HomeMy WebLinkAboutCC RESO 2023-166 Amendment No. 11 County Contract - George H. Waters Nutrition ProgramRESOLUTION NO. 2023 166
RESOLUTION OF THECITY COUNCIL OF THE CITY OF NATIONAL CITY COUNCIL OF THE
CITY OF NATIONAL CITY, CALIFORNIA, RATIFYING AMENDMENT 11 TO COUNTY
CONTRACT 561763 INCREASING THE SENIOR NUTRITION INFRASTRUCTURE GRANT BY
AN AMOUNT OF $595676 RESULTING IN A NEW MAXIMUM AGREEMENT AMOUNT OF
$1,939,607 AND AUTHORIZING AN INCREASE OF $7,090 IN APPROPRIATIONS FOR
NUTRITION CENTER KITCHEN EQUIPMENT WITH A CORRESPONDING INCREASE IN
REVENUE.
WHEREAS, the George H. Waters Nutrition Program provides thousands of healthy
congregate and home -delivered meats to our local seniors every year; and
WHEREAS, the City of National City previously entered into an agreement with the County
of San Diego in order to receive subsidized funding for the meals served to our local senior
population; and
WHEREAS, the reimbursement for meals provided for in Amendment 11 will increase the
Grand Total from $191,800.00 to $244 38 .00 as detailed in Exhibit A; and
WHEREAS, Amendment 11 also increases the City's match from
$24,437,55 as detailed in Exhibit A; and
19,220.30 to
WHEREAS, Amendment 11 increases the number of service units by a total of 8,100
meals; and
WHEREAS, Amendment 11 provides $7,090 in additional funding to the City of National
City through the Senior Nutrition Infrastructure grant for kitchen equipment as detailed in Exhibit
A.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF NATIONAL CITY,
CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINE, AND ORDER AS Fob OWS:
Section 1. That the City Council hereby ratifies Amendment 11 to County Contract
561763.
Section 2: That the City Council hereby authorizes an increase of $7,090 in
appropriations for Nutrition Services kitchen equipment offset by a like amount of revenue.
Section 3: That the City Clerk shalt certify to the passage and adoption of this
Resolution and enter it into the book of original Resolutions.
PASSED and ADOPTED this 5th day of Decernb , '23.
Morrison, ayor
ATTEST:
Shelley Chapel, 1V1M , City Clerk
APPROVED AS TO FORM:
Barry J. Sch It,ity Attorney
Passed and adopted by the City council of the City of National City, California, on
December 5, 2023 by the following roll -call vote, to -wit:
Ayes: Bush, Rodriguez, Yarnane, Molina, Morrison
Nays: None,
Absent: None.
Abstain: None.
AUTHENTICATED BY: Ron Morrison
BY:
Mayor of the City of National City, California
City Clerk of the cit
National Ci b . California
Shelley Chapel, MM�}rty Clerk
COUNTY CONTRACT NUMBER 561763
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH. REGION
1. Scope of Work/Purpose
Contractor shall provide nutritionally sound meals to individuals sixty (60) years of age and older living
throughout San Diego County. The meals shall be provided in a congregate (group) setting at Senior
Dining Centers. There is no charge to the senior for these services, but Contractor shall provide the
opportunity for the senior to make a contribution at a suggested donation amount. The eligible
population for Title III C-1 is defined as individuals sixty (60) years of age or older, with emphasis on
those in greatest economic and social need with particular attention to low-income minority older
individuals, older individuals with Limited English Proficiency (LEP), and older individuals residing
in rural areas.
2. Background Information
The Senior Nutrition Program, which began in the County of San Diego in 1975, is funded through Title
III of the Older Americans Act, a federal program administered by State and County governments and
operated under rules, policies, and regulations of the California Department of Aging (CDA). County
of San Diego (County) Health and Human Services Agency (HHSA), Aging & Independence Services
(AIS), as the designated Area Agency on Aging, oversees this program. Nutrition services assist older
individuals to live independently by promoting better health and reduced isolation through a program
of coordinated congregate meals, home -delivered meals, transportation, and supportive services. In
fiscal year 2017/2018 various contractors served approximately 7,500 clients with lunches at several
sites-throughout-the-Gountyand-many-contraotors_also_served_approximately 2,300 clients with home
delivered meals. Breakfast is also provided at some sites and to some home -delivered meal recipients.
Live Well San Diego Vision: The County of San Diego, Health and Human Service Agency (HHSA),
supports the Live Well' San Diego vision of Building Better Health, Living Safely, and Thriving. Live
Well San Diego, developed by the County of San Diego, is a comprehensive, innovative regional vision
that combines the efforts of partners inside and outside County government to help all residents be
healthy, safe, and thriving. All HHSA partners and contractors, to the extent feasible, are expected to
advance this vision. Building Better Health focuses on improving the health of residents and supporting
healthy choices. Living safely seeks to ensure residents are protected from crime and abuse,
neighborhoods are safe, and communities are resilient to disasters and emergencies. Thriving focuses
on promoting a region in which residents can enjoy the highest quality of life.
On December 13, 2016, the San Diego County Board of Supervisors at the recommendation of
Chairman Ron Roberts and Supervisor Greg Cox unanimously voted to establish the Live Well San
Diego Food System Initiative (Initiative), which positions the County of San Diego to take on a greater
role in the advancement of a safe, healthy, and robust food system. As part of the Initiative, the County
Board of Supervisors also received the Eat Well Practices, a guide for expanding healthy, local and
sustainable food and beverage options for the County. The County updated this policy to reflect the San
Diego County Board of Supervisors' direction as well as United States Department of Agriculture
(USDA) regulations, General Services Administration's Wellness and Sustainability requirements and
Center for Disease Control's Smart Food Choices: How to Implement Food Service Guidelines in
Public Facilities.
Information about Live Well San Diego can be found on the County's website and a website dedicated
to the vision:
2.1. http://www.sdcounty.ca.gov/hhsa/programs/sd/live well san diego/index.html
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COUNTY CONTRACT NUMBER 561763
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
2.2. http://www.LiveWelISD.org
3. Goals
3,1 Contractor shall provide the services described herein to accomplish the following goals:
3.1.1 Assist individuals sixty (60) years of age and older to live independently by promoting
better health and reduced isolation as a result of the Senior Nutrition Program, a program
of coordinated congregate meals.
3.2 Contractor shall comply with the Regulations/Standards that apply to the Title IIIC Elderly
Nutrition Program (ENP).
3.2.1 Regulation websites are as follows:
California Code of Regulations - Title 22, Division 1.8
California Retail Food Code (CRFC):
https:/lwww,cdph.ca.gov/Programs/CEH/DFDCS/CDPH%20Document%20Library/FDB/
FoodSafetyProgratn/MEHKO/CALIFORNIA%20RETAIL%20FOOD%2000DE%20201
9,pdf
California Welfare and Institutions Code
https://www.acl.gov/about-acl/authorizing-statutes/older-americans-act
https://www.aging.ca.gov/PM/ (For Year 2012 — PM12-17(P) and attachment)
Occupational Safety and Health Administration (OSHA)
Dietary Guidelines for Americans 2015 (DCA) CDA Standard Agreement
4. Deliverables
4.1 Meals.
4.1.1 Meals shall be planned in accordance with:
4.1.1.1 Title 22, Social Security, Division 1.8 California Department of Aging, Chapter 4
(1) Title III Programs — Program and Service Provider Requirements, Article 5.
