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Facilities, a division of the Chief Administrative Office, and Health and Human Services Agency, Community Services Division, recommending the Board approve and authorize the Purchasing Agent to sign Amendment II of Facility Use Agreement (FUA) 018-O1611 (Fenix FUA 42) with Pollock Pines/Camino Community Center Association to continue using space located at 2675 Sanders Drive, Pollock Pines, for the Senior Nutrition Program, for a term commencing August 1, 2024 through July 31, 2027, for an amount of $400 per month.
FUNDING: 59% Federal and State grant funds, 8% participant donations, and 33% General Fund.
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DISCUSSION / BACKGROUND:
Established under the Older Americans Act, the federally funded Nutrition Program provides a vital link in maintaining the health of older persons by preventing premature institutionalization and improving overall quality of life.
Senior Nutrition provides the daily contact and safety-net that older adults need when faced with declining mental and physical health, ensuring a social connection to ward off loneliness and depression that can follow the loss of independence through a decline in physical health or the loss of a spouse. The site has been identified as the optimal site for the Senior Nutrition Program to continue to provide meals, five days a week, to those eligible seniors in a group setting. This congregate meal program not only provides meals, but also encourages socialization, recreation, and activities to eligible senior citizens in the Pollock Pines/Camino location.
The Health and Human Services Agency has used the PPCCCA location for the Senior Nutrition Program since the 1980s.
On July 21, 2015 (Legistar Item 11-0671), the Board authorized the Chair to execute FUA 018-O1611 (Fenix FUA 42) with PPCCCA and authorized the Purchasing Agent or designee to execute further documents relating to the FUA, including amendments that do not increase the maximum dollar amount or term, contingent upon approval by County Counsel and Risk Management. The Board authorized the Contracts Administrator to execute a three year extension to the term of the agreement two times after the original expiration date.
On May 4, 2018, the Contracts Administrator executed the first extension, extending the term three years to July 31, 2021.
On March 30, 2021, the Contracts Administrator executed the second extension, extending the term three years to July 31, 2024.
On June 29, 2021, the Purchasing Agent executed Amendment I, reducing the rent to $100 per month when the County is unable to utilize the space during periods of unforeseen circumstances.
FUA 018-O1611 (Fenix FUA 42) expires July 31, 2024 and no further options to extend exist within the current agreement, as both options were exercised. Therefore, this Amendment is needed to extend the lease for three years (August 1, 2024 through July 31, 2027), with two three-year options to extend. Compensation to PPCCCA would remain at $400 per month. In addition, the FUA would continue to provide compensation for commercial dish washing soap, not to exceed $100 per year. The Amendment also includes updates to the County’s indemnity and insurance sections and a Levine Act update.
ALTERNATIVES:
The Board could choose not to approve and authorize the Purchasing Agent to sign this Amendment, but there are very few suitable sites in the County and even fewer that are available on a year-round basis to be an adequate alternative to the Pollock Pines/Camino Community Center location.
PRIOR BOARD ACTION:
Legistar Item 11-0671 - July 21, 2015 - The Board authorized FUA 018-O1611 (now FUA 42) with PPCCCA
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Health and Human Services Agency
County Counsel
Risk Management
Procurement and Contracts
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
The cost to the County is included in HHSA's Fiscal Year (FY) 2024-25 Recommended Budget. The County's General Fund contribution to Aging and Adult Services Programs is determined during the budget process.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT:
N/A
CONTACT
Chuck Harrell, Facilities Division Manager