Inactive Total Small Business Set-Aside (FAR 19.5)

This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement to provide catering, off-site food preparation, foodser... This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement to provide catering, off-site food preparation, foodservice supplies, delivery and service of meals. Please see Statement of work for details. This requirement is for the Atlanta VA Medical Center, Fort McPherson Domiciliary Residential Rehabilitation Treatment Program (DRRTP). The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. If you wish to note any discrepancies or additions needed in the performance work statement (PWS) to successfully complete this service, please provide it in your response. Please note any information provided will be verified as an actual need and does not guarantee a change in the final PWS. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: Please acknowledge if your company is an authorized provider of the of these services. Submit responses and related information via email to chaz.bowling@va.gov by 9:30 AM EST, November 13, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. Provide Past Performance, if services have been provided before PERFORMANCE OF WORK STATEMENT Background: The Atlanta VA Healthcare System is comprised of a level 1A tertiary care facility, 18 Community Based Outpatient Clinics, 1 Community Living Center, and 1 Domiciliary. This Performance Work Statement (PWS) pertains to the Domiciliary facility located at Fort McPherson. The Fort McPherson Domiciliary Residential Rehabilitation Treatment Program (DRRTP) is a 61-bed residential rehabilitation treatment facility that provides services to a maximum of 61 Residents at one time. The DRRTP facility is aimed at promoting Veterans recovery and community reintegration. The DRRTP provides psychosocial rehabilitation within a residential setting for Veterans in need of assistance in establishing personal responsibility and self-care. This Performance Work Statement establishes the guidelines for ensuring compliance for the provision of a safe food supply for all Veterans residing at the DRRTP according to their medical and nutritional needs. Scope of Work: The vendor shall provide all resources necessary to accomplish the deliverables described in the Performance Work Statement (PWS), except as may otherwise be specified. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 7 is soliciting proposals from Qualified Food Service Vendors to provide catering, off-site food preparation, foodservice supplies, delivery and service of meals to all residents in the Fort McPherson Domiciliary Residential Rehabilitation Treatment Program (DRRTP), as specified herein. It is impossible to determine the exact quantities that will be required during the contract term. Each offeror whose offer is accepted wholly or in part will be required to provide all services that may be ordered during the contract term. The fact that all quantities are not ordered shall not constitute a price adjustment under any resulting contract to this solicitation. Performance Details Performance Period: Contract period will be 12 consecutive months from the date of award, with four 1-year renewal option periods in accordance with the terms and conditions defined herein. Proposals shall include a price per meal. The award date is January 1, 2021 through December 31, 2024. A mandatory post-award conference will occur within five (5) days of award. Place of Performance: Fort McPherson Campus: Atlanta VA Domiciliary Residential Rehabilitation Treatment Program Bldg. 131 1309 Anderson Way SW East Point, Ga. 30330-1096 Specific Tasks and Deliverables The Contractor shall provide all food service operations for this facility, this shall include the provision of: - Food products (All) - Beverages (All) - Labor - Material - Equipment and supplies - Off-site food preparation - Disposal - Cleaning Services shall be provided in an environment that will promote nutritious, satisfying meals and responsive service. The Contractor shall take into consideration the individual needs of the Residents, the nutrition assessment of Residents, and the requests of clinical staff. Menu: The menu shall meet the Veterans Health Administration (VHA) Healthy Diet Guidelines, containing a minimum of 2400 calories and 90 grams of protein/day. Food allergen information must be available upon request. The menu will be reviewed and approved in writing by an Atlanta VA Healthcare System Registered Dietitian every 3 weeks. Menus shall be submitted for review a minimum of 7 days prior to start of the menu cycle. A three-week menu cycle (identical meals must not be repeated during the 3-week cycle) shall be provided that includes: A choice of at least two different entrees A choice of at least two starches A choice of at least two non-starchy vegetables A minimum of one beverage Options for modified diets shall be available to meet the unique nutritional needs of the Veteran patients including: low sodium items sugar free items gluten free items vegan items kosher items Substitutions for the eight most common food allergies must be available. Those allergens are: Milk Egg Fish Crustacean shellfish Tree nuts Peanuts Wheat Soy Special holiday meals will be prepared on Thanksgiving, Christmas, New Year s Day, and Easter Sunday. Holiday meals must at minimum meet the basic menu requirements listed above for dinner, however, include additional traditional items related to the specified holiday. Consultation with an Atlanta VA Healthcare System Registered Dietitian will take place at least 2 weeks prior to these holidays to confirm the meal content on these occasions. Missed Meals: Veteran will be