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HomeMy WebLinkAbout082-R-21Authorizing the City Manager to Execute an Agreement With Hoffman House Catering for Senior Meal Food Programs at the Levy Senior Center and Fleetwood-Jourdain Community Center9/13/21 82-R-21 A RESOLUTION Authorizing the City Manager to Execute an Agreement With Hoffman House Catering for Senior Meal Food Programs at the Levy Senior Center and Fleetwood-Jourdain Community Center WHEREAS, the City of Evanston has made it a priority to focus on providing for a comfortable and high standard of living for seniors through activities and events; and WHEREAS, the Parks and Recreation Department strives to provide activities and opportunities to seniors; and WHEREAS, AgeOptions, the regional coordinator of federal funds, will reimburse the City through a grant for meals provided to seniors; and WHEREAS, AgeOptions issued bids to provide meals at all suburban Cook County sites, and the selected caterer Hoffman House Catering; and WHEREAS, for the period of October 1, 2021 through September 30, 2022, Hoffman House Catering will provide lunch meals to seniors at the Levy Senior Center and Fleetwood- Jourdain Community Center at a cost not to exceed $5.21 per meal; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: That the foregoing recitals are hereby found as fact and incorporated herein by reference. SECTION 2: That the City Manager is hereby authorized to sign, and the City Clerk hereby authorized to attest, on behalf of the City of Evanston, the contract attached hereto as Exhibit A, incorporated herein by reference. SECTION 3: That this Resolution 82-R-21 shall be in full force and effect from and after its passage and approval in the manner provided by law. Attest: Stephanie Mendoza, City Clerk Adopted: 09/13/2021 2021 Daniel Biss, Mayor Approved as to form: Nicholas E. Cummings, Corporation Counsel EXHIBIT A Contract with Hoffman House Catering 82-R-21 Page 5 of 14 Hoffman House Food Service Contract This agreement is between the City of Evanston and Hoffman House Catering hereinafter referred to as "Nutrition Provider" and "Caterer." Nutrition Provider has entered into contracts with AgeOptions, the designated Area Agency on Aging for Suburban Cook County, to provide nutrition services for participants eligible under Title IIIC of the Older Americans Act, subject to approval of the Area Plan by the Department on Aging of the State of Illinois and the availability of funds. Nutrition Provider desires that Caterer render services in connection with these contracts with AgeOptions and Caterer is willing to provide all products and services as specified by Provider in this agreement and as specified by AgeOptions in its Request for Applications for Catering Services for Congregate and Home Delivered Meal Programs for Suburban Cook County, Illinois issued January, 2019. SCOPE OF WORK Nutrition Provider's Nutrition Program is funded under Title IIIC of the Older Americans Act of 1965, as amended. Its purpose is to serve hot midday meals daily, Monday -Friday, to persons 60 years and over at the Levy Senior Center and Fleetwood-Jourdain Community Center. The term of this Agreement shall be October 1, 2021 through, and including, September 30, 2022. The pricing in this Agreement shall remain the same for the term of this Agreement. This Agreement may be terminated by either party for any reason without cause upon sixty (60) days written notice to the other. This Agreement may be terminated for cause, or breach by either party hereto, upon ten (10) days written notice to the other. This Agreement will become null and void upon evidence by a dietician/nutritionist, or local health department that Caterer's operations are not sanitary and/or that meal preparation is not done in a manner that assures adherence to generally accepted health, safety, and/or sanitary standards associated with the preparation of meals. SERVICE Starting October 1st, 2021 through September 31 st 2022, Caterer will deliver up to seventy-five (75) meals, 5 days out of the week for a total of three hundred seventy five (375) meals per week at the Levy Senior Center and up to seventy-five (75) meals, one (1) day a week at the Fleetwood-Jourdain Community Center. Starting October 2021 throughout the remaining contract, Caterer will deliver up to 75 meals each Monday, Tuesday, Wednesday, Thursday and Friday for Congregate Dining at the Levy Senior Center with the exception of nine (9) holidays, to the City of Evanston Nurtition Program at 300 Dodge Ave, Evanston, IL 60202 and each Wednesday at 1655 Foster St, Evanston, IL 60201. Changes in actual count will be given a week prior to the date of service when practical. Page 6 of 14 During the COVID-19 pandemic and in accordance with Illinois Department on Aging (IDoA) guidance, meals will be