Loren Data's SAM Daily™

FBO DAILY ISSUE OF NOVEMBER 23, 2011 FBO #3651
DOCUMENT

R -- Meals, snacks and food services to the Department of Veterans Affairs, Center for Aging located on the ground of Tripler Army Medical Center, Honolulu, Hawaii. - Attachment

Notice Date

11/21/2011
 

Notice Type

Attachment
 

NAICS

722310 — Food Service Contractors
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Palo Alto Health Care System (90/NCA);3801 Miranda Ave;Palo Alto CA 94304-1207
 

ZIP Code

94304-1207
 

Solicitation Number

VA26112R0143
 

Response Due

12/16/2011
 

Archive Date

2/14/2012
 

Point of Contact

Helena Zhao
 

E-Mail Address

3-5000x65352<br
 

Small Business Set-Aside

N/A
 

Description

The Network Contracting Office (NCO) is issuing a Source Sought Notice to determine if there are any Service Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Businesses (VOSB) and Small businesses (SB) that can provide meals and food services for the Center for Aging Center at Honolulu, Hawaii. See draft Statement of Work below. No formal solicitation document exists at this time. The proposed NAICS code is 722310 and the business size standards is $35.5 million At this point in the procurement process the VA is performing market research to determine the interest of Service Disable Veterans Owned Small Business, Veteran Owned Small Business, Hubzone Small Business, and Small Disadvantage Businesses (8(a)). Interested firms fitting one or more of the Socio-economic categories should send their information by email to Helena.Zhao@va.gov no later than 10:00 am Pacific Time, December 16, 2011. Information should include: Name of your Company, POC name, phone numbers, email address, CCR/DUNS certification, and indicate status i.e. SDVOSD, VOSB, and/or Small Business, if claiming SDVOSB and VOSB please provide VetBiz certification. Note: If claiming SDVOSB and VOSB, firm must be registered and CVE verified in VetBiz Registry http://www.vetbiz.gov/ DISCLAIMER This sources sought notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this sources sought notice that is marked as proprietary will be handled accordingly. PERFORMANCE WORK STATEMENT CONTRACT MEALS AND FOOD SERVICE FOR THE CENTER FOR AGING CENTER FOR THE AGING, HONOLULU, HI A.1. GENERAL SCOPE: The contractor shall provide all labor, supplies and materials to prepare meals off-site and to deliver and distribute meals and snacks for the Veterans residing at the Community Living Center at the Center for Aging, Honolulu, Hawaii. The Contractor will also perform other routine duties in the dining rooms and other areas as needed. Meals, snacks and food service duties are to be provided to the Department of Veterans Affairs (VA), Center for Aging (CFA), 110 Krukowski Road, Building 110, Honolulu, HI, a 60-bed facility located on the grounds of Tripler Army Medical Center, Honolulu, Hawaii 96819. The food service is for an estimated 60,000 meals annually. A.1.1. MEAL PREPARATION AND DELIVERY: The contractor shall provide meals three (3) times a day and snacks three (3) times a day and food service duties, seven (7) days a week, three hundred sixty five (365) days per year including Federal holidays. Federal Holidays: New Year's DayJanuary 1st Martin Luther King's BirthdayThird Monday in January President's DayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4th Labor DayFirst Monday in September Columbus DaySecond Monday in October Veteran's DayNovember 11th Thanksgiving Day4th Thursday in November Christmas DayDecember 25th Adequate time and staffing shall be provided to ensure hot meal service for breakfast from 7:30 am-9:00 am, hot lunch service from 11:00 am - 12:30 pm, dinner from 4:30 pm - 6:00 pm, snacks at 9 am, 2 pm and bedtime and adequate time to clean and maintain an organized kitchen and dining areas in both B-wing and C-wing. Cold meals will be available to the Veterans residing at the CFA throughout the day outside of the hot meal service times. Meals may be prepared in bulk and portioned at the CFA or pre-portioned at the preparation site. All costs required to produce and deliver the meals and snacks and other services as described in this SOW shall be calculated as the cost per meal. Nutritional supplements or medical nutritional food will be provided by the CFA. B.1. GOVERNMENT-OWNED EQUIPMENT: The VA Center for Aging will provide dessert, salad, and soup bowls, plates with covers, tumblers, silverware, and trays to be utilized for this contract. Other equipment and appliances as listed in the inventory in Attachment A will be provided by the CLC. Reasonable maintenance of the equipment and appliances will be the responsibility of the Contractor. Repairs of the equipment will be the responsibility of the CLC. All other equipment needed to prepare and transport the meals/food will be the responsibility of the Contractor. C.1 HEALTH, SANITATION, SAFETY COMPLIANCE. Contractor shall comply with all applicable health and sanitation laws and regulations of the State of Hawaii, most recent FDA food code, VA specific regulations and policies and meet or exceed standards of the Joint Commission for the Accreditation of Healthcare Organizations (JCAHO). These laws and regulations may be obtained at the following web sites; State of Hawaii: www.hawaii.gov/doh, most recent FDA food code: www.fda.gov/Food/FoodSafety/RetailFoodProtection/FoodCode and JCAHO: www.jcaho.org. Contractor's supervisor will be available onsite at the CFA during JCAHO or other VA inspections. 