Title III C- Elderly Nutrition Program (herein referred to as Title 22) Section
7638.5 Nutrition Requirements of Meals:
https://www.aging•`ca.gov/ProgramsProviders/AAA/Nutrition/Code of Regulatio
ns/
4.1.1,2 CDA Program Memo 12-17 (P) Nutrition Older Americans Act Nutrition
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COUNTY CONTRACT NUMBER 561763
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A -- STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
Services Menu Guidance for Compliance with Dietary Guidelines for Americans,
2010:
https://www.aging.ca.gov/PM/ (For Year 2012 — PM12-17(P) and attachment).
4.1.2 Each meal shall contain at least one-third (1/3) of the current Dietary Reference Intakes
(DRIs) as established by the Food and Nutrition Board, Institute of Medicine, National
Academy of Sciences (2007), which are incorporated by reference.
http://nationalacademies.orglhmd/About-HMD/Leadership-Staff/HMD-Staff Leadership-
BoardslFood-and-Nutrition-Board.aspx
4.1.2.1 If the program provides two (2) meals per day, second meal shall be different
from the first meal and a minimum of two-thirds (2/3) of the DRI shall be
provided.
4.1.3 Meals shall comply with the Dietary Guidelines for Americans (2015, 8th edition)
established by the U.S. Department of Agriculture and the U.S. Department of Health and
Human Services. http://fnic.nal.usda.gov/dietary-guidance/dietary-guidelines
4.1.4 Contractor shall submit menus to the County's Registered Dietitian for review and
approval four (4) weeks prior to the start of the month. Menus shall reflect cultural and
ethnic dietary needs of participants, when feasible and appropriate.
4.1.5 Contractor shall meet, when feasible, the Guidelines for Congregate/Custodial Meal
Programs in the Eat Well Standards and shall not supersede Section 4.1.1 above.
http://www.livewelisd.org/content/dam/livewell/topics/Eat-Well-
Practices/PDFs EatWell/Eat%20Well%20Practices.ndf
4.1.6 Contractor shall include, when feasible, the use of locally grown foods and identify
potential partnerships with local producers and providers of locally grown foods.
4.1.7 Contractor shall ensure that each food facility has equipment necessary for preparing and
serving meals that are safe and of good quality.
4.1.8 The County's Registered Dietitian shall provide input, review, and approval of the menus
to ensure compliance with Title 22 CCR 7634.3 (d)(1) and Title 22 CCR 7638.
4.2 Congregate Meals. Contractor shall provide the maximum number of meals annually, pursuant to
Exhibit C, to eligible seniors in a congregate setting for a minimum of five (5) days per week. A
lesser frequency must be approved in advance by the County.
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COUNTY CONTRACT NUMBER 561763
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A - STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
4.2.1 Contractor shall complete an initial client assessment to determine the eligibility of
participants. Factors include age and nutrition screening assessments. All assessments shall
be made available to the Contracting Officer's Representative (COR) and County's
Registered Dietitian upon request.
4.2.2 Contractor shall complete a reassessment on an annual basis prior to, or on, the date of the
original assessment.
4.2.3 Participants shall not be means tested [OAA 315(b)(3)].
4.2.4 Contractor shall have a paid staff member, or a trained volunteer, responsible for the day-
to-day activities at each site, and be physically present on -site during the time nutrition
program activities are taking place.
4.2.5 Contractor shall ensure that each congregate meal site has equipment, including tables
and chairs that is sturdy and appropriate for older individuals. Tables shall be arranged to
assure ease of access and encourage socialization. (Title 22 s7638.1(b)(3).
4.2.6 Contractor shall ensure that all congregate nutrition sites are open and accessible to the
public.
4.2.7 Contractor shall ensure that eligible individuals with ADA accessibility requirements are
not excluded from, or restricted in, participating in the program.
4.2.7.1 All sites shall be ADA accessible. CDA Standard Agreement Exhibit D. Article
II, C.3
4.2.7.1.1 Americans with Disabilities Act (ADA) regulations and design:
https://www.ada.govt
4.2.7.2 Contractor shall make accommodations for individuals with ADA accessibility
requirements.
4.2.8 Contractor shall post monthly menus at the congregate site, in a location easily seen by
participants, to be legible and in the language of the majority of the participants. Daily
meal(s) shall match the County's Registered Dietitian approved menu.
4.3 Nutrition Education. Contractor shall provide a minimum of four (4) nutrition education programs
per contract year to participants in each of Contractor's congregate sites.
4.3.1 Contractor shall develop an annual nutrition education plan which shall be implemented,
monitored by the County's Registered Dietitian and kept on file for review by the County.
The plan shall meet the requirements of Title 22, Section 7638.11 Nutrition Education
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITTION PROGRAM
EXHIBIT A — STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
Services for Participants.
4.3.2 Nutrition Education services shall be provided in accordance with Title 22, Section
7638.11 Nutrition Education Services for Participants.
4.3.3 Nutrition Education shall include teaching participants about healthful food choices,
balancing food and physical activity, and promoting behaviors recommended in the
Dietary Guidelines for Americans.
4.3.4 An annual needs assessment shall be performed by the Contractor to determine the
nutrition education services needed by congregate meal participants.
4.3.5 The County's Registered Dietitian shall provide input, review and approve the content of
nutrition education prior to presentation.
5. Target Population and Geographic Service Area
5.1. Contractor shall provide services to eligible population for Title III C-1, which is defined as
individuals sixty (60) years of age or older, with emphasis on those in greatest economic and
social n with iciliculaticto low-income minority older -individuals; older individuals
with Limited English Proficiency (LEP), and older individuals residing in rural areas. The areas
identified as greatest economic and social need are in red on the AIS Senior Nutrition Map:
http://sdcounty.mans.arcgis. com/arms/webapnviewer/index.html?id=e I da92cfb82d4294a73 56e2
965310f0f
5.2. Client address must be in the following zip codes to qualify as a Rural Area:
5.2.1. 91905 Boulevard
5.2.2. 91906 — Campo
5.2.3. 91916 — Descanso
5.2.4. 91917 - Dulzura
5.2.5. 91934 — Jacumba
5.2.6. 91935 -- Jamul
5.2.7. 91962 — Pine Valley
5.2.8. 91963 — Potrero
5.2.9. 91980 — Tecate
5.2.10. 92003 — Bonsai].
5.2.11. 92004 — Borrego Springs/Ocotillo Wells
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COUNTY CONTRACT NUMBER 561763
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A - STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
5.2,12. 92036 -- Julian
5.2.13. 92059 -- Pala
5.2.14. 92061 Pauma Valley, Pala
5.2.15, 92066 — Ranchita, Warner Springs
5.2.16. 92070 — San Ysabel
5.2,17. 92082 — Valley Center
5.2.18, 92068 — Warner Springs
5.3. Contractor shall post congregate dining site location(s), days of service, hours of service, and
type(s) of meal served (breakfast and/or lunch) on Contractor's website.
5.3,1. Congregate site:
George H Waters Nutrition Center,
1415 D Avenue, National City, CA 91950
6. Payment for Services
6.1 Contractor shall submit a monthly claim for the actual service deliverables for the prior month to
the COR by the fifteenth (15th) of the following month.
6.1.1 Invoices/Claims will not be processed for payment until COR-approved, which will occur
once all required information is included and submitted to COR.
6.2 Funding Components: Fiscal Terms and Conditions. The Senior Nutrition Program is funded by
the following components and follow the fiscal terms and conditions listed below:
6.2.1 Older Americans Act (OAA)/California Department of Aging (CDA) Title III Allocation.
This funding is allocated as follows:
6.2.1.1 State of California Title III C-1 Funding Stream. This is the fixed supplemental
rate dollar amount for a portion of Contractor's congregate meals costs.
