San Rafael City Council
October 19, 2026

____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting:

Disposition:

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager, Community Services
Division
Prepared by: Preya Nixon, Senior Management
Analyst
City Manager Approval: ___
TOPIC: 350 MERRYDALE ROAD FOOD DELIVERY SERVICES
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND

EXECUTE AN AGREEMENT FOR FOOD DELIVERY SERVICES FOR THE INTERIM SHELTER LOCATED AT 350 MERRYDALE ROAD WITH EVERYTABLE, PBC, IN AN AMOUNT NOT TO EXCEED $106,000, THROUGH JUNE 30, 2027 RECOMMENDATION:

Staff recommends that the City Council adopt the resolution authorizing the City Manager to negotiate and execute an agreement with Everytable, PBC (“Everytable”), for food delivery services for the interim shelter located at 350 Merrydale Road, in an amount not to exceed $106,000, through June 30, 2027.

BACKGROUND:

On November 17, 2025, the City Council took a series of actions to advance the City’s response to homelessness and enable the development of an interim shelter at 350 Merrydale Road. These actions included declaring a shelter crisis pursuant to Government Code section 8698 et seq.; adopting an urgency ordinance and introducing a related ordinance establishing local standards and procedures for homeless shelters; authorizing the City Manager to negotiate and execute an $8 million grant agreement and affordable housing agreement with the County of Marin; and authorizing the acquisition of the property at 350 Merrydale Road for use as an interim shelter followed by permanent affordable housing.

The interim shelter is intended to serve up to 70 individuals over time in 65 units on a temporary basis.

As the project has moved into its implementation phase, the City has undertaken site preparation and building improvements to support occupancy. A key component of program operations is ensuring residents have consistent, reliable access to nutritious meals throughout their stay.

To secure this service, the City issued a Request for Proposals (RFP) titled "Food Delivery Services for 350 Merrydale Residents," seeking a qualified vendor to provide daily meal delivery to up to 65 residents, seven days a week, including weekends and holidays. The City received two proposals. The City received a bid from No Hunger Here, which was more expensive and required additional equipment. Everytable submitted a proposal dated June 3, 2026, offering to provide the meal delivery services described in the RFP. Staff reviewed Everytable's proposal, determined that it meets the RFP requirements, found it to be the best value, and recommends that the City Council approve the contract.

Agenda Item No: 2.c
Meeting Date: October 19, 2026
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
If approved, Everytable will be prepared to begin service at the start of interim shelter operations, expected later this year.

ANALYSIS:

Everytable is a mission-driven Public Benefit Corporation (PBC) that produces fresh, chef-crafted meals in a USDA-inspected production facility operating under Hazard Analysis and Critical Control Point (HACCP) food safety protocols, and maintains an established refrigerated ("cold-chain") logistics network for meal delivery throughout California. Everytable's proposal demonstrates the experience and operational capacity necessary to reliably serve the 350 Merrydale Road interim shelter population, including:
● Daily delivery of individually packaged, fresh (never frozen) meals for up to 65 residents, seven days per week, including weekends and holidays;
● A rotating, culturally diverse menu (Silver Tier Menu) designed to reduce menu fatigue while meeting USDA nutritional guidelines;
● Dietary accommodations including vegetarian, vegan, lower-sodium, dairy-free, pork-free, and common allergen considerations, with all meals clearly labeled; ● A service disruption and continuity plan, including production capacity in excess of contract volume, backup delivery resources, and multiple delivery routes; and Relevant experience serving comparable populations, including references from Exodus Recovery, Volunteers of America Los Angeles, OPICA, and The Salvation Army – San Francisco, each supporting recovery, transitional housing, or senior nutrition programs.

Everytable's proposed all-inclusive rate of $6.70 per meal covers meal production, packaging, quality assurance, transportation, delivery, and contract administration. Based on a projected service population of 65 residents receiving one meal per day, 365 days per year (23,725 meals annually), the estimated annual cost of the agreement is $158,958. Because service will begin this calendar year and the agreement expires June 30, 2027, the requested not-to-exceed amount reflects the prorated annual cost.

FISCAL IMPACT:

The agreement has a not-to-exceed amount of $106,000, funded by the County of Marin grant related to operations of the Interim Shelter. Matching funds for the operating grant are provided through General Fund appropriations approved with the FY2026-27 budget. The not-to-exceed amount reflects the prorated share of annual costs covering the period from November 2026 through June 2027. It is anticipated that a contract amendment to extend the term of the contract will return to the Council in conjunction with the funding plan for the operations of the Interim Shelter beyond June 30, 2027.

Upon 60 days' written notice, Everytable may adjust its rate once annually by up to the prior calendar year's change in the CPI for All Urban Consumers, San Francisco-Oakland-San Jose area, not to exceed 5%.

OPTIONS:

The City Council has the following options to consider relating to this item:

1. Adopt the resolution as presented.

2. Adopt the resolution with modifications.

3. Direct staff to return with more information.

4. Do not adopt the resolution.

RECOMMENDED ACTION:

Staff recommends that the City Council adopt the resolution authorizing the City Manager to negotiate and execute an agreement with Everytable, PBC (“Everytable”), for food delivery services for the interim shelter located at 350 Merrydale Road, in an amount not to exceed $106,000, though June 30, 2027.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
ATTACHMENTS:

1. Resolution

2. Professional Services Agreement with Everytable
RESOLUTION NO.

RESOLUTION AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT FOR FOOD DELIVERY SERVICES FOR THE INTERIM SHELTER LOCATED AT 350 MERRYDALE ROAD WITH EVERYTABLE, PBC, IN AN AMOUNT NOT TO EXCEED $106,000, THROUGH JUNE 30, 2027
WHEREAS, on November 17, 2025, the City Council took a series of actions to advance the City’s response to homelessness and enable the development of an interim shelter at 350 Merrydale Road, including declaring a shelter crisis pursuant to Government Code section 8698 et seq.; adopting an urgency ordinance and introducing a related ordinance establishing local standards and procedures for homeless shelters; authorizing the City Manager to negotiate and execute an $8,000,000 grant agreement and affordable housing agreement with the County of Marin; and authorizing the acquisition of the property at 350 Merrydale Road for use as an interim shelter followed by permanent affordable housing; and
WHEREAS, the interim shelter is intended to serve up to 70 individuals over time in 65 units on a temporary basis, and requires reliable, ongoing meal service to support resident health, stability, and well-being; and
WHEREAS, the City created and issued a Request for Proposals (RFP) titled "Food Delivery Services for 350 Merrydale Residents," seeking a qualified vendor to provide daily meal delivery services for up to 65 residents, seven days per week, including weekends and holidays; and WHEREAS, City staff has reviewed the proposal submitted by Everytable, PBC (“Everytable”) and has determined that it is the best value and that it meets the scope of services identified in the RFP; and
WHEREAS, based on a projected service population of 65 residents receiving one meal per day, 365 days per year, the estimated annual cost of the agreement is $158,957.50; and WHEREAS, funding to support this agreement is available through the County of Marin grant agreement authorized by the City Council on November 17, 2025, in support of the 350 Merrydale Road interim shelter program.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael finds the foregoing recitals are true and correct, and hereby authorizes the City Manager to negotiate and execute an agreement, in a form approved by the City Attorney, with Everytable, PBC, for food delivery services for the 350 Merrydale Road interim shelter, in an amount not to exceed $106,000, substantially in the form of the Professional Services Agreement attached to the staff report.