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 Contractor shall have at least one (1) certified ServSafe employee on their staff at their premise during hours of operation and also at the CFA. A Certified Dietary Manager (CDM) with designation as a Certified Food Protection Professional (CFPP) may be substituted for a certified ServSafe employee. A copy of the certifications shall be submitted to the Contracting Officer (CO) annually. The COTR will periodically inspect the contractor's food preparation site. D.1. CONTRACTOR FOOD SERVICES RESPONSIBILITIES: Contractor shall provide the CFA with sufficient number of supervisors and Food Service Workers (FSWs) to provide services as outlined this SOW. Additional food service duties/tasks may be assigned as necessary. D.1.1. Menus D1.1.1 Contractor shall prepare and serve three (3) meals and three (3) snacks per day, 365 days of the year, including weekends and Federal holidays. D.1.1.2 Contractor shall develop a menu that is nutritious, contains a variety of foods, and follow the Dietary Guidelines for Americans as established by the United State Department of Agriculture. It shall be at minimum a 4 week cycle and include extensions for the following diets: Regular, Diabetic (no concentrated sweets), No Added Salt, Cardiac (low fat, low cholesterol, No Added Salt),, Modified consistencies: chopped ( ½ inch x ½ inch x ½ inch), minced ( ¼ inch x ¼ inch x ¼ inch or smaller) and pureed foods (consistency is smooth) and nectar, honey and pudding consistency liquids. Other diets may be ordered by the MD. Consistencies can be determined by the Speech Pathologist or the Registered Dietitian. D.1.1.3 Meals shall provide 1800-2400 calories per day excluding snacks. Menu pattern shall be as follows: Breakfast:Minimum Portion Sizes Fresh or canned fruit or juice ½ cup Cereal: hot or cold ½ cup hot or 1 oz cold Breakfast meat and/or egg2 oz or 1 egg and 1 oz meat Bread, toast or other breakfast breads/cakes1 serving Milk1 cup Coffee, Hot Tea, Water, Assorted juices, beverage condiments Condiments Lunch: Soup and/or Salad with dressing ½ cup soup or 1 cup salad Hot entrĂ©e, starch, vegetable4 oz protein, ½ cup starch, ½ cup vegetable Or Sandwich with lettuce and tomato, salad, condimentsmade with 2 oz protein Fruit or Dessert ½ cup or 1 serving dessert Milk1 cup Coffee, Hot Tea, Iced Tea, Water, Assorted juices, beverage condiments Condiments Dinner:Minimum Portion Sizes Soup ½ c cup Salad with dressing1 cup Hot entrĂ©e, starch, vegetable4 oz protein, ½ cup starch, ½ cup vegetable Fruit or Dessert ½ cup fruit or 1 serving dessert Dinner roll or bread, margarine1 slice bread, 1 tsp margarine Milk1 cup Coffee, Hot Tea, Iced Tea, Water, Assorted juices, beverage condiments Condiments Menus should offer a variety of items for the resident to choose from. Menus shall meet the nutritional needs of the resident in accordance to the recommended dietary allowances (RDAs) of the food and Nutrition Board of the National Research Council of the National Academy of Sciences and follow the most recent USDA Dietary Guidelines. Menus shall be approved by the CLC Registered Dietitian before implementation. Holiday or special event menus shall be approved by the CLC Registered Dietitian before implementation. D.1.1.4 Contractor shall prepare brown bag lunches as ordered. The bag lunch will consist at minimum: sandwich, fruit, crackers or cookies, beverage(s), napkin, eating utensils, and condiments. D.1.1.5 Foods shall be prepared to retain as much of its nutritive value as possible. D.1.1.6. Special meals shall be prepared for the following holidays: New Years Day, Thanksgiving Day, Christmas Day and Veterans' Day. Other special meals may be coordinated with the Recreation Therapy department which can consist of a special breakfast or lunch and may be prepared on a monthly basis. These meals can include but are not limited to barbeques. Menu shall be approved by the CLC Registered Dietitian. A special birthday dessert shall be provided to Veterans' on their birthday. D.1.1.7 Contractor shall have a food alternates menu available for Veterans who do not want to eat the food served. The list of food alternates shall be approved by the Registered Dietitian and shall consist of cold foods and can be heated in the microwave. The Contractor shall allow smaller or larger portion sizes than indicated above in section D.1.1.3 per the Veteran's request and approval from the CLC Registered Dietitian. D.1.1.8 Contractor will have available