HomeMy WebLinkAboutMINUTES - 06031997 - C110 F r -
` .. Contra
0 = f 5 Costa
Count
y
' ST'S COU V'C
TO: BOARD OF SUPERVISORS
FROM: PHIL BATCHELOR, County Administrator
DATE: May 19, 1997
SUBJECT: REPORT ON COUNTY FOOD PURCHASING AND PREPARATION
---------------------------------------------------------------------------------------6-------------------------------------------------
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
ACCEPT report from the County Administrator on the feasibility of central purchasing and
preparation of food among County departments (Sheriff, Probation, Health, and Community
Services).
REASONS FOR RECOMMENDATION/BACKGROUND
During the 1996/97 budget committee meeting, a referral was made to the CAO to
study the feasibility of centralizing the purchasing and preparation of food among
County departments (Sheriff, Probation, Health, and Community Services). The
following is a description of the current system of purchase and preparation of food in
these County departments:
The Sheriff's Department contracts with approved vendors through General Services -
Purchasing for large quantities of standard items such as turkey products, milk.& dairy
products, and bread. The Sheriff is also part of a group purchasing organization called
"Purchase Connection" that maximizes purchasing power and receives approximately
$117,575 in annual savings from vendors. Meals are prepared in the kitchens located
within the three adult detention facilities: Martinez Detention Facility; West County
Detention Facility; and Marsh Creek Detention Facility.
The Community Services Department also contracts with approved vendors through
General Services - Purchasing. These bids are negotiated with vendors based on the
expected volume of use for the County as a whole. Community Services is also part of
"Purchase Connection" which allows for specially negotiated reduced prices and
distributes reimbursements based on volume ordering. This department expects to
receive $2,500 to $3,000 this year in reimbursements alone. Meals are prepared in the
central kitchen at the Neighborhood Services Mall in West County.
The Probation Department purchases all food from wholesa!e food suppliers through
"Purchase Connection" in a contract set up through General Services - Purchasing.
Meals are prepared in the kitchen at the Orin Allen Youth Rehabilitation Facility in
Byron and Juvenile Hall in Martinez.
CONTINUED ON ATTACHMENT: y YES SIGNATURErRE4CO '
------------------------------------------------------------------------RECObIAdF.NDATION OF COUNTY ADMINISTRATORNOF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(s):
---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
---------------------AC'T'ION OF BOARD ON June 3, 1997 APPROVE AS RECOMMENDED
OTIIER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
_ UNANIMOUS(ABSENT ) AND ENTERED ON THE MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE
AYES: NOES: SHOWN.
AI3SENT: _ABS'T'AIN:
ATTESTED June -3, 1 9()7
cc: CAO-,InstiCC System Programs PHIL BATCHELOR,CLERK OF THE
Auditor-Controller BOARD OF SUPERVISORS AND COUNTY
Ilealth Services ADM ISTRATOR
Sheriff
Probation BYA DEPUTY
Community Services
Purchasing
May 19, 1997
Page Two (2)
The Health Services Department bids for bread and milk through General Services -
Purchasing. Meat, produce, formulas, and equipment are obtained through a contract
with Amerinet, a group purchasing organization that is utilized by various hospitals in
the State. Chemicals, bakery items, chips, and soft drinks are bid by the Food Service
Director. Meals are prepared at the Merrithew Memorial Hospital for the patients and
cafeteria.
In all cases, General Services - Purchasing sets up the contracts with the vendors.
However, each department orders food based on the departments' specific needs and
dietary requirements, which are often legally mandated. Since these requirements vary
greatly between departments, food orders should remain the departments'
responsibility.
General Services - Purchasing has coordinated contracts with two group purchasing
organizations: Purchase Connection and Amerinet. Purchase Connection functions as
a purchasing "cooperative" by negotiating with vendors for reduced prices and
reimbursements based on ordering food in bulk for various Counties within the State.
Amerinet has contracts with hospitals all over the State to negotiate reduced prices
from vendors for volume ordering of hospital equipment, supplies, and food.
The preparation of food for these departments occurs in facilities located in the cities of
Byron, Clayton, Richmond, and Martinez. Meal needs and dietary guidelines differ
greatly between departments (Health Services, for instance, must prepare meals to suit
medical conditions such as diabetes.). These greatly differing dietary standards, that
each department must legally adhere to, justify separate meal preparation. Also, the
logistics of preparing food in a central location and distributing to the aforementioned
cities justify decentralization.
In conclusion, food purchases are centralized to the point that all contracts are
negotiated through General Services - Purchasing. Through this coordinated
purchasing system, the Purchasing Manager reviews these contracts and vendors
annually thus ensuring excellent economy. The current system allows departments to
be responsible for ordering and preparing the food that suits their specific dietary
standards, at the time it is needed, while allowing economies to occur as a result of
centralized purchasing. The food is prepared on site, which allows for easy
distribution. At this point it is not feasible to further centralize the purchasing or
preparation of food.