Title
a. Ratify the execution by the County Purchasing Officer or his designee, of agreements with local food vendors to support older adult residents to shelter-in-place during the COVID-19 Pandemic by providing home delivered meals under the Great Plates Delivered and AAA CARES Program in the total cumulative amount of $4,610,495 for the period June 30, 2020 through March 8, 2021; and
b. Authorize the Contracts/Purchasing Officer or his designee to execute amendments to the Agreements in an amount not to exceed 10% of the aggregate total of each agreement and does not significantly change the scope of the agreement during the course of the Pandemic.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Ratify the execution by the County Purchasing Officer or his designee, of agreements with local food vendors to support older adult residents to shelter-in-place during the COVID-19 Pandemic by providing home delivered meals under the Great Plates Delivered and AAA CARES Program in the total cumulative amount of $4,610,495 for the period June 30, 2020 through March 8, 2021; and
b. Authorize the Contracts/Purchasing Officer or his designee to execute amendments to the Agreements in an amount not to exceed 10% of the aggregate total of each agreement and does not significantly change the scope of the agreement during the course of the Pandemic.
SUMMARY/DISCUSSION:
The Great Plates Delivered (GPD) Program is a statewide effort launched by the Governor on April 24, 2020 to support adults 60 years of age and older who are at high-risk from COVID-19, enabling them to shelter in place by delivering three (3) nutritious meals per day. It also provides essential economic stimulus to local businesses and workers by contracting with local restaurants and food providers for the meals. The program targets those individuals who do not qualify for other assistance due to their income level. The restaurants expressed interest through the State’s Great Plates Delivered website and Monterey County administers the program through the Department of Social Services Area Agency on Aging. The County is one of 28 counties and cities participating in the program throughout the state. Funding is provided through the Federal Emergency Management Agency (FEMA) and is currently serving 296 participants. Additionally, the eligibility was expanded to approximately 80 participants who did not qualify for the Great Plates Program financed with the CARES Act funding through December 30, 2020.
Due to the quick implementation timeframe and the urgency of the need, agreements were executed with local providers through Contracts/Purchasing Department. While the majority of these agreements were initially under the $100,000 threshold for requiring Board approval, the execution of subsequent amendments has brought the cumulative total to $4,610,495. Attachment A lists the vendors, the original contract amounts, the amounts added through subsequent amendments, and the overall cumulative total.
The Great Plates Delivered Program has been extended on a month-to-month basis and is currently authorized through March 8, 2021. The CARES Senior Meal Program ended on December 30, 2020 due to the CARES Act Funding had expired. All existing agreements contain language allowing termination should the Great Plates Delivered Program not be extended. Approving the executed agreements and associated amendments and authorizing the Contracts/Purchasing Officer or his designee to execute future amendments in response to the Pandemic will ensure continuity of these vital services to vulnerable county residents.
On February 9, 2021, the Board of Supervisor’s did approve extending the GPD and to start back up the CARES Senior Meal Program through June 30, 2021 provided FEMA is continuing to support the GPD Program. These amendments are in progress and staff will return back to the Board at a later date as needed. The Department requests ratification of the executed agreements and associated amendments through March 8, 2021 by the Contracts/Purchasing Officer.
OTHER AGENCY INVOLVEMENT:
The agreements has been reviewed and approved by the Auditor Controller and by Contract/Purchasing. County Counsel has reviewed the agreements as to form.
FINANCING:
|
Description |
Timeframe |
Total Expenditures |
FEMA 75% |
State 18.75% |
County 6.25% (CARES) |
County 6.25% |
|
GPD |
6/1-12/30/20 |
$2,828,627 |
$2,121,470 |
$530,368 |
$176,789 |
|
|
GPD |
12/31-3/8/21 |
$1,466,353 |
$1,099,764.75 |
$274,941.19 |
|
$91,647.06 |
|
CARES |
9/28-12/30/20 |
$315,515 |
|
|
$315,515 |
|
|
Total |
|
$4,610,495 |
$3,221,234.75 |
$805,309.19 |
$429,304 |
$91,647.06 |
The Great Plates Delivered meal program’s estimated reimbursement for eligible costs is 75% Federal(FEMA), 18.75% State, and 6.25% County Share. The CARES Meal program is not eligible for FEMA reimbursement and is 100% county funded. The total estimated costs is $4,610,495.
The total estimated reimbursement by FEMA $3,221,234.75 and State is $805,309.19, however, it cannot be guaranteed on how much we will receive or when it will arrive. There are sufficient appropriations and revenues in the OES unit 1050-CAO005-8056 FY 2020-21 Adopted Budget.
There is no additional County General Fund requested.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
These agreements correlate with the Economic Development and Health & Human Services Strategic Initiatives approved by the Board of Supervisors, by supporting local businesses and workers impacted by the Pandemic as well as by providing vital services to vulnerable county residents, allowing them to meet their nutritional needs while sheltering-in-place.
Mark a check to the related Board of Supervisors Strategic Initiatives
X Economic Development
__ Administration
X Health & Human Services
__ Infrastructure
__ Public Safety
Prepared by: Becky Cromer, Interim Finance Director, x4404
Approved by: Lori A. Medina, Director x4430
Attachments:
Attachment A - Contract Summary
Coastal Cuisine Agreement plus 4 amendments
Denny’s Marina Agreement plus 4 amendments
Linda’s Taqueria Agreement plus 1 amendment
Main Street Bakery Agreement plus 4 amendments
Mezzaluna Agreement plus 3 amendments
Monterey Coast Brewing Agreement plus 4 amendments
Norma’s Agreement plus 2 amendments
Pasta Mia Agreement plus 4 amendments
Stevie’s Agreement plus 4 amendments
The Cork and Plough Agreement plus 1 amendment