meals and food items for sale to employees and families at reasonable prices. A weekly menu shall be posted. Contractor shall document the number of items sold and report will be submitted on a monthly basis to the Administrative Officer. Contractor shall pay 10% of the gross revenue to the CFA. D.1.2 Meal Service D.1.2.1 Contractor shall have the breakfast meal ready for distribution to the Veterans at 7:30 am, lunch at 12:00 pm (noon) and dinner at 5:00 pm. D.1.2.2. Contractor shall be responsible for the setting of the dining tables in the main dining room and in the C-wing which consists of placement of the tablecloths, eating utensils and napkins and refilling of the condiment containers. At the end of the meal the tablecloths shall be removed and bagged for the laundry service. D.1.2.3. Contractor shall have adequate staff to serve Veterans eating in the dining room restaurant style where the beverages, and meal items will be served individually. Veterans who choose to eat in their rooms will have their meals served on trays. Trays for patients eating in their rooms are to be placed on separate cart for distribution by Nursing Service. Contractor shall also assist in serving food at special events such cookouts, holiday meals, etc. D.1.2.4. Contractor shall offer and provide meal substitutes from the alternate foods menu to the Veterans who request them as long as it is appropriate for their diet. D.1.2.5. Contractor is responsible for stocking food items according to the inventory guidelines in the nourishment kitchens in the B and C wings and the dining room service area. This can be done during the morning and evening nourishment delivery. D.1.2.6. Contractor shall assemble and distribute nourishments (i.e. gelatin, pudding, crackers, sandwiches, etc) to the ward kitchen in a manner that maintains temperature and palatability no later than 9am, 1:30pm, and 6:30pm daily. D.1.3. Supplies Procurement D.1.3.1. The purchase and storage of all food supplies are the sole responsibility of the contractor. D.1.3.2. Contractor is responsible to ensure adequate supply of good quality food products available to assemble meals according to the established menus and snacks at all times. All food supplies must be obtained from reputable vendors. D.1.3.3. Contractor must keep copies of the invoices for a minimum of 6 months and have them available for inspection purposes. D1.3.4. Contractor is responsible for labeling all food items to ensure that food is used according to "first in, first out" (FIFO) method. D.1.3.5 Contractor shall be responsible for labeling expiration dates on prepared foods and monitoring for outdated food and supplies on a daily basis. All food supplies stored by the contractor at the CFA will be checked on a daily basis for expiration dates. All foods with expired dates shall be removed / discarded from the facility. D.1.3.6. Contractor is responsible for purchasing supplies needed for cleaning and sanitizing dishware, small ware, all equipment and appliances and walls. Contractor is responsible for purchase/ordering, maintaining and proper storage of cleaning supplies/stock (detergents, drying agents, dish soap, soft scrubs, broom, mop, etc). Contractor shall provide to the CFA staff MSDS documents for all cleaning agents used at the CFA facility. D.1.3.7. Contractor is responsible for keeping a 5 day emergency food and water supply adequate to feed 60 Veterans in disaster or emergency situation(s). D.1.3.8 Contractor is responsible for purchasing all the paper goods necessary for dining service as well as the food service operations. D.1.4 Cleaning and Housekeeping D.1.4.1. Contractor will be responsible for collecting all dirty dishes from the dining areas (dining room and C-wing) and soiled trays from the ward and nourishment kitchens after each meal service including special events (cookouts, holiday meals, etc). D.1.4.2. Contractor shall establish a cleaning program to ensure all kitchen and dining room food service areas are maintained in a sanitary and orderly manner. This includes but not limited to cleaning/sanitizing all equipment (dish machine, refrigerators (reach-in and walk-in), freezer (reach-in and walk-in), ice machine, bucket/scoop, coffee urn,, microwave, general utility carts, and racks (stationary and rolling), rethermalization units, garbage cans, stove, etc), work areas (work table/shelves, sinks), storerooms, ward kitchen food storage and supply areas, nourishment refrigerators on B and C units. Contractor shall maintain documentation of compliance of cleaning schedule and have them available for inspections. D.1.4.3. Contractor shall be responsible for cleaning and sanitizing pots, pans, plates, bowls, preparation and serving utensils, knives, flatware, cups and glasses after every use and stored appropriately to ensure they remain sanitary. Contractor is responsible for storing clean equipment and dishes in designated areas where clean and dirty dishes do not cross contaminate. Contractor shall have in place cleaning and sanitizing policy and procedure. The kitchen and dining areas shall be left clean and orderly at the end of the day. D.1.4.4. Contractor shall remove waste from the kitchen on a regular basis or as needed to maintain a sanitary work area. D.1.4.5. A daily cleaning of the works surfaces, sinks, refrigerators, freezers, and preparation equipment will be the responsibility of the contractor. Walls should be cleaned as needed to maintain a clean appearance. Cleaning of the cook hood, and exhaust vents will be the responsibility of the CLC. D.1.5Quality Assurance D.1.5.1. 