HomeMy WebLinkAboutResolution - 2015-R0087 - Contract - The Bridge Of Lubbock - Meal Services For Senior Citizens - 05_12_2015Resolution No. 2015-R0087
March 12, 2015
Item No. 5.14
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK.
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for
and on behalf of the City of Lubbock, Contract No. 12202 for meal services for senior citizens
per RFP 15-12202-SS, by and between the City of Lubbock and The Bridge of Lubbock, of
Lubbock, Texas, and related. documents. Said Contract is attached hereto and incorporated in
this resolution as if fully set forth herein and shall be included in the minutes of the City Council.
Passed by the City Council on this 12th day of March , 2015.
G LXKUR6AERTSON, MAYOR
ATTEST:
AQ -5-K-
Rebe t
Garza, City Secretary
ROVED AS TO CO
Scott Snider, Assistant City Manager
APPROVED AS —TO FORM:
IN
Pratt, Assistant City Attorney
Resolution - Bridge of Lubbock Meals 2.24,15
214.15
Resolution No. 20I 5-R0087
Contract 12202
FOOD SERVICE CONTRACT
This contract, (the "Contract")_ effective as of Nlarch 12. 2015, (the "Effectivc Date"). is by and
between the City of Lubbock. (the "City"), a Texas 11111111C1pal corporation. and The Bridoe of Lubhock.
(the "Contractor") whose principal place of business is 1301 Redbud Ave. Lubbock. TX 79408,
1VITNESSETH
WHEREAS. the City requires a contractor to procure and prepare catered meals for the Lubbock -
Senior Citizen N-1eal Program Monday through Friday, with the exception of Cite-ohserved holidays: and
WHEREAS, the Contractor is a qualified food service contractor', and
WHEREAS. the Cite desires to contract with Contractor to furnish the midday meal for the
Lubbock Senior Citizen 1\4eal Program, which is offered at fire senior centers: and
NOW THEREFORE, for and in consideration of the terms. covenants and conditions set forth ill
this Contract. the City and Contractor hereby agrees as follows:
ARTICLE I
TERMS OF CONTRACT
The term of this Contract shall be a period of one %ear. commencing o11 lllarch 12. 2015, The C it'
arid tilt Contractor nlay. upon written mllttlal consent. extend the contract two additional one-year periods.
Tile rate may be adjusted upward or downward at this time at a percentage not to exceed the effective
change in the Consumer Price Index (CPI) or Product Price Index (PPI). which ever is most appropriate for
the specific contract for the preVious twelvc-lnionths at the City's discretion. the effective change rate shall
be based on either the local or national index averaLe rate for all items. If a-reement cannot be reached.
the contract is terminated at the end of the current contract period.
Such price negotiations shall be completed in writingyT a mnllmuril of ninety (90) days before the
expiration of said Contract.
ARTICLE II
COMPENSATION
Contractor shall be paid in accordance with Exhibit A. attached hereto. and made a part of'this
Contract.
ARTICLE III
TERMINATION
A. Termination Without Cause - Either party may tem-tinate this Contract at anv time upon ninety
(90) days' prior written notice to the other of the intention to terminate this Contract.
B. Termination For Cause - In the event either part} breaches a material provision hereof ("Cause").
the non -breaching part)- shall Dire the other part) notice of such Cause. In the event the Cause is
remedied within ten (10) days in the case of failure to make payment when due or nillet)' 00) da)'s
in the case of any other Cause_ the notice shall be null and vOld. If such C'allSC is not remedied
within the specified period. this Agreement shall terminate upon the expiration of such remedy
period. The rights of termination referred to in this Contract are not intended to be cxc[usive and
are in addition to any other rights available to either party at law or in equity.
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ARTICLE IV
REPRESE\TATIO. S ANM NVARRANTIES
A. Existence - Contractor is in good standing tinder the lass of the State of Texas and is qualified to
cam on its business in the State of Texas.
B. Power - Contractor has the poN�cr to enter into and perform this Contract and all other activities
contemplated hereby.
C. Authorization - faecution_ dcli,en, and performance of this Contract and the activities
contemplated hereby have been duly and validly authorized by the Contractor. This Contract
constitutes legal. valid, and binding obligations of the Contractor and is enforceable in accordance
with the terms thereof.
D. Contractor - Contractor maintains a professional staff and employs, as needed, other qualified
specialists experienced in furnishing meals, and are familiar with all laws. rules. and regulations.
both state and federal, including, without limitation the applicable laws. regarding the activities
contemplated hereby.
E. Performance - Contractor will and shall conduct all activities contemplated bN this Contract in a
good and workmanlike manner and comply with all laws, rules, and regulations. both state and
federal. relating to furnishing meals. as contemplated hereby. if any of the activities of the
Contractor, or omissions of the activities required herein, shall cause, in whole or in part, liability
or loss on the pain of the City. it shall be deemed that the Contractor did not perforzt said
activities (or omitted the performance of said activities) in a good and �+orkmanlike manner.
ARTICLE V
SCOPE OF FORK
A. General - Contractor shall furnish a midday meal Monday through Friday throughout the )ear
except on designated holidays. as requested b) City, for the Lubbock Senior Citizens Meal
Program. The Contractor is responsible for cooking and transporting the meals to the five City of
Lubbock senior centers. Contractor is not required to serve the meal after delivery of the meals at
each site.
Cite shall be responsible for serving at the five sites: Homestead Senior Program, Lubbock, Senior
Center. Raiflings Community Center. Simmons Communit} Centcr and Trejo Supercenter. The
Contractor «ill be responsible for picking up the Contractor's serving pans on the next deliven day
from the five sites to be cleaned b, the Contractor. Three complete sets of pans «ill be used on a
rotating basis so that a separate trip to pick up the pans will not be nccessar}. City will notify
Contractor b\ 3:00 p.m. each das ho%% main meals for each location are required for the folloN%ing
day.
The Contractor shall maintain food service. preparation. and storage areas in a sanitarN condition at
a]I times. emplo} and train food scr%ice employees for said facilitN. use standard food cost control
methods. furnish supers isory personnel in setting up and maintaining the facilities operation at a
high standard. do all buying and record -keeping. including payrolls.
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C. Meal Schedule - Lunch shall be from 12:00 Noon to 1:00 p.m. or as set b) the Cite. The midday
meal shall be proxidcd %londa) through Friday. �%ith the exception of designated holidays.
Contractor «ill have meals read} no later than 10:00 a.m. to insure time]\ delivery to the five
senior centers.
D. Food and pualitv Standards
All foods shall be prepared from Standardized Nlenus and Recipes as provided to the
Contractor from the Cith to ensure consistent quality and to meet Grant requirements.
T'hcse requircmcnts ensure the provision of safe and nutritious meals that comply With the
most recent Dictar) Guidelines for Americans (DGA) jointl) issued and updated every five
)ears by the United States Department of Agriculture (USDA) and Health and Human
Services (DI IHS). These menus and recipes provide to each eligible indi\ ideal a minimum
of 33 1 /3°6 of the Dietary Relcrence Index established b) the hood and Nutrition Board of
the Institute of Nledicinc of the National Acadcm) of Sciences where one meal per day is
served. The Standardized Menus and Recipes have been received b) the Cit) from the
South Plains Association of Go�crnments (SPAG) and have been approved b\ the
Licensed Dietitian for the South Plains Area Agency on Aging.
2. Meals shall consist of the specified menu quantities from the SPAG approved menu. No
substitutions arc allowed.
3. Contractor shall provide disposable eating utensils and service ware includine plates.
bowls (for soups and stc\%s as needed) and plastic service ware to include forks. spoons
and knifes (as needed). "Sporks'- and other forkispoon combinations shall not he allowed.
4. Contractor shall provide condiments and salad dressings suitable for elderly consumers
and as specified by the SPAG menus and recipes ,,.,here applicable.
5. Contractor shall ensure that meals are at the proper temperature when loaded into transport
to the five senior and upon arrival at each site. Hot food shall be at least 135 degrees
Fahrenheit or higher. cold food at least 41 degrees Fahrenheit or lower and frozen food is
to be at 32 degrees Fahrenheit or lover. Proper transport equipment shall be used to
maintain the necessary holding temperatures.
b. Food used in the preparation of meals shall meet the follo%%ing minimum standards.
a. Canned fruits shall be USDA Grade A or Fanc%.
h. Fresh fruit and .e2elables shall be U.S. FancN. U.S. No. 1 or better.
C. Eggs and dais products shall be USDA Grade A or better.
d. Pork shall be No. I and tender Stith a minimum of fat.
e. Poultr• shall be USDA Grade A.
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f. Ground beef shall be lean USDA Grade Utility or better.
g. One'/_: pint of lu%% fat milk shall be scrsed �iith each meal.
h. 1�o salt or pepper shall be added to the food during preparation unless
otherwise noted in the approved recipe. Iodized salt shall be available and
black pepper for seasoning during food consumption. Seasonings in addition
to those listed in the approved recipes shall be approved by the SPAG
Licensed Dietitian.
Contractor shall preserve the nutritional value and safety of food when
purchasing. receiving, preparing and delivering to the designated sites.
7. Contractor shall ensure that the overall appearance of the meals must meet or exceed commercial
food service standards. including the food's color; odor and taste. Specifications to certify the
above mentioned minimum quality standards shall be on file in Contractor's kitchen for revie« by
City. The City shall work with the Contractor to provide feedback on issues related to patrons'
response to the meals. Contractor shall do a minimum of one test tray per center during the contract
period. The results of these tests should be submitted to the City b� the 1" working day of the next
month.
E. Inspection - City may inspect the food service facilities. at any time. to detennine compliance with
this Contract. Cite may. at the Contractor's expense, have food analyzed at a laboratory to
determine compliance with specifications. In the event food anal}zcd is determined to be in
compliance with specifications the City shall reimburse Contractor for the laboratory expenses.
F. Menu
a. Standardized Weekly Menus and Recipes will be provided to the Contractor by the City to
meet a mininwin of 33 113% of the Diefory Reference Index established b-v the food and
1Vim-itlon Board of the Institute of Afedicine of the Aational Acadenrl� of Sciences for
individuals aged 60 or above.
b. Each monthl\ calendar menu cycle shall be submitted to the Contractor by the Cite not less
than fifteen dais (1 5) days prior to implementation. Any issues the Contractor may have
with the menus should be discussed «ith the City upon receipt of the monthl,, menu
schedule.
c. All meals shall be served as planned. No individual item substitutions are allowed b\
SPAG.
G. Reports - Contractor shall submit a quarterly self -assessment report to City. The self -assessment
report form shall address the following: consumer satisfaction. condition of equipment, meal
shortages. and deficiencies from previous reports. temperature or qualit,, refusals of food and an}
other information requested by Cit\.
