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1.2
CITY OF EL MIRAGE
SENIOR CENTER CONGREGATE MEAL PROGRAM SERVICE
AGREEMENT
THIS CONGREGATE MEAL PROGRAM SERVICE AGREEMENT, (“Agreement”) is
made and entered into as of the date of the later signature below, by and between the City of
E] Mirage, an Arizona municipal corporation (“City”), and Banner Health, an Arizona
nonprofit corporation, on behalf of itself and as agent for its consolidated affiliates, d/b/a/
Banner Olive Branch Senior Center (“Contractor”).
RECITALS
A. The City of El Mirage is authorized and empowered by provisions of the City Code to
execute contracts for professional services by and through its City Manager;
B. The City desires to obtain services for the City’s Congregate Meal Program (“Services”)
as described in the attached scope of work (Exhibit *A™) in accordance with the terms of
this Agreement;
C. Contractor is duly qualified to perform the requested Services.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein,
the parties hereto agree as follows:
DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Contractor shall act under the authority and approval of the Contract Administrator for the
City to provide the professional Services required by this Agreement and Exhibit “A”
attached hereto and incorporated herein by this reference. The Contract Administrator for
the City will be Valerie Ojeda, Fiscal Services Administrator, or designee. The Contract
Administrator shal] oversee the execution of this Agreement, assist the Contractor in
accessing the organization, audit billmgs, and approve payments. The Contractor shall
channel reports and special requests through the Contract Administrator. City reserves the
right to change the Contract Administrator for the City without prior approval of the
Contractor.
SERVICE DESCRIPTION
Contractor shall provide the services described in Exhibit “A.” All work will be reviewed
and approved by the Contract Administrator to determine acceptable completion.
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2.3
SERVICE DAYS AND LOCATION
Meals shall be provided to the City of El Mirage Senior Center. 14010 N. El Mirage Road,
El Mirage, Arizona, Monday through Friday of each week (Service Day), except those days
identified by the City as holidays.
NUMBER OF MEALS
Contractor shall provide a minimum of ten (10) hot, nutritious meals each Service Day at
the El Mirage Senior Center. If City requires that more than ten (10) meals be provided on
a Service Day, City shall notify Contractor no later than 1:00 p.m. of the preceding Service
Day of the number of meals to be provided the next Service Day. The City may, at its sole
discretion, notify Contractor more than one Service Day in advance of the meals required
{i.¢., providing the number of meals required for an entire week). The amount of required
meals may increase if demand for additional meals increases. The amount of meals
required is generated by the demands of the senior adult community using these services,
based on the taste, quality and appeal of food offered by the Contractor. Quantity may vary
from summer to winter.
COMPENSATION, RECORDS, AUDIT
COMPENSATION
2.2.1. Contractor shall be paid for Services provided at the following rate:
a. | to 20 meals per day individually packaged - Six and 50/100 Dollars ($6.50)
per meal.
b, 21 to 40 meals per day individually packaged — Seven and 00/100 Dollars
($7.00) per meal.
c. 41+ meals per day produced in bulk — Six and 50/100 Dollars ($6.50) per meal,
d. The above rates include all sales and other applicable taxes.
2.2.2. Contractor will be paid for meals and labor provided on a monthly basis. Contractor
shall submit a billing for the preceding month not later than the 5" calendar day
following the close of the preceding month, Contractor shall verify the bills by the
daily receipts signed by the City’s Senior Center management staff. City will pay
Contractor not less than fifteen (15) business days after receipt by City of
Contractor’s billing for the previous month.
BILLING RECORDS, AUDIT
Contractor shall maintain all books, paper documents, accounting records and other
evidence pertaining to such monthly billings and shall make such materials available at all
reasonable times to the Contract Administrator. Monthly billings shall be accompanied by
such documentation as the Contract Administrator may require in order to make a
determination of work performed and payment due.
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ADDITIONAL SERVICES; PRICE ADJUSTMENT
The total Scope of Work to be performed by Contractor in accordance with this Agreement
is set forth herein and in Exhibit “A.” Services not included in this Agreement, including
Exhibit “A,” will be considered Additional Services. Contractor shall not perform any
Additional Services without written authorization from the City. It shall be presumed that
all services performed/provided by Contractor were included in the Agreement and
contemplated by Contractor as being part of the original Scope of Work and the fees set
forth herein, unless such services have been separately approved by the City, in writing, as
Additional Services. Contractor shall not be paid for any Additional Services that are not
authorized by the City in writing.
TERM, EXTENSION, TERMINATION
TERM AND EXTENSION
This Agreement shall be in full force and effect only when approved and signed by both
parties including City’s City Manager as attested by the City Clerk.
The contract period will be for an initial period of twelve (12) months, commencing on the
date Agreement has been executed, as indicated herein, above. The Agreement may be
extended for an additional four (4) one (1}-year periods by written notification of at least
thirty (30) days prior to cach extension from the Contract Administrator. Notification will
be signed by both the City and the Contractor. Rates may not be negotiated until the
Agreement has been in effect for a period of at least three (3) years, or upon exercising the
third contract extension.
TERMINATION
3.3.1. Contractor may terminate this Agreement at any time, without cause, by providing
the City not less than sixty (60) days written notice of termination.
3.3.2. City may terminate this Agreement for convenience (without cause) by providing
the Contractor not less than sixty (60) days written notice of termination.
3.3.3. City may immediately terminate this Agreement in the event the Contractor fails to
perform any of the provisions of this Agreement, including the provisions of
Exhibit “A,” and fails to remedy the defect or breach within five (5) calendar days
after receipt of notice to remedy defect or breach.
3.3.4. This Agreement is subject to the provisions of ARS §38-511. The City may cancel
this Agreement without penalty or further obligations by the City or any of its
departments or agencies if any person significantly involved in_ initiating,
negotiating, securing, drafting or creating the Agreement on behalf of the City or
any of its departments or agencies, is at any time while the Agreement or any
extension of the Agreement is in effect, an employee of any other party to the
Agreement in any capacity or a contractor to any other party of the Agreement with
respect to the subject matter of the Agreement.
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3.4
4.1
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4.3.
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3.3.5. If any law, regulation or rule is enacted or modified or there is any substantial
change in the judicial or administrative interpretation of an existing law, regulation
or rule, in either case in a manner that materially and adversely affects a party's
ability to perform under this Agreement or to realize the intended benefits of this
Agreement, or it any governmental entity determines that this Agreement is illegal
or jeopardizes Contractor's tax exempt status, then either party may, in lieu of
giving a notice of termination, give written notice of such event to the other party
and the parties shall thereafter use their best efforts to modify this Agreement in a
manner that mitigates the effect of the change or removes the illegality or jeopardy
to tax exempt status, If no modification can be agreed upon by the parties within a
reasonable period following the notice (not to exceed 30 days), then either party, in
its discretion, may terminate this Agreement immediately by written notice to the
other party.
FUNDS APPROPRIATION
If the City Council does not appropriate funds to continue this Agreement and pay for
charges hereunder, the City may terminate this Agreement at the end of the current fiscal
period. The City agrees to give written notice, pursuant to Section 3.3, of termination to
the Contractor at least thirty (30) days prior to the end of its current fiscal period and will
pay to the Contractor all approved charges incurred through the end of such period.
GENERAL TERMS
ENTIRE AGREEMENT
This Agreement constitutes the entire understanding of the parties and supersedes all
previous representations, written or oral, with respect to the Services specified herein. This
Agreement may not be modified or amended except by a written document, signed by
authorized representatives of each party.
ARIZONA LAW
This Agreement shail be governed and interpreted according to the laws of the State of
Arizona.
MODIFICATIONS
Any amendment, modification or variation from the terms of this Agreement shall be in
writing and shall be effective only after approval of all parties signing the original
Agreement.
ASSIGNMENT
This Agreement may not be assigned by either party without the prior written consent of
the other party. If consent to an assignment is obtained, this Agreement will be binding on
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the successors and assigns of the parties to this Agreement. Notwithstanding any provision
of this Agreement to the contrary, Contractor shall have the right to assign or otherwise
transfer its interest under this Agreement to any related entity. For the purposes of this
section, a related entity shall be deemed to include a parent, subsidiary, any entity that
acquires all of substantially all of the Contractor's assets or operations relating to this
Agreement, and the surviving entity of any merger or consolidation involving Contractor.
Any assignment to a related entity shall not require the consent or approval of City in order
to be effective.
SUCCESSORS AND ASSIGNS
If permitted and agreed upon by such successor and assignee, individual, company,
partnership or entity, this Agreement shall extend to and be binding upon Contractor, its
successors and assignees, including any individual, company, partnership or other entity
with or into which Contractor shall merge, consolidate or be liquidated, or any person,
corporation, partnership or other entity to which Contractor shall sell its assets.
ATTORNEY’S FEES
In the event either party brings any action for any relief, declaratory or otherwise. arising
out of this Agreement, or on account of any breach or default hereof, the prevailing party
may be entitled to receive from the other party reasonable attorneys’ fees and reasonable
costs and expenses determined by the court sitting without a jury or arbitration board,
which shall be deemed to have accrued on the commencement of such action and shall be
enforceable whether or not such action is prosecuted to judgment or by arbitration award.
As an alternative to filing a lawsuit to resolve the dispute, the parties may elect to arbitrate
the dispute.
NOTICES
All notices or demands required to be given pursuant to the terms of this Agreement shall
be given to the other party in writing, delivered by hand or registered or certified mail, at
the addresses set forth below, or to such other address as the parties may substitute by
written notice given in the manner prescribed in this paragraph.
In the case of Contractor: © Banner Home Care
Attn: VP, Post Acute Services
275 E. Germann Road, Suite 110
Gilbert, AZ 85297
With a copy to: Banner Health Legal Department
Attn: General Counsel
2901 North Central Avenue, Suite 160
Phoenix, AZ 85012
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In the case of City City of El Mirage
Attn: City Manager
10000 North El Mirage Road
El Mirage, Arizona 85335
With a copy to: City of El Mirage
City Attorney
10000 North El Mirage Road
E] Mirage, Arizona 85335
Notices shall be deemed received on date delivered, if delivered by hand, and on the
delivery date indicated on receipt if delivered by certified or registered mail
FORCE MAJEURE
Neither party shall be responsible for delays or failures in performance resulting from acts
beyond their control. Such acts shall include, but not be limited to, acts of God, riots, acts
of war, epidemics, governmental regulations imposed after the fact, fire. communication
line failures, power failures, or earthquakes.
TAXES
City acknowledges that Contractor is a 501 (c) 3 corporation and may be exempt from
imposition of taxes. Contractor shall furnish certificates evidencing exemption status to
City upon request of City. Contractor shall be solely responsible for any and all applicable
tax obligations which may result out of the Contractor’s performance of this Agreement.
The City shall have no obligation to pay any amounts for taxes, of any type. incurred by
the Contractor.
ADVERTISING
No advertising or publicity concerning the City using the Contractor's services shall be
undertaken by either party without the prior written approval of the other party. For City,
ptior written approval must be obtained by the Contract Administrator. For Contractor.
prior written approval must be obtained by the Chief Marketing Officer
SUBCONTRACTORS
During the performance of the Agreement, the Contractor may engage such additional
subcontractors as may be required for the timely completion of this Agreement. The
addition of any subcontractors shall be subject to the prior approval of the City.
In the event of subcontracting. the sole responsibility for fulfillment of all terms and
conditions of this Agreement rests with the Contractor.
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4.13
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4.15
BUSINESS LICENSE
Contractor must obtain and keep current at all times during the term of this Agreement and
any renewal period a City of El Mirage business license.
ASSESSMENT AND MONITORING
Contractor agrees its performance under this Agreement will be evaluated and monitored
by City throughout the term of the Agreement and any renewal periods for the purpose of
assuring that the Agreement is being implemented appropriately.
INDEMNIFICATION
The Contractor agrees, to the fullest extent permitted by law, to indemnify and hold
harmless the City, its officers, directors and employees (collectively, City) against all
damages, liabilities or costs, including reasonable attorneys’ fecs and defense costs, to the
extent caused by the Contractor's negligent performance of professional services under this
Agreement and that of its subcontractors or anyone for whom the Contractor is legally
liable.
The City agrees, to the fullest extent permitted by law, to indemnify and hold harmless the
Contractor, its officers, directors, employees and subcontractors (collectively, Contractor)
against all damages, liabilities or costs, including reasonable attorney's fees and defense
costs. to the extent caused by the City’s negligent acts in connection with the Services and
the acts of its contractors. subcontractors or consultants or anyone for whom the City is
legally liable.
Neither the City nor the Contractor shall be obligated to indemnity the other party in any
manner whatsoever tor the other party's own negligence or for the negligence of others.
INSURANCE
The Contractor, at Contractor's own expense, shall self-insure or purchase and maintain
the herein stipulated minimum insurance with companies duly licensed, possessing a
current A.M. Best, Inc. Rating of A- or above. All insurance required herein shall be
maintained in full force and effect until all work required to be performed under the terms
of the Agreement are satisfactorily completed and formally accepted; failure to do so may.
at the sole direction of the City, constitute a material breach of this Agreement.
The Contractor's insurance shall be primary insurance, and any insurance or self-insurance
maintained by the City shall not contribute to it. Any failure to comply with the claim
reporting provisions of the polictes or any breach of an insurance policy warranty shall not
affect coverage afforded under the policy to protect the City. The insurance policies, except
Workers’ Compensation, shall contain a waiver of transfer rights of recovery (subrogation)
against the City, its agents, representatives, directors, officers. and employees for any
claims arising out of the Contractor's work or service.