Payments are monthly compensation payments to Contractor for the provision
of congregate meals according to Exhibit A, Statement of Work,
6.2.2 Nutrition Services Incentive Program (NSIP). This is the fixed supplemental rate dollar
amount for incentive payments from the NSIP. NSIP payments are monthly incentives
based on the number of meals served per Exhibit C — Pricing Schedule. This amount will
be determined annually by the County, based on funds received from the State and
Contractor's prior year's performance (i.e., meals served). NSIP funds shall only be used
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A -- STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
to purchase food to be used in the Senior Nutrition Program and not to meet cost sharing
or to match funds for any other federal program.
6.2.3 One -Time -Only (OTO) Allocation. OTO allocations are one-time annual monetary
awards for the purchase of equipment/vehicle that enhances the delivery of services to
the eligible population which are directly related to the Senior Nutrition Program. OTO
awards are based on funds received from the State of California, and must be approved
in advance by CDA and by the County. Contractor shall procure the goods or services
by utilizing competitive measures, and provide documentation of receiving three (3) or
more quotes to substantiate fair and reasonable pricing. County will reimburse costs upon
submission of receipts with the invoice in the month following the month in which the
expenditure(s) occurred.
6.2.4 Contractor's program income. Program income means revenue generated by the
Contractor from contract -supported activities and may include:
6.2.4.1 Voluntary contributions received from a participant or other party for services
received.
6.2.4.2 Income from usage or rental -fees ofreal or personal-property-aequired with grant
funds or funds provided under this Agreement.
6.2.4.3 Royalties received on patents and copyrights from contract -supported activities.
6.2.4.4 Proceeds from the sale of items purchased under a CDA contract agreement. No
equipment purchased with CDA funds will be sold without preapproval from the
County and CDA.
6.2.4.5 Contractor shall not receive funds from another source for the cost of the same
meal, equipment, or services [2 CFR 200.403(f)][45 CFR 75.403(f)] and OAA
Title VI. In order to avoid duplicate reimbursement, Contractor shall not claim
the cost of the same meal, equipment or services from another funding source.
6.2.5 Contractor's other revenue, such as fundraising and other donations. The fixed
supplement rates are determined to offset the cost of providing services based on and
subject to availability of funds from the State of California, California Department of
Aging (CDA). Said compensation is not designed to fully fund the Senior Nutrition
Program. Funding provided by County is only intended to supplement meal cost.
6.2.6 The County shall have the authority to increase or reduce the contract compensation, via
the issuance of an amendment, signed by the County's Director of Purchasing and
Contracting.
6.2.7 Contractor shall create a waiting list only when Contractor projects to serve over the
contracted amount allocated in Exhibit C. If Contractor projections determines a need to
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COUNTY CONTRACT NUMBER 561763
AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM.
EXHIBIT A — STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
establish a waiting list Contractor shall provide written notification to COR within
twenty-four hours (24) prior to establishing a waiting list and provide the following:
6.2.7.1 Justification as to why eligible individuals are being placed on waiting list
6,2.7.2 Justification of the ranking of the eligible individual placement on the waiting
list shall be based on greatest need and/or in accordance with Contractor's
established policy and approved by COR. Copy of policy shall be provided to
COR annually.
7. General Requirements for Service Delivery
7.1 Contractor's food services shall comply with the California Code of Regulations, Title 22, The
California Retail Food Code(CRFC)
hops:l/www.cdph.ca.gov/Programs/CEH/DFDCS/CDPH%20Document%20Library/FDB/Food
SafetyProgram/MEH'KO/CALIFORNIA%20RETAIL%20FOOD%2000DE%202019.pdf
7.2 Contractor shall comply with the Division of Occupational Safety and Health (Cal/OSHA),
Department of Industrial Relations requirements (https://www.dir.ca.gov/doshl} regarding staff
and participant safety.
7.3 Contractor shall possess and maintain a valid health permit from the County of San Diego
Department of Environmental Health(httn://www.sdcounty.ca.gov/dehl) for food preparation
sites and shall post the permit as required. A copy of a valid health permit for a subcontracted
Caterer or Vendor must be kept on file by the Contractor
7.4 Food preparation is defined as packaging, processing, assembling, portioning, or any operation
that changes the form, flavor or consistency of food.
7.5 A Limited Service Charitable Feeding Site Registration from the County of San Diego Department
of Environmental Health (http://www.sdcounty.ca.2ovidehl) is required for satellite sites and
catered meal sites where no food preparation is taking place.
7.6 The County's Registered Dietitian shall conduct announced and unannounced site visits to food
preparation and congregate meal sites quarterly for compliance with the above stated regulations.
7.7 Contractor shall provide County -supplied SNAP/CalFresh program information to all senior
nutrition clients as the information is available.
7.8 Contractor shall ensure policies that support tobacco -free environments are in place, which
includes:
7.8.1 Smoke -free entrances.
7.8.2 Smoke -free facilities (no designated smoking areas).
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A - STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
7.8.3 No smoking signs are posted at all entrances/exits.
7.9 Staff and Volunteer Orientation and Training.
7.9.1 All of Contractor staff, paid and volunteer, shall be oriented and trained to perform their
assigned responsibilities and tasks per Title 22 CCR 7636.5 (a)-(f).
7.9.1.1 At a minimum, training shall include:
7.9.1.1.1 Food safety, prevention of foodborne illness, and HACCP principles.
7.9.1.1.2 Accident prevention, instruction on fire safety, first aid, choking,
earthquake preparedness, and other emergency procedures.
7.9.1.2 Contractor shall provide a minimum of four (4) hours of in-service staff training
annually to paid and volunteer congregate meal staff.
7.9.1.3 Contractor shall provide a yearly written plan that shall be developed,
implemented and maintained by the Contractor that identify who is to be trained,
who will conduct training, content and date scheduled.
7.9.1.4 The County's Registered Dietitian shall review and approve the content of the
staff/volunteer training prior to presentation.
7.9.1.5 Contractor training sessions shall be evaluated by those receiving the training
and attendance records shall be maintained and on file.
7.9.2 Contractor shall ensure all staff and volunteers are trained in elder abuse awareness and know how
and when to report if they suspect an elder may have symptoms of abuse or neglect. Contractor
shall contact local law enforcement or call 1-800-510- 2020 to report suspected elder abuse.
7.9.3 Contractor shall comply with the Division of Occupational Safety and Health (Cal/OSHA),
California Department of Industrial Relations requirements regarding staff and participant
safety. All Contractor facilities are subject to inspection and approval.
7.10 Performance Expectations. Contractor shall maintain ninety-five percent (95%) compliance with
service levels stated in this Agreement. A Performance Improvement Plan may be required to be
submitted by Contractor if Contractor consistently (i.e., three (3) consecutive months or more) falls
below ninety percent (90%) of the service levels. Service levels shall be reviewed monthly, quarterly,
and annually by Contractor and County staff. Failure to bring service levels up to the contracted levels
may result in re -negotiation of the contracted service levels or termination of the contract. The Exhibit
C — Pricing Schedule may be revised to be commensurate with the lower level of service(s).
7.11 Reference to MS. All printed materials, publicity, and media outreach prepared or conducted by
Contractor shall include a reference to County of San Diego Health and Human Services Agency
(1-IHSA), Aging & Independence Services (AIS) as the funding source. County of San Diego logos
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AGREEMENT WITH. THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A — STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
shall be included as appropriate. Copies of publicity materials related to programs identified in this
contract shall be provided to the COR in advance for pre -approval as referenced in Section 16.18 of
the contract.
7.12 Match. Contractor shall provide a minimum of an eleven point eleven percent (11.11%) match for
program costs in cash or in -kind contributions. In -kind contributions are defined as the value of non -
cash contributions donated to support the project or program (e.g., property, service, etc.).
