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Item C05 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY 1f&~ Louis LaTorre MEETING DATE: AUGUST 15/16, 2001 DIVISION: COMMUNITY SERVICES BULK ITEM: YES DEPARTMENT: SOCIAL SERVICES/BA YSHORE MANOR AGENDA ITEM WORDING: Approval of Amendment to Agreement between G.A. Food Service and Monroe County Bayshore Manor to renew contract for one additional year, January 1,2002 thru December 31,2002. ITEM BACKGROUND: Contract signed by Board of County Commissioners on December 8,1999. This contract provides for the option of contract renewal for one or two more years, This will be the second year renewal. Actual price per meal is $2.55, PREVIOUS RELEV,A,NT BaCC ACTION: The Board of County Commissioners granted approval and authorized execution of an Amendment to Agreement between Monroe County and G.A. Food Service for one additional year, January 1, 2001 thru December 31, 2001, CONTRACT/AGREEMENT CHANGES: Price per meal - same as last year ($2.55 per meal). Exercising a one year renewal option. STAFF RECOMMENDATION: Approval. TOTAL COST: 528,000 BUDGETED: YES COST TO COUNTY: $28,000 REVENUE PRODUCING: NO AMOUNT PER MONTH NEAR: N/A DIVISION DIRECTOR APPROVAL Risk Management XXX APPROVED BY: County Attorney XXX Division Director DOCUMENTATION :ncluded, XXX To Follow Not Required AGENDA ITEM # / -".. o#~ DISPOSITION: MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Effective Date: 1/1/2002 Expiration Date: 12/31/2002 Contract Purpose/Description:Provides meals to the residents of Bayshore Manor ~' Contract Manager: Louis LaTorre () 0;4572 (Name)f~ I (Ext.) Contract \.vith:GA Food Service, Inc. Social Services (Department) for BOCC meeting on 8/15-8/16/2001 Agenda Deadline: 8/1/2001 CONTRACT COSTS Total Dollar Value of Contract: $28,000.00 G Budgeted'! ';{esC2J No 0 Account Codes: 001-61504-530-491- Grant: $ County Match: S ---- ---- ---- ADDInONAL COSTS Estimated Ongoing Costs: $ _/yr For: (Not included in dollar value above) (eg. maintenance, utilities. janitorial, salaries, etc.) CONTRACT REVIEW Division Director . Changes;..- I' Dat~ ,I? I Needed ~ \ Rev~v.rer r f iI-'(YesDNo[J - -it~:i llL ~ 7.,y,{)/ YesD No~ olJ ~ ~( . (/> ' {'-::, 2 . .."" _.. - ;.," I, ?- /,... YesD No[2("~/L'-'-t...< 1.:/ tLc;<2LL ~/ '~ <:"" 11// ~ ." ,', 1.1 .......... , .I .' l ( YesD NoG] ~-~-). /____0 /"-- Risk Management o f"I..:iPutchas III g ~~; Attornev Comments, Date Out ;b).1 { --3ofJl '7-3/(; -2&;1:, OMB Form ReVised 9/11/95 Mep #2 AMENDMENT TO FOOD CONTRACT Amendment No.2 - Bayshore Manor (AL4196) THIS AMENDMENT TO FOOD CONTRACT ("Amendment"), entered into between BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, a body corporate and politic eXIsting under the laws of the State of Florida, ("purchaser") and G.A. FOOD SERVICE, INC., a Florida corporation with offices in St. Petersburg, Florida ("Provider") amends the FOOD CONTRACT (hereinafter "Contract") this day of 2001 as follows: RECITAL 1. WHEREAS, Purchaser operates an Assisted Living Facility ("ALF") by the name of Bayshore Manor ("Bayshore"), Bayshore requires the provision of meals for its participants, and the Purchaser has determined that Provider can provide the services required by Bayshore's feeding program in accordance with all applicable federal, state, county, and municipal laws relative to ALF. 2, WHEREAS, Purchaser has determined Provider performs services in accordance with federal, state, and local laws, rules, regulations, and policies as they pertain to the Older Americans Act funds and Agency for Health Care Administration pursuant to Ruler 58A- 6, as pertains to Adult Day Care facilities. 58A-s6,009(2)(g), F,A.C. 3, WHEREAS, on or about December 8, 1999, Purchaser and Provider (collectively, "the Parties") entered into Contract for the provision of meals to the Bayshore, for a term of one year, commencing January 1, 2000 and terminating December 31, 2000, Contract offers the Parties an option to renew for one year at the end of the Contract term, 4, WHEREAS, Provider is a food catering service provider, established by the state to be a qualified provider of food-catering services, 5 WHEREAS, Purchaser provided correspondence to Provider dated June 25, 2001, eVIdencing its desire to renew Contract for a one-year term to commence January 1,2002 and to terminate on December 31, 2002. 