Amendment_13.pdf

CONTRACT AMENDMENT

Arizona Department of Economic Security

1789 W Jefferson Street, Mail Drop 1541, Phoenix, AZ 85007

CONTRACT NUMBER: AMENDMENT NUMBER:

CTR048044 Thirteen (13)

DESCRIPTION/ LABEL: Area Agencies on Aging (AAA)

CONTRACTOR NAME: Western Arizona Council of Governments

THE ABOVE REFERENCED CONTRACT IS HEREBY MODIFIED AS FOLLOWS:

1. In Accordance with the Special Terms and Conditions Section 28.0 Levels of Service, and in accordance with the Alerts issued on March 29, 2023, and May 19, 2023, the Contract reimbursement ceiling for the period July 1, 2023, through June 30, 2024, is $7,218,616.78. This amount includes additional estimated carryover from State fiscal year 2023 that will be reflected in an upcoming Alert.

Therefore, the initial Service Budget for the period of July 1, 2023, through June 30, 2024, is attached as part of this amendment.

2. In accordance with the Uniform Terms and Conditions, Section 5.0 Contract Changes, subsection 5.1

Amendments, the Scope of Work, Section 22.0 Home Delivered Meals is revised below, changes are noted in italics and red below and in the attached CTR048044 Scope of Work, via amendment 13.

Revised: Section 22.3.1

22.3.1 Menu Planning

1. Develop cycle menus to be used on a semi-annual basis (every six (6) months). A cycle menu is a six (6) or more week menu that will be rotated throughout the period.

2. Maintain menus for audit inspection for at least one (1) year after the meals have been served. Menus shall also be kept for at least one (1) year at the meal preparation site and the location from where the meal was delivered.

Revised: Section 22.3.5

22.3.5 Meal Preparation and Service

1. Provide a nutritious home delivered meal at least once a day, five (5) days a week except in rural areas where such frequency is not feasible, and as approved by the DAAS.

a) Prepare or arrange for preparation and service of meals and adhere to approved menus as written:

i. Substitutions shall be made when ingredient is unavailable. Shall be selected from the same food group, for example, one-half (1/2) cup carrots for one-half (1/2) cup green beans,

ii. Substitution menus for holidays and special occasions must meet menu requirements as listed in 17.3.1; and

iii. All substitutions shall be documented on the approved menu for site review.

b) Purchase and receive food contributions only from an approved source, such as grocery stores and food vendors. The following shall not be used: cans which are bulging, dented, leaking, rusty, or which spurt liquid when opened; food with an off odor, food which shows signs of mold; food prepared or canned in the home.

c) Prepare and deliver meals in compliance with all local, county, state, and federal regulations, and requirements for food service.

d) Prepare and serve meals for persons needing diabetic or sodium-restricted diets, etc. (when appropriate and feasible) with written approval from the individual’s physician, e.g., diet order. All special diet menus shall be approved by a Registered Dietitian or Nutritionist.

e) Provide menus to eligible client at least one (1) week in advance of the start of the menu. Site location shall be clearly accessible and visible to individuals attending the congregate meals site.

f) Obtain the individual’s signature and date for each meal served and maintain the signatures in a central file, or contractor staff shall certify the individuals and dates for which each meal was served and maintain the certification in a central file.

g) Document the number of meals provided each month.

h) Review food service expenditures annually in order to further cost-effective management of expenses.

i) Develop and implement an emergency meal plan to be used when a meal cannot be prepared or becomes unsuitable for consumption. This includes a one-day emergency menu with existing supplies for implementation.

j) Provide the opportunity for participants to contribute towards the cost of the meal in accordance with the DAAS Policy and Procedure Manual Chapter 3000, as may be amended.

Revised: Section 22.3.6

22.3.6 Delivery Requirements

1. Package and deliver meals in a safe and sanitary manner and in compliance with all local, county, state, and federal regulations, and requirements for food service.

2. Meals are to be hand-delivered directly to the participant or designee.

a) The participant authorizes in writing his/her designee and this must be documented in the participant’s case file.

b) The designee may be the participant’s significant other (spouse or domestic partner), any adult individual who resides with the participant, caregiver, or the person delivering the meal.

3. Provide each new participant with a current week’s menu and provide on-going individuals with a copy of the menu at least one (1) week in advance.

4. Obtain the individual’s authorized signature and date for each meal delivered and maintain the signatures in a central file.

5. Maintain record/log of the number of meals delivered each month to each individual.

6. If more than one (1) frozen meal is received per delivery per individual, document reason for multiple meals delivery in the individual’s case record.

7. Verify and document in the case record that the participant has the facilities to properly store and prepare frozen meal(s).

Revised: Section 22.3.9

22.3.9 Nutrition Education

1. Provide to home delivered meal individuals printed nutrition education materials two (2) times per quarter.

2. Plan, develop, and implement a written nutrition education program that includes at least two (2) handouts each quarter, and that pertain to nutritionally related topics that are culturally sensitive such as, but not limited to:

a) Dietary guidelines for older adults,

b) Modified meals and chronic disease,

c) Food and drug interaction,

d) Physical fitness health information as it relates to nutrition,

e) Meal planning and preparation,

f) Budgeting, shopping, and

g) Sanitation.

3. Nutritional information provided to individuals shall be backed by credible research, such as but limited to: The Academy of Nutrition Dietetics, United State Department of Agriculture, United States Food and Drug Administration, National Institutes of Health, Centers for Disease Control, Administration for Community Living, and the National Institute on Aging.

4. Document the date and topic of the printed nutrition education materials provided to home delivered meal participants. Documentation is to be retained for at least one (1) year at the center/site for annual audit purposes.

ALL OTHER REQUIREMENTS, SPECIFICATIONS, AND TERMS AND CONDITIONS REMAIN UNCHANGED

ACKNOWLEDGEMENT AND AUTHORIZATION

This Amendment shall be fully executed by means of electronic approval in APP.