instructed to call the Domiciliary if they will be late and miss the scheduled mealtime for that day. Domiciliary staff will notify the Contractor who shall reserve and label a meal for the identified Veteran. Domiciliary staff will issue meal to identified Veteran at time of Veteran s arrival on campus. Sack Meals: A sack meal shall be provided upon request for each patient when they will not be on site during established meal periods. The Contractor will be notified of the total number of sack meals needed for the following day by 3:00pm on the previous day. Each sack meal shall be labeled to identify the intended Resident. Sack Meal Breakfast: Shall consist of a protein source; whole grain (cereal, muffin, or breakfast bar); fruit and beverage. Sack Meal Lunch: Shall consist of a protein source; fresh vegetable; fruit; starch; condiments, dessert and a beverage. Sack Meal Dinner: Shall consist of a protein source; fresh vegetable; fruit; starch; condiments dessert and a beverage. All meal items, including sack meal items, should be reflective of the Resident s diet order (i.e. a low sodium sack meal should contain low sodium food items). Contractor Requirements: 1. Contractor shall provide for review, and maintain annually, a food service permit from the Georgia Department of Public Health (GDPH) adhering to Georgia Rules and Regulations Governing Food Service operations for the commercial kitchen in which food is prepared. 2. Contractor shall maintain the highest standard of quality and food safety in accordance with the Food and Drug Administration (FDA) Food Code, the Department of Veterans Affairs (VA) established food safety program and Joint Commission Standards. 3. Contractor shall submit one hard copy of the following: 1. Current written Georgia Department of Public Health Inspection report, or 2. United States Department of Agriculture Certified Kitchen Certificate of food preparation location for record and submit annually to the Contracting Officer Representative (COR) within seven (7) calendar days of receipt. 4. Contractor shall provide eight (8) hours of food safety related Continuing Education Units (CEU) to each staff person upon employment and every two years in accordance with GDHR Rule 209-5-14-.09 to include ServSafe certification. Copies of the certificates must be submitted to the COR within 30 days of completion and prior to expiration of previous certification. On-site Emergency Preparedness Plan: Emergency Preparedness planning will be invoked in case of fire, flood, or any other natural disaster/state of emergency that precludes Contractor s ability to provide same-day meals to the DRRTP. The Contractor s Emergency Preparedness Plan should consist of a minimum 7-day emergency menu, a minimum 7 days emergency food supply, and the process for implementation of the emergency preparedness plan. The Contractor shall maintain the following: a. A minimum of 7 days of emergency supply of non-expired, perishable and non-perishable foods and beverages at least equivalent to those provided in the breakfast, lunch, dinner sack meals, and water. b. A minimum of 7 days emergency supply of disposable food service items These items shall be based on an emergency menu as stated in the Contractor s Emergency Preparedness Plan. The seven-day emergency menu shall be submitted to the Domiciliary Registered Dietitian or VAHCS Dietitian in their absence for review and approval. Any changes to this menu shall be submitted to the DRRTP or VAHCS Dietitian within 7 days of said change for approval. The menu shall also be posted in the emergency food storage area. In addition to physical/national disasters, the contractor shall maintain meal service while adhering to pandemic guidelines to include disposable meal containers, for transport and individual prepackaged serving items (i.e. food, condiments, beverages). 1. Labor and Food Preparation: The Contractor shall provide all labor, material, equipment, and supplies necessary for all aspects of the food service operation. This shall include: Food ordering Receiving Preparation Cooking Delivery Serving Disposal Cleaning Contractors food service staff are required to be on site a minimum of 30 minutes prior to the designated hours of meal service operation. Food shall be packaged in bulk, providing foods in sealed containers that provide barrier protection from any outside contaminant, i.e. water, air, dust, etc. Canned items will be opened by the Contractor and placed in storage containers with lids. The containers will be labeled with the name of food, date of storage, and discard date. All equipment used in food transport shall maintain required temperature of food items for the entire time the food is in transit. All equipment shall meet required regulations and shall be maintained in good repair. All cold holding equipment shall maintain required food temperatures at 41°F +/- 2° or below, while the food is in the vehicle awaiting transport and during transportation to the destination. All hot holding equipment shall maintain required food temperatures at 135°F +/- 2° or above, while the food is in the vehicle awaiting transport and during transportation to the destination. All clean and sanitized utensils shall be covered and transported in an approved manner to protect items from contamination. The Contractor shall provide a food transport vehicle that is constructed, equipped, and maintained in a manner that protects all food, equipment, and utensils from contamination. The vehicle shall be clean, free of trash, food debris, spills, insects, or any other source of contamination to the food and food service equipment. Any chemical substances transported in the same vehicle as food must be properly and