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HomeMy WebLinkAbout25B - AGMT WITH MEALS ON WHEELSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 16, 2020 TITLE APPROVE AN AGREEMENT WITH MEALS ON WHEELS ORANGE COUNTY FOR SENIOR MEALS PROGRAMS IN AN AMOUNT NOT TO EXCEED $90,290 FOR THE PERIOD JULY 1, 2020 TO JUNE 30, 2021 (GENERAL FUND) CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 11' Reading ❑ Ordinance on 2otl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO /s/ Kristine Ridge FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager to execute an agreement with Meals on Wheels Orange County for Senior Meals Programs in an amount not to exceed $90,290 for the term beginning July 1, 2020 through June 30, 2021, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION Meals on Wheels (MOW) Orange County provides the Home Delivered Meals and Senior Lunch programs to the City of Santa Ana. MOW prepares and delivers three meals daily directly to the homes of homebound, frail, and socially isolated seniors in the City. A registered dietician plans the meals to assure 100% of the U. S. Nutritional Recommended Daily Allowance —consisting of breakfast, a cold lunch, and a frozen dinner. In addition to meals, clients benefit from daily contact with delivery staff as well as the calls and/or visits from caseworkers who regularly check on their well-being. The Senior Lunch Program helps alleviate poor nutrition among the elderly population, especially prevalent among those who live alone and/or on a limited income. This nutrition program is available at two sites in Santa Ana (Santa Ana Senior Center and Southwest Senior Center) and seeks to enhance the physical and mental well-being of the elderly population by: • Encouraging a sense of dignity; • Providing stimulating activities and volunteer opportunities; and • Augmenting participants' financial resources by providing donation -based meals. In response to the COVID-19 epidemic, MOW is offering an alternative for seniors to get their meals through the Take Home Meals (Frozen) Program, which occurs at the Santa Ana Senior Center and Southwest Senior Center. The implementation of the program is to protect the health and safety of all participants while taking all necessary and deliberative steps to assure continuity and avoid the disruption of nutritional services. 25B-1 Agreement with Meals On Wheels Orange County for Senior Meals Programs June 16, 2020 Page 2 As part of the Fiscal Year 2020-21 budget process, $90,290 in General Fund monies was proposed to be included in the Parks, Recreation and Community Services Agency's budget to provide these programs to Santa Ana seniors. In addition, the Community Development Agency previously awarded Meals on Wheels $60,000 in Community Development Block Grant funds for these programs, beginning July 1, 2020 as well as $113,780 in Community Development Block Grant Coronavirus Funds for food distribution to seniors and/or residents starting June 1, 2020. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #6 (focus projects and programs on improving the health and wellness of all residents), Strategy E (expand Senior Center programming to provide greater enrichment and explore activities in art, culture and health). FISCAL IMPACT Funds will be budgeted and made available in the following account for the specified year: Fiscal Accounting Fund Accounting Unit, Account Amount Year Unit -Account Description Description FY 20-21 01113230- General Fund PRCSA-Recreation & Comm. $90,290 62300 Svc, Contractual Services -Professional Exhibit: 1. Agreement 25B-2 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND MEALS ON WHEELS ORANGE COUNTY FOR A SENIOR MEALS PROGRAMS THIS AGREEMENT is made and entered into on this 16th day of June, 2019 by and between Meals on Wheels Orange County, a California nonprofit corporation ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The City desires to retain Contractor to participate in delivering meals to homebound senior residents and providing meals for senior residents at City senior centers. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall deliver once a day, two meals to City senior residents at City Senior Centers ("Congregate Lunch Program"). Contractor shall also deliver once a day, three meals to the homes of City senior residents that are homebound ("Home Delivered Meal Program"). All participants in the program will be enrolled through the City of Santa Ana Parks, Recreation and Community Services Agency. Programs shall operate as outlined in the attached Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services for City, the rates and charges identified in Exhibit A. The total amount to be expended during the term of this Agreement shall not exceed $90,290. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 2513-3 3. TERM This Agreement shall commence on July 1, 2020 and terminate on June 30, 2021, unless terminated earlier in accordance with Section 15, below. The parties agree that certain specified sections of this Agreement will survive termination or expiration of the Agreement. 4. INDEPENDENT CONTRACTOR Contractor and its employees, agents and officers shall, during the entire term of this Agreement, be construed to be independent contractors and not employees of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. Contractor is not an agent, representative, or employee of the City and Contractor shall have no authority to act on behalf of the City. 5. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $2,000,000 per occurrence, with $3,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the California Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to 25b-4 commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: (i) Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by Contractor, without thirty (30) days prior written notice to the City. (iv) Contractor shall supply City with a fully executed additional insured endorsement. (v) To the extent that Contractor has insurance coverage in excess of that set forth in this Agreement, City shall be entitled to coverage to the full extent of Contractor's insurance coverage in place during the term of this Agreement. f. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 6. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor or its subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section I of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the 256-5 events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. This indemnification provision shall survive expiration or termination of this Agreement. 7. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. This records provision shall survive expiration or termination of this Agreement. S. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. This confidentiality provision shall survive expiration or termination of this Agreement. 9. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. r 10. FINGERPRINTS AND BACKGROUND CHECK Contractor, and any employees, subcontractors, or volunteers, shall arrange for and submit their fingerprints for a criminal background check through the Department of Justice through the City's Human Resources Department process. Contractor shall be responsible for all charges associated with fingerprinting. Contractor, its employees and subcontractors, shall not perform any services pursuant to this Agreement until clearance is received and Contractor is notified by the City's Parks, Recreation and Community Services Department. 11. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 With copy to: Executive Director Parks, Recreation and Community Services City of Santa Ana 20 Civic Center Plaza (M-23) P.O. Box 1988 Santa Ana, CA 92702 To Contractor: Meals on Wheels Orange County 1200 N. Knoll wood Circle Anaheim, CA 92801 Fax (714) 220-1374 Attn: Holly Hagler, President & CEO A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these timeframes, weekends, federal, state, County or City holidays shall be excluded. 259-7 12. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor regarding the subject matter herein, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 13. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, it may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services, which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. 14. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 15. TERNIINATION This Agreement may be terminated by the City upon fifteen (15) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to the effective date of termination. 16. NON-DISCRINIINATION Contractor shall not discriminate because of race, color, creed, relation, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or in connection with any activities under this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. P 17. JURISDICTION -VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. This jurisdiction provision will survive expiration or termination of this Agreement. 18. LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. COMPLIANCE WITH LAWS Contractor shall keep informed of State, Federal and Local laws, ordinances, codes and regulations that in any manner affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. The Contractor shall at all times comply with such laws, ordinances, codes and regulations. The City, its officers and employees shall not be liable at law or in equity occasioned by failure of Contractor to comply with this Section. 20. SEVERABILITY In the event that one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be interpreted to carry out the intent of the parties hereunder. 21. EXHIBITS All Exhibits referenced herein and/ or attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 22. AUTHORITY The person(s) executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement, the parties hereto are formally bound by the provisions of this Agreement. 25b-9 23. COUNTERPARTS This Agreement may be executed by the parties hereto in separate counterparts, each of which when executed and delivered shall be an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may consist of a number of copies hereof each signed by less than all, but together signed by all of the parties hereto. 24. ELECTRONIC SIGNATURES This Agreement and counterparts of this Agreement may be executed and delivered by facsimile or other electronic means by any of the parties to this Agreement. The facsimile, email, or other electronically delivered signatures of the parties shall be deemed to constitute original signatures. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: Daisy Gomez Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By: Jose Montoya Deputy City Attorney RECOMMENDED FOR APPROVAL Lisa Rudloff Executive Director Parks, Recreation and Community Services Agency CITY OF SANTA ANA Kristine Ridge City Manager CONTRACTOR Holly Hagle President & CEO 2513-10 EXHIBIT A 25B-11 EXHIBIT 7 City of Santa Ana Scope of Work Name of Organization Meals on Wheels Orange County Name of Funded Program Home Delivered and Lunch Cafe Programs Annual Accomplishment Goal I. Total number of unduplicated Participants (Santa Ana and Non -Santa Ana participants) anticipated to be served by the funded program, named above, during the 12-month contract period. 