2025 Strategic Targets and Goals
This proposal aligns with Goal No. 1: Improved Operational & Financial Capacity by securing a long-term revenue source and creating a framework for spending decisions, Goal No. 2: Focused, Aligned Leadership and Unified Community by developing and implementing a community engagement plan, and Goal No. 3: Improved Quality of Life by providing low-cost nutritious meals for the senior aged population.
Fiscal Impact
The amount of grant funding currently available to the City from the County for FY 2025/26 is $ 342,000. Acceptance of the grant funds in revenue and expenditures would entail an amendment to the FY 2025/26 adopted budget consistent with the attached City of San Bernardino Parks and Recreation Department FY 2025/26 Program Budget Detail Sheet (Project #: 0513 Sr. Nutrition Grant 2025-26), which includes a City cash ($1,645 to cover education/training from Nutritionist) and County in-kind/City cash match ($212,141 to cover food and consumables and other non- inventoried costs) contribution.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution No. 2025-358:
1. Authorizing the City Manager to approve an amendment to extend the Contract 22-666 for FY2025/2026 of the Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAAS- PG); and
2. Authorizing the City Manager to accept the 2025/2026 Congregate Meal Program Grant Budget in the amount of $342,000; and
3. Authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant budget awards; and
4. Authorize the Director of Finance and Management Service to approve the Purchase Order of Sysco Foods ($214,500) and Hollandia Dairy ($25,600) and Consulting Health and Nutrition Services ($18,700); and
5. Authorizing the Director of Finance and Management Services to amend the grant funds for the period of July 1, 2025 through June 30, 2026 in revenue and expenditures.
Attachments
Attachment 1 Resolution 2025-358 - 2025-26 OCNP Grant Attachment 2 2022-25 OCNP Grant, Exhibit A – County Contract No. 22- 666
Attachment 3 2025-26 OCNP Grant Budget Approved 6-16-25 Attachment 4 2025-26 OCNP Grant Program Budget Detail Sheet Attachment 5 2025-26 OCNP Food & Consumables Bid Responses – RFQ 25-4035
Attachment 6 Goods Purchase Agreement Sysco 2025-2030 Attachment 7 Goods Purchase Agreement Hollandia Dairy_2025-2030 Attachment 8 PSA Consulting Health & Nutrition Services, Inc._2025- 2030
Ward:
All Wards
Synopsis of Previous Council Actions:
September 4, 2024 the Mayor and City Council adopted Resolution No. 2024-195, authorizing the City Manager to approve a 2024/2025 Budget for year three of a three-year Older Californians Nutrition Program grant through the Department of Aging and Adult Services – Public Guardian (DAAS-PG); authorizing the City Manager to accept the 2024/2025 Congregate Meal Program Grant Budget in the amount of $392,541; authorizing the City Manager or their designee to conduct all negotiations, signing and submittals of necessary documents to receive grant budget awards; approving certain related purchase orders to Sysco Foods ($215,600) and Hollandia Dairy ($24,530) and Consulting Health and Nutrition Services for continued operation of the Older Californians Nutrition Program; and authorizing the Director of Finance and Management Services to amend the grant funds for the period of July 1, 2024 through June 30, 2025.
October 4, 2023, the Mayor and City Council adopted Resolution No. 2023-150, accepted the Department of Aging and Adult Services – Public Guardian (DAAS-PG) grant award in the amount of $376,667, appropriated the grant funds, and approved certain related purchase orders for continued operation of the Older Californians Nutrition Program for the period of July 1, 2023 through June 30, 2024.
June 15, 2022, the Mayor and City Council adopted Resolution No. 2022-126, approving San Bernardino County Department of Aging and Adult Services (DAAS) Contract No. 22-666 for Elderly Nutrition Program Services in the amount of $1,220,000 for the contract period of July 1, 2022 through June 30, 2025; ratifying the Grant Budget submittal and accepting the Grant Award of $348,749; authorizing the Director of Finance or designee to amend the FY 2022/23 and FY2023/24 adopted budgets to reflect grant revenue and expenditures accordingly; and approved certain related purchase orders for continued operation of the Senior Nutrition Program for the period of July 1, 2022 through June 30, 2023.