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Home My WebLink About25C - INMATE FOODREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 4, 2008 TITLE: AMENDMENT TO AGREEMENT WITH ARAMARK CORRECTIONAL SERVICES, INC. FOR INMATE FOOD SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1S` Reading ^ Ordinance on 2nd Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached amendment to the agreement with Aramark Correctional Services, Inc. to provide inmate food services, towel laundry service for the Police Administration facility, and catering service for various City events in an amount not to exceed $1,118,830 for a one-year term, subject to non- substantive changes approved by the City Manager and City Attorney. DISCUSSION On January 16, 2007, Council approved a three-year agreement with two, one- year renewal options with Aramark Correctional Services, Inc. to provide inmate food services at the Santa Ana Jail. Aramark Correctional Services, Inc. also provides catering services for various City meetings and events. On September 4, 2007, Council approved an amendment to the agreement with Aramark Correctional Services, Inc. to include weekly towel laundry service for the Police Department's Bruce R. Carlson Fitness Center and locker rooms. Aramark Correctional Services, Inc. has performed satisfactorily during the first year and staff recommends executing this amendment for another one- year term. During the second year of the agreement, the per meal price will increase from $1.95 to $2.034, based on the CPI, All Urban Consumers, U.S. City Average, Food Away From Home Index. The amendment also includes towel laundry service and catering services for various City departments. 25C-1 Agreement for Inmate Food Services February 4, 2008 Page 2 FISCAL IMPACT Funds are available in the Police Department's Jail Services fund for inmate food services (account no. 11-349-6291), Building & Facilities fund (account no. 11-350-6291) for the towel laundry service, and various departmental Operating Materials & Supplies accounts (object code 6391) for the catering services. APPROVED AS TO FUNDS AND ACCOUNTS: Paul M. Walters Chief of Police Police Department Francisco Gutierrez ~~ Executive Director 'r X Finance & Mgmt. Services Agency 25C-2 SECOND AMENDMENT TO AGREEMENT THIS AMENDMENT TO AGREEMENT made and entered into this 4`h day of February, 2008 by and between ARAMARK CORPORATION, a Delaware corporation (hereinafter "ARAMARK"), 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 (hereinafter "City"). RECITALS A. The Parties entered into that certain Inmate Food Service Agreement A-2007- 015, dated January 16, 2007 (hereinafter "said Agreement"), by which ARAMARK provides food service for the Santa Ana City Jail Facility and towel service for the Police Facility gym/weight room. B. City and Aramark wish to amend the "Price per meal" in accordance with the terms of said Agreement and to increase the compensation to pay the increased per meal price during the term from February 1, 2008 through January 31, 2009. C. Aramark provides catering services for various City events throughout the year. The Parties desire to amend said Agreement to provide for such catering services on an as- requestedbasis. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the following: a. ARAMARK shall perform inmate meal preparation and operate the Code-7 Cafe, as those services are set forth in the CITY's Request for Proposals (RFP #06-151) and ARAMARK's Technical Proposal for Food Service Management dated November 1, 2006, collectively, as described in Exhibit A to said Agreement, and the details of which are on file at the Santa Ana Detention Facility in the care of the Jail Administrator, and incorporated by reference to this Agreement. ARAMARK shall be responsible for: • All expenses specified in the Request for Proposal, including laundry, uniforms, insurance, long distance telephone, computer for ARAMARK's use, office supplies, postage, food products, taxes and licenses, employment advertising expenses, small wares replacements and maintenance of equipment. • ARAMARK will provide the managerial and administrative expertise to operate the Food Service Program. 