securely segregated from the food and food service equipment. Soiled utensils shall be properly and securely segregated from food and clean equipment during transport to prevent cross-contamination. The food transport vehicle must be in good condition, secured to prevent unauthorized access to, or tampering with food, packages, and other items in the vehicle. There shall be a designated space for food storage in the transport vehicle. The food transport vehicle shall meet established state regulations, including vehicle registration and insurance. f. The staffing plan shall be determined by the Contractor. The staffing plan shall be sufficient to meet food safety/sanitation regulations, serve meals within the meal hours designated to meet the unique nutritional needs associated with serving Veteran Residents as described herein; and to clean after meal service as stated herein. 2. Sanitation/Cleaning: a. Contractor shall establish a cleaning program to ensure all kitchen areas are maintained in a sanitary and orderly manner. All utensils, pots, pans, plates, flatware and cups, shall be cleaned and sanitized after every use and stored appropriately to ensure they are free from contamination. Contractor shall have in place a cleaning and sanitation Standard Operating Procedure. A copy of the most current cleaning and sanitation Standard Operating Procedure should be submitted to the COR annually, kept on site and be available for review upon request. b. The warming kitchen shall be cleaned as necessary during meal service and thoroughly cleaned at the end of each day. All waste shall be removed from the kitchen daily to maintain a sanitary work area. Waste shall be discarded in a fully closed plastic bag in designated government furnished dumpster. A daily cleaning of floors, sinks, food preparation areas, counter tops, thermalizing ovens, refrigerator, and dishwasher will be the responsibility of the Contractor. The Contractor shall also be responsible for daily cleaning of any spills and calling 4911 to report a hazardous waste spill in the kitchen area to VA Staff Industrial Hygienist. Cleaning chemicals shall meet VA standards and will be approved for use by the Industrial Hygienist. MSDS sheets for all chemicals used must be displayed in the designated area at all times. The Contractor would call 4911 and report the spill, location, and chemical involved in the spill. The Facility s Industrial Hygienist is responsible for facilitating the clean-up. Contractor shall also wipe dining tables before and after meal service hours only, in accordance with VA Infection Control Guidelines. c. All pest control, cleaning of the cooking hood, vents, walls, and floor stripping will be the responsibility of the government/VA Authorized Personnel and shall be completed without disrupting meal service. 3. Staff Training: a. The Contractor shall provide staff with their own annual training regarding food safety/sanitation topics to include ServSafe, kitchen safety, and Safety Data Sheets (SDS). Documentation of training shall be provided annually to the COR within 7 days of completion of training. b. VA shall provide the Contractor staff required annual training (i.e. fire, patient privacy) upon award of contract and at a predetermined date annually. Documentation of training shall be maintained by the government. The Contractor shall make staff available for annual training. c. Contractor shall provide its Food Recall Process within fifteen (15) calendar days after notification of contract award. 4. Food/Supplies: The purchase and storage of all food, supplies, and serving ware are the sole responsibility of the Contractor, and must meet the specifications below: Disposable plates (9 meal plates, small plates, bowls, and fruit dishes) 16-ounce cups suitable for hot and cold beverages Disposable eating utensils and serving trays for maintaining hot and cold food items. Disposable take-out food containers for maintaining hot and cold items. No corrugated boxes are permitted in the Warming Kitchen. The Contractor shall provide all biodegradable products: Reporting Requirements Contractor shall provide and maintain updated employee list to include name, photo identification, and resume to COR upon award and as staff plan changes. Contractor shall provide current Pulmonary Tuberculosis (TB) surveillance test documentation for each employee to COR within 7 days of completion Contractor shall provide either a current Georgia Department of Public Health facility inspection report or USDA Certified Kitchen Certificate to COR within 7 days of receipt. Contractor shall provide a copy of business license and Employee Identification Number to Contracting Office at start of contracted services. Contractor shall provide proof of ServSafe certification for each employee within 30 days of contract start date. Contractor shall report any instances of employees with communicable illness upon receipt of notification. Contractor shall submit name, resume, and proof of Commission on Dietetic Registration of Registered Dietitian on staff. General Requirements Key Personnel Contractor shall have an identified Site Administrator. That person shall be responsible for day to day operations onsite and adherence to the guidelines set forth. Contractor shall have a Registered Dietitian on staff to develop therapeutic diets for those requested herein. The Registered Dietitian must hold a current Registration and be in good standing with the Commission on Dietetic Registration. Contractor Personnel Security Requirements Contractor Personnel shall wear uniforms of a clean appearance which displays the full name of the company, along with the appropriate Personal Protective Equipment (i.e. hairnets, serