S203--Community Living Center- Long Term Food Service Base plus four one-year options

B.3 PERFORMANCE WORK STATEMENT SUBJECT: FOOD SERVICES FOR THE COMMUNITY LIVING CENTER (CLC), WITHIN VAPIHCS OF HONOLULU, HI. A.1. GENERAL DESCRIPTION: The contractor shall provide all labor, subsistence, equipment, materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the Community Living Center (CLC) and Psychosocial Residential Rehabilitation Program (PRRP), 110 Krukowski Road, building 110, Honolulu, HI, located on the grounds of Tripler Army Medical Center, Honolulu, Hawaii 96819. The CLC houses residents for various program services including long-term care or skilled nursing and rehabilitation services. A.1.1. The CLC and PRRP meal service is estimated for 65,700 meals annually. Additional meal trays past the estimated 180 meals per day may include back-up trays, double portions, and/or extra trays for each meal service time. Providing meal service to patients within the CLC for meals three (3) times a day, seven (7) days a week, three hundred sixty-five (365) days per year at the following meal service times: breakfast: 7:30am to 8:30am, lunch: 12pm to 1pm and dinner: 5pm to 6pm. A.1.2. The contractor shall also provide personnel to facilitate the preparation and cooking of all rotating menu items following all applicable Federal, State, and local health and sanitation regulations. A.1.3 The contractor shall have experience providing altered texture diets in accordance with the international Dysphagia Diet Standardization Initiatives (IDDSI) appropriately and accurately. A.1.4. The contractor shall provide a start-up/transition plan in narrative and/or chronological format detailing how the statement of work minimum requirements will be met at contract award. A successful offeror will provide service for the contract of five (5) years; a 12-month Base Year plus Four (4) 12-month Option Years. B.1. FACILITIES AND EQUIPMENT: The contractor shall be located in Honolulu, Hawaii. B.1.1 The contractor shall be responsible for the full scope of food service operations, including the preparation, cooking, assembling, and distribution of food trays for the Community Living Center (CLC) and Psychosocial Residential Rehabilitation Program (PRRP). These services shall be executed in compliance with all applicable food safety regulations, health codes, and VA standards to ensure high-quality, nutritious meals for veterans. B.1.2 In addition to meal preparation and distribution, the contractor shall oversee and thoroughly clean all dishes, utensils, and kitchen equipment, ensuring sanitation and hygiene are maintained at all times. Cleaning shall occur between meal services and shall include, but is not limited to, sanitizing food preparation areas, cleaning serving stations, and maintaining the cleanliness of food warmers. B.1.3 The contractor shall provide all necessary equipment not furnished by the VA that is required for meal preparation, cooking, and tray assembly. This includes but is not limited to cooking appliances, food preparation tools, and any auxiliary equipment needed to support efficient and safe food service operations. B.1.4 To further enhance dining accessibility and convenience, the contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans. The vending options shall be tailored to meet residents' nutritional and dietary needs while offering convenient selections for every occasion within the Community Living Center. B.1.5 The contractor shall establish and maintain an organized, efficient, and aesthetically acceptable serving line in the CLC s dining room. The serving line shall be designed to support a veteran-centered dining experience, ensuring ease of access, efficiency, and a welcoming environment that upholds the dignity and comfort of the veterans served. The contractor shall also ensure that the serving area is well-maintained, properly staffed, and complies with VA standards to enhance the overall dining experience and in compliance with patient safety standards. C.1. GOVERNMENT-OWNED EQUIPMENT: The VA Community Living Center will provide two walk-in coolers, one 2-door reach-in freezer, one 2-door reach-in refrigerator, worktables, double door Convection oven, gas griddle, Chef Base, ice machine, Aladdin Convect-Rite 3 INSIGHT docking stations, delivery carts, and Champion High-temperature dish machine. All other necessary equipment shall be the responsibility of the Contractor. Vendor would be responsible for maintaining equipment and return with normal wear/ utilization. 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 Misc. Items Drinks Lunch and Dinner 2 Required (3-6 oz) for each meal. Poultry Fish/Seafood Beef Pork Combination dish (one entrée must always be fish or poultry) *All meats shall be served fully cooked to serve an immunocompromised population safely. 2 Required (1/3-3/4 cup) for each meal. Varied styles of potatoes, rice, pastas, other whole grain options, etc. 1 Required for each meal. 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) for each meal. Varied examples include green beans, mixed veggie, corn, squash, broccoli, or carrots, succotash, etc. Dysphagia accommodations such as bowl of gravy, extra sauce, and/or soups as requested. 