REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
November 5, 2019
FROM
PHALOS HAIRE, Director, Preschool Services Department
SUBJECT
Title v
Amendment to Contract with Preferred Meal Systems, Inc. to Provide Food Services For Head Start, Early Head Start, and State Preschool Programs
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1, effective November 6, 2019, to Contract No. 19-231 with Preferred Meal Systems, Inc. to provide food services at additional locations for children enrolled in Head Start, Early Head Start, and State Preschool programs, increasing the contract amount by $1,058,886, from $4,940,487 to a total contract amount of $5,999,373, with no change to the contract period of May 1, 2019 through June 30, 2022.
(Presenter: Phalos Haire, Director, 383-2005)
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COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
This item does not impact Discretionary General Funding (Net County Cost). The increase of $1,058,886 is 100% state funded through the California Department of Education Child and Adult Care Food Program. Adequate appropriation and revenue have been included in the Preschool Services Department’s (PSD) 2019-20 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
On October 11, 2019, the Human Services Administrative Support Division received a termination of contract letter from Revolution Foods, Inc. (Revolution), effective November 15, 2019. To avoid interruption in food services to the affected Head Start sites, Preferred Meals has agreed to assume services at these locations currently provided by Revolution. Preferred Meals and Revolution were the only two vendors to submit proposals for the Head Start food service procurement, each being awarded contracts to provide services at specific Head Start sites. Preferred Meals has provided food services to all Head Start sites prior to the most recent procurement. Approval of the recommended amendment to the contract with Preferred Meals will allow PSD to continue to provide uninterrupted countywide food services at its Head Start sites.
Unit pricing offered by Preferred Meals, based on their original proposal, is higher than that of Revolution, resulting in an increase to the total contract amount. Upon approval of the recommended amendment, Preferred Meals will provide approximately 1,750,555 meals annually to approximately 5,100 children enrolled in Head Start, Early Head Start, and State Preschool programs countywide. The contract may be terminated by the County without cause upon 30-day advance written notice.
PSD operates Head Start, Early Head Start, and State Preschool programs that provide comprehensive child development and family services that include education, health, nutrition, parent involvement, and psychological services for children ages 0 to 5 and their families. The overall goal of these programs is to increase the health and school readiness of disadvantaged children and increase the self-sufficiency of low-income families. PSD provides food services, meals including breakfast, lunch, and snacks, through contracted vendors.
PROCUREMENT
On April 30, 2019 (Item No. 44), as the result of a formal procurement, the Board of Supervisors approved contracts with Preferred Meals in the amount of $4,940,487 and Revolution in the amount of $1,012,776 to provide food services for children enrolled in Head Start, Early Head Start, and State Preschool programs, for the period of May 1, 2019 through June 30, 2022.
Per State Department of Education requirements, as there is now one remaining vendor providing these services in excess of $250,000 annually, a new procurement process must be completed. PSD shall conduct another procurement for food services for children enrolled in Head Start, Early Head Start, and State Preschool programs in 2020. The contract will be monitored on a regular basis to ensure performance and compliance standards are met.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Jennifer Mulhall-Daudel, Contracts Manager, 388-0241) on October 22, 2019; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on October 24, 2019; Finance (Christopher Lange, Administrative Analyst, 386-8393) on October 24, 2019; and County Finance and Administration (Tanya Bratton, Deputy Executive Officer, 388-0332) on October 24, 2019.