Agenda

Return

C.33

To:	Board of Supervisors
From:	Anna Roth, Health Services Director
Date:	April 24, 2023

Contra

Costa

County

Subject:

Amendment to Purchase Order with Fresh & Ready Foods LLC

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 04/24/2023

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Ken Carlson, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Stephanie Dockham, (925) 370-5381

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: April 24, 2023
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Health Services Director, an amendment to purchase order #25611 with Fresh & Ready Foods LLC to increase the payment limit by $120,000 to a new payment limit of $319,000 for the purchase of pre-made sandwiches, salads, fruit cups and other snacks as needed for the Food and Nutrition Services Department and the Contra Costa Regional Medical Center (CCRMC) with no change in the original term of June 30, 2022 through June 29, 2023.

FISCAL IMPACT:

Approval of this action will result in an additional $120,000 in expenditures for pre-made sandwiches, salads, fruit cups and other snacks as needed and will be funded by the Hospital Enterprise Fund I revenues.

BACKGROUND:

The CCRMC Nutrition Services Department initiated a competitive bid process and reviewed multiple prospective vendors. This vendor, Fresh & Ready Foods LLC, responsed to the request and and was able to accommodate the specific meals, delivery timelines and volume needs of the department, while also reducing staff burden for additional preparation requirements. Since these prepared foods are maintained on the hospital units, any additional or complicated thawing or heating requirements could potentially be a safety risk and put CCRMC in jeopardy during accreditation surveys and health inspections. Prior to Fresh & Ready LLC, another vendor was utilized; however, Fresh & Ready LLC products have a longer shelf life and are 50% more cost effective. The vendor also provides that if their products expire, Fresh & Ready LLC will take those items and provide a credit to the County.

Fresh & Ready Foods LLC has provided inexpensive products and are able to prepare bulk orders with consistent deliveries 2-3 times per week. This has consisted of over 200 peanut butter and jelly, 100 turkey, 10-20 egg salad, tuna salad and chicken salad sandwiches for patients as well as a variety of salads and fresh snacks for the café. We currently have 2 staffed out of 8 full capacity cook positions authorized and are having a hard time preparing all food items in-house. We have been receiving complaints from nursing on not having enough sandwiches stocked in patient nourishment rooms and the department is requesting use of this vendor as a supplement until bandwidth can be increased through staff onboarding.

If approved, the requested purchase order amendment will allow the vendor to provide additional food as requested by the Food and Nutrition Services Department and the Contra Costa Regional Medical Center (CCRMC) through June 29, 2023

CONSEQUENCE OF NEGATIVE ACTION:

If this action is not approved, there will be a significant strain on the Nutrition Department that is already experiencing staffing shortages. Senior management has requested that we continue to provide these items to patients to ensure that accreditation surveys and/or health inspection issues are mitigated.