8,500 Participants II. Number of ONLY unduplicated Santa Ana Participants to be served by the funded program, named above, during the 12-month contract period. 750 Participants Program and Funding Description III. Description of Work For Fiscal Year 20-21, Santa Ana discretionary funds in the amount of $90,290 will be utilized to help fund the raw food costs of home delivered and Lunch Cafe/Grab & Go meals to Santa Ana older adult participants from July 1, 2020-June 30, 2021. Home Delivered Meal Program: Participants in the HDM Program will receive a total of 3 nutritious meals, 5 days a week delivered to their home along with case management services. Meals will be delivered by paid and volunteer drivers. Eligibility and case management services will be provided by Meals on Wheels Orange County Case Managers. Participants will also have access to other services at no charge including in -home services, respite services, home safety equipment, and other resources. Lunch Cafe (Grab & Go) Program: Participants in this Program will be provided with nutritional lunches at 2 sites in Santa Ana - Southwest Senior Center and Santa Ana Senior Center. Schedule of Performance Estimate the number of ONLY unduplicated Santa Ana participants to be served by the funded program during the 12- month contract period per quarter. (Enter number of new Santa Ana Participants served each quarter. If they were served in quarter 1 do not count them again in quarter 2) Quarter 1: July 1- September 30 1 4501 Participants Quarter 2: October 1- December 31 1 1501 Participants Quarter 3: January 1 - March 31 100 Participants Quarter 4: April 1-June 30 50 Participants Schedule of Invoicing Estimate the amount of grant funds to be requested Quarter 1: July 1- September 30 Quarter 2: October 1- December 31 Quarter 3: January 1- March 31 Quarter 4: April 1-June 30 unduplicated Santa Ana Participants to be served. the 12-month contract period on a quarterly basis. Grant • i MEALS iirll on WHEELS ORANGE COUNTY Elder Abuse Reporting Procedures All Meals on Wheels Orange County employees, volunteers, interns and other support staff are mandated reporters for Elder and Dependent Adult abuse. If abuse is identified or suspected, the following procedures should be followed: Consult with your supervisor if you need assistance with any of the steps involved in reporting. Step 1: A verbal report needs to be made as soon as possible by telephone to: Orange County Adult Protective Services (APS) 800-451-5155 (24-Hour Hotline) Or If it is an emergency situation, dial 911 or the local police department. Step 2: Complete state form SOC 341 form, Report of Suspected Dependent Adult Abuse, and mail or fax within 2 working days to: FAX: 714-704-6161 Social Services Agency/APS P.O. Box 22006 Santa Ana, CA 92702-2006 Step 3: Submit a copy of the written report to the Social Services Manager. For Home Delivered Meal clients, also include a copy of the written report in the client file. Step 4: Social Services Manager to determine if other affected parties (e.g. volunteer department, meal delivery drivers, etc.) need to be notified if there is a potential safety issue. Step 5: Follow-up with the client within 2 weeks after APS referral is made to check on the status of the client. Additional Information Attached find additional information on Identifying and Reporting Elder Abuse and the state form SOC 341, Report of Suspected Dependent Adult Abuse. Rev.3/20 25B-13 Identifying and Reporting Elder Abuse Orange County Adult Protective Services (APS) are directed at preventing or remedying neglect, abuse or exploitation of adults who are unable to protect their own interests because of age or disability. Population Served • Elders - age 65 or older • Dependent adults - physically, mentally, or developmentally disabled 18-64 year olds Contact Information for Reporting If you suspect that an elder or dependent adult is the victim of abuse: • In the community (e.g. in a private home setting), contact APS at 800-451-5155 (24-Hour Hotline). • In a licensed care facility (i.e. nursing home or board and care facility), contact Long - Term Care Ombudsman Service at 714-479-0107. In an emergent situation inform your local police department or dial 911. * The name of the reporting party is confidential. It is not disclosed to the victim, their family, or the alleged abuser. Type of Abuse: Physical Abuse • Beating, slapping, pushing, or kicking • Restrictions on freedom of movement, such as confining the victim in the bedroom • Overmedication • Sexual exploitation • Withholding food or Water Financial Abuse The mismanagement of money or stealing property belongs to the victim. This can include: • Theft (the act of stealing) • Extortion (taking money or property through pressure, threats or intimidation) • Fraud (taking money or property by deception or misrepresentation) Rev. 11.29.15 25B-14 Psychological Abuse Verbal harassment, threats, or other intimidating behavior that results in fear, agitation, confusion, severe depression, or other forms of serious emotional distress. Neglect Failure of a caregiver to provide basic necessities such as adequate food or water, shelter, medical treatment or personal care. Abandonment The desertion or willful forsaking of an elder or dependent adult by anyone having care or custody of that person under circumstances in which a reasonable person would continue to provide care and custody. Abduction The removal from this state and the restraint from returning to this state of any elder or dependent adult who does not have the capacity to consent to this removal. Isolation Actions, which prevent an elder or dependent adult from receiving mail or telephone calls. Falsely telling callers or prospective visitors that the elder or dependent adult does not want contact, if the purpose is to prevent contact with family, friends, or concerned persons. False imprisonment. Physical restraints, which prevent an elder or dependent adult from meeting with others. Self -Neglect An elder or dependent adult is unable to manage his/her personal needs in the areas of health care, food, shelter of finances, or cannot handle the basic activities of daily living. Rev. 11.29.15 25B-15 / Affil. MEra►LS on WHEELS ORANGECOUNTY POLICIES AND PROCEDURES SUBJECT: COVID-19: SOCIAL DISTANCING FOR C1 TAKE HOME MEAL DELIVERY ORIGINAL POLICY DATE: MARCH 12, 2020 POLICY REVISION DATE: DEPARTMENT: SOCIAL SERVICES APPROVED BY: CEO DEPARTMENT DIRECTOR/MANAGER POLICY STATEMENT: Social distancing has a goal of reducing the occasions when large numbers of people come together and are potentially exposed to a virus that is circulating in our community. Social distancing serves to protect the health of vulnerable populations, and ensures that essential public services, such as nutritional programs, are taking steps to protect the public. In response to the COVID-19 epidemic, we are bolstering our preventative and social distancing measures to include the implementation of the following procedures for the C1 Take Home Meals Delivery Program. The implementation of the procedures will be made with the dual goals of protecting the health and safety of all seniors while taking all necessary and deliberative steps to assure continuity and avoid the disruption of nutritional services. 25B-16 *AV NIAIII aI MEALS on WHEELS ORANGE COUNTY Procedures for Social distancing for C1 Take Home Meal Delivery PROCEDURE: 1. Participants must meet the eligibility requirements for Congregate Meals as indicated in the Lunch Caf6 Program Eligibility and Contribution Policy. All eligible individuals will be given the opportunity to make a voluntary contribution for Caf6 Take Home Meals. Appropriate staff make assist in completing the Title III C-1 intake process over the telephone prior to delivery. 2. All food safety rules in handling and packing the meal must be followed. Frozen meals will be held at proper temperature at the site. Meals should be packed in an insulated container to retain temperature. Participants will be encouraged to transport the meal in an ice chest or insulated bag. Upon registration for the program, staff will verify the client has a working refrigerator/freezer and microwave to ensure the client is able to meet food safety rules for handling the meals. Heating instructions will be provided to clients. 3. As feasible based on -site logistics, the frequency of meal deliveries will be reduced to maintain social distancing. Regardless of delivery schedule, clients will continue to receive the same amount of meals for the week as they currently do. 4. Meals will be delivered on a first -come, first -served basis. Nutritional risk scores will not be used to determine priority. 5. Participants receiving a Take Home Meal must signed in on the Sign -In Sheet. Daily Participant Sign -In Sheet procedures will be followed. 6. Once all participants have been served and seconds are available, participants seeking second servings may line up again to receive those servings. The selection of which participants will be offered a second meal when available, will be done on a random basis at the discretion of the site manager or appropriate staff. 7. Meals must be accompanied with instructions for the client to safely transport, store. and consume the meals. 25B-17 8. Drivers, both paid and volunteer, will be provided with single -use gloves to use when handling each meal. They also will be given plastic bags for use with meal delivery and one -gallon sealable bags for glove disposal. 9. When delivering the meals, drivers will be instructed to hand the bag containing the meals on the client's doorknob or in front of the door for the client to take into the home (see item 4 below for modification as needed). They will be directed to knock hard or call out to the client, and step back 6 feet away. When the client answers the door, they will do the wellness check from a distance. (If the client does not answer the door, the drivers will be instructed to follow standard procedures for such situations.) 10. Modification: If a client is unable to take the meals into the home, the drivers will be instructed to place the meals on the client's counter or refrigerator, based on client capability. 11. Volunteer drivers should report any client concerns to HDM Coordinator, Site Manager or appropriate staff. The Care Coordination Supervisor will be notified of any concern that cannot be addressed within their scope of duties. 