S--Hospital - Room Service Dining Program

This is for MARKET RESEARCH ONLY This is for the purpose of Market Research. Response to this notice will be used for information, and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Response to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The Network Contracting Office (NCO) 2 is seeking preferably Service Disabled Veteran Owned Small Businesses or Small Businesses (but will accept other than small business for market research purposes), capable of providing Room Service Dining Program. The NAICS code is 722310 Food Service Contractors; the Size Standard is $38.5 Million. Responses must be received at the latest 9:00 a.m. Eastern Standard Time, (EST) Thursday, December 20, 2018. Response to this notice shall include Capability Statement, with vendors DUNS number and if the service is offered on GSA/FSS schedule Account number, or open market. Facsimile or Telephonic responses will not be accepted. Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award. SAM: https://www.sam.gov/portal/public/SAM/ VETBIZ https://www.vip.vetbiz.gov/Public/Search/Default.aspx Vet 4212 (Veteran owned small Business are reminded of Reporting Requirements) https://www.dol.gov/vets/vets4212.htm See DRAFT Statement of Work for detailed services. James J. Peters VA Medical Center Nutrition and Hospitality Service Center Statement of Work Scope: The Contractor shall provide all office equipment, labor, supervision, management, transportation, supplies and materials to provide concept design, planning and implementation and training services for implementing a Hospital Room Service Program tailored to the needs of Nutrition and Hospitality Service Center at the James J. Peters (JJP) VA Medical Center in accordance with the SOW of this contract. The contract period of performance will be one calendar year from the Date of Award, plus nine months of option years (in intervals of every 3 months). The Contractor shall be responsible for all costs related to performing this contract and its successful completion. Contractor guarantees onsite days ensuring all elements for successful dining and equipment upgrade implementation are achieved. Contractor guarantees room service implementation within 18 months of date contract is signed. Background: The James J. Peters VA Medical Center must replace failing equipment (if any) as well as update the dining system to meet veteran centric goals made both national and locally. The current equipment is over 30 years old. The company that produced it and installed it is no longer in business, and parts are no longer available to repair the failing equipment. The current dining system provides no choice to patients and operates on a very limited menu for long term residents. The equipment that is presently in place to reheat the meals is failing, (often not heating/cooling the food) causing meals to be replaced and increasing the labor and cost for the replacement of the meals lost. A room service dining program is one of the most customer focused services that a healthcare facility can provide. It is now considered the industry gold standard. It allows the patient to decide what to eat from a wide variety of menu choices, which are expertly prepared and attractively presented at each meal period. The implementation of a room service dining program is not only expected to improve patient satisfaction with food service, but it has been shown to improve patient satisfaction with the total hospital experience. With the initiation of a quality room service dining program, improvements in many areas are virtually guaranteed. Benefits to room service include, improved clinical outcomes for patients with a greatly improved food intake; reduced food costs and food waste, and increased employee morale. Currently James J. Peters VA Medical Center serves approx. 232,676 inpatient meals per year. Presently, our food is received cooked and chilled from a food commissary in St. Albans, NY. The room service dining program will shift food production for James J. Peters VA Medical Center to a cook-serve model, on site at the JJP. OBJECTIVE: To implement a quality room service dining system, to include equipment upgrades, at James J. Peters VA Medical Center that will allow patients/residents to make appropriate choices on what to eat as close to meal time as possible. The primary purpose of this position is to provide room service dining consultation and recommendations in accordance with industry best practices applicable to the Department of Veterans Affairs. The Contractor specializes in hospital room service dining systems development and implementation and has a minimum of 5 years experience working as consultants for VA healthcare facilities in the area of enhanced dining systems. A list of at least three references consisting of current and prior clients will be required. The contractor will be responsible for the following as outlined: Program Development: Contractor will be available throughout the entire project. If not, on-site contractors, will be available to provide any necessary information via email and telephone interactions within 24 business hours. Contractor shall provide all office equipment, labor, supervision, management, transportation, supplies, and materials to provide design, planning, implementation, and training services for implementing the Dining System and Equipment Upgrade at James J. Peters VA Medical Center. No equipment will be connected to James J. Peters VA Medical Center networks. No Equipment will be used or provided that will store or transmit James J. Peter VA Medical sensitive data. Contractor shall not assign this contract to a sub-contractor. Contractor