Agenda Item 4 - CONSIDERATION OF AGREEMENT WITH BETTER 4 YOU MEALS FOR THE SENIOR MEALS PROGRAMAGENDA ITEM NO.4
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: February 15, 2022
TO: Mayor and City Council
FROM: David Carmany
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 $396,561;
and
3. Adopt the following Resolution:
RESOLUTION NO. 2022-13 —A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL
YEAR COMMENCING JULY 1, 2021 AND ENDING JUNE 30, 2022 (SENIOR MEALS
PROGRAM)
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. The City was able to contract with Better 4 You Meals, an alternate vendor provided by
the County to provide frozen meals. 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 West Covina Senior Meals Program is providing meals Monday - Friday to approximately
300 seniors on a weekly basis. Better 4 You Meals provides the City the ability to increase the number of
meals as the community needs. This request is to increase the budgeted amount of the contract in order
to continue the Senior Meals Program. At the time the contract was executed, staff anticipated returning
to the hot meal program which is sourced by a different vender. At this time, the program is expected to
continue to operate with frozen meal service through the end of the fiscal year. Once the City receives
authorization from the Area Agency on Aging to transition to in -person dining, the Senior Center will
return to normal operations, offering daily hot meals prepared by the City's Head Cook. Due to the
evolving situations around COVID-19, the Area Agency on Aging has not yet provided a timeframe for
authorization.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve Staffs recommendation or
2. Provide alternative direction.
Prepared by: Kelly McDonald, Public Services Manager
Fiscal Impact
FISCAL IMPACT:
In Fiscal Year 2021-2022, $154,800 was included in the approved budget for meals, as follows:
$94,800 in 146.61.5186.6158 - Los Angeles County Area Agency on Aging (AAA) and $60,000 in
131.61.5121.6120 - Community Development Block Grant (CDBG). A total of $120,000 - $60,000 from
each AAA and CDBG - is allocated for frozen meals from Better 4 You Meals. The City will receive
additional one-time funds from Los Angeles County as part of a reallocation of unspent 2020-2021
CARES Act Funds. The additional funding in the amount $276,561 is to be expended by June 30,
2022. The attached budget amendment appropriates these funds. There are no General Funds used
for the purchase of frozen food for the Senior Center.
Attachments
Attachment No. 1 - Resolution No. 2022-13 - Budget Amendment
Attachment No. 2 - B4YM Food Service Agreement
CITY COUNCIL GOALS & OBJECTIVES: Maintain Good Intergovernmental Relations
Respond to the Global COVID-19 Pandemic
ATTACHMENT NO. 1
RESOLUTION NO.2022-13
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2021 AND ENDING JUNE 30, 2022 (SENIOR MEALS
PROGRAM)
WHEREAS, the City Manager, on or about June 15, 2021, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City for West Covina for
Fiscal Year 2021-22; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, considered and evaluated all comments, and adopted a budget for the fiscal
year commencing July 1, 2021 and ending June 30, 2022; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 030, attached
hereto as Exhibit A, related to additional funds received from the County for the meals program.
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 immediately.
APPROVED AND ADOPTED this 15th day of February, 2022.
APPROVED AS TO FORM
Thomas P. Duarte
City Attorney
Dario Castellanos
Mayor
ATTEST
Lisa Sherrick
Assistant City Clerk
I, LISA SBERRICK, Assistant City Clerk of the City of West Covina, California, do
hereby certify that the foregoing Resolution No. 2022-13 was duly adopted by the City Council of
the City of West Covina, California, at a regular meeting thereof held on the 15th day of February
2022, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
EXHIBIT A
BUDGET AMENDMENT
CITY OF WEST COVINA
BUDGET AMENDMENT
BA # 030
Posted By:
Date Posted:
Date: 2/15/2022 Fiscal Year: 2021/2022
Requested by: Kelly McDonald Amount: 276,561.00
Dept/Div: Public Services Description: Meals
EXPENDITURES
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
146.61.5186.6158
Meals
94 800.00
276,561
371,561
REVENUES
Account Number
Account Description
Current Budget
Proposed
Amendment
Amended Budget
146.61.4551
JAAA - Senior Meals
174 200.00
1 276 561.00
1 450,761
REASON/JUSTIFICATION Please be specific)
Additional funds received from the County for the Senior Meals Program.
APPROVALS
City Council Approval Date (if required, attach minutes):
Dept Head Approval:
Date:
Finance Director: Date:
Funds Available? ❑ Yes ❑No
❑ Approval Not Required
City Manager: Date:
Comment: ❑ Approved ❑ Denied
ATTACHMENT NO. 2
better 4 you
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, 2021 and continue through June 30, 2022
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 (18-59) 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 or as many
meals as deemed necessary to meet the City's demand.
• Notwithstanding the foregoing, either party may terminate this Agreement without cause upon no less than thirty (30)
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 thirty (30) 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.
dba Better 4 You Meals
t
BY:
Print: Fernando Castillo
Title: CEO
City of Wgst-e vma
BY:
Print: AIA& (\AlyAtS
Title: Cr M4 y ,
tr,,vl at't. _._pig nip cH t. �q;l)dli 'rl .�.._S?` 8-3 Si1" '.;d r•+4ovnv,e al�.ron