25B-18 *AV NIAIII aI 00 Affil, MEALS on WHEELS ORANGECOUNTY POLICIES AND PROCEDURES SUBJECT: COVID-19: SOCIAL DISTANCING PROGRAMS FOR THE LUNCH CAFE ORIGINAL POLICY DATE: MARCH 12, 2020 POLICY REVISION DATE: DEPARTMENT: SOCIAL SERVICES APPROVED BY: CEO DEPARTMENT DIRECTOR/MANAGER POLICY STATEMENT: Social distancing has a goal of reducing the occasions when large numbers of people come together and are potentially exposed to a virus that is circulating in our community. Social distancing serves to protect the health of vulnerable populations, and ensures that essential public services, such as nutritional programs, are taking steps to protect the public. In response to the COVID-19 epidemic, we are bolstering our preventative and social distancing measures to include the implementation of the following two programs: Take Home Meals (Frozen) for Social Distancing and Emergency Shelf Stable Meals. The implementation of the programs will be made with the dual goals of protecting the health and safety of all participants while taking all necessary and deliberative steps to assure continuity and avoid the disruption of nutritional services. PROCEDURE: Meals on Wheels OC will be providing frozen meals and/or emergency shelf stable meals to all participants. For all participating sites, participants will be asked to go to their Lunch Cafe site and pick up meals to avoid congregating. Delivery and distribution will be determined per site. Meals must be accompanied with instructions for safe storage, transporting the meals, and consumption of meals. See Procedures for Take Home Meals (Frozen) for Social Distancing and Emergency Shelf Stable Meals for Social Distancing for further procedural instruction Pagel of 5 25B-19 *AV NIAIII aI MEALS on WHEELS ORANGECOUNTY Procedures for Take Home Meals (Frozen) Take Home Meals are frozen meals that can be safely stored in the freezer. Each Take Home Meal includes a frozen entree, chilled milk, and accompanying components. 1. Meals on Wheels OC will be providing frozen meals to participants in response to social distancing for COVID-19. Participants will be asked to go to their Lunch Caf6 site and pick up meals. Meals will be accompanied with instructions on how the participant may safely transport, store, and consume the meals. 2. Participants must meet the eligibility requirements for Lunch Caf6 Meals as indicated in the Lunch Caf6 Program Eligibility and Contribution Policy. All eligible individuals will be given the opportunity to make a voluntary contribution for Take Home Meals. New Participants must complete the Lunch Caf6 intake process. Participants or their surrogates (see below) may be given a flyer informing them of the opportunity to make a voluntary contribution at our website if a voluntary contribution box is not out during the Take Home distribution times. 3. Priority for distribution of meals will go to current registered participants of the Lunch Caf6 Program, followed by current unregistered participants, followed by new participants. If there is no line, then distribution of meals will be given on a first come first serve basis. Nutritional risk scores will not be used to determine priority. 4. Five meals per day per Lunch Caf6 participant may be served as long as no senior is denied a meal. If the demand for Take Home Meals is high on a day when multiple meals per participant will be provided and there are not enough for every participant, the Take Home Meals will be split up and each participant will be given fewer meals (e.g., 3 each instead of 5 each so we can serve more participants). 5. A surrogate may pick up a registered participant's Take Home Meal if they provide the participant's full first and last name and address. A surrogate may pick up an unregistered or new participant's Take Home Meal if they show the participant's driver's license or other identification. 6. Participants receiving a Take Home Meal will be signed on the Sign -In Sheet by the designated site staff/volunteer. Daily Participants Sign -In Sheet procedures will be followed. 7. Once all participants have received the designated number of Take Home Meals and seconds are available, participants seeking second Take Home Meals may Pa,>, of 25B-20 request to receive those servings. Lunch Cafe Program Seconds Servings procedures will be followed. The number of extra meals provided per participant will be at the discretion of the Site Manager and dependent upon availability of extra meals. 8. All food safety rules in handling and packing the meal must be followed. Frozen meals will be held at proper temperature at the site. Meals should be packed in an insulated container to retain temperature. Participants will be encouraged to transport the meal in an ice chest or insulated bag. Upon registration for the program, staff will verify the participant as a working refrigerator/freezer and microwave to ensure the participant is able to meet food safety rules for handling the meals. Heating instructions will be provided to participants. 9. Gloves must be worn when distributing meals to participants and safety protocols followed. 25B-21 *AV NIAIII aI MEALS on WHEELS ORANGECOUNTY Procedures for Emergency (Shelf Stable) Meals for Social Distancing Emergency Meals are shelf -stable meals that can be safely stored at room temperature in the home. One package contains three shelf -stable meals. PROCEDURE: 1. Meals on Wheels OC will be providing Emergency Meals to participants in response to social distancing for COVID-19. Participants will be asked to go to their Lunch Cafe site and pick up meals. Meals will be accompanied with instructions on how the participant may safely store and consume the meals. The shelf life of the Emergency Meal will be indicated directly on the front label. Participants must abide by the shelf life of all Emergency Meals provided within the Lunch Cafe Program. Participants will be provided Emergency Meals, as funding allows. 