1 - Option for a Salad of the Day. Cheese(s), dairy products must be pasteurized. No raw sprouts. Condiments as appropriate to menu items Iced tea, Choice of low-fat milk, soy milk, whole milk, chocolate milk Choice of apple, orange, cranberry, guava or prune juice. Meal Protein Options Starch Options Breads Fruits Whole Grain Cereal varieties Misc. Items Drinks 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) for each meal. 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. 3 cereal options (½-1 cup) Hot and cold cereal varieties such as oatmeal, grits, cereal flakes, etc. Dysphagia accommodations such as bowl of gravy, extra sauce, and/or soups as requested. Cheese(s), dairy products must be pasteurized. No raw sprouts. Condiments as appropriate to menu items Coffee Choice of low-fat milk, soy milk, whole milk, chocolate milk Choice of apple, orange, cranberry, guava or prune juice. 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 ensure the standards for nutrition therapy are in accordance with the needs of the CFA veteran population. F.1. FOOD SERVICE OPERATION: F.1.1. The contractor shall prepare, cook and assemble patient meal trays for all CLC patients and PRRP. 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(s) 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. Contractor will be responsible for preparing and cooking meals 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 CLC meal service (30 days) prior to service. F.1.4. The contractor will alter foods to the desired textures (soft and bite sized, minced and moist or pureed) following the IDDSI standards using a food processor or manual method. The method used to alter the food shall maintain the identity of food items to preserve attractiveness, including the use of food molds to aid in presentation. All foods will be texture-modified according to each patient s needs and will be determined by a registered dietitian and speech therapist. F.1.5. The contractor will prepare puree foods following the IDDSI standards to maintain the appropriate texture and nutritive value. Commercial thickeners may be used to achieve proper consistency as to the thickness of mashed potatoes, it should require no chewing have a smooth texture with no lumps, should not be sticky or have liquids that separate from the solids. Pureed foods should be prepared so that they are attractive and appealing and served on a regular or divided plate instead of in individual bowls. All Pureed food items should pass the spoon tilt test and fork drip test. F.1.6. The contractor will prepare minced and moist foods following the IDDSI standards to maintain the appropriate texture and to maintain nutritive value. Commercial thickeners may be used to achieve proper consistency as to make foods soft and moist, but with no liquid leaking or dripping from the food. Lumps in the food should be soft enough to be mashed with the tongue and particle size no larger than 4mm, or the space between the prongs of a standard fork. Foods should be able to be scooped onto a fork without liquids dripping or crumbles falling off the fork. Foods should be prepared so that they are attractive, appealing and served on a regular or divided plate instead of in individual bowls. All food in this texture should pass the spoon tilt test and fork drip test. F.1.7. The contractor will prepare foods following the Soft and Bite-sized IDDSI standards to maintain the appropriate texture and nutritive value. Foods should be soft, tender and moist with no thin liquids leaking or dripping from the food. Food pieces should be no bigger than 1.5cm x 1.5cm or the width of a standard dinner fork. Foods should be prepared so that they are attractive, appealing and served on a regular or divided plate instead of in individual bowls. All food in this texture should pass the spoon tilt test and fork drip test. F.1.8. The contractor may design a retail program to provide Ready-To-Eat options to be available for purchase at the CLC. 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.1.9. The contractor shall provide overall orientation for staff that may assist with preparing, cooking, 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.1.10. The contractor shall maintain all temperature and sanitation logs to include but not limited to dish machine temperatures, cooking temperatures, holding temperatures, cleaning logs etc. F.1.11. The contractor shall receive, check quantity, label expiration dates (as appropriate), and store food supplies in appropriate storage areas. F.1.12. The contractor shall prepare special items/nourishments with blender or mixer such as milkshakes/special supplemental drinks. F.1.13 Contractor will load onto the respective meal transport carts trays designated for each wing and the dining room. Nursing services will distribute the tray to each Veteran. F.1.14 Contractor will be responsible for collecting all dirty trays and dishes from the dining room and ward nourishment kitchens after each meal service, including special events (cookouts, holiday meals, etc.). VA staff, when available, will assist in the pick-up of used trays and re-shelving of trays on the transport carts, including all pick-ups and re-shelving of trays from the bed-bound patients. F.1.15. Contractor assembles and distributes ready-to-serve 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. F.1.16. Contractor will restock nourishment kitchens on B and C wing nursing units when distributing morning and evening nourishments. F.1.17 Contractor cleans/sanitizes general equipment (dish machine, refrigerators (reach-in and walk-in), freezer (reach-in), ice machine, bucket/scoop, beverage dispensers (hot and cold), toaster, microwaves, general utility carts, and racks (stationary and rolling), re-thermalization units, garbage can(s)), work areas (work tables/shelves, sinks), storerooms, ward kitchen food storage and supply areas, refrigerators on B and C units. Contractor will provide a cleaning schedule for the kitchen and ward kitchens. Contractor will maintain documentation of compliance of cleaning schedule. F.1.18. Contractor shall scrape soiled trays, rinse, sort, stack, and prepares tray ware for dish washing and pick-up. F.1.19. Contractor is responsible for storing clean equipment and dishes in designated areas where clean and dirty dishes do not cross contaminate. F.1.20. Contractor empties trash and sweeps and cleans main kitchen, storerooms and chill box floors. F.1.21. Contractor shall be responsible for labeling expiration dates, checking and monitoring outdated food and supplies daily. All food supplies stored by the contractor at the CLC will be checked daily for expiration dates. All foods with expired dates will be removed / discarded from the facility. F.1.22. Contractor shall perform temperature checks and document temperature for walk-in refrigerators 1&2, reach-in refrigerator, reach-in freezer, dishwasher (wash & rinse cycle) and foods (hot and cold) prior to service. F.1.23 All contractor personnel shall be in a contractor uniform. All employees shall wear contractor provided standard food service uniforms that shall be clearly distinguishable from all VA facility uniforms. The uniforms shall be worn as designed by the manufacturer. Contract personnel shall maintain a clean/neat appearance, and wear hairnets (contractor-provided) and non-slip shoes. False nails, false eyelashes or polished nails are not permitted. No jewelry shall be worn on fingers, hands or arms. F.1.24. Contractor employees will be required to attend and participate in the following training provided by the CLC staff: fire drills, safety classes, infection control, and CLC orientation and any others as required by VA. F.1.25. 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 the 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 ensure that its personnel: Display courtesy, professionalism, and respect towards patients, staff, and visitors while on premises. In the event of non-compliance, 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.1.2. The contractor entering the CFA shall be subject to the current VAPIHCS health policies, regulations and guidelines, to include screening and testing. J.1.3. Employee Background Investigations: Contractor s employees are required to have a background investigation initiated prior to performance on this contract as required by the Department of Veterans Affairs. J.1.4 All contractors shall clearly display their hospital identification badge. All personnel shall obtain clearance from the VSC Security Personnel Department prior to starting work. Upon receiving their VA issued identification badge, it will be displayed on the upper torso, picture side out at all times. Failure to obtain or wear a badge is grounds for removal from site until the situation is resolved, i.e. No badge, no work. J.1.5 All Contractor s personnel shall return the VA issued identification badge upon separation from the Contractor s employment. There is no exception. J.1.6. Miscellaneous: Contractor personnel shall not consume food, snack, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas. Unauthorized smoking, eating, theft, pilferage, acts of violence or verbal threats by contractor personnel shall constitute adequate cause for the Government to require the contractor immediately remove the offender(s) from employment at the Community Living Center s premises for the duration of this contract. 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. The Contractor shall provide a quality control designee on station to maintain proper oversight to services provided to the vulnerable population of the Veterans in the CLC. 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 the entire box. Inspections will consist of facility and vehicle, random sampling of foods, checking dates for expired foods 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. Contractor is to respond with a plan of action within 5 days of a reported unsatisfactory survey or patient complaint. 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. O.1 CONTRACTING OFFICER S REPRESENATIVE (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)