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HomeMy WebLinkAboutItem 13 - Amendment with Community SeniorServ, Inc. dba Meals On Wheels for Senior Meals Program Parks, Recreation, and Community Services www.santa-ana.org/parks Item # 13 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report December 6, 2022 TOPIC: Agreement Amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for the Senior Meals Program AGENDA TITLE: Agreement Amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for Senior Meal Programs to Increase the Total Agreement Amount by $50,000 for a New Agreement Total Not to Exceed $100,000 and Extend the Agreement Term by Six Months through June 30, 2023 (General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for Senior Meal Programs to increase the total agreement amount by $50,000, for a new agreement total not to exceed $100,000, and extend the agreement term by six months through June 30, 2023 to be funded by the General Fund, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION Community SeniorServ, Inc. dba Meals on Wheels (MOW) Orange County provides the Home Delivered Meals (HDM) and Senior Lunch Cafe programs to the City of Santa Ana. MOW prepares and delivers three meals, five days per week, directly to the homes of HDM program participants. A registered dietician plans the meals to assure 100% of the U.S. Nutritional Recommended Daily Allowance - consisting of a breakfast, a cold lunch, and a frozen dinner. In addition to meals, clients benefit from daily contact with delivery staff as well as the calls and/or visits from caseworkers who regularly check on their well-being. The Senior Lunch Cafe Program helps alleviate poor nutrition among the elderly population, especially prevalent among those who live alone and/or on a limited income. This nutrition program is normally available at two sites in Santa Ana (Santa Ana Senior Center and Southwest Senior Center) and seeks to enhance the physical and mental well-being of the elderly population by: •Encouraging a sense of dignity; •Providing stimulating activities and volunteer opportunities; and •Augmenting participants’ financial resources by providing donation-based meals. Agreement Amendment with Community SeniorServ, Inc. dba Meals On Wheels Orange County for the Senior Meals Program December 6, 2022 Page 2 3 0 5 1 The agreement also provides $9,700 for as-needed meals/services during the term of the contract for special senior programs that may occur. The Parks, Recreation and Community Services Agency (PRCSA) entered into a six- month agreement with MOW for the term of July 1, 2022 to December 31, 2022, with a total agreement amount not to exceed $50,000. PRCSA is now requesting to extend the term of the agreement for an additional six months, for a new termination date of June 30, 2023, and to increase the total agreement amount by an additional $50,000, for a new total agreement amount not to exceed $100,000. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds for the additional amount are budgeted and available in the following account for the specified year: Fiscal Year Accounting Unit-Account # Fund Description Accounting Unit, Account Description Amount FY 22-23 01113230- 62300 General Fund PRCSA-Recreation & Comm. Svc, Contractual Services-Professional $50,000 EXHIBIT(S) 1. Amendment Submitted By: Hawk Scott, Executive Dir. of Parks, Recreation and Community Services Approved By: Kristine Ridge, City Manager Page 1 of 2 FIRST AMENDMENT TO AGREEMENT WITH COMMUNITY SENIORSERV, INC., DBA MEALS ON WHEELS ORANGE COUNTY FOR A SENIOR MEAL PROGRAM THIS FIRST AMENDMENT to the above-referenced agreement is entered into December 6, 2022, by and between Community SeniorServ, Inc., a California nonprofit corporation dba Meals on Wheels Orange County (“Contractor”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”). RECITALS A. The parties entered into Agreement No. N-2022-206 (“Agreement”) dated July 1, 2022, to retain Contractor to deliver meals to homebound senior residents and provide meals for senior residents at City senior centers. B. The Agreement is current and in-effect through January 31, 2023. C. The parties now wish to amend the Agreement to increase the compensation and extend the term of the Agreement. The Parties therefore agree: 1. Section 2(a), Compensation, is hereby amended to increase the total sum to be expended under the term of the Agreement, including any extension periods, by $50,000 for a total amount not to exceed $100,000, as further detailed in Exhibit A-1 attached hereto and which shall replace Exhibit A in the Agreement. This sum is comprised of (1) the base amount of $90,300 and (2) a contingency in the amount of $9,700 for additional services at the City’s sole discretion. 2. Section 3, Term, is hereby extended until June 30, 2023, unless terminated earlier in accordance with Section 15 of the Agreement. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST CITY OF SANTA ANA _______________________________ ______________________________ KRISTINE RIDGE Clerk of the Council City Manager [signatures continued on next page] Page 2 of 2 APPROVED AS TO FORM CONTRACTOR SONIA R. CARVALHO City Attorney By: ___________________________ _______________________________ Brandon Salvatierra Holly Hagler Deputy City Attorney President & CEO RECOMMENDED FOR APPROVAL ____________________________ Hawk Scott Executive Director Parks, Recreation and Community Services Agency EXHIBIT A-1 Name of Organization Name of Funded Program Annual Accomplishment Goal 4,000 Participants 315 Participants Program and Funding Description Schedule of Performance Quarter 1: July 1 - September 30 200 Participants Quarter 2: October 1 - December 31 185 Participants Quarter 3: January 1 - March 31 165 Participants Quarter 4: April 1 -June 30 150 Participants 700 Total unduplicated Santa Ana Participants to be served. Schedule of Invoicing Quarter 1: July 1 - September 30 $25,000 Quarter 2: October 1 - December 31 $25,000 Quarter 3: January 1 - March 31 $25,000 Quarter 4: April 1 -June 30 $25,000 100,000.00$ Total including contingeny Page 1 of 1 City of Santa Ana Scope of Work Meals on Wheels Orange Coungy Home Delivered and Lunch Cafe Programs I. Total number of unduplicated Participants (Santa Ana and Non-Santa Ana participants) anticipated to be served by the funded program, named above, during the second 6-month contract period, from Jan. 1, 2023 - June 30, 2023. II. Number of ONLY unduplicated Santa Ana Participants to be served by the funded program, named above, during the second 6-month contract period, from Jan. 1, 2023 - June 30, 2023. III. Description of Work - In the space below, describe the program to be funded during the 12-month contract period. What specific activities will be undertaken during the contract period. Please be concise in your response. Only the viewable space will print. Estimate the number of ONLY unduplicated Santa Ana participants to be served by the funded program during the 12- month contract period per quarter. (Enter number of new Santa Ana Participants served each quarter. If they were served in quarter 1 do not count them again in quarter 2) Exhibit A-1 For FY 22-23, Santa Ana discretionary funds not to exceed$100,000 ($90,300 for base services [Home Delivered Meals and Lunch Cafe Programs] and $9700 for additional as needed services) will be utilized to help fund the raw food costs of home delivered and Lunch Cafe meals to Santa Ana older adult participants from July 1, 2022 - June 30, 2023. Home Delivered Meal Program: Participants in the HDM Program will receive a total of 3 nutritious meals, 5 days a week delivered to their home along with case management services. Meals will be delivered by paid and volunteer drivers. Eligibility and case management services will be provided by Meals on Wheels Orange County Case Managers. Participants will also have access to other services at no charge including in-home services, respite services, home safety equipment, and other resources. Lunch Cafe Program: Participants in this Program will be provided with nutritional lunches at 2 sites in Santa Ana - Southwest Senior Center and Santa Ana Senior Center. Additional As-Needed Services: During the course of the year, the City conducts programs/services that may require additional meals to be provided that are beyond the scope of the programs listed above. In such instances, the City will request a quote from Community SeniorServ (dba Meals on Wheels Orange County) for additional cost and use contingency funds included in the total agreement amount.