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ASPIRE Food Service
This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition.
Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
STATEMENT OF WORK
BACKGROUND
The contractor shall provide quality meals that are nutritionally adequate, meet the regulatory requirements for food safety, and are acceptable to the Veteran residents at the ASPIRE Center. Operations shall meet individual Veteran meal needs through Veteran-centric dining that puts the Veteran at the center of all services and shall model healthy and sustainable food service practices so Veterans can regain health and maintain wellbeing. The Contractor shall provide oversite, management, and procurement of all resources for food service operations within this facility, including, personnel, food, consumable and reusable supplies, and quality assurance for all residents and food prepared. The scope of work outlines management of food service operations, resources, and financial and organizational planning, including:
Procedures for the purchase, storage, receipt, and delivery of food products and supplies from commercial food service vendors.
Guidelines for the preparation, storage, transport of food supplies from community food vendors to the ASPIRE facility in a timely manner to maintain fresh/unspoiled food in order to deliver safe, nutritious, and appetizing foods.
Recommendations for effective orientation and ongoing training requirements for all employees and food handlers.
Emergency preparedness guidelines for food service operations in the event of disasters or other emergencies.
DEFINITIONS
Critical Control Point (CCP): The CCP is a point or procedure in a specific food system where loss of control may result in an unacceptable health risk. It is a step in the Hazard Analysis Critical Control Point (HACCP) process at which control can be applied and is essential to prevent or eliminate a food safety hazard, or to reduce it to an acceptable level.
Hazard Analysis Critical Control Point (HACCP) Plan: The HACCP Plan is a preventative approach to food safety that involves identifying potential hazards, establishing preventative or control measures, and continuous monitoring to ensure that standards or critical limits are met.
Production Area: A production area is any area of the kitchen where foods and food products are processed, cooked, assembled, plated, or otherwise produced.
Service Area: A service area is a location where plated food is provided by food service or health care workers to patients or residents.
Subsistence: Subsistence is defined as food, food products, nourishments, supplements, and enteral feeding provided for Veteran residents.
Supervisor/Person in Charge: A Supervisor or Person in Charge is a designated individual onsite, who provides oversite of and is responsible for all food service operations and is ServSafe Manager certified.
Test Tray: A test tray is a sample meal tray replicating a Veteran meal that is evaluated by staff for a variety of qualitative and quantitative assessments of food items, including temperature, appearance, taste, and accuracy of diet.
VA Healthy Diet Guidelines: The VA Healthy Diet Guidelines are evidence-based healthy diet, menu planning, and environmentally conscious guidelines to assure healthy food choices are available to inpatient veterans.
REQUIREMENTS
Food Safety and Sanitation
It is the responsibility of the Contractor to adhere to the requirements set forth by the most recent publication of the Food and Drug Administration (FDA) Food Code, including safety, security, and sanitation. The latest version of the FDA Food code is available at:
https://www.fda.gov/food/fda-food-code/food-code-2022
Safety and sanitation procedures shall be established by the Contractor to meet the requirements within the FDA Food Code.
The Contractor shall maintain Material Safety data Sheet (MSDS) binder that is accessible to all ASPIRE staff and contracted personnel, to include chemical products used in the kitchen.
The Contractor shall maintain a Hazard Analysis and Critical Control Point (HACCP) Plan for food, nourishments, and enteral products that meet the most current publication of the FDA Food Code. The plan must include procedures for the oversite of the following:
Purchasing, receiving, storage, preparation, cooking, advanced preparation handling (if applicable), transportation (of food from community food vendors to refrigeration storage
at the ASPIRE Center in a safe and timely manner to ensure fresh/unspoiled food), and appropriate points of service;
Training, monitoring systems, corrective action plans, and a verification process.
Documents and records produced as required by the FDA Food Code and HACCP plan shall be sent to the COR on a quarterly basis. At a minimum the following records shall be furnished by the Contractor to ensure food safety and sanitation:
Food cooking temperatures
Hot and cold holding temperatures
Refrigeration and freezing temperatures
Dishwashing temperatures & pH levels as applicable
Sanitation inspection and cleaning schedules
HACCP and Food Safety policies/procedures, records, and documentation shall be available at all times and will be audited periodically. Any issues discovered shall be resolved by the Contractor and reported to the COR.
