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Association of Food & Drug Officials (AFDO) GrantCity of Dubuque City Council Meeting Consent Items # 4. Copyrighted December 20, 2021 ITEM TITLE: Association of Food & Drug Officials (AFDO) Grant SUMMARY: City Manager recommending approval of a $1,082 Association of Food & Drug Officials Grant for a data logging thermometer to be used on inspections to verify cooling times and temperatures as well as cooling rates to aid in determining if food needs to be destroyed of if food can be rapidly cooled to meet cooling requirements. SUGGESTED Suggested Disposition: Receive and File; Approve DISPOSITION: ATTACHMENTS: Description Association of Food & Drug Officials Grant-MVM Memo Memo to MVM AFDO Grant Agreement AFDO Grant Application AFDO Award Letter Type City Manager Memo Staff Memo Supporting Documentation Supporting Documentation THE CITY DUOF B TEE Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Association of Food & Drug Officials (AFDO) Grant DATE: December 6, 2021 Dubuque All -America City IN 2007.2012.2013 2017*2019 Public Health Specialist Mary Rose Corrigan recommends City Council approval of a $1,082 Association of Food & Drug Officials Grant for a data logging thermometer to be used on inspections to verify cooling times and temperatures as well as cooling rates to aid in determining if food needs to be destroyed of if food can be rapidly cooled to meet cooling requirements. Similarly, the data logging thermometer would be used to ensure cooking and reheating is meeting requirements as found in the Food Code. I concur with the recommendation and respectfully request Mayor and City Council approval. k�4 Mic ael C. Van Milligen MCVM:jh Attachment CC' Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Mary Rose Corrigan, Public Health Specialist THE CITY OF DUB E Masterpiece on the Mississippi TO: Mike Van Milligen, City Manager FROM: Mary Rose Corrigan, Public Health Specialist SUBJECT: Association of Food & Drug Officials (AFDO) Grant DATE: December 2, 2021 INTRODUCTION Dubuque AII•Aneriea Cif 2007.2012*2013 2017*2019 This memorandum provides information regarding a grant from the Association of Food & Drug Officials (AFDO) BACKGROUND The Association of Food & Drug Officials offered funding opportunities for support with Retail Program Standards, for which we applied for grant funds for a data logging thermometer. The application process prior to council approval was an oversite on my part since we have received this non-competitive grant in the past. DISCUSSION This funding of $1082 will allow staff to routinely use a data logging thermometer on inspections to verify cooling times and temperatures as well as cooling rates to aid in determining if food needs to be destroyed of if food can be rapidly cooled to meet cooling requirements. Similarly, the data logging thermometer would be used to ensure cooking and reheating is meeting requirements as found in the Food Code. This project aligns with the Retail Program Standards by ensuring inspection staff can use actual observation of temperatures of cooling, cooking, and reheating to verify compliance or non-compliance with the Food Code requirements. This portion aligns with Standard 8 (a,b), and links with Standard 1(b) using Food Code Interventions and Risk Factors, Good Retail Practices, and Compliance and Enforcement Administrative requirements. Our agency policy and procedures require immediate onsite correction for foodborne risk factors when possible. BUDGETIMPACT The FY22 budget funding of $1082 for a new data logging thermometer was not anticipated. RECOMMENDATION It is respectfully recommended that the City Council approve the attached grant application and agreement. 2 10/7/21, 10:50 AM FDA & AFDO Retail Program Standards INSTRUCTIONS Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost before navigating away from the form. When you have completed the form, click Submit. Category 2 - Inspection Equipment Needs City of Dubuque Health Services Org ID: 6711 FDA Unique ID: 38 G-MP-2108-09662 1 $1,082.00 1 Grant Year: Year 8 - 2021 Inspection Equipment Needs Data Logging Thermometer FDA AWARD LETTER COMMENTS To the grantee --below are comments from the FDA about the award. ♦ ADDITIONAL INFORMATION REQUESTED To the grantee --please respond to additional requests for clarification as noted below. Responses from Applicant: ORGANIZATION INFORMATION Organization : City of Dubuque Health Services Primary Contact: Tim Link Jurisdictional Level: Local AUTHORIZING OFFICIAL INFORMATION The Authorizing Official is the person in your organization who provides supervisory oversight for this grant opportunity (often an organization's Financial or Grants Management Official). Authorizing Official Title: Public Health Specialist Authorizing Official First Name: Mary Rose Authorizing Official Last Name: Corrigan Authorizing Official Email: mcorriga@cityofdubuque.org Authorizing Official Phone: 563.589-4181 PROJECT INFORMATION Have you conducted a Self -Assessment of all nine Retail Program Standards? Self -Assessment Conducted: Yes Date of Most Recent Self -Assessment: 4/27/2017 https://retailstandards.fluxx.io/granted_requests/21661899?printable=1 1/5 10/7/21, 10:50 AM FDA & AFDO Retail Program Standards INSTRUCTIONS 1. Click here to download a list of definitions of Standards - Elements to guide you in making your selections. 2. Select from the Standards list below. You can select multiple values (Standards) by holding your Ctr key on a PC or Cmd key on a Mac. Double click values or click the > arrow button to move your selections from the left to the right side. If you find you cannot make selections (i.e. selections are greyed out), please Save the application then click Edit. 3. Review the Element selection boxes that subsequently appear, corresponding to each Standard you have selected. Select the Elements that apply. You can select multiple values (Elements) by holding your Ctr key on a PC or Cmd key on a Mac. Double click values or click the > arrow button to move your selections from the left to the right side. If you find you cannot make selections (i.e. selections are greyed out), please Save the application then click Edit. Standards: Standard No. 8 - Program Support and Resources Standard 8 - Elements: Element 2A, Element 2B Please note the Project Title has a limit of 255 characters. The system will automatically truncate text longer than this amount. Project Title: Inspection Equipment Needs Data Logging Thermometer Project Start Date: 8/6/2021 Project End Date: 3/31/2022 Amount Requested: $1,082.00 Project Summary: 1. The grant project if received will allow our agency to routinely use a data dogging thermometer on inspections to verify cooling times and temperatures as well as cooling rates to aid in determining if food needs to be destroyed or if food can be rapidly cooled to meet cooling requirements. Similarly the data logging thermometer would be used to ensure cooking and reheating is meeting requirements as found in the Food Code. This project aligns with the Retail Program Standards by ensuring inspection staff can use actual observations of temperatures for cooling, cooking and reheating to verify compliance or non-compliance with the Food Code requirements. This portion is aligns with Standard 8 (a,b) however also links to Standard 1 (b) uses Food Code Interventions and Risk Factors,Good Retail Practices, and Compliance and Enforcement Administrative requirements. Our agency policy and procedures requires immediate onsite correction for foodborne risk factors when possible. In the case of improper cooling food would be discarded if time and temperature was found violation. Additionally, if time and temperature was still in compliance but improper cooling, cooking, or reheating was taking place data could be used to assist establishment on corrective action options. This also aligns with Standard 4 our agencies uniform inspection program by interpreting laws and rules related to cooking, cooling, and reheating and inspection staff are properly identifying violation of risk factors. Specific activities related to this project include working with establishment to assist them in development of good cooling, cooking, and reheating practices to gain long term compliance for cooking, cooling, and reheating. Use of the data from a data logging thermometer can also allow for visual proof of cooling, cooking, and reheating time and temperature. Our staff plan to rotate this data logging thermometer daily on inspections to assist in our day to day inspections and better identify risk related improper temperature management. We also plan to use a air temperature probe to address refrigeration performance issues over time. Expected completion of grant would be March 31st, 2022 however our agency plans to use this data logger on routine inspections and provide ongoing training of operators throughout the life of the data logger. Responsible personnel are the two standardized inspections staff working for the City of Dubuque Health Services Department, Resources needed are a data logging thermometer with a food probe and an air probe and supporting software to load on computer to pink time and temperature https://retailstandards.fluxx.io/granted_requests/21661899?printable=l 2/5 1017/21, 10:50 AM FDA & AFDO Retail Program Standards graphs. This would be a powerful tool to educate operators on cooling, cooking, and reheating. This aligns with goals of the Retail Program Standards by providing needed equipment, assisting in enforcement, education of regulated community by helping teach them better ways to manage cooking, cooling, and reheating. This would also allow us to identify risk factors based on HACCP principles as well as compliance and enforcement. Project Outcomes: Program standards will be advanced in our agency by this project by providing an comprehensive look into cooling, reheating, and cooking as it relates to food. Moreover we can use information taken from the data logger to train and discuss with establishments to assist them in developing good practices and gaining long term control or risk factors related to temperature management of temperature controlled for safety foods which is best for the establishment and well as our agency. Most importantly, if will better allow us to protect the consumer from a potential foodborne illness. Outcomes desired are better cooling, holding, cooking, and reheating practices by the food establishments we regulate. Another project outcome would be to reinforce with inspection staff the importance of properly identifying risk factors related to improper temperature management of temperature controlled for safety foods. Our agency has worked hard to build a uniform program while actively compliance with most all the retail standards and a grant such as this would allow for a better way to identify risk factors related to cooking, cooling, holding, and reheating foods by allowing placement of the thermometer and monitoring temperature over a longer period of time while freeing up staff to perform other inspections. Project Equipment: Our agency has not had a data logging thermometer for use. Many years ago we had a data logger we could borrow for brief periods when poor cooling practices were observed. I remember educating an very high volume establishment on proper cooling by using a data logging thermometer and tracking cooling of large roast beef roast. At that time I was able to demonstrate to establishment how much roasts had to be reduced in size to obtain proper cooling in the walk-in cooler. This was demonstrated by tracking cooling rate of whole, half, and quartered roasts through the cooling process and printing the cooling curves and reviewing with the person in charge. As a result of using the borrowed data logging on thermometer the establishment was able to modify it cooling procedures for beef roast as well as many other items as they looked at cooling of all items which led to a better understanding of the importance of proper cooling. This will improve our program by providing better equipment to assist us in identification, correction, and training of operators related to temperature management. The impact will not only be great to our department by assisting us in temperature management decisions but also impact our regulated community, This will also impact the safety by better control of risk factors for temperature management which will lead to longer term control by operators by our continued use of the data logger. BUDGET INFORMATION Budget Worksheet Budget Period " Budget Actual Variance Project Budget: 8/6/2021 to 1,082 0 1,082 3/31/2022 Total 1,082 0 1,082 Budget Snapshot Project Budget 8/6/2021to 3/31/2022 Budget Actual Variance https:Hretailstandards.fluxx.iolgranted_requests/21661899?printable=1 3/5 10/7/21, 10:50 AM FDA & AFDO Retail Program Standards Project Budget 8/6/2021 to 3/31/2022 Budget Actual Variance Personnel Costs 0 Contracts 0 Travel 0 Equipment 0 Supplies 0 Custom: Fluke53-2 Data logging thermocouple with tax 482 482 Custom: Fluke 80 PK air probe with tax 150 150 Custom: Fluke piercing probe with tax 150 150 Custom: FVF-SC2 Software with tax tax 280 280 Custom: shipping 20 20 Custom: 6 0 Custom: 7 0 Custom: 8 0 Custom: 9 0 Custom: 10 0 Total 1,082 0; 1,082 Budget Narrative (Maximum of 1,500 Characters): Data togging thermometer cost is 482. with tax included, Air temperature probe is 150. with tax included. Piercing food probe is 150. with tax included. Software to generate reports on laptop is 280. tax included. These will be ordered online. Actual cost may be lower depending on shipping and if tax is charged. Costs were estimated by an internet search of various distributors of the above supplies. VERIFICATIONS You must create and save a Budget Worksheet before you can submit the form. After saving the Budget Worksheet: 1. Click the checkbox below to verify you completed the Budget Worksheet. 2. A pop-up box will appear. 3. Optional: the pop-up box has a Note field. Leaving a note here is optional. 4. Click the Save button to save your checkmark--once checked, these cannot be unchecked. I confirm that I have completed the Budget Worksheet. DOCUMENTS https://retallstandards.fluxx.io/granted_requests/21661899?printable=1 4/5 1017/21, 10:50 AM FDA & AFDO Retail Program Standards EST DOCUMENTS Award Letter Award Letter Added at 12:13 PM on October 4, 2021 INSTRUCTIONS Click on the Edit button to edit the form. Click the Save button to ensure your data will not be lost before navigating away from the form. When you have completed the form, click Submit. https://retailstandards.fluxx.lo/granted_requests/21661899?printable=1 5/5 VOLUNTARY NATIONAL RETAIL FOOD REGULATORY PROGRAM STANDARDS (RETAIL STANDARDS) GRANT PROGRAM 6tv, � L \t`S_ ASSOCIATION OF FOOD & DRUG OFFICIALS SINCE 1896 October 4, 2021 Grant Number: G-MP-2108-09662 Project Title: Inspection Equipment Needs Data