I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City on the 19th day of October 2026, by the following vote:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:

____________________
Lindsay Lara, City Clerk

v. April 1, 2026 Page-1

CITY OF SAN RAFAEL

PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Contract”) is entered into by and between the City of San Rafael (“City”) and __________________________________________ (“Contractor”), a __________________________________________________ for __________________________________________________________, and is effective on _____________________ (“Effective Date”). City and Contractor may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Contract.”

RECITALS
A. City desires to secure professional services more fully described in this Contract, at Exhibit A, entitled “SCOPE OF WORK”; and
B. Contractor represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of City; and
C. Contractor acknowledges that the execution of this Contract by the City is predicated upon the representations made in Contractor’s proposal dated _________________ submitted to the City; and
D. The Parties have specified herein the terms and conditions under which such services will be provided and paid for.

NOW, THEREFORE, the parties hereby agree as follows:

CONTRACT

1. WORK TO BE PERFORMED.

Except as otherwise may be expressly specified in this Contract, Contractor shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as “Services”) to satisfactorily complete the work required by City at its sole risk and expense. Services to be provided to City are more fully described in Exhibit A entitled “SCOPE OF WORK.”.

June 3, 2026
Delaware
Everytable
Meals for residents at the interim shelter at 350 Merrydale Road 20270077
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Corporation
v. April 1, 2026 Page-2

2. COMPENSATION.

In consideration for Contractor’s complete performance of the Scope of Work, City will pay Contractor in accordance with the rates and/or prices set forth in Exhibit A, up to the not-to-exceed amount of $_____________.

Contractor shall not increase its rates throughout the Term of this Contract, except that upon 60 day written notice, Contractor may adjust its rates no more than once annually at a maximum amount equal to the percentage change through December in the prior calendar year to the consumer price index (“CPI”) for California, All Urban Consumers, San Francisco-Oakland-San Jose areas, not to exceed five percent (5%).

Contractor will bill City on a monthly basis for work performed by Contractor during the preceding month, subject to verification by City. City will pay Contractor within thirty (30) days of City’s receipt of invoice.

3. TERM OF CONTRACT.

This Contract becomes effective upon the date listed as "Effective Date" and shall remain in effect until the completion of all obligations of both Parties hereto, or ___________________________________, whichever comes first, unless terminated or amended as provided herein.

4. RELIANCE ON PROFESSIONAL SKILL OF CONTRACTOR.

Contractor represents that it has the necessary professional skills to perform the work required and the City shall rely on such skills of the Contractor to do and perform the work. In performing the work hereunder Contractor shall adhere to the standards generally prevailing for the performance of expert consulting services similar to those to be performed by Contractor hereunder.

Contractor represents that it has reviewed Exhibit A and that in its professional judgment the work to be performed under this Contract can be performed for a fee within the maximum amount set forth herein and within the times specified.

Contractor represents that it possesses all necessary training, licenses and permits to perform the Scope of Work and that its performance of the Scope of Work will conform to the standards of practice of a professional having experience and expertise in performing professional services of like nature and complexity of the Scope of Work working on similar, successfully completed projects.

The granting of any progress payment by City, or the receipt thereof by Contractor, or any inspection, review, approval or oral statement by any representative of City or any other governmental entity, shall in no way waive or limit the obligations in this Paragraph 4 or lessen the liability of Contractor for unsatisfactory work, including but not limited to cases where the defective or below standard work may not have been 158,957.50
June 30, 2027
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. April 1, 2026 Page-3
apparent or detected at the time of such payment, inspection, review or approval.

5. PROJECT COORDINATION.

A. City’s Project Manager. ________________________________ is hereby designated the Project Manager for the City and said Project Manager shall supervise all aspects of the progress and execution of this Contract.

B. Contractor’s Project Director. Contractor shall assign a single Project Director to have overall responsibility for the progress and execution of this Contract for Contractor. ___________________________________ is hereby designated as the Project Director for Contractor. Should circumstances or conditions subsequent to the execution of this Contract require a substitute Project Director, for any reason, the Contractor shall notify the City within ten (10) business days of the substitution.

6. TERMINATION.

A. The term of this Contract shall commence upon the date hereinabove written and shall expire upon completion of performance of work hereunder by Contractor.

B. Notwithstanding the provisions of (A) above, City may with or without cause, direct Contractorto suspend, delay or interrupt the work, in whole or in part, for such periods of time as City may determine in its sole discretion.

C. City may terminate this Contract in whole, or from time to time in part, for default, should Contractor commit a material breach of this Contract, or part thereof, and not cure such breach within ten (10) calendar days of the date of City’s written notice to Contractor demanding such cure, in which case Contractor shall be liable to City for all loss, cost, expense, damage and liability resulting from such breach and termination.

D. City may terminate this Contract in whole, or from time to time in part, for convenience, whenever City determines that such termination is in City’s best interests, in which case Contractor shall be entitled to recover its costs expended up to the termination date plus reasonable profit thereon to the termination date as this Contract would otherwise provide, but may recover no other cost, damage or expense. Contractor shall continue its work throughout the course of any dispute, and Contractor’s failure to continue work during a dispute shall be a material breach of this Contract.

E. Lack of Appropriation: If this Contract is a multi-year contract, subject to appropriation each fiscal year, the City may terminate this Contract immediately for lack of appropriation of funds.

F. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Contract without the prior written consent of the other.

Robert Camarena
Daniel Cooperman
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. April 1, 2026 Page-4
G. Return of Documents. Upon termination, any and all City documents or materials provided to Contractor and any and all of Contractor's documents and materials prepared for or relating to the performance of its duties under this Contract, shall be delivered to City as soon as possible, but not later than thirty (30) days after termination.

7. INSURANCE REQUIREMENTS.

During the term of this Contract, and for any time period set forth in Exhibit B, Contractor shall procure and maintain in full force and effect, at no cost to City insurance policies with respect to employees and vehicles assigned to the performance of work under this Contract with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B.

8. INDEMNIFICATION.

A. Except as otherwise provided in subparagraph B of this section, Contractor shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by City, and hold harmless City, its officers, agents, employees and volunteers (collectively, the “City Indemnitees”), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively “CLAIMS”), arising out of Contractor’s performance of its obligations or conduct of its operations under this Contract. The Contractor's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees.

