TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Maria Öberg,
Jon Cicirelli
SUBJECT: See Below DATE: May 27, 2025
Approved
Date:
6/4/25
COUNCIL DISTRICT: Citywide
SUBJECT: Report on Request for Proposals for Senior Nutrition Plan
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
1. Negotiate and execute an agreement with TRIO Community Meals, LLC (formerly Bateman) (a Mississippi Limited Liability Company authorized to do business in the State of California) for Senior Nutrition Plan at Citywide senior nutrition sites for an initial one-year term beginning on or about July 1, 2025, and ending on or about June 30, 2026, with a maximum compensation not to exceed $3,550,449, subject to appropriation of funds; and
2. Approve a contingency of $400,000 for unanticipated and related services, subject to the appropriation of funds; and
3. Negotiate and execute amendments and change orders related to unanticipated scope, compensation changes and related services, subject to the appropriation of funds; and
4. Exercise up to six one-year options to extend the term of the agreement for a maximum term of seven years through June 30, 2032, subject to the appropriation of funds.
SUMMARY AND OUTCOME
Authorizing the City Manager, or her designee, to take these actions will allow the Department of Parks, Recreation, and Neighborhood Services to provide healthy congregate senior nutrition meal services, including cook-on-site and one selected COUNCIL AGENDA: 6/17/25
FILE: 25-696
ITEM: 2.30
HONORABLE MAYOR AND CITY COUNCIL
May 27, 2025
Subject: Report on Request for Proposals for Senior Nutrition Program
catered site, at designated senior sites in the City of San José, in partnership with the County of Santa Clara.
BACKGROUND
The City of San José, in partnership with the County of Santa Clara, provides Senior Nutrition Services to residents aged 60 and older at fourteen City-owned locations across all ten City Council Districts. These services include hot meals prepared on-site at multiple locations and the distribution of prepackaged meals at one designated location. The Senior Nutrition Program is expected to serve approximately 233,437 nutritious meals in the current year, helping to reduce social isolation, promote health and social engagement among older adults through congregate meal services.
Since 2011, the City has contracted with a food vendor to provide the Senior Nutrition Program at various site locations. TRIO Community Meals, LLC. has been the service provider since 2018, with the current agreement set to expire on June 30, 2025. As a result, the City wants to procure a new agreement to ensure continuity of services beyond the current contract term.
ANALYSIS
In November 2024, the Finance Department released a request for proposals for food service vendors to provide congregate, cook-on-site senior nutrition meal services.
Three providers submitted proposals prior to the submittal deadline.
Responsive Proposals: The City’s Office of Equality Assurance Division reviewed the records of the three vendor’s and their respective subcontractors held at the California Labor Commissioner's Office for compliance with the City’s Wage Theft Policy. The review returned no violations for the three vendors.
Evaluation Process: A four-member evaluation panel consisting of representatives from the Department of Parks, Recreation, and Neighborhood Services Department and the County of Santa Clara independently evaluated and scored the three proposals.
The current vendor, TRIO Community Meals, LLC scored the highest number of points.
Staff conducted reference checks on the vendor, and all references provided positive feedback.
Protests: No protests were received during the ten-day protest period.
HONORABLE MAYOR AND CITY COUNCIL
May 27, 2025
Subject: Report on Request for Proposals for Senior Nutrition Program
Final scores for the three finalists are as follows:
Evaluation Criteria
Maximum
Points BLOOM USA
G.A. Food
Services of
Pinellas
County, LLC
TRIO
Community
Meals
General Requirements 5 5 5 5
Experience and
Qualifications
20 11 15 19
Project
Approach/Schedule
30 13 22 29
Technical Capabilities 25 13 20 23
Cost Proposal 20 20 18 16
TOTAL 100 62 80 92
Award Recommendation: Based on the results of the evaluation, staff recommends award of the contract to TRIO Community Meals, LLC as the highest ranked responsive and responsible proposer.
The agreement resulting from this solicitation will be subject to the City's Prevailing/ Living Wage Policy.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The estimated not-to-exceed cost of $3,950,449 for the initial one-year term of the agreement consists of a contract amount of $3,550,449 and a contingency of $400,000.
