allegany · whereas, governor pataki committed to a ten to twelve year construction program to...

Board of Legislators County Office Building, Room 201 7 Court Street Belmont, New York 14813 Phone: 585-268-9222

2017 REGULAR SESSION

Allegany County Legislative Meeting Monday, October 23, 2017 - 2:00 p.m.

Legislative Chambers - Belmont, New York

NOTICE IS HEREBY GIVEN, that in accordance with the Board Rules of the Allegany County Board of Legislators, the second regular scheduled monthly meeting of the Board will be held on Monday, October 23, 2017, at 2:00 p.m. in the Legislative Chambers, County Office Building, 7 Court Street, Belmont, New York 14813.

PROPOSED RESOLUTIONS

BOARD MEETING z October 23. 2017

INTRO. NO. TITLE PAGE NO.

199 - 17 ADOPTION OF LOCAL LAW INTRO. NO. 2-2017, PRINT NO.1, TO PROVIDE INCREASES IN THE COMPENSATION OF CERTAIN COUNTY OFFICERS 1

200 - 17 SETTING DATE OF A PUBLIC HEARING ON 2018 COUNTY TENTATIVE BUDGET AND PROVIDING CONTENTS OF SUCH NOTICE 2

201 - 17 RESOLUTION URGING THE NEW YORK STATE CONGRESSIONAL DELEGATION TO PRESERVE THE FEDERAL INCOME TAX DEDUCTION FOR STATE AND LOCAL TAXES 3

202 - 17 RESOLUTION URGING GOVERNOR CUOMO AND THE NEW YORK STATE LEGISLATURE TO ADVANCE FUNDING AND EXPEDITE COMPLETION OF THE "DANIEL PATRICK MOYNIHAN" INTERSTATE 86 PROJECTS IN BROOME, DELAWARE, SULLIVAN, AND ORANGE COUNTIES 4

203 - 17 ACCEPTANCE OF GRANT FUNDING FROM ACCORD CORPORATION FOR THE ALLEGANY COUNTY PROBATION DEPARTMENT 6

Allegany OC0UNTY

New York

204-17 ACCEPTANCE AND APPROPRIATION OF COLA FUNDS FOR THE FAMILY PLANNING PROGRAM IN THE ALLEGANY COUNTY HEALTH DEPARTMENT 10

a

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j Board Meeting Notice & Proposed Resolutions j October 23, 2017

of 2

205 - 17 BUDGET ADJUSTMENTS WITHIN COMMUNITY SERVICES' ACCOUNTS DUE TO AN INCREASE IN STATE FUNDING FROM THE NEW YORK STATE OFFICE OF ALCOHOLISM AND SUBSTANCE ABUSE SERVICES 12

206 - 17 BUDGET TRANSFERS WITHIN OFFICE FOR THE AGING ACCOUNTS 15

207 - 17 BUDGET TRANSFER WITHIN PROBATION DEPARTMENT ACCOUNTS 17

208 - 17 BUDGET TRANSFER WITHIN PUBLIC WORKS DEPARTMENT ACCOUNTS 19

209 - 17 ACCEPTANCE OF BID FROM KVR SERVICES FOR OFFICE FOR THE AGING NUTRITION PROGRAM (HOME DELIVERED MEALS AND CONGREGATE MEALS); AUTHORIZING ALLEGANY COUNTY OFFICE FOR THE AGING DIRECTOR TO SIGN SUCH AGREEMENT 21

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Intro. No. 199-17 RESOLUTION NO Page 1_ of 1 pages

County Attorney Tj+y

ADOPTION OF LOCAL LAW INTRO. NO. 2-2017, PRINT NO.1, TO PROVIDE INCREASES IN THE COMPENSATION OF CERTAIN COUNTY OFFICERS

Offered by: Ways & Means Committee

RESOLVED:

1. That proposed Local Law, Intro. No. 2-2017, Print No. 1, is adopted without any change in language, to wit:

A LOCAL LAW TO PROVIDE INCREASES IN THE COMPENSATION OF CERTAIN COUNTY OFFICERS

BE IT ENACTED by the Board of Legislators of the County of Allegany, State of New York, as follows:

Section 1. Commencing January 1, 2018, the annual salary of the incumbents of the following County offices shall be as follows:

County Clerk - $74,154 Employment & Training Director - $65,692 Personnel Officer - $73,540 Public Health Director - $81,358 Public Works Superintendent - $90,512 Real Property Tax Director - $72,296 Sheriff - $75,803 Social Services Commissioner - $84,220.

Section 2. This local law shall take effect on the date of its filing with the Secretary of State.

I, Brenda Rigby Riehle, Clerk of the Board of Legislators of the County of Allegany, State of New York, do hereby certify that the foregoing constitutes a correct copy of the original on file in my office and the whole thereof of a resolution passed by said

Board on the day of , 20 .

COUNTY OF ALLEGANY

Intro. No. 2-2017 Print No. 1

Dated at Belmont, New York, this day of 20 Clerk, Board of Legislators, Allegany County

Moved by Seconded by VOTE: Ayes Noes Absent Voice

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Intro. No. 200-17 RESOLUTION NO Page _J of 1 pages

County Attorney

SETTING DATE OF A PUBLIC HEARING ON 2018 COUNTY TENTATIVE BUDGET AND PROVIDING CONTENTS OF SUCH NOTICE


WHEREAS, the 2018 County Tentative Budget has been presented to this Board together with a copy of the proposed appropriation resolution, and

WHEREAS, it is necessary to hold a public hearing on the Budget before any further action can be taken on the Budget and on the appropriation resolution, and

WHEREAS, it is necessary to provide notice to the public of such public hearing and to also include in such notice or in a separate notice published in the same manner and at the same time as such notice of public hearing, a statement of the maximum salary that may be fixed and payable during the year 2018 to the members of the County Board of Legislators and to its officers, now, therefore, be it

RESOLVED:

1. That a public hearing on the 2018 County Tentative Budget shall be held in the Legislative Chambers, Room 221, at the County Office Building, 7 Court Street, Belmont, New York, at 7:00 p.m. on November 9, 2017.

2. That the notice of public hearing shall include a statement that the 2018 maximum salary for members of the Board of Legislators and the maximum salary that may be fixed and payable during said fiscal year 2018 to the Majority Leader, Minority Leader and Board Chairman, are as follows:

Members of the Board of Legislators $8,500. annual Chairman of the Board of Legislators $8,500. annual Majority Leader of Board $300. annual Minority Leader of Board $300. annual



Dated at Belmont, New York, this day of ,20. Clerk, Board of Legislators, Allegany County

Moved by Seconded by VOTE: Ayes Noes Absent Voice.

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Intro. No. 201-17 RESOLUTION NO. _ Page _J of 1 pages

County Attorney

RESOLUTION URGING THE NEW YORK STATE CONGRESSIONAL DELEGATION TO PRESERVE THE FEDERAL INCOME TAX DEDUCTION FOR

STATE AND LOCAL TAXES


WHEREAS, Congress is giving serious consideration to eliminating the federal income tax deduction for state and local taxes;

WHEREAS, this deduction, which has been in place for more than 100 years, is heavily utilized by residents of our community and our state;

WHEREAS, the State and Local Tax (SALT) deduction is a fundamental principle of federalism and without it our residents would be faced with double taxation as they would be forced to pay federal income taxes on the taxes they pay to state and local governments;

WHEREAS, this federal cost shift onto local governments would place extreme pressure on municipal budgets, including diminished revenue for essential local government investments, including public safety and public infrastructure; and

WHEREAS, increased federal taxation and reduced municipal services will harm our local housing market, decrease home values, and erode our local tax base; now, therefore, be it

RESOLVED:

1. That the Allegany County Board of Legislators expresses its strong opposition to any tax reform proposal that would eliminate the State and Local Tax (SALT) Deduction and urges U.S. Congressional Representative Tom Reed, Senator Charles Schumer, and Senator Kristen Gillibrand to join us in publicly opposing any such proposal, and be it

2. That the Clerk of this Board is hereby authorized and directed to communicate the concerns of Allegany County by transmitting certified copies of this resolution to President Donald. J. Trump, United States Senate Majority Leader Mitch McConnell, United States Senate Minority Leader Charles Schumer, United States House of Representatives Speaker Paul Ryan, United States House of Representatives Minority Leader Nancy Pelosi, and the National Association of Counties.