7.13 Cultural Competence and Diversity. Contractor shall support the County of San Diego, Health and
Human Services Agency, Aging & Independence Services (AIS) through organizational and
systematic practices demonstrating cultural competence and diversity. Contractor shall have an
employee training plan that addresses these competencies and shall provide a copy of this training
plan to the COR annually for pre -approval. All services provided shall be oriented to meet the
linguistic and cultural needs of the diverse clients to be served.
7.14 Vehicles. Contractor shall provide their own vehicles to deliver meals to nutrition sites and/or to
transport clients to congregate sites unless vehicles are provided by County. Vehicles may be provided
by County, through this Agreement based on need and the availability of funding but are not
guaranteed. Contractor shall comply with all rules and regulations of the State of California
Department of Mot.r Vehicles, the California Cade of Regulations, —the -California -Retail -Food -Code,
Exhibit B — Vehicle Usage and Insurance & Bonding Requirements, Exhibit B-1 — Vehicle Usage
Agreement and a separate usage, maintenance, and operations agreement which shall be incorporated
herein.
7.15 AIS Contractor Meetings. AIS may schedule Contractor meetings on an as -needed basis pertaining to
the needs of the contract requirements. Contractor shall have at least one representative present at all
meetings. These meetings are at the discretion of AIS and will be held at the AIS office at 5560
Overland Ave, San Diego, CA 92123; and location is subject to change if needed.
7.16 Detailed Budget. Contractor shall use the Nutrition Contract Budget Template to submit a detailed
budget with line items to the COR on an annual basis no later than July 1st of each fiscalyear.
8. Specific Requirements for Service Delivery
8.1 Meal Service. Contractor shall:
8.1.1 Provide a hot or other appropriate meal approved by the County Registered Dietitian that
meets minimum nutrition requirements, served a minimum of five (5) or more days a week
in a congregate setting that is open to the public [45 CFR 1321.53(b)(3)].
8.1.2 Each meal shall comply with the most recent DGA and provide each participating older
individual;
1. A minimum of 33 1/3 percent DRIs per meal if the program provides one meal per
day.
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A - STATEMENT OF WORK
CONGREGATE MEALS IN THE SOUTH REGION
2. A minimum of 66 2/3 percent DRIs per meal if the program provides 2 meals per
day.
3. If providing multiple meals per day, program shall ensure that each participant is
receiving both meals, or that each of the meals provides 33 1/3 percent DRIs.
8.2 Staffing/Administration. Contractor shall maintain an adequate number of qualified persons to
assure the satisfactory implementation of: program leadership; program planning; provision of
nutrition services; outreach and other services; volunteer activities; financial and contract
management; data collection for required federal, State and County reports and records.
Notification of program changes must be made to the County within twenty-four (24) hours
when said changes will affect the delivery of services to the participants.
8.2.1 Contractor shall comply with Title 22 Section 7636.3 Staff Qualifications.
https://www.aging.ca.gov/ProsramsProviders/AAA/Nutrition/Code of Regulations!
8.3 Meal Contributions by Eligible Participants. Eligible persons receiving nutrition services shall
be given the opportunity to contribute to the cost of the service provided and shall determine for
themselves what they are able to contribute. Contractor shall post a suggested donation amount.
Contractor shall not deny services to any person because of —failure to contribute [OAA
315(b)(4)]22CCR 7638.9]. Methods to receive contributions shall ensure anonymity and protect
the privacy and confidentiality of each recipient with respect to the recipient's contribution or
lack of contribution. Contractor shall provide a 30-day notification to participants of increases
in recommended donations.
8.3.1 Contractor shall establish written procedures to protect contributions and fees from loss,
mishandling, and theft Such procedures shall be kept on file at Contractor's site, and
provided to the COR annually for pre -approval.
8.3.2 Contributions are considered program income and shall be used in support of the nutrition
program.
8.3.3 Meal participants shall be informed that there is no obligation to contribute and
contributions are purely voluntary.
8.4 Meal Charges for Staff and Guests under Sixty (60) Years of Age. Contractor may serve meals
to staff and guests under sixty (60) years of age if doing so shall not deprive an eligible participant
of a meal. These individuals shall pay at least the full cost of the meal. Contractor shall post the
price for guests under sixty (60) years of age.
8.4.1 Charges for meals are considered program income and shall be used in support of the
nutrition program.
8.5 Records, Reports and Distribution Information. Contractor shall maintain a system for the
collection of data that will accurately reflect the Contractor's program and financial operations,
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CONGREGATE MEALS IN THE SOUTH REGION
will meet requirements with respect to confidentiality, and fulfill the information required by
this contract,
8.5,1 Contractor shall have a clear sign -in process utilized at each meal. Guests under sixty (60)
years of age shall be recorded separately or in a way that clearly indicates they are under
sixty (60) years of age.
8.5.2 Contractor shall report all program income and match to the County on a monthly basis.
8.6 Holidays. A maximum of twelve (12) recognized holiday closings will be allowed per year. A
holiday schedule shall be submitted to the COR at the beginning of each fiscal year for pre -
approval, no later than thirty (30) days after the start of the new fiscal year. Additional closures
will be handled on a case -by -case basis and require a minimum of thirty (30) days advance
notice to the County.
8.6.1 If more than twelve (12) holiday closings are taken, Contractor must make up the days
lost.
8.7—Da1Collection and Reporting.
8.7,1 Contractor shall utilize the MS -identified automated data collection system to:
8.7,1.1 Register and maintain all CDA required client demographic and assessment data
for all active clients. MS Client Intake & Assessment Form shall be used to collect
required information.
8.7.1.2 Track and report all service unit delivery data (via bar-coding and manual data
entry) on an on- going basis.
8.7.2 Contractor shall maintain and report accurate daily meal counts, and nutrition education
units in the County -identified automated data collection system.
8.7.3 Contractor shall submit monthly summary reports of the information listed in 8.7 and
claims to the designated COR by the fifteenth (15th) of the month following the month in
which the services were provided. Claims will be paid upon successful determination of
reconciled data as mentioned in paragraphs 8.7.1.1 and 8.7.1.2.
8.7.4 Contractor shall submit a completed report of actual costs expended for each service
category at the end of each contract fiscal year for the term of the contract, as requested
by the County, in the form and format as provided by COR.
8.8 Customer Satisfaction Survey, Contractor shall annually obtain the views of participants
regarding the services received through the development and utilization of a customer
satisfaction survey.
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8.8,1 Contractor shall provide a summary report of the results of the satisfaction survey to the
COR by the fifteenth (15th) of the month following the completion of the survey cycle.
8.8.2 Contractor shall make all survey results available to COR upon request.
8.9 Grievance Procedure. Contractor shall develop a written grievance process per Title 22 CCR
7400(a)(2)-(3) for clients to report grievances pertaining to the nutrition program, inclusive of
the complainant's rights to privacy. The process shall be posted in a visible and accessible area
of each congregate site. Homebound individuals shall be notified of the grievance process in
writing. A copy of the grievance procedure shall be provided to the COR annually for pre -
approval.
9. Disaster Preparedness
9.1. As a provider of critical services to seniors and individuals with ADA accessibility requirements
during a disaster, each multipurpose senior center and each senior center, as defined in subdivisions
(j) and (n) of Section 9591 (n) "Senior center" means a community focal point on aging, where older
individuals as individuals or in groups come together for services and activities which enhance their
dignity, support their independence, and encourage their involvement in and with the community.
Senior center programs consist of a variety of services and activities in areas, such as education,
creative arts, recreation, advocacy, leadership development, employment, health, nutrition, social
work, and other supportive services.