However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the Contractor's indemnification obligation shall be reduced in proportion to the City Indemnitees’ share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the Contractor’s work or work product by the City or any of its directors, officers or employees shall not relieve or reduce the Contractor’s indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Contractor’s performance of or operations under this Contract, Contractor shall provide a defense to the City Indemnitees or at City’s option reimburse the City Indemnitees their costs of defense, including reasonable attorneys’ fees, incurred in defense of such claims.

B. Where the work to be performed by Contractor under this Contract are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, Contractor shall indemnify and hold harmless the City and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney’s fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. April 1, 2026 Page-5
recklessness, or willful misconduct of Contractor, or any sub Contractors, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee.

C. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract and shall survive the termination or completion of this Contract for the full period of time allowed by law.

9. PREVAILING WAGE.

If the work to be performed under this Contract is for services where prevailing wages are required by State law, Contractor shall pay prevailing wages to its employees on any contract in excess of $1,000.00, Copies of the general prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Contract, as determined by Director of the State of California Department of Industrial Relations, are on file at the City’s Public Works Department upon request and may be obtained from the California Department of Industrial Relations website
[http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm]. Contractor shall comply with the 8-hours per day/40 hours per week/overtime/working hours restrictions for all employees, pursuant to the California Labor Code. Contractor and all subcontractors shall keep and maintain accurate employee payroll records for Work performed under the Contract. The payroll records shall be certified and submitted as required by law, including Labor Code Sections 1771.4 (if applicable) and 1776, including to the Labor Commissioner no less frequently than monthly. Contractor shall comply fully with Labor Code Section 1777.5 in the hiring of apprentices for work relating to the Contract.

10. NOTICES.

All notices and other communications required or permitted to be given under this Contract, including any notice of change of address, shall be in writing and given by email, personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of email, personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows:

To City’s Project Manager:
___________________________
___________________________
San Rafael, CA 94901
Email: ______________________
To Contractor’s Project Director:
___________________________
___________________________
___________________________
[email protected] Email: ______________________ [email protected] 18901 Railroad St.

Daniel Cooperman
1400 5th Ave
Robert Camarena
City of Industry, CA 91748
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11. LIABILITY OF CITY.

Except as provided in Exhibit A, Scope of Work to be Provided by Contractor and Exhibit B, Insurance, City's obligations under this Contract shall be limited to the payment of the compensation provided for in Paragraphs 1 and 2 of this Contract, Notwithstanding any other provision of this Contract, in no event shall City be liable, regardless of whether any claim is based on contract, tort or otherwise, for any special, consequential, indirect or incidental damages, lost profits or revenue, arising out of or in connection with this Contract, the Scope of Work, or the Project.

City shall not be responsible for any damage to persons or property as a result of the use, misuse or failure of any equipment used by Contractor, or by any of its employees, even though such equipment be furnished, rented or loaned to Contractor by City. The acceptance or use of such equipment by Contractor or any of its employees shall be construed to mean that Contractor accepts full responsibility for and shall exonerate, indemnify, defend and save harmless City from and against any and all claims for any damage or injury of any type, including attorneys' fees, arising from the use, misuse or failure of such equipment, whether such damage be to the Contractor, its employees, City employees or third parties, or to property belonging to any of the above.

Nothing in this Contract shall constitute a waiver or limitation of any right or remedy, whether in equity or at law, which City or Contractor may have under this Contract or any applicable law. All rights and remedies of City or Contractor, whether under this Contract or other applicable law, shall be cumulative.

12. MEDIATION.

Unless waived by the City, should any dispute arise out of this Contract, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Unless the City waives this requirement, Contractor shall not be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs.

13. GENERAL TERMS AND CONDITIONS.

This Contract includes, and the Contractor agrees to comply with the City’s General Terms and Conditions, which are set forth in Exhibit C, attached hereto and incorporated by reference.
[Signatures are on the following page.]
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IN WITNESS WHEREOF, the parties have executed this Contract as of the day, month and year first above written.

CITY OF SAN RAFAEL:
_________________________________
________________________________,
_________________________________
Executed on:_______________________
APPROVED AS TO FORM:

Office of the City Attorney
_________________________________
________________________________,
_________________________________
ATTEST:

City Clerk
_________________________________
________________________________,
_________________________________
CONTRACTOR:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
[If Contractor is a corporation, second
corporate officer signature required]
__________________________________
By: ____________________________
Name: ____________________________
Title: _____________________________
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Andrea Visveshwara
Chief Assistant City Attorney
Scope of Work
Department: City Manager’s Office / Community Services Division

1. Description of the Work
The City of San Rafael seeks to retain Everytable to provide fresh, individually packaged meals for residents of the City’s interim shelter program at 350 Merrydale Road. The purpose of this engagement is to ensure reliable daily meal service that supports the health, well-being, and nutritional needs of shelter residents.

The Contractor will provide meal production, packaging, quality assurance, transportation, delivery, and related administrative services in accordance with the City’s requirements. Services will be provided at an all-inclusive per-meal rate, with the City ordering and paying for meals as needed.

2. Specific Tasks
Task 1: Meal Production and Preparation
The Contractor will:
• Prepare fresh, nutritious meals in accordance with the City’s approved meal service requirements.
• Provide meals from the Contractor’s Silver Tier Menu. • Procure ingredients and perform meal preparation, assembly, and quality assurance.
• Maintain appropriate food safety and sanitation practices throughout meal production.

Task 2: Meal Packaging and Labeling
The Contractor will:
• Individually package meals using materials appropriate for safe storage, transportation, and distribution.
• Provide meal labeling and packaging materials necessary to support meal service operations.
• Ensure meals are packaged and assembled in a manner that maintains quality and food safety.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Task 3: Transportation and Delivery
The Contractor will:
• Transport and deliver meals to the designated City interim shelter location. • Coordinate delivery schedules and logistics with designated City staff. • Provide the labor, vehicles, fuel, and transportation resources necessary to support reliable meal delivery.
• Maintain appropriate transportation and handling procedures to preserve meal quality and food safety.

Task 4: Program Administration and Coordination
The Contractor will:
• Coordinate meal service schedules and related logistics with the City’s designated Project Manager or designee.
• Provide contract administration, customer service, invoicing, and service-related reporting.
• Maintain appropriate records to support contract compliance and service tracking.
• Communicate with City staff regarding operational issues, delivery concerns, or service adjustments.

