HomeMy WebLinkAboutPACKET Community Development Committee 2003-06-05. 2, . 1, AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE June 5,2003 8:00 a.m. Preparation date: 6/2/03 *Revision date: 1) MUSEUM/SENIOR CENTER DEPARTMENTS: a) ACTION ITEMS: i) Senior Center Food Service Privatization Contract - Request approval to execute contract. b) REPORTS: i) Museum Bi-Monthly Report. NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared.
TOWN OF ESTES PARK Office Memorandum To: The Honorable Mayor Baudek and Board of Trustees From: Betty Kilsdonk and Jody Thompson I)ate: June 5,2003 Re: Senior Center Food Service Privatization Contract BACKGROUND: Senior Center Food Service Privatization Contract - Addendum COVENANTS I. FOOD SERVICE AND KITCHEN USE A. ... During the term ofthis Contract, CAO shall have exclusive access to, control and use of the kitchen at the Estes Park Senior Center and all kitchen operations at this facility except for use by Senior Center Inc for special and fund raising events. Senior Center Inc. will notify CAO at least 60 days in advance of such special and fund-raising events.
. I , TOWN OF~ESTESPARK Office Memorandum To: The Honorable Mayor Baudek and Board of Trustees From: Betty Kilsdonk and Jody Thompson Date: June 5,2003 Re: Senior Center Food Service Privatization Contract BACKGROUND: A Task Force was formed in September 2002 to review Senior Center food service operations in order to reduce total food costs. Members of the Task Force were Assistant Town Administrator Randy Repola, Department Head Betty Kilsdonk, Director Jody Thompson, and Senior Center Board members Don Tebow, Vern Mertz and Walter Richards. This group met in 10 sessions, as well as visiting and consulting with staff from other municipal senior centers. After studying the range of possibilities, the Task Force determined the best option would be to investigate privatizing food service. An RFP was presented to the Community Development Committee on March 6,2003. The Task Force selected three candidates to interview. Of those three, Catering for All Occasions (CAO), owned by Stan and Linda Guzzy, was selected. Selection was based on length of time in business, experience, proposed meal charge, sample menu, professional references, and an assessment of compatibility with the senior population. The attached contract was reviewed by Greg White, Town Attorney. BUDGET/COST: The Town of Estes Park will pay to CAO a $2.00 per meal subsidy, not to exceed $25,000 per year for both congregate and meals and wheels meals. The Town requests that CAO use a sliding scale for meals on wheels (see Section VIII). The Town will subsidize any shortfall between the $4.00 agreed-upon meal charge and the actual receipts for meals on wheels. This could result in additional subsidy to CAO of $3,500. The Town of Estes Park will provide and maintain kitchen equipment, and provide utilities and office space. CAO will have exclusive rights to the kitchen for their private catering business. RECOMMENDATION: Staff requests approval to proceed with executing the Senior Services Food Contract.
4 . ' -:• I SENIOR SERVICES FOOD CONTRACT Contract between the Town of Estes Park, Colorado ("Town'9) and Catering for All Occasions LLC ("CAO"), dated this day of ,2003. RECITALS 1. The Town owns and operates the Estes Park Senior Center located at 220 - Fourth Street, Estes Park, Colorado. At the Senior Center, the Town currently operates a kitchen and provides congregate meals at noon, Monday through Friday, and food services for some special events. The Town currently provides home delivered meals (meals on wheels) weekdays at noon to persons of any age who, due to illness or other infirmity, qualify for this service. 2. The Town intends that food service continue to be provided at the Estes Park Senior Center, but desires to provide such services through a vendor. 3. CAO desires to operate the kitchen and possesses the necessary expertise to provide the food service' currently offered by the Town at the Estes Park Senior Center. COVENANTS I. FOOD SERVICE AND KITCHEN USE A. CAO shall providethe food services at the Estes Park Senior Center specified in Exhibit A, attached to this Contract and incorporated hefein by reference. During the term of this Contract, CAO shall have exclusive access to, control and use of the kitchen at the Estes Park Senior Center and all kitchen operations at this facility. CAO shall employ staff it determines to be sufficient and appropriate to provide services under this Contract and shall be solely responsible for the hiring, compensation, supervision and termination of such employees. CAO shall determine menus and prices charged for all food services at the Estes Park Senior Center subject to Section VIII ofthis Contract and shall provide all raw food and supplies required for all food services. CAO shall be responsible for daily cleaning ofthe kitchen, minor kitchen maintenance, and bussing and wiping down dining tables. B. CAO may use the kitchen at the Estes Park Senior Center in order to prepare food for both senior and non-senior groups that have rented meeting rooms from the Town at the Senior Center. As stated in Section VI of this Contract, CAO shall enter into separate agreements for catering services with each group that requests such services. The Town reserves the right to rent meeting rooms to various groups without regard to whether a particular group would be likely to request catering services from CAO. CAO's use of the kitchen at the Estes Park Senior Center shall be exclusive. CAO may use the kitchen to prepare food for off-premises events provided said preparation does not negatively impact regular lunch service at the Senior Center. CAO is responsible for set up, take down, and cleanup of all rooms for events which they are contracted to cater. Catering for private groups may, be accommodated during the weekday noon lunch period at the Senior Center