2. Participants must meet the eligibility requirements for Lunch Cafe Meals as indicated in the Lunch Cafe Program Eligibility and Contribution Policy. All eligible individuals will be given the opportunity to make a voluntary contribution for Emergency Meals. New Participants must complete the Lunch Cafe intake process. Participants or their surrogates (see below) may be given a flyer informing them of the opportunity to make a voluntary contribution at our website if a voluntary contribution box is not out during the Emergency Meal distribution times. 3. Priority for distribution of meals will go to current registered participants of the Lunch Cafe Program, followed by current unregistered participants, followed by new participants. If there is no line, then distribution of meals will be given on a first come first serve basis. Nutritional risk scores will not be used to determine priority. 4. A surrogate may pick up a registered participant's Emergency Meal if they provide the participant's full first and last name and address. A surrogate may pick up an unregistered or new participant's Emergency Meal if they show the participant's driver's license or other identification. 5. Participants receiving an Emergency Meal will be signed on the Sign -In Sheet by the designated site staff/volunteer. Daily Participants Sign -In Sheet procedures will be followed. 6. Once all participants have received an Emergency Meal and seconds are available, participants seeking a second Emergency Meal request to receive Pace 4 of 25B-22 those servings. Lunch Cafe Program Seconds Servings procedures will be followed. The number of extra Emergency Meals provided per participant will be at the discretion of the Site Manager and dependent upon participant's level of need and availability of extra meals. 7. Replenishment of Emergency Meals for Lunch Cafe meal participants will be contingent upon available funding. 8. Emergency Meals will meet the Dietary Guidelines for Americans and provide a full day of the Dietary Reference Intake. Emergency Meals will be approved by Meals on Wheels OC and AAA dietitians and meet the Older Americans Act and CCR Title 22 section 7638.5 meal requirements. 9. Gloves must be worn when distributing meals to participants and safety protocols followed. 25B-23 MEALS EXHIBIT ? Mill an WHEELS ORANGE COUNTY FACE MASK POLICY This policy has been implemented as a proactive measure in an evolving series of data - driven recommendations consistent with Meals on Wheels OC's priorities in response to COVID-19—slowing the spread of the virus, protecting vulnerable populations, and protecting our employees. The below information represents updates to Meals on Wheels OC policies and will remain in place until further notice. Individual departments may implement additional department - specific policies. 1) All employees will be provided with non -medical grade masks and instructed to wear it at the start of their work duties until the end of their shift. Masks will be worn in all service areas, including all settings where individuals and the public are served by employees and volunteers. Masks will also be worn by employees in the Corporate and Social Services office when they are in close proximity to other employees. 2) Employees will receive a mask depending on their specific work area. Employees receiving a reusable cloth mask should ensure they are washed routinely after two uses. Employees are encouraged to keep reusable masks until they are worn out or damaged. This will help maintain an already limited supply. Employees receiving a disposable mask or face shield should properly dispose of it at the end of their shift. 3) Individuals or employees who may be in a service area for extended periods may need to remove their masks at times (e.g., to eat, take medication). Employees should wear masks when in close proximity with other individuals or employees. As stated by the CDC, The primary role is to reduce the release of infectious particles into the air when someone speaks, coughs, or sneezes, including someone who has COVID-19 but feels well. Cloth face coverings are not a substitute for physical distancing and washing hands and staying home when ill, but they may be helpful when combined with these primary interventions. Employees can further reduce their risk of transmitting the disease by following these guidelines: • Wash your hands with soap and water for at least 20 seconds or using hand sanitizer. • Cover your cough or sneeze. • Stay home if you are sick. • Avoid touching your face. • Follow physical distancing guidelines. • Reduce the time you are around others outside of your home, even when practicing physical distancing. 25B-24 MEALS an WHEELS []RANGE COUNTY *:/NIAIll i1 HOW TO PUT ON, USE, TAKE OFF, AND DISPOSE (IF DISPOSABLE) OF A MASK Before putting on a mask, clean hands with alcohol -based hand rub or soap and water. Cover mouth and nose with mask and make sure there are no gaps between your face and the mask. Avoid touching the mask while using it; if you do, clean your hands with alcohol -based hand rub or soap and water. Replace the mask with a new one as soon as it is damp and do not re -use single -use masks. To remove the mask: remove it from behind (do not touch the front of mask); discard immediately in a closed bin; clean hands with alcohol -based hand rub or soap and water. 