will provide on-site support as scheduled by the Chief/Assistant Chief, Nutrition & Hospitality Service Center (N&HSC) or designee. Monthly schedules will be provided at the beginning of the month of service. Contractor will have initial site visit and provide a very specific and detailed timeline of project implementation within one month of signed contract. This will include timelines for menu development, staffing plans, training, software needs and development, etc. Contractor will provide unlimited telephone, email, and mail support for one year to the N&HSC designee (s) as needed for the implementation of room style dining. Contractor will have initial site visit and provide recommendations for specific and detailed planning for renovation of the kitchen to incorporate dining system and equipment upgrade. Detailed design drawings will either be completed in-house or contracted out and will based on the recommendations provided by Contractor. Detailed plan will include demolition and renovation of existing space, relocation of utilities and layout/design to implement room service dining operations. This will happen over the entire course of the project. Contractor will provide within one month of signed contract detailed specifications for all equipment to be purchased by facility for implementation of dining system and equipment upgrade. Equipment requirements will take into consideration James J. Peters VA Medical Center facility specific and patient population needs. Equipment requirements for the James J. Peters VA Medical Center must be the first focus of the consultant. Contractor will assist with working with Facilities & Engineering Services to implement the room service dining plans. Specifically, any electrical or plumbing rework required based on layout of new equipment. Contractor will form a Dining System and Equipment Upgrade committee consisting of contract staff and select NFS staff as designated by the Chief, Nutrition & Food Services or designee to discuss and resolve all concerns for implementing the Dining System & Equipment Upgrade project. Concerns may include, but are not limited to: Development of all necessary standard operating procedures for the room service style dining system to comply with all James J. Peters VA Medical Center and applicable regulatory agency policies and guideline. Menu and recipe development with nutrition information Staffing plan and workflows Staff training manuals Equipment needs Possible vendors for producing needed food items, small ware, and other items needed for implementing project. Contractor will provide room service dining menu details to include the design, menu items, ingredients, recipe development, recipes, plating, culinary training and production team staffing plan. Contractor will provide hot and cold production policies and procedures. Contractor will provide detailed culinary and staffing plan for a 3-week menu cycle for James J. Peters VA Medical Center based on James J. Peter VA Medical Center room service menu, to include menu items, ingredients, recipe development, recipes, production team staffing plan and shipping plan. All recipes will include detailed nutrition information. Contractor will provide a facility specific training manual &training plan Contractor will provide electronic training manual and detailed training plan to include two hard copy binders. Contractor will develop a work flow with facility staff Contractor will provide staffing plans, scheduling needs, task lists, and training manuals for each position. Contractor will also provide internal (i.e. coordination with medication/tests, menu distribution) policies and procedures. Contractor will assist with position descriptions as needed. Contractor will provide list of necessary software/hardware needs in conjunction with Computrition software program (i.e. tray ticket printers, touch screen monitors, computer tablets). Contractor will provide list of ingredients, food items, and small wares needed for purchase and assist with developing a list of possible vendors for procurement of items. Contractor will provide room service training for meal delivery team. Contractor will provide detailed training plan, electronic training manual and two hard copy binders. Implementation: This phase will not be implemented until all assigned tasks in the Program Development phase are complete to Management s satisfaction. The Contractor will be on-site to participate and support all the following activities: Detailed training for all food service, supervisory and management staff in all workflows and processes associated with room service style dining. Electronic training manual and two hard copy binders will be provided for all training. Complete culinary training and final testing for food production staff. Electronic training manual and two hard copy binders will be provided for all training. Provide software support in conjunction with Computrition for program start up. Provide complete dress rehearsal prior to start date. Provide a start-up team for program start up. Provide daily assessments during start up on operations with recommendations for operational improvements. Provide a full assessment of the program to N&HSC management team and work with the team to assure the quality of the program and that established goals and objectives are attained. Post-Implementation and Follow-Up Support: Contractor to ensure GO LIVE date within 18 months of signed contract with 3 additional months to monitor progress and solve problems. Contractor will: Provide observation two weeks after implementation of the Dining System and Equipment Upgrade project followed by a report listing actions needed