packaged for pick-up by diners until further notice. Pick-up schedules may not be daily. Multiple individual meals may be packaged together, to accommodate the Nutrition Provider's pick-up schedule. The holidays are as follows: Thanksgiving Day and the Friday following Thanksgiving (November 25 and 26, 2021) Christmas Eve (December 24, 2021) Christmas (December 25, 2021) New Year's Day (January 1, 2022) Dr. Martin Luther King Day (January 17, 2022) Memorial Day (May 30, 2022) Independence Day (July 4, 2022) Labor Day (September 5, 2022) The Caterer assures the Agency of availability of personnel from the Caterer to staff the operations and provide supervisory staff in the preparation of food. Caterer assures the Nutrition Provider that in the event of a vehicle breakdown or other contingencies, Caterer is able to dispatch replacement trucks to assure delivery of meals that may be stranded en route within one half (1/2) hour past regular serving time. Should the main preparation plant become inoperative, alternative sources of supply must be available. DELIVERIES All deliveries shall be made at 10:00a.m. for the Levy Senior Center at 300 Dodge Avenue, Evanston, Illinois, Monday -Friday, no earlier than one-half (1/2) hour prior (9:30a.m.) and no later than one-half hour (1/2) after (10:30a.m.). Deliveries will be made at 10:00a.m. on Wednesdays to Fleetwood-Jourdain Community Center located at 1655 Foster, Evanston, Illinois no earlier than one-half (1/2) hour prior (9:30a.m.) and no later than one-half hour (1/2) after (10:30a.m.). Hot food must be delivered hot (at or higher than 135 degrees Fahrenheit.) and cold food must be delivered cold (at or below 41 degrees Fahrenheit) as required by the Illinois Department on Aging and AgeOptions. IDoA guidance during the COVID-19 pandemic prohibits congregate meals. Until further notice, caterers will not be asked to deliver bulk food, to be apportioned and served by the Nutrition Provider for on -site consumption. FOOD CONTRACT SPECIFICATIONS Each meal provided through the nutrition program must comply with the most recent Dietary Guidelines for Americans, published by the United States Secretary of Health and Human Services and the Secretary of Agriculture; and provide each participant for the category including 65 to 75 year old women a minimum of 33 1/3 percent of the Dietary Reference Intakes (DRI) as established by the Food and Nutrition Board of the Institute of Medicine of the National Academy of Sciences. The attached addendum provides the current Nutrition Standards for menus written under the terms of this agreement. Page 7 of 14 Each meal shall meet the following minimum requirements: a. Meat or Meat Alternate -Three ounces (providing at least 19 g protein) of lean meat, poultry, fish or meat alternate should generally be provided for the lunch or supper meal. Meat serving weight is the edible portion, not including skin, bone, or coating. Protein/lean meat /meat alternate items containing textured vegetable protein and providing at least 19 g protein in a (3 oz) serving may be served. Except to meet cultural and religious preferences and for emergency meals, serving dried beans, peas or lentils, peanut butter or peanuts, and tofu for consecutive meals or on consecutive days should be avoided. b. Vegetables - A serving of vegetable (including cooked dried beans, peas and lentils) is generally %2 cup cooked or raw vegetable; or 3/4 cup 100% vegetable juice, or 1-cup raw leafy vegetable. For pre -packed 100% vegetable juices, a'/2 cup juice pack may be counted as a serving if a 3/4 cup pre -packed serving is not available. Vegetables as a primary ingredient in soups, stews, casseroles or other combination dishes should total 1/2 cup per serving. At least one serving from each of the five vegetable subgroups must be included in a weekly menu. The five vegetable subgroups include dark green vegetables, orange vegetables, cooked dry beans and peas, starchy vegetables, and "other" vegetables. c. Fruits - A serving of a fruit is generally a medium apple, banana, orange, or pear; 1/2 cup chopped, cooked, or canned fruit; or 3/4 cup 100% fruit juice. For pre -packed 100% fruit juices, a 1/2 cup juice pack may be counted as a serving if a 3/4 cup pre -packed serving is not available. Fresh, frozen, or canned fruit will preferably be packed in juice, without sugar or light syrup. d. Grain, Bread or Bread Alternate - A serving of grain or bread is generally 1 slice (1 ounce), whole grain or enriched; 1/2 cup cooked whole grain or enriched pasta or grain product; or 1 ounce of ready -to -eat cereal. Priority should be given to serving whole grains. A variety of enriched and /or whole grain products, particularly those high in fiber, are recommended. Two serving's whole grain products must be served at least twice a week. Milk or Milk Alternates - One cup skim, low fat, whole, buttermilk, low -fat chocolate milk, or lactose -free milk fortified with Vitamins A and D should be used. Low fat or skim milk is recommended for the general population. Powdered dry milk or evaporated milk may not be served. Menus will be prepared on a cycle on one month and at least three cycle menus shall be used in one year. Menus will be prepared by Caterer's dietitian. Menus should be low in fat and cholesterol. Sodium should be used in moderation. Menus must be approved by the AgeOptions Dietitian at least four weeks in advance of service. Menu changes on approved menus must be submitted at least four weeks in advance, with the exception of emergency situations, which shall not exceed 25 per year. To comply with AgeOptions' requirements, one additional carton of milk should be provided with each delivery for temperature purposes. Page 8 of 14 CATERER WILL: Provide disposables e.g., plates, napkins, straws, and bowls for salads and fruit, and other condiments as appropriate to the meal. Be responsible for maintaining hot food at or higher than 135 degrees Fahrenheit or above, and cold food at 41 degrees Fahrenheit or below until delivered to the site. See Section "Condition of the Food Delivered". Make recipes available upon request to any authorized representative of the Nutrition Provider, AgeOptions, or the Federal Government. Arrange with the Nutrition Provider Site Manager a schedule of special menus and shall specify additional costs. Invoice monthly meals delivered attaching signed delivery slips. Provide in-service training and sanitation to Site Staff and Volunteers on as -needed basis. Be in compliance with all local, state and federal requirements governing food sanitation. Procure and post all licenses, etc. as required by law. Caterer will utilize Nutrition Services Incentive Program funds (formerly known as USDA cash assistance), that are donated to the project, to purchase only U.S. grown/produced food. Caterer will keep accurate inventory records and submit to Provider by the first of each month. Provider SHALL: Provide steam table or alternative method of maintaining hot food temperature. Provide refrigerator or freezer as required to maintain cold food temperature. Provide cleaning supplies, garbage can liners, etc. Be responsible for exterminator service, garbage removal and trash disposal, custodial services and utility costs. CONDITION OF THE FOOD DELIVERED If the food or milk delivered is not to temperature, the Caterer agrees to redeliver prior to Provider serving time. If this delivery is not made, Caterer agrees to two times the cost of the meals in question as a credit to Nutrition Provider's bill. Milk and/or other food delivered by Caterer that is found to be spoiled, crushed, or otherwise not fit to be served will not be passed for payment unless promptly exchanged prior to serving meal by Caterer. If Caterer does not react to the above mentioned notification, milk and/or food supply will be disposed of without responsibility to Nutrition Provider's Nutrition Program. Milk carriers used to deliver cartons of milk should be sufficient size and strength to hold the contents Page 9 of 14 properly without crushing when handled in a normal manner. Milk will be delivered in 8 ounce serving cartons. RECEIPT AND INVOICES Upon delivery, Caterer' representative shall present an order -receipt for food and/or supplies delivered to Nutrition Provider. Such receipts shall show the following details: 1. Date of delivery 2. Name of Site receiving delivery 3. Address of Site receiving delivery 4. Quantity delivered, with congregate and home delivered listed separately 5. Signature of authorized person receiving delivery (which should be entered by the receiver at the Site upon delivery) 6. Time of delivery 7. Signature of driver 8. An itemized list of all supplies delivered The signed order receipts will be submitted with Caterer' monthly bill to Nutrition Provider's Nutrition Program. Shortages or omissions will be noted by the Site Staff on the order receipts. Caterer shall submit invoices at least monthly to Nutrition Provider's Nutrition Program. The invoices shall indicate the total number of meals delivered and accepted during the period being billed with a backup listing of the total meals and total days on which deliveries were made during the billing period. All invoices shall show a summary of services as follows: 1. The daily number of meals ordered and delivered, as well as the total number of meals and the total cost for the period. A second copy of the invoice should be retained by Caterer. 