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ARTICLE VI
CONTRACTOR COVENANTS
A. To conduct or permit no business or act that is a nuisance or ma} be in violation of any federal,
state. or local la\\ or ordinance,
13, To guarantee the quality, safety and wholesomeness of all food served not withstanding any
inspections or supervision by the City of Lubbock Health Department. All food service areas
regardless of use shall at all times be accessible and subject to inspection by the City. Said persons
ma} sampic any food served for any meal. Food determined to be unsatisfactory shall not be
served.
C. To provide an} equipment, vehicles, labor, and any, other materials not provided by the City
necessary to complete the required work. The Contractor shall be responsible for the maintenance
and repair of his own equipment, vehicles. and the availability, presences and supervision of his
employees.
I). To agree not to use any subcontractor to fulfill any items or conditions of the contract without prior
\\ ritten consent of the City.
E. To maintain in a condition satisfactory to the City and to adhere to the highest standards of
cleanliness practices to ensure continuous sanitation in all functions and matters related to the food
service program.
F. To obtain a City of Lubbock Health Department Food permit and keep at least one person on site at
all times with a current food handlinL, certification.
G. To wash, rinse, and sanitize all pots; pans, dishes, utensils, and other service equipment in
accordance with the City of Lubbock Health Department regulations.
H. To maintain all food service equipment, carts, surfaces, storage areas. and all other areas associated
with food service in a manner and conditions of sanitation permissible under the regulations of the
City Health Department.
To be responsible for the repair and replacement of any damages to public or private property,
during the term of the contract and caused by the Contractor or the Contractor's representative.
J. To employ, train_ and supervise all employees and management, as necessary to efficiently perform
the foregoing services and functions.
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ARTICLE NRI
CITY COVENANTS
A. City shall be responsible for serving all meals to its patrons.
B. The Contractor shall be responsible for delivering the meals to the five sites: homestead Senior
Program, Rawlings Community Centcr, Simmons Community Center and Trejo Supercentcr: and
for picking up serving pans for cleaning. Thrce complete sets of pans will be used on a rotating
basis so that a separate trip to pick up the pans will not be necessary-. At the beginning of the
contract, the City may provide additional pan to the Contractor if needed. At the termination of the
contract, the same number of pans provided will be returned to the City by the Contractor.
C. City will fax the Contractor by 3:00 p.m. each day how many meals are required for each location
for the following serving day.
ARTICLE VIII
INSURANCE
A. General - Contractor shall procure and carry, at its sole cost and expense through the life of this
Contract insurance protection hereinafter specified, in form and substance satisfactory to the City.
City must approve all policies prior to the commencement of any activities whether performed by
the Contractor, subcontractor, agents, or third parties. The insurance carrier must be an insurance
company authorized to transact business in the State of Texas and have a Best's Financial rating of
A:Vil. A Certificate of Insurance specifying each and all coverage shall be submitted to City prior
to the execution of this Contract. Written notice of cancellation or will be provided thirty (30) days
in advance of cancellation.
B. Required Coverage - Contractor shall obtain and maintain policies of insurance throughout the
Contract term in limits specified below.
Workers' Compensation and Employers Liabiliq, Insurance:
Contractor shall elect to obtain workers' compensation coverage pursuant to Section
406.002 of the Texas Labor Code, Further. Contractor shall maintain said coverage
throughout the term of this Lease and shall comply with all provision of Title 5 of
the Texas Labor Code to ensure that the Contractor maintains said coverage. Any
termination of workers' compensation insurance coverage by Contractor or any
cancellation or non -renewal of workers' compensation insurance coverage for the
Contractor shall be a material breach of this contract. The contractor may maintain
Occupational Accident and Disability Insurance in lieu of Workers' Compensation.
In either event, the policy must be endorsed to include a waiver of subrogation in
favor of the City of Lubbock Workers' Compensation.
Employer's Liability with limits of at least 5500,000 each accident, 5500,000 by
disease policy limit, and $500.000 by disease each employee shall also be obtained
and maintained throughout the term of this Contract.
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2. General Liability:
Contractor's insurance shall contain broad form contractual liability %� ith a
combined single limit of a minimum of 5500.000 each occurrence and in the
aggregate and shall include the follo-,ing: Bodily lnjury and Property Damage;
Broad Fomi Contractual Liability: Personal Injury and Advertising Injury: Fire legal
liability; and Products and completed operations.
3. Anv Automobile Liability-:
Contractor's insurance shall contain a combined single limit of at least $500,000 per
occurrence, and include coverage for but not limited to the following: Bodily injury
and property damage; and any and all vehicles owned. used or hired.
4. Other Insurance Requirements:
Contractor's general liability insurance policies through policy endorsement must
include wording, which states that the policy shall be primary and non-contributory
with respect to any insurance carried by City of Lubbock. The certificate of
insurance described belo%, must reflect that the above wording is included in
evidenced policies. All policies must be endorsed to include a waiver of
subrogation in Favor of the City of Lubbock,
C. Cooperation on Claims - City agrees to provide immediate written notice to Contractor of all
losses or claims for which it will seek indemnity from Contractor under this agreement. City
agrees not to incur any cost or expense without the approval of Contractor and further agrees to
fully cooperate with Contractor in the investigation, defense and settlement of such claims.
