99--618-15-3-4004-0115 Adult Day Health Care Meals Food Preperation Services

DESCRIPTION/STATEMENT OF WORK 1. Scope The Department of Veterans Affairs (VA) has a requirement to provide approximately 28-35 meals Monday through Friday for the Adult Day Health Care (ADHC) program. Meals shall be provided that promote nutritional and satisfying meals, with friendly customer service and take into consideration the individual needs of the recipient. The delivery of the meals will be to 6636 Cedar Avenue South, Suite 125, Richfield, MN 55423. 2. Purpose The Eligibility Reform Act is committed to providing a continuum of long term care services for Veterans at risk of institutionalization. The Eligibility Reform Act requires that ADHC services be available to all enrolled Veterans. ADHC programs include nursing care, rehabilitation, social services, nutrition, therapeutic and socialization activities, and care coordination. It is VA's goal to provide care in the safest and least restrictive environment, through a continuum of services. ADHC is a key component in the continuum of long term care, assisting veterans to remain in their homes. The primary goal of ADHC is to maintain or improve the health, functional status and quality of life of at-risk veterans, as well as coping ability of the Veterans' caregivers. ADHC requires nutrition services for enrolled veterans. These services will be provided daily including (regular) meals, snacks and special diets as requested. The vendor shall have a registered dietitian available for consultation for assessments and education. 3. Description of Service a. Program runs Monday through Friday, with the exception of 10 Federal Holidays (New Year's Day, MLK Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day) b. 28-35 potential participants for a total of 28-35 lunch meals with the ability of the program to add additional meals with advance notice. The exact number of meals required each day will be sent to the contractor each day no later than 9:30 a.m. for meals to be delivered for that day's lunch meal service c. Served Noon - 1:00PM. The ADHC program hours are 9:00AM to 3:30PM d. One (1) morning snack per day per participant. This may be delivered the day before with the noon meal. Regular metal silverware is required per each meal delivered. China dishes and glassware are preferred, but not required. 4. Quality of Service Delivery, meal service and cleanup will be accomplished by the contractor. Meals may come preassembled or in bulk to the site. The contractor will be responsible for meal assembly and service to the participants. There will be a prep sink, prep table, standard home-style refrigerator/freezer, microwave, coffee maker and toaster available on site for use by the contractor. Dishware may be cleaned and sanitized off station. Program participants may have a requirement for adaptive eating and drinking utensils. These will be provided as ordered by the participant provider. Meal delivery will be in food delivery designated vehicles and in equipment that allows the food temperatures to be maintained within designated / state health department required temperature zones. Hot foods will be delivered and arrive at temperatures above 145 degrees F and cold foods at temperatures below 40 degrees. Vendor staff will document temperatures on a daily basis and may be verified be VA staff for compliance. Contractor facilities must meet minimum standards for Federal, State (Minnesota), and local government, as well as industry standards for health, welfare and the safety of our Veterans. 5. Meal Specifications Hot meals will be nutritious and well balanced, meeting at least 1/3 of daily nutritional requirements and consisting of: " 2-4 oz. protein " bread or roll/margarine " milk " salad and/or vegetable " dessert (sweet or fruit) " starch " hot beverage " appropriate condiments per prescribed diet Consistency of meals will be individualized as designated and according to the National Dysphasia diet to include thickness of fluids. Diets specifications and requirements will to be communicated by the VA to the vendor to insure that communicated requirements are met /?? Followed. Changes to diet orders will need to be accommodated through a written procedure established between the VA, Registered Dietitian and the vendor. Standard low sodium diet will be considered the "regular" ordered diet, however accommodations may be requested, but not limited to; no concentrated sweets, texture modified foods and beverages will need to be available. There will be a minimum of a three week cycle menu and the opportunity for another choice if there are individualized food preferences or food allergies that prevent the consumption of the main course by the participant. The contractor will be required to provide the program with a schedule of meal descriptions and available alternatives for each date of service. This schedule will be provided to VA a minimum of two (2) weeks in advance. 6. Snack Specifications Provide daily the following snack items " Hot beverage (decaffeinated coffee, tea and hot cocoa) service for 35 including coffee grounds, thermo Styrofoam cups, creamer, sugar and sugar sub, napkins and stir sticks. " 35 servings of fruit with rotating selections. Fruit will be delivered in a ready-to-eat form that does not require cutting, peeling, etc. Canned or packaged fruit is acceptable in rotation with fresh fruit. " One (1) gallon of 100% fruit juice per week 7. Term of Contract The contract shall be in effect with a one (1) year option at the discretion of the VA. 8. Type of Contract This solicitation will be awarded as a firm fixed price requirements contract. 9. Access to Services Services will be provided during the designated lunchtime Monday through Friday. The VA will schedule the number of meals for VA participants and vendor will ensure that meals provided are delivered on time, in full and to specifications to the ADHC location. Per VA Acquisition Regulation (VAAR) 852.271-70 NONDISCRIMINATION IN SERVICES PROVIDED BENEFICIARIES (APR 1984): Contractor agrees to provide all services specified in this contract for any person determined eligible by the Under Secretary for Health, or designee, regardless of race, color, religion, sex, or national origin of the person for whom such services are ordered. Contractor further warrants that he/she will not resort to subcontracting as a means of circumventing this provision. 10. HIPAA Compliance Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). The VA Central Office, Washington DC, has determined medical services provided under Veterans Benefits Administration (VBA) do not require a Business Associate Agreement (BAA) from contractors providing healthcare services on VA's behalf. The ADHC meal service benefits qualify as a healthcare service, therefore no BAA is required. Evaluation Criteria Adult Day Health Care Meal Service Minneapolis VA Health Care System COMPANY NAME:______________________________________________ All proposals will be evaluated using the criteria below. This criterion is aimed at reviewing overall requirements. Those proposals that rank in the top 2-3 will be contacted for an on-site review and menu tasting by the evaluation team. Criteria Yes No Able to deliver meals on days of program operation Meal package includes 1 morning snack and lunch meal Able to provide regular metal silverware Current and unrestricted state license for food service Criteria 0 1 2 3 Meals meet current ADA dietary requirements. Meals offer variety of food items Company maintains food hygiene guidelines (i.e. ServSafe© certification) Company has a record of timely delivery Company has an acceptable state inspection performance record over the prior 3 years. Sample menu offers variety of foods SCALE 0=Non-responsive 1= Does not meet intent of criteria 2= Meets intent of criteria 3= Exceeds intent of criteria NARRATIVE COMMENTS: ON-SITE REVIEW CRITERIA Criteria 0 1 2 3 Meal preparation areas meet cleanliness guidelines Foods are maintained at appropriate temperatures Food Appearance Food Smell Food Taste EVALUATOR SIGNATURE:__________________________________________ DATE:__________________________