SR-06-24-1980-11F 205-003/302-001Santa Monica, California June 9, 1980
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to award bid for Senior Citizen Meals
BID NO. 1516
INTRODUCTION
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413N 2 4198W
This report concerns award of bid to furnish an estimated total of 64,750 on -site
hot meals for senior citizens during the period July 1, 1980 through June 30, 1981,
in the amount of $127,557.50. Sales tax is not 'applicable to these meals. Funds
are available in accounts 20 -700- 902 - 000 -437 and 20- 700 -902- 000 -439, applicable
to the Title VII Nutrition Grant to the City of Santa Monica.
BACKGROUND
In response to published Notice Inviting Bids, proposals were received and publicly
opened and read May 20, 1980. Proposal packages were mailed to twenty -two (22)
food service companies and notices were advertised in accordance with City Charter
and Municipal Code provisions. Two (2) bids were received, as listed on the
attached Summary of Bids. Ben Franklin Company was sent a bid proposal package.
They responded with a letter containing no Bidder's Bond, no Affidavit, and not
on City form's as stated in the bid proposal, hence the non- responsive bid.
RECOMMENDATION
It is recommended the award be made to Slater Corporation, as the lowest and best
bidder, in the total amount of $127,557.50. Staff has met with the Advisory Board
and has determined this is not its recommendation.* This recommendation is based
on the lowest ultimate cost to the City of Santa Monica on a Monday through
Friday service.
Prepared By: R.N. Aronoff
Purchasing Agent
* See attached information item from Advisory Board. //.
JUN G 4 1980
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Information Santa Monica, California, June 16, 1980
TO: Mayor and City Council
FROM: Senior Citizens Nutrition Advisory Council
SUBJECT: 1980 -81 Nutrition Program Food Contract
Introduction
This report represents the procedures followed in reviewing bids for the
provision of food service to the Senior Nutrition Program and recommends
the rejection of all bids and the readvertisement for food service.
Background
At its April 8, 1980 meeting, the City Council approved _Resolution #5546
authorizing the filing of and application for $138,705,of federal fimding
for the Senior Nutrition Program for the fiscal year 1980 -81. The Advisory
Council reviewed and approved the bid specifications which were sent to 65
vendors requesting responses for both Wednesday through Monday service or
Monday through Friday service. The following two bids were received:
1) ARA at $1.97 per meal for Monday through Friday service with the
stipulation of a bilateral 30 -day cancellation clause;
2) Flambe Caterers at $2.079 for either Wednesday through. Monday, or
Monday through Friday service.
The present vendor, Ben Franklin, did not submit a bid although the firm did'
request and were granted a two week extension of the bid opening. The extension
was granted because Ben Franklin maintained the invitation to bid was not.
received in time to respond, due to a change in their mailing address.
TO: Mayor and City nmcil Santa Monica, California, June 16, 1980
-2-
Staff and Project Advisory Council members bave.sampled Flambe's meals and
inspected their kitchens. It is the Advisory `_Council's judgement that Flambe's
service is adequate but not up to the desired standard. There also remains
some question regarding their capability to_serve non - kosher style meals
since they primarily serve kosher -style sites.
Advisory Coinicil members and participants who breve atteaided numerous ARA.
sites report the food quality has not inprgved since last year and is
definitely below the caliber of other comparable vendors. . The Advisory Council
has serious concerns abouth the selection of ARA because of poor food servAce
and the stipulation for a bilateral 30 -day cancellation clause, We do not
feel a cancellation clause on the vendor's part is appropriate to the project':s
needs..
The Advisory Council members are equally concerned with trying to provide a
good caterer and also stay within the allocated budget of $1.94 per meal. It
became apparent that trying to provide meal service on the weekends did two
things: 1) It limited the number of caterers willing to bid on weekend service
to ore; '2) The cost for such service was more than the amount of finds allocated..
In order to get a better feel for the opinions of the participants, each
Advisory Council der conducted a poll at his or her site regarding the
question of including weekend service or going to a Monday through Friday
service. Of the 202 participants who were polled at the sites on Wednesday, June
11, the results were 154 in favor of Monday through Friday service and 48 for
maintaining some sort of weekend service. Based on the results of this poll
and its own knowledge of the program's operation, the Advisory Council has
recommended the service be provided on a Monday through Friday basis for the
coming fiscal year.
lv': Mayor and City Council
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Alternatives
Santa Monica, California, June 16, 1980
Based on all of the above information, there appear to be three alternatives:
1) Accept Flambe Caterers at $2.079 for Sunday through Thursday service.
This would mean incurring a deficit of $8,700, which would have to
be met by raising participant's donations $.15 or by an allocation
of this amount from the City Council.
2) Accept ARA at $1.97 per meal for Monday through Friday, with a
bilateral 30 -day cancellation clause. This would result in a deficit
of $1,880 or an increase of $.05 donation.
3) Continue Ben Franklin's service through July 31, reject the.bids received,
and readvertise bids for Yxmday through Friday service.
Being sensitive to the fact that last year's action indicated a dissatisfaction
with ARA and sharing a concern for staying within the budget, the following
recommendation is made by the Advisory Council:
Recommendation
The Advisory Council recd¢ marls that the City Council adopt the third alternative
outlined above, to continue Ben Franklin service through July 31, reject
the two bids received, and readvertise for bids on a Monday through Friday
basis only.
Prepared by: Donald T. Arnett, Director
Recreation and Parks
Agenda Item 11 -F: Presented for consideration was a recommendation for
award of contract (Bid No. 1516) to Slater Corporation for Senior Citicens
?teals in the amount of $127,SS7.S0. 'rho staff report was presented. Larry
Guilbert, representing the Senior Citizens Nutrition advisory Council, and
Robert Kinney spoke in opposition to the recommendation and requested
readvertisement for bids. Following discussion, _lavor Pro Tuipore Yannstta
Goldway moved to extend the existing contract for senior crtrzen meals
with ,on Ben Franklin for thirty days, readvertise bids for meals with
`•Ionday through Friday service, and direct the current contractor to
provide the City with the necessary insurance and bonds. Second by
Councilmember Scott. Discussion was held. Councilmember Rhoden moved
to hear from one speaker for three minutes. .econ y ayor ro ioinpore
Yannatta Goldway. The motion was approved by the following vote:
Council Vote: Affirmative: Councilmembers Yannatta Goldway,
Jennings, Rhoden, Scott, van den
Steenhoven and Nayor Bambrick
Negative: Councilmember Reed
Matti Olson addressed the Council requesting weekend meal service. Mayor
Pro Tempera Yannatta Goldway, maker of the motion, with the consent of the
second, accepted into the motion the suggestion of Councilmember Rhoden
that in addition to advertising for Monday through Friday service, the
staff be directed to request bids for Tuesday through Saturday service.
rho motion, as amended, was approved by the following vote:
Council Vote: Unanimously approved 7 -0
CITY COUNCIL MEETING - June 25, 1980