D. Cit° Approved Subcontractors - The Contractor shall require each subcontractor with whom it
contracts to provide activities as contemplated by this Contract, to obtain proof of insurance
coverage as set forth herein, and to provide to Contractor, prior to such person performing any such
activities, a Certificate of Insurance establishing such coverage_
ARTICLE IX
INDEMNITY
To the extent allowable by the laws of the State of Texas, Contractor and City shall defend,
indemnify and hold each other harmless from and against all claims, liability, loss and expense,
includinp, reasonable collection expenses, attorney's fees and court costs which may arise because of
the negligence, misconduct. or other fault of the indemnifying party, its agents or employees in the
performance of its obligations under the Contract. The obligations in this section are intended to be
within the limits of liability found in the Texas Tort Claims Act. This clause shall survive
termination of the Contract.
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ARTICLE X
INDEPENDENT CONTRACTOR STATLiS
Contractor and City agree that Contractor shall perform the duties under this Contract as an independent
contractor. The Contractor has the sole discretion to determine the manner in which the services arc to be
performed_
ARTICLE XI
EMPLOYNiENT OF AGENTS
Contractor may employ or retain agents, consultants, contractors, or third parties. to perform certain duties
of Contractor Linder this Contract provided that Contractor is in no event relieved of any obligation under
this Contract. Any such agents, contractors, or third parties retained and/or employed by Contractor shall
be required to carry-, for the protection and benefit of the Cit} and Contractor and naming said third parties
as additional insured. insurance as described in Article V1 Insurance of this Contract.
ARTICLE XII
COMPLIANCE WITH APPLICABLE LAWS
Contractor shall comply, xvith all applicable federal, state and local la,,vs_ statutes. ordinances. rules and
regulations relating_ in any way, manner or form_ to the activities under ibis Contract_ and anv amendments
thereto.
ARTICLE XIII
CONFIDENTIALITY
Contractor shall retain all information received from or concerning the Cite and the City's business in
strictest confidence and shall not reveal such information to third parties x�ithout prior written consent of
the City, unless otherwise required by la�4_
ARTICLE XIV
NOTICE
A. General - \Vhenever notice from contractor to City or Cit} to Contractor is required or permitted
by this Contract and no other method of notice is provided, such notice shall he given by (1) actual
delivcry of the %vritten notice to the other party by hand. (2) or other reasonable means (in which
case such notice shall be effective upon deliver.). or (3) by depositing the written notice in the
United States mail, properly addressed to the other party at the address provided in this article.
registered or certified mail_ return receipt requested, in «hich case such notice shall be effective on
the third business day after such notice is so deposited.
B. Contractor's Address - Contractor's address and numbers for the purpose of notice are:
Name:
Attn:
Address: 1 3 % i
Cite. State. Zip: ?, t'
Telephone:-L
Facsimile:
C. Citv's Address - The City's address and numbers for the purposes of notice are:
Cite of Lubbock
Attn: Purchasing and Contract iManage►nent
P.O. Box 2000
1625 131h Street, Room 206
Lubbock, TX 79457
Telephone. (806) 775-2171
Facsimile: (806) 775-2164
With Copy To:
City of Lubbock
Attn: Nancy Neill
P.O. Box 2000
161 1105 h Street
Lubbock, TX 79457
Telephone: (806) 775-2685
Facsimile: (806) 775-2686
I). ChanIze of Address - Either party may change its address or numbers for purposes of' notice by
giving written notice to the other party, referring specifically to this Contract, and setting forth such
new address or numbers. The address or numbers shall become effective on the 151h day after such
notice is effective.
ARTICLE XV
PURCHASING/INVENTORY
The nSC� 4 �1 shall purchase and pay . fo all, food, supplies and services utilized for
the food service to be provided by the -11c.4nder this Contract.
ly—
ARTICLE XVI
MISCELLANEOUS
A. Captions - The captions for the articles and sections in this Contract are inserted in this Contract
strictly for the parties' convenience in identifying the provisions to this Contract and shall not be
given any effect in construing this Contract.
B. The City Right to Audit - At any time during the term of the contract, or thereafter. the Citv. or a
duly authorized audit representative of the City or the State of Texas. at its expense and at
reasonable times, reserves the right to audit Contractor's records and books relevant to all services
provided to the City under this Contract. In the event such an audit by the City reveals any errors
or overpayments by the City.. Contractor shall refund the City the full amount of such overpayments
within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct
such amounts owing the City from any payments due Contractor.
C. Records - Contractor shall maintain records that are necessary to substantiate the services provided
by the Contractor.
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D. Assianabilih' - This Agreement ma, not be assigned by either part- «-ithout the iyritten consent of
the other party, except that Contractor may. without prior approval and ,vithoul exoneration of any
of its responsibilities. assign this Agreement to am affiliate or ,Nholly-m� lied subsidiary.
E. Non -Appropriation - All funds for payment bN the cite under this contract are subject to the
ayaiiability of an annual appropriation for this purpose by the City. In the event of
nonappropriation of funds bs the CitN Council of the cite of Lubbock for the goods or services
provided under the contract. the City xyill terminate the contract. «ithout termination charge or
other liability. on the last day of the then -current fiscal Fear or when the appropriation made for the
then -current year for the goods or services covered by this contract is spent. �,yhicheyer event occurs
first. If at an time fiends are not appropriated for the continuance of this contract, cancellation shall
be accepted by the Seller on 30 days prior N\ritten notice. but failure to give such notice shall be of
no effect and the Cit- shall not be obligated under this contract beyond the date of termination.
F. Successor and Assigns - This Contract binds and inures to the benefit of the City. Contractor. and
their respective successors, legal representatives, and assigns.