Cleaning of the cooking hood, grease trap, vents, and floor stripping will be the responsibility of the VA engineering and facility management services.
Pest control will be addressed by the building manager, in which the ASPIRE Center is housed.
Food Recalls and Foodborne Illness
The Contractor shall have a system in place to address all food recalls and alerts. The vendor shall participate in the National Center for Patient Safety (NCPS) recalls system and provide prompt response to all recalls within established timeframes in the alert. The response must include:
Result of checking past orders and current inventory
Properly disposing of any recalled products in inventory;
Requesting credit from the vendor for disposed products; and
Advise NFS and ASPIRE leadership if recalled food was served to residents in the ASPIRE Center.
In the event of a case of suspected foodborne illness, within 24 hours the contractor shall:
Report the complaint to the NFS Chief
Comply with all steps in an investigation
If requested by NFS, create an action plan and training
Security
The Contractor is responsible for implementing security measures, in coordination with VA Police and ASPIRE Center security policies. Measures shall be in place to protect against theft of supplies and equipment (including computer hardware) and reduce the risk of food terrorism, including the intentional contamination of food and supplies. Security procedures, policies, and documents shall be available and may be audited by the COR or other regulatory agencies.
Security measures shall include, but are not limited to:
Controlling keys and access points;
Securing storage areas and equipment;
Restricting access to storage, production, and service areas; and
Providing employee education on prevention and consequences to theft and misappropriation of federal resources, including food and equipment.
The Contractor shall not have access to VA sensitive information regarding the Veterans admitted to the ASPIRE center.
All contractor personnel shall observe the requirements imposed on sensitive data and information by law, federal regulations, VA statues and policy, Veterans Health Administration policy and guidelines, and the associated requirements to ensure appropriate screening of all personnel (e.g. Privacy Act of 974, Public Law 93-579, the requirements of the FPM 731, Subchapter 2 under E.O. 10450, etc.). Public law 93-579 may be found at:
http://privacy.defense.gov/files/pa1974.pdf
Employee files with verification of background checks and fingerprints shall be maintained by the Contractor and may be audited by the COR or other regulatory agencies.
Menu Guidelines
PER VHA Directive 1439 (Attachment A), the Contractor is responsible for implementing and evaluating regionally and culturally appropriate menu cycles following the VA Healthy Diet Guidelines (Attachment B) Note that the SharePoint referenced in this document is not available outside of the VASDHS.
It is required that the Contractor provide healthy diets according to the following guidelines: In addition to meeting the VA Healthy Diet Guidelines, the Contractor shall ensure:
Lunch and Dinner meals shall include:
A main entrée option with:
An alternative for allergies or religious/cultural food preferences (i.e. substitutes for pork or shellfish, vegetarian/vegan items) this can be included in the VII Menu Alternatives below.
A starch or starchy vegetable side;
A non-starchy vegetable side;
A dessert (can include fruit for either lunch or dinner);
Variety of non-sugar sweetened beverages including but not limited to: low-fat milk, regular and decaf coffee, hot tea, 100% fruit juice;
Appropriate condiments to compliment meals and beverages provided (ex. Ketchup with fries, jam and butter with toast, creamer and sugar with coffee);
A self-service salad bar that is available at all lunch and dinner meal periods. Items to be prepared, stored and replenished in accordance with all FDA Food Code Safety and infection control standards. The self-service salad bar shall include at least:
Two types of leafy greens (e.g. romaine, mixed greens, spinach),
Three different salad dressing options with a minimum of one low-fat or reduced calorie option
A variety of salad ingredients offered daily, to include at a minimum at least:
Four non-starchy vegetable toppings (e.g., tomatoes, cucumbers, carrots, peppers).
Two lean protein option (e.g., grilled chicken strips, beans/legumes, tofu, or hard-boiled eggs).
One whole grain or high-fiber option (e.g., quinoa, barley, whole grain croutons, beans).