WELFARE AND INSTITUTIONS CODE - WIC
DIVISION 8.5. MELLO-GRANLUND OLDER CALIFORNIANS ACT [9000 - 97501 (Division 8.5 repealed and
added by Stats. 1996, Ch. 1097, Sec. 13. )
CHAPTER 9.5. Multipurpose Senior Centers And Senior Centers Emergency Operations Plans [9625-
9625.] (Chapter 9.5 added by Stats. 2006, Ch. 620, Sec. 2. )
9.2, Contractor shall:
9.2.1. Develop and maintain a 'written emergency operations plan to ensure preparedness
and the ability to continue to deliver services during and post -disaster. Contractor
shall submit the plan for review and pre -approval by COR annually and shall keep
the plan on site.
9.2.1.1 This emergency operation plan shall include, but not be limited to, ail of the
following:
9.2.1.2 Facility preparation procedures to identify the location of first aid supplies,
secure all furniture, appliances, and other free-standing objects, and provide
instructions for operating gas and water shutoff valves.
9.2.1.3 An inventory of neighborhood resources that shall include, but not be limited
to, the identification and location of all the following nearby resources:
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CONGREGATE MEALS IN THE SOUTH REGION
9.2.1.3.1 Generators
9.2.1.3.2 Telephones
9.2.1.3.3 Hospitals and public health clinics
9.2.1.3.4 Fire stations and police stations
9.2.1.4 Evacuation procedures, including procedures to accommodate those who will
need assistance in evacuating the center. This evacuation plan shall be located
in an area that is accessible to the public.
9.2.1.5 Procedures to accommodate seniors, individuals with ADA accessibility
requirements, and other community members in need of shelter at the senior
center, in the event that other community facilities are inoperable.
9.2.1.6 Personnel resources necessary for post disaster response.
9.2.1.7 Procedures for conducting periodic evacuation drills, fire drills, and earthquake
drills.
9.2.1.8 Procedures to ensure service continuation after a disaster.
9.2.1.9 Consideration of cull and linguistic b rrtars-in emergency -and evacuation
plans, and ways to appropriately address those barriers.
9.2.1.9.1 In the development of the emergency operations plans required by
this chapter, multipurpose senior centers and senior centers shall
coordinate with the local Area Agency on Aging, as defined in
Section 9006, and other relevant agencies and stakeholders.
(Amended by Slats. 2013, Ch. 352, Sec. 537. (AB 1317) Effective 26,
2013. Operative July 1, 2013, by Sec. 543 of Ch. 352.) September
9.2.1.10 Where feasible and appropriate, make arrangements for the availability of meals
to participants during a major disaster, as defined in 42 U.S.C. 5122(2).
9.3. Provide the County with the following:
9.3.1. Primary and secondary emergency contact phone numbers.
9.3.2. Status updates, upon request, during and post -disaster, including the following
at a minimum:
9.3.2.1.1. Operability of sites and/or services.
9.3.2.1.2. Services provided to the target population.
9.3.2.1.3. Service capacity.
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A-1— STATEMENT OF WORK
HOME DELIVERED MEALS IN THE SOUTH REGION
1. Scope of Work/Purpose
Contractor shall provide nutritionally sound meals to individuals sixty (60) years of age and older living throughout San Diego
County by providing home delivery to frail seniors. There is no charge to the senior for these services, but Contractor shall
provide the opportunity for the senior to make a contribution at a suggested donation amount. The eligible population for
Title III C-2. As defined as individuals sixty (60) years of age or older, with emphasis on those in greatest economic and
social need with particular attention to low-income minority older individuals, older individuals with Limited English
Proficiency (LEP), and older individuals residing in rural areas.
2. Background Information
The Senior Nutrition Program, which began in the County of San Diego in 1975, is funded through Title III of the Older
Americans Act, a federal program administered by state and county governments and operated under rules, policies, and
regulations of the California Department of Aging (CDA), County of San Diego Health and Human Services Agency
(I-HSA), Aging & Independence Services (AIS), as the designated Area Agency on Aging, oversees this program. Nutrition
services assist older individuals to live independently by promoting better health and reduced isolation through a program of
coordinated congregate meals, home -delivered meals, transportation and supportive services. In fiscal year 2017/2018
various contractors served approximately 7,500 clients with lunches at several sites throughout the county, and many
contractors also served approximately 2,300 clients with home- delivered meals. Breakfast is also provided at some sites and
to some home -delivered meal recipients.
Live Well San Diego Vision: The County of San Diego, Health and Human Service Agency (HHSA), supports the Live Well
San Diego vision of Building Better Health, Living Safely, and Thriving. Live Well San Diego, developed by the County of
San Diego, is a comprehensive, innovative regional vision that combines the efforts of partners inside and outside County
government to help all residents be healthy, safe, and thriving. All HHSA partners and contractors, to the extent feasible, are
expected to advance this vision. Building Better Health focuses on improving the health of residents and supporting healthy
choices. Living Safely seeks to ensure residents are protected from crime and abuse, neighborhoods —are safe, and
communities are resilient to disasters and emergencies. Thriving focuses on promoting a region in which residents can enjoy
the highest quality of life.
On December 13, 2016, the San Diego County Board of Supervisors at the recommendation of Chairman Ron Roberts and
Supervisor Greg Cox unanimously voted to establish the Live Well San Diego Food System Initiative (Initiative), which
positions the County of San Diego to take on a greater role in the advancement of a safe, healthy, and robust food system. As
part of the Initiative, the County Board of Supervisors also received the Eat Well Practices, a guide for expanding healthy,
local and sustainable food and beverage options for the County. The County updated this policy to reflect the San Diego
County Board of Supervisors' direction as well as United States Department of Agriculture (USDA) regulations, General
Services Administration's Wellness and Sustainability requirements and Center for Disease Control's Smart Food Choices:
How to Implement Food Service Guidelines in Public Facilities.
Information about Live Well San Diego can be found on the County's website and a website dedicated to the vision:
2.1. http://www.sdcounty.ca.gov/hhsa/programs/sd/live well san diego/index.html
2,2. http:/ www.LiveWellSD.org
3. Coals
3.1 Contractor shall provide the services described herein to accomplish the following goals:
3.1.1 Assist individuals sixty (60) years of age and older to live independently by promoting better health and
reduced isolation as a result of the Senior Nutrition Program, a program of coordinated home- delivered
meals and referrals to appropriate supportive services.
3.2 Contractor shall comply with the Regulations/Standards that apply to the Title IIIC Elderly Nutrition
Program (ENP).
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HOME DELIVERED MEALS IN THE SOUTH REGION
3.2.1 Regulation websites are as follows:
California Code of Regulations Title 22, Division 1.8
California Retail Food Code (CRFC)
California Welfare and Institutions Code
https://www. aelgov/about-acl/authorizing;-statutes/older-americans-act
https://www.aging.ca.gov/PM/ (For Year 2012 — PM12-17(P) and attachment)
Occupational Safety and Health Administration (OSHA)
Dietary Guidelines for Americans 2015 (DGA) CDA Standard Agreement
4. Deliverables
4.1 Meals.
4.1.1 Meals shall be planned in accordance with:
4.1.1.1 Title 22, Social Security, Division 1.8 California Department of Aging, Chapter 4 (1) Title III
Programs — Program and Service Provider Requirements, Article 5.Title III C- Elderly Nutrition
Program (herein referred to as Title 22) Section 7638.5 Nutrition Requirements of Meals:
https://www.aging ca.gov/ProgramsProviders/AAAINutrition/Code of Regulations/
41.1.2 CDA Program Memo 12=17(P) Ntrition Older Americ-arfs Act Nutrition Services Menu
Guidance for Compliance with Dietary Guidelines for Americans, 2010:
https://www.aaing.ca.gov/P.M/ (For Year 2012 — PM12-17(P) and attachment)
4.1,2 Each meal shall contain at least one-third (1/3) of the current Dietary Reference Intakes (DRIs) as
established by the Food and Nutrition Board, Institute of Medicine, National Academy of Sciences (2007),
which are incorporated by reference.
https://www.ncb i.n lm. n ih. gov/books/N BK56068 /tab le/su mmaiytables. t2/?report^ob, ectonly
4.1.2.1 If the program provides two (2) meals per day, second meal shall be different from the first meal
and a minimum of two-thirds (2/3) of the DRI must be provided.