Logging Thermometer Award Value: $1,082.00 Project Period: August 6, 2021 to March 31, 2022 Tim Link City of Dubuque Health Services 1300 Main St Dubuque, Iowa 52001 Dear Tim Link: We have approved your application for Inspection Equipment Needs Data Logging Thermometer as part of the Retail Standards Grant Program, funded by the United States Food and Drug Administration (FDA). Approval is based on review of the application submitted by you on behalf of City of Dubuque Health Services to the Association of Food and Drug Officials (AFDO). As part of your application your agency has made an assurance that it will comply with all applicable Federal statutes and regulations in effect during the grant period, including applicable parts of 45 CFR Parts 74 and 92. Acceptance of this award and/or any funds provided by the Retail Standards Grant Program acknowledges agreement with all of the terms and conditions in this award letter. 16, 2022 Your award is based on the above -title project application, submitted to and approved by AFRO, and is subject to the following terms and conditions: • The grantee must complete the full scope of work and all tasks outlined in the approved grant application by March 31, 2022 unless a written exception is granted by the AFDO Programmatic Point of Contact for this grant award. • Any changes to the scope, tasks, deliverables, or expenses of this project must be approved in advance and in writing by the AFDO Programmatic Point of Contact prior to work being modified or completed. • The grantee must abide by the grant guidance for the program, available as a PDF file on the Retail Standards Grant Program portal at http://afdo.org//grants/retailstandards. This portal is also the site where you can find additional information/updates regarding this grant program, and where you can log in for project status and submission of required reports. • Per United States Department of Health and Human Services Grants Policy, expenses for food or beverage are generally not allowed unless it is part of a per diem allowance provided in conjunction with allowable travel. • A Final Project Report must be submitted through the online grants portal no more than 45 days after March 31, 2022. As part of the final report, the grantee must provide a full accounting of all expenditures made with funds from this grant award, accompanied by the documentation specified in the reporting section of the grant guidance. • As a reminder, recipients of funding through this program are required to assure that project activities achieve greater conformance with the FDA Voluntary National Retail Food Regulatory Program Standards, available at: http://afdo.ore/grants/retailstandards. The amount of $1,082.00 represents the full amount of funds to which you are entitled. NOTE: Please read the award notice carefully. Some safety equipment has not been approved. Also, purchase of head covers and/or safety equipment approved in this award does not include personalization of these items. Grant funds cannot be used to pay for personalization of head covers or other approved items. Personalization would include adding your jurisdiction name or logo to the item. Grant awards are made with the understanding that Retail Standards Grant Program staff may require clarification of information within your application, as necessary, during the application, project, or reporting periods. These inquiries may be necessary to allow us to appropriately carry out our administrative responsibilities. This project is supported by the Food and Drug Administration (FDA) of the U.S. Department of Health and Human Services (HHS) as part of a financial assistance award U18FDO05850 totaling $2,400,000 with 100 percent funded by FDA/HHS. The contents are those of the author and do not necessarily represent the official views of, nor an endorsement, by FDA/HHS, or the U.S. Government. The Catalog of Federal Domestic Assistance (CFDA) number for this United States Food and Drug Administration grant, awarded to the Association of Food and Drug Officials (AFDO) on 8/11/2016, is 93.103. Your grant is considered a sub award under this AFDO grant. If you have questions about this award, please contact your AFDO Programmatic Point of Contact. Additionally, the FDA Retail Specialist is an integral part of your jurisdiction's successful completion of Retail Standards activities, and is available to assist with your funded project. Contact information for both individuals is listed below. We appreciate your ongoing commitment to achieving greater conformance with the Voluntary National Retail Food Regulatory Program Standards. Sincerely, Steven Mandernach Executive Director Association of Food and Drug Officials 155 W. Market St. 3rd Floor York, PA 17401 AFDO Programmatic Point of Contact: Cathy Hosman retailstaiidards@afdo.org (717)814-9873 Follow the link below to obtain contact information for the FDA Retail Specialist assigned to assist cc: Jenice Butler (ieiiiee,butler@fda.hhs.gov