One soup option per day, with a weekly rotation of at least 3 vegetable based soups
Menu alternatives available at every lunch and dinner to include a minimum of 8 Always Available entrée options that can be requested instead of the main entrée with advance notice (policy determined by Contractor and approved by COR). Items on the Always Available Menu are to include at minimum: grilled chicken breast, one seafood option, two vegetarian options (ex. grilled cheese, quesadilla), burger option (both meat and vegan patties), a sandwich option (ex. panini, wrap, etc.)
Breakfast meals shall include:
Two protein/entrée options
Starch option
Fruit and/or vegetables
Both hot and cold cereal
Variety of non-sugar sweetened beverages including but not limited to: low-fat milk, regular and decaf coffee, hot tea, 100% fruit juice;
Appropriate condiments to complement meals and beverages provided (ex. Ketchup with fries, jam and butter with toast, creamer and sugar with coffee)
Menu alternatives available at every breakfast to include a minimum of Always Available entrée options that can be requested instead of the main entrée with advance notice (policy determined by Contractor COR). Items on the Always Available Menu are to include at minimum: Hard boiled eggs, Greek yogurt, Fresh Fruit Smoothies, Bagels with Cream Cheese, and breakfast sandwich or wrap/burrito.
Due to increased nutrient needs of patient population at ASPIRE Center, meals shall provide a total of:
2400-2600 calories per day
90-150g of Protein per day
Maximum of 3000 mg Sodium per day
Minimum of 30g fiber per day
100% Dietary Reference Intake (DRI) met for all other micronutrients.
Cycle Menus shall be designed utilizing standardized recipes in support of the above VA Healthy Diet meal guidelines. Cycle menus shall consist of at least a 3-week cycle pattern.
Entrée recipes shall not repeat within a three-week cycle for lunch and dinner and within one-week for breakfast. All menus shall be planned to provide adequate variety and adhere to cultural and religious preferences as appropriate
If corrective actions arise requiring menu changes (e.g., Unsatisfactory resident feedback), the Contractor Dietitian, Contractor, COR, and/or ASPIRE RDN will meet to develop plan for menu changes. Changes to menu, once requested, will be implemented within a month.
Veteran-Centric Dining
The Contractor shall meet VA Veteran-centered cultural transformation and Veteran experience goals in food service operations by offering dining programs that provide Veterans meal choices, alternate meal options, as well as festive special occasion meals.
The Contractor is responsible for the planning and provision of special meals for the following occasions:
New Year s Eve and/or Day
Superbowl Sunday
St. Patrick s Day
Easter
Mother s Day
Memorial Day
Father s Day
Independence Day
Labor Day
Veteran s Day
Thanksgiving
Christmas
Holiday and special-event meals may be scheduled on days other than the actual holiday, as requested by ASPIRE staff. Consultation with the ASPIRE RDN shall take place at least two weeks in advance to collaborate on and approve the menus for these occasions.
Provisions for additional special events (including but not limited to outings and resident activities) may be requested by the ASPIRE Center RD or other ASPIRE Staff at least two weeks in advance.
Therapeutic and Texture Modified Diet Guidelines
Upon admission all Veterans have a consultation with the ASPIRE RDN to assess nutrient needs and provide therapeutic diet prescriptions as needed. Menus shall adhere to therapeutic diet prescriptions with consultation and approval from ASPIRE Center RDN and in accordance with the Nutrition Care Manual (NCM) Diet Manual standards. Information on NCM Diet Manual can be accessed via internal link:
https://www.nutritioncaremanual.org/category.cfm?ncm_category_id=33&ncm_heading=
If a resident require texture modification of food, it is the responsibility of the Contractor to adhere to VHA Directive 1171, Management of Patients with Swallowing (Oropharyngeal Dysphagia) and feeding Disorders in the provision of foods to meet the patient s needs. (Attachment C).
Double Portions
Some Veterans require increased calories based on the assessment of the ASPIRE Center RDN. At the direction of the ASPIRE Center RDN, the Contractor shall provide these patients with double portions and will charge as an extra meal over and above the daily census. Leftover foods not consumed may be served to the Veterans towards the end of the meal, as available, rather than being discarded. Leftover food items may not be sold directly to VA Staff or Veterans.