Dated at Belmont, New York, this day of , 20 Clerk, Board of Legislators, Allegany County


Intro. No. 202-17 RESOLUTION NO. 4

Page J of 2 pages

County Attorney 77*-%

RESOLUTION URGING GOVERNOR CUOMO AND THE NEW YORK STATE LEGISLATURE TO ADVANCE FUNDING AND EXPEDITE COMPLETION OF THE

"DANIEL PATRICK MOYNIHAN" INTERSTATE 86 PROJECTS IN BROOME, DELAWARE, SULLIVAN, AND ORANGE COUNTIES


WHEREAS, Governor Pataki committed to a ten to twelve year construction program to complete the Route 17 conversion to Interstate 86 ("I-86") beginning with the first designation (177 miles Chemung County West to Pennsylvania) on December 3,1999; and

WHEREAS, the designation of New York State Route 17 to I-86 provides a superhighway with connection to every Interstate Highway located within New York State and Interstate Highways leading into Pennsylvania; and

WHEREAS, the upgrade and designation of Route 17 as I-86 will make the region more competitive and able to attract substantial growth in business, industry, and tourism as well as improve the safety of the traveling public; and

WHEREAS, the New York I-86 Economic Development Benefit Study, issued in January, 2000, which was widely accepted and quoted at all levels of government, called for an aggressive eight-year construction period that would result in a $3.2 billion direct economic benefit to communities along the I-86 Highway Corridor once the conversion has been completed; and

WHEREAS, with proper funding and resources (Fast Track/Design Build) for the remaining projects in Broome, Delaware, Sullivan, and Orange Counties, the conversion of Route 17 to I-86 could be completed many years sooner than on the present schedule providing vast economic benefits to the Hudson Valley, Southern Tier, and Western New York regions and would yield significant economic benefits for the nation by facilitating national freight flows, reducing travel times, improving safety, enhancing access to markets, creating new jobs and greater value added activity; and

WHEREAS, due to the lack of funding, the current Administration has been unable to commit to a timetable for completing the conversion of Route 17 to Interstate I-86; and

WHEREAS, additional funding for state infrastructure projects, specifically the modernization of roads and bridges, may be forth coming from the Federal Government; and

WHEREAS, the primary economic development agencies in Orange and Sullivan Counties have formed a Coalition to promote the widening of Route 17 to six lanes over the 47 miles between Harriman and Monticello; now therefore, be it

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Intro. No. 202-17 Page _2 of 2 pages

RESOLVED:

1. That the Allegany County Board of Legislators does hereby request Governor Andrew Cuomo and the New York State Legislature to advance funding (Fast Track/Design Build) to expedite completion of the projects in Broome, Delaware, Sullivan, and Orange Counties on New York State Route 17 so that the same may be converted to I-86; and, be it further

2. That the Clerk of this Board is hereby authorized and directed to forward certified copies of this resolution to Governor Andrew Cuomo, Honorable John Flanagan, Honorable Carl Heastie, Honorable Christopher Friend, Honorable Thomas O'Mara, Honorable David Gantt, Honorable Catharine Young, Honorable Fred Ashkar, Honorable David Carlucci, Honorable John Bonacic, Honorable William Larkin, Honorable Joseph Giglio, Honorable Kenneth Zebrowski, Honorable Philip Palmesano, Honorable Karl Brabenec, Honorable Donna Lupardo, Honorable Aileen Gunther, Honorable Andy Goodell, Honorable Thomas Santulli, Inter-county Association of Western New York, New York State Association of Counties, Schuyler County, and the I-86 Corridor Counties (Cattaraugus, Chautauqua, Steuben, Tioga, Broome, Delaware, Sullivan, Orange).





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Intro. No. 203-17 RESOLUTION NO Page _J of 1 pages County Attorney T/v,

ACCEPTANCE OF GRANT FUNDING FROM ACCORD CORPORATION FOR THE ALLEGANY COUNTY PROBATION DEPARTMENT

Offered by: Public Safety and Ways & Means Committees

RESOLVED:

1. That the sum of $10,000 through ACCORD from the New York State Office for the Prevention of Domestic Violence Risk Reduction Enhanced Response Pilot Program, is accepted.





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MEMORANDUM OF EXPLANATION

Intro. No. (Clerk's Use Only)

COMMITTEE: Public Safety DATE: September 25,2017

A request is being made for a resolution approving the Allegany County Probation Department to accept grant funding from the ACCORD Corporation. The grant funding originates from the New York State Office for the Prevention of Domestic Violence Risk Reduction Enhanced Response Pilot Program.

The scope of work which this Department is responsible for under this grant is pre-trial supervision and monitoring of domestic violence offenders.

The grant amount is $10,000.00 total and the period of the grant is October 1,2017-September 30,2019. No additional staff will be needed to meet the obligations of this grant proposal.

I request that the Director of Probation be authorized to execute and deliver any and all documents necessary to complete the Memorandum of Understanding between the ACCORD Corporation and the Allegany County Probation Department in order to accept the grant funding.

A new Revenue Account may have to be produced as A.3140 1580.06 currently is funded through September 30,2017 from a previous ACCORD grant for our work with sex offenders.

FISCAL IMPACT: Appropriations Account No.: A3140.101 (Personnel)-$5,000.00 per year Revenue Account No.: ?-$5,000.00 per year

For further information regarding this matter, contact:

x9375 at work 585-593-6506 at home Robert P. Starks, Director of Probation

Memorandum of Understanding between

ACCORD Corporation and

Allegany County Probation Department For Application Specific To

New York State Office for the Prevention of Domestic Violence Risk Reduction Enhanced Response Pilot Program

ATTACHMENT A

SCOPE OF WORK

Allegany County's Enhanced Community Response Pilot Project will expand collaborative activities and services to increase batterer accountability to mitigate the danger faced by victims in high risk cases, specifically enhanced services to victims, pre-trial supervision and monitoring of domestic violence offenders, and delivery of Family Court Orders of Protection.

Allegany County Community Opportunities and Rural Development Inc. (ACCORD), the county's designated domestic violence services provider, will employ a full time project coordinator to develop and facilitate a domestic violence high-risk multidisciplinary team with support by partners included in this application: the Allegany County District Attorney's Office, the Allegany County Sheriff's Office, the Allegany County Probation Department, and Cattaraugus Community Action Inc., the county's sexual assault services provider. The team will develop policies and protocols including individualized intervention plans, data tracking and evaluation methods for domestic violence cases, enhance communication among service providers and conduct regular evaluation of project activities.

Specifically, the Allegany County Probation Department is a current active member of Allegany County's DVRT. The Probation Department will assign a Probation Officer to participate in all necessary trainings, monthly Domestic Violence High Risk Team meetings, general planning meetings and ongoing necessary communication, will assist in the development and approval of the Allegany County Domestic Violence Community Response Protocol and will provide case information and outcome data to the project partners. The Probation Department will provide pre-trial monitoring and supervision of domestic violence offenders.

Page 1 of 1

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Memorandum of Understanding between

ACCORD Corporation and

Allegany County Probation Department For Application Specific To

New York State Office for the Prevention of Domestic Violence Risk Reduction Enhanced Response Pilot Program

ATTACHMENT B

BUDGET

The Allegany County Probation Department will receive $10,000 for the period October 1, 2017-September 30, 2019, for services performed as outlined and agreed upon in the Memorandum of Understanding and Attachment A.