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§.2
6.1
Unless self-insured, the insurance policies, except Workers’ Compensation required by this
Agreement, shall name the City, its agents, representatives, officers, directors, officials and
employees as Additional Insureds.
INSURANCE COVERAGE
5.2.1 General Liability and Food Service Liability Coverage
Contractor shall maintain Commercial General Liability insurance with a limit of not
less than $1,000,000 for each occurrence with a $2,000,000 Products and Completed
Operations Aggregate and $2,000,000 General Aggregate Limit. The policy shall
include coverage for bodily injury, broad form property damage. personal injury,
products/completed operations and blanket contractual coverage including, but no
limited to, the lability assumed under the indemnification provisions of this
Agreement.
5.2.2. Automobile Liability
Contractor shall maintain Commercial/Business Automobile Liability insurance with
a combined single limit for bodily injury and property damage of not less than
$300,000 each occurrence with respect to the Contractor's owned, hired, and non-
owned vehicles assigned to or used in performance of the Contractor's work.
5.2.3. Workers’ Compensation
The Contractor shall carry Workers’ Compensation insurance to cover obligations
imposed by federal and state statutes having jurisdiction of Contractor's employees
engaged in the performance of the Services; and Employer's Liability Insurance of not
less than $100,000 for each accident, $100,000 disease for each employee, and
$500,000 disease policy limit.
CERTIFICATE OF INSURANCE
Prior to commencing Services under this Agreement, Contractor shall furnish the City with
self-insured letters or Certificates of Insurance (naming the City as additionally insured,
unless self-insured}. If a policy does expire during the life of the Agreement, a renewal
certificate must be sent to the City thirty (30) days after the expiration date.
FEDERAL AND STATE EMPLOYMENT IMMIGRATION LAWS
To the extent applicable under A.R.S. §41-4401, Contractor warrants its and to the best of
its knowledge, its subcontractors’ compliance with all federal immigration laws and
regulations that relate to their compliance with the E-verify requirements under A.R.S.
§23-214(A). Contractor's or its subcontractors’ breach of the above-mentioned warranty
shall be deemed a material breach of the Agreement and may result in the termination of
the Agreement by the City.
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7A
7.2
SEVERABILITY AND AUTHORITY
SEVERABILITY
If any term or provision of this Agreement shall be found to be illegal or unenforceable, it
shall be modified to the least extent possible to make the term or provision legal or
enforceable and this Agreement and the remaining provisions shall remain in full force and
effect.
CITY OF EL MIRAGE CONTRACTOR: Banner Health, an
Arizona nonprofit corporation, on behalf of
itself and as agent for its consolidated
affiliates, d/b/a Banner Olive Branch Senior
Center
Soot Ober
Cuptal bycher ” wn do
GW: J. Cryfal Dyches
Its: City Manager
its COO , Benner Beywll Mel. ty B085C
Title
ATTEST:
4 City Clerk
APPROVED AS TO FORM:
City Attdrney
Page ¥ of IN
EXHIBIT “A”
BACKGROUND
The goal of the congregate nutrition program is to promote better physical and mental health for
older adults and adults with disabilities through nutritious meals and activities that encourage
socialization. The target population is aged 55 and over in social and economic need. Services
include, but are not limited to, meal preparation, nutrition management and compliance with
regulations set forth by regulatory agencies. Meal delivery to the El Mirage Senior Center may
also be included.
The Senior Lunch Program is offered Monday through Friday, with meal service beginning at
11:00 a.m. at the El Mirage Senior Center, 14010 N. El Mirage Road, El Mirage, AZ 85335
Approximately twenty-five (25) meals are currently served each day.
QUALIFICATIONS
The food service provider must be approved and licensed as a food service provider with a
proven successful and sustained record of providing quality food services as described in this
REP. The food service provider must maintain constant communication with the City of El
Mirage Senior Center Staff. The food service provider must have a permanent facility with
sufficient space, equipment. staff, storage and refrigeration to meet the terms of this Contract by
the target date. The food service provider must maintain a grade ‘A’ sanitation rating from the
Maricopa County Health Department.
PROVIDER RESPONSIBILTIES
Responsibilities include, but are not limited to:
¢ Ordering and supplying any necessary food and drink items. condiments, napkins,
utensils, cups. and any other supplies needed to assemble. store, and deliver meals as
requested.
® Meals may be provided in individual packaging or in larger buffet-style trays for use ina
serving bar.
e Developing and staffing routes and schedules to ensure all meals and food items are
served within the specified times. Meals are to be served between 11:00 a.m. and noon,
with meal service beginning at 11:00 a.m.
e Maintaining daily temperature logs of all retrigerators, freezer, and dry storage areas.
© Possessing (in valid status) all required permits, insurances, and licenses.
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¢ Monitoring. communicating, and providing for approved substitutions of unavailable
product.
Preference may be given to food service providers who can also assist with meal planning, or
who offer fundraising, outreach, or nutritional programs.
Services will not be required on the following City Holidays:
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day After Thanksgiving Day
Christmas Eve
Christmas Day
(When a holiday falls on Saturday, it will be observed the preceding Friday. When a holiday falls
on Sunday, it will be observed the following Monday)
A “trozen lunch” or other type of take-home meal shall be provided by the food service provider,
in addition to the regular meal, the weekday before the holiday identified above.
FOOD PREPARATION AND PACKAGING
All meals must be prepared in a facility that meets all Federal, State and Local food codes. The
food service provider will be allowed use of the Senior Center kitchen which meets all codes. All
food used must meet standards of quality, sanitation, and safety applying to toods that are
processed in a commercially licensed establishment. All employees involved in the preparation
and delivery of meals provided under any resulting contract must have training in safe food
handling techniques and use good hygiene techniques and practices in all handling of food. All
products specified herein shall be processed, packaged and delivered in accordance with any and
all applicable Federal, State and local laws, ordinances, and regulations; and be clean,
wholesome, free from spoilage, adulteration and mislabeling, and safe for human consumption.
Food service provider should be familiar with the nutrition guidelines for the aging. All food
shall be packaged, stored and transported in a manner to protect against potential contamination
including dust, insects, rodents, unclean equipment and utensils, and unnecessary handling. Food
handling techniques from preparation to plating and freezing must be provided with response.
Preference should be given to food service containers and meal service plates, trays or utensils
that can be biodegradable.
All items delivered must be in strict accordance with the specifications contained herein and will
be subject to tests conducted on a random sampling basis during the lite of the Contract. An
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authorized City representative shall have the right to inspect the premises, facilities, and
processing methods for producing items covered by this Contract.
Meals must be assembled in sufficient bulk quantities with the specified number of portions for
the number of persons to be served at the El Mirage Senior Center. Quantities shall not be
construed to represent amount City shall be obligated to purchase or provide under this Contract,
nor relieve the food service provider of the obligation to fill orders placed by the City. Volume
will depend on actual need.
All prepared food shall be provided in single serve aluminum trays with a cardboard top and
pressed seal. All meals are to be delivered hot and stored in thermal zipped bags. Cold items
{including milk. juices, and fruit) are to be delivered in an iced chest cooler. All prepared and
delivered food must meet Health Department standards for sanitation.
Portions shall be appropriate per dietary guidelines and suffivient to service the number of
requested meal participants per day. The City shall have the night to order additional quantities
from an outside vendor to meet needs in the event of any shortages. Should the shortage be the
result of food service provider's negligence, City shall be reimbursed for the cost of the
additional meals or shall be entitled to meal credits in a sum equal to the expenditure plus related
expenses.
Menu substitutions are to be made in emergencies only. Price tncreases for meal components
will not justify changes. Menu substitutions will be acceptable if. 1) need foods are unavailable
from the supplier, 2) change in product formulations for processed foods results in
nonconformance with specifications. Food service provider must contact the City for approval
before any substitution is made. Substitutions should be limited to no more than three (3) per
month.
Donated foods may be acceptable provided al] standards are met, and prior approval received.
Quantities must be sufficient to service all program participants for that meal.
The temperatures of al] foods received must be taken and recorded. Temperature should be: hot
at or above 160° F and cold at or below 40° F, Completed forms must be kept on file at the El
Mirage Senior Center.
If food temperatures are not within these standards, immediate action should be taken to improve
temperatures. Packaging and/or congregate meal service must be delayed until appropriate
temperatures are attained.
Delivered/served food shall be checked daily for acceptable quality, appearance and for adequate
quantity based on the number of each meal.
Condiments shall be provided by the food service provider. individually packaged. They shall
include, but not be limited to, mustard, ketchup, relish, mayonnaise, salt, and pepper.
Page L2 of IX
Food service provider shall provide all serving utensils. flatware. napkins. and cups. City will
provide plates.
Loading and unloading of the containers from the vehicle into and out of the site shall be the
responsibility of the food service provider.
Holiday theme meals shall be prepared and delivered at the same price as hot meals served on
regular days. Theme meals should include a Mexican food menu one day each week. Included
are site special events, annual cookouts, holidays, and celebrations.
The City reserves the right to request meal credits for all meals found to not meet these
requirements.
MEAL STANDARDS & FORM SPECIFICATIONS
Area Agency on Aging, Inc. “Standards and Form Specifications” as outlined below are the food
standards, specifications, preparation, and nutritional content guidelines that the City and any
food service provider must follow. These standards and specifications shall be considered for
meal planning:
Each meal served must contain at least one-third of the current Recommended Dietary
Allowances as established by the Food and Nutrition Board of the National Academy of Sciences
National Research Council. Nutrition is an important factor in the continuing health and
independence for older adults: therefore. the following guidelines will ensure proper dietary
meals from the Senior Center. These guidelines are for senior venters providing congregate and
home-delivered meals under Title III-C of the Older Americans Act.
lL. Meat or Meat Alternative Groups: Two (2) to three (3) 0z. cooked edible portions of
meat, fish, fowl, luncheon meats, eggs, or cheese per meal. Meal alternatives may be used
occasionally for variety and may include cooked dried beans, peas, nuts, peanut butter,
ete.
2. Vegetables: The requirement ts to provide a total of one (1) cup of vegetables. The only
juice that may be used is a vegetable-based juice (¢.g.. tomato, V-8, Clamato) for a
minimum of six (6) ounces,
3. Fruits: Fruit is required to be a daily meal item, with fresh fruit being desirable but not
required. Serving size must be three-quarter (3/4) cup per meal.
4. Grains: One serving (two (2) ounces or two (2) products for one (1) ounce each) per meal
of the following:
a.) Enriched or whole grain: one (1) cach of bread, biscuits, muffins, rolls. sandwich buns,
cornbread, hot breads. dumplings (medium size), pancakes/waffles, tortilla or crackers
(six (6) in quantity),
Page 13 oF EX
b.) Enriched or whole grains: cereals. spaghetti/macaroni, noodles, rice (each one half
(1/2) cup), sweet potatoes/yams (each one half (1/2) cup).
c.) Other products containing grains could be included with discretion: oatmeal cookies,
fruited shortcake, fruit cobblers using flour or oatmeal as cobbler, cakes or other baked
goods using flour, bread pudding.
5. Milk Group: One half (1/2) pint serving per meal of any variety: fortified skim, or low fat
milk or chocolate flavored fortified milk.
6. Vitamin Requirements: Each meal must contain a food rich in Vitamin C daily, and four
times a week a meal must be served with foods rich in Vitamin A. Vitamin and/or
mineral supplement pills may not be provided.
7. Butter or Fortified Margarine: One (1) teaspoon may be used in the cooking process or
given directly to participants for use at their own discretion.
8. Optional Beverages: 6 oz. juice may be offered in place of a fruit or vegetable (vitamin C
or A).
9. Dessert: In an effort to meet the requests of senior adults who purchase meals at the El
Mirage Senior Center, swect desserts should be included with every meal. These could
include, but not limited to, simple desserts such as ice cream, ice milk. sherbet. etc. or
grain-based desserts such as oatmeal cookies, fruited shortcake, fruit cobblers, cakes.
bread pudding, or other baked goods.
10. lodized Salt: Salt should be avoided or used only lightly in cooking, placing more
emphasis on using herbs and spices. When using salt, only use iodized or sea salt in food
preparation and for salt given to participants for personal seasoning. Avoid non-iodized
salt.
FOOD RESOURCES
1. Meat or Meat Alternatives:
Required serving is two (2) to three (3) ounces cooked edible portions. Substitutions for one (1)
ounce cooked meat, fish or poultry:
e Legg
e | ounce of cheddar cheese (e.g.. cheese enchilada)
e 1/2 cup cooked dried beans, peas. and lentils
© 2 Tbsp of peanut butter
Page |4ot IS
e@ 1/4 cup of cottage cheese (c.g., meatless lasagna)
2. Vegetable Requirements:
Vegetables must be served a total of ten (10) times per week. An additional requirement is to
vary the vegetables in this format:
« 2-3 from dark green vegetables: (spinach, broccoli, romaine lettuce, brussel sprouts, bell
peppers).
© 1-2 from orange/deep yellow vegetables: (carrots, yams, sweet potato, root type
vegetables such as beets or turnips).
e 2-3 from legumes (can count as protein or vegetable): peas, lentil beans, navy beans, etc.
e 2-3 from starchy vegetables: (potatoes, corn, peas, acorn/winter squash, yam. sweet
potatoes).
e 2-3 from other vegetables: (summer squash, zucchini, green beans, wax beans,
cauliflower, tomatoes, yellow/red bell peppers).
3. Vitamin C Sources:
To conserve vitamin C in cooking, use as little water as possible, cover pan and do not overcook.