Nourishments
The Contractor shall provide high fiber and protein nourishments/snacks for the residents between meal periods. Nourishments shall fall within the above Healthy Diet Guidelines. Examples of offered snacks include, fresh fruit and vegetables, low sugar granola bars, yogurt, cottage cheese, low fat muffins, high fiber cookies, healthy dips, nuts, low fat cheese, smoothies, half sandwiches, hard boiled eggs, tuna packets, peanut butter and fruit or crackers, etc.
3.4.5 VA Green Environmental Management Strategies
The vendor shall comply with VA GEMS (Green Environmental Management Strategies) initiatives and include, as available:
Inclusion of fresh, seasonal fruit and produce in the menu cycle.
Local sourcing of produce, bread, and or dairy
Utilization of re-useable or recyclable service ware as /much as possible
Selection of products with recycled content.
Strive to source products that reduce exposure to chemicals, petroleum-based food dyes, hormones and nontherapeutic antibiotics.
Elimination of Styrofoam, use compostable/recyclable material if disposables are used.
As able, establish a farmers' market/garden on site.
Reduce waste, consider composting or food digestors.
Registered Dietitian Nutritionist Requirements
The Contractor shall have a Registered Dietitian Nutritionist (RDN) on staff or as a consultant that is available for the following responsibilities:
Completing a nutritional analysis when new menus are implemented, and review of Aspire menu at least annually to assure nutritional adequacy. Approved Menu Nutrient Analyses shall be submitted to the COR annually and upon new menu implementation. Analysis must include at least one week for the following nutrients for the population served: calories, carbohydrates, protein, fat, fiber, sodium, potassium, calcium, and iron.
Approving menus in advance, which must meet VA Healthy Diet Guidelines, and any menu substitutions. If a substitution must be made and the ASPIRE Registered Dietitian Nutritionist (RDN) is not available, a supervisor or person in charge must determine the appropriateness of the substitution, that is, approximate equivalent nutrient value. Menu substitutions must be recorded and reported to the COR.
The Contractors Registered Dietitian Nutritionist (RDN) must maintain a current registration under the Commission for Dietetics Registration (CDR) and the Contractor shall maintain a file with the Registered Dietitian s current registration information. This may be audited by the COR or other regulatory agencies.
Approved menus shall be signed-off and displayed for all residents to view. Approved nutrient analyses of recipes and menus shall be available to residents, providers and the COR upon request.
Contractor RDN must be available to consult with Aspire Center RDN at the quarterly contract compliance meetings when requested by ASPIRE RDN and/or COR.
Meal Service
Meal service hours scheduling shall be implemented to meet Veteran-centered care, care coordination, and regulatory requirements. Meal periods at the ASPIRE Center shall be as follows:
Breakfast Meal: 7:00am-8:00am
Lunch/Noon Meal: 11:45am-12:45pm
Dinner/Evening Meal: 5:30pm-6:30pm
Between meal hours, nourishments shall be provided for the residents at the following times:
10:00am
2:00pm
7:00pm
Sack meals and snacks shall be provided upon request for residents that will not be onsite during established meal periods. Additionally, sack meals are to be provided when instructed by the COR due to quarterly kitchen cleanings and equipment maintenance. Sack meals are to include a cold entrée (wrap or sandwich), starch, fruit, and vegetable. Sack meals are to meet VHA healthy diet guideline standards. The contractor shall consult with the COR for any additional scenarios where all Veterans at ASPIRE Center are provided with a sack meal.
Meal service shall be provided through a cafeteria line and Veterans shall dine in the designated dining area on the first floor of the ASPIRE Center. Meals shall only be allowed in resident rooms on a case-by-case basis as approved by a VA healthcare provider. Meals shall be served on china/non-disposable dishes except in cases of an emergency.
Food Service and Production Personnel
Staffing of Food Service and Production personnel shall be sufficient so that meals and nourishments can be produced and delivered according to the above established meal service guidelines in a safe and sanitary manner for a maximum of forty ASPIRE Center residents.
Staffing considerations shall include labor necessary for food ordering, receiving, inventory management, food preparation, cooking, serving, and cleaning.
A supervisor or designated person in charge responsible for oversite and management of all food service operations shall be on site during all hours of operation. This should include staffing for planned and unplanned leave, which could cover vacations, sick leave, emergencies, and terminations. Need to have continuity with person in charge so shift change can be completed. Provide COR with an updated list of persons in charge when changes occur.