b provided CAO does the set up, take down and clean up; and provided such groups do not negatively impact regular lunch service at the Senior Center. t,0 ·\-4 C. The Town shall provide food service equipment in place in the kitchen at the Estes Park Senior Center to CAO as of the date of this Contract. The Town shall maintain and repair all kitchen equipment and shall initiate repairs with twenty- four (24) hours of notification by CAO of the need for repair. The Town shall provide all necessary plumbing and electrical repair and maintenance and shall be solely responsible for routine cleaning and maintenance of all areas ofthe Estes Park Senior Center, other than the kitchen. The Town shall provide, and replace as necessary, all non-disposable dinnerware, silverware, pots, pans and cooking and serving utensils. D. The Town shall provide utilities to the Estes Park Senior Center facility at no cost to CAO. E. The Town shall transfer the inventory of food (except coffee) and disposable food service goods at the Senior Center to CAO at no cost on the date CAO commences meal service. F. The Town will continue to purchase aluminum containers for home- delivered meals (meals on wheels), and will coordinate volunteers to deliver the meals. In the event that a volunteer is unavailable to deliver a meal, Town staff will deliver it. G. The Town will continue to furnish coffee to the public during the Senior Center's normal operating hours. H. Town of Estes Park volunteers will continue to take telephone reservations for weekday Senior Center noon meals. The Town will continue to do intake for meals on wheels clients, and make a determination at that time as to meals on wheels income level for sliding scale purposes. I. The Town will furnish office space to CAO for catering business use. The Town is not responsible for telephone, delivery or other miscellaneous charges incurred by CAO. II. TERM Subject to appropriation of sufficient funds by the Town Board, services under this Contract will commence on July 15, 2003 and expire on August 31, 2004. In the event that the Town Board does not appropriate funds to cover the January 1 through August 31 2004 period, the Town may terminate this agreement as ofDecember 31, 2003. III. COMPENSATION A. The Town will pay to CAO a $2.00 per meal subsidy, payable monthly in response to invoices issued by CAO, not to exceed $25,000 per year for both congregate and meals on wheels.
1 .7 ... The Town requests that CAO use a sliding scale for meals on wheels (see Section 'c.-'EY, <·c -:3 :=- VIH). The·:Down will subsidize any shortfall between the $4.00 agreed-upon meal.charge. . and the actual receipts for meals on wheels. Payments will be made after the first Town Board meeting of each month in response to invoices received in a timely manner per the attached Vendor Payment Cutoff Dates schedule. B. The meal subsidy applies only to "eligible" meals, that is, meals served to clients aged sixty (60) and over as part of the Senior Center lunch program; and to meals on wheels recipients regardless of age. IV. INSURANCE CAO shall obtain, at its own cost and expense, the following insurance coverage with insurance companies licensed in the State of Colorado. A. GENERAL LIABILITY. Comprehensive general liability insurance in the amount equal to at least $150,000.00 per person and $600,000.00 per occurrence and an annual aggregate of at least $1,000,0000.00. This coverage shall include, without limitation, bodily injury, property damage and products liability. B. PROPERTY AND FIRE. All risk property insurance in the amount equal to at least $100,000.00 for the kitchen, food preparation area, and serving area at the Estes Park Senior Center. C. WORKER'S COMPENSATION INSURANCE. CAO shall comply with the Worker's Compensation Act of Colorado by insuring under the Colorado . Compensation Insurance Authority or under a stock or mutual corporation authorized to transact the business of worker's compensation insurance in Colorado, or by procuring a self-insurance permit from the Industrial Commission of Colorado. D. FOOD PRODUCT INSURANCE. Insurance covering loss or spoilage of food due to mechanical failure. E. INSURANCE CANCELLATION. All required insurance shall be continued through the period of the Contract, and each policy shall state that it may be canceled only if the,Town has been notified 30 days prior to cancellation. F. ADDITIONAL INSURED. The Town shall be named as an additional insured on CAO's Liability policies with respect to claims of third parties only. The Town shall be named an additional insured on CAO's all risk property insurance policy, and shall be entitled to the proceeds as primary insurance as its interests may appear. G. CERTIFICATES. CAO shall provide the Town with certificates evidencing that all required insurance policies are in effect, that notice of cancellations will be provided to the Town, and that the Town is an additional insured on such policies to the extent required by the Contract.