The Allegany County Probation Department agrees to provide $21,864 in kind for office space for the period October 1, 2017- September 30, 2019.

PAYMENT ARRANGEMENTS

ACCORD will provide payment to the Allegany County Probation Department. The total amount will be recorded and paid in monthly installments, subject to the availability of funds from the New York State Office for the Prevention of Domestic Violence. Payment will be mailed to The Allegany County Probation Department, 7 Court Street, Room 32, Belmont, NY 14813. Questions regarding payments can be directed to Belinda Knight, Community Operations Division Director, (585) 268-7605 extension 1340 or by emailing bknight(5>accordcor.org.

Page 1 of 1

10


County Attorney

ACCEPTANCE AND APPROPRIATION OF COLA FUNDS FOR THE FAMILY PLANNING PROGRAM IN THE ALLEGANY COUNTY HEALTH DEPARTMENT

Offered by: Human Services and Ways & Means Committees

RESOLVED:

1. The sum of $10,128 in COLA funds to the County Health Department Family Planning Program is accepted and appropriated as follows:

Appropriation Accounts Amount A4035.206 (Family Planning - Equipment) $ 1,861 A4035.405 (Family Planning - Conference Expense) 1,107 A4035.460 (Family Planning - Contracts) 7.160


$10,128

Revenue Account A4035.3450.00 (Public Health - State Aid) $10,128

Board on the day of ., 20 .



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MEMORANDUM OF EXPLANATION For acceptance and budgeting of GRANTS

INTRODUCTION NO: (Clerk's use only)

Committee of Jurisdiction: Human Services Date: October 4,2017

Explanation of Grant: Family Planning

The Health Department requests a resolution to accept and appropriate Cost Of Living Adjustment (COLA) money for the Family Planning Program for the 2017 Budget year,

Revenues $10,128.00

A4035.3450.00 State Aid-Public Health Other $10,128.00

Appropriations $10,128.00

A4035.206 Health Equipment $ 1,861.00 A4035.405 Conference Expense 1,107.00 A4035.460 Health Contracts 7,160.00

The COLA will be utilized to fund travel and course registration fees associated with mandatory family planning conferences as well as attendance at the NACCHO conference. Additional expenses that will be funded by COLA include the purchase of an automated external defibrillator (AED) for the Wellsville clinic site as well as covering the majority of the required Diagnostic and Treatment Center audit fee. These items, and the use of the COLA, have been pre-approved by the State.

FISCAL IMPACT: Total grant: $10.128.00 Local county share: $ 0.00

State Grant? X Revenue# A4035.3450.00 $ 10.128.00

Federal Grant? Revenue # $

If Federal, please list Federal Catalog of Federal Domestic Assistance (CFDA) number: 93.994 (10% Fed-MCHBG). 93.217 (20% Title X)

This grant is X renewal of existing grant funded program or new grant fund program.

Grant Fiscal Year-17/18 Obligation of County after grant expires: None Major benefits of accepting this grant are: Fun«( Required Trainings, Audit Fees, and Purchase AED.

Department Head Signature f ^ ^

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Intro. No. 205-17 RESOLUTION NO Page _1 of 1 pages

County Attorney fir*-.

BUDGET ADJUSTMENTS WITHIN COMMUNITY SERVICES' ACCOUNTS DUE TO AN INCREASE IN STATE FUNDING FROM THE NEW YORK STATE OFFICE OF

ALCOHOLISM AND SUBSTANCE ABUSE SERVICES

RESOLVED:

1. Due to an increase in state funding for Community Services accounts, Account No. A4220.456 (ACASA - Substance Abuse) is increased $24,887 to $351,951 with Revenue Account No. A4220.3486.00 (ACASA - State Aid) increased a like amount to $351,951.



Board on the day of 20 . Dated at Belmont, New York, this day of ,20.

Clerk, Board of Legislators, Allegany County Moved by Seconded by VOTE: Ayes Noes Absent Voice.

13 I


INTRO. NO. (CLERK'S USE ONLY)

COMMITTEE: Human Services DATE: October 4,2017

I am requesting a 2017 Budget adjustment for Allegany Council - Substance Abuse - Account # A4220.456

Per OASAS State Aid Funding Letter

$351,951 County Budget 327,064

Increase 24,887

Increase the Revenue $24,887 - Revenue code A4220.3486.00

FISCAL IMPACT: None to the County

FOR FURTHER INFORMATION REGARDING THIS MATTER CONTACT:

Robert W. Anderson, PhD. Allegany County Community Services (585) 593-1991

NAME AND DEPARTMENT TELEPHONE NUMBER

9/2016

14

New York State Office of Alcoholism and Substance Abuse Services State Aid Funding Authorization

SBRRPALR100 02/27/201714:48

County: AUsgany (2) Region: Western

Fiscal Year: 2017 As of: 02/27/2017

Approved Budgeted Amounts

Agency Number/Name

tnlt Program Code Coda/Index PRU Direct Gross Revenue Net

Funded Funding One-Net CodeJSource time

Approved State Aid

Local Share

Non-Funded

Restr. Code

38110 3S20 00 60177 780,382 667,860 112,522 112,622 013M 76,622 35,900 0 Allegany Council on Alcoholism and Substance Abuse, Inc.

3570 00 50178 531,857 221,144 310,713 310,713 013F 310,713 0 0 Allegany Council on Alcoholism and Substance Abuse, Inc.

4072 00 52203 65,902 0 65,902 65,902 013F 65,902 0 0 Allegany Council on Alcoholism and Substance Abuse, Inc. 5520 00 90120 384,708 32,757 ( 361,951 ) 351,951 013F 329,660 22,291 0

Agency 38110 Total: 1,762,849 921,761 841,088 841,088 782,897 58,191 0

70620 0890 00 70009 21,191 0 21,191 21,191 013S 11,500 9,691 0 Allegany County Mental Agency 70620 Total: 21,191 0 21,191 21,191 11,500 9,691 0 Health Services

County Allegany (2) Summary - All Agencies: 1,784,040 921,761 862,279

Less Direct ComractsfDASNY: 0 0 0

Approved LGU Funding: 1,784,040 921,761 862,279

0

862,279

794,397

794,397

67.8B2

0

67,882

(c) NYS Office of Alcoholism and Substance Abuse Services, All Rights Reserved Paget of 1

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Intro. No. 206-17 RESOLUTION NO. _ Page _J of 1__ pages

County Attorney

BUDGET TRANSFERS WITHIN OFFICE FOR THE AGING ACCOUNTS


RESOLVED:

1. That the transfer of $37,040 to ensure there is funding to cover meals, home care and personnel in the correct funding streams through the end of 2017, is approved as follows:

From Account No. To Account No. Amount

A6777.101 OFA HEAP - Reg. Pay A6777.474 OFA HEAP - Contractor $1,240 A6779.101 OFA Nutrition - Reg. Pay A6779.474 OFA Nutrition - Caterer 15,000 A6791.474 OFA Alzheimer's - Home Care A6791.101 OFA Alzheimer's - Reg. Pay 8,000 A6773.101 OFA Supp. Serv. - Personnel A6778.474 OFA In-Home Serv. - Reg. Pay 12.800

Total $37,040



Dated at Belmont, New York, this day of , 20_ Clerk, Board of Legislators, Allegany County

Moved by Seconded by VOTE: Ayes Noes Absent Voice_

16


COMMITTEE: Human Services

Intro. No. (Clerk's use only)

DATE: October 4.2017

The Allegany County Office for the Aging requests a resolution to transfer funds within and between budgets to ensure there is funding to cover meals, home care and Personnel in the correct funding streams thru the end of 2017 in all the Office for the Aging accounts. This is due to changes in Personnel over the past year, funding increases and decreases in grants and increased demand for Home Delivered Meals and Home Care.

Transfer:

FROM A6777.101 Reg. Pay

TO A6777.474 Contractor

AMOUNT $ 1,240.00

A6779.101 Reg. Pay

A6791.474 Home Care

A6779.474 Caterer

A6791.101 Reg. Pay

$15,000.00

$ 8,000.00

Between Budgets From TO AMOUNT A6773.101 Personnel A6778.474 Home Care $12,800.00

FISCAL IMPACT: Transfer funds.


Madeleine Gasdik. Office for the Aging 268-9390 Name and Department Telephone

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Intro. No. 207-17 RESOLUTION NO. _ Page _J of 1 pages

County Attorney

BUDGET TRANSFER WITHIN PROBATION DEPARTMENT ACCOUNTS

Offered by: Public Safety Committee

RESOLVED: 1. That the sum of $3,600 shall be transferred from Account No. A3140.413

(Probation - Contractual Exepnses) to Account No. A3140.201 (Probation - Equipment) for the purchase of three laptop computers.

I, Brenda Rigby Riehle, Clerk of the Board of Legislators of the County of Allegany, Stateof New York, do hereby certify that the foregoing constitutes a correct copy of the original on file in my office and the whole thereof of a resolution passed by said


Dated at Belmont, New York, this day of , 20_ Clerk, Board of Legislators, Allegany County

Moved by Seconded by VOTE: Ayes Noes Absent Voice_

18


Intro. No. (Clerk's Use Only)

COMMITTEE: Public Safety DATE: October 2,2017

The Allegany County Probation Department needs to replace three (3) laptops due to their deterioration.

We want to purchase three HP ProBook 450 G3 laptops. The breakdown for costs is here:

Laptop- $810.81 each for a total cost of $2,432.43 Warranty- $55.50 each for a total cost of $166.50 Microsoft Office license -$319.50 each for a total cost of $958.50

Total cost is $3,557.43

I am requesting that $3,600.00 be transferred from Appropriation Account No. A3140.413 into Appropriation Account No. A3140.201.

FISCAL IMPACT: These funds have already been budgeted.


:obert P. Starks, Director of Probation x9375 at work 585-593-6506 at home

19


County Attorney

BUDGET TRANSFER WITHIN PUBLIC WORKS DEPARTMENT ACCOUNTS

Offered by: Public Works and Ways & Means Committees

RESOLVED: 1. That the sum of $12,000 shall be transferred from Account No. D5110.408

(Maintenance Roads & Bridges - General Supplies) to Account No. D3310.465 (Traffic Control - Transportation Contract Striping) to cover the striping of centerline and edge line miles done on County Roads.





20


INTRODUCTION NO: (CLERK'S USE ONLY)

COMMITTEE: PUBLIC WORKS COMMITTEE DATE: October 4. 2017

The Public Works Department requests a Resolution be prepared approving the transfer of the following funds:

Transfer is to cover in the Striping of Centerline and Edge Line miles done on County Roads

From: County Road D5110.408 General Supplies $12,000.00

To: Traffic D3310.465 Transportation Contract $12,000.00

Striping

FISCAL IMPACT: none


Guy R. James (585) 268-9230 Superintendent

GRJ-.Ird

21

Intro. No. 209-17 RESOLUTION NO. _ Page 1_ of 1_ pages

County Attorney 7>»y

ACCEPTANCE OF BID FROM KVR SERVICES FOR OFFICE FOR THE AGING NUTRITION PROGRAM (HOME DELIVERED MEALS AND CONGREGATE MEALS);

AUTHORIZING ALLEGANY COUNTY OFFICE FOR THE AGING DIRECTOR TO SIGN SUCH AGREEMENT


RESOLVED:

1. That the bid from KVR Services for Office for the Aging Nutrition Program (Home Delivered Meals and Congregate Meals) for period beginning January 1, 2018 to December 31, 2020, is accepted.

2. That the Director of the Allegany County Office for the Aging is authorized to execute said agreement.



Dated at Belmont, New York, this day of , 20 Clerk, Board of Legislators, Allegany County


i 4 j

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Intro. No. (Clerk's use only)

COMMITTEE: Human Services DATE: October 4.2017

The Allegany County Office for the Aging requests a resolution to accept the bid from KVR, Belmont, NY for the Nutrition Program (Home Delivered Meals and Congregate Meals) for the years 2018 to 2020.

BID OPENING - September 7,2017 Two bids were received

Year KVR Good Times

2018 2019 2020

$4.40 $4.50 $4.60

$4.30 $4.45 $4.60

The RFP specified that the kitchen must be located centrally in Allegany County. Good Times' bid stated they would use their kitchen in Olean until it was decided that the required time limits for delivery were not met.

FISCAL IMPACT: $540,000 Budgeted in 2018 $475,200 Estimated Cost at $4.40/meal


Madeleine Gasdik. Office for the Aging Name and Department

268-9390 Telephone

23

AGREEMENT

THIS AGREEMENT made and entered into this day of , 2017, by and between COUNTY OF ALLEGANY, acting by and through its Office for the Aging, 6085 State Route 19 North, Belmont, New York 14813, hereinafter referred to as "County", and KVR SERVICES LLC, 39 W. Main St., Friendship, New York 14739, hereinafter referred to as "Contractor".

WITNESSETH:

WHEREAS, the County is sponsoring congregate and home-delivered meal programs for senior citizens at various locations throughout Allegany County, and

WHEREAS, the County is desirous of securing food preparation for said program and had previously solicited bids for same, and

WHEREAS, the Contractor, in response to the aforesaid proposal, submitted the "lowest responsible bid" within the meaning and intent of the competitive bidding provisions,

NOW, THEREFORE, IT IS AGREED AS FOLLOWS:

1. The Contractor shall prepare and provide meals specified by the County in accordance with the specifications contained in the "GENERAL SPECIFICATIONS, OFFICE FOR THE AGING NUTRITION PROGRAM FOR CONGREGATE AND HOME DELIVERED MEALS", which is attached hereto and made a part hereof.

2. That in consideration of the foregoing, the County shall compensate the Contractor at the rate of $4.40 per meal including disposable paper products for meals-on-wheels from January 1, 2018 through December 31, 2018; $4.50 per meal including disposable paper products for

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meals-on-wheels from January 1, 2019 through December 31, 2019 and $4.60 per meal including disposable paper products for meals-on-wheels from January 1, 2020 through December 31, 2020.

3. It is intended by both the Contractor and the County that Contractor's status be that of an independent contractor, and that nothing in this contract be construed to create an employer/employee relationship between the Contractor and the County or any department or division thereof. Contractor retains control and the right to exercise professional judgment, over the manner and means by which such personnel will provide the designated services hereunder.

4. If the Internal Revenue Service or any other governmental agency questions or challenges the Contractor's independent contractor status, it is agreed that the County shall have the right to participate in any conference, discussion, or negotiation with the Contractor and the Internal Revenue Service or other governmental agency, irrespective of with whom or by whom such discussions or negotiations are initiated.

5. The Contractor shall defend, hold harmless and indemnify the County and its agents and employees from and against all claims, damages, losses or causes of action arising out of or resulting from the Contractor's performance of this agreement.

6. Neither party may assign this contract, in whole or in part, without the express written permission of the other party.

7. This agreement shall be deemed executory only to the extent of monies available therefore and no liability on account thereof shall be incurred by the County of Allegany or the Allegany County Office for the Aging beyond monies appropriated and available for such purposes and as authorized.

THEREFORE, the parties hereto have made and executed this Agreement as of the day and year first above written.

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ALLEGANY COUNTY OFFICE KVR SERVICES FOR THE AGING

By: By:

Madeleine Gasdik, Director

STATE OF NEW YORK )

) ss.

COUNTY OF ALLEGANY)

On this day of , 2017, before me, the subscriber, personally appeared

MADELEINE GASDIK, to me known, who, being by me duly sworn, did depose and say that she

resides at , New York; that she is the Director of the Allegany County Office For The

Aging, the Office described in and which executed the foregoing instrument; and that she signed her

name thereto as such Director.