2. Total credits or debits due should be deducted from the total bill. 3. If commodities are used, total credits or debits should be deducted from the total bill from each invoice. SPECIAL CONDITIONS Meals will be ordered 1 week prior to next serving. Caterer shall demonstrate the capability to maintain the meal service program to provide the average number of meals per day, with daily fluctuations from minus 50% to plus 100%. Caterer shall: Furnish needed food service training in sanitation, portion control, etc. to the Site Manager and volunteers as needed. Furnish reports as required to Nutrition Provider, Age Options officials, along with the Illinois Department on Aging, and the USDA Food Distribution Agency. Caterer will provide a copy of the local health department inspection on a semi-annual basis. Officials have the right to inspect food production sites, recipes and purchase orders. Page 10 of 14 Retain records for audit purposes for at least three (3) years. Comply with Title VI and Title VII of the Civil Rights Act of 1964, in regard to employment practices and persons served. The total number of meals provided by the Caterer shall not exceed the total number of meals set forth in the Provider's budget, subject to adjustments determined by the Provider and AgeOptions. AgeOptions and the Provider shall have the option to cancel the contract contingent upon funding from the federal and state governments for the program. AgeOptions must receive sufficient funds from the Illinois Department on Aging to meet the total obligations for the period October 1, 2020 to September 30, 2021. In addition, there must not be any administrative, legislative order, judicial order, rule or law which requires a change in this or related decision made by AgeOptions. During the term of the contract and any extensions thereof, the Caterer will indemnify, defend and hold harmless the officers, employees, volunteers, and agents of the Provider and AgeOptions from and against claims or determinations of liability, loss or damage, including personal injury, death, or property damage and attorneys' fees and other costs of litigation, caused by the negligent or intentional acts or omissions of the Caterer, its officers, employees, or agents. This provision shall survive completion, expiration, or termination of the agreement. Nutrition Provider and AgeOptions shall be named as an additional insured on Caterer comprehensive general liability policy. Purchase and maintain such insurance as will protect Caterer from claims under Workers or Worker's Compensation, Disability Benefit or other similar employee benefit acts. Caterer Certificate of Insurance shall be on file with Nutrition Provider before contract begins. Minimum Orders/Meal Order Changes Within the number of annual meals specified in the contract, Caterer will deliver daily the specified number of daily meals and supplies as ordered by the Provider. The Caterer shall not require the Provider to order a minimum number of meals for any serving day. Provider reserves the right to change the number of meals as late as the day prior to the date of delivery. Provider will not be held financially liable for order changes made within agreed timeframes. Required Menu and Planning Auuroval Process At Least Three Months Before Menu Cycle Starts — Caterer develops and writes cycle menus At Least Two Months Before Menu Cycle Starts — Caterer meets with nutrition providers, individually or collectively, to review the cycle menu and multi month/planned calendar/roll-out menus, including special menus, holidays and holiday celebration menus At Least Six Weeks Before Menu Cycle Starts — Caterer completes multi month/ planned/rollout menus for review by nutrition providers Page 11 of 14 At Least Six to Four Weeks Before Menu Cycle Starts — Cycle menu submitted to AgeOptions for certification/approval by AgeOptions Dietitian At Least Six to Four Weeks Before Menu Cycle Starts — Multi month/planned/rollout menus with holiday menus and special celebrations submitted to AgeOptions for review by AgeOptions Dietitian Within the Four Weeks Before Menu Cycle Starts — AgeOptions Dietitian evaluates menus and returns to caterer and nutrition provider with comments, suggested revisions or approval Within the Four Weeks Before Menu Cycle Starts — If revisions are required, caterer sends revised menus sent back to AgeOptions Dietitian for certification and approval First Day of Menu Cycle — Menus begin Sample Timeline for Reauired Menu Planning and Approval Process for Caterer Contracts Starting in October TASK DUE DATE Develop and write cycle menus July 15 Caterer meets with nutrition providers, By August 9 individually or collectively, to review the cycle menu and multi month/planned calendar/roll- out menus. Include special menus, holidays and holiday celebration menus. Complete multi month/ planned/rollout menus By August 20 for review by nutrition providers Submit cycle menu for certification/approval by August 20 - AgeOptions Dietitian September 3 By September 3, at the latest Submit