25B-25 MEALS EXHIBIT ? Mill an WHEELS ORANGE COUNTY FACE MASK POLICY (For Volunteers) April 2020 This policy has been implemented as a proactive measure in an evolving series of data - driven recommendations consistent with Meals on Wheels OC's priorities in response to COVID-19—slowing the spread of the virus, protecting vulnerable populations, and protecting our volunteers. The below information represents updates to Meals on Wheels OC policies and will remain in place until further notice. Individual departments may implement additional department - specific policies. 1) Congregate and HDM Sites will provide volunteers with non -medical grade disposable or cloth masks (as long as there is a supply available) and volunteers will be instructed to wear it at the start of their volunteer duties until the end of their shift. Masks will be worn in all service areas, including all settings (like the Grab & Go Program) where individuals and the public are served by employees and volunteers. Masks will be worn by volunteer drivers that are delivering food to homebound seniors through the Meals on Wheels Program. 2) Volunteers will receive a cloth or disposable mask at the start of their shift, OR they can choose to bring their own reusable cloth mask. However, a reusable cloth mask needs to be washed routinely after two uses. As long as this mask is washed regularly, they can keep a reusable cloth mask until they are worn out or damaged. Volunteers receiving a disposable mask should properly dispose of it at the end of their shift. Disposable masks should be changed after 4 hours of use. 3) Volunteers who may be in a service area for extended periods may need to remove their masks at times (e.g., to eat, take medication). Volunteers should wear masks when in close proximity with other any other volunteers, individuals, participants, or employees. As stated by the CDC, The primary role is to reduce the release of infectious particles into the air when someone speaks, coughs, or sneezes, including someone who has COVID-19 but feels well. Cloth or disposable face coverings are not a substitute for physical distancing and washing hands and staying home when ill, but they may be helpful when combined with these primary interventions. Volunteers can further reduce their risk of transmitting the disease by following these guidelines: • Wash your hands with soap and water for at least 20 seconds or using hand sanitizer, and follow the glove use policy already in place. • Cover your cough or sneeze. • Stay home if you are sick. 25B-26 MEALS an WHEELS ORANGE COUNTY • Avoid touching your face. • Follow physical distancing guidelines. *:/NIAIll i1 • Reduce the time you are around others outside of your home, even when practicing physical distancing. HOW TO PUT ON, USE, TAKE OFF, AND DISPOSE (IF DISPOSABLE) OF A MASK Before putting on a mask, clean hands with alcohol -based hand rub or soap and water. Cover mouth and nose with mask and make sure there are no gaps between your face and the mask. Avoid touching the mask while using it; if you do, clean your hands with alcohol -based hand rub or soap and water. Replace the mask with a new one as soon as it is damp and do not re -use single -use masks. To remove the mask: remove it from behind (do not touch the front of mask); discard immediately in a closed bin; clean hands with alcohol -based hand rub or soap and water. 25B-27 All Alk AM11 M EALS on WHEELS ORANGECOUNTY Glove Use Policy & Procedure C1 Take Home Meal Delivery (For Drivers) Effective March 20, 2020 In response to the COVID-19 epidemic, we are bolstering our preventative and social distancing measures to include the implementation of the following procedures for the C1 Take Home Meal Delivery program. The implementation of these procedures will be made with the dual goals of protecting the health and safety of all seniors and volunteers, while taking all necessary and deliberative steps to assure continuity and avoid the disruption of nutritional services. Meals on Wheels — C1 Take Home Meal Delivery Drivers (volunteer and paid) • Drivers will wear gloves when handling the meals. You will receive one pair of gloves for each stop on your route, and a Ziploc bag for glove disposal. • Meals will be placed in a plastic bag. When delivering the meals, hang the bag containing the Procedure: Don't: meals on the client's doorknob, or put bag on ground in front of the door. Knock hard or call out to the client, and step back 6 feet away. Wait for the client to take the bag, so you can do a wellness check from a distance. If they need assistance, you may take the bag in for them, but avoid touching anything. ✓ Using proper technique for donning gloves, put gloves on only immediately before handling the meal(s) such that no surfaces (e.g., in the driver's vehicle) other than the meals will be touched with gloves. ✓ After delivering the meal(s) use the proper technique for removal gloves and dispose of the used gloves. ✓ Gloves should be changed between each delivery and not worn within the vehicle. x Don't re -use or wash gloves. x Don't substitute gloves for hand hygiene x Avoid touching the outside of the gloves with your bare hands x Don't use gloves if they are damaged or soiled. x Don't touch your face or vehicle when wearing gloves. 