G. Construction and Venue - THIS CONTRACT SHALL BF' GOVF.RNF,D BY AND
CONSTRUED IN ACCORDANCE WITH "I'E IE LAWS OF THE STATE OF TEXAS. THE
PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE EXCLUSIVE
JURISDICTION AND VENUE OF TIIE COURTS OF THE STATE OF TEXAS, COUNTY OF
LUBBOCK. FOR `I1F PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR
RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED
HEREBY.
El. Severabilit-v, - If any provision of this Contract is ever held to be invalid or ineffective by any court
of competent jurisdiction %with respect to any' person or circumstances, the remainder of this
Contract and the application of such provision to persons and/or circumstances other than those
with respect to which it is held invalid or ineffective shall not be affected thereby.
Amendment - No amendment, modification, or alteration of the tenrts of this Contract shall be
binding unless such amendment, modification, or alteration is in writirtg. dated subsequent to this
Contract, and duly executed by the Contractor and City.
J. Entire Agreement - This Contract. including Exhibits A and B. hereto; contains the Entire
Contract between the Cite and Contractor. and there are no other written or oral promises.
conditions. warranties, or representations relating to or affecting the matters contemplated herein.
K. Public Information - This Agreement is public information. To the extent, if any, that any
provision of this Agreement is in conflict with Tex. Go�r't. Code Ann. Chapter 552 et seq.. as
amended (the '-Texas Public Information Act") the same shall be of no force and effect.
L. No Personal Liability - Nothing in this Agreement is construed as creating any' personal liability
on the part of am employee. officer or agent of any public body that maN be a party to this
Agreement.
M. No Joint Enterprise - This Agreement is not intended to. and shall not be construed to. create any
joint enterprise between or among the parties.
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N. Sovereign Immunity Acknowledged and Retained - THE PARTIES EXPRESSLY
ACKNOWLEDGE AND AGREE THAT NO PROVISION OF THIS AGREEMENT 1S IN ANY
WAY INTENDED TO CONSTITUTE A WAIVER BY ANY PARTY OF ANY IMMUNITIES
FROM SUIT OR LIABILITY THAT A PARTY MAY HAVE BY OPERATION OF LAW. THE
PARTIES RETAIN ALL GOVERNMENTAL IMMUNITIES.
O. Non -Arbitration - The City reserves the right to exercise an,., right or remedy available to it by
law, contract, equity, or otherwise, including w itltout limitation. the right to seek any and all forms
of relief in a court of competcnt jurisdiction. Further. the City shall not be subject to any
arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies
set forth herein are cumulative and not exclusive. and may be exercised concurrently. To the extent
of any conflict between this provision and another provision in, or related to, this Agreement. the
former shall control.
EXECUTED as of the Effective Date hereof:
CITY OF BBOC
, " - /1, /�w
GLRYS. R4DPRTSON. MAYOR
ATTEST:
eb t
Garza, City Secretary
APPROVED AS TO CONTENT:
A
I
Bridges Faulkenberry
Director. Parks and Recreation
APPROVED AS TO FORM:
Lau a P att
Assistant City Attorney
(CONTRACTOR):
Signature
(-, -0,
Printed Name
C� d`iGr l� iLf / c1'-7ul-
Address
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EXHIBIT A
COMPENSATION
Contractor shall provide an estimated 31,500 meals during the term of the Contract for:
$ per meal including delivery
A. Billing - No later than fifteen ( 15) days after the end of each Accounting period. Contractor shall
submit to City an invoice for amounts due. City shall pay the invoiced amount within thirty (30)
days after the invoice date and shall pay interest on any amount not paid when due at the rate of one
and one-half percent (1.5%) each month from due date until paid.
B. Accounting Periods - "Accounting Periods shall be designated by the Contractor as either two
consecutive calendar weeks or twenty-six (26) accounting periods or as two times per month or
twenty-four (24) accounting periods or as one time per month or twelve (12) accounting periods..
OFFICIAL CITY HOLIDAYS
New Year's Dav
Martin Luther King Day
Good Friday
Memorial Day
Independence Da,.
Labor Day
Thanksgiving Day
Friday After Thanksgiving
Christmas Eve
Christmas Day
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[I. GENERAL REQUIREMENTS
1 INTENT
1.1 The City of Lubbock (hereinafter called "City") is seeking proposals from a private
company, corporation or individual, (hereinafter called "Contractor") to furnish the hot
midday meal (lunch) Monday through Friday throughout the year, except for City -observed
holidays, for the Senior Citizen's Meals program. The Contractor is responsible for cooking
the meals at their facility and transporting the meals to the five senior centers. Contractor is
not required to serve the meal after delivery of the meals at each site.
1.2 The intent of this request is to furnish hot meals that meet 33 1/3% of the Dietary Reference
Index established by the Food and Nutrition Board of the Institute of Medicine of the
National Academy of Sciences where one meal per day is served to people ages 60 or older
using recipes and servings as supplied to the Contractor for the five senior centers
participating in the Senior Citizen's Meals program.
2 SCOPE OF NVORK
2.1 Offeror must submit a proposal for providing for the procurement, preparation and delivery
of a hot midday meal (lunch) five days a week for five senior centers. (Set-ving
approximately 125 meals daily tofive centers or approximately 31,500 per year)
2.1.1 Senior Center addresses and approximate meals per day. Meals per day are ONLY
an approximate number and can be impacted by weather conditions, seasons,
holidays, and special events, etc.
