S--508-20-1-888-0001 DOM Catering (VA-19-00067658)

11 DEPARTMENT OF VETERANS HEALTHCARE SYSTEM FT. MCPHERSON CAMPUS, ATLANTA, GA STATEMENT OF WORK (SOW) TITLE: Delivery and Service of Meals to Domiciliary Residents SCOPE OF WORK: The vendor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 7 is soliciting proposals from Qualified Food Service vendors to provide catering, off-site food preparation, foodservice supplies, delivery and service of meals to all residents in the Fort McPherson Domiciliary Residential Rehabilitation Treatment Program (DRRTP), as specified herein. It is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract to this solicitation. BACKGROUND: The facility is aimed at promoting Veterans recovery and community reintegration. The DRRTP will provide psychosocial rehabilitation within a residential setting for Veterans in need of assistance in establishing personal responsibility and self-care. This SOW establishes the guidelines for ensuring compliance for the provision of a safe food supply for all Veterans residing at the DRRTP according to their medical and nutritional needs. The Fort McPherson DRRTP is a 61-bed residential rehabilitation treatment facility with a minimum of 20 residents, and a will not exceed 61 residents at one time. PERIOD OF PERFORMANCE: The Government contemplates award of an Indefinite-Quantity contract resulting from this solicitation. Contract period will be 12 consecutive months from the date of award, with four 1-year renewal option periods in accordance with the terms and conditions defined herein. Proposals shall include a price per meal. The award date is 16 June 2019 through 15 June 2024. A mandatory post-award conference will occur within five (5) days of award. PLACE OF PERFORMANCE: Fort McPherson Domiciliary is located at: Atlanta VA Domiciliary Residential Rehabilitation Treatment Program Bldg. 131 1309 Anderson Way SW Fort McPherson, Ga. 30330-1096 SCOPE OF WORK: The contractor shall provide all food service operations for this facility; this shall include providing food, beverages, labor, material, equipment and supplies, off-site food preparation, disposal, cleaning and cooking for all residents. Services shall be provided in an environment that will promote nutritious, satisfying meals and responsive service. The contractor shall take into consideration the individual needs of the residents, the nutrition assessment of residents, and the requests of clinical staff. GENERAL REQUIREMENTS Government Provided Facilities (GPF): A warming kitchen will be provided by the government for use by the contractor. The warming kitchen consists of the following: one 2-section reach in refrigeration unit, one-section reach in freezer unit, two (2) Thermalizer ovens, one sink for hand washing and one under counter dishwasher (all of which will be maintained by the government). Cooking will not be conducted in the Warming Kitchen. Preparation and cooking of all foods will occur off-site by the Contractor. All utilities to include gas, electricity and water will be provided at no cost to the Contractor by the Government. Routine pest control will be provided at no cost by the Government. Dumpsters for waste disposal will be provided and maintained by the Government. Filtered water and ice machine will be provided and maintained by the Government. Cleaning of equipment in the warming kitchen is the responsibility of the Contractor. The Government will provide training on equipment cleaning. Contract Schedule The contractor shall provide full food service (Breakfast, Lunch, Dinner, one snack, and one diabetic evening snack) utilizing the warming kitchen 7 days a week, 365 days a year including all weekends and holidays. Meals shall be provided on all Federal Holidays. Observance of holidays by Government agencies in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 listed below: New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th * Special holiday meals will be provided for Thanksgiving, Christmas, New Year s and Easter* Contractor Requirements: Contractor shall maintain a food service permit from the Georgia Department of Public Health (GDPH) adhering to Georgia Rules and Regulations Governing Food Service operations. Contractor shall maintain the highest standard of quality and food safety in accordance with the Food and Drug Administration (FDA) Food Code, the Department of Veterans Affairs (VA) established food safety program and Joint Commission Standards. Contractor shall submit two (2) hard copies of the complete written report to the Contracting Officer Representative (COR) within seven (7) calendar days of a Georgia Department of Public Health Inspection. Contractor shall provide eight (8) hours of food safety related Continuing Education Units (CEU) credit to each staff person every two years in accordance with GDHR Rule 209-5-14-.09 to include ServSafe certification. Copies of the certificates must be submitted to the COR within 30 days of receipt. Meal Service Hours Meal service shall be provided via cafeteria line style service. Contractor shall serve meals during the following hours daily: Breakfast shall be served between the hours of: Monday- Friday: 6:45am - 7:45am Saturdays and Holidays: 7:45am - 8:45am Sundays: 8:30am - 9:30am Lunch shall be served daily between the hours of 11:00am - 1:00pm. Dinner shall be served daily between the hours of 4:30pm - 6:00pm. Contractor shall make evening nourishment snacks available by 7:30pm. Nourishment Snack: should promote a healthy diet, i.e. fresh fruit, granola bars, yogurt, low fat muffins, high fiber cookies (oatmeal) etc. Missed Meals: Veteran will be instructed to call the Domiciliary if they will be late and miss the scheduled meal time. Domiciliary staff will notify the Contractor who will set aside a meal for the identified Veteran. Domiciliary staff will issue meal to identified veteran at time of Veteran s arrival on campus. Sack Meals: Sack meal shall be provided upon request for each patient when they will not be on site during established meals periods. The Contractor will be notified of the total number of sack meals needed for the following day by 3:00pm each previous day. Breakfast shall include a protein source, whole grain cereal, muffin, or breakfast bar, fruit and beverage. Lunch and Dinner shall consist of a protein source; fresh vegetables; fruit; starch; condiments, dessert and a beverage. Individual Disposable Trays: Contractor shall prepare an individual meal for VA staff to provide to residents dining in their rooms, as needed. VA staff shall provide Contractor with admission information within 24 hours of patient admission so that a census increase can be included in meal preparation and production tally. Changes in diet orders shall be communicated to the Contractor within 4 hours of the order change and the diet change will be honored at the subsequent day s first meal. All meal items, including sack meal items, should be reflective of the resident s diet order (i.e., a low sodium sack meal should contain low sodium food items). Emergency Plan On-Site Emergency Plan: Emergency Preparedness planning will be invoked in case of fire, flood, or any other natural disaster that precludes Contractor s ability to provide same-day meals to the DRRTP. The contractor shall maintain a minimum of four days emergency supply of non-expired, perishable and non-perishable foods and beverages, as well as a minimum of four days emergency supply of disposable food service items. These items shall be based on an emergency menu as stated in the Contractor s Emergency Plan and should consist of food items, at least equivalent to those provided in the breakfast, lunch, and dinner sack meals. A four-day emergency menu will need to be submitted to the Domiciliary Registered Dietitian or VAHCS Dietitian in their absence for review and approval. The menu shall also be posted on the inside of the cabinet in which the food is stored. Labor and Food Preparation: The Contractor shall provide all labor, material, equipment, and supplies necessary for all aspects of the food service operation. This shall include: food ordering, receiving, preparation, cooking, delivery, serving, disposal, and cleaning. Contractors food service staff is required to be on site a minimum of 30 minutes prior to the designated hours of meal service operation. The designated food service staff shall have the appropriate training to include ServSafe Certification, and PIV badge access within 30 days of employment. Food shall be packaged in bulk, providing foods in sealed containers that provide barrier protection from any outside contaminant, i.e. water, air, dust, etc. Canned items will be opened by the contractor and placed in storage containers with lids. The containers will be labeled with the name of food, date of storage, and discard date. All equipment used in food transport shall maintain required temperature of food items for the entire time the food is in transit. All equipment shall meet required regulations and shall be maintained in good repair. All cold holding equipment shall maintain required food temperatures at 41°F +/- 2° or below, while the food is in the vehicle awaiting transport and during transportation to the destination. All hot holding equipment shall maintain required food temperatures at 135°F +/- 2° or above, while the food is in the vehicle awaiting transport and during transportation to the destination. All clean and sanitized utensils shall be covered and transported in an approved manner to protect items