Food Service

Food Procurement Requirements

The following standards are recommended for purchasing and receiving of food.

Food Quality and Sources
1. All foods shall be of good quality and shall be obtained from sources which conform to federal, state, and local regulatory standards for quality, sanitation, and safety.
2. Food stored or prepared in a private home shall not be used.
3. Contractor with non-profit status may use donated food from sources such as Second Harvest of Silicon Valley.
Canned Foods
1. Food in hermetically sealed containers shall be processed in a licensed establishment. No home-canned food shall be used.
2. Food from damaged containers or cans that show signs of rust, deep dents, or swells shall not be used.
3. Canned items without labels shall not be used.
Receipt of Food
1. Food shall be inspected as soon as practicable upon receipt and prior to any use and storage.
2. Food shall be accepted only if inspection conducted upon receipt determines that the food satisfies all of the following:
  1. Is prepared by and received from approved sources as indicated in 1(a) above.
  2. Is received in a wholesome condition.
  3. Is received in packages that are in good condition and that protect the integrity of the contents so that the food is not exposed to adulteration or contaminants.
  4. Is in containers and on pallets that are not infested with vermin or otherwise contaminated.
3. Potentially hazardous food shall be inspected for signs of spoilage and randomly checked for adherence to the temperature requirements specified in CalCode, Section 113996.
  1. Potentially hazardous hot food items received shall be at a temperature of 135°F or above.
  2. Potentially hazardous cold food items received shall be at or below 41°F.
  3. Upon receipt, the following foods shall be held at or below 45°F.
    - Raw shell eggs.
    - Pasteurized milk and milk products in original, sealed containers.
  4. Food that is labeled frozen and shipped frozen shall be received frozen and accepted only if there are no visible signs of thawing or refreezing.
  5. Upon receipt, potentially hazardous food shall be free of evidence of previous temperature abuse.

Hazard Analysis and Critical Control Point

Hazard Analysis and Critical Control Point (HACCP) is a monitoring system to control and minimize food safety standards. Senior Nutrition Program (SNP) meal service providers are responsible for ensuring food is safe to serve to Older Adults participating in the meal program. Following HACCP guidelines allows for thorough monitoring to ensure food is safe for consumption. The HACCP plan comprises of seven principles.

Analyze Hazard
Identify the sources and severity of potential biological (e.g. a microbe), chemical (e.g. a toxin), or physical (e.g. glass or metal fragments) hazards that may arise during food preparation process and determine preventive measures. It also involves identifying the food production steps that the food goes through from the beginning to end.

Items to analyze during meal preparation include:
1. Food that is served without cooking such as salads, fruit, and cold cuts.
2. Food that is cooked for immediate consumption, such as grilled meat.
3. Food items that are prepped, cooked, held, cooled, reheated, and served, such as chilies, soups, and sauces.
4. Foods that are simply prepped and stored, such as potato salad and coleslaw.
Identify Critical Control Points (CCPs)
These are the points in a food’s production-from its raw state through food preparation and service to consumers-at which the potential hazard can be controlled or eliminated.

Examples of CCP include:
1. Receiving foods from supplier
2. Storing the food before preparation
3. Food Preparation/Food Handling
4. Cooking
5. Hot holding
6. Cold holding
7. Reheating
8. Transporting prepared food to a different location
Establish preventative measures with critical limits for each control point
Establishing critical limits at every CCP provides easy-to-follow guidelines in keeping food safe for consumption. For example, in order to kill bacteria, raw chicken breast needs to be cooked to an internal temperature of 165°F for 15 seconds. This minimum of 165°F for 15 seconds is the critical limit, and this critical limit can be met by cooking the chicken breast on the grill for the appropriate amount of time.
Establish procedures to monitor the critical control points
The monitoring step ensures that the critical limits are being met. For example, if a critical limit for cooking chicken is 165°F, then the monitoring system would be to use a thermometer to check the temperature and recording it on a temperature log.
Establish corrective actions
Corrective actions are necessary when the critical limits are not met. For example, if cooked chicken does not meet minimum cooking temperatures, then it should be cooked longer until it has reached the critical limit of 165°F for 15 seconds. If a food is contaminated, the corrective plan should include disposal of the items to ensure the food is not served to the clients.
Establish procedures to verify that the system is working properly
To ensure food is safe to prepare and serve, SNP sites should check and verify the devices (e.g. thermometer) and/or equipment (e.g. refrigerator or freezer) work properly. This requires periodic calibration of thermometers and daily documentation of refrigerator and freezer units. Additionally, verification procedures include observation of employees’ actions, such as taking temperatures and filling out a temperature log.
Establish record-keeping and documentation procedures
Keeping accurate records allow SNP sites to effectively respond to food safety hazards. Documentation to keep include Temperature Logs, notes about when corrective action was taken, and information about the maintenance and service performed on equipment. SNP sites are required to maintain records of temperature logs. These records should be accessible for review and inspections.