6, WHEREAS, pursuant to Purchaser's request, Provider is extending the Contract with Purchaser for another one-year term, as evidenced by this Amendment, and shall provide Bayshore meals at the following rates: S -,..:::J per meal for the term of the Contract. ~ow. THEREFORE, in consideration of the mutual covenants and provisions contained herein, the Contract between the parties is amended as follows: 1. The Parties' Contract is extended for a one-year period to begin January 1, 2002 and to terminate December 31, 2002, 2, The pnces provided to Purchaser for the extended Contract term will be $ 2.55 per meal. This Amendment shall be effective January 1,2002, or on the date which the Amendment has been signed by both partIes, whichever is later. All provISions to the Contract and any of its attachments, which may be in conflict with this Amendment are hereby superceded and shall conform to this Amendment. All provIsIons it1 the Contract that are not in conflict with this Amendment are still in full force and effect and are :0 be performed at the level specified in the Contract. By referenc~ herem, Amendment is made a part of the Contract. 11\ \\1TNESS WHEREOF, the parties hereto have caused this (two-page) Amendment to be executed bv ,hell' undersigned officials, as duly authorized hereunder. (SEAL) ArrEST PURCHASER: BOARD OF COUNTY COMMISSIONERS FOR MONROE COUNTY Danny L KOlhage, Deputy Clerk By: Its: Dated: George R. Neugent Mayor/Chairman ,2001 PROVIDER: (SEAL '; ArrEST //, ~/ )' // r" /-; - , ~-i]'(, (./~_ Kenneth ,\, :"',.,Bianco, Secretary 2 'F com:BACI THIS AGREENfENT made this ~-t!J. day of ])eGe,m b ef" , 19~, by and between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORlDA, a body corporate and politic existing under the laws of the State ofFlorida~ hereinafter called SPONSOR, and G. A. FOOD SERVICE, INC., a Florida corporation whose mailing address is 1220032ndCourtNorth,St. Petersburg, Florida, hereinafter called CATERER. \'," WITNESSETH: WHEREAS. SPONSOR desires to purchase meals for clients of Bayshore Manor, an Assisted Living Facility licensed by the State of Florida and operated by the Board of County Commissioners of Monroe County, Florida and WHEREAS, CATERER desires to supply meals to Bayshore Manor under the terms and conditions of this AGREEMENT, now therefore in consideration of the mutual covenants, promises and premises herein contained, the parties agree as follows: A. CATERER agrees to furnish meals in accordance with Attachment "A" of this AGREENfENT. B. SPONSOR agrees to pay CATERER for meals purchased within thirty (30) days of receipt by SPONSOR or CATERER'S invoices. The Parties agree that payments may be made and will be accepted, in whole or in part, by check. C. The Punies agree that SPONSOR must place weekly food orders with CATERER no later than Wednesday of each week. D. The obligations of the Parties to this AGREE?v1ENT are subject to the availability of :unds lawfully appropriated annually for the purchase of food by SPONSOR. E. CATERER agrees to deliver weekly food orders placed by SPONSOR no later than Friday of each week and that frozen food will be maintained at or below ZERO DEGREES Fahrenheit from the time it leaves CATERER'S processing plan until the time it is delivery to Bayshore Manor. F. The Parties understand and agree that the number of breakfast meals, lunch meals and dinner meals ordered and to be supplied may vary from week to week due to changes in SPONSOR'S client population. .f.,. G. Parties agree that throughout the term of this AGREE!v1ENT the unit cost per meal will be TWO DOLLARS AND FORTY EIGHT ($2.48) CENTS, provided that and as long as both this AGREE?v1ENT and that certain agreement entered ir:co by and between G. A. Food Service, Inc. and the Monroe County Nutrition III-C program, commencing on January 1, 2000 and terminating on January 