25B-28 Utilize this technique for donning and removing gloves. When the hand hygiene indication occurs before a contact requiring glove use, perform hand hygiene by rubbing with an alcohol -based handrub or by washing with soap and water. I. HOW TO DON GLOVES: 1. Takeout a glove from its original box 4. Take the second glove with the bare hand and touch only a restricted surface of glove corresponding to the wrist II. HOW TO REMOVE GLOVES: 1. Pinch one glove at the wrist level to remove it, without touching the skin of the forearm, and peel away from the hand, thus allowing the glove to turn inside out 2. Touch only a restricted surface of the glove corresponding to the wrist (at the top edge of the cuff) 5. To avoid touching the skin of the forearm with the gloved hand, turn the external surface of the glove to be donned on the folded fingers of the gloved hand, thus permitting to glove the second hand l _ i 2. Hold the removed glove in the gloved hand and slide the fingers of the unglo- ved hand inside between the glove and the wrist. Remove the second glove by rolling it down the hand and fold into the first glove 3. Don the first glove 6. Once gloved, hands should not touch anything else that is not defined by indications and conditions for glove use 3. Discard the removed gloves 4. Then, perform hand hygiene by rubbing with an alcohol -based handrub or by washing with soap and water Note: Hand sanitizer maybe omitted if unavailable due tothe national shortage due to the COVID-19 crisis. 25B-29 MEALS on WHEELS ORANGE COUNTY INSTRUCTIONS FOR COOKING/HEATING FROZEN MEALS TRAYS IN CONVENTIONAL OVENS: 1. Preheat oven to 3500 F Do not exceed 3750F 2. Cut or puncture film over each food compartment. 3. Place tray on cookie sheet. 4. Heat on cookie sheet in center of oven, usually 30minutes. 5. Let stand 1 or 2 minutes before serving. 6. DO NOT PLACE IN TOASTER OVEN. 7. DO NOT RE -USE TRAY. CAUTION: Temperatures above 3500 F, failure to preheat oven, and/or failure to use a cookie sheet, may cause damage to plastic tray or oven. Use of toaster oven or reusing plastic tray also causes damage. TRAYS IN MICROWAVE OVEN: 1. Peel back the lid to vent or slit the film in each compartment. 2. Heat frozen meal for 3-5 minutes maximum on high. Note: Heating times will vary based on individual microwaves. 3. Let stand 1 to 2 minutes before removing from microwave oven. 4. Carefully remove tray from oven. Carefully peel film off tray to avoid steam burns. CAUTION: Failure to cut or puncture film and/or allowing to stand 1-2 minutes before removing from microwave oven may cause damage to plastic tray and/or microwave. 25B-30 OC SENIOR NUTRITION PROGRAM COVID -19 (coronavirus) updated services Continuing Essential Services for Seniors 1) How can I continue to get food when my senior center is closed? And, since I am supposed to stay at home, can I have food delivered to me? • Congregate meals which take place at senior centers throughout Orange County will be converted to take-home meals. Seniors age 60 and older can pick-up take-home meals from their local senior center. Please check with the below listed organizations for the most up to date information on locations near you. • If seniors are current clients of the congregate lunch programs at the senior centers and need their food delivered to them instead, they can request this through the same organizations listed below North/Central County cities: MEALS ON WHEELS ORANGE COUNTY 714-220-0224 www.mealsonwheelsoc.= City of Irvine: LAKEVIEW SENIOR CENTER 949-724-6900 www.cityofirvine.org South County Cities: AGEWELL SENIOR SERVICES 949-855-8033 www.agewellseniorservices.org 2) What will happen to my home delivered meals (HDM)? • HDM will continue without interruption. HDM drivers have been trained to maintain a safe distance and will use proper sanitizing practices if frail seniors need assistance with bringing meals inside the home. /s1N.7s1►[tl:Iu111►YKy11.,Wa1.1: 01►1u1:111*1111:1QI.Y11,71I:111&1NL1IW1W t110[1111.>>.U18.Liu901►111►YIt" 111C1)1FATAWICKND"11110. WDIE Specifically, the Office on Aging has: • Implemented contingency plans to convert warm lunches served at senior centers in group settings to frozen take-home meals. • Executed a plan to have take-home meals delivered to seniors' homes if they are unable or unwilling to pick up at the senior center. • Implemented a process that allows take-home lunches from the senior center to be picked up by the seniors' designee. • Ensured home delivered meals will continue without interruption. Deliveries will be less frequent and contain enough food for several days. • Confirmed drivers have been trained to deliver food using safe distances and have been given gloves to use if seniors need food to be brought inside their homes. Any questions? Please call our Information & Assistance Call Center: 1-800-510-2020. 25B-31 M EALS on WHEELS (]RANGE COUNTY Take Home Meals for Precautionary Safety Measures Take Home Meals is part of the C1 Take Home Meal Delivery Take Home Meals are frozen meals that can be safely stored in your freezer. Each Take Home Meal includes a frozen entree, chilled milk, and accompanying components. Meals on Wheels OC is responsible for food safety handling and proper temperature storage until you take possession of the Take Home Meals. At that time, you are responsible for ensuring the chilled and frozen items maintain a safe temperature until eaten. You should transport the Take Home Meals to your home in a timely manner, in an ice chest or thermal bag, so that safe temperatures for chilled and frozen items are maintained. Expiration dates are printed on meal labels and milk cartons, and You must eat the items prior to the expiration dates or use by date. You must have a working refrigerator/freezer and microwave or oven to safely store and heat the meals. If you have any questions, please call Meals on Wheels OC at (714) 823-3294. 25B-32