S203-- CFA Food Service

This is a Sources Sought only. As part of its Market Research, NCO 21 is issuing this RFI to determine if there exists an adequate number of qualified interested contractors capable of providing food services as further described in the draft Statement of Work (SOW). The Government may use the responses to this RFI for information and planning purposes. The draft PWS describes only the currently contemplated possible scope of work and may vary from the work scope in a final PWS included in any Request for Quote (RFQ). The anticipated period of performance is a base of 12 months with 4 12-month option years. The contractor will be providing services for the Center for Aging (CFA), 110 Krukowski Road, Building 110 located at Tripler Army Medical Center, Honolulu, Hawaii 96819. There is no solicitation document as this time. The NAICS is 722310 Food Service Contractors, with Small Business size of $41.5M. NOTE: Please ensure that System For Award Management (SAM) (www.sam.gov) indicates this NAICS code if you are interested in the requirement. Only firms seriously interested and truly capable should send their information and/or capability statement and any questions by email to contact@example.gov no later than 2 PM Pacific Time, October 24, 2022. If interested, please provide the following information. Failure to provide the following information completely and accurately may result in a determination that your company is not a viable source: Name of Company Point of Contact Name, phone number, and email address DUNS number Socio-economic status such as Service-Disabled Veteran Owned Small Business, VOSB, Women-Owned Small Business, etc. should be included. SDVOSB/VOSB status will be verified using VetBiz. Capability statements that include the following: Identify geographical areas your company currently services? Approximately how many current employees do you have in the service area(s)? Indicate prior experience for same/similar service in these geographical areas. If the experience is through government contract, please identify the contract number. Are you a certified and authorized vendor to perform food service? If you will rely on a subcontractor to assist with performance, please clearly identify what functions your company will perform versus those of the subcontractor(s). When responding to the preceding questions, avoid using teaming language, e.g. Team ABC has 20 years of experience or Team ABC has placed 15,000 staff. Clearly identify what functions/experience/resources your company has and will be able to perform independently of a subcontractor. Ambiguous responses that lack clarity will affect the Contracting Officer s ability to determine if your company is a viable source for this requirement. Before responding please carefully read and consider the following: As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html The Service Contract Act will apply. Please see the DRAFT Statement of Work attached for further details. DISCLAIMER This Sources Sought notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this request that is marked proprietary will be handled accordingly. The Government will not compensate an offeror for providing information in response to this sources sought. Furthermore, the Government reserves the right to cancel this requirement at its discretion. This is simply a sources sought notice. STATEMENT OF WORK FOOD SERVICES FOR THE CENTER FOR AGING (CFA), HONOLULU, HI. A.1. GENERAL DESCRIPTION: The contractor shall provide all labor, subsistence, equipment, materials, supplies, supervision and services which include preparing and providing three meals a day to the Center for Aging (CFA), 110 Krukowski Road, Building 110, Honolulu, HI, a 54-bed facility located on the grounds of Tripler Army Medical Center, Honolulu, Hawaii 96819. The CFA houses residential program(s) such as the Community Living Center (CLC) and Post Traumatic Stress Disorder Recovery Rehabilitation Program (PRRP). A.1.1. The CFA meal service is for an estimated 65,700 meals annually. Additional meal trays are included in the annual estimate to serve as back-up for each meal service time. Providing meal service to patients within the CFA for meals three (3) times a day, seven (7) days a week, three hundred sixty-five (365) days per year for the following meal service times: breakfast: 7:30am to 8:30am, lunch: 12pm to 1pm and dinner: 5pm to 6pm. A.1.2. To accommodate transport times the contractor shall have meals ready for pick up at the following times: breakfast: 6:00 am, lunch: 10:30 am, and dinner: 3:30 pm. A.1.3. The contractor shall also provide personnel and facilities to facilitate the preparation of and