TO: ADAM PIRRIE, CITY MANAGER
FROM: MELISSA VOLLARO, RECREATION AND HUMAN SERVICES DIRECTOR
DATE: SEPTEMBER 10, 2024
Reviewed by:
City Manager: AP
SUBJECT:
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AWARD OF CONTRACT TO TRIO COMMUNITY MEALS, LLC. FOR PROFESSIONAL SENIOR NUTRITION PROGRAM CATERING SERVICES (FUNDING SOURCE: NUTRITION FUND)
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SUMMARY
The City currently receives grant funding through the County of Los Angeles Aging and Disabilities Department to deliver nutrition services to adults 60+ as part of the Elderly Nutrition Program (ENP). To provide these meals, the City must select a County-approved subcontractor to provide catering services. The City’s current caterer is Trio Community Meals, LLC.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a professional services agreement with Trio Community Meals, LLC, in an amount not to exceed $102,750 for a term of October 1, 2024, to June 30, 2025, with an option to renew for three additional one-year extensions. Should the agreement be extended, compensation will be increased at an amount commensurate with the April-April Consumer Price Index (CPI) not to exceed three percent in each subsequent year, not to exceed a total of $141,100 in the second year, $145,250 in the third year, and $149,608 in the fourth year, for a total contract amount not to exceed $538,718.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
• Request additional information from staff.
• Reject all proposals.
FINANCIAL REVIEW
The cost of meals provided under the proposed agreement will be offset by funds received from the County of Los Angeles Aging and Disabilities Department, which have been awarded in the amount of up to $201,900 for 2024-25. The County of Los Angeles Aging and Disabilities Department will notify the City of award amounts for future years closer to the commencement of the funding periods. The City receives reimbursement from Los Angeles County in the amount of $7.14 for each meal served. In addition to the cost of the meals, reimbursement supports expenditures such as staff costs, supply purchases, and program enhancements.
This contract complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report is estimated at $705 and is included in the operating budget of the Recreation and Human Services Department.
ANALYSIS
The City of Claremont is contracted with the Los Angeles County Aging & Disabilities Department to provide congregate meals Monday through Friday as part of its Senior Nutrition Program at the Joslyn Center and Blaisdell Community Center. In addition to hot meals, the Senior Nutrition Program provides social opportunities, nutrition counseling services through the County dietitian, festive seasonal happenings, dinner/dances, linkages to support services, and access to all other programs offered by the City and our program partners. The current catering contract with Trio Community Meals, LLC is set to expire on September 30, 2024.
The Request for Proposals (RFP) for a catering subcontract was issued on July 31, 2024, with sealed bids opened on September 3, 2024. Bid invitations were extended to eighteen vendors prescreened and approved by the Los Angeles County Aging & Disabilities Department Area Agency on Aging in compliance with the City’s contract with the County. The bids received and their corresponding evaluation scores are as follows:
Vendor(s) Bid Amount Evaluation Score
(Per Meal)
Trio Community Meals, LLC $5.48 92/100
Chef Dora Presents $12.50 50/100
The proposals were evaluated on cost, capability to provide service, proven competency, quality of food, and location of kitchen in relation to sites. Trio Community Meals, LLC, with its long-term partnership with the City of Claremont, has demonstrated a commitment to providing high-quality, nutritious meals and admirable collaboration and flexibility as conditions and participants’ tastes have fluctuated. The consistency that this caterer provides is an asset in administering this essential service to our community. Trio Community Meals, LLC is approved as a qualified caterer by the Los Angeles County Aging & Disabilities Department for 2024-2025.
LEGAL REVIEW
The City Attorney has reviewed the Agreement and approved it as to form.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Economic Sustainability Plan, and 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Reviewed by:
Melissa Vollaro Eric Ey
Recreation and Human Services Director Recreation and Human Services Manager
Prepared by:
Jennifer Helé
Senior Recreation and Human Services Supervisor
Attachment:
Approved Caterers, FY 2024-25