V. TERMINATION This Contract may be terminated for any reason upon ninety (90) days' written notice by either party. In addition: A. CAO may cease the performance of its obligations under this Contract, upon provision to the Town of seven (7) days' written notice, if the Town fails to make a payment in accordance with Section III above or if the Town is in default in the performance of its obligations under the Contract. Such a default includes, but is not limited to, failure to repair, within a reasonable period oftime, equipment needed for the performance of CAO's obligations under the Contract. B. In the event of fire, flood, windstorm, tornado, earthquake or other natural disaster damages to the Estes Park Senior Center to the extent that it cannot be repaired or replaced within sixty (60) days, this Contract shall be deemed to be mutually terminated, with each party to bear its own losses due to such termination. C. Upon termination of this Contract for any reason, the Town shall be responsible for payment of the invoices due for the month during which the Contract is terminated. D. Upon termination or expiration ofthis Contract for any reason, CAO shall promptly remove all equipment, raw food inventory, and other items belonging to it, promptly quit the premises, and leave premises in a condition at least as good as prior to occupancy, normal wear and tear excepted. VI. CATERING AND SPECIAL EVENTS A. CAO may provide catering to groups who use the Estes Park Senior Center. All such catering shall be arranged by agreement between CAO and the group to receive the catering service. CAO shall determine menus available and prices to be charged for such catering. B. CAO is responsible for set up/take down oftables, chairs and other equipment for all catering functions that are scheduled at the Estes Park Senior Center in rooms used for those functions. VII. OTHER SITES OPERATED BY THE TOWN OF ESTES PARK The entrance into this Contract by CAO is not an expression of its intent to undertake similar obligations at other Town facilities. VIII. CHARGES FOR FOOD SERVICES A. CAO has agreed to charge $4.00 per senior meal (age 60 or older) per congregate meal, including sales tax, for the term ofthis contract.
I . Z./9 .r, e .:' B. *The following sliding scale will be used for meals on wheels: c. I Income per Household Suggested Donation Monthly Net: Per Meal: Above $1,000 $4.00 - $900-999 $3.00 $800-899 $2.75 $700-799 $2.50 $600-699 $2.25 $500-599 $2.00 $400-499 $1.75 $300-399 $1.50 $299-299 $1.25 under $200 $0.50 C. During the term ofthis Contract, CAO shall be solely responsible for determining prices to be charged for their private food services provided through the kitchen facilities. D. CAO will collect all charges for meal services including the Senior Center meals program including sales tax. IX. SALE OF ALCOHOLIC BEVERAGES No alcoholic beverage sales will be permitted at the Estes Park Senior Center. Groups renting the facility for an event catered by CAO may consume complimentary alcoholic beverages which the private party provides. The Town of Estes Park will monitor increased maintenance costs due to alcohol consumption. X. PERFORMANCE The Town will regularly monitor meal quality and service levels and CAO shall provide meals which are acceptable to the majority of customers and the Town with regard to price and quality. CAO will be expected to exercise creativity in expanding and describing menu items. XI. MISCELLANEOUS A. INDEPENDENT CONTRACTOR. CAO shall act as an independent contractor and not as an employee of the Town in providing the services required by this Contract. B. SUBCONTRACT APPROVAL. Neither party shall enter into any subcontract for the provision of services under this Contract without prior approval, in writing, from the other party.