4.1.3 Meals shall comply with the Dietary Guidelines for Americans (2015, 8th edition) established by the U.S.
Department of Agriculture and the U.S. Department of Health and Human Services.
http://fliic.nal.usda.gov/dietary-guidance/dietary-guidelines
4.1.4 Contractor shall submit menus to the County's Registered Dietitian for review and approval four (4) weeks
prior to the start of the month. Menus shall reflect cultural and ethnic dietary needs of participants, when
feasible and appropriate.
4.1.5 Contractor shall meet, when feasible, the Guidelines for Congregate/Custodial Meal Programs in the Eat
Well Standards and shall not supersede Section 4.1.1 above.
http://www.livewellsd.org/cantent/dam/livewell/topics/Eat-Well-
Practices/PDFs EatWell/.Eat%20Wel1%20Practices.pdf
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HOME DELIVERED MEALS IN THE SOUTH REGION
4.1.6 Contractor shall include, when feasible, the use of locally grown foods and identify potential partnerships
with local producers and providers of locally grown foods.
4.1.7 Contractor shall ensure that the food facility where Home Delivered Meals are produced has equipment
necessary for the preparation and packaging of prepared meals.
4.1.8 The County's Registered Dietitian shall provide input, review, and approval of the menus to ensure
compliance with Title 22 CCR 7634.3 (d)(1) and Title 22 CCR 7638.
4.2 Home -Delivered Meals. Contractor shall provide the maximum number of home -delivered meals annually, pursuant
to Exhibit C, to seniors a minimum of five (5) days per week delivered between the hours of 10 a.m. and 2 p.m. Any
deliveries outside of this time period require County approval in advance.
4.2.1 Contractor shall assess the level of need for home -delivered nutrition services of each eligible participant.
4.2.1.1 Eligibility of seniors are defined as frail needing assistance with 2 or more Activities of Daily
Living (ADLs) and homebound. ADLs include human assistance and/or verbal cues with personal
hygiene, dressing, eating, using a restroom and transferring oneself.
4,2.1.2 The initial assessment may be conducted by telephone, and a written assessment shall be conducted
in the participant's -home -within two (2) weeks of initiation of services, and shall include an
assessment of the type of meal (e.g., hot, cold, frozen) that is appropriate for the participant in their
living environment, determining the need for a second meal if option is available and the estimated
timeframe for borne -delivered meals service needed.
4.2.1.3 A reassessment of the participant's need shall be completed quarterly and a reassessment in the
participant's home shall be conducted at least every other quarter. Contractors are encouraged to
direct seniors to congregate meal programs if/when they no longer meet the home -delivered meal
eligibility criteria.
4.2.1.4 An older individual eligible for receiving home -delivered meals shall be assessed for need for
nutrition -related supportive services, and referred as necessary.
4.2.1.5 All assessments and reassessments shall be updated on the data collection website and shall be
made available to Contracting Officer's Representative (COR) upon request.
4.2.2 Participants shall not be means tested jOAA 315(b)(3)].
4.2.3 Contractor shall provide written instructions for handling and re -heating of the cold or frozen meal in the
language of the participant receiving the meal.
4.2.4 Home -Delivered Meals Drivers. Contractor's staff and/or volunteers providing home delivery shall possess
a current and valid driver's license issued by the State of California, and Contractor shall maintain a copy(ies)
of said licenses on site for review by COR. Drivers shall maintain the appropriate type of California license
for the size vehicle used to transport food and comply with the State of California, Department of Motor
Vehicle requirements.
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4.2.5 Waiting List. Contractor shall have a written procedure in place to address how they will prioritize the most -
at -risk seniors when contractor is unable to provide meals to eligible individuals. Documentation of this
procedure will be submitted to the COR. Contractor shall report the number of seniors on their wait list on
a monthly basis.
4.3 Nutrition Education. Contractor shall provide a minimum of four (4) nutrition education programs per contract
year to participants in each of Contractor's home -delivered meal programs.
4.3.1 Contractor shall develop an annual nutrition education plan which shall be implemented, monitored the
County's Registered Dietitian and kept on file for review by the County. The plan shall meet the requirements
of Title 22, Section 7638.11 Nutrition Education Services for Participants.
4.3.2 Nutrition Education services shall be provided in accordance with Title 22, Section 7638.11 Nutrition
Education Services for Participants.
4.3.3 Nutrition Education shall include teaching participants about healthful food choices, balancing food and
physical activity, and promoting behaviors recommended in the Dietary Guidelines for Americans.
4.3.4 An annual needs assessment shall be performed by the Contractor to determine the nutrition education
services -needed -by -home -delivered -meal -participants.
4.3.5 The County's Registered Dietitian shall provide input, review and approve the content of nutrition education
prior to presentation.
5. Target Population and Geographic Service Area
5.1. Contractor shall provide services to eligible population for Title III C-2. As defined as individuals sixty (60) years of
age or older, with emphasis on those in greatest economic and social need with particular attention to low-income
minority older individuals, older individuals with Limited English Proficiency (LEP), and older individuals residing in
rural areas. The areas identified as greatest economic and social need are in red on the AIS Senior Nutrition Map:
http://sdcounty.maps.arcgis.com/apes/webappviewer/index.html?id=c 1.da92cfb82d4294a7356e29653 I OfOf
5.2. Client address must be in the following zip codes to qualify as a Rural Area:
5,2.1. 91905 —Boulevard
5.2.2. 91906 — Campo
5.2.3. 91916 — Descanso
5.2.4. 91917 - Dulzura
5.2.5. 91934 — Jacumba
5.2,6. 91935 —Jamul
5.2.7. 91962 —Pine Valley
5.2.8. 91963 —Potrero
5.2.9. 91980 — Tecate
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HOME DELIVERED MEALS IN THE SOUTH REGION
5.2.10. 92003 —Bonsall
5.2.11. 92004 — Borrego Springs/Ocotillo Wells
5.2.12. 92036 —Julian
5.2.13. 92059 — Pala
5.2,14. 92061— Pauma Valley, Pala
5.2.15. 92066— Ranchita, Warner Springs
5.2,16. 92070 — San Ysabel
5.2.17. 92082 — Valley Center
5.2.18. 92068 — Warner Springs
5.3. Contractor shall post Home -delivered meal zip codes, street and/or physical boundaries on Contractor's website.
5.3.1, Home Delivered Meal zip code: 91950
6. Payment for Services
6:1 Conttor shntl submit -a monthly claim for the actual-service-deliver-ables-for-the-prior-month-to-the-COR by the
fifteenth f l5th) of the following month.
6.1.1 Invoices/Claims shall not be processed for payment until COR-approved, which will occur once all required
information is included and submitted to COR.
6.2 Funding Components: Fiscal Terms and Conditions. The Senior Nutrition Program is funded by the following
components and follow the fiscal terms and conditions listed below:
6.2.1 Older Americans Act (OAA)/California Department of Aging (CDA) Title III Allocation. This
funding is allocated as follows:
6.2.1.1 State of California Title III C-2 Funding Stream. This is the fixed supplemental rate dollar amount
for a portion of Contractor's home -delivered meal costs. Payments are monthly compensation
payments to Contractor for the provision of home -delivered meals according to Exhibit A and A-
I, Statement of Work.