approval of all rotating menus in accordance with all applicable Federal, State, and local health and sanitation regulations. A.1.4. The contractor shall provide a start-up/transition plan in narrative and/or chronological format detailing how the SOW minimum requirements will be met at contract award. A successful offeror will provide service for the contract period of (1) Year; a 12-month Base Year, with the potential opportunity of plus four (4) 12-month Option Years. B.1. FACILITIES AND EQUIPMENT: The contractor shall be located in Honolulu, Hawaii. The contractor s service facility shall be able to accommodate the transport truck for meal pick up. The contractor shall provide proof of local Department Of Health clearance (i.e. green placard). C.1. GOVERNMENT-OWNED EQUIPMENT: The VA Center For Aging will provide dessert, salad, and soup bowls, plates with covers, tumblers, silverware, trays, serving and transport carts to be utilized for this contract. D.1. PAYMENTS HONOLULU, HAWAII Payments will be made within thirty (30) days of receipt of properly prepared invoices on a monthly billing in arrears. Invoices will be submitted electronically through Tungsten. Contractor agrees to accept payment via Electronic Funds Transfer between the US Treasury and the Contractor s designated bank account. Contractor agrees to complete VA form 10091 and return it within five (5) days of notice of contract award. E.1. CYCLE MENU STANDARDS: Cycle menu standards shall be in accordance with the diet prescribed by VA healthcare providers. This may include between meal snacks or nutritional supplements as needed, to optimize a patient s nutritional needs. Special diets with unique requirements due to religious preference and health reasons shall be prepared as prescribed by VA healthcare providers in cooperation with a VA dietitian. The contractor shall provide special diet meals, when requested by the VA, at no additional charge to the Government (i.e. new admissions, diet order changes, menu alternatives for food allergies, vegetarian diets, lactose intolerance, chronic diseases, and so forth). The contractor shall provide special menu(s) for annual holidays and events. The contractor shall ensure requests for changes to the 4-Week Cycle Menu are coordinated and agreed upon with the VA Dietitian. Table A: Cycle Menu Requirements: Menu Requirements: (Per Serving with examples) Meal Main Entrée Options Starch Options Breads Fruit/Salad Vegetable Drinks Lunch and Dinner 2 Required (4-6 oz) Poultry Fish/Seafood Beef Pork Combination dish (one entrée must always be fish or poultry) 2 Required (1/3-3/4 cup) varied styles of potatoes, rice, pastas, other whole grain options, etc. 1 Required White/Wheat Bread, dinner rolls, or equivalent Seasonal Varieties: (1/2-1 cup) apples, oranges, bananas, papaya, grapes, etc. Tossed salad varieties. 2 Required (1/3-1/2 cup) Varied examples include green beans, mixed veggie, corn, squash, broccoli, or carrots, succotash, etc. To be provided and supplied by the CFA. Meal Protein Options Starch Options Breads Fruits Drinks Misc. Items Breakfast Serving Size: (2 Ea; ½ cup) Sausage, bacon to include the alternate turkey bacon or turkey sausage or a varied meat substitute. Eggs (varied styles) *must be pasteurized 1 Required (1/3-3/4 cup) Varied options of potatoes and/or rice Serving Size: 2 Ea White and Wheat bread or toasts, bagels, French Toast, pancakes, waffles, etc. Seasonal Varieties: (1/2-1 cup) apples, oranges, bananas, papaya, grapes, etc. To be provided and supplied by the CFA. Serving Size: 1 Ea Hot and cold cereal varieties E.2. The VA will provide a reference tool for menu and recipe preparation if needed. The VA Dietitian holds the right to menu reviews and approvals. The VA Dietitian will work with the contractor to assure the standards for nutrition therapy shall be in accordance to meet the needs of the CFA veteran population. F.1. FOOD SERVICE OPERATION: F.1.1. The contractor shall prepare and assemble patient meal trays for all CLC and PRRP patients. The VA will provide tray tickets daily for the next day s use which will indicate the patient s name, room number, diet, food consistency, and food allergy(ies) to facilitate tray assembly. Information on the tray tickets is considered confidential. The VA shall afford Veterans individual privacy rights at all times. The tray tickets shall be kept secure in a sealed envelope in a secured area such as a locked drawer until ready for use to assemble meal trays. The tray tickets shall only be viewed by staff on a need to know basis. The individual tickets will be placed on the associated assembled tray by the Contractor. Any unused tray ticket(s) will be returned to the