Task 5: Quality Assurance and Operational Support
The Contractor will:
• Maintain quality control procedures for meal preparation, packaging, and delivery.
• Provide the operational resources necessary to support consistent meal service. • Address service issues and coordinate corrective actions with the City, as needed.
• Comply with applicable food safety requirements and other standards relevant to the services provided.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE

3. Deliverables
Deliverable Format Due Date Acceptance Criteria
Fresh,
Individually
Packaged
Meals
Silver Tier
Menu meals
Daily, as scheduled Meals delivered in
accordance with approved
service requirements
Meal Delivery
Services
Physical
delivery
Daily, as scheduled Meals delivered to the
designated shelter location
Meal Service
Coordination
Email, phone,
or other
agreed-upon
communication
Ongoing Delivery schedules and
service needs coordinated
with City staff
Meal Service
Records and
Invoices
Invoice and
supporting
documentation
Monthly or as
required
Includes meals provided,
applicable charges, and
required supporting
information
Quality
Assurance and
Food Safety
Compliance
Operational
records, as
applicable
Ongoing Services provided in
accordance with applicable
requirements

4. Method of Payment
• Contractor will be compensated on a per-meal basis.
• Proposed cost per meal: $6.70.
• Total not-to-exceed amount: $158,957.50 per 12-month period, based on an estimated 23,725 meals annually.
• The estimated annual meal volume is based on 65 residents receiving one meal per day, seven days per week.
• The per-meal rate includes meal production, packaging, quality assurance, transportation, delivery, contract administration, and associated operational costs.
• The City is not obligated to purchase the estimated annual meal volume. Actual payments will be based on the number of meals authorized and provided. Total number of weekly meals required will be communicated by the City’s designated Projected Manager or designee.
• Invoices shall be submitted in accordance with the City’s standard invoicing procedures and shall identify the number of meals provided and the applicable charges.
• Any changes to the meal service requirements or pricing must be authorized in writing by the City’s designated Project Manager or designee.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit B-1

EXHIBIT B

INSURANCE REQUIREMENTS
During the term of this Contract, and for any time period set forth below, Contractor shall procure and maintain in full force and effect, at no cost to City insurance policies with respect to employees and vehicles assigned to the performance of work under this Contract with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B.

A. Scope of Coverage. During the term of this Contract, Contractor shall maintain, at no expense to City, the following insurance:

1. Commercial general liability. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage.

2. Automobile liability. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence.

3. Professional liability. If any licensed professional performs any of the work required to be performed under this Contract, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the Contractor's performance under this Contract. Where Contractor is a professional not required to have a professional license, City reserves the right to require Contractor to provide professional liability insurance pursuant to this section.

4. Workers’ compensation. If it employs any person, Contractor shall maintain workers’ compensation insurance, as required by the State of California, with statutory limits, and employer’s liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. Contractor’s workers’ compensation insurance shall be specifically endorsed to waive any right of subrogation against City.

B. Other Insurance Requirements. The insurance coverage required of the Contractor in subparagraph A of this section above shall also meet the following requirements:

1. Except for professional liability insurance or workers’ compensation insurance, the insurance policies shall be specifically endorsed to include the City, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies.

2. The additional insured coverage under Contractor’s insurance Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit B-2
policies shall be “primary and noncontributory” with respect to any insurance or coverage maintained by City and shall not call upon City's insurance or self-insurance coverage for any contribution. The “primary and noncontributory” coverage in Contractor’s policies shall be at least as broad as ISO form CG20 01 04 13.

3. Except for professional liability insurance or workers’ compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury.

4. By execution of this Contract, Contractor hereby grants to City a waiver of any right to subrogation which any insurer of Contractor may acquire against City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not City has received a waiver of subrogation endorsement from the insurer.

5. If the insurance is written on a Claims Made Form, then, following termination of this Contract, said insurance coverage shall survive for a period of not less than five years.

6. The insurance policies shall provide for a retroactive date of placement coinciding with the Effective Date of this Contract.

7. The limits of insurance required in this Contract may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City (if agreed to in a written contract or agreement) before City’s own insurance or self-insurance shall be called upon to protect it as a named insured.

8. It shall be a requirement under this Contract that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to City or any other additional insured party.

Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Contract are sufficient to cover the obligations of the Contractor under this Contract.

9. Contractor agrees to ensure that subcontractors, and any other party involved with the performance of work under this Contract, who is brought onto or involved in the performance of the work by Contractor under this Contract, provide the same minimum insurance coverage required of Contractor, except as with respect to limits. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Contract. CONSUTLANT agrees that upon request by City, all Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit B-3
agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the work under this Contract will be submitted to City for review.

10. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the Scope of Work reserves the right to charge City or Contractor for the cost of additional insurance coverage required by this Contract.

Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

C. Deductibles and SIR’s. Any deductibles or self-insured retentions in Contractor's insurance policies must be declared to and approved by the City and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or City or other additional insured party. At City's option, the deductibles or selfinsured retentions with respect to City shall be reduced or eliminated to City's satisfaction, or Contractor shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney’s fees and defense expenses.

D. Proof of Insurance. Contractor shall provide to the Project Manager all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Contract; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Contract. City reserves the right to obtain a full certified copy of any insurance policy and endorsements from Contractor. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by the City.

Failure to comply with these requirements shall be considered a material breach of contract.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit C-1

EXHIBIT C

GENERAL TERMS AND CONDITIONS

1. COMPLIANCE WITH ALL LAWS.

Contractor shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Contract. Contractor shall perform all work under this Contract in accordance with these laws, ordinances, codes and regulations. Contractor shall release, defend, indemnify and hold harmless City, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations.

2. PROVISIONS DEEMED INSERTED.

Every provision of law required to be inserted in the Contract is deemed to be inserted, and the Contract will be construed and enforced as though such provision has been included. If it is discovered that through mistake or otherwise that any required provision was not inserted, or not correctly inserted, the Contract will be deemed amended accordingly.

3. SEVERABILITY.

If any provision of the Contract documents, or portion of a provision, is determined to be illegal, invalid, or unenforceable, the remaining provisions of the Contract documents will remain in full force and effect.

4. OWNERSHIP OF DOCUMENTS.

The written documents and materials prepared by the Contractor in connection with the performance of its duties under this Contract, shall be the sole property of City. City may use said property for any purpose, including projects not contemplated by this Contract.

5. INSPECTION AND AUDIT.

Upon reasonable notice, Contractor shall make available to City, or its agent, for inspection and audit, all documents and materials maintained by Contractor in connection with its performance of its duties under this Contract. Contractor shall fully cooperate with City or its agent in any such audit or inspection. Contractor shall maintain all Projectrelated records for a period of three (3) years from completion of the work.

6. ASSIGNABILITY.

The parties agree that they shall not assign or transfer any interest in this Contract nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Contract or any rights, duties Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit C-2
or obligations arising hereunder shall be void and of no effect.

7. WORKERS' COMPENSATION.

Contractor certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor certifies that it will comply with such provisions before commencing the performance of the work of this contract.

8. NONDISCRIMINATION.

Contractor shall not discriminate, in any way, against any person on the basis of sex, race, color, religion, ancestry, national origin, ethnic group identification, age, mental disability, physical disability, medical condition, genetic information, marital status, or sexual orientation in connection with or related to the performance of its duties and obligations under this Contract.