Notary Public

STATE OF NEW YORK ) ) ss.

COUNTY OF ALLEGANY)

On this day of , 2017, before me personally came ,

to me known, who, being by me duly sworn, did depose and say that he resides at

, New York; that he is the of KVR SERVICES

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LLC the described in and which executed the above instrument; and that he signed his name thereto by authority of the .

Notary Public

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Office for the Aging 6085 State Route 19 N Belmont, NY 14813 Ph: 585-268-9390 Ph: 866-268-9390 FAX: 585-268-9657 New York

GENERAL SPECIFICATIONS FOR THE 2018 TO 2020 ALLEGANY COUNTY SENIOR NUTRITION PROGRAM

The purpose of this Request for Bids is to obtain proposals from responsible caterers to provide the service of preparing and packing of meals for the County's eligible older adults through the Office for the Aging Senior Nutrition Program. Within the scope of work is establishing a kitchen that is properly equipped, and staffed.

RECEIPT OF BID PROPOSALS

Bids will be accepted until 3:00 PM on Thursday, September 7,2017 at the Allegany County Office for the Aging, 6085 State Route 19N, Belmont, NY 14813. Late bid proposals will not be accepted.

METHOD OF AWARD

The proposals will be evaluated on the following criteria:

1. Completeness of the submitted proposal. Incomplete proposals will not be considered. 2. The ability of the caterer to meet the requirements of the contract to the satisfaction of the

Office for the Aging based on appropriate staff, experience, reputation and financial stability.

3. Demonstration of ability to meet requirements of the contract by: a. Having a kitchen or ability to obtain a kitchen which is centrally located in the

county and that has space and sufficient equipment to handle the demands of the contract and can meet the requirements of the Health Department.

b. Having adequate number of trained and qualified staff to meet all of the responsibilities of the contract in an orderly, punctual and reliable manner and in place at contract start date to avoid any interruption in service.

c. Has adequate space to accommodate the meal tray sealing machine and space to store approximately 100 pieces of meal transport equipment.

4. Has adequate space to accommodate parking for thirteen county vans and thirteen driver's vehicles.

5. Preference will be given to proposals that have in place policies and procedures for quality assurance in the delivery of the contracted services. Taking these factors into consideration, the award will be made to the lowest, responsible bidder.

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After reviewing submitted bids, the bid committee will make a recommendation of which bid to accept. The final decision will be made by the Human Service Committee of the Allegany County Legislature.

REQUIREMENTS OF THE BID

PROSPECTIVE BIDDERS MUST SUBMIT THE FOLLOWING; (Two complete copies must be provided)

1. MEAL BED PAGE COMPLETED IN FULL.

2. ORGANIZATIONAL CHART WITH JOB DESCRIPTIONS.

3. FLOOR PLAN OF FACILITY INCLUDING FOOD PREPARATION EQUIPMENT, STAGING AREA, STORAGE AREA AND PARKING AREA.

4. VERIFICATION OF PROPER INSURANCE AS SPECIFIED IN PROPOSAL

5. NON-COLLUSIVE BIDDING FORM.

6. ANY DOCUMENTATION NECESSARY TO DEMONSTRATE THE ABILITY TO SUCCESSFULLY FULLFILL THE REQUIREMENTS OF THE CONTRACT. THIS DOCUMENTATION ALONG WITH THE OTHER ITEMS PROVIDED WILL BE USED BY THE COMMITTEE WHEN CONSIDERING YOUR PROPOSAL. (See method of award -Previous Page)

7. NAME AND TELEPHONE NUMBERS OF THREE CUSTOMERS THAT MAY BE USED AS REFERENCES.

Any questions in regard to this Request for Bids or requirements may be addressed by contacting Madeleine Gasdik, Director of the Allegany County Office for the Aging, or Jaime Sarvis, Nutrition Services Coordinator, at 585-268-9390. Office hours are 8:00 AM to 4:00 PM.

TWO complete copies of the bids must be submitted to the Allegany County Office for the Aging, 6085 State Route 19N, Belmont NY 14813 in an envelope plainly marked "BID PROPOSAL FOR MEALS" by 3:00 PM on Thursday, September 7,2017.

The bids will be opened at 3:00 PM on Thursday, September 7,2017 at the Office for the Aging, 6085 State Route 19N, Belmont, NY 14813.

CONTRACT DATE: January 1, 2018 to December 31,2020 With two additional renewable one-year periods:

January 1,2021 to December 31,2021 and January 1, 2022 to December 31, 2022

TAXES: Allegany County is exempt from all federal and state taxes including sales taxes.

NON-COLLUSIVE BID CERTIFICATION: The certification is attached and must be signed and filed with the bid.

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BACKGROUND

The Allegany County Senior Nutrition Program consists of a congregate luncheon program and a home delivery meal service that is sponsored by the Allegany County Office for the Aging using federal, state, and county funding as well as participant contributions. Congregate luncheon center operations include opportunities for socialization, recreation, and health promotion including exercise programs, nutrition education plus nutrition counseling done by the Office for the Aging dietitian. Home delivered meal clients are assessed annually by the Office for the Aging for eligibility for that service which includes an in-home visit by Office for the Aging staff.

The congregate program served approximately 16,000 meals in 2016 at nine (9) congregate luncheon centers. Approximately 100,000 meals were delivered to homes using 22 home delivered meal routes. Home delivered meals are served five days per week, Monday through Friday, and Congregate meals according to the schedule found in the "Service Area" section which follows. Evening meals are served in Cuba once a month except January, February and March, usually on the fourth Thursday of the month.

The delivery system is coordinated from the central kitchen with food delivery to the luncheon centers and meals on wheels routes using a network of paid county employees driving county vehicles and volunteers who use their own vehicles.

I. INTENT

This request for proposal has been prepared by the Allegany County Office for the Aging for the preparation of approximately 400 to 700 meals per day on an average of 250 days per year, Mondays through Fridays and covers the period January 1, 2018 - December 31, 2020.

Projected annual meals: 116,000 Total Meals: -16,000 Congregate Meals -100,000 Home Delivered Meals

The Office for the Aging cannot guarantee that the number of meals currently provided will remain at that level.

The contract may be renewed for two additional, one-year periods (2021 and 2022) at the option of the Allegany County Office for the Aging. The price for meals may be adjusted at the time of each renewal as agreed upon by the parties. Any adjustment in meal price shall be submitted by the Caterer to the Allegany County Office for the Aging in writing and sent by certified mail three months before the end of the renewal term or by September 30th.

The agreement may be terminated by either party with the following limitations: Notice must be in writing by certified mail and be received by the caterer 90 days before termination. The caterer must notify the Office for the Aging by certified mail six months prior to termination of the contract.

SERVICE AREA : Caterer must bid on the meal program for the entire county. The caterer's meal preparation kitchen shall be centrally located in Allegany County so as to efficiently serve the population.

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1. Allegany County's nine Senior Luncheon Centers are located in Alfred, Belmont, Bolivar, Canaseraga, Cuba, Fillmore, Friendship, Wellsville, and Whitesville with meals served according to the following schedule:

Average Daily Attendance: 11 Alfred M-W-Th 15 Belmont T-Th 7 Bolivar M-W-Th 10 Canaseraga T-Th 8 Cuba M-T-W-Th 20 Fillmore M-Th 7 Friendship T-Th 10 Wellsville M-W-Th-F 9 Whitesville M-T-W

2. Home Delivered Meals are delivered every day, Monday through Friday. There are twenty two home delivered meal routes. Meals on wheels meals average 430 meals each day.

II. CATERER'S QUALIFICATIONS

Caterer shall provide verification of the following at the time of bidding:

1. A minimum of three (3) years' experience in providing food services. Preference will be given to bidders with experience with the Nutrition programs for the Elderly and who are familiar with Federal and State specifications, regulations and procedures.