Best results can be achieved when potatoes are baked with the skin. Identify these foods on the
menu (to be approved by the Registered Dietitian) by writing “(C)” behind the appropriate
foods.
A Good Source of Vitamin C supplies at least 1/3 of the recommended amounts of those
vitamins needed daily (USDA). Vitamin C foods must be served daily in 1/2 cup serving size.
FRUITS: blackberries, cantaloupe, grapefruit, guava, honeydew melon, kiwi, mango, oranges,
papaya, peaches (frozen), red raspberries, strawberries, and tangerines.
JUICES (full strength): cranberry, grapetruit, orange, pineapple/grapefruit, tangerine, tomato,
and vegetable.
VEGETABLES: asparagus. black-eyed peas, broccoli. brussel sprouts, cabbage (white or red),
cauliflower, coleslaw, turnips, green peppers. lima beans, potatoes (sweet or white only when
baked or boiled with skin), spinach, tomato (one medium sized), and greens (greens include:
beets, chard, chicory, collard, dandelion, kale. mustard, and turnips).
4. Vitamin A Sources:
A good source of Vitamin A supplies at least 1/3 of the amounts of those vitamins needed daily
(USDA). Vitamin A foods must be served daily in 1/2 cup serving size.
Paze 1S of IS
FRUITS: apricots, cantaloupe. mango, papaya, persimmon, and pumpkin
JUICES (full strength): apricot nectar, papaya, and tomato
VEGETABLES: broccoli, carrots, mixed vegetables, peas/carrots combination, spinach, yellow
squash, sweet potatoes, and greens (greens include beets, chard, chicory, collard, dandelion, kale,
mustard, turnips).
OTHER FOODS: lamb quarters, liver, liverwurst, and whitefish (3-ounce servings).
Identity these foods on the menu (to be approved by the Registered Dietitian) by writing “(A)”
behind the appropriate foods.
MEAL PLANNING REQUIREMENTS
Menu approval process:
1. A six (6) week menu cycle will be prepared by the food service provider in accordance
with the Meal Standards rotating for a six (6) month period (Spring/Summer and
Fall/Winter) and approved by the El Mirage Senior Center's staff.
Exceptions/adjustments to this meal cycle will be requested for Holiday or themed events
such as St. Patrick's Day, Valentine’s Day, etc. These special meal days will be
coordinated with the food service provider. Preference may be provided to agencies that
are prepared to submit their own menu plans.
2. Menu planning guidelines:
a.) Prior to planning the menu, El Mirage Senior Center staff will conduct a formal or
informal survey of participants to discern dislikes and preferences and survey all
participants served to provide specific menu concems, suggestions or compliments.
b.) All cooks must successfully complete a Nutrition and Therapeutic Nutrition course
from a community college or university and should attend Area Agency workshops
and other seminars for continuing education.
c.} Plan menus for a variety of color, form texture, temperature. favor and cultural
customs.
d.) Plan to use seasonal foods. Fresh food substitutes while in season are more nutritious
and are less expensive than frozen and canned foods.
e.) Do not repeat the same flavor in different dishes within the same meal. or within the
same main dish in a week or in the same food item two days in a row (v.g.,
bacon/lettuce/tomato sandwiches cannot be served with bacon-spiced green beans.
Spaghetti and lasagna cannot be served together,
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f.) Limit fried foods to no more than two (2) times within a five (5) week cycle. Menus
must be planned to reduce the frequent use of foods high in sugar, salt and saturated
fats,
g.) Limit processed meats (i.e. ham, frankfurters, luncheon meats, chicken and turkey
rolls, etc., to no more than three (3) times within a five (5) week cycle.
h.) Mixed green salads should include a variety of lettuces, greens and at least three (3)
additional vegetables. Do not use iceberg lettuce only as a salad. On the menus,
identify the added items to the salad (i.c., tossed salad with tomatoes and cucumbers).
i.) Gelatin may not be served plain. Fruit, fruit juices or vegetables must be added for
appropriate nutritional value. The menu must identify the gelatin and fruit, or
vegetable (e.g., strawberry gelatin with bananas).
j-) Always consider the highest nutritional values for each menu item:
o Whole grain breads and rolls (e.g., muffins, biscuits, and cormmbread);
co Fresh fruit at least weekly; and
© Fresh fruit or vegetables instead of frozen or canned.
j.) Plan menus with a variety of vegetables and try to include one new vegetable in each
six (6} week cycle.
k.) Limit baked casseroles to once a week. Nutritious baked goods include peanut butter
cookies, apricot cobbler, pumpkin pie or custard, gingerbread, carrot cake, etc, When
preparing baked desserts from a commercial mix, substitute fruit juice for water to
increase the nutritional value of the dessert.
1.) Any varieties of chips (potato, corn, tortilla, etc.) are not considered a vegetable for a
possible menu item as a “vegetable.” Chips can only be offered in addition to the meal
standard.
m.) Condiments and/or garnishes are not a vegetable serving (¢.g., lettuce, tomato, onion
served with hamburger).
n.) Ifa three (3) compartment plate is used for service, try to plan menus to fill each
compartment. This adds to the visual aesthetic appeal of a meal. If the meal only
requires two (2) compartments, plan on providing an additional item such as 1/4 cup
of hot fruit, vegetables. or hot bread.
0.) Consider the cost of the food items in your area and from your vendors.
p.) If the food planned for the day is poor quality, the food cannot be served.
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q.) If there was a mix-up in the food delivery on the day of service and the menu food
item was not available, another item may be substituted from same food group and
offering equal nutrition.
r.) Ifa fresh food substitute unexpectedly became available and meets the required meal
standards, it may be substituted for a frozen or canned food item.
t.) Occasional changes for holidays or special occasions may be made.
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City of El Mirage
City of Finance
EL MIRAGE Robert Weddigen, Finance Director
Aiona 10000 N £1 Mirage Rd, El Mirage, AZ 85335
GRAND HERITAGE, BIGHT FUTRE! (623) 876-2995
NOTICE OF INTENT TO AWARD
RFP No, ELM23-RFP-SCMO1
Senior Center Congregate Meals
RESPONSE DEADLINE: December 11, 2023 at 1:00 pm
Wednesday, December 13, 2023
Notice of Intent to Award
Solicitation Description:Senior Center Congregate Meals
Issue Date: Thursday, November 9, 2023
The City of El Mirage has issued a Notice of Intent to Award pending City Council approval to the
following evaluated firm: Banner Olive Branch Senior Center
All awards are subject to Council approval. The acceptance of offer and contract will be executed upon
Council approval.
NOTICE OF INTENT TO AWARD
Request For Proposal - Senior Center Congregate Meals
AGENDAITEM 4.5.
City of
EL MIRAGE
Arizona
GRAND HERITAGE. BRIGHT FUTURE!
REQUEST FOR COUNCIL ACTION
[DATE SUBMITTED: TYPE OF ACTION: SUBJECT: Consideration and action to approve
|12/18;2023 Agreement a CONGREGATE MEAL PROGRAM SERVICE
DATE ACTION REQUESTED: AGREEMENT with Banner Health. an Arizona
01/03 2024 nonprofit corporation (d°b:a/ Banner Olive Branch
— Senior Center) in an amount not to exceed $67,500.
|AGENDA SECTION: Consent (Finance)
| TO: Mayor and Council
FROM: Robert Nilles, Deputy City Manager
RECOMMENDATION:
Approve a CONGREGATE MEAL PROGRAM SERVICE AGREEMENT with Banner Health, an Arizona
nonprofit corporation (d.b a. Banner Olive Branch Senior Center) in an amount not to exceed $67.500,
PROPOSED MOTION:
I move to approve a CONGREGATE MEAL PROGRAM SERVICE AGREEMENT with Banner Health. an
Arizona nonprofit corporation as presented.
BACKGROUND:
The City of El Mirage sent out a Request For Proposals to provide senior center congregate meals. Banner Health,
who currently has the contract for service, provided the only response. The net-to-exeeed amount is based on 40
meals per day for 250 days. Senior meals are currently being funded with American Rescue Plan (ARPA) funds.
The request and response below arc provided directly from the agreement :
SERVICE DAYS AND LOCATION
Meals shall be provided to the City of El Mirage Senior Center. 14010 N. El Mirage Road, El Mirage, Arizona,
Monday through Friday of each week (Service Day), except those days identified by the City as holidays.
1.4 NUMBER OF MEALS
Contractor shall provide a minimum of ten (10) hot, nutritious meals each Service Day at the El Mirage Senior
Center. If City requires that more than ten (10) meals be provided on a Service Day. City shall notify Contractor no
later than 1:00 p.m. of the preceding Service Day of the number of meals to be provided the next Service Day. The
City may, at its sole discretion. notify Contractor more than one Service Day in advance of the meals required (i.e.
providing the number of meals required for an entire week). The amount of required meals may increase if demand
for additional meals increases. The amount of meals required is generated by the demands of the senior adult
community using these services, based on the taste, quality and appeal of food offered by the Contractor. Quantity
may vary from summer to winter.
2.2 COMPENSATION
2.2.1, Contractor shall be paid for Services provided at the following rate:
a. [ to 20 meals per day individually packaged - Six and 50'100 Dollars ($6.50) per meal.