9. NO THIRD PARTY BENEFICIARIES.

City and Contractor do not intend, by any provision of this Contract, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Contract, to the other party.

10. INDEPENDENT CONTRACTOR.

For the purposes, and for the duration, of this Contract, Contractor, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the City. Contractor and City expressly intend and agree that the status of Contractor, its officers, agents and employees be that of an Independent Contractor and not that of an employee of City.

11. ENTIRE CONTRACT -- AMENDMENTS.

A. The terms and conditions of this Contract, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Contract of the parties with respect to the subject matter of this Contract.

B. This written Contract shall supersede any and all prior contracts, oral or written, regarding the subject matter between the Contractor and the City.

C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Contract, shall be valid or binding, except by way of a written amendment to this Contract.

D. The terms and conditions of this Contract shall not be altered or modified Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit C-3
except by a written amendment to this Contract signed by the Contractor and the City.

E. If any conflicts arise between the terms and conditions of this Contract, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Contract shall control.

12. SET-OFF AGAINST DEBTS.

Contractor agrees that City may deduct from any payment due to Contractor under this Contract, any monies which Contractor owes City under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.

13. WAIVERS.

The waiver by either party of any breach or violation of any term, covenant or condition of this Contract, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Contract, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Contract or any applicable law, ordinance or regulation.

14. CITY BUSINESS LICENSE / OTHER TAXES.

Contractor shall obtain and maintain during the duration of this Contract, a City business license as required by the San Rafael Municipal Code, and Contractor shall pay any and all state and federal taxes and any other applicable taxes. City shall not be required to pay for any work performed under this Contract, until Contractor has provided City with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).

15. SURVIVAL OF TERMS.

Any terms of this Contract that by their nature extend beyond the term (or termination) of this Contract shall remain in effect until fulfilled and shall apply to both Parties’ respective successors and assigns.

16. GOVERNING LAW.

This Contract shall be deemed to have been executed in the County of Marin, California. The formation, interpretation and performance of this Contract shall be governed by the laws of the State of California, excluding its conflict of laws rules. Any suit or action initiated by either party shall be brought in the County of Marin, California unless the parties agree otherwise in a written amendment to this Contract.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE v. Feb 2025 Exhibit C-4

17. CONFLICT OF INTEREST.

Contractor, its employees, subcontractors and agents, may not have, maintain or acquire a conflict of interest in relation to this Contract in violation of any City ordinance or policy or in violation of any California law, including under Government Code section 1090 et seq. and under the Political Reform Act as set forth in Government Code section 81000 et seq. and its accompanying regulations. Any violation of this Section constitutes a material breach of the Contract.

18. AUTHORIZATION.

Each individual signing above warrants that they are authorized to do so by the party that they represent, and that this Contract is legally binding on that party. If Contractor is a corporation, signatures from two officers of the corporation are required pursuant to California Corporation Code section 313.

19. COUNTERPARTS AND ELECTRONIC SIGNATURE.

This Contract may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Updated April 1, 2026

CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.

All following documents are attached as reference material.

RESPONSIBLE PARTY DESCRIPTION COMPLETED
Project Manager
Email PINS insurance request to Contractor
Confirm legal business name, entity type and authorization to do business in California on California Secretary of State Business search site
☐
☐
Project Manager
For Public Works and Vegetation Management Contracts:

Confirm contractor license is current and valid on California State License Board website
☐ not applicable
☐
City Attorney’s Office Review, revise as needed, and approve agreement as to form
Department Director
Review and approve agreement
☐ AB 339 not applicable or ☐ Complied with AB 339
Risk Management Confirm insurance documentation is complete Finance Review and sign off on funding availability
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:

Contracting Department:

Project Manager:

Contractor Name:

Contractor’s Contact: Contact’s Email:

City Council Date: ☐ ___________________ or ☐ Not applicable ☐ FPPC: Check if Contractor must file Form 700
Everytable
X
[email protected]
X 10/19/2026
X
Robert Camarena
City Manager
X
Daniel Cooperman
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE X
Request for Proposals
Food Delivery Services for 350 Merrydale Residents
350 Merrydale Rd.

San Rafael, CA 94903
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE City of San Rafael – Food Delivery Services for Unhoused Residents June 3, 2026
The City of San Rafael
Community Services Division
1400 Fifth Ave.

San Rafael, CA 94901
RE: Food Delivery Services for 350 Merrydale Residents
Dear Evaluation Committee,
Thank you for the opportunity to submit this proposal to provide nutritious meal delivery services for residents of the City of San Rafael’s interim shelter program at 350 Merrydale Road. Everytable is honored to support the City’s continued commitment to addressing homelessness through innovative housing and supportive service solutions that provide stability, dignity, and a pathway toward permanent housing.

We recognize that the 350 Merrydale shelter program will play an important role in helping individuals experiencing homelessness transition into more stable living situations while receiving the support and resources necessary to secure permanent housing. Consistent access to nutritious meals is a critical component of this effort, helping to improve health outcomes, reduce food insecurity, and support residents as they work toward greater self-sufficiency and long-term stability.

Everytable is uniquely qualified to provide these services. As a mission-driven Public Benefit Corporation, we specialize in preparing and delivering fresh, chef-crafted, dietitian-designed meals to community-based organizations, government agencies, supportive housing programs, interim housing communities, healthcare providers, and social service organizations throughout California. Our meals are produced in our USDAinspected production facility under strict HACCP food safety protocols and are distributed through a reliable refrigerated logistics network that ensures quality, consistency, and food safety from production through delivery.

Our team has extensive experience supporting programs serving vulnerable populations, including interim housing, supportive housing, recuperative care, homelessness services, senior nutrition programs, and other community-based initiatives. We understand the importance of dependable service, menu variety, dietary accommodations, and operational flexibility, and we are committed to providing a meal program that supports both resident wellbeing and the City's program objectives.

Everytable appreciates the opportunity to partner with the City of San Rafael in serving residents of the 350 Merrydale shelter program. We look forward to the opportunity to contribute to the success of this important initiative and to support the health, dignity, and wellbeing of the individuals the program serves.

Thank you for your consideration.

Sincerely,
Robert Camarena
Director of Business Development
Everytable, PBC
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE City of San Rafael – Food Delivery Services for Unhoused Residents Table of Contents
Organizational Overview ............................................................................................................................ 4 Program Narrative........................................................................................................................................ 9 Cost Proposal .............................................................................................................................................. 12 References ................................................................................................................................................... 14 Required Attachments.............................................................................................................................. 15 Conclusion ................................................................................................................................................... 20 Case Studies ................................................................................................................................................ 21 Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 4 Organizational Overview
Leadership and Organizational Background
Everytable is led by Chief Executive Officer Sam Polk, a nationally recognized social entrepreneur dedicated to expanding access to nutritious food in underserved communities. Under Sam's leadership, Everytable has grown into one of California's leading mission-driven food enterprises, providing fresh, affordable meals through an integrated network of production facilities, distribution operations, retail locations, and institutional food service programs.

