HomeMy WebLinkAbout2015-11-23 16-020 ORDERCOUNCIL ACTION
Item No. 16-020
Date: 11-23-15
Item/Subject: ORDER, Authorizing the City Manager to Execute a Sub Contract
Agreement with Eastern Maine Healthcare Systems. (#CDC 16-1049: Sodium Reduction
in Communities)
Responsible Department: Public Health and Community Services
Commentary: This Order will authorize the City Manager to execute a sub contract
agreement in the amount of $45,112.00 on behalf of the City with Eastern Maine
Healthcare Systems (EMHS). This purpose of this agreement is to work with EMHS to
implement comprehensive strategies aimed at increasing the availability, accessibility,
and consumption of lower sodium products in hospital settings. The services under this
agreement aim to reduce sodium intake as a key modifiable risk factor associated with
high blood pressure and heart disease. The term of the agreement is 9/30/15 to
9/29/16. This was reviewed and recommended for approval at the 11-16-15
Government Operations Committee Meeting.
Department Head
Manager's Comments: KI
City Manager
Associated Information: Order
Budget Approval:
Finance Director
Legal Approval: Z68!!1
City Solicitor
Introduced for
x Passage
_First Reading Page _ of _
_ Referral
16-020
NOVEMBER 23, 2015
Assigned to Councilor Plourde
CITY OF BANGOR
(TITLE.) Order, Authorizing the City Manager to Execute a Sub Contract Agreement
with Eastern Maine Healthcare Systems (#CDC 16-1049 - Sodium Reduction in
Communities)
BY THE CITY COUNCIL OF THE CITY OF BANGOR:
BE IT ORDERED, that the City Manager is hereby authorized to execute a sub contract
agreement with Eastern Maine Healthcare Systems in an amount not to exceed $45,112.00 for
the purposes of reducing sodium intake in a hospital setting. The term of the agreement is
September 30, 2015 to September 29, 2016 and will be in a form acceptable to the City
Solicitor.
IN CITY COUNCIL
NOVEMBER 23, 2015
PASSED
CITY CLERK
16-020
NOVEMBER 23, 2015
City of Bangor
Agreement to Purchase Services
THIS AGREEMENT, made this 24th day of November 2015 is by and between the City of
Bangor, hereinafter called "Contractor" and EMHS, mailing address 43 Whiting Hill Road,
Cianchette Building, Brewer, Maine 04412, hereinafter called "Provider," for the period of
9/30/2015 to 09/29/2016.
WITNESSETH, that for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the Contractor, the Provider hereby agrees with the
Contractor to furnish all qualified personnel, facilities, materials and services and in consultation
with the Contractor, to perform the services, study or projects described, and under the terms of
this Agreement.
The following Riders and Attachments from the Sodium Reduction in Communities contract with
the State of Maine are hereby incorporated into this Agreement and made part of it by reference:
Rider A — Specifications of Work to be Performed
Rider B — Payment and Other Provisions
Rider D — Additional Requirements
Rider E — Program Requirements
Rider G — Identification of Country In Which Contracted Work Will Be Performed
Rider I — Assurance of Compliance, Exceptions
WITNESSETH, that this contract is consistent with Executive Order 01 FY 11/12 or a
superseding Executive Order, and complies with its requirements.
IN WITNESS WHEREOF, the Contractor and the Provider, by their representatives duly
authorized, have executed this agreement in one original copy.
CITY OF BANGOR
By:
Catherine M. Conlow, City Manager
AND
EMHS
By:
Doug Michael, Chief Community Health & Grants Officer
Total Agreement Amount: $45,112.00 to be disbursed on a monthly basis.
16-020
NOVEMBER 23, 2015
RIDER A
SPECIFICATIONS OF WORK TO BE PERFORMED
INTRODUCTION/OVERVIEW
Funds are provided under this Subcontract for the provision of Program Implementation
services. The service descriptions are detailed in Section II Deliverables.
This Subcontract is being entered into in order to fulfill City of Bangor obligations to the
State of Maine DHHS, Center for Disease Control and Prevention which has entered into
an Agreement with the United States Center for Disease Control & Prevention (U.S.
CDC) grant award DP13-1301. The City of Bangor will utilize the services of EMHS in
achieving strategies and activities contained within the State of Maine DHHS, Center for
Disease Control and Prevention DHHS Agreement # CDC -16-1049.