6.2.2 Nutrition Services Incentive Program (NSIP). This is the fixed supplemental rate dollar amount for incentive
payments from the NSIP. NSIP payments are monthly incentives based on the number of meals served per
Exhibit C — Pricing Schedule. This amount will be determined annually by the County, based on funds
received from the State and Contractor's prior year's performance (i.e., meals served). NSIP funds shall only
be used to purchase food to be used in the Senior Nutrition Program and not to meet cost sharing or to match
funds for any other federal program.
6.2.3 One -Time -Only (OTO) Allocation. OTO allocations are one-time annual monetary awards for the purchase of
equipment/vehicle that enhances the delivery of services to the eligible population which are directly related
to the Senior Nutrition Program. OTO awards are based on funds received from the State of California, and
must be approved in advance by the County. Contractor shall procure the goods or services by utilizing
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EXHIBIT A-1 — STATEMENT OF WORK
HOME DELIVERED MEALS IN THE SOUTH REGION
competitive measures, and provide documentation of receiving three (3) or more quotes to substantiate fair
and reasonable pricing. County will reimburse costs upon submission of receipts with the invoice in the month
following the month in which the expenditure(s) occurred.
6.2.4 Contractor's program income. Program income means revenue generated by the Contractor from contract -
supported activities and may include:
6,2.4.1 Voluntary contributions received from a participant or other party for servicesreceived.
6.2.4.2 Income from usage or rental fees of real or personal property acquired with grant funds or funds
provided under this Agreement.
6.2.4.3 Royalties received on patents and copyrights from contract -supported activities.
6.2.4.4 Proceeds from the sale of items purchased under a CDA contract agreement. No equipment
purchased with CDA funds will be sold without preapproval from the County and the CDA.
6.2.4.5 Contractor shall not receive funds from another source for the cost of the same meal, equipment,
or services [2 CFR 200.403(0)[45 CFR 75.403(f)) and OAA Title VI. In order to avoid duplicate
reimbursement, Contractor shall not claim the cost of the same meal, equipment or services from
another funding source.
6.2.5 Contractor's other revenue, such as fundraising and other donations. The fixed supplement rates are
determined to offset the cost of providing services based on and subject to availability of funds from the State
of California, California Department of Aging (CDA). Said compensation is not designed to fully fund the
Senior Nutrition Program. Funding provided by County is only intended to supplement meal cost.
6.2.6 The County shall have the authority to increase or reduce the contract compensation, via the issuance of an
amendment, signed by the County's Director of Purchasing and Contracting.
6.2.7 Contractor shall create a waiting list only when Contractor projects to serve over the contracted amount
allocated in Exhibit C. If Contractor projections determines a need to establish a waiting list Contractor shall
provide written notification to COR within twenty-four hours (24) prior to establishing a waiting list and
provide the following:
6.2.7.1 Justification as to why eligible individuals are being placed on waiting list
6.2.7.2 Justification of the ranking of the eligible individual placement on the waiting list shall be based on
greatest need and/or in accordance with Contractor's established policy and approved by COR.
Copy of policy shall be provided to COR annually.
7. General Requirements for Service Delivery
7.1 Contractor's food services shall comply with the California Code of Regulations, Title 22, The California Retail
Food Code (CRFC)
https://www.cdph.ca.gov/Programs/CEH/DFDCS/CDPH%20Document%20Library/FDB/FoodSafetyProgram/MEH
KO/CALIFORNIA°%2ORETAIL%20FOOD%2000DE%202019.pdf
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7.2 Contractor shall comply with the Division of Occupational Safety and Health (Cal/OSHA), Department of Industrial
Relations requirements (https://www.dir.ca.gov/dosh/) regarding staff and participant safety.
7.3 Contractor shall possess and maintain a valid health permit from the County of San Diego Department of Environmental
Health (http://www.sdcounty.ca.gov/deh/) for food preparation sites and shall post the permit as required. A copy of a
valid health permit for a subcontracted Caterer or Vendor must be kept on file on by the Contractor.
7.4 Food preparation is defined as packaging, processing, assembling, portioning, or any operation that changes the form,
flavor or consistency of food.
7,5 The County's Registered Dietitian shall conduct announced and unannounced site visits to food preparation facilities
and meal delivery sites for compliance with the above stated regulations.
7.6 Contractor shall provide County -supplied SNAP/CalFresh program information to all senior nutrition clients as the
information is available.
7.7 Contractor shall ensure policies that support tobacco -free environments are in place, which includes:
7.7.1 Smoke -free entrances
7.7.2 Smoke -free facilities (no designated smoking areas).
7.7,3 No smoking signs are posted at all entrances/exits.
7.8 Staff and Volunteer Orientation and Training.
7.8.1 All of Contractor staff, paid and volunteer, shall be oriented and trained to perform their assigned
responsibilities and tasks per Title 22 CCR 7636.5 (a)-(f).
7.8.1.1 At a minimum, training shall include:
7.8.1.1.1 Food safety, prevention of foodborne illness, and HACCP principles.
7.8.1.1.2 Accident prevention, instruction on fire safety, first aid, choking, earthquake
preparedness, and other emergency procedures.
7.8.1.2 Contractor shall provide a minimum of four (4) hours of in-service staff training annually to paid
and volunteer congregate and home delivered meal staff.
7.8.1.3 Contractor shall provide a yearly written plan that shall be developed, implemented and
maintained by the Contractor that identifies who shall to be trained, who shall conduct training,
content and date scheduled.
7.8.1.4 The County's Registered Dietitian shall review and approve the content of the staff/volunteer
training prior to presentation.
7.8.1.5 Contractor training sessions shall be evaluated by those receiving the training and attendance
records shall be maintained and on file.
7.8.2 Contractor shalt ensure all staff and volunteers are trained in elder abuse awareness and know how and when to
report if they suspect an elder may have symptoms of abuse or neglect. Contractor shall contact local law
enforcement or call 1-800-510- 2020 to report suspected elder abuse.
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7.8.3 Contractor shall comply with the Division of Occupational Safety and Health (Cal/OSHA), California
Department oflndustrial Relations requirements regarding staff and participant safety. All Contractor facilities
are subject to inspection and approval.
7.9 Performance Expectations. Contractor shall maintain ninety-five percent (95%) compliance with service levels stated
in this Agreement. A Performance Improvement Plan may be required to be submitted by Contractor if Contractor
consistently (i.e., three (3) consecutive months or more) falls below ninety percent (90%) of the service levels. Service
levels shall be reviewed monthly, quarterly, and annually by Contractor and County staff. Failure to bring service
levels up to the contracted levels may result in re -negotiation of the contracted service levels or termination of the
contract. The Exhibit C -Pricing Schedule may be revised to be commensurate with the lower level of service(s).
7.10 Reference to AIS. All printed materials, publicity, and media outreach prepared or conducted by Contractor shall
include a reference to County of San Diego Health and Human Services Agency (HHSA), Aging & Independence
Services (AIS) as the funding source. County of San Diego logos shall be included as appropriate. Copies of publicity
materials related to programs identified in this contract shall be provided to the COR.
7.11 Match. Contractor shall provide a minimum of an eleven point eleven percent (1 1 ,11%) match for program costs in
cash or in -kind contributions. In -kind contributions are defined as the value of non -cash contributions donated to
support the project or program (e.g., property, service, etc.).
7,12 Cultural Competence and Diversity. Contractor shall support the County of San Diego, Health and Human Services
AgencyAging independence Services-(AIS) through or-ganizationai_and-syatematic_pradices demonstrating
cultural competence and diversity. Contractor shall have an employee training plan that addresses these competencies
and shall provide a copy to the COR annually. All services provided shall be oriented to meet the linguistic and cultural
needs of the diverse clients to be served.