An office space will be provided at the ASPIRE Center near the ASPIRE commercial kitchen. The Contractor is responsible for providing a refrigerator for contracted staff personal use.
Contracted food services shall operate seven days a week, including all federal holidays. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97, observed federal holidays include:
New Year s Day, January 1st
Martin Luther King s Birthday, Third Monday in January
President s Day, Third Monday in February
Memorial Day, Last Monday in May
Independence Day, July 4th
Labor Day, First Monday in September
Columbus Day, Second Monday in October
Veteran s Day, November 11th
Thanksgiving Day, Fourth Thursday in November
Christmas Day, December 25th
When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by
U.S. Government agencies.
Protection of Contractor Personnel
The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following to its personnel:
Worker s compensation
Professional liability insurance
Health examinations
Income tax withholding, and
Social security payments
Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal, and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered federal employees for any purpose.
Contract personnel shall be technically proficient in the skills necessary to fulfill the government requirements, to include the ability to speak, understand, read, and write English fluently.
Personnel Food Safety and Hygiene Management
The Contractor shall have policies and procedures that adhere to the most current FDA Food Code guidelines on personal hygiene and communicating information on health relating to diseases transmissible by food located at https://www.fda.gov/food/guidanceregulations/retailfoodprotection/foodcode/default.htm. Food service and production personnel, and any other persons handling food, are responsible for their own personal hygiene and communicating information on health relating to diseases transmissible by food to their supervisors. Contracted employees are responsible for their own personal hygiene, including but not limited to:
Reporting for duty in a clean uniform without visible soils;
Adequate grooming, that is, hair must be clean, styled, and neatly combed so that it will not hinder vision, work performance, or cause a safety hazard;
Store street clothing and personal belongings such as backpacks, jackets, and medications in designated locker room
Personal hygiene practices
Hand hygiene
Use of proper hair restraint and beard guard; and
Maintaining clean and trimmed fingernails with no polish or artificial nails.
Contracted personnel shall be required to wear a neat and professional company uniform, which clearly displays the company name as well as wear identification badges while at ASPIRE Center. Badges must have an identifying picture, the name of the individual, and the represented company depicted.
Contracted food production and service employees are prohibited from wearing any jewelry, except for a single plain band ring. This includes but is not limited to facial jewelry and piercings, gauging, bracelets, watches, necklaces, earrings and visible stud piercings. Medical information jewelry may be worn in the form of a necklace or anklet and must be covered by clothing and not pose a risk to contaminate food.
Contracted personnel shall treat and bandage wounds and sores immediately. When hands are bandaged, single use gloves must be worn.
Contracted food production and service employees are prohibited from using their personal, portable electronics, unless required and issued by the Department of Veterans Affairs (VA) to meet departmental and VA medical facility needs. Hand hygiene must be performed after using electronic devices, and the electronic devices must be sanitized routinely. Headphones/earbuds are prohibited in the food production and service areas.
ASPIRE Center and all VA San Diego facilities are non-smoking campuses, as such, smoking is prohibited on VA San Diego premises.
The contracted food production and service employee must report to their supervisor or designated person in charge about their health and activities as they relate to diseases that are transmissible through food. The employee must report if they have the following symptoms:
Vomiting
Diarrhea
Jaundice
Sore throat with fever
A lesion containing pus such as a boil or infected wound that is open or draining and is:
On the hands or wrists, unless an impermeable cover such as a finger cot or stall protects the lesion and a single-use glove is worn over the impermeable cover;
On exposed portions of the arms, unless the lesion is protected by an impermeable cover; or
On other parts of the body, unless the lesion is covered by a dry, durable, tight-fitting bandage.
The contracted employee must report to their supervisor any illness diagnosed by a health practitioner due to Norovirus, Hepatitis A, Shigella, Shiga Toxin-Producing Escherichia Coli, Typhoid Fever, Salmonella. Employees may be subject to medical clearance when calling off duty for circumstances identified above. The Contractor shall reference Food Code Annex 3-Public Health Reasons/Administrative Guidelines for return-to-work following guidelines listed for Highly Susceptible Populations.
Contracted personnel shall maintain employee health records which Adhere to CDC guidelines please see below:
Baseline TB test upon employment.
Screen for Mumps, Measles, Rubella, Varicella, Pertussis (Tdap Vaccine)
Influenza annually
Covid vaccine
The Hep B is for HCW who are potentially exposed to blood products so not a requirement for Food Service.
Meningococcus is for laboratory technicians, also not a food service worker requirement.
Documentation of these policies and procedures shall be available and may be audited by the COR or other regulatory agencies.
Training Requirements
The Contractor is responsible for ensuring provision and documentation of training activities of contracted personnel upon orientation and on a regular basis. Documentation shall be available and may be audited by the COR or other regulatory agencies.
Training topics shall be covered to ensure that staff members maintain the competencies required to maintain and improve job performance, and address the knowledge, skills, and abilities appropriate to their job responsibilities. Annual topics covered shall include:
ASPIRE Center resident population needs
HIPAA and Privacy
Fire safety
Emergency planning
Safety and sanitation
Material Safety Data Sheet (MSDS) review of chemicals used
All contracted personnel must receive food safety training as it relates to their assigned duties. All food production and service workers must meet personnel certification or education requirements appropriate for the position, including:
Food Service Managers, Supervisors, and others who may described person in charge per the most current publication of the FDA Food Code, shall hold Food Protection Manager certification
Personnel designated as Cooks shall complete the education requirements every two years or hold Food Protection Manager certification
All other personnel handling food must hold certification as a food handler or complete the education requirements every two years.
All contracted personnel will be required to maintain a VA Talent Management System (TMS) account to complete mandatory annual VA Training.
Food and Supply Procurement
The procurement and storage of all food, supplies, and cleaning chemicals are the sole responsibility of the Contractor, with the exceptions below:
The VA shall provide China entrée plates, side plates, fruit bowls, salad bowls, coffee mugs, eating utensils, trays and basic cooking utensils
The Contractor shall be responsible for replacement of these items (with the same or comparable quality) and all other cooking/serving items necessary for meal preparation/service not stated above. At the completion of the contract, the Contractor shall maintain the same level of inventory as was established at the beginning of the contract. Par level will be available upon award of contract.
The supplies in the Healthy Teaching Kitchen (HTK) are not to be used by the Contractor and are solely for use of the Aspire Center Dietitian and Veterans. They are not industrial grade and are not intended for commercial food service use. Any damage to items in the HTK by Contractor staff will need to be replaced within 1 week.
Per FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts, the vendor shall provide a complete list of USDA designated biobased products intended for use or supply during the performance of the contract within 30 days of the contract award. See Section 6 of this Statement of Work (SOW).
Contingency Planning
The Contractor is responsible for maintaining operations contingency plans for unplanned staff leave, kitchen systems failure or closure and emergency feeding during internal or external disasters.
At a minimum, the Contractor shall furnish contingency plans for the following:
Earthquake disaster
Inadequate staffing
Pandemic
Power outage
This Contractor must contact the COR to inform them of any of the above issues as soon as made aware and prior to next scheduled meal to provide a contingency plan on how to feed the veterans at The Aspire Center. The Contractor shall maintain a minimum of four days emergency supply of perishable/nonperishable foods and disposable food service items. These items shall be based on an emergency menu as stated in the Contractor s emergency plan.
In the case of an emergency ASPIRE Staff are authorized to contact the contractor in order to alert the contractor of potential emergency situations or issues with staffing impacting meal service. The contractor is to provide ASPIRE Leadership and COR a cascade list of who to contact in the event of an emergency. Contractor is to keep cascade list up to date and provide an updated list anytime turnover occurs.
Support of Healthy Teaching Kitchen Program
Hands-on cooking classes are offered to ASPIRE residents one to two times per week. The Contractor shall support the ASPIRE Center Healthy Teaching Kitchen (HTK) program through acquisition of all supplies and equipment, sanitation, and other support necessary to conduct HTK classes. Items to be supplied to this program include, but are not limited to: gloves, hair nets, beard covers, tin foil, plastic wrap, parchment paper, plastic storage bags, muffin liners, dish soap, sponges, wash cloths, towels, utensils, pots and pans, pitchers, and platters, in addition to other non-food operational supplies required for safe and effective program delivery.