This Subcontract is provided to ensure strong local public health infrastructure to
implement comprehensive strategies aimed at increasing the availability, accessibility,
and consumption of lower sodium food products by making the healthy choice the easy
choice in hospital settings.
The services under this agreement aim at reducing sodium intake as a key modifiable
risk factor associated with high blood pressure and heart disease. This is especially
important in Maine where hypertension rates are higher than the national average and
have been on the rise. New research published in Clinical Endocrinology suggests that a
high sodium diet contributes to obesity -related metabolic disorders, including high
cholesterol, insulin resistance and metabolic syndrome.
II. DELIVERABLES
EMHS Areas of Focus
• Implement menu and/or meal modifications to reduce sodium
EMHS Sodium Reduction Activities
• Assess the food environment to identify opportunities and barriers to achieving the
outcomes of this project
• As identified increase point of selection choices by educating customers about
healthier options
• Assist with implementation of evaluation plan
• Complete data entry of recipes, recipe generation, and others items as needed
• Participate in the local sodium leadership team (monthly meetings)
• Participate in webinars, conference calls, and other learning opportunities related to
sodium reduction as needed.
Accountability:
• Regular meetings between City of Bangor Sodium Reduction Coordinator and EMHS
designee.
Rider A Page 1
IV.
16-020
NOVEMBER 23, 2015
• Written agreement between the City of Bangor and EMHS.
• Participate in quarterly project reports
• Participate in project evaluation & data collection
• Monthly financial report and invoice of actual expenditures.
PERFORMANCE MEASURES
EMHS designee will have regular meetings with the City of Bangor Sodium Reduction
Coordinator listed in Rider B Section 6 and the Evaluator to meet and document the
following required federal CDC performance measure outcomes:
Increase availability of lower sodium foods
• Average sodium content of foods or meals by food category
Increase accessibility of lower sodium food product
• % and # of people with access to environments with healthy food options, including
lower sodium foods
Increase purchase/selection of lower sodium food products
• % and # of lower sodium foods purchased/selected by food category
Reduce sodium intake
• Average daily sodium intake
REPORTS
EMHS shall submit data, detailing progress towards the deliverables, to assist the City of
Bangor in the preparation of reports with the specifications according to the following
schedule:
Performance Measurement Reports
Report Period: Date Due:
October 1 — December 31, 2015 January 31, 2016
January 1 — March 31, 2016 April 30, 2016
April 1 —June 30, 2016 July 30, 2016
July 1 — September 29, 2016 October 30, 2016
The City of Bangor and Subcontractors including EMHS understand that the reports are
due within the timeframes established and that the Department will not make subsequent
payment installments under this Agreement until such reports are received, reviewed and
accepted.
EMHS further agrees to submit such other data and reports as may be requested by the
City of Bangor.
Rider A Page 2
16-020
NOVEMBER 23, 2015
RIDER B
PAYMENT AND OTHER PROVISIONS
1. AGREEMENT AMOUNT: $45.112.
The sources of funds and compliance requirements for this Agreement follow:
A. Federal Funds $46,112.
® 93.082 Center for Chronic Disease Prevention and Health $46,112.
Promotion, Maine CDC Sodium Reduction in Communities,
1 U58DP004929-01
2. INVOICES AND PAYMENT: The City of Bangor will pay EMHS twelve (12) monthly payments
for the period ending September 30, 2016, upon receipt of an approved invoice. These
payments will be based upon actual services performed.
TABLE OF ALLOWABLE EXPENSES
based on a 12 month budget
PERSONNEL
Hourly wage
Annual
Hours
Salary
Project Coordinator (16hr/wk)
Base Salary
$19,154.74
Fringe Benefits
8,518.12
Total personnel
$27,672.86
PROGRAM EXPENSES
Travel - In state: 1136 miles @.44/mile
$750
Nutrient Analysis Software
$1,300
Market/Communications
$500
Other (Training/In-service/Materials)
$2000
Total program expenses
$4,550.00
OTHER
Federal Indirect Cost Rate = 40%
$12,889.14
Totals
$45,112.00
Appendix B: Required Language for Subcontracts
11. EMPLOYMENT AND PERSONNEL. The Provider shall not engage any person in the
employ of any State Department or Agency in a position that would constitute a violation of 5
M.R.S.A. § 18 or 17 M.R.S.A. § 3104. The Provider shall not engage on a full-time, part-time or
other basis during the period of this Agreement, any other personnel who are or have been at
any time during the period of this Agreement in the employ of any State Department or Agency,
Rider B Page 1
16-020
NOVEMBER 23, 2015
City of Bangor
Agreement to Purchase Services
THIS AGREEMENT, made this 24th day of November, 2015 is by and between the City of
Bangor, hereinafter called "Contractor" and Good Shepherd Food Bank, mailing address 88
Stevens Rd, Brewer, ME 04412, hereinafter called "Provider," for the period of 9/30/2015 to
9/29/2016.
WITNESSETH, that for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the Contractor, the Provider hereby agrees with the
Contractor to furnish all qualified personnel, facilities, materials and services and in consultation
with the Contractor, to perform the services, study or projects described, and under the terms of
this Agreement.
The following Riders and Attachments from the Sodium Reduction in Communities contract with
the State of Maine are hereby incorporated into this Agreement and made part of it by reference:
Rider A
— Specifications of Work to be Performed
Rider B
— Payment and Other Provisions
Rider D
— Additional Requirements
Rider E
— Program Requirements
Rider G
— Identification of Country In Which Contracted Work Will Be Performed
Rider I
— Assurance of Compliance, Exceptions
WITNESSETH, that this contract is consistent with Executive Order 01 FY 11/12 or a
superseding Executive Order, and complies with its requirements.
IN WITNESS WHEREOF, the Contractor and the Provider, by their representatives duly
authorized, have executed this agreement in one original copy.
CITY OF BANGOR
By:
Catherine M. Conlow, City Manager
AND
Good Shepherd Food Bank
By:
Kristen Miale, President
Total Agreement Amount: $15,000 to be disbursed on a monthly basis.
16-020
NOVEMBER 23, 2015
RIDER A
SPECIFICATIONS OF WORK TO BE PERFORMED
INTRODUCTION/OVERVIEW
Funds are provided under this Subcontract for the provision of Program Implementation
services. The service descriptions are detailed in Section II Deliverables.
This Subcontract is being entered into in order to fulfill City of Bangor obligations to the
State of Maine DHHS, Center for Disease Control and Prevention which has entered into
an Agreement with the United States Center for Disease Control & Prevention (U.S.
CDC) grant award DP13-1301. The City of Bangor will utilize the services of Good
Shepherd Food Bank in achieving strategies and activities contained within the State of
Maine DHHS, Center for Disease Control and Prevention DHHS Agreement # CDC -15-
1049.
This Subcontract is provided to ensure strong local public health infrastructure to
implement comprehensive strategies aimed at increasing the availability, accessibility,
and consumption of lower sodium food products by making the healthy choice the easy
choice in food pantry settings.
The services under this agreement aim at reducing sodium intake as a key modifiable
risk factor associated with high blood pressure and heart disease. This is especially
important in Maine where hypertension rates are higher than the national average and
have been on the rise. New research published in Clinical Endocrinology suggests that a
high sodium diet contributes to obesity -related metabolic disorders, including high
cholesterol, insulin resistance and metabolic syndrome.
II. DELIVERABLES
Good Shepherd Food Bank Areas of Focus
• Develop and implement food service guidelines/nutrition standards
• Implement menu and/or meal modifications to reduce sodium
• Implement strategies that may enhance the purchase/selection of lower sodium foods
Good Shepherd Food Bank Sodium Reduction Activities
• Assess the food environment to identify opportunities and barriers to achieving the
outcomes of this project
• Influence selections at the food pantries by educating donors on the healthier options
of food that can be donated
• Increase point of selection choices by educating customers about healthier options
• Coordinate with Supplemental Nutrition Assistance Program (SNAP -Ed) initiatives
• Coordinate food placement and food demonstrations
• Assist with implementation of evaluation plan
• Assist with implementation of Good Shepherd Food Bank food guidelines at pilot food
pantry sites
• Participate in the local sodium leadership team (monthly meetings)
Rider A Page 1
16-020
NOVEMBER 23, 2015
• Participate in webinars, conference calls, and other learning opportunities related to
sodium reduction as needed.