VA with the meals delivered. Unused tray tickets shall not be disposed and must be returned to the VA in a secured envelope. F.1.1.2. The CO and COTR used the PDAT Tool to designate the contractor s position risk for contractor s employees. The contractor s position designation within the VA presents a low risk level for the services identified throughout this statement of work. F.1.2. Prepared meals will be based on a 4-Week Cycle Menu in accordance with the prescribed therapeutic and mechanically altered diet orders. Additional food service duties/tasks may be assigned as necessary. F.1.3. The contractor will provide the VA Dietitian detailed recipes for all the approved menu items and meal item alternatives for CFA meal service (30 days) prior to service. F.1.4. The contractor will alter foods to the desired textures (chopped, minced or pureed) either using a food processor or manual method. The method used to alter the food shall maintain the identity of food items to preserve attractiveness. Raw fruits and vegetables need to be chopped or finely diced. All foods will be chopped, diced or minced according to each patient s needs and will be determined by a registered dietitian and speech therapist. F.1.5. The contractor will use a food processor to puree foods to maintain the appropriate texture and nutritive value. Commercial thickeners may be used to achieve proper consistency as to the thickness of mashed potatoes rather than a gravy or watery texture. Pureed foods should be prepared so that they are attractive, appealing and served on a regular or divided plate instead of in individual bowls. F.1.6. The contractor may design a retail program to provide Ready-To-Eat options to be available for purchase at the CFA. The contractor shall be solely responsible for the payment system(s) in accordance with state and federal rules and regulations for this program. The VA will not be responsible for any equipment, supplies, or transactions made for this program. F.1.7. The contractor shall provide overall orientation for staff that may assist with preparing, assembly, clean-up and/or dishwashing for all meals. The contractor shall be ultimately responsible for ensuring that high standards of sanitation, cleanliness and safety are maintained during meal service operation. F.1.8. The contractor shall be responsible for ensuring contractor employees are compensated in accordance with the Department of Labor (DOL) Wage Determination provided in this contract. G.1. HEALTH, SANITATION, SAFETY COMPLIANCE: Contractor shall comply with all applicable health and sanitation laws and regulations of the State of Hawaii and meet or exceed standards of the Joint Commission (JC) and any other regulatory agencies. These laws and regulations may be obtained at the following web sites; State of Hawaii: www.hawaii.gov/doh, JC: www.jointcommission.org, and Long-Term Care Institute (LTCI). The Contractor shall provide documentation showing that all the above laws and regulations are met and all applicable licenses and insurance to the Contracting Officer prior to award. The COR will provide any copies of additional VA specific regulations and any other pertinent policies, guidance and regulations. G.1.2. VHA Directive 1439 Food Service Management, Chapter 6, paragraph 1 requires food service manager, supervisor and others who may be described as person in charge per the most current NFAC-accepted FDA Food Code, must hold a Food Protection Manager certification. This certification must be from an accredited organization that issues food protection manager certifications: https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 . H.1. PROFESSIONALISM: The contractor shall provide professional services, while maintaining decorum between the contractor, patients and staff. The contractor must assure that its personnel: Display courtesy, professionalism and respect towards patients, staff and visitors while on premises. In the event of noncompliance, it will be the Contracting Officer s (CO s) and/or COR s prerogative to determine the consequences. Disciplinary actions can include written admonishment, personnel dismissal, and if repeated offenses are committed without corrective action by the contractor, contract default. Patient care is a priority at our facility and personnel, both VA and contract employees, are held to high standards of conduct when interacting with patients. Any personnel intended to staff this contract should assure their understanding of, and their ability and willingness to comply with these standards. I.1. SPECIAL REQUIREMENT: The vendor will provide a test tray one time a week for evaluation purposes by the COR or VA dietitian or designee at