2. Evidence of financial stability.

3. Evidence of compliance with Fair Practice and Equal Opportunity Regulations.

4. Adequate staff to meet all the specifications and responsibilities of the submitted proposal in an orderly, punctual and reliable manner. Verified by including an organizational chart listing staff and job titles.

5. Have adequate kitchen facilities which are centrally located in Allegany County so as to efficiently serve the population and assure that the time period between packaging and delivery of the last meal does not exceed two hours.

6. The Caterer shall have adequate kitchen capacity and equipment to meet the program requirements. The Caterer shall have a sufficient space for a staging area and for storage of meal transport equipment and supplies, for packing, serving and disbursal of meals to the OFA drivers. Verified by including a floor plan with the equipment that will be used and the dimensions of the facility.

7. The Caterer shall have parking space available for the 13 (thirteen) county vehicles used in meal delivery and thirteen meal drivers vehicles.

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8. The Caterer shall meet all Allegany County Health Dept. requirements: By submitting a proposal, the Caterer certifies that they have or will, prior to starting the contract, possess a current Allegany County Health Department Permit or will have arranged for a preoperational inspection by the Allegany County Department of Health.

i **A Permit to Operate indicating a satisfactory rating from the Health Department Inspection must be achieved and a copy forwarded to the Allegany County Office for the Aging by the Caterer before the beginning of the contract.

9. The caterer must have a positive reputation for customer satisfaction and proven ability to provide food service preparation and meal packaging for similar programs which will be demonstrated by providing customer references.

III. CATERER'S REQUIREMENTS

GENERAL:

1. The Caterer shall provide the kitchen facilities and all necessary food preparation equipment and associated utensils. a. Kitchen Equipment shall be adequate to allow preparation of food in a timely matter,

allow for production of a quality product, allow for adequate hot holding that preserves temperature without overcooking or burning the food, and allows for dispersal of meals without delays in service.

b. The Facility must be able to accommodate the necessary space requirements for packing, dispersal and storage of transport equipment. The hot part of the meal is packed in a microwavable meal tray which is sealed with plastic. Adequate space will be required adjacent to the meal serving area for the sealing machine which is provided by the meal tray supplier. The dimensions of the current sealing machine are one foot by six foot 8 inches. An adequate area for the storage of approximately 100 pieces of meal transport equipment will also be necessary. Adequate floor space is also required in preparation for packing when the equipment is laid out in order of dispersal and pre-warmed electrically or with heat stones.

2. The Caterer shall prepare food to be transported in bulk to senior luncheon centers and packaged individually for delivery for home delivered meals. a. The caterer shall be responsible for all aspects of portioning and packing of the food

for the Senior Nutrition Program. b. The cold food will be packed accurately for each home delivered meal client using

the route sheets provided by the Office for the Aging and placed in the order of delivery in the coolers. The bags will be labeled as necessary.

c. The food will be ready for the drivers to pick up as they depart on their routes according to the schedule set by the Office for the Aging.

d. The paper goods for the home delivered meals shall be provided by the caterer.

3. The caterer shall have a Food Service Manager, and a substitute in the absence of the Food Service Manager, who has appropriate experience and ServSafe Manager Training.

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4. The caterer shall have policies and procedures in place which addresses staffing needs to meet the demands of the contract when staff is absent due to illness or for other reason.

5. The caterer agrees that all food and supply products will be of a quality acceptable to the Allegany County Office for the Aging.

6. The caterer will have in place written policies and procedures to ensure they will meet all the requirements of the contract as well as quality improvement and assurance.

7. The caterer will use standardized recipes to ensure consistent quality.

8. The Caterer agrees that changes may be made by the Office for the Aging in the number of meals or menu items to be prepared. Additions to or subtractions from the number of meals shall be accepted until 9:00 AM of the day of delivery. Driver's route sheets shall be corrected accurately by the Caterer to reflect any additions or deletions of meals for that day.

9. The Caterer must be willing to prepare an evening meal for senior luncheon centers as determined by the Office for the Aging. This meal will be ready for pick-up by 4:00 PM.

10. The Caterer will allow meals to be canceled due to bad weather without penalty. The Office for the Aging will contact the caterer before 8:00 AM if meals need to be canceled.

11. No meals will be served on the following legal holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Columbus Day, Thanksgiving Day, day after Thanksgiving, and Christmas Day. No other days will be added by the caterer.

12. Bulk foods will be labeled as to content, number of servings, name of site, temperature, and size of serving. The home delivered meal equipment shall be labeled with the route destination and number of meals.

13. Meals shall be dispatched punctually, at the same time each day by the caterer between 10:00 AM and 11:25 AM but not before 10:00 AM. The caterer shall make every effort to avoid delays in departure.

14. Special holiday meals will be provided by the Caterer at no extra cost. Holiday meals will be served for but not limited to Thanksgiving, Christmas andEaster. The Caterer should expect larger than average attendances at these meals at the Congregate Centers. Cider and Donuts are served at Halloween which are ordered and purchased separately by the Office for the Aging from the Caterer.

15. The Caterer may be required to prepare food for a several events held annually by the Allegany County Office for the Aging. The price will be negotiated separately for each event.

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16. Birthday cakes will be prepared and decorated for luncheon centers as requested or once a month and sent with the meal instead of the dessert on the menu. The Meals on Wheels clients receive the dessert on the menu as usual.

17. The Caterer will provide a minimum of twice annual onsite BBQs at the Luncheon Centers.

18. Special occasion placemats, napkins, and stationary for May Parties, Easter, Halloween, Thanksgiving, Christmas will be provided by the Caterer.

19. Caterer must ensure client confidentiality. Our route sheets for meals on wheels are a list of the most frail and vulnerable elderly in the county. It is important that their names and addresses be kept confidential and out of the hands of people who may have opportunity to target them.

20. The Office for the Aging provides a combination lock safe to receive deposits and contributions. The caterer needs to provide a location for the safe that is accessible to the meals on wheels drivers. Meals on wheels drivers return to the kitchen with Luncheon Center contributions and client contributions that are returned to the Office for the Aging by the last driver of the day but the contributions need to be kept secure until he arrives. He will need to be able to access it to bring it to the office.

21. The caterer will provide an area to receive and store Ensure. We provide Ensure as a nutritional supplement for people receiving services through the Office for the Aging. Ensure is shipped to and stored at the kitchen and dispersed from there as the drivers need it to deliver to clients.

IV. FOOD SPECIFICATIONS

All food shall be properly prepared in a manner that is acceptable to clients with care given to appearance, texture and taste. Consistent quality and accurate quantity in food product is required.

Consideration must be given to our target population. We serve rural senior citizens who used to cook from scratch and did not have processed packaged and pre-prepared foods. They often raised their own foods and are classic "meat, potato and gravy" kind of people. They tend to enjoy straightforward, homemade, wholesome foods. Made from scratch cookies, desserts and quick breads are expected.

This population also often has chronic health problems necessitating low fat, restricted sodium diets. Food needs to be purchased and prepared with this in mind. Food shall be prepared with no added salt.

1. The caterer guarantees that the meals will conform to the requirements of the Nutrition Program for the Elderly which includes the provision that each complete meal must, at least, meet one-third the Recommended Dietary Allowance for men 70 years of age or older, and include a good source of Fiber and Vitamin C every serving day and a good source of Vitamin A three times per week. Additional food items may need to be added

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to this meal pattern to meet the RDA. In this regard, the meal pattern will comply with the following minimum: (See ATTACHMENT B: SAMPLE MENU)

MEAT: 3 ounces meat FRUIT AND VEGETABLES: 2or 3 - one half cup servings or to meet requirement BREAD OR VARIANT: 1 serving- whole grain SALAD: 1 - one half cup cooked serving or 1 cup raw DESSERT: 1 - one half cup serving MARGARINE: 1 teaspoon- trans-fat free MILK 1-8 ounce serving

2. Food must be prepared using standardized recipes. The nutrient content of meals served will be confirmed by computer analysis. Pre-prepared foods and new recipes must be reviewed and approved by the Office for Aging dietitian.

3. Food Purchase Specifications: •Poultry, eggs, dairy products- U.S. Grade A •Beef, veal- USD A Choice- Ground beef not more than 15% fat •Pork and Ham- USDA, #1 •Fish- 3oz cooked excluding breading •Vegetables- Frozen or Fresh whenever possible- USDA Fancy, Grade A

(peas shall be petite, frozen) *Fresh Produce - U.S. #1 •Fruit-USD A Grade A Choice or better *Milk - Grade A fortified with Vitamins A and D- Vz pint containers •Fruit Juice-100% fruit juice, Vitamin C fortified •Breads- Whole grain or one serving whole grain per day

4. Meat Specifications: a. Meats shall be USDA Choice. All meat including meats used in the manufacture of

meat products, shall have been slaughtered, processed and manufactured in plants operated under a USDA inspection program and bear the appropriate seal. Preservatives, tenderizers, or coloring agents may not be added to any fresh meat or meat product.

b. Protein from meat, poultry, or alternate shall be a 3-ounce edible portion, not including breading, and shall be in a "solid" form in a minimum of TEN meals in a four-week cycle. Solid shall be defined as any meat entree prepared in its natural form and served in solid or sliced piece.

c. Emphasis shall be on lean meats. Molded or pressed meat products shall not be used. Turkey shall be fresh whole turkey breasts without added fillers and a minimum of injected sodium solution. Ground beef and pre-made ground beef entrees such as Salisbury steaks shall be a minimum of 85% lean. Tuna shall be solid white fancy Albacore packed in water.

5. Serving Sizes Serving sizes shall be:

Meat 3 ounces Gravy 3 ounces Fruits and Vegetables 1/2 Cup (excluding liquid)

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Potato - Mashed 1/2 Cup Baked 1 whole medium Sweet 2 whole canned

Rice 1/2 Cup Noodles 3/4 Cup Spaghetti 1 Cup when main course Combination Dishes 1 Cup (casseroles, stews, etc.) Soup 1 Cup Fruit juice 6 ounces Puddings 1/2 Cup Desserts: 1/2 Cup or Cookies One 3" or Two -2 inch Cake One piece 2" by 2.5" Pie One slice - (1/8 of pie) Bread or rolls One piece Milk 1 Cup

**Food quantities shall be accurate and consistent. Correct portioning equipment shall always be used.

6. Special Diet Specifications a. The emphasis for all of the meals shall be on providing a "healthy" and appetizing

meal. High sodium and high fat items should be kept at a minimum. Food shall be prepared with no added salt. Toward this goal, the meal should average: 700-900 Calories, fat as a percent of Calories should average between 30-35%, and the sodium should average no more than 700 mg.

b. No more than two "higher sodium" entrees shall be offered per month. "Higher sodium" shall be defined as 500 - 800 mg. sodium per serving. Therefore, pre-prepared foods and processed foods should be kept at a minimum.

c. Gravies shall be made with 1/2 low sodium base or be made with a reduced sodium product, as palatability allows.

d. Low fat gravies will also be used. e. Salt or margarine shall not be added to vegetables while cooking or before serving. f. Skim milk shall be available for congregate or home delivered meals to reduce the

fat content of meals as necessary. g. Salads and desserts suitable for diabetics shall be available for congregate and home

delivered meals. Fruit will be substituted for baked desserts. Unsweetened or water packed canned fruits shall not be used for regular diets.

h. Tossed green salads shall be at least 50% darker greens using baby spinach, romaine or similar greens combined with iceberg lettuce.

i. All products used in meal preparation shall be trans-fat free which is determined by the absence of "partially hydrogenated vegetable oils" in the list of ingredients. Exception will be made if there is not a satisfactory commercial product available that will substitute for the product made with partially hydrogenated fat.

j. Margarine served shall be trans-fat or partially hydrogenated oil free. k. Whole grains will be served when possible. 1. Caterer shall provide meals to meet texture modification needs for home delivered

meal clients as follows:

Pureed Meals shall include:

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Fruit juice or Tomato Juice (low sodium) Pureed meat of the day and Gravy Mashed Potato or sweet potato Pureed vegetable of the day Pureed Fruit Milk Margarine

Mechanical Ground/Soft meals shall include: Soft salad from menu if appropriate or Fruit Juice or Tomato Juice Ground meat from menu or soft meat such as meatloaf, or soft casserole Mashed potato or sweet potato and gravy Soft Vegetable Soft desserts from the menu or soft canned fruits Bread Margarine Milk

Soft diet meals shall include: Same as mechanical ground/soft but with regular meat.

7. Condiments The following condiments will be provided by the Caterer with the menu items listed.

ITEM CONDIMENT Breaded fish Tartar sauce Cold ham Mustard Cold sandwiches Mayonnaise Baked Potatoes Sour Cream Spaghetti and Italian entrees Parmesan Cheese

8. Menus a. Menus will be written by the Office for the Aging Nutrition Services Coordinator

and submitted for pre-approval by the Food Service Manager and relevant staff. Menu cycles shall offer seasonal variety within the cycle, the days of the menu will be rotated each month.

b. Any deviation from the approved menu must be approved by the Allegany County Office for the Aging Nutrition Services Coordinator.

c. If any part of the meal is missing or changed without approval of the Office for the Aging and the meal does not meet the required 1/3 RDA, the caterer will credit the entire cost of the meal.

d. To ensure that the menu meets the 1/3 RDA, it will be analyzed by computer by the Office for the Aging. A copy of the analysis will be provided for the caterer. Necessary recipes and product information will be provided by the caterer.

9. Food Safety and Sanitation a. The caterer shall comply with the Federal, State and local Health Department

standards and all ServSafe procedures relative to the premises, personnel and the

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handling, processing, and packaging of the food. The caterer shall meet all requirements set forth in Sub part 14-1 of the New York State Sanitary Code and Food Service Policy and Procedure Manual.

b. All food handling (receiving, cooking, storage, packaging, and transport) will be supervised by a trained Food Service Manager, and substitute in the event of the absence of the Food Service Manager, who has appropriate experience and ServSafe Manager Training.

c. The caterer agrees to cooperate with the required Health Department inspection of the premises, including the food preparation, packaging, storage area food containers, and the purveyors used by the contractor.

d. The caterer shall provide the Allegany County Office for the Aging with a copy of the current Health Department Inspection Report and Certificate following each visit.

e. All employees must have ongoing and current safe food handling and sanitation training. Quarterly trainings will be offered by the Nutrition Services Coordinator and staff attendance is mandatory.

f. Caterer must have and enforce an ill food service worker policy. g. Prepared food must have the capacity to maintain appropriate temperature for at least

two hours during delivery. Steps to ensure that this is accomplished shall include: 1. Hot foods must be packaged at a minimum temperature of 180 degrees. 2. Cold foods must be packaged at a maximum temperature of 40 degrees. 3. Meal carriers will be pre-warmed with a heat stone or pre-warmed electrically. 4. The heat stone used for warming will be replaced with a fresh hot stone before

packing the food. 5. Use of cold equipment (equipment stored in cold vehicles overnight) for hot meals

will be avoided. 6. During the months of May through September, cold equipment must be stored in

the cooler overnight in order to help control temperatures during the transportation and delivery stage.

7. Ice mats must be thoroughly frozen every day and remain in the freezer until they are put into the coolers.

8. Temperatures of ALL foods served or packaged will be taken and recorded. All is defined as: a. Every pan of food for Congregate meals. The temperature of each pan of food

will be taken and recorded on the top covering of the pan and on the appropriate form at the caterer.

b. Every pan placed in the steam table before serving the home delivered meals. The temperature will be taken of each pan and recorded on the form supplied by the Office for the Aging. This form shall be sent to the Office for the Aging weekly. (See #14. Billing and Reporting Requirements.)

c. Temperature of the cold part of the meal is monitored during packing and documented. Documentation of such shall be sent to the Office for the Aging weekly.

