To: Board of Supervisors
From: David O. Livingston, Sheriff-Coroner
Report Title: Summit Food Service, LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Sheriff -Coroner, or designee, to execute, a contract amendment with Summit Food Service, LLC., to increase the payment limit by $2,000,000, to a new payment limit of $11,000,000 to provide food service at the Sheriff's West County Detention Facility, Martinez Detention Facility and Marsh Creek Detention Facility, for the period July 01, 2023 through June 30, 2026, plus two optional one-year term extensions.
FISCAL IMPACT:
Approval of this request will result in an additional $2,000,000 in expenditure and will be funded 100% by the department’s County General Fund allocation.
BACKGROUND:
Summit Food Service provides food procurement, menu planning and nutritional review of inmate meals per the Title 15 Minimum Standards for Local Detention Facilities, which requires a minimum diet based on specific caloric requirements and necessitates an annual review by a registered dietician. The current inmate menu has not been adequately updated by a registered dietician to reflect contemporary needs, especially as it relates to medical diets. Additionally, with the rising cost of food, contracting for procurement allows the County to access price discounts otherwise unavailable to us. This contract went out to bid on December 2022 with three companies bidding. After review, Summit Food Service was ultimately awarded the bid.
Due to rising cost of food and demand, the contract payment limit estimate from 2023 is insufficient to cover the full costs through the contract term. This request is to increase the payment limit to cover all food service provided by this vendor.
CONSEQUENCE OF NEGATIVE ACTION:
If this contract is not approved, our inmate menu may be subject to scrutiny as it has had limited updates, particularly as it relates to the medical diets prescribed by the Detention Medical Staff, and in some cases, may not be compliant with Title 15 Minimum Standards. Additionally, our current method of food procurement and preparation does not adequately address emergency food contingencies such as natural disasters or staffing crises.