HomeMy WebLinkAboutItem 05 Springfield Municpal Jail Food Services Contract AGENDA ITEM SUMMARY Meeting Date: 2/1/2016
Meeting Type: Regular Meeting
Staff Contact/Dept.: Tim Doney, Police Chief
Staff Phone No: 726-3729
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Mandate
ITEM TITLE: SPRINGFIELD MUNICIPAL JAIL FOOD SERVICES CONTRACT
ACTION
REQUESTED:
Authorize the City Manager to enter an agreement with Washington State
Correctional Industries to provide Inmate Food Services to the Springfield
Municipal Jail.
ISSUE
STATEMENT:
The City of Springfield must provide calorie sufficient, nutritionally balanced meals
to inmates housed in the Springfield Municipal Jail. The City does not employ its
own kitchen staff and therefore has competitively solicited for said services. The
current contract expired on December 31, 2015, and the City is renewing and
updating the contract with the provider.
ATTACHMENTS: 1. Second Amendment Independent Contractor Agreement
DISCUSSION/
FINANCIAL
IMPACT:
The City must provide meals for persons incarcerated at the Springfield Municipal
Jail. For 2016 the City is renewing a contract with Washington State Correctional
Industries.
The Contractor will provide basic meals including trays, rolls, cookies and drink
mixes per Inmate, per day at an average cost of $5.99. Kosher meals will add
approximately $2.00 per meal and Halal meals will add approximately $1.00 per
meal.
Costs under this contract renewal will increase by 6.5%, not to exceed $218,635,
for basic food services from 2015. Actual costs fluctuate depending upon actual
jail bed occupancy rates, and for 2016 are estimated at approximately $174,000.
Staff recommends that Council authorize the City Manager to sign the Second
Amendment.
SECOND AMENDMENT TO CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT BETWEEN THE CITY OF SPRINGFIELD AND
WASHINGTON STATE CORRECTIONAL INDUSTRIES Contract #1091
January 1, 2016 Parties:
The City of Springfield “City” 225 Fifth Street
Springfield, OR 97477
And Washington State Correctional Industries “Independent Contractor”
The Parties hereby agree that the Independent Contractor Agreement dated December 1, 2013
and First Amendment dated December 1, 2014 between the City of Springfield (City) and Washington State Correctional Industries (Independent Contractor) included herein as
Attachment 1, is hereby amended for the second time as follows:
1. Services to be Provided. Agency agrees to provide services to the City of Springfield as
described in Exhibit A. Meals costs will average $5.99 for basic meal costs including tray means, rolls, cookies and drink mixes per Inmate, per day. Kosher meals will add
approximately $2.00 per meal and Halal meals will add approximately $1.00 per meal.
2. Contract Duration. This agreement shall be in effect from effective date shown above
to December 31, 2016. This Agreement may be extended under the same terms and conditions for up to one (1) one-year period, upon mutual agreement of the parties. In the
event service continues to be provided to City after the initial term or an extension period
expires, this agreement shall continue on a month-to-month basis under the same terms
and conditions unless terminated by either party upon thirty (30) days advance written
notice. EXHIBIT A.
Cost
In the past year the Springfield Jail has received a 4% discount off of list price from AGENCY. The discount has been adjusted in the past based on the Consumer Price
Index (CPI) for the Portland/Salem, Oregon market for food. Accordingly, AGENCY
will be having a list price Increase on the frozen meals due to a rise in the cost of raw
materials, most notably protein products. According to the CPI for the Portland/Salem
area the cost of food has risen 3.6% for the year ending in the first half of 2015. Prices for food away from home increased 4.4% for the year. Therefore, AGENCY proposes a
C1091rev1 Second Amendment WA
State Correctional Industries
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3% discount for the period of January 1, 2016 through December 31, 2016. This is
reflected in the following cost proposal:
Daily Meals (Basis – 3 week Jail Menu)
Portland/Salem CPI
2015 Price 2016 Price
Breakfast Meal $1.75 $1.85 Lunch Meal $1.75 $1.85 Dinner Meal $1.91 $2.02
Roll $0.14 $0.15
Dessert $0.24 $0.25
Condiments $0.06 $0.06 Sub Total $5.85 $6.18
Discount 4% $5.62 3% $5.99
Meal Delivery Meal delivery to the Springfield Municipal Jail will occur weekly, on Friday, unless affected by
holiday in which INDEPENDENT CONTRACTOR and Springfield Municipal Jail will agree on
alternate delivery date. As product is unloaded, Springfield Municipal Jail representative will
verify delivered product for accuracy. Upon completion of delivery, a Springfield Municipal Jail representative will sign the Signed Receiver Document and the delivery process is complete.
Except as amended herein, all other terms and conditions of the Independent Contractor Agreement between Parties dated December 1, 2014 will remain in full force and effect.
CITY OF SPRINGFIELD INDEPENDENT CONTRACTOR
Name:________________________ Name:________________________
Title: _________________________ Title: _________________________
Date: _________________________ Date: _________________________
C1091rev1 Second Amendment WA
State Correctional Industries
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