• Homestead Senior Program, 5401 56`h Street
Approximate Meals/Daily: 15
• Rawlings Community Center, 213 40th Street
Approximate Meals/Daily: 11
• Mae Simmons Senior Center, 2004 Oak Avenue
Approximate Meals/Daily: 19
+ Lubbock Senior Center, 2001 191h Street
Approximate Meals/Daily: 62
• Maggie Trejo Supercenter, 3200 Amherst
Approximate Meals/Daily: 18
5. Purchs Bid rocs RFP E:-12292-S5. %teal Smice For Scmor Cita= . .
2.2 The Contractor is responsible for cooking the midday meals at their facility for the five City of
Lubbock senior lunch sites and shall be responsible for delivering the meals to the five sites:
L Homestead Senior Program
2. Lubbock Senior Center
3. Rawlings Community Center
4. Simmons Senior Center
5. Trejo Supercenter
The Contractor is responsible for picking up serving pans upon the next serving day for cleaning.
Several sets of pans will be used on a rotating basis so that a separate trip to pick up the pans will
not be necessary.
The City will notify Contractor by 3:00 p.m. each day how many meals for each location are
required for the following day.
The Contractor shall maintain food service, preparation, and storage areas in a sanitary condition at
all times. The Contractor shall maintain the delivery vehicle(s) in good working order at all times.
The Contractor will employ and train food service employees for said facility and use standard food
cost control methods, ffirnish supervisory personnel in setting up and maintaining the facilities
operation at a high standard. The Contractor will do all buying and record -keeping, including
payrolls.
Lunch shall be from 12:00 p.m. to 1:00 p.m. The midday meal shall be provided Monday through
Friday, with the exception of designated City holidays. Contractor will have meals ready at an
agreed upon time but no later than 10:00 a.m. to ensure timely delivery to the five senior centers.
2.3 Food and Quality Standards
2.3.2 All foods shall be prepared from Standardized Menus and Recipes as provided to
the Contractor from the City to ensure consistent quality and to meet grant
requirements. These requirements ensure the provision of safe and nutritious meals
that comply with the most recent Dietary Guidelines for Americans (DGA) jointly
issued and updated every five years by the United States Department of Agriculture
(USDA) and Health and Human Services (DHHS). These menus and recipes
provide to each eligible individual a minimum of 33 1/3% of the Dietary Reference
Index established by the Food and Nutrition Board of the Institute of Medicine of
the National Academy of Sciences where one meal per day is served. The
Standardized Menus and Recipes have been received by the City from the South
PIains Association of Governments (SPAG) and have been approved by the
Licensed Dietitian for the South Plains Area Agency on Aging.
2.3.3 Meals shall consist of the specified menu quantities from the SPAG approved menu.
No substitutions are allowed.
2.3.4 Contractor shall provide disposable eating utensils and service ware including
plates, bowls (for soups and stews as needed) and plastic service ware to include
S Purchase Bid Decs RIT li-i 2-02-SS..Mca[ S—cc for Semor C;L—
forks, spoons and knifes (as needed). "Sporks" and other fork/spoon combinations
shall not be allowed.
2.3.5 Contractor shall provide condiments and salad dressings suitable for elderly
consumers and as specified by the SPAG menus and recipes where applicable.
2.3.6 Contractor shall ensure that meals are at the proper temperature when loaded into
transport to the five senior and upon arrival at each site. Hot food shall be at least
135 degrees Fahrenheit or higher, cold food at least 41 degrees Fahrenheit or lower
and frozen food is to be at 32 degrees Fahrenheit or lower. Proper transport
equipment shall be used to maintain the necessary holding temperatures.
2.3.7 Food used in the preparation of meals shall meet the following minimum standards
2.3.7.1 Canned fruits shall be USDA Grade A or Fancy.
2.3.7.2 Fresh fruit and vegetables shall be U.S. Fancy, U.S. No. I or better.
2.3.7.3 Eggs and dairy products shall be USDA Grade A or better.
2.3.7.4 Pork shall be No. 1 and tender with a minimum of fat.
2.3.7.5 Poultry shall be USDA Grade A.
2.3.7.E Ground beef shall be lean USDA Grade Utility or better
2.3.7.7 No salt or pepper shall be added to the food during preparation unless
specified in the recipe. Iodized salt shall be available and black pepper for
seasoning during food consumption. Seasonings in addition to those listed in
the approved recipes shall be approved by the SPAG Licensed Dietitian.
2.3.7.8 Contractor shall preserve the nutritional value and safety of food when
purchasing, receiving, preparing and delivering to the designated sites.
2.3.8 Contractor shall ensure that the overall appearance of the meals must meet or
exceed commercial food service standards, including the food's color, odor and
taste. Specifications to certify the above mentioned minimum quality standards
shall be on file in Contractor's kitchen for review by City. The City shall work with
the Contractor to provide feedback on issues related to patrons' response to the
meals. Contractor shall do a minimum of one test tray per center during the contract
period. The results of these tests should be submitted to the City by the I" working
day of the nest month.
2.4 The City may inspect the food service facilities and delivery vehicles, at anv time, to
determine compliance with this Contract. The City may, at the Contractor's expense, have
food analyzed at a laboratory to detenine compliance with specifications. In the event
food analyzed is determined to be in compliance with specifications the City shall
reimburse Contractor for the laboratory expenses.
5 Purchze B,d Docs RFP l=-C=O=-SS. M-1 Smice ;nr Savor Citcm�
2.5 Menu
2.5.1 Standardized Weekly Menus and Recipes will be provided to the Contractor by the
City to meet a nri7i17711171 of'33 1/3% of the Dietati7 Reference Index established ht-
the Food and Nutrition Board ofthe Institute of'Aledicinc of the National flcadelm,
of Sciences for individuals aged 60 or above.
2.5.2 Each monthly calendar menu cycle shall be submitted to the Contractor by the City
not less than fifteen days (15) days prior to implementation. Any issues the
Contractor may have with the menus should be discussed with the City upon receipt
of the monthly menu schedule.
2.5.3 All meals shall be served as planned. No individual item substitutions are allowed
by SPAG.
2.6 The Contractor will be responsible for preparation of all food items according to the recipes
and standards provided by the City and «rill provide all personnel necessary for the complete
operation of the food service operations and delivery of meals to the five senior sites.
2.7 The Contractor will be required to notify a City representative if any complications arise in the
facility or the equipment.
3 OFFEROR INFORMATION
3.1 The Offereor shall submit the following information with their proposal:
3.1.1 Name and address of operating company or individual.
3.1.2 Experience in food service operations.
3.1.3 A minimum of three business references including names, addresses, and telephone
numbers. Do not use the City of Lubbock or its employees as a reference.
3.1.4 Description of the types and amounts of insurance to be canricd by the Contractor.
3.1.5 Description of proposed hours of operation Monday through Friday.
3.1.6 Other infon-nation relevant to Offeror's experience and capabilities in procurement
and meal preparations in a food service operation.
4 INSPECTION OF PREMISES
4.1 Inspection of Food_: The Contractor guarantees the quality, safety and wholesomeness of all
food served not withstanding any inspections or supervision by the City of Lubbock Health
Department.
4.2 Inspection of Preparation and Serving Areas: All food service areas regardless of use, shall
at all times be accessible and subject to inspection by the City. Said persons may sample
any food served for any meal. Food determined to be unsatisfactory shall not be served.
-S PU:ChsC Bid Dees RFP %1c 1 S—un for Sauer C=¢m
5.1 The Contractor shall provide any utensils, serving trays, pots and pans, equipment, labor,
fuel, and any other materials not provided by the City necessary to complete the required
work. The Contractor shall be responsible for the maintenance and repair of his own
equipment and the availability, presences and supervision of his employees.
5 METHOD OF OPERATION
5.1 The Contractor's personnel shall conduct all operations described in these specifications
and the expense of all such operations shall be the Contractor's.
5.1.1 The Contractor shall provide the preparation site and any equipment, labor, fuel and
any other materials not provided by the City necessary to complete the required
work. The Contractor shall be responsible for the maintenance and repair of his
own equipment and facility, and the availability, presence and supervision of his
employees.
5.1.2 There shall be no subcontractor used by the Contractor to fulfill any items or
conditions of the Contract without prior written consent of the City.
6 EQUIPMENT AND FACILITY MAINTENANCE AND SANITATION
6.1 The premises, equipment and facilities shall be maintained by the Contractor in a condition
satisfactory to the City and shall adhere to the highest standards of cleanliness and sanitary
practices to ensure continuous sanitation in all functions and matters related to the food
service program.
6.2 The Contractor will ensure that their facility does not have problems of insect and pest
control in all food service, production, and storage areas.
All pots, pans, dishes, utensils, and other service equipment shall be washed, rinsed, and
sanitized in accordance with the City of Lubbock Health Department regulations.
All food service equipment, carts, surfaces, storage areas, and all other areas associated
with food service shall be maintained by the Contractor in a manner and condition of
sanitation permissible under the regulations of the City Health Department.
The Contractor is to provide a monthly sanitation report in accordance with the City of
Lubbock's Health Department regulations, due on the first business day of each month, to
the City, outlining the condition and sanitation level of all major food service equipment.
7 RECORDS
7.1 Contractor shall keep complete and adequate records satisfactory to the City with regard to
preparation and food quality as it relates to the adherence to the Food and Quality Standards
as outlined for this program.
S Purchase Bid Docs RFP 1 i-1_'_0'_-SS. %rkal Smice far Smor Cava
8 CONTRACTOR PERSONNEL
8.1 Contractor shall employ, train, and supervise all employees and management, as necessary
to efficiently perform the foregoing services and functions.
8.2 Contractor will provide an adequate number of personnel in their facility to properly service
this program Monday through Friday, except City holidays.
9 INSURANCE
9.1 The proposer selected shall be required to provide and maintain in force insurance in limits
no less than stated below. The City reserves the rights to require higher limits should it
deem it in the best interest of the public.
General Liability Insurance S 500,000
Workers Compensation S 500,000
Automotive Liability S 500,000
Upon award of the Contract to the successful offeror, shall submit a Certificate of insurance
naming the City as additional insured on the General Liability Insurance and Auto Liability
Insurance policies. All policies shall be endorsed to include a waiver of subrogation in favor of the
City.
1Q MISCELLANEOUS
10.1 By Acceptance of the Contract; the successful Contractor shall warrant that he is familiar
with and understands all provisions herein and shall warrant that he shall comply with
them.
10.2 A failure to adhere to the general provisions of the Contract by the Contractor shall be
deemed a material breach.
10.3 The City and the Contractor each binds himself or herself, his or her successors, assigns and
legal representative to the other party hereto, in respect of all covenants, agreements and
obligations contained in the Contract Documents,
11 TERMS
11.1 Term of this Contract shall be a period of one year, The City and the Vendor may upon
written mutual consent, extend the contract two additional one year periods.