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 most recent version of the Food and Drug Administration (FDA) Food Code and the VHA Handbook 1109.04. There shall be a process for temperatures to be taken and a documented record of the temperatures for the following but not limited to all refrigerators/freezers (daily) and for prepared food hot or cold (each item). VA designated Staff or COTR shall inspect HACCP documented records on a regular basis or as needed. Any deficiencies shall be discussed with the Contractor. D.1.5.2. Contractor shall perform regular temperature checks and document temperature for all refrigerators and freezers, and dishwasher (wash & rinse cycle) at the CLC. Malfunctioning equipment shall be reported to the VA Engineering department for repair. D.1.6. Resident Satisfaction Survey D.1.6.1. The standard VA Medical Center Nutrition Food Service patient satisfaction survey shall be conducted quarterly. The average of each of the ten elements shall be rated above 3.75 to indicate Resident satisfaction. Any similar complaints from two or more Residents shall require an action plan for improvement (refer to P/P 120-45). Contractor shall establish a system to hear and address Resident's concerns. CLC COTR shall review and maintain satisfaction surveys. D.1.7. Staff Training D.1.7.1. All contractor staff working at the CLC must meet the VA annual mandatory training requirements, information on training will be provided after contract award. Contract staff must also receive training to include but not limited to fire, emergency and policy training. The contractor must provide staff with their own annual training in regards to food safety/sanitation topics, kitchen safety, fire safety and Material Safety Data Sheet (MSDS) review for chemicals used. Annually the contractor shall provide documentation that all employees working at the CLC have received the required annual training. D.1.7.2. Contractor employees working at the CLC will be required to attend and participate in the following training provided by the CFA staff: fire drills, safety classes, infection control, and CFA orientation and any others as required by VA and/or Army policy. D.1.8. Contractor Personnel D.1.8.1. All contractor personnel working at the CLC shall be required to wear a full company uniform and shall be of a clean appearance. Contractor's employees shall wear identification (ID) badges during the entire period of time while in VA facilities. ID badges must have an identifying picture, name of the individual and the represented company depicted. D.1.8.2 Contractor shall provide protective clothing such as aprons, PPE and hair restraints for their staff at the CLC. D.1.8.3. All contractor personnel working at the CLC shall observe the rules and regulations of the VA facility. D.1.8.4 Contractor shall provide the CFA with sufficient number of supervisors and Food Service Workers to provide services as outlines in this SOW. D.1.8.5. Contractor shall provide a supervisor or a designated person with supervisory/decision making authority at the CFA daily during work hours. E.1. Contractor Employee Health: 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, free from communicable disease(s) 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 will be replaced by the contractor. Contractor shall have a policy and procedures regarding injuries that occur in the workplace, illness and communicable diseases. The Contractor shall provide a copy to the CO. E.1.1. The Contractor shall provide for a TB test for all their employees involved in the preparation of the meals at their site and their employees working at the CLC prior to their starting to work under this Contract. Contractor shall provide proof to the CO that all employees have received the TB test within 5 days of contract start date. E.1.2. The VA may take nose and throat-cultures from Contractor personnel when required by the Infection Control Committee (ICC). E.1.3. VA employee health policies and regulations shall apply. Copy will be provided by COTR on request. E.1.4. The VA may designate an employee as being medically unfit. When an employee has been found medically unfit for working in the facility, he/she will be sent home. The employee cannot return to work until re-examined and given permission to return by a physician. It is the responsibility of the Contractor to replace this employee. E.1.5. Employee