no additional cost to the Government for purposes of evaluating the food. The VA dietitian, COR or designee can taste any item, at any time, if there is a complaint or as part of a quality check. J.1. CONTRACTOR PERSONNEL: The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. The contractor shall be responsible for protecting its personnel furnishing services under this contract. J.1.1. Health Requirements: Contractor s employees are not required to have a physical examination prior to work on this contract, however, each employee is expected to be in good physical health and able to work in patient use/visit areas without risk to the patients. No personnel shall be assigned to this contract that are not in good physical health or pose a risk to patients. Contractor s personnel who acquire a communicable illness shall be immediately replaced by the Contractor. J.1.1.2. The contractor entering the CFA shall be subject to the current VAPIHCS health policies, regulations and guidelines, to include screening and testing. K.1. SAFETY REQUIREMENTS: Offerors shall submit with their proposal their written procedures concerning their safety program. Written procedures submitted by offerors that are deemed inadequate shall constitute sufficient cause for rejection of an offer. If any offeror s written procedures are approved and they are subsequently awarded a contract, the approved written procedures shall be incorporated into the contract. A contractor s failure to follow the written procedures shall be sufficient cause for termination of the contract. L.1. QUALITY ASSURANCE/QUALITY CONTROL: The Government will measure the standards of this contract with a surveillance schedule of administrative and quarterly inspections as deemed necessary. The government will provide a copy of the Quality Assurance Surveillance Program (QASP) to the Contractor. High standards will apply to the timely service to the standards of cleanliness, and proper food services detailed in the SOW. L.1.2. Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified and in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractor shall provide a Quality Control Plan within the first 30 days of contract performance that supports the government s Quality Assurance Surveillance Plan (QASP) for this contract. L.1.3. All contractor work areas shall meet or exceed regulatory agencies standards; major focus on whether contractor personnel are clean, healthy and neat in appearance, courteous and in compliance with training and health standards; that both hot and cold foods are kept at appropriate temperatures daily, that unused portions of packaged foods are labeled with expiration dates and that food stored whole are labeled with expiration dates with individual labels and/or one label on entire box. Inspections will consist of facility and vehicle, random sampling of foods, checking dates for expired foods and obtaining copies and reviewing state inspection reports for compliance. L.1.4. Supervisor will meet as needed with the VA Dietitian or designee and COR to resolve dietary operational issues (menu, staffing, or coordination of events, etc). L.1.5. The VA reserves the right to inspect the kitchen, equipment, food, and services supplied at any time. L.1.6. The COR must conduct quarterly audits using Attachment (Contract Food Service Evaluation Form), to determine whether or not the contractor is adhering to contract requirements. The VA may perform these audits more frequently, if needed, to ensure contract compliance. L.1.6.1. The COR must conduct quarterly satisfaction surveys, using Attachment (Customer satisfaction survey), to assess resident satisfaction with the contractor s food service. After receipt of the Customer Satisfaction Surveys, the COR must schedule a mandatory quarterly meeting with the contractor and the VA Dietitian. The COR may elect to hold these meeting more frequently depending on the quality of the contractor s performance and other factors. M.1. CONTRACT ADMINISTRATION DATE: The Contracting Officer as the agent of the Government, with authority to negotiate terms, execute legally binding agreements affecting price, quantity, or quality of performance under this contract and administer contracts on behalf of the Government. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. N.1. CONTRACTING OFFICER S REPRESENTATIVE (COR): The Contracting Officer s Representative (COR) is the technical advisor to the Contracting Officer and is responsible for the daily oversight of the Contractor s work and for making recommendations to the Contracting Officer regarding matters of contract administration. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer. End of SOW