Accountability:
• Regular meetings between City of Bangor Sodium Reduction Coordinator and GOOD
SHEPHERD FOOD BANK designee.
• Written agreement between the City of Bangor and GOOD SHEPHERD FOOD
BANK.
• Participate in quarterly project reports
• Participate in project evaluation & data collection
• Monthly financial report and invoice of actual expenditures.
III. PERFORMANCE MEASURES
GOOD SHEPHERD FOOD BANK designee will have regular meetings with the City of
Bangor Sodium Reduction Coordinator listed in Rider B Section 6 and the Evaluator to
meet and document the following required federal CDC performance measure outcomes:
Increase availability of lower sodium foods
• % and # of entities adopting comprehensive nutrition standards and practices,
including sodium reductions standards and practices
• Average sodium content of foods or meals by food category
Increase accessibility of lower sodium food product
• % and # of people with access to environments with healthy food options, including
lower sodium foods
Increase purchase/selection of lower sodium food products
• % and # of lower sodium foods purchased/selected by food category
Reduce sodium intake
• Average daily sodium intake
IV. REPORTS
Good Shepherd Food Bank shall submit data, detailing progress towards the
deliverables, to assist the City of Bangor in the preparation of reports with the
specifications according to the following schedule:
Performance Measurement Reports
Rider A Page 2
Report Period:
October 1- December 31, 2015
January 1 — March 31, 2016
April 1 — June 30, 2016
July 1 — September 30, 2016
Date Due:
January 30, 2016
April 30, 2016
July 30, 2016
October 30, 2016
16-020
NOVEMBER 23, 2015
The City of Bangor and Subcontractors including Good Shepherd Food Bank understand
that the reports are due within the timeframes established and that the Department will not
make subsequent payment installments under this Agreement until such reports are
received, reviewed and accepted.
Good Shepherd Food Bank further agrees to submit such other data and reports as may
be requested by the City of Bangor.
Rider A Page 3
16-020
NOVEMBER 23, 2015
RIDER B
PAYMENT AND OTHER PROVISIONS
1. AGREEMENT AMOUNT: $15.000.
The sources of funds and compliance requirements for this Agreement follow:
A. Federal Funds $15,600.
® 93.082 Center for Chronic Disease Prevention and Health $15,500..
Promotion, Maine CDC Sodium Reduction in Communities,
1 U58DP004929-01
2. INVOICES AND PAYMENT: The City of Bangor will pay Good Shepherd Food Bank twelve
(12) monthly payments for the period ending September 30, 2016, upon receipt of an approved
invoice. These payments will be based upon actual services performed.
TABLE OF ALLOWABLE EXPENSES
PERSONNEL
Salary
Salary
$
12,150.00
Fringe Benefits % of salary
$
1,350.00
Total Personnel
$
13,500.00
Mini grants
$
2,000.00
Grand Total
$
15,500.00
Appendix B: Required Language for Subcontracts
11. EMPLOYMENT AND PERSONNEL. The Provider shall not engage any person in the
employ of any State Department or Agency in a position that would constitute a violation of 5
M.R.S.A. § 18 or 17 M.R.S.A. § 3104. The Provider shall not engage on a full-time, part-time or
other basis during the period of this Agreement, any other personnel who are or have been at
any time during the period of this Agreement in the employ of any State Department or Agency,
except regularly retired employees, without the written consent of the State Purchases Review
Committee. Further, the Provider shall not engage on this project on a full-time, part-time or
other basis during the period of this Agreement any retired employee of the Department who has
not been retired for at least one year, without the written consent of the State Purchases Review
Committee. The Provider shall cause the foregoing provisions to be inserted in any subcontract
for any work covered by this Agreement so that such provisions shall be binding upon each
subcontractor, provided that the foregoing provisions shall not apply to contracts or subcontracts
for standard commercial supplies or raw materials.
12. STATE EMPLOYEES NOT TO BENEFIT. No individual employed by the State at the time
this Agreement is executed or any time thereafter shall be admitted to any share or part of this
Agreement or to any benefit that might arise there from directly or indirectly that would constitute
a violation of 5 M.R.S.A. § 18 or 17 M.R.S.A. § 3104. No other individual employed by the State
Rider B Page 1