Background Investigations: Contractor's employees working at the CLC are required to have a background investigation initiated prior to performance on this contract. E.1.6. Miscellaneous: Contractor personnel at the CLC shall not consume food, snack, drinks or use tobacco products except during specified break periods in appropriate designated break/smoking areas. Unauthorized smoking, eating, theft or pilferage by contractor personnel shall constitute adequate cause for the Government to require the contractor immediately remove the offender(s) from employment at the Center for Aging premises for the duration of this contract. F.1. QUALITY ASSURANCE: The Government will measure the standards of this contract with a surveillance schedule of administrative inspections once a month, with random 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 and efficient transport of food and to the standards of cleanliness and proper food services detailed in the SOW. All contractor work areas shall meet or exceed JCAHO 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 and HAACP procedures. Inspections will consist of facility, random sampling of foods, checking dates for expired foods and obtaining copies and reviewing state inspection reports for compliance. Timeliness of personnel reporting for work and timeliness of food products will be noted on a meal by meal basis. F.1.1. Supervisor will meet as needed with the Administrative Officer and the assigned VA Dietitian to resolve dietary operational issues (menu, staffing, or coordination of events, etc). F.1.2. The VA reserves the right to inspect the kitchen, equipment, food, and services supplied at any time with reasonable notice to the contractor. The VA also reserves the right to inspect the off-site kitchen where its meals are prepared with reasonable notice to the contractor. G.1. DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE (COR): A Contracting Officer Representative (COR) will be designated to represent the Contracting Officer in furnishing technical guidance and advice under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the Contracting Officer and shall not be delegated. H.1. INVOICING: All invoices shall follow instructions defined in C.1., 52.212-4 Contract Terms and Conditions-Commercial Items, paragraph (g). Failure to do so could result in a delay of payment. All payments made under this contract will be made monthly in arrears. No advance payments will be authorized. The following address should be used in submitting your invoices: Department of Veterans Affairs Center for Aging 459 Patterson Road Honolulu, Hawaii 96819-1522 ATT: Administrative Officer H.1.1. The contractor shall provide monthly invoices for payment. Payment will be based on the established per meal fee. H.1.2. Each invoice shall be itemized to show number of meals served, the cost per meal and any other additional costs. A grand total for the month will be indicated at the bottom of the invoice. All invoices will reference the contract number. This is a firm fixed price contract based on a monthly rate. H.1.3. Food requested for resident cooking classes and cooking demonstrations will be paid as a separate line item. I.1 MODIFICATIONS: Any modification to the contract shall be in writing. VA's Contracting Officer prior to becoming effective will prepare the modification. J.1. SECURITY: The C&A requirements do not apply to this service requirement and a Security Accreditation Package is not required. Contractor personnel will have NO access to VA sensitive information in their work/service area. References: VHA Handbook 1109.04Food Service Management Program VHA Directive 2110-007Healthy Diet Guidelines FDA food code 2009 VHA Food Recall Process NFS P/P 120-12Infection and Environmental Controls NFS P/P 120-45Patient satisfaction Surveys NFS P/P 120-81Procedure for implementation and documentation of the HAACP Program End of SOW ATTACHMENT A Inventory of CLC owned equipment and supplies: ItemQuantity Bins, storage Dishware Coffee cups33 ea Plates 9 inch144 ea Plate covers60 ea Tumblers-900P cambro78 ea Soup bowls - 8 oz240 ea Utensils Rethermalization Units-Burlodge4 ea Carts, closed - Burlodge transport5 ea Carts, closed - rolling2 ea Carts, utility4 ea Dish machine - high temp1 ea Exhaust vent/hood1 ea Ice Machine1 ea Microwave1 ea Refrigerators - walk-in2 ea Refrigerator/Freezer combo, reach-in1 ea Stove - 6 burner1 ea
 

Web Link

FBO.gov Permalink
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Document(s)

Attachment
 

File Name: VA261-12-R-0143 VA261-12-R-0143.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=275608&FileName=VA261-12-R-0143-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=275608&FileName=VA261-12-R-0143-000.doc

 

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Record

SN02626516-W 20111123/111121233948-2ee65f149619935a8aa371c3ec7bf6fd (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
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