4 . . C. ASSIGNMENT. The parties agree that they will not assign or transfer any D ~21..r.. rights or obligations under this Contract without previous specific written consent of the other party. D. COMPLIANCE WITH LAW. CAO shall comply with all federal, state and local laws and regulations governing the preparation and handling of food; and shall procure and keep in effect all necessary licenses and permits. E. EXHIBITS. The exhibits referred to in this Contract are part of the Contract and are incorporated in it. F. SEVERABILITY. To the extent that the Contract may be executed and performance of the parties' obligations may be accomplished within the intent of the Contract, the terms of the Contract are severable, and should any term or provision of the Contract be declared invalid or become inoperative for any reason, such invalidity or failure shall not affect the validity or of any other contract term or provision. G. WAIVER. If either party fails to enforce any term of the Contract for any instance or period of time, this failure shall not act as a waiver with respect to any other period of time or instance. The waiver of any breach of a term of the Contract shall not be construed as a waiver of any other term. H. CHOICE OF LAW. In alllitigation arising out of this Contract, the statutory and common law of the state of Colorado shall be controlling. The parties further agree that the only proper venue shall be District Court in and for the County of Larimer. I. INTEGRATION AND MERGER. This document represents the entire integrated agreement between the Town and CAO, and supersedes all prior negotiations, representations, or agreements, either oral or written. No modification, negotiations, amendment waiver or novation shall be valid unless incorporated in a written amendment signed by the Town and CAO. CATERING FOR ALL OCCASIONS TOWN OF ESTES PARK, COLORADO By: By: Mayor ATTEST: APPROVED AS TO FORM: Town Attorney
. - . r. EXHIBIT A Catering for All Occasions Food Service Lunches served at the Estes Park Senior Center Monday through Friday for at least one hour, 12:00 Noon to 1:00 PM for Seniors, their guests, and visitors. Home delivered meals (meals on wheels) provided weekdays at noon to persons of any age who, due to illness or other infirmity, qualify for this service. The following holidays are excepted from lunch service: January 1 (New Year's Day) May (last Monday) Memorial Day July 4 (Independence Day) September (first Monday) Labor Day November (fourth Thursday) Thanksgiving Day December 24 Christmas Eve Day December 25 Christmas
4. MEMORANDUM To: Community Development Committee From: Betty Kilsdonk Re: Bi-Monthly report Date: June 5,2003 Museum Expansion Update Three local architecUgeneral contractor teams met with Bill Linnane, Greg Sievers and Museum staff on May 19 for an RFP pre-bid site review. Responses to the expansion RFP are due June 6 and interviews will be held in the last two weeks of June. We anticipate presenting a proposal to the Community Development Committee at your July meeting. Panorama Sales & Credit Cards The Museum is selling the historic panoramas that were recently put on display in the board room lobby. To effectively market them, we will be starting credit card service at the Museum Shop on a six-month trial basis. As you know, the Special Events Dept. has used credit cards for years for the Rodeo and other events. We will purchase a rebuilt machine and share the other costs with the Friends Board. The Friends will also benefit from credit card sales because they operate the Museum's Shop. History Camp The King Foundation has awarded us $2500 for History Camp for the next two years. This is just over half the amount we requested. After discussion with the Friends Board, we have decided to use the entire gift this year and work on alternative funding sources for 2004. The MacGregor Ranch and the Lennie Bemiss Memorial Scholarship Fund remain strong partners. History Camp has 3 four-day sessions this year of 15 children each, June 23-26, July 7-10, and August 4-7. The registration deadline was May 31. Historic Fall River Hydroplant Joint Tour , The Museum and the Stanley Museum have begun offering a joint tour package. For $7.50, customers gain admittance to the Stanley Hotel tour, the Hydroplant, and the Estes Park Area Historical Museum. Award The Hydroplant booklet, written by JJ Rutherford, with editing, layout and production by Rae Todd and Platte River Power Authority, has won an Award of Distinction in the Marketing/Promotion/Special Event category of the 2003 Communicator Awards.
Museum Programs and Events Until Aug. 31 American Roads photography exhibit, on loan from the CU Art Galleries. June 7 Thirty Years of Colorado Transportation Archaeology (rescheduled from earlier date) 1 PM, Municipal Building room 201. - June 8 Free Day June 10 Bold Spirit: Helga Estby's Forgotten Walk Across Victorian America. 1 PM at the Senior Center. In 1896, Helga and her daughter walked 3500 miles on a $10,000 wager to save their family farm. This is a dramatization of their journey. June 13 Novels of the West. 7 PM, Board Room. Joint program with the Estes Park Public Library Foundation. June 23 Explore Historic Allenspark. Free reservations required. Joint program with Estes Park Postcard Club. July 4 Coolest Car Show. Free Day at the Museum. July 11 Museum Friends Members-only program to view improvements at MacGregor Ranch. July 18 Crazy Nate the Gold Prospector. 7 PM, Board Room. Joint program with Estes Park Public Library Foundation. July 31 Free Day. Last day of Estes Park Women's C/ubs exhibit.
Estes Park Area Historical Museum April 2003 Attendance Admissions April 2003 attendance = 536 April 2003 Admissions = $57 YTD = 1393 YTD = $457,8.4% of budget April attendance by year ($5400) with 33% of yr lapsed 536 Web site hits Museum 2,453 (YTD = 8,759) Ranking on TOEP website: 5~h Hydroplant 589 (YTD = 1,804) 312 316 Ranking on TOEP website: 17th 219 166 Programs 4/11 Ute Indians (Bd Room) 175 4/12 Rock Cabins (RMNP) 200 4/19 Old Timers:Hidden Valley (Bd Rm) 45 4/30 Scout Troup (Hydroplant) 14 FY FY FY FY FY .99 .00 '01 '02 '03 Attendance by Audience Origin Foreign 3% Estes Park out o, 01 34% State f / rk, Ut \ 25% 1 < Colorado 38%