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HomeMy WebLinkAboutCOMM - Meeting Minutes - 4-P - 4-17-1974 - PRISON BOARD11�,150xlZD,q" SALARY BOARD OF COUNTY COMMISSIONERS � V Ra/ MINUTE BOOK 00 WASHINGTON• COUNTY, PENNSYLVANIA MICHAEL R. FLYNN, .JOHN P. BEVEC, JOHN MAZZA, COMMISSIONERS Minute NO. #4-P Office of the County Commissioners Washington, Pa., April 17, 1974 The Prison Board of the County of Washington met in regular session in the Public Meeting Room at 11:30 a.m. , Wednesday, April 17, 1974, with the following members being present: Chairman Debreczeni; Nancy Criquellion - Administrative Assistant to the Controller; Judge Gladden; Judge Hanna; Commissioner Jones; Commissioner Paluso; Judge Simmons, and Warden Roupe. Absent being: District Attorney Costa and Judge Sweet. Also present: Mr. Bob Robertson - The Observer Reporter and Mr. Earl Bugaile - WKEG. Chairman asked if there were any corrections, additions, or omissions to Minute No. #3-P, dated March 20, 1974, each member of the Board having received a copy. Being none, the minutes will stand approved, as circulated. Warden's Report Warden Roupe reported that the emergency alarm has been installed in the Jail. He stated that the alarm will run from the Jail to the Washington County Police Station. Warden Roupe also stated that further work is being done on the Recreation Yard. Warden Roupe informed the Board that Mr. Fulton of Washington Steel Corp. in Washington, Pa. donated twenty-five (25) mirrors to the County Prison. Warden Roupe had stated that if the County would have /to purchase these mirrors they would have cost $20. 64 each. The Warden stated that holes would be drilled to hold the mirrors on the inmates cells. Judge Gladden: I think the edges of the mirrors should be rounded off. Commissioner Jones: I think it would be wise to weld the bolts of the mirrors onto the cells. Upon the request of the Warden a letter was drafted to Mr. Fulton thanking him for the donation . of the mirrors. (Judge DiSalle and Commissioner Flynn entered meeting) Prison Bills for the Month of March, 1974 Prison bills for the month of March, 1974 were read by Administrative Assistant Nancy Criquellion in the amount of $4, 796. 66 (2838 Prison days). Income from units for the use of the County Prison amounted to $1, 555. 57. Moved by Judge Simmons, sAonded by Mr. Jones, that the bills be approved for payment. Motion carried by unanimous vote cast by the Board signifying their approval verbally by stating "Aye. " Old Business: Commissioner Flynn requested that the following be made a part of the record: s� April 16, 1974 390, ,�� SALARY M I-N UTE BOOK 5 OIL) 4 BOARD OF COUNTY COMMISSIONERS WASHINGTON- COUNTY, PENNSYLVANIA MICHAEL R. FLYNN. JOHN P. BEVEC, JOHN MAZZA, COMMISSIONERS ME MORANDUM TO: Michael R. Flynn, Chairman FROM: Charles A. Crouse, Administrative Assistant This communication is designed to bring you up to date on the progress I have made thus far into research concerning food procurement at the Washington County Prison and the Washington County Homes for the Aged. Included in this communication are a couple of recommendations which could properly meet with the approval of the Board of Washington County Commissioner.. as potential improvements in the food purchasing plan. On March 22, 1974, a staff visitation was made to the Beaver County Home and Hospital, Beaver, Pennsylvania, in order to gain comparative ideas for input into our new facility. In addition, to the information gathered for our new facility, I had the opportunity to interview Mr. Cosmo Morabita, Administrator, Beaver County Home and Hospital, as to their food pure- si.ng_-prajnAm> Mr. Morabita escorted me through their food storage areas and dining areas and advised me treat in the "not too distant past, " Beaver County had embarked upon a bidding program of food purchases for their County Home and Hospital. Although he did not elaborate on the intricaciec-; of the program, he stated that the results of the bidding program were, to a large degree, unsuccessful. In many instances, he advised that the net result of bidding food requirements was to lessen the food quality to the barest minimum; however, he could not attribute the caus( of the failure to any one specific factor. Mr. Morabita suggested that I pursue this matter further with Mr. Edward R. DeSautels of Mercer County who has had extensive experience in bidding purchasing practices. Upon this recommendation, I forwarded a letter to Mr. De Sautels on March 29, 1974, (copy enclosed) with the following questions: 1. How are specifications written in order to insure that food quality is maintained? 2. Provided there is adequate storage for dietary supplies, what time periods are encompassed in the bidding specifications for advertisements? 3. What precautions should be noted when embarking upon a bidding program? 4. Has your experience indicated that the bidding process is economically the most advisable form of food purchase? 5. Any other advantage/disadvantage of such a program. Approximately one week ago, Mr. DeSautels contacted me by telephone to answer some of the questions posed in my letter of March 29, 1974. He explained to me that approximately six years ago, Mercer County embarked upon a program of centralized purchasing for all food supplies. He emphasized that from the outset, this program has displayed both advantages and disadvantages. In some areas, they have had substantial success in obtaining price reductions for various items of food products through their bidding program. However, in other instanceE-, he advised that the quality of food purchased had indeed lessened. In summary, Mr. DeSautels advised that if we were to embark upon a food purchase program through advertisements for bids, we should follow the below -listed recommendations: 1. Each item of food purchased should be researched thoroughly and quality standards devised for said item. Only in this way can complete and accurate specifications be presented to perspective bidders. 2. Resources should be available in order to effectively test, by laboratory standards, the quality of food purchased. 