Food Storage Requirements

Proper food storage helps maintain food quality by retaining flavor, color, texture and nutrients, while reducing the chance of contracting a food-borne illness. According to CalCode 114047, adequate and suitable space shall be provided for the storage of food. Use the following guidelines for storage dry, refrigerated, and frozen items.

Dry Storage
1. Store food and non-food items in a clean, dry location, where it is not exposed to splash, dust, vermin, or other forms of contamination or adulteration.
2. Keep food in packages and approved containers. Working containers holding food or food ingredients that are removed from their original packages for use in the food facility, such as cooking oils, flour, beans, potato flakes, spices, and sugar shall be labeled with the common name of the food.
3. Store food six inches above the floor and at least twelve inches of clearance from the ceilings.
4. Food shall not be stored in locker rooms, restrooms, or janitorial closets.
Refrigerated and Frozen Storage
1. Perishable foods such as meat, poultry, fish, dairy products, eggs, fruit, vegetables and frozen products should be refrigerated immediately after delivery to preserve their nutritive value and prevent spoilage and should be kept under refrigeration until ready to use.
2. Refer to “Refrigerated Storage of Foods” (Appendix: Refrigerator & Freezer Storage Chart) for appropriate storage temperatures of specific foods.
3. Refrigerators should be kept at a maximum temperature of 41°F and freezers at a maximum of 0°F. An accurate and readily visible thermometer shall be installed in all refrigerators and freezers.
4. Refrigerators and freezers should be routinely cleaned and free of ice build-up.
5. Food should be covered tightly and stored loosely to permit circulation of air.
6. Opened condiment jars, packages of meats, vegetables, leftovers, etc. must be dated and labeled.
7. Thaw meats, fish, shellfish, poultry and other similar frozen products in a shallow pan placed on the bottom shelf of the refrigerator to prevent accidental contamination of other foods.
8. Fresh fruits, vegetables, prepared perishables such as salads and desserts must not be stored on the same shelf as meats, fish, poultry or eggs.
9. Hot foods such as stews and soups which are to be refrigerated must be stored in shallow pans no more than 4 inches deep to permit rapid cooling.
10. Leftovers are to be refrigerated immediately and used within two days. They should be placed in a shallow pan, no more than 4" deep, covered, labeled and dated. Leftovers that are frozen are to be used within 30 days.
11. All foods in the freezer should be securely wrapped and packaged to prevent freezer burn. They must also be dated and labeled.
12. Rotate refrigerated and frozen foods using the “first in, first out” system.

Food Production Requirements

It is important that food prepared for older adults be safe for consumption. The following food safety standards shall be followed by meal providers.

Use proper cooking Temperatures. See list below and California Retail Food Code (CalCode, Section 114004) for further cooking temperature requirements.

Food Item	Cooking Temperature
Seafood	145ºF
Eggs and food containing eggs	145ºF
Pork	145ºF
Ground beef or any food containing ground beef	155ºF
Poultry and any food stuffed with fish/meat/poultry	165ºF

To maintain quality of prepared foods, holding times shall be kept to a minimum. Long periods of holding hot foods at required temperatures diminish the nutrient content and the palatability of foods.
1. Foods can be kept safe by minimizing the time they spend in the Temperature Danger Zone (41°F–135°F). When food is in the Temperature Danger Zone, pathogens grow and multiply at a fast rate and can make food unsafe to eat.
2. Temperatures of food during the holding time shall be maintained at 135°F or above for hot foods and 41°F and below for cold foods. (CalCode, Section 113996)
3. Pasteurized milk and pasteurized milk products in original, sealed containers shall be held at or below 45°F. (CalCode, Section 113996(c3).
4. Holding time between the end of food production and delivery of congregate meals or delivery of the last hot home-delivered meal shall not exceed two (2) hours.
5. Home-delivered meals may exceed the two-hour holding time when:
  1. Food is maintained in a frozen state (for frozen meals).
  2. Food is below 41°F (for cold items) until delivery.
Time as a Public Health Control (TPHC) is implemented for ready-to-eat PHF. Follow CalCode standards (section 114018 and 114002) for thawing and cooling foods.
1. Thaw frozen items in refrigerator, running water, or microwave.
2. Cool potentially hazardous food (PHF) from 135ºF to 70ºF within two (2) hours and from 70ºF to 41ºF within four (4) hours.
MOW Meals (hot and frozen)
1. Meals shall be packed in individual trays and tightly sealed.
2. MOW containers must be appropriately insulated to maintain proper food temperatures.
3. MOW containers shall be suitable for oven and/or microwave heating.
4. Hot MOW meals assembled for same-day and/or next day delivery shall:
  1. Be packaged within two (2) hours from the completion of preparation.
  2. Have temperatures taken and recorded at the end of food production and at the time of packaging. Temperatures shall be recorded and kept on file by the contractor for audit.
  3. Be immediately refrigerated or frozen after packaging, if appropriate.
5. Frozen MOW meals shall
  1. Be packaged and frozen within two (2) hours of the end of food production.
  2. Have temperatures taken and recorded at the end of food production, at the time of packaging and throughout the freezing process. Temperatures shall be recorded and kept on file by the contractor for audit.
  3. Be frozen in a manner which allows air circulation around each individual tray.
  4. Be frozen throughout storage, transport, and delivery to the home-delivered meal participant.
  5. Be labeled with menu item and expiration and/or best by date. Additional information shall be labeled—nutrition values for calories, protein, fat, carbohydrate, and sodium.
  6. Have heating instructions for microwave cooking.
  7. Be discarded after expiration date or best by date.

Service Delivery

Food safety and sanitation standard practices shall be enforced by contractor when delivering meals.