multi month/planned/rollout menus with August 20 - holiday menus and special celebrations for September 3 review by AgeOptions Dietitian Menus evaluated and returned to caterer and nutrition provider with comments, suggested revisions or approval Revised menus sent back to AgeOptions Dietitian, if revisions are required Menus begin By September 3, at the latest As soon as possible after September 3 RESPONSIBLE PERSON(S) Caterer Caterer and Nutrition Providers Caterer Caterer Caterer AgeOptions Dietitian Before October Caterer October 1 Caterer and Nutrition Provider Page 12 of 14 Insurance Caterer shall maintain sufficient and appropriate insurance of vehicles, staff and property for all services to be provided under this agreement and will provide proof of coverage to Provider and AgeOptions prior to commencement of service and throughout the term of this agreement and any extensions thereof. Provider and AgeOptions each shall be named as co-insured under Caterer's insurance. Insurance policies must include as a minimum, but not be limited to, insurance coverage commonly known as, or similar in kind to: WORKERS' COMPENSATION LIMITS Coverage A Statutory Coverage B $500,000 COMPREHENSIVE GENERAL LIABILITY Combined Single Limit (each occurrence) $1,000,000 Aggregate $2,000,000 COMPREHENSIVE AUTOMOBILE Hired and Non -owned Same limits as General Liability Compliance with Laws Caterer will comply with all applicable federal, state, county and local laws and regulations including the retention of any books, documents, papers or other financial program and/or service records which are pertinent to the provision of services under this contract and its extensions for at least three years following the last day of service. The Caterer must permit AgeOptions, Nutrition Provider, authorized State of Illinois and authorized Federal personnel access to such records for purposes of audit, monitoring, and evaluation. OTHER Caterer shall submit at least four times during the contract year, within 15 days after beginning a menu cycle, a food cost analysis of the cost required to prepare and deliver the meals according to menu specified in the contract. A Caterer designate will be required to meet as needed with Nutrition Provider management staff. COST PER MEAL Congregate Meal: $4.72 (four dollars and seventy two cents) per meal. Deli Bar Meal: $5.12 (five dollars and twelve cents) per meal. Home Delivered Meal: $4.88 (four dollars and eighty eight cents) per meal. The undersigned proposed, in accordance with the terms of the contract to furnish and deliver for the Nutrition Provider's Nutrition Program, freshly prepared meals in the quantities and to the designation designated for the period starting October 1, 2021 and extending to September 30, 2022, all in accordance with the General and Special Conditions as described in the Detail Page 13 of 14 Specifications above, and for the prices set above. This contract will become null and void upon evidence by a dietician/nutritionist, or local health department that the Caterer's operations are not sanitary and/or that meal preparation is not done in a manner that assures adherence to generally accepted health, safety, and/or sanitary standards associated with the preparation of meals. Price Protection Meal prices under this agreement may be changed as of the effective dates of contract extensions granted by Provider with approval by AgeOptions. Caterer must submit requests, in writing, for price changes no less than 60 days prior to the contract extension effective date. Such requests submitted less than 60 days prior will not be considered and the price then in effect will remain in effect for the twelve month period of the contract extension. The amount of change requested by the Caterer may not exceed the amount of change in the Consumer Price Index (CPI) for Food Away from Home over the 12 month period prior to the Caterer's submission of a request for price change. Such changes in the CPI are issued monthly by the U.S. Department of Labor, Bureau of Labor statistics in its Consumer Price Index Summary - Economics News Release. All requests for price change are subject to approval by the Provider and Age Options, Inc. Caterer may be asked to submit documentation in addition to the change in the CPI for Food Away from Home for review by the Provider and/or Age Options to support its request for price change. Governing Law This agreement was made and entered to in the State of Illinois and shall be governed and construed according to the laws of the State of Illinois. Name, Address and Telephone Number of Caterer Hoffman House Catering Group 1530 Hubbard Ave, Suite D Batavia, IL 60510 (630) 406-0330 Signature: Date: (Jim Smigo, Manager/Owner, Hoffman House Catering Group Signature: Date: (Erika Storlie, City Manager, City of Evanston Page 14 of 14