2023-24 FIND Food Bank CSA Amendment 1 - Food DistributionMEMORANDUM
DATE: 6/12/23
TO: Jon McMillen, City Manager
FROM: Michael Calderon, Community Resources Analyst
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RE: FIND Food Bank Amendment 1 - Food Service Programs in La Quinta
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
IV] Approved by City Council on May 16, 2023 - Consent 2
F-1_ City Manager's signing authority provided under the City's Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
Department Director's or Manager's signing authority provided under the City's
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
❑_ Bid F-1. RFP F-1 RFQ E_ 3 written informal bids
❑✓ _ Sole Source 1:1 Select Source Cooperative Procurement
Reauestina department shall check and attach the items below as auurouriate:
�✓ _ Agreement payment will be charged to Account No.: 101-3001-60510
❑✓u Agreement term: Start Date July 1, 2023 End Date June 30, 2024
Fv L Amount of Agreement, Amendment, Change Order, etc.: $ 60,000
REMINDER; Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
W]
MM
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: On File LF (LM) Date: 6/12/2023
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE; Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
F-1_ Business License No. Expires:
Fv l_ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH FIND FOOD BANK
This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services
("Agreement") is made and entered into as of the 1 st day of July, 2023, ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and
FIND FOOD BANK, a non-profit organization ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2022, the City and Contracting Party entered into
an Agreement to provide non-perishable food kits to homebound seniors and La Quinta
residents for the City in a total not to exceed amount of Sixty Thousand Dollars ($60,000).
The term of the Agreement expires on June 30, 2023 ("Initial Term"); and
WHEREAS, pursuant to Section 3.4 Term, the City and Contracting Party mutually
agree to extend the term of the Agreement for one additional year from July 1, 2023
through June 30, 2024 ("Extended Term"); and
WHEREAS, Section 2.1 Contract Sum of the Agreement shall be amended to
include compensation for the one additional year of services in the amount of Sixty
Thousand Dollars ($60,000), for a total not to exceed amount of One Hundred Twenty
Thousand Dollars ($120,000).
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
AMENDMENT
In consideration of the foregoing Recitals and the covenants and promises
hereinafter contained, and for good and valuable consideration, the sufficiency and
receipt of which are hereby acknowledged, the parties hereto agree as follows:
1. Section 2.1 Contract Sum is amended to read as follows:
2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting
Party shall be compensated in accordance with "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed Sixty Thousand Dollars ($60,000), per
year, for a total amount not to exceed One Hundred Twenty Thousand Dollars ($120,000)
for the life of the agreement, encompassing the initial and any extended terms (the
"Contract Sum"), except as provided in Section 1.7. The method of compensation set forth
in the Schedule of Compensation may include a lump sum payment upon completion,
payment in accordance with the percentage of completion of the Services, payment for
time and materials based upon Contracting Party's rate schedule, but not exceeding the
Contract Sum, or such other reasonable methods as may be specified in the Schedule of
Compensation. The Contract Sum shall include the attendance of Contracting Party at all
project meetings reasonably deemed necessary by City; Contracting Party shall not be
entitled to any additional compensation for attending said meetings. Compensation may
include reimbursement for actual and necessary expenditures for reproduction costs,
transportation expense, telephone expense, and similar costs and expenses when and if
specified in the Schedule of Compensation. Regardless of the method of compensation
set forth in the Schedule of Compensation, Contracting Party's overall compensation shall
not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement.
2. Section 3.4 Term is amended to read as follows:
3.4 Term. Unless earlier terminated in accordance with the provisions in Article 8.0 of this
Agreement, the term of this Agreement shall commence on July 1, 2022 and terminate
on June 30, 2023 ("Initial Term"). This Agreement is being extended for one additional
year from July 1, 2023 to June 30, 2024 ("Extended Term"). This Agreement may not be
extended.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
JQN McMTCLEIEN, City Manager
—City of La Quinta, California
Dated: /IAJ-W- -
ATTEST--
MONIKA RADEV , City Jerk
City of La Quinta, California
APPROVED AS TO FORM.
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
FIND FOOD BANK
a Non-Pr,pft Organization
EBBIE EFINSOSA, CEO
IND Foo Bank
Dated- (11f1024-2-:3
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in Section
2.3 of this Agreement, the maximum total compensation to be paid to Contracting Party
under this Agreement is not to exceed One Hundred and Twenty Thousand Dollars
($120,000) ("Contract Sum") comprised of Sixty Thousand Dollars ($60,000) per fiscal
year for the Initial and Extended Terms. The Contract Sum shall be paid to Contracting
Party upon being properly invoiced by Contracting Party in conformance with Section 2.2
of this Agreement.
CONSENT CALENDAR ITEM NO. 2
City of La Quinta
CITY COUNCIL MEETING: May 16, 2023
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH FIND FOOD BANK TO PROVIDE NON-PERISHABLE FOOD KITS TO
HOMEBOUND SENIORS AND LA QUINTA RESIDENTS THROUGH FISCAL YEAR
2023/24
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with FIND Food Bank to
continue to provide non-perishable food kits to homebound seniors and La Quinta
residents through fiscal year 2023/24 for an additional $60,000; and authorize the City
Manager execute the amendment.
EXECUTIVE SUMMARY
• In July 2020, the City entered into an agreement with FIND Food Bank (FIND) to
provide funding to support food distribution to seniors, low/fixed income residents,
and those in need due to the COVID-19 pandemic.
• The partnership evolved into providing food distributions to La Quinta's affordable
housing sites, senior communities, and local residents, and in April 2022 the City
entered into a one-year agreement with FIND to continue to provide these services
in fiscal year (FY)2022/23.
• FIND has requested to continue food distribution services through FY 2023/24.
FISCAL 11VIVAL; i
The cost to continue food distribution services for an additional year is $60,000. Funds
are available in the FY 2023/24 Grants Account (Account No. 101-3001-60510).
BACKGROUND/ANALYSIS
In March of 2020, the COVID-19 pandemic created a surge for needed food resources
for La Quinta residents. Food insecurity affected homebound and isolated seniors, adults
and families who lost stable jobs, and children who lost access to free/reduced meals due
to school closures. In response the City executed an agreement and subsequent
amendments with FIND and allocated $100,000 to support increased food distribution
services and direct service to low/fixed income senior housing complexes between March
2020 and June 2022.
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In April 2022, the City entered into a new one-year agreement with FIND to continue
supporting food distribution programs through FY 2022/23. Amendment No. 1 proposes
to extend the agreement for one (1) additional one-year term through FY 2023/24 and
would allow the City to continue supporting local families and seniors in need.
ALTERNATIVES — None.
Prepared by: Michael Calderon, Community Resources Analyst
Approved by: Christina Calderon, Community Resources Manager
Attachment: 1. Amendment No. 1 to Agreement for Contract Services with FIND
Food Bank
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