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HomeMy WebLinkAboutAgenda Statement 1986/07/08 Item 10 COUNCIL AGENDA STATEMENT Item /7 Meeting Date 7/8/86 ITEM TITLE: Resolution /2530 Accepting bids and awarding contract for Summer Food Lunch Program (SFLP) SUBMITTED BY: Director of res and Recreation REVIEWED BY: City Manager (4/5ths Vote: Yes No X ) At 2:00 p.m. on June 23, 1986, in the Parks and Recreation Conference Room in the Civic Center building, the Recreation Superintendent received sealed bids for the "Summer Food Lunch Program" for playground recreation program at eligible sites. The agreement requires the contractor to provide lunches daily (Monday through Friday) at eligible after-school recreation playground sites. RECOMMENDATION: That Council : 1 . Accept bid and award contract to Girls Club of San Diego, Inc. in the amount of $10,672 in order to provide approximately 5,280 meals. 2. Execute Food Service Agreement with Girls Club of San Diego, Inc. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: On June 10, 1986, the Council approved a report on the Summer Children' s Nutrition Program and authorized the U.S. Department of Agriculture to solicit bids for a vendor to provide meals to eligible after-school playground sites. The number of eligible sites was reduced from five areas to three sites as a result of re-checking the school area's eligibility. The following sites are eligible for the free summer lunch program: 1 . Otay Elementary 2. Montgomery Elementary 3. Harborside Elementary Since the City did not have kitchen facilities necessary to prepare the meals, it necessitated contracting this service with an outside vendor. Bids were solicited under regulations required by the U.S. Department of Agriculture. Bids were received from two vendors as follows: Vendor Bid Amount 1 . Girls Club of San Diego, Inc. $10,672.00 2. Feed Systems, Inc. Page 2, Item_ (__._ Meeting Date ��ii''SS6 The acceptable low responsible bidder was Girls Club of San Diego, Inc. The bid has been reviewed and believed to be an excellent and fair bid and staff recommends awarding the contract. FISCAL IMPACT: None, all expenses involved will be reimbursed by the U. S. Department of Agriculture. WPC 0661R Attachment: Food Service Agreement y the City Council of Chula Vista, California Dated -727/.4e. ; FOOD SERVICE AGREEMENT THIS FOOD SERVICE AGREEMENT is made and entered into effective as of the day of by and between the CITY OF CHULA VISIA, a municipal corporation, hereinafter called CITY, and , a corporation, hereinafter called VENDOR. RECITALS The Chula Vista City Council has heretofore approved this initiation of a summer food program, hereinafter called PROGRAM, for youngsters, 18 years and under, at various sites within the City of Chula Vista to be administered through the the United States Department of Agriculture, Food and Nutrition Services, concurrent with the CITY's summer playground program. This PROGRAM would run from Monday through Friday, commencing on June 30th to and including August 29, 1986, from 12:00 noon until 2:00 p.m. The CITY has neither the facilities nor the expertise to prepare meals required under this PROGRAM. Therefore, since Federal regulations require that all prospective vendors register with the United States Department of Agriculture, said Department conducted on the City' s behalf a bid on June 23rd at 2:00 p.m. for all eligible registered vendors subject to the CITY' s accepting the lowest, responsible bid received; provided, however, that such bid either met or was below the dollar amount set by the CITY as a ceiling for such bids. The bid submitted by VENDOR was under said ceiling as well as under the other prospective vendors; and, therefore, CITY desires to retain the services of VENDOR and VENDOR desires to provide the lunch meals in the CITY'S PROGRAM for the children of Chula Vista. NOW, THEREFORE, the parties hereto do agree as follows: 1 . VENDOR shall supply lunch meals to the CITY under its PROGRAM, for the period from June 30, 1986, to and including August 29, 1986, for the sum of $10,672 in accordance with the specifications and VENDOR'S proposal set forth in the "Invitation for Bid and Contract Summer Food Service Program" a copy of which is on file in the office of the City Clerk as and incorporated herein by this reference and made a part hereof as though it were fully set forth herein. 2. VENDOR shall take full responsibility for those meals which do not meet nutritional requirements, are spoiled or unwholesome at the time of delivery, or do not meet the U.S.D.A. requirements. 3. In those cases of nonperformance or noncompliance on the part of VENDOR, VENDOR shall pay the CITY for any excess costs the CITY incurs by obtaining meals from another source. 4. The CITY and VENDOR shall operate in accordance with the current United States Department of Agriculture' s Summer Food Service Program regulations. 5. The term of this agreement shall be from June 30, 1986, to and including August 29, 1986. 6. This contract is not assignable either in whole or in part by VENDOR without the prior written consent of CITY. 7. VENDOR shall act as an independent contractor in the performance of the services provided for in this agreement and shall furnish such services in VENDOR'S own manner and method and in no respect is to be considered an agent or employee of the CITY. 8. VENDOR hereby agrees to, and shall , hold CITY, its elective and appointive boards, officers, agents and employees, harmless from any liability for damage or claims for damage for personal injury, including death, as well as from claims for property damage which may arise from VENDOR'S negligent acts, errors or omissions under this agreement. 9. The contract documents consist of this Agreement and the "Invitation for Bid and Contract Summer Food Service Program" described hereinabove in Paragraph No. 1 . All rights and obligations of CITY and VENDOR are fully set forth and described in the contract documents. All of the above-mentioned documents are intended to complement the other documents so that any work called for in one, and not mentioned in the others, or vice versa, is to be executed the same as if mentioned in all of said documents. The documents comprising the complete contract are hereinafter referred to as the "contract documents" and by this reference made a part hereof. 10. VENDOR hereby agrees to perform said services in a good and workmanlike manner and in strict conformity with the contract documents. 11 . The Director of Parks and Recreation or his designee shall have the right of general supervision of all work performed by VENDOR and shall be the CITY'S agent with respect to obtaining VENDOR's compliance hereunder. No payment for any services rendered under this agreement shall be made without the prior written approval of the Director of Parks and Recreation or his designee. 12. VENDOR shall carry and pay for such workers' compensation insurance as is necessary to fully protect VENDOR and its employees under California Workers' Compensation Insurance and Safety Laws, to relieve CITY from all responsibility under said laws in connection with the performance of this agreement. -2- IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the day of , by their respective officers duly authorized in that behalf. CITY OF CHULA VISTA VENDOR By By MAYOR PRESIDENT ATTEST: By SECRETARY CITY CLERK APPROVED AS TO FORM: CITY ATTORNEY WPC 0660R -3-