title
Approve a contract with Aramark Correctional Services, LLC. to provide on-site food service management at the Solano County Juvenile Detention Facility, for an amount not to exceed $200,000 for the term of November 18, 2020 through June 30, 2021; Delegate authority to the County Administrator pending County Counsel concurrence and upon approval of the California Department of Education to execute the contract, and any future amendments including changes to terms and conditions, scope of services, and modifications to contract limits up to 20% of the total contract amount not to exceed $75,000
body
Published Notice Required? Yes_____ No__X__
Public Hearing Required? Yes_____ No__X__
DEPARTMENTAL RECOMMENDATION:
The Chief of Probation recommends that the Board of Supervisors:
1. Approve a contract with Aramark Correctional Services, LLC. to provide on-site food service management at the Solano County Juvenile Detention Facility, for an amount not to exceed $200,000 for the term of November 18, 2020 through June 30, 2021; and
2. Delegate authority to the County Administrator pending County Counsel concurrence to execute the contract, and any future amendments including changes to terms and conditions, scope of services, and modifications to contract limits up to 20% of the total contract amount not to exceed $75,000.
SUMMARY/DISCUSSION:
The Department issued a competitive Request for Proposals (RFP) in January 2017 to solicit bids for food service management and oversight at the Juvenile Detention Facility for the period of October 1, 2017 through June 30, 2018. After careful consideration of the bid criteria, and taking into account the bidders’ qualifications as determined by the information provided by the proposals received, as well as the overall price and value to the County, the Department determined that Aramark Correctional Services was the most responsive bidder to provide these services. The contract was later amended to extend the period through June 30, 2019, and amended again to extend the period through June 30, 2020.
On June 23, 2020, the County’s Board of Supervisors and the California Department of Education (CDE) approved the 3rd Contract Amendment to extend the current fixed-price contract term for additional 12 months; however, because of unanticipated fluctuations in the number of youth detained at the Juvenile Detention Facility, combined with increases in labor and food costs, the current contract’s pricing terms required a renegotiation and an economic price modification to change from a flat rate of $3.906 per meal for up to 50 youths to a sliding-scale price contract in order to keep running the food service operations with no interruption. Sliding scale prices under the new contract range from $6.25 per meal for 20-25 youths to $4.00 for 76-100 youths.
Currently, the Department participates in the National School Lunch and Breakfast Programs (NSLP) which are federally funded programs that assist schools and other agencies in providing nutritious meals to children, and offer financial assistance to sponsored agencies, on a meal reimbursement basis, to help reduce lunch and breakfast program costs. The United States Department of Agriculture (USDA) is responsible for overseeing the program nationally. In California, the program is administered by CDE, Nutrition Services Division, who reviews and approves the contract and/or the contract amendment process and other topics relevant to the food service operations and contracting requirements.
Department of Agriculture Regulations set forth in Title 7, Code of Federal Regulations (7 CFR Section 3016.36[g][2][v]) indicate that modifications that change the scope of the contract, or increases the price of the contract by more than the applicable federal, state, or local small purchase threshold due to events beyond the control of the parties will require the County to rebid the Contract. To implement the renegotiated sliding-price contract modification and keep funding, at the determination of the CDE, the County qualified for a non-competitive emergency solicitation which required the County to obtain price quotes from at least two vendors. The Department received two quotes and after careful analysis, the Department determined that Aramark Correctional Services was the lowest-priced, most responsive bidder to provide these services. The Department is planning to issue a full Request for Proposals for these services for the fiscal year FY2021/22.
FINANCIAL IMPACT:
The maximum amount for the contract is $200,000 and is included in the FY2020/21 Probation Department Adopted Budget. There is no additional impact to the County General Fund.
ALTERNATIVES:
The Board of Supervisors could choose:
1. Not to award the contract to Aramark Correctional Services, LLC. which implements the renegotiated sliding-scale pricing provisions. This action is not recommended since non- compliance with Title 7 CFR regulations will prevent continuity in funding from the National School Lunch Program.
2. Not to delegate signing authority to the County Administrator to execute the standard contract and amendments that remain within budget appropriations. This action is not recommended since it would reduce flexibility and timeliness in completing the scope of work.
OTHER AGENCY INVOLVEMENT:
The California Department of Education reviewed and approved the new contract and concurs with Department’s recommendation. County Counsel has reviewed and approved the contract for legal sufficiency.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION