10-06-2020 - AGENDA ITEM 14 CONSIDERATION OF AGREEMENT WITH BETTER 4 YOU MEALS FOR THE SENIOR MEALS PROGRAM12/1/2020
Print Staff Report
AGENDA ITEM NO. 14
DATE: October 6, 2020
TO: Mayor and City Council
FROM: David Carmany
City Manager
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
SUBJECT: CONSIDERATION OF AGREEMENT WITH BETTER 4 YOU MEALS FOR THE
SENIOR MEALS PROGRAM
RECOMMENDATION:
It is recommended that the City Council:
1. Ratify the agreement between the City of West Covina and Better 4 You Breakfast, Inc. dba Better 4 You
Meals to provide frozen meals for the senior nutrition program;
2. Authorize the City Manager to negotiate and execute future extensions to the agreement, provided that
the total compensation under the agreement and any extensions does not exceed $518,000; and
3. Adopt the following Resolution:
RESOLUTION NO.2020-100 — A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR
THE FISCAL YEAR COMMENCING JULY 1, 2020 AND ENDING JUNE 30, 2021
(CARES ACT)
DISCUSSION:
Prior to the COVID-19 pandemic, the Cortez Park Community and Senior Center offered daily hot meals to
seniors 60+ years of age. On average, the Senior Center served an average of 150 meals per day. Once the City
was required to close the Senior Center due to the pandemic and the Safer at Home Orders issued by Los
Angeles County, the Senior Center was converted to an emergency meal program providing frozen meals both
via drive-thru and home delivery for LA County residents.
When the program was converted to frozen meals, Los Angeles County provided Langlois Food as an
approved contractor. As the demand for service grew drastically, Langlois Food could no longer meet the
City's needs. Better 4 You Meals was an alternate vendor provided by the County. Better 4 You Meals is a sole
source vendor that meets all nutritional guidelines as well as being able to meet the City's weekly needs of
providing approximately 2,800 meals per week.
Currently, the Seniors Meals Program is providing meals to approximately 300 seniors, Monday through
Friday. Better 4 You Meals provides the City the ability to increase the number of meals as the community
needs. When the Safer at Home Order is lifted, the Senior Center will return to normal operations, offering
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12/1/2020 Print Staff Report
daily hot meals prepared by the City's Head Cook.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and the agreement and approved them as to form.
OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation or
2. Provide alternative direction.
Prepared by: Susie Perez
Additional Mark Persico
Approval:
Fiscal Impact
FISCAL IMPACT:
In Fiscal Year 2020-2021, $72,000 is available in the approved budget for meals in the Public Services
Department between accounts 146.61.5186.6158 Los Angeles County Area Agency on Aging (AAA) and
donations from private donors and patrons utilizing the program and CDBG
Fundl31.61.5121.6120 Community Development Block Grant (CDBG).
Additional one-time funds have been approved from the Los Angeles County: CEO CARES Act
Funds ($222,000 to be expended by December 31, 2020) and CDA CARES Act Funds ($224,000 to be
expended by June 30, 2021). The attached budget amendment appropriates these funds. There are no General
Funds used for the purchase of frozen food for the Senior Center.
Due to the pandemic, and Safer At Home Orders it is estimated that the cost to continue frozen meal service
through the end of the fiscal year would be approximately $262,080.
Attachments
Attachment No. 1 - Resolution No. 2020-100
Attachment No. 2 - Exhibit A to Resolution No. 2020-100
Attachment No. 3 - Agreement with Better 4 You Meals
CITY Respond to the Global COVID-19 Pandemic
COUNCIL
GOALS &
OBJECTIVES:
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2020 AND ENDING JUNE 30, 2021(CARES ACT)
WHEREAS, the City Manager, on or about June 23, 2020, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2020-21; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, considered and evaluated all comrnents, and adopted a budget for the fiscal
year commencing July 1, 2020 and ending June 30, 2021; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget; and
WHEREAS, the County of Los Angeles has approved CEO CARES Act funds and CDA
CARES Act fiords for the City's Senior Nutrition Program.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 014, attached
hereto as Exhibit A, related to the Senior Nutrition Program for Fiscal Year 2020-21.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective imrnediately.
APPROVED AND ADOPTED this 6th day of October, 2020.
Tony Wu
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk
I, LISA SHERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2020-100 was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof held on the 6th day of October,
2020, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
ENMIT A
BUDGET AMENDMENT
Date:
Requested by
Dept/Div:
EXPENDITURES
CITY OF WEST COVINA
BUDGET AMENDMENT
10/6/2020
Kelly McDonald
Public Services
BA # 014
Posted By:
Date Posted:
Fiscal Year: 2020-2021
Amount: $ 446,000.00
CARES Act
Account Number
Dept/Account Description
Current Budget
Propose
Amendment
Amended Budget
146.61.5186.6158
Meals
60,000.00
446,000.00
506,000.00
REVENUES
Account Number
Account Description
Current Budget
Propose
Amendment
Amended Budget
146.61.4551
Meals Program
174,218.00
446,000.00
620,218.00
REASON/JUSTIFICATION (Please be specific)
CEO and CDA CARES Act Funds to be received through the County for the Senior Nutrition Program
APPROVALS
City Council Approval Date (if required, attach minutes): ❑ Approval Not Required
Dept Head Approval: Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
City Manager: Date:
Comment: ❑ Approved ❑ Denied
Attachment No. 3
M E A L
AGREEMENT TO PROVIDE FOOD SERVICE
Better 4 You Meals
(TIN # 900657788)
THIS AGREEMENT TO PROVIDE FOOD SERVICE shall commence on July 1, 2020 and continue through December 31,
2020 by and between the City of West Covina ("CWC") and Better 4 You Breakfast, Inc., dba Better 4 You Meals (B4YM).
Scope of Service:
Better 4 You Meals, hereinafter referred to as (134YM), will provide nutritious home delivered meals according to set menus and
guidelines for (CWC's) target population. Target population will Include but not be limited to Older Adults sixty (60) years of age
and older and Dependent Adults eighteen to fifty-nine (1 B-59) years of age.
• Meals are to be delivered to a designated Congregate Site within (CWC's) Service Area with listings provided by (CWC).
Total number of Congregate Sites estimated are 1.
• Approximately 1200-1500 meals shall be provided to the designated congregate site on a weekly basis.
Notwithstanding the foregoing, either party may terminate this Agreement without cause upon no less than fourteen (14)
days' prior written notice to the other party.
• (B4YM) will invoice (CWC), for services rendered, on a weekly basis. Invoices shall identify all deliverables and any and
all charges incurred; as such charges are set forth in the rate schedule Identified below as per unit cost.
• Meals are to provide one-third (1/3) of the Recommended Dietary Allowances and are safe and of good quality.
• For the duration of service, 134YM will promote and maintain high food safety and sanitation standards.
Types of meals:
• Frozen Pre -packaged Meals (Entree only) Delivered to Congregate Site:
o Per Unit Cost: $4.20
Terms of Compensation:
The City of West Covina shall pay Better 4 You Meals for services rendered to, and authorized by, (CWC). Services authorized
by (CWC) shall be paid within fourteen (14) days from receipt of an invoice from B4YM. Such payments shall be made according
to the per unit cost for each meal as identified above.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date first above written.
Better 4 You Breakfast, Inc. City of West Covina
dba Better 4 You Meats
BY:
Print: i c//JTit�fl/l <</ Print:
Title: L" �CJ Title:S'
5743 Smithway Street, Ste, 103, Commerce, CA 90040 Tel: 323,838.5555 Fax: 323.838.5419 bettee4go.meols.eo-