25C-3 • ARAMARK will be responsible for all management functions including purchasing, accounting, employee supervision, technical assistance and planning. • ARAMARK will own the food and supplies inventory. CITY shall be responsible for: • Providing adequate heat, light, ventilation and other utilities; • Local business telephone service; • Extermination services and removal of trash and garbage from the Facility trash removal containers; • General maintenance to the building structure, including gas, water, sewer, ventilation, lighting, air conditioning, refrigeration, duct work, floor coverings, wall and ceiling surfaces; • Provision of adequate preparation, storage, serving and holding equipment and utensils, including maintenance for same; • Security, control and limitation of inmate movement in, to and from the food service area, including physical security of employees, suppliers, and other authorized visitors. b. ARAMARK shall launder all dirty towels generated by the City's use of the Police Facility gym/weight room. Said laundry service shall be supervised and provided by ARAMARK employees on a daily basis. City shall collect the used towels and deliver them to the laundry facility where an ARAMARK supervisor shall inspect each towel to determine that no contraband has been included in the soiled towel basket. ARAMARK shall launder, fold and deliver all towels to the Police Facility Weight Room. City shall replace towels as they become worn. c. ARAMARK shall provide catering services for City meetings and events upon the written request of the City Manager or his designated representative. Each such catering request shall be in writing and shall describe the services to be provided and the compensation for those services. 2. Section 2, COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. CITY agrees to pay, and ARAMARK agrees to accept as total payment for its services as follows: 1) For each Prime Option inmate meal served pursuant to this Agreement from February 1, 2008 through January 31, 2009, a per meal cost of $2.034. 2) For towel laundry as described in Section 1, above, a weekly charge of $380.00. Compensation for services provided by ARAMARK during the February 1, 2008 through January 31, 2009 term shall not exceed $1,069,070 for inmate food service, $19,760 for towel laundry service and $30,000 for catering services. Total compensation available for ARAMARK services shall not exceed $1,118,830.00 during the term." 25C-4 b. ARAMARK shall submit to the CITY on the first day of every week, for the preceding week, an invoice for inmate meals ordered or served whichever is greater, and Fresh Favorites meals ordered by inmates. The statements will reflect the preceding week's food services detailing the exact number of meals served on a daily basis as follows: 1. Actual number of adult inmate meals 2. Meals provided through the "Fresh Favorites" program 3. Any additional food or beverage services, as required 4. Staff Cafe sales report. The invoice shall include: 5. Weekly towel service 6. Catering service fees Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing services provided, subject to City accounting procedures. Payment shall be sent to: ARAMARK Correctional Services, Inc. P.O. Box 406019 Atlanta, Georgia 30384-6019 3. Except as herein amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment to Agreement the date and year first above written. ATTEST: PATRICIA E. HEALY Clerk of the Council CITY OF SANTA ANA DAVID N. REAM City Manager APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney ARAMARK (NAME) (Title) 25C-5 EXHIBIT A ARAMARK shall provide inmate food service for the Santa Ana Detention Facility as set forth in City's Request for Proposals #06-151, and ARAMARK's Proposal dated November 1, 2006. ARAMARK shall serve three meals to meet the nutritional standards including the American Correctional Association, National Commission on Correctional Health Care, Recommended Dietary Allowances, as set forth in Section 5 of ARAMARK's Proposal. ARAMARK may utilize the City's Detention Facility kitchen to prepare meals to be sold to other institutions. ARAMARK shall obtain the written approval of the Chief of Police prior to commencing meal preparation for any outside facility. ARAMARK will reimburse City $0.05 per meal sold to any such outside facility, as set forth in section S.Q. of ARAMARK's Proposal. ARAMARK will provide food service for the City's Code-7 Cafe located in the Santa Ana Police Department Administration Facility, with the objective of creating a high quality, inexpensive food service experience for the employees and potential visitors of the Police Department, as set forth in section 6 of ARAMARK's Proposal. ARAMARK will provide a Fresh Favorites program, allowing inmates of the Santa Ana Detention Facility to purchase a designated menu selection, a minimum of once per week. ARAMARK will fill the orders and deliver them to the inmates on the day(s) of the week agreed between ARAMARK and City. Payment for each individual Fresh Favorites order will be deducted from the individual inmate's account in the Inmate Welfare Fund. ARAMARK will remit to City atwenty-five percent (25%) commission on the total Fresh Favorites net sales each month. City will be responsible for deducting the cost of the Fresh Favorites meals from the inmate's accounts. The City shall permit ARAMARK to verify that any inmate ordering Fresh Favorites has sufficient funds in his account to cover the Fresh Favorites purchase. 25C-6