S Purch,ue Bid Docs RFP 1 12292-SS. Me:] Sa -ice for S=ov Cijue ,
12 EVALUATION CRITERIA
12.1 Adequate kitchen facility (25%)
12.2 Adequate staff and vehicles for meal delivery (20%)
12.3 Roles and responsibilities of staff members accountable for the contract (15%)
12.4 References (10%)
12.5 Cost (30%)
13 PROPOSAL FORMAT
a) Proposals should provide a straightfonvard, concise description of the offeror's capabilities to
satisfy the requirements of the RFP. Emphasis should be on completeness, clarity of content,
and conveyance of the infornation requested by the City.
b) The proposal should be bound in a single volume whcre practical. All documentation submitted
with the proposal should be bound in that single volume.
c) If the proposal included any comment over and above the specific information requested in the
RFP, it is to be included as a separate appendix to the proposal.
d) The proposal must be organized into the following response item sections and submitted in an
indexed binder.
e) Cover letter addressed to the Honorable Mayor and City Council that states the Offcror's
understanding of the services to be provided. Include any additional information believed
necessary that is not requested elsewhere in the RFP.
14 FORMS
a) SPAG Approved Weekly Meals
b) Nutrition
c) SPAG Sample of Recipes
S Purchase Bid Does RFP 15-12202-SS. Slral Smice #dr Ssmor Cnaens
FORINI A
SPAG APPROVED WEEKLY MEALS
Mondav
Tuesday
I Wednesday
Thursday
Friday
Meat or Alternate
3 or.. Cooked
Chicken Tenders
Nlacaroni'Beef Tom
Pork Chap
SpaUhetti ++"Meat
Tilapia a Lernon
Edible Portion
u Grary
Sauce
Slice
Vegetable
Garlic Mashed
Tornatoc. (in
`/: Cup 5ertiing
Potatoes
entree)
Black-c��cd Peas
Italian Vc,eta61c;
Whole Kernel Corn
Vegetable
Turnip Grzens?
Cup Serving,
cup
Lima Beans
Spinach
Broccoli
Cole Slim
Bread or
Alternate
Wheat Roll
Wheat Roll
Cornbread
Garlic Toast
Hushpuppies
One Serving
Dessert '/: Cu p
�1 andarin Oran e;
Fruit fi Oatmeal
Bar
Baked Apple
Autumn Jcllo
Cheri- Crisp
Milk'/•. Pint
2% Milk
20,0 Milk
2% Milk
290 Milk
2°ii Milk
Beverage
(Optional)
Tea ++'Lemon
Tea +c Lemon
Tea ++•Lemon
Tea x Lemon
Tca ++ Lemon
*Note: This menu set is approved for the entire week. You may rearrange the order, but no other
changes are pennitted. Example: You may serve Monday on Friday or Friday on Tuesday, etc.
S Perch,- Bid Dori RFr' L-I']i:'_-SS. tite.d S n ice for Sem- Coaans
FORINI B
NUTRITIOti
CHEESBURGER MEAL
• Cheeseburger on Bun
• Potato Wedges
• Tomato Wedge Salad
• Melon Medley
• Lon, Fat Milk or Yogurt
Calories:
618
Protein:
46 g
Fiber:
7 g
Total Fat:
19 g
Calcium:
549 mg
Potassium:
1.778 mg
Sodium:
861 mg
Vit A:
447 RE
Vit C.
54 mg
This meal is compliant with DRIB and DGA Guidelines
S hrchsc IN D... RFP H.1-11:55. Stem&r ,-fnr S—,,r Cart
FORM C
Serving size: 3 oz on 1 bun
Recipe yield: 5, 10 and 25 servings
5 servings
5 each
5 each
5 oz_
10 servings
SPAG SAMPLE OF RECIPES
CHEESEBURGER ON BUN
25 servings
10 each 25 each Beef patties, raw frozen
10 each 25 each Buns, hamburger (1.5 oz), «•hole wheat
10 oz 25 oz Cheese, cheddar (1 oz slices)
GRILL: Cook frozen burgers on a flat top preheated grill at 350 degrees F for 2 % minutes on each side
until done and the end product temperature reaches 155 degrees F for 15 seconds. OVEN: Bake the frozen
burgers at 350 degrees F 12-15 minutes to a final product temperature of 155 degrees or higher for at least
15 seconds. Top with 1 oz of cheese and continue to heat until cheese is melted. Serve on a bun.
Nutrient lnfonnation/Serving:
Calories: 355 Protein: 33 g Fiber: 3g Calcium: 204 mg
Total Fat: 15g Sodium: 538 mg Potassium: 561 mg Vit A: --- Vit C:
POTATO WEDGES
Serving size: %z cup
Recipe yield: 10. 50, 75 AND 100 servings
10 servings 50 servings 75 servings 100 servings
2 lb 10 lb 15 lb 20 lb Potato, tater «•edge, frozen
5/8 tsp I Tbsp 1 '/ Tbsp 2 Tbsp Salt, iodized
1. Lay potato wedges in a single layer on a sheet pan and season with salt.
2. Bake in oven at 375 degree F for 25 minutes, or until golden brown.
3. Serve at or above 140 degrees F.
Nutrient Inform ation.'Serving:
Calories: 112 Protein: 2 g Fiber: 2 g
Total Fat: 2 g Sodium: 190 mg Potassium: 358 mg
Vit C: 10 mg
Calcium: I4 mg
Vit A: ---
S Pur6. a Btd Does RFP I�-I'_U'-SS. fir -=I Sm.ice (ur Smior Cit am;