Sam has demonstrated the capacity to manage programs of significant scope, scale, and operational complexity through his leadership of Everytable's high-volume meal production and distribution operations. He provides executive oversight of strategic planning, financial management, food safety and regulatory compliance, production operations, logistics, workforce development, and partnerships with public agencies, healthcare organizations, and community-based service providers.

Growing up in Los Angeles, Sam witnessed firsthand the challenges faced by individuals and families experiencing poverty and homelessness while assisting his mother with medical outreach programs in Skid Row. These experiences inspired his commitment to addressing social inequities and improving access to healthy food. Prior to founding Everytable, Sam established Feast, a nonprofit organization focused on nutrition education, healthy cooking, and food access in South Los Angeles. Through this work, he identified a critical gap: while families wanted healthier options, affordable and convenient nutritious meals were often unavailable in low-income communities.

To address this challenge, Sam launched Everytable with a simple but powerful mission: to make healthy food accessible to everyone, regardless of income or neighborhood. Before becoming a social entrepreneur, Sam worked as a hedge fund trader on Wall Street. His memoir, For the Love of Money, chronicles his transition from finance to social impact and his commitment to building organizations that create meaningful community change.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 5 Today, under Sam's leadership, Everytable manages large-scale food production and distribution systems that serve thousands of meals daily throughout California while maintaining rigorous standards for quality, nutrition, food safety, and operational accountability.

Mission
Everytable is a mission-driven Public Benefit
Corporation dedicated to making nutritious
food accessible to everyone. We believe that
healthy food is a fundamental human
need and that access to high-quality meals
should not be determined by geography,
income, or circumstance.

Our mission is to transform the food system
by increasing access to affordable, nutritious
meals in communities that have historically
faced barriers to healthy food options.

Through innovative production, distribution, and pricing models, Everytable works to improve food equity while supporting the health and wellbeing of individuals, families, and communities throughout California.

This mission extends beyond retail operations and serves as the foundation of our partnerships with government agencies, healthcare organizations, homeless service providers, supportive housing programs, senior nutrition programs, educational institutions, and community-based organizations.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 6 Company History
Founded in Los Angeles in 2016,
Everytable was created to address the
growing disparity in access to healthy
food across California communities. The
company developed an innovative model
that combines centralized meal
production, efficient distribution
systems, and community-based access
points to provide fresh, chef-crafted
meals at affordable prices.

Since its founding, Everytable has
evolved into a comprehensive food
service organization serving both
individual consumers and institutional
partners. The company operates a large-scale USDA-inspected production facility supported by experienced culinary, nutrition, food safety, logistics, and operations professionals.

Everytable's growth has been driven by a commitment to operational excellence, food quality, affordability, and community impact. Over the past several years, the organization has expanded its capabilities to support large government and nonprofit meal programs, healthcare nutrition initiatives, supportive housing communities, senior meal programs, and emergency feeding efforts throughout California.

Today, Everytable serves as a trusted food service partner to numerous public agencies, nonprofit organizations, healthcare systems, educational institutions, and communitybased programs that require reliable, large-scale meal production and delivery services.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 7 Primary Programs and Service Areas
Everytable provides a broad range of meal production, nutrition, and food distribution services designed to meet the needs of diverse populations.

Government and Community Nutrition Programs
Everytable partners with cities, counties, senior centers, and community-based organizations to provide nutritious meals for congregate dining programs, homedelivered meal programs, and other publicly funded nutrition initiatives. Our experience includes supporting programs operating under federal, state, and local nutrition guidelines and reporting requirements.

Supportive Housing and Homelessness Services
Everytable provides meal services to supportive housing communities, interim housing programs, recuperative care facilities, shelters, and homelessness service providers throughout California. These programs support individuals and families experiencing housing instability and often require dependable meal service, flexible delivery schedules, and accommodations for diverse dietary needs.

Healthcare and Food as Medicine Programs
Everytable supports healthcare organizations, managed care plans, hospitals, and community health partners through medically supportive nutrition programs and food access initiatives. Our infrastructure enables us to provide nutritionally balanced meals that support improved health outcomes and address food insecurity among vulnerable populations.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 8 Education and Basic Needs Programs
Everytable partners with colleges, universities, and educational institutions to support student basic needs initiatives and food security programs. These partnerships help ensure students have reliable access to nutritious meals that support academic success and overall wellbeing.

Emergency Feeding and Community Response
Everytable maintains the production capacity and operational infrastructure necessary to support emergency meal response efforts during public health emergencies, natural disasters, and community crises. Our centralized production model and established distribution network enable rapid deployment of meal services when communities face urgent food access challenges.

Organizational Capacity
Everytable's operational infrastructure is designed to support programs ranging from small community-based initiatives to large-scale public contracts.

Our capabilities include:
• USDA-inspected food production facilities operating under HACCP food safety protocols.
• Experienced culinary, nutrition, food safety, logistics, and customer support teams.
• Refrigerated transportation and cold-chain distribution systems.
• Menu development and dietary accommodation capabilities. • Large-scale meal production capacity with scalable operations. • Quality assurance and performance monitoring systems. • Experience serving government agencies, nonprofit
organizations, healthcare providers, and vulnerable
populations throughout California.

Through our combination of mission-driven leadership, operational expertise, and proven food service infrastructure, Everytable is uniquely positioned to provide dependable, highquality meal services that support the City of San Rafael's goals of promoting resident health, stability, and wellbeing at the 350 Merrydale interim shelter program.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 9 Program Narrative
Meeting the Scope of Services Requirements
Everytable will provide reliable meal delivery
services to support the residents of the City of
San Rafael's interim shelter program at 350
Merrydale Road. Our team will deliver nutritious,
individually packaged meals for up to 65
residents, seven days per week, including
weekends and holidays, in accordance with the
requirements outlined in the RFP.

Meals are prepared in Everytable's USDA-inspected production facility under strict HACCP food safety protocols and are developed in collaboration with culinary and nutrition professionals to ensure balanced nutrition, quality, and consistency. All meals are produced using fresh ingredients and prepared in compliance with applicable California Department of Public Health food safety regulations.

Everytable maintains an established refrigerated logistics network that supports meal delivery programs throughout California. Deliveries will be made according to a consistent schedule coordinated with City and shelter staff to ensure timely receipt and distribution.

Meals are packaged, labeled, and transported in temperature-controlled vehicles to maintain product integrity and food safety throughout the delivery process.