7.13 Vehicles. Contractor shall provide their own vehicles to deliver meals to nutrition sites and/or to transport clients to
congregate sites unless vehicles are provided by the County. Vehicles may be provided by County, through this
Agreement based on need and the availability of funding but are not guaranteed. Contractor shall comply with all
rules and regulations of the State of California Department of Motor Vehicles, the California Code of Regulations,
the California Retail Food Code, Exhibit B - Insurance Requirements, Exhibit B-1 - Vehicle Usage Agreement and
a separate usage, maintenance, and operations agreement which shall be incorporated herein.
7.14 AIS Contractor Meetings. MS may schedule Contractor meetings on an as -needed basis pertaining to the needs of the
contract requirements. Contractor shall have at least one representative present at all meetings. These meetings are at
the discretion of AIS and will be held at the AIS office at 5560 Overland Ave, San Diego, CA 92123 and location is
subject to change if needed.
7.15 Detailed Budget. Contractor shall use the Nutrition Contract Budget Template to submit a detailed budget with line
items to the COR on an annual basis no later than July 1st of each fiscalyear.
8. Specific Requirements for Service Delivery
8.1 Meal Service. Contractor shall:
8.1.1 Provide hot or other appropriate meal that meets minimum nutrition requirements [45 CFR 1321.53(b)(3)].
Meals to participants who are homebound must be made available a minimum of five days per week, and
frozen meals for the weekend or holidays may be delivered during the week. Meals shall be prepared,
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EXHIBIT A-1 — STATEMENT OF WORK
HOME DELIVERED MEALS IN THE SOUTH REGION
packaged, served and delivered in a manner which complies with local public health laws and regulations,
and in consideration of the clients being served.
8.1.2 Each meal shall comply with the most recent DOA and provide each participating older individual:
1. A minimum of 33 1/3 percent DRIs per meal if the program provides one meal per day.
2. A minimum of 66 2/3 percent DRIs per meal if the program provides 2 meals per day.
3. If providing multiple meals per day, program shall ensure that each participant is receiving both
meals, or that each of the meals provides 33 1/3 percent DRIs.
8.1.3 Meal delivery can occur less frequently only with prior approval from COR, but meals shall be made available
a minimum of five days per week, and frozen meals for weekend or holidays.
8,2 Staffing/Administration. Contractor shall maintain an adequate number of qualified persons to assure the satisfactory
implementation of: program leadership; program planning; provision of nutrition services; outreach and other
services; volunteer activities; financial and contract management; data collection for required federal, State and
County reports and records. Notification of program changes must be made to the County within twenty- four (24)
hours when said changes will affect the delivery of services to the participants.
8.2.1 Contractor shall comply with Title 22 Section 7636.3 Staff Qualifications.
https://www.aging.ca.gov/ProgramsProviders/AAA/Nutrition/Code of Regulations/
8,2.2 All Contractor staff, paid and volunteer, shall be oriented and trained to perform their assigned
responsibilities and tasks per Title 22 CCR 7636.5 (a)(e).
8.3 Meal Contributions by Eligible Participants. Eligible persons receiving nutrition services shall be given the
opportunity to contribute to the cost of the service provided and shall determine for themselves what they are able to
contribute. Contractor shall provide written information regarding the suggested donation amount. Contractor shall
not deny services to any person because of failure to contribute [OAA 315(b)(4))22CCR 7638.9). Methods to receive
contributions shall ensure anonymity and protect the privacy and confidentiality of each recipient with respect to the
recipient's contribution or lack of contribution. Contractor shall provide a 30-day notification to participants of
increases in recommended donations.
8.3.1 Contractor shall establish written procedures to protect contributions and fees from loss, mishandling, and
theft. Such procedures shall be kept on file at Contractor's site, and provided to the COR annually for pre -
approval.
8.3.2 Contributions are considered program income and shall be used in support of the nutritionprogram.
8.3.3 Meal participants shall be informed that there is no obligation to contribute and contributions are purely
voluntary.
8.4 Records, Reports and Distribution Information. Contractor shall maintain a system for the collection of data that will
accurately reflect the Contractor's program and financial operations, will meet requirements with respect to
confidentiality, and fulfill the information required by this contract.
8.4.1 Contractor shall maintain accurate daily home delivered meal logs that record each meal delivered to each
participating seniors.
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A-1 — STATEMENT OF WORK
HOME DELIVERED MEALS IN THE SOUTH REGION
8.4.2 Contractor shall report all program income and match to the County on a monthly basis.
8.5 Holidays. A maximum of twelve (12) recognized holiday closings will be allowed per year. A holiday schedule shall
be submitted to the COR at the beginning of each fiscal year, no later than thirty (30) days after the start of the new
fiscal year. Additional closures will be handled on a case -by -case basis and require a minimum of thirty (30) days
advance notice to the County.
8.5.1 If more than twelve (12) holiday closings are taken, Contractor must make up the days lost.
8.6 Data Collection and Reporting.
8.6.1 Contractor shall utilize the AIS-identified automated data collection system to:
8.6.1.1 Register and maintain all CDA required client demographic and assessment data for all active
clients. AIS Client Intake & Assessment Form can be used to collect required information,
8.6.1,2 Track and report all service unit delivery data (via bar-coding and manual data entry) on an on-
going basis.
8.6.2 Contractor shall maintain and report accurate daily meal counts and nutrition education units in the County -
identified automated data collection system.
8.6.3 Contractor shall submit monthly summary reports of the information listed in 8.6 and claims to the designated
COR by the fifteenth (15th) of the month following the month in which the services were provided. Claims
will be paid upon successful determination of reconciled data as mentioned in paragraphs
8.6.1.1 and 8.6.1.2.
8.6.4 Contractor shall submit a completed report of actual costs expended for each service category at the end of
each contract fiscal year for the term of the contract, as requested by the County, in the form and fonnat as
provided by AIS.
8.7 Customer Satisfaction Survey. Contractor shall annually obtain the views of participants regarding the services
received through the development and utilization of a customer satisfaction survey.
8.7.1 Contractor shall provide a summary report of the results of the satisfaction survey to the COR by the fifteenth
(15th) of the month following the completion of the survey cycle.
8.7.2 Contractor shall make all survey results available to COR upon request.
8.8 Grievance Procedure, Contractor shall develop a written grievance process per Title 22 CCR 7400(a)(2)(3) for clients
to report grievances pertaining to the nutrition program, inclusive of the complainant's rights to privacy. Homebound
individuals shall be notified of the grievance process in writing. A copy of the grievance procedure shall be provided
to the COR annually for pre -approval.
9. Meal Preparation Site Closure Plan
9.1 As a provider of services to home bound seniors and persons with ADA accessibility requirements Contractor shall:
9.1.1 Establish and maintain a Meal Preparation Site Closure Plan to ensure preparedness and the ability to continue
to deliver services if at all possible. Contractor shall provide a copy to COR annually for pre -approval and keep
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AGREEMENT WITH THE CITY OF NATIONAL CITY FOR SENIOR NUTRITION PROGRAM
EXHIBIT A-1. — STATEMENT OF WORK
HOME DELIVERED MEALS IN THE SOUTH REGION
the plan on file with Contractor.
9.1,2 If Contractor is unable to provide delivery services due to unanticipated site closure Contractor shall notify
COR within twenty-four (24) hours and initiate the established plan to provide projected timeline when delivery
services shall resume.
9.1.3 Provide the County with the following:
9.1,3.1 Primary and secondary emergency contact phone numbers.
9.1.3.2 Status updates, upon request, including the following at aminimum:
9.1.3.2.1 Services provided to the target population.
9.1.3.2.2 Service capacity.
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