Rather than procuring food items directly, the Contractor shall develop, maintain, an Always-Available Food List that identifies a core set of staple food items that are used as part of their regular menu cycle and ordered regularly (e.g., whole grains, lean proteins, fruits, vegetables, oils, spices, and other commonly used ingredients) that can be continuously available to support planned HTK classes. The Contractor shall:
Submit the initial HTK Always-Available Food List to the ASPIRE RD within thirty (30) days of contract start date.
Update the HTK Always-Available Food List at least annually, or more frequently as needed.
The ASPIRE Center Dietitian will provide a formal requisition of any of the above items requested one week in advance. The requested supplies should be provided by the contractor at least 1 days prior to the HTK class scheduled. If the requested supplies are not in stock, the contractor should communicate any discrepancies to the ASPIRE RD at least 3 days prior to the HTK class.
Payment for these items is outlined in the Billing subcategory, 4.13.
Quality Assurance
The Contractor shall perform services in accordance with the ethical, professional, and technical standards of the healthcare industry. Contract personnel are subject to the quality assurance standards set forth by the Commission on Accreditation Rehabilitation Facilities (CARF) and The Joint Commission (TJC).
The Contractor is responsible for monitoring quality assurance of services offered, including:
Ensuring kitchen sanitation and safety by conducting a weekly inspection. The inspection shall be conducted by a supervisor or designated person in charge with a Food Managers certification.
Assurance of an active patient test tray program is in place that evaluates overall quality, palatability, and food safety.
Administration Satisfaction Surveys to assess the quality and acceptability of nutrition and food services to inpatients and residents using questions in VA Form 10-0498 (Attachment B). As a part of the survey process, the Contractor must ensure:
Residents are randomly selected, generally representative of the patient population, to complete the Satisfaction Survey.
Results are tracked at a minimum quarterly and reported to the COR.
Survey return rates are equal to at least 100 percent of the average daily census (ADC), as measured on a quarterly basis (e.g. 35 patients per quarter).
Surveys may be deployed electronically, fillable, or scannable, to aid in data collection and Veteran service recovery.
Question 9 shall be rated, on average, greater than 3.99 to indicate resident satisfaction. A score less than 3.99 will require an action plan within one month of the end of the quarter.
The results of all quality assurance audits, surveys, and inspections shall be reported to the COR on a quarterly basis. Findings and corrective action plans shall be kept available and sent to the COR within 24 hours of request. All inspections, quality assurance audits, and survey records shall be kept for a minimum of 1 year.
The Contractor is responsible for implementing performance improvement activities that improve the delivery of quality, safe, and cost-effective food and nutritional care to all ASPIRE Center residents as well as submitting proposal for and results of performance improvement activities to the RDN/COR.
The COR will review contract compliance with the Contractor annually.
The Aspire Center Registered Dietitian Nutritionist (RDN) and/or COR will complete random audits of quality. Any issues/concerns will then be discussed with vendor representatives and corrective actions will be completed within 1 week unless extenuating circumstances are present and approved by RDN/COR.
Billing/Invoicing
The Contractor shall provide bi-weekly invoices for payment. Payment will be based on the established per meal fee and a fixed monthly administrative fee to cover labor and costs. The nursing staff provide the census to the Contractor every morning before meal preparation begins. The invoiced meals shall be within two of the adjusted daily census that is provided to the kitchen each morning.
Food and other supplies requested for resident cooking classes and special events will be paid as a separate line item. The total cost of food provided will be divided by the average cost and submitted for reimbursement as meal equivalents. Records of calculations for HTK supplies shall be kept and provided to the COR annually or upon request.
For example:
$75 total food cost/$2.50 average meal cost = 30 meal equivalents for billing
Insurance Requirements
The Contractor is required to provide copies of proof of worker s compensation that complies with federal and state worker s compensation and occupational disease statues, and provide proof of General Liability Insurance, within fifteen (15) calendar days after notification of contract award.
References
VHA Directive 1439
Food Service Management
VHA Directive 1171
VA Form 10-0498
Management of Patients with Swallowing (Oropharyngeal Dysphagia) and feeding Disorders
Nutrition and Food Servies Satisfaction
Survey
VHA Healthy Diet Model
FDA Food Code
NFS SOP 120-F-06
Tray Passing Procedures & Infection Control
NFS SOP 120-F-01
FSS QA & PI Program
NFS SOP 120-F-20
Hazard Analysis Critical Control Point (HACCP)
FAR 52.223-2
Affirmative Procurement of Biobased Products Under Service and Construction Contracts
USDA List Biobased Products
5. BioPreferred Program Compliance
The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002; the Food Conservation and Energy Act of 2008; and the Agricultural Act of 2014; and the Federal Acquisition Regulation to provide biobased products. The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.
The Contractor shall utilize products and material made from biobased materials (e.g., biobased food cleaners, biobased disposable cutlery, biobased dishwashing products). All supplies and materials shall be of a type and quality that conform to applicable Federal
specifications and standards. All supplies and materials to be used in the Statement of Work described herein are subject to the approval of the Contracting Officer Representative (COR).
The following is an example list of products that may be used in this cafeteria/food services contract for which biobased products are available and the designated biobased content. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.
Air Fresheners and Deodorizers 97 percent Bedding, Bed Linen and Towels 12 percent
Composite Panels (Countertops) 72 percent Dishwashing Products (Soaps and Detergents) 58 percent Disposable Containers 72 percent
Disposable Cutlery 48 percent
Disposable Tableware (Cups, Plates, Bowls) -72 percent Films (Non-durable) 85 percent Food Cleaners 53 percent
General Purpose Cleaners - 54 percent Graffiti and Grease Removers 34 percent
Hand Cleaners and Sanitizers 64 percent and 73 percent respectively Microbial Cleaning Products 50 percent
Multi-Purpose Cleaners 56 percent Oven and Grill Cleaners 66 percent
Biobased products that are designated for preferential procurement under USDA s BioPreferred Program must meet the required minimum biobased content as stated in USDA s Final Rules available at www.biopreferred.gov. The Contractor shall provide data for their biobased products such as biobased content. In addition to the biobased products designated by the USDA BioPreferred Program, the Contractor is encouraged to use other commercially available biobased products such as biobased products certified with a label.
Within thirty (30) days of contract award, the Contractor shall provide a complete list of USDA designated biobased products that it intends to use or supply during performance of this cafeteria/food services contract, including products used or supplied by subcontractors. For each product, the Contractor shall identify the product and brand/manufacturer. For each designated product, the Contractor shall also identify the biobased content. The Contractor shall provide detail on how the Contractor intends to keep abreast of the development and increasing availability of designated and non-designated biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance. The list shall be approved by the COR in writing. The Contractor shall not commence work until this list is approved by the COR in writing. The list must be reviewed and updated annually, and as required by the COR.
Reporting is required by Sections 9002 of the Food Conservation and Energy Act of 2008 and the Agricultural Act of 2014. The Contractor shall provide quantities, product types and dollar value of any USDA-designated biobased product purchased by the Contractor. This important data shall be submitted to the COR for the current quarter and current contract
year. A brief explanation shall include the methodology used to calculate the dollar value of USDA-designated products used or supplied.
The Contractor should also note that USDA-designated biobased products are available for purchase through the AbilityOne Program (formerly known as the Javits- Wagner-O Day (JWOD) Program). Under this program, members of organizations including the National Industries for the Blind (NIB) and the National Institute for the Severely Disabled (SourceAmerica) offer products and services that are mandatory by Federal agencies. A search of the AbilityOne Program s online catalog (www.ability.gov) indicated biobased products that fall within the cafeteria/food services area. These include but are not limited to: deodorizers, cleaners, cutlery, cups, plates, trays, glass cleaners, multi- purpose cleaners, graffiti removers, hand cleaners, and hand sanitizers.
The Contractor is responsible for communicating the economic, environmental and other benefits of biobased product choices to the patrons. As a minimum, the Contractor shall: display signage and training that communicates the benefits associated with USDA-designated biobased product choices within the cafeteria/food service area.
HANDBOOK 6500.6
VA Contractors will need to provide their own computer and hot spot and will not connect to the VA network. Contractors will not have access to VA sensitive information. The C&A requirements do not apply, and a security Accreditation Package is not required.