Our proposed menu includes a variety of culturally diverse and resident-friendly meal options designed to promote satisfaction while meeting USDA nutritional guidelines. Menus are rotated regularly to provide variety and minimize menu fatigue.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 10 Accommodating Dietary Restrictions and Special Needs Everytable recognizes the importance of accommodating the diverse dietary needs of shelter residents. We maintain a broad portfolio of meals that allows us to support common dietary requirements and preferences, including:
• Vegetarian meals
• Vegan meals
• Lower-sodium meal options
• Dairy-free options
• Pork-free options
• Common food allergy considerations where identified
All meals are clearly labeled with ingredient and allergen information to assist residents and program staff in identifying appropriate meal selections. Dietary accommodation requests can be coordinated directly with shelter management, allowing Everytable to adjust meal allocations and menu selections as resident needs evolve.

Our culinary and nutrition teams work collaboratively to ensure that accommodated meals continue to provide balanced nutrition while maintaining quality and variety.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 11 Service Disruption and Continuity Plan
Everytable maintains comprehensive contingency procedures designed to ensure uninterrupted meal service during unforeseen events. Our operational model incorporates redundancy across production, logistics, staffing, and inventory management to minimize service disruptions.

Key continuity measures include:
• Production capacity that exceeds the
volume required for this contract,
allowing for rapid response to changing
demand.
• Dedicated logistics personnel and
backup delivery resources to support
uninterrupted transportation.
• Multiple delivery routes and scheduling
flexibility to address traffic, weather, or
roadway disruptions.
• Inventory management practices that maintain sufficient product availability to support service continuity.
• Cross-trained operational staff capable of supporting production, packing, and delivery functions when needed.

In the event of a disruption, Everytable will immediately communicate with designated City and shelter representatives regarding the nature of the issue, anticipated resolution timeline, and any temporary service modifications. Our team will work collaboratively with shelter staff to implement alternative delivery arrangements and ensure residents continue to receive meals with minimal interruption.

Through our established food production infrastructure, experienced operations team, and proven logistics network, Everytable is well-positioned to provide dependable, highquality meal service that supports the health, wellbeing, and stability of residents participating in the City of San Rafael's interim shelter program.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 12 Cost Proposal
Proposed Meal Pricing
Everytable offers an all-inclusive rate of $6.70 per
meal for the provision of fresh, individually
packaged meals from our Silver Tier Menu. The
proposed rate includes meal production, packaging,
quality assurance, transportation, delivery, contract
administration, and all associated operational costs
required to provide meal services in accordance with
the City of San Rafael's requirements.

Because the City's scope identifies a single daily meal service, a uniform per-meal rate applies to all meals provided under this proposal.

Estimated Annual Cost
The City's RFP indicates a projected service population of 65 residents receiving one meal per day, seven days per week.

Description Quantity
Residents Served Daily 65
Meals Per Day 65
Service Days Per Year 365
Estimated Annual Meal Volume 23,725 Meals
Proposed Cost Per Meal $6.70
Total Estimated Annual Cost $158,957.50
Itemized Operating Budget
Budget Category Percentage of Annual Cost
Food Ingredients & Production Labor 60%
Packaging & Meal Assembly 3%
Transportation & Delivery 10%
Facility & Operational Overhead 17%
Administration & Program Management 10%
Total Annual Cost 100%
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 13 Budget Narrative
Food, Ingredients & Production Labor
This category includes food procurement, meal preparation, culinary labor, meal assembly, quality control, food safety monitoring, and all activities associated with producing fresh, nutritious meals for program participants.

Packaging & Meal Assembly
Includes meal packaging, labeling, catering boxes, and other materials required to safely store, transport, and distribute meals while maintaining product quality and food safety.

Transportation & Delivery Operations
Includes delivery labor, refrigerated transportation, fuel, vehicle maintenance, route planning, logistics management, and all transportation activities necessary to provide reliable meal delivery services.

Facility & Operational Overhead
Includes production facility expenses, equipment, utilities, sanitation, insurance, technology systems, and operational support functions necessary to maintain consistent meal production and distribution activities.

Administration & Program Management
Includes contract administration, customer service, scheduling coordination, invoicing, reporting, compliance oversight, and program management activities required to support successful contract performance.

Everytable's proposed pricing reflects a comprehensive turnkey meal service solution that leverages our established production and distribution infrastructure to provide reliable, cost-effective service while maintaining high standards for nutrition, food safety, quality, and customer satisfaction.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 14 References
Exodus
Recovery
Contact: Lezlie Murch, CEO
Address: 9808 Venice Blvd. Suite 700,
Culver City, CA 90232
Phone: 310-945-3350
Email: [email protected]
Everytable provides approximately
2,688 fresh, ready-to-eat meals
per week distributed among four
(4) sites supporting residents in
recovery and transitional housing..

Volunteers of
America
Los Angeles
Contact: Antonio Alvarenga, Program
Transitions Manager
Address: 3600 Wilshire Blvd. Suite 1500,
Los Angeles, CA 90010
Phone: 213-389-1500
Email: [email protected]
Everytable provides approximately
5,600 fresh, ready-to-eat meals
per week distributed among six
(6) sites supporting residents in
recovery and transitional housing.

OPICA
Contact: Saira Reyes,
Director of Operations
Address: 1759 Missouri Ave, Los
Angeles, CA 90025
Phone: (310) 478-0226
Email: [email protected]
Everytable provides approximately
250 congregate meals to an adult
day center. OAA Title III compliant
and medically tailored meals.

The Salvation
Army –
San Francisco
Contact: Destiny Pletsch
Address: 832 Folsom St. San Francisco,
CA 94103
Phone: 415-770-8660
Email:
[email protected]
Everytable provides approximately
1,500 fresh, ready-to-eat meals
per week distributed among two
(2) sites supporting residents in
recovery and transitional housing
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 15 Required Attachments
Everytable’s Sample Menu
Everytable's Silver Tier Menu is designed to provide residents with fresh, nutritious, and satisfying meals that support overall health and wellbeing while offering variety, convenience, and cultural relevance. Our menu rotates seasonally to incorporate high-quality ingredients and a diverse selection of chef-crafted meals that appeal to a wide range of tastes and preferences.

The Silver Tier Menu delivers exceptional value by combining affordability with meal quality, allowing organizations to provide residents with fresh, wholesome meals at a competitive price point. Leveraging Everytable's large-scale production and distribution infrastructure, the Silver Tier Menu offers a cost-effective solution without sacrificing taste, nutrition, food safety, or menu variety. Silver Tier Menu includes all Bronze Tier selections.

Our Culinary Innovation Team continuously develops and refines menu offerings to ensure meals remain flavorful, balanced, and reflective of the diverse communities we serve throughout California. We regularly gather feedback from customers, community partners, and our Community Tasting Panel to evaluate new recipes, improve existing menu items, and maintain high levels of meal satisfaction.