Food Transport
1. Food shall be packaged and transported in a manner which protects it from potential contamination, including dust, insects, rodents, unclean equipment and utensils, and unnecessary handling.
2. Transport equipment or products (e.g. insulated carrier, thermal bags, heating pads/bricks, or ice packs) shall be capable of supporting or maintaining appropriate food temperatures. Equipment utilized for the delivery of food shall ensure that the following criteria are met:
  1. Frozen meals shall be delivered in a frozen state.
  2. Hot foods shall be delivered at 135°F or greater.
  3. Cold foods shall be delivered at 41°F or lesser.
  4. Pasteurized milk shall not be held above 45°F.
3. During transport, potentially hazardous food (PHF) may be held without temperature control for a short period of time using Time as a Public Health Control (TPHC) per CalCode 11400.
  1. When using TPHC, the food must be cooked and delivered to the client’s home within four (4) hours from the point in time when food is removed from temperature control, above 41°F and/or below 135°F.
  2. If temperature of ready-to-eat PHF is within the danger zone, 41°F-135°F, beyond the required 4 hours as indicated above, food shall be discarded and not served for consumption.
  3. Ready-to-eat PHF using TPHC must have a Standard Operating Procedure (SOP) developed and approved by DEH and SNP.
Food temperature documentation
1. Temperatures of frozen, refrigerated, and hot food items shall be taken and documented daily before meal deliveries.
2. Food temperatures shall be taken by the driver at the end of the delivery route.
3. Records are kept on-site for review.
Delivery scheduling and routing
1. The routing and delivery schedules for MOW meals shall be determined by contractor.
2. Meals shall be delivered Monday through Friday between the hours of 8:00AM and 5:00PM.
3. When a holiday falls on a regular delivery day, the meal delivery shall be adjusted per agreement with the county. Notification of delivery change will be provided to the participant ahead of time.
4. All meals shall be delivered within a one hour window (1/2 hour before or 1/2 hour after) of the scheduled delivery time.
5. When enrolling seniors into the MOW Program, delivery schedules on dates and times shall be provided to participants. Any changes to the delivery schedule shall be communicated in advance to MOW participants.
Meal cancellations and temporary holds
1. Information pertaining to meal cancellations or temporary holds for MOW participants shall be documented.
2. MOW drivers shall be notified of any cancellations or temporary holds as soon as possible so that adjustments can be made to the delivery route.
3. Follow-up with the temporary holds’ participant must be conducted to determine when meal delivery is to resume.
4. When required, a report for meal cancellation and temporary holds shall be sent to SNP using Appendix: Meal Cancellation, Hold, Add-On & Non-Delivery Form.
Meal add-ons
1. New MOW participants will be added to the delivery schedule as determined by contractor, Sourcewise, and/or County.
2. Contractor shall accept requests for Emergency Adds in limited situations and will make arrangements for a special delivery. Emergency Adds shall be limited to dire emergencies—e.g. when the senior does not have food—and will be determined on an individual basis.
3. When required, a report for meal add-ons shall be sent to SNP using Appendix: Meal Cancellation, Hold, Add-On & Non-Delivery Form.
Client not at home or non-deliveries
1. If no one answers the door at the time of delivery, the MOW driver will attempt to contact the participant by the County approved process.
2. If unable to reach the senior, the meal will not be delivered and will be considered a non-delivery.
3. The driver will leave a tag on the door indicating the date and time of the attempted delivery and a request to contact contractor and/or Sourcewise, except in cases where the door is not accessible.
4. The non-delivery will be noted on the routing slip for follow up with the senior to determine the reason for non-delivery.
5. Meals may not be delivered if no one is home to accept the meals. Leaving a meal or meals unattended, in a cooler or bags, outside the front or back door is not acceptable.
6. Upon request and approval, MOW meals may be left with a neighbor.
7. When required, a report for non-deliveries shall be sent to SNP using Appendix: Meal Cancellation, Hold, Add-On & Non-Delivery Form.
Assistance to MOW participants
1. Bedridden or disabled seniors should have a caregiver to receive meals at the door.
2. Upon request, the MOW driver can assist in putting the food away in the refrigerator and/or freezer. This request will be added to the routing slip as a special instruction to the driver.
Signature upon delivery of meals
1. The MOW driver will obtain the signature of the MOW participant (or representative) on the daily routing slip upon successful delivery of the meal.
2. The routing slip is faxed or emailed to Sourcewise and/or County at the end of each day.
3. Drivers shall not sign for the MOW participant unless requested by the participant.
Meals on Wheels’ driver or meal delivery person
1. Contractor must ensure that all individuals who deliver meals have passed a background check and TB (tuberculosis) test.
2. The MOW driver or delivery person shall wear proper uniform and a name badge.
3. The MOW driver or delivery person shall provide cursory health and safety checks on MOW participants. Any physical or mental changes observed by the driver shall be documented and reported to County and/or Sourcewise.
4. If a MOW participant is in need of emergency assistance, the driver or delivery person will follow contractor’s protocol. If 9-1-1 is called, Sourcewise and County will be notified in all instances.
5. MOW drivers or delivery individuals shall not accept gifts or gratuities offered by MOW participants.
6. When required, MOW drivers shall deliver items such as gifts, emergency meals, contribution envelopes, newsletters, menus, surveys, etc.
Leftover meals
1. Extra hot or frozen meals may be distributed to needy clients on the driver route or used for taking temperatures. These meals must meet temperature and/or TPHC guidelines.
2. Frozen leftover meals maintained in the temperature-controlled van may be returned to the MOW kitchen.
3. Leftover hot meals shall be discarded.
4. Contractor shall have a system in place for documenting extra route meals and their disposition.
Program Promotion
1. The Santa Clara County logos are to be used whenever possible on delivery trucks, delivery supplies, meal packaging, labels, etc. Logos are available from the Santa Clara County Senior Nutrition Program Office upon request.

Meals Waiting List Guidelines

It is the goal of the program to serve all MOW participants. However, if a need arises to establish a waitlist, the following guideline may be established under the guidance of SNP. Contractor shall:

Inform eligible clients that they may be put on a waiting list at the initial enrollment.
Conduct a complete assessment via phone within one week of referrals.
Provide local food resource information to the client.
Inform Santa Clara County SNP regarding a need to establish a waitlist.

In partnership with Santa Clara County and/or Sourcewise, contractor shall develop and implement a priority ranking list. The waiting list shall be based on greatest need and/or in accordance with policy established by SNP and/or Sourcewise.

Emergency and Disaster Plan

MOW contractor should have a written Emergency and Disaster Plan which can be activated during a disaster, such as flood or earthquake. Where feasible and appropriate, contractor shall ensure meals are delivered to MOW participants.

Additionally, contractor shall collaborate with County to provide emergency shelf-stable meals to MOW participants. Each meal shall meet one-third DRI per program requirement. MOW clients shall be instructed to keep emergency shelf-stable meals in their home. These meals will be replaced annually.

Information on emergency preparedness can be obtained from the following websites.

Santa Clara County/Public Health/Emergency Preparedness

http://www.redcross.org

http://www.fema.gov