10. Temperatures of all coolers and freezers will be taken and recorded at the beginning of the day and at the end of every day. This documentation shall be available for review upon request.

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11. All meal and food carriers including coolers and ice mats shall be cleaned and sanitized by the caterer on a daily basis. Documentation of cleaning shall be maintained and available to the OFA. The outsides of meal carrier equipment shall be clean and free of smudges or fingerprints.

12. The Office for the Aging staff will also monitor quality, quantity, temperatures, cleanliness, etc. on the caterer's premises. Caterer will promptly take any appropriate corrective measures.

13. Equipment and Disposables a. All transporting equipment will be supplied by the Office for the Aging and all repairs

or replacements will be the responsibility of the Office for the Aging. Equipment damaged due to careless heat stone placement will be the responsibility of the caterer.

b. All disposables, including trays for individually packaged meals, will be provided by the caterer.

c. The caterer shall provide adequate and easily accessible storage for all equipment and disposables necessary for meal service. Enough space will be provided to store a double set of equipment so that cold equipment brought in that day will not be used.

d. An inventory of equipment will be taken annually by the Allegany County Office for the Aging. At termination of operation, all equipment owned by the County shall be returned.

14. Billing and Reporting a. Documentation of recorded temperatures taken of bulk food and the food for the home

delivered meals shall be sent to the Office for the Aging weekly. b. All invoices shall show a summary of service for the period service was rendered with

the total cost of all meals at the contracted rate. c. Invoices shall be submitted monthly, no later than the fifth business day of the

following month. d. Upon timely submission of caterer's invoices, the Office for the Aging shall make

payment to the caterer by mail within 35 days of receipt of invoice. e. The books and records of the contractor pertaining to this program shall be available

for audit and review by representatives of Allegany County and New York State Office for the Aging at any reasonable time and place for a period of 6 years from the close of the federal fiscal year to which they pertain.

15. Personnel Requirements a. The caterer agrees that all employees of the Office for the Aging, drivers and center

managers shall be treated with respect. b. The caterer agrees to act as an equal opportunity employer / service provider and will

not discriminate on the basis of race, color, religion, creed, ancestry, national origin, age, handicap, sex, sexual orientation, or any other unlawful basis in accordance with federal, state and local laws and regulations.

c. There are occasional meetings with center managers or drivers to discuss menu and food related issues which caterer staff may need to attend.

V. OFFICE FOR THE AGING REQUIREMENTS

1. OFFICE FOR THE AGING RESPONSIBILITY

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a. The Office for the Aging shall provide a meal order and driver route sheets by direct delivery or fax by 4:15 PM for the next day's meal service.

b. The Office for the Aging shall call the caterer with a tentative meal count for the Luncheons Centers by 2:00 pm for the next day's meal service.

c. Any change in the meals ordered will be faxed to the caterer before 9:00 AM the day of service.

d. The Office for the Aging also provides 1. All hot and cold meal delivery equipment 2. All equipment for auxiliary heat and cold sources for meal delivery. 3. All paper products, cleaning supplies, serving equipment, coffee, tea,

sugar, creamer or any other products needed for the Congregate meals program as determined by the Office for the Aging excluding special occasion placemats, napkins and stationary.

e. The Office for the Aging agrees that their employees shall treat the caterer's employees with politeness and respect at all times.

2. MONITORING The Office for the Aging will monitor the Caterer on a regular to basis to assure that all aspects of the contract are being met. This will be done by any and all of the following:

a. An annual meeting to review overall contract and specifications which will include a review of documentation of products purchased for the program and policies and procedures used to assure safe food handling.

b. On site monitoring of operation. c. Dummy meal to observe quality, quantity, temperatures etc d. Monthly attendance at sites to observe same.

3. RESOLUTION OF PROBLEMS a. Every effort will be made by the County to have open communications with the Caterer.

Any problems encountered by the Office for the Aging in the performance of the requirements of this contract on the part of the Caterer, shall be communicated by phone and also put in writing immediately and faxed to the Caterer by the Office for the Aging.

b. All issues must be addressed immediately and resolved within 24 hours or by the next delivery. Confirmation of resolution must be documented and sent to the Office for the Aging in writing by the Caterer within 24 hours.

VI. CANCELLATION OF CONTRACT

Any problems concerning the execution of this contract to the satisfaction of the Office for the Aging in regard to nutritional values, quality, quantity, accuracy, punctuality, consistency, temperatures, responsiveness or any other requirements listed herein that are unresolved shall be grounds for cancellation.

VII. HOLD HARMLESS

The successful bidder to whom the bid is awarded shall defend, hold harmless, and indemnify the County of Allegany and its agents and employees from and against all claims, damages, losses or causes of action arising out of or resulting from such vendor's performance pursuant to this bid.

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VIII. INSURANCE

The successful bidder shall procure insurance at its own cost and expense and provide a certificate of insurance in a form acceptable to the Allegany County Attorney evidencing insurance coverage with companies licensed in the State of New York. The certificate shall evidence at a minimum the following coverage in the amounts indicated and shall name the County of Allegany and any Board, Bureau, Commission or Agency thereof as additional insureds as appropriate.

A. Comprehensive General Liability -with a minimum combined single limit of liability for Bodily Injury and Property Damage of $1,000,000 per occurrence and annual aggregate. The coverage shall include:

-Premises and Operations

- Products and Completed Operations - Independent Contractors - Contractual Liability (sufficient to cover all liability assumed under contracts with the County of Allegany)

-Personal Injury Liability (Coverages A, B, &C

B. Liquor Law Liability (applicable only if alcoholic beverages are served.) - with a minimum limit of liability of $1,000,000 each common cause

C. Automobile Liability -with a minimum combined single limit of liability for Bodily Injury and Property Damage of $1,000,000 each occurrence. The coverage shall include Owned, Hired and Non-Owned Autos. (Applicable only if vehicles are used by you in the course of the agreement with County in providing services in pursuant with these specifications.)

D. Excess "Umbrella" Liability -with a minimum limit of $2,000,000.

E. Worker's Compensation and Employer's Liability - providing statutory coverage in compliance with the Worker's Compensation Law of the State of New York.

F. Disability Benefits -providing statutory coverage in compliance with the Worker's

Compensation Law of the State of New York.

IX. INCORPORATION OF BID SPECIFICATIONS/CANCELLATION OF CONTRACT

The successful bidder shall be required to enter into a written contract which shall incorporate these bid specifications. The contract may be canceled by either party with the following limitations: Notice must be in writing by certified mail and be received by the caterer 90 days before termination and by the Office for the Aging six months before termination. In addition, the Office for the Aging reserves

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the right to cancel the agreement upon thirty days notice in the event of un-receipt of the Federal program award to the Office for the Aging.

X. NO WITHDRAWAL OF BID FOR THIRTY DAYS/RESERVATION OF RIGHTS

The sealed envelope containing each bid must be clearly marked "Bid Proposal for Meals" and filed at the Allegany County Office for the Aging, 6085 State Route 19N, Belmont, New York, 14813, no later than 3:00 PM on September 7.2017. All bid offers shall be kept open and may not be withdrawn for a minimum period of thirty days following the bid opening. The Allegany County Office for the Aging reserves the right to reject any or all bids and to accept the lowest responsible bid which it deems most advantageous to the Office for the Aging Nutrition Program, without notification to any bidder as to the reason for rejection.

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ATTACHMENT A

Disposables for Home Delivered Meals:

3 compartment microwaveable tray and sealable plastic overlay 8 oz. Foam Squat Cups Lids for 8 oz. Squat Cups (non-vented clear) 6 oz. Foam Squat Cups Lids for 6 oz. Squat Cups (non-vented clear) 20# Clear plastic Bags Twist ties- both white and red Labels

allegany · whereas, governor pataki committed to a ten to twelve year construction program to...

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