from contamination. The Contractor shall provide a food transport vehicle that is constructed, equipped, and maintained in a manner that protects all food, equipment, and utensils from contamination. The vehicle shall be clean, free of trash, food debris, spills, insects, or any other source of contamination to the food and food service equipment. Any chemical substances transported in the same vehicle as food must be properly and securely segregated from the food and food service equipment. Soiled utensils shall be properly and securely segregated from food and clean equipment during transport to prevent cross-contamination. The food transport vehicle must be in good condition, secured to prevent unauthorized access to, or tampering with food, packages, and other items in the vehicle. The staffing plan shall be determined by the Contractor. The staffing plan shall be sufficient to meet food safety/sanitation regulations, serve meals within the meal hours designated in section #3 Meal Service Hours; to meet the unique nutritional needs associated with serving Veteran Residents as described in section #5 Menu below; and to clean up after meal service is complete as stated in Section 10 Sanitation/Cleaning. The contractor shall wash and sanitize the used serving utensils and all cooking supplies. The contractor shall store cleaned and sanitized serving utensils and cleaning supplies in a manner which protects them from contamination. Following guidelines prior to use for next meal service. 6. Menu: The menu will be reviewed and approved in writing by an Atlanta VA Healthcare System Registered Dietitian every 3 weeks. A three-week menu cycle (identical meals must not be repeated during the 3-week cycle) shall be provided that includes a choice of at least two different entrees, two starches, two non-starchy vegetables, and one beverage per meal. Options for modified diets shall be available to meet the unique nutritional needs of the Veteran patients including: low sodium items, sugar free items, gluten free items, vegetarian items, and kosher items. Substitutions for the eight most common food allergies must be available (milk, egg, fish, crustacean shellfish, tree nuts, peanuts, wheat and soy). The menu shall meet the Veterans Health Administration (VHA) Healthy Diet Guidelines, containing a minimum of 2400 calories and 90 grams of protein/day. Food allergen information must be available upon request. Special holiday meals will be prepared on Thanksgiving, Christmas, New Year s Day, and Easter Sunday. Consultation with an Atlanta VA Healthcare System Registered Dietitian will take place at least 2 weeks prior to these holidays to confirm the meal content on these occasions. 7. Food/Supplies: The purchase and storage of all food, supplies, and serving ware are the sole responsibility of the Contractor, and must meet the specifications below: The Contractor shall provide all biodegradable products: Disposable plates (9 meal plates, small plates, bowls, and fruit dishes) 16-ounce cups suitable for hot and cold beverages Disposable eating utensils and serving trays for maintaining hot and cold food items. Cleaning chemicals shall meet VA standards and will be approved for use by the Industrial Hygienist. MSDS sheets for all chemicals used must be displayed in the designated area at all times. No corrugated boxes are permitted in the Warming Kitchen. 8. Monitoring: A Hazard Analysis and Critical Control Points (HACCP) program shall be established as part of a quality control program that ensures continuous monitoring of food safety and sanitation. The Quality Control program shall meet all food safety and sanitation requirements as outlined in the Food and Drug Administration (FDA) 2017 Food Code and VHA Handbook 1109.04. There shall be a process for temperatures to be taken and a documented record of the temperatures maintained for all refrigerators/freezers (daily) and cooked food items (each item daily). Temperature logs shall be available upon request. All food service staff must have annual Pulmonary Tuberculosis (TB) surveillance prior to starting work. Documentation shall be maintained on site and submitted to the COR within 30 days of completion. (See Quality Assurance Surveillance Plan) The Government has the right to inspect and test all services called for by this contract periodically on all items and at all places of production during the term of this contract. The Government shall make every effort to perform inspections and tests in a manner that will not unduly delay the Contractor s work performance. The COR shall meet with the Contractor quarterly and/or as needed. 