The source of funding for the one-year initial term and the subsequent six one-year option periods of the project is allocated in the Senior Nutrition Program appropriation (211N) subject to the appropriation of funds. Funding for the program is shared with the County of Santa Clara. The County reimburses the City a portion of the total contract cost to provide the meals. The 2025-2026 Base Budget allocation for meals is $1,254,171. The agreement with the County that reconciles the portion of program funding the County will cover was recently executed. Actions to allocate the County portion of funding of $2,030,547 are recommended in the Recommended Amendments to the 2025-2026 Proposed Operating Budget and 2025-2027 Proposed Biennial Capital Budget Manager’s Budget Addendum #32. Subsequent additional analysis, additional actions will be brought forward in the 2024-2025 Annual Report, scheduled to be released by September 30, 2025, to allocate the funding difference ($265,731) and
HONORABLE MAYOR AND CITY COUNCIL
May 27, 2025
Subject: Report on Request for Proposals for Senior Nutrition Program
ensure the budget is aligned with the costs of the Senior Nutrition Program, as necessary.
1. TOTAL COST OF AGREEMENT (1-year initial term): $3,550,449
2. COST ELEMENTS: Senior Nutrition Plan (Year 1)
The table below reflects a breakdown of the cost of providing meals at the Citywide Senior Nutrition Program sites:
Meal Site
Community
Center
Locations
Daily
Allotted
Meals Per
Serving Day
Number of
Serving
Days for FY
2025-2026
Total Meals
for FY 2025-
2026
TRIO's Rate
Per Meal
Total Cost of
Meals Per
Site
Alma 38 246 9,348 $15.20 $142,090
Almaden 90 246 22,140 $15.20 $336,528
Alviso Library
- Catered
7 99 693 $8.63 $5,981
Berryessa 147 246 36,162 $15.20 $549,662
Camden 41 246 10,086 $15.20 $153,307
Cypress 82 246 20,172 $15.20 $306,614
Evergreen 90 246 22,140 $15.20 $336,528
Gardner 25 246 6,150 $15.20 $93,480
Mayfair 51 246 12,546 $15.20 $190,699
Northside 45 242 10,890 $15.20 $165,528
Roosevelt 87 246 21,402 $15.20 $325,310
Roosevelt
Saturdays
83 44 3,652 $15.20 $55,511
Seven Trees 65 246 15,990 $15.20 $243,048
Southside 110 246 27,060 $15.20 $411,312
Willow Glen 61 246 15,006 $15.20 $228,091
Sub Total 1022 3,337 233,437 $3,543,689
Emergency
SNP (Frozen
Meals)
520 $13.00 $6760
Grand Total $3,550,449
HONORABLE MAYOR AND CITY COUNCIL
May 27, 2025
Subject: Report on Request for Proposals for Senior Nutrition Program
Meals cooked on-site $3,537,708
Meals catered (Alviso)
Emergency SNP (Frozen Meals)
$5,981
$6,760
TOTAL NOT-TO-EXCEED AMOUNT (INITIAL TERM) $3,550,449
Contingency 400,000
TOTAL AMOUNT OF RECOMMENDATION $3,950,449
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum.
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2025-2026
Operating
Budget
Page*
Last Budget
Action (Date,
Ord. No.)
001 211N Senior Nutrition
Program
$1,254,171 $3,550,449 814 N/A
* The 2025-2026 Proposed Operating Budget was released on May 1, 2025 and is scheduled to be reviewed on June 10, 2025 and adopted on June 17, 2025 by the City Council.
COORDINATION
This memorandum has been coordinated City Attorney's Office, and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the June 17, 2025 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment).
HONORABLE MAYOR AND CITY COUNCIL
May 27, 2025
Subject: Report on Request for Proposals for Senior Nutrition Program
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/ /s/
JON CICIRELLI MARIA ÖBERG
Director, Department of Parks, Director, Finance Department Recreation, and Neighborhood Services
For procurement- and contract-related questions, please contact Dr. Albie Udom, Deputy Director of Finance – Purchasing and Risk Management, at [email protected].
For program-related questions, please contact Maria De Leon, Deputy Director, Department of Parks, Recreation, and Neighborhood Services, at [email protected].