1, 2001, continue in full force and effect. This AGREEN1ENT shall continue in full force and effect, from 12:01 AM, January 1,2000 until 12:01 AM, December 31, 2000. SPONSOR shall have the option of renewing the AGREE?v1ENT for A PERIOD OF ONE (1) calendar year at the end of which SPONSOR will have the option of renewing the AGREE11ENT for one (1) additional calendar year. If an option(s) is exercised, it shall be on the same terms and conditions as the AGREEMENT, excepting only an increase in the unit cost per meal to match any rise in the cost of living index as provided by the Federal Government in November of the year(s) preceding the year(s) for which the option(s) is exercised and providing that the Monroe County Nutrition III-C program also simultaneously exercises its agreement option(s). This ~GREEMENT may be amended at any time subsequent to its execution by both parties by the panies signing and executing such an amendment(s). HOnCE Any notice required by this AGREEIvIENT to be made by either party shall be made by Certified Mail, Return Receipt Requested as follows: " ' SPONSOR CATERER Name: Name: G.A. FOOD SERVICE, INC. Address: Address: 12200 32nd Court North St. Petersburg, Florida 33716 ~ Both parties will at all times, during the duration of this AGREEMENT, comply with all applicable Federal, State, County and Municipal laws. Both parties agree that the proper jurisdiction and venue of any claim(s} arising under this AGREE1v1ENT shall be in Monroe County, Florida. This is to cenify that this AGREEMENT as approved by Bayshore Manor and the Monroe County Administrator was ratified by the Monroe County Board of County Commissioners at its meeting on the ~ol.:.~ day of 1) e.C a-"'-\:')~ ( , 19 ~~. :'., BOARD OF COUNTY COM1v1ISSIONERS OF MONROE COUNTY, FLORIDA - By.a.- Ir 10 c-. ~-f:J~ By Deputy Clerk / "1 · /J -L-- d iV-A-~J&~ Mayor/Cha~erson G. A. FOOD SERVICE, INC. Ja1a/comract.doc A IT ACHMENT "A" ENTP,Ef.VEGETABLE LUNCH AND DINNER MEAL COMPON'RNTS It is req uired that on frozen lunch and dinner entrees SPONSOR will include the remaining components of the meals, i.e., milk, butter, bread, fresh fruit/dessert. and juice. These ;n ust meet standards as stated in Meals Standards (see Appendix ll). Breakfast = optional; Lunch = 96; Supper = 112 . "" These meals will be purchased weekly on SPONSOR'S menu.cycle of six (6) weeks. 1. The lunch and dinner entree/vegetable component must each consist of a mmimum of 3 oz. cooked, edible meat or comparable, alternative protein food source and two (2) 4 oz. drained weight servings of vegetables and fruits. These entree/vegetable components must be of such quality when fresh components are added to them, consisting of milk, desserts, bread and margarine, that each com- plete lunch and dinner meal contains one-third (1/3) of the daily recommended dietary allowance for adults S1 years of age and older as established by the Food and Nutrition Board of the National Academy of Science - National Research Council. 2. These preportional unitized entrees and vegetables shall have no salt or sugar added. 3. They must be sealed and clearly labeled with entree contents and proper heating instructions. with letters large enough to be read by the visually impaired. 4. They must consistently be produced in a United States Department of Agriculture inspected and approved plant. 5. All meal components that require reheating must be packaged in a container with lid that can be wanned in either a convection or microwave oven. 6. If :rozen. they must be delivered to Bayshore Manor at temperatures no greater tha:: 'Zero (0) degrees Fahrenheit. In addiuon to the above, CATERER must provide, with each food delivery to Bayshore Manor. J.S many of the following items appropriate for the number of meals required by Bayshore \1anor. at no cost: \brgJrine. hairnets: 23x17x47 can liners: individual salt. pepper. sugar and <;wee!ener: hand towels: indh'idual Thousand Island dre:;sing; indivlctU.11 French da.ta.' 1 n \' art. ': c;: dressing; individual salad dressing; individual tea bags; individual tartar sauce: paper placements; 