9. Patient/Resident Satisfaction Surveys: The standard VA Healthcare System Nutrition Food Service Resident Satisfaction Survey shall be conducted quarterly. A representative of the Atlanta VA Healthcare System will distribute the Resident Satisfaction Surveys on a quarterly basis. The average of each of the ten elements shall be rated above 3.5 on a scale of 1 to 5 (with the higher number indicating greater resident satisfaction) to indicate Resident satisfaction. Fort McPherson Domiciliary Administrator and COR shall review and maintain satisfaction surveys. 10. Sanitation/Cleaning: Contractor shall establish a cleaning program to ensure all kitchen areas are maintained in a sanitary and orderly manner. All utensils, pots, pans, plates, flatware and glasses, shall be cleaned and sanitized after every use and stored appropriately to ensure they are free from contamination. Contractor shall have in place cleaning and sanitation Standard Operating Procedure. A copy of the most current cleaning and sanitation Standard Operating Procedure should be submitted to the COR annually, kept on site and be available for review upon request. The warming kitchen shall be cleaned as necessary during meal service and thoroughly cleaned at the end of each day. All waste shall be removed from the kitchen area on a regular basis as needed to maintain a sanitary work area. A daily cleaning of floors, sinks, food preparation areas, counter tops, thermalizing ovens, refrigerator, and dishwasher will be the responsibility of the Contractor. The Contractor will also be responsible for daily cleaning of any spills and calling 4911 to report a hazardous waste spill in the kitchen area. They would call 4911 and report the spill, location, and chemical. The facilities industrial hygienist is responsible for facilitating the clean-up. Contractor shall also wipe dining tables during and after meal service hours only, in accordance with VA Infection Control Guidelines. All pest control, cleaning of the cooking hood, vents, walls, and floor stripping will be the responsibility of the government/VA Authorized Personnel. 11. Staff Training: The contractor shall provide staff with their own annual training regarding food safety/sanitation topics to include ServSafe, kitchen safety, and Safety Data Sheets (SDS). Documentation of training shall be provided annually to the COR. VA shall provide the contractor staff annual training (i.e. fire, patient privacy). Documentation of training shall be maintained by the government. Contractor shall provide its Food Recall Process within fifteen (15) calendar days after notification of contract award. 12. Billing/Invoicing: The contractor shall provide monthly invoices for payment, no later than the 5th day of each month. When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. 12. Contract Administration: Only the Contracting Officer has the authority to make changes that affect the Contract in terms, quality, quantity, price or delivery. Under no circumstances shall anyone enter into any verbal or written understanding, agreement, modification, or changes to this contract other than the Contracting Officer. Deviations from the terms of the contract shall not be effective or binding upon the government. 13. Contractor Personnel: Contractor Personnel shall wear uniforms of a clean appearance which displays the full name of the company, along with the appropriate Personal Protective Equipment (i.e. hairnets, serving gloves, and aprons). Contractor Personnel shall wear VA-issued identification (PIV) badges the entire time they are on VA Property. Contractor Personnel are prohibited from smoking on VA Property. Contractor Personnel shall refrain from using personal electronic devices during meal service. Parking is only permitted in designated areas. 14. Insurance Requirements: The contractor is required to provide copies of proof of Worker s Compensation that complies with Federal and State Worker s Compensation and Occupational disease statutes and provide proof of General Liability Insurance and Vehicle Insurance for the delivery vehicle within fifteen (15) calendar days after notification of contract award. References for Compliance: VHA Handbook 1109.04 VHA Directive 2110-007: Healthy Diet Guidelines FDA 2017 Food Code Infection and Environmental Controls Policy Patient Satisfaction Surveys VHA Food Recall Process Attachment A: Diet orders for the Domiciliary Residential Rehabilitation Treatment Program Individual diet orders may include one or more of the following diet orders, i.e., Carb control and Cardiac diet. DIET ORDERS 2-gram Sodium Allergen-controlled (including but not limited to): Corn allergy, Milk allergy, Peanut allergy, Shellfish allergy, Fish allergy, Wheat allergy, Soy allergy, Tree nut allergy Cardiac Carb control (75gm Carb) Kosher Clear Liquid Full Liquid Renal/CKD diet Regular Soft-consistency Vegan Post Bariatric Surgery