The Silver Tier Menu features a broad selection of culturally inspired dishes representing the rich diversity of California communities, including Mexican, Caribbean, Soul Food, Vietnamese, Korean, Italian, Indian, Chinese, and Middle Eastern cuisines.

This variety helps reduce menu fatigue while providing residents with familiar and enjoyable meal options throughout the year.

All meals are individually packaged and clearly labeled with nutrition information, ingredients, allergen disclosures, and heating instructions. Packaging is food-safe, microwave-safe, recyclable, and designed to preserve product quality during transportation and storage.

Meals are delivered fresh and refrigerated—never frozen—and are produced under strict HACCP food safety protocols in Everytable's USDA-inspected production facility. Through the use of Modified Atmosphere Packaging (MAP) technology, meals maintain freshness and quality while providing an extended refrigerated shelf life of approximately 10–12 days. This extended shelf life provides operational flexibility, reduces food waste, and supports efficient meal distribution while ensuring residents have convenient access to nutritious meals.

The following pages include a representative sample of menu options available through Everytable's Silver Tier Menu.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 16 Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 17 Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 18 Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 19 Why Everytable for the City of San Rafael
• Fresh, Nutritious, Ready-to-Enjoy Meals
Chef-crafted, refrigerated meals that can be enjoyed cold or heated in minutes, providing residents with
convenient, high-quality meal options that support
overall health and wellbeing.
• Reliable, Cost-Effective Meal Service
Everytable's centralized production facility, cold-chain logistics network, and Silver Tier Menu deliver consistent, dependable meal service while maximizing value and maintaining high standards for quality and food safety. • Operational Efficiency and Reduced Food Waste
Fresh meals packaged using Modified Atmosphere Packaging (MAP) technology provide an extended refrigerated shelf life of approximately 10– 12 days, reducing food waste and supporting efficient site operations. • Mission-Driven Partnership
As a Public Benefit Corporation, Everytable is committed to expanding access to healthy food and partnering with communities to support housing stability, dignity, and improved outcomes for individuals experiencing homelessness.

Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 20 Conclusion
“A Reliable Partner in Supporting Resident Wellbeing”
Everytable is honored to submit this proposal in support of the City of San Rafael's interim shelter program at 350 Merrydale Road. We recognize that consistent access to nutritious meals is an important component of creating a safe, stable environment where residents can focus on their health, wellbeing, and progress toward permanent housing.

By partnering with Everytable, the City will gain a mission-driven food service provider with extensive experience supporting housing programs, community organizations, and vulnerable populations throughout California. Our fresh, chefcrafted meals provide a convenient, affordable, and reliable solution backed by proven production capabilities, rigorous food safety standards, and dependable delivery infrastructure.

We appreciate the opportunity to support the City of San Rafael's efforts to address homelessness through compassionate, housing-focused solutions. Everytable looks forward to serving residents with quality meals, responsive service, and a shared commitment to promoting dignity, stability, and positive community outcomes.

Thank You!
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 21 Case Studies
Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE 22 CASE STUDY: Nutrition Risk and Satisfaction
Scores -OAA Program (Santa Clara)
Challenge: Many seniors in Santa Clara County struggle with food insecurity and lack access to affordable, nutritious meals. Traditional meal programs often fail to provide fresh, culturally relevant, and easily accessible options, leading to poor nutrition and declining health.

Solution: By partnering with Everytable, the Senior Nutrition Program (SNP) has transformed meal accessibility for older adults. Everytable’s innovative meal model delivers chef-crafted, nutritious meals at a low cost, ensuring seniors receive fresh, balanced food without the barriers of high prices or difficult access.

The meals are designed to support senior dietary needs, incorporating high-protein, fiber-rich, and lowsodium options to promote heart health, mobility, and overall well-being.

Impact: Since implementing Everytable meals, participating seniors have reported improved energy levels, better digestion, and reduced health complications related to malnutrition. Surveys show a 40% increase in meal satisfaction and a 30% improvement in daily fruit and vegetable intake. The convenience of home delivery and accessible pick-up locations has also led to a 20% decrease in meal program dropout rates, ensuring more seniors receive the nutrition they need.

Everytable Metrics-Overall Health Score
Over 90% answered that our meal program “helps to maintain overall health” Docusign Envelope ID: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Certificate Of Completion
Envelope Id: D5B98FFB-1255-8E05-82FA-FDA98DFBC5FE Status: Sent Subject: DocuSign: PSA with Every Table for Merrydale Food Services Source Envelope:

Document Pages: 41 Signatures: 1 Envelope Originator:

Certificate Pages: 4 Initials: 3 Nataly Torres
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
111 Morphew St
San Rafael, CA 94901
[email protected]
IP Address: 199.88.113.8
Record Tracking
Status: Original
9/23/2026 2:18:18 PM
Holder: Nataly Torres
[email protected]
Location: DocuSign
Status: Original
9/23/2026 2:21:30 PM
Holder: Walter Gonzalez
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Andrea Visveshwara
[email protected]
Chief Assistant City Attorney
City of San Rafael
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 9/23/2026 2:26:25 PM
Viewed: 9/25/2026 10:53:46 AM
Signed: 9/25/2026 10:54:10 AM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Daniel Cooperman
[email protected]
City of San Rafael
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 9/25/2026 10:54:13 AM
Viewed: 9/28/2026 3:36:05 PM
Signed: 9/28/2026 3:36:35 PM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Van Bach
[email protected]
Signing Group: Finance
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 199.88.113.8
Sent: 9/28/2026 3:36:37 PM
Viewed: 9/28/2026 4:03:23 PM
Signed: 9/30/2026 8:50:17 AM
Electronic Record and Signature Disclosure:

Accepted: 9/28/2026 4:03:23 PM
ID: ef8c666e-2e80-49ef-b4fb-88c535a97cfe
Sam Polk
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 9/30/2026 8:50:20 AM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Signer Events Signature Timestamp
Robert Camarena
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Heather Davis
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Paul Navazio
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
City Clerk
Signing Group: City Clerk
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Nataly Torres
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 9/23/2026 2:19:29 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure

ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of San Rafael (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us.

You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $0.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.

Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.

Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.

All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.

How to contact City of San Rafael:

You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:

To contact us by email send messages to: [email protected] To advise City of San Rafael of your new email address
To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your Electronic Record and Signature Disclosure created on: 5/22/2025 12:46:43 PM Parties agreed to: Van Bach
previous email address, your new email address. We do not require any other information from you to change your email address.

If you created a DocuSign account, you may update it with your new email address through your account preferences.

To request paper copies from City of San Rafael
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.

To withdraw your consent with City of San Rafael
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to [email protected] and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process..

Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The current system requirements are found here: https://support.docusign.com/guides/signer-guide-signing-system-requirements.

Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the checkbox next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:

You can access and read this Electronic Record and Signature Disclosure; and You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and Until or unless you notify City of San Rafael as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by City of San Rafael during the course of your relationship with City of San Rafael.