3. Time specifications should be considered carefully for each item of food consistent with storage space limitations. 4. The process of bidding for food requirements should be undertaken slowly, perhaps one item at a time. He suggested that if such a program is under- taken slowly, we can learn by our mistakes in advertising, drafting spec- ifications, and quality control testing of the food received. 5. That we inquire to the Department of Propet-ty and Supplies, Commonwealth of Fu� nnsylvania, Bureau of Standards, as to the specifications they drafted for bid food items. A proposed letter to this Department is enclosed. As a result of these recommendations, I have met with Mrs. Margie Kasper, Dietitian for the Washington County Homes for the Aged, in order to pick an item which might lend itself to a bidding program. After a short review of the progress made to date, we decided that if it were 1 ,D�soti&4,eo SALARY MINUTE BQOK BOARD OF COUNTY COMMISSIONERS WASHINGTON COUNTY, PENNSYLVANIA MICHAEL R. FLYNN, JOHN P. BEVEC, JOHN MAZZA. COMMISS10HERS the decision of the Board of Washington County Commissioners to test such a program, per- haps ground beef might be a good place to start. Mrs. Kasper outlined the requirements of the homes as listed below, (I have included in these estimates a reasonable amount of supply for the Washington County Prison.) 1. It is estimated that the consumption rate for all three facilities over a three-month period approximates 800 lbs. of ground beef. 2. Mrs. Kasper suggested that any specifications should mandate that the ground -beef_p chksdd,shou d be.graded -=-"choice." 3. Mrs. Kasper suggested that the maximum allowable fat content should be set at ten percent (10%). 4. She further suggested that units of delivery be set at 5-10 lb. plastic containers to be delivered within two days of the order. 5. It was pointed out that 'in accordance with the Department of Public Welfare's regulations, the units of acquisition would have to be delivered in refrigerated trucks. 6. The period to be encompassed for the acquisition of this ground beef could possibly cover the period from June through August, 1974. 7. Finally, the County should reserve the right to reject any and all deliveries should the content of the packages not meet with proper quality specifications. Further, the County should reserve the right to cancel such an agreement should such a program not ultimately accrue eco- nomic benefit through a competitive bidding situation. Hopefully, the research conducted to date will indicate to you that substantial progress has been made in investigate procedures. Perhaps a "trail run" on ground beef would be an ✓ advisable course of action. If furthe rcdarif icat ion is needed in this matter or if I may be of furthe r assistance, please do not hesitate to contact me. Very truly yours, Charles A. Crouse Administrative Assistant March 29, 1974 Edward R. DeSautels, Administrator Mercer County Home and Hospital R.D. #4 Mercer, Pennsylvania 16137 Dear Ed: /s/ I recently had the opportunity to visit Mr. Cosmo Morabita in conjunction with a visitation of our staff to Beaver County Home and Hospital. One of the reasons for this visitation was to try and gather information relating to food purchasing practices of County facilities. More specifically, I am presently involved in conducting research into the various alternatives of food purchasing practices, i.e., direct purchases at best available prices, bidding fea�;ibilities and any other approaches which could be a cost saving to our County. Cosmo informed me that you_ presently administer a program whereby food require- ments are met through the bidding process. I uo uld be highly appreciative for any informa- tion you could provide in this respect. Some of my specific questions would include: 1. How are specifications written in order to insure that food quality is main- tained? 2. Provided that there is adequate storage for dietary supplies, what time periods are encompassed in the bidding specifications for advertisements? a 3. What precautions should be noted when embarking upon a bidding program? 392 SALARY M I N UTE' B 0 0 K BOARD OF COUNTY COMMISSIONERS WASHINGTON COUNTY, PENNSYLVANIA MICHAEL R. FLYNN, JOHN P. BEVEC, JOHN MAZZA, COMMISSIONERS 4. Has your experience indicated that the bidding process is economically the most advisable form of food purchase? 5. Any other advantage/ disadvantage of such a program. Again, any information you might be able to provide would be greatly appreciated. If further clarification is needed or I may be of further assistance in this matter, please do not hesitate to contact me at any time. Very truly yours, Charles A. Crouse Administrative Assistant April 16, 1974 w Commonwealth of Pennsylvania Department of Property & Supplies Bureau of Standards 2221 Forster Street Harrisburg, P.A. Gentlemen: /s/ The County of Washington is presently considering possibilities for embarking on a food purchase program whereby a competitive bidding situation would be imple- mented. We have been advised that your office drafts detailed specification for different items of food products. I would be most interested in knowing if these specifications might be available to our County for purposes of research. Your prompt attention and consideration in this matter will be highly appreciated. If further clarification is desired in this matter or if I may be of further assistance, please do not hesitate to contact, me at the address below. Very truly yours, /s/ Charles A. Crouse Administrative Assistant Washington County Commissioners Washington Court House Washington, PA 15301 Phone: (412) 225-0100, Ext. 85 Remarks: Mr. Flynn stated that Mr. Crouse has been making a study since January and will continue through until some action lis. taken.. . Judge Gladden asked that Mr. Crouse keep the Board igD-tto.,-dat*i4n the food study he is making. New Business: - None Moved by Judge Simmons, seconded by Mr. Flynn, that the meeting be adjourned. Meeting adjourned. THE FOREGOING ,MINUTE RE AD AND APPROVED: April 17, , 1974 ATTEST: r SECRETARY �l L_ E