to be changed and actions that are being conducted successfully. Provide a follow-up observation report one month after completion of program start to include actions needed to be changed and actions that are being conducted successfully. Performance Improvement Program: The Contractor will provide a comprehensive performance improvement program (PI) that is specific to N&HSC operation that is a tool for continuous monitoring and proactive improvement of James J. Peters VA Medical Center room service dining program. The program will be provided no later than the first post implementation visits and will include: Productivity and performance standards for the critical areas of the room service program. A formal auditing schedule and training for supervisory, clinical and management staff on performing/participating in audits. Identification of service problems, procedural deviations, and other unauthorized program migrations that will occur through normal staff actions. Contractor shall demonstrate to the Contracting Officer s Representative (COR) that each requirement has been completed prior to acceptance. PERFORMANCE PERIOD: The contractor shall complete the work required under this SOW in 365 calendar days or less from the date of the award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. The work shall begin within 5 calendar days of weekends unless directed by the CO. CONTRACT AWARD MEETING: The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived. CHANGES TO STATEMENT OF WORK: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. CONTRACTOR EXPERIRNCE REQUIRMENTS: The government will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete SR, the proposed substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the CO. the government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stared herein. The contractor shall submit a resume of qualifications to the CO for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the CO prior to brining on duty. If, at any time from date of award to the end of the contract, non-key Contractor personnel are no longer available, HES/HIS reserves the right to review qualifications of proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills: The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the CO for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the CO prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet the qualifications set forth herein. The contractor must inform the VHA CO, Project Manager and/or Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) days/ workdays of receiving notice from the Contracting Officer that the employee s performance is unsatisfactory. All Contractor involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. The Contractor must inform the VHA CO and Project Manager/Task Manager when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the SR, the proposed substitutions of key personnel shall be made only if approved by the CO and Project Manager. The contractor shall submit a resume of qualifications to the CO for all direct employees proposed for the project. All Contractor employees will be approved by the CO prior to brining on duty. The VHA shall not be liable for further payment of any Contractor employee that VHA requires the Contractor to remove from the performance of this contract. VHA s payment liability, for unsuitable Contractor employees, ends five working days after Contractor s receipt of removal request for unsatisfactory performance and immediately for any violation of law, VA security, confidentiality requirements and/or other disciplinary action. CONFIDENTIALITY AND NONDISCLOSURE: It is agreed that: The preliminary and final deliverable, and all associated working papers and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without written approval of the CO. PAYMENT: The Contractor shall request partial payments per a schedule in their contract proposal if such payments are desired; otherwise, only one payment shall be delivered after the Government has accepted all final work as specified above. The Contractor shall be fully responsible for timely payment of all sub-contractors used in this production. CONTRACTING OFFICE TECHNICAL REPRESENTATIVE (COTR) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance, advice and to generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee s authority. A copy of the designation shall be furnished to the contractor. Be advised that the COTR cannot change price, terms of conditions of this contract. The Contractor is hereby notified to contact the contracting officer regarding any issues regarding price, terms or conditions of this contract. The VA staff person below will be the COTR and the main point of contact for the Contractor for the duration of this contract: B.2 PRICE/COST SCHEDULE: The Contractor shall provide all office equipment, labor, supervision, management, transportation, supplies and material, to provide concept design, planning implementation and training services for implementing a Hospital Room Service Program tailored to the needs of Nutrition and Food Service at James J. Peters VA Medical Center in accordance with the SOW of this contract. The contract period of performance will be one calendar year from Date of Award. CLIN # DESCRIPTION OF SERVICE QUANTITY UNIT UNIT PRICE AMOUNT 001 Development, planning, implementation, start up support for room service program at James J. Peters VA Medical Center Job $ $ OPTIONAL SERVICES 0002 Room Service Kitchen Design 1 Job $ Phase II Annual Room Service Follow Up Support 0003 Annual Project Review and Follow up 1 Job $ Total Price Line for optional line items 0002 - 0003: $ GRAND TOTAL: $______________