8 oz. squat foam cups; #10 paper bags; plastic knives. forks and spoons; napkins: and 8 oz. foam drink cups. MENUS Menus are to be submitted BY CATERER to the Bayshore Manor Sr. Administrator for approval at least eight (8) weeks prior to the implementation of each menu cycle. Menu, plans as approved throughout the year must be adhered to, unless changed by mutual agreement between CATERER and the Sr. AdministratOr of Bay shore Manor. CATERER must work with the Bayshore Manor Sr. Administrator throughout the term of the agreement and change menus and meal procedures to assure acceptable meal content and quality . CATERER will observe ethnic, religious and seasonal preference of specified foods (i.e., religious holidays)-in consultation with the Bayshore Manor Sr. Administrator. All men~ submitted BY CATERER wili include grading specifications ofitems (entrees/vegetables) and should contain meals which can be implemented and adhered to throughout the term oithe agreement. Additionally, SPONSOR agrees to provide to Bayshore Manor, within forty eight (48) hours of a telephone or fax request by the Bayshore Manor Sr. Administrator. non- perishable. packaged food sufficient to supply the two thirds of the daily reconunended dietary allowances for persons aged 51 years and older for as many as twenty (20) people for a period of fifteen (15) days. REGULA TrONS FOR ASSISTED LIVING F ACILTTY MEALS Each meal provided under this agreement must contain at least one-third (1/3) of the current Recommended Dietary Allowances. Confonnity to this requirement will be assured by planning menus using the following criteria: . . 1. Each 1 ll.'1ch and dinner meal shall contain a three oz. cooked, edible portion of meat. !ish or fowi. An equivall.!U alllOWlt of meat alternates, individually or in combination may be used no more than once per week for variety. Meat alternates include cooked dry beans, peas. lentils, nuts. nut butter (peanut butter and others), or producLS made from these foods. Alternates for the protein in one oz. of cooked lean meat include one-fourth cup cottage cheese: one oz. cheddar cheese: one egg; one-half cup cooked dry beans. peas or lentils (garbanzos. lima beans. black-eyed peas. pinto beans. red beans. etc.); two tablespoons of nut buner. ':Jround meat may be used in entrees no more than twice in one week. b. If served twice in one week. the groWld meat shall be served at least once in "solid" form. such as meat loaf. Salisbury steak. stuffed peppers. etc. 2. Each lWlch and dinner meal shall contain twO (2) one-half cup servings (drained voiwne l of different vegetables or fruits. or their juices. including: a. A vitamin A-rich food shall be served at least three times per week. A vitamin A-rich food is a single serving or a combination of two servings at the same meal that provide at least one-third of the RDA for the vitamin. These include carrots. cantalope. broccoli. pumpkin. sweet potato':s. winter squash (butternut. acorn. etc.) and all deep green leafy vegetables. b. A vitamin C-rich food must be served daily. A viwnin C-rich food is a single serving or a combination of two servings afthe same meal that provide at least one-third of the RDA for that nutrient. Fortified full- suength juices, defined as fruit juices that are 100 percent natural juice with vitamin C added, may be counted as a vitamin C-rich food. ( 1) Partial strength or simulated fruit juices or drinks. even when fonified, may not cOWlt as vitamin C sources. (2) The required 20 mg. of vitamin C may come from no more than two food items. c. Sweet potatoes and yams may be counted as either vegetable/fruit D.[ bread requirement, but not both groups in one meal. Rice. noodles. spaghetti. macaroni, and grits may not be cOWlted as a vegetable/fruit. d. Vegetable soup may be used to fulfill one portion of the vegetable/fruit requirement if the soup contains at least one-half cup of vegetables per serving of soup. e. Dried beans, peas or lentils may be used to fulfill the fruit/vegetable requirement. However, if used as a fruit/vegetable, they cannot be cOWlted as a meat/meat alternate in the same meal. f. Congealed salad may be used to fulf1l1 one portion of the fruit/vegetable erny if the salad contains at least one-half cup of vegetables or fruit per :erving of the salad. g. Fruits used as a dessen cannot also be cOWlted as a serving ofvegetablel frui t in the same meal. n. .-\ good balance of succulent and starchy vegetables which present contrast :n color. texture. tL:mperature and shape shall be used. Starchy vegetables should be limited to one per meal (com. lima beans. potatoes. dried beal~. black-eyed peas. hominy). .. ... -. . -. . .-. 3. Each lunch and dinner meal shall contain one serving of whole grain or'ennched bread. biscuits. muffins. rolls. sandwich buns. cornbread. other hot brcads~ or a bread alternate. a. Bread alternates include enriched or whole grain cereals or cereal products such as rice~ spaghetti, macaroni~ noodles. dumplings, pancakes, waffies. tortillas and grits. b. Sweet potatoes or yams can be counted as meeting either the bread requirement or the vegetable/fruit requirement, but not both groups in the same meal. c. Enriched and whole-grain flour~ meal, cereals and,cereal products shall be used. 4. Each lunch and dinner meal shall contain one teaspoon or fortified margarine except for those meals that may be higher than average in fat content. In these cases. the PDAA or AAA Nutrition Consultant may approve the elimination of the margarine for that meal only. 5. Each I Wlch and dinner meal shall contain one (1) one-half cup serving of a dessert. The use of simple dessens, such as fruit, fruit juice, pudding gelatin desserts, ice cream, ice milk or sherbet is encouraged. a. Fruit juice may be used no more than one time per week as the dessert item. If juice is used as the dessert, the total caloric content of the meal must be a minimum of7S0 calories. b. Baked goods such as cookies, cake, pie and similar foods may be used as the dessert no more than 50 percent of the time. 6. Each 1 Wlch and dinner meal shall contain eight oz. of fortified low-fat milk. a. All milk and milk fluid products for drinking purposes shall be purchased and served in the individual container in which they were packaged at the milk plant. 7. Coffee. Lea., decaffeinated beverages, soft drinks and fruit flavored drinks may be used. b~! ~h::l! r.::t 1:: ::=~:,::::c! ~ f~filling :oLy p&rt of the meal pattern require- ments. dawmvan.c1oc AMENDMENT TO AGREEMENT Bayshore Manor THIS AMENDMENT made this 1-1 ~ day of ,AI ~ V ,2000, by and between the Board of County Commissioners of Monroe County, Florida. a body corporate and politic existing under the laws of the State of Florida. hereinafter called the Sponsor, and GA Food Service, Inc., a Florida corporation whose mailing address is 12200 32nd Court North, St. Petersburg, Florida. hereinafter called the Caterer. WITNESSETII WHEREAS, the parties hereto did enter into an agreement dated December 8, 1999, for the provision of meals at Bayshore Manor, an Assisted Living Facility operated N, Monroe County; and WHEREAS, said agreement provided an option to the Sponsor to renew the contract twice, each time for an additional year; and WHEREAS, the Sponsor has elected to exercise said option for the benefit of Bay shore Manor residents; now, therefore, IN CONSIDERA nON of the mutual covenants and obligations contained herein, the parties agree as follows: 1. The Sponsor elects to renew the contract for an additional year pursuant to the contract entered December 8, 1999. 2. The effective date of this amendment is January 1, 200 I and shall extend through December 31,2001. Paragraph G of the contract, entered into December 8, 1999, shall be amended to provide for the cost per meal to be $2.55 for the period covered by this amendment. All other terms and conditions of the contract dated December 8, 1999, as previously g amended shall remain in full force and effect. ~.. ~ "~''''r : L. KOLHAGE, CLERK ...~~~:~ eputy C rk BOARD OF COUNTY COMMISSIONERS J:;F MONROE COUNTY, FLORI. DA /J /,/1 ( 8"- r./~/ !', '0 By: F,. i -L~i\~ Mayor/Chairman "-J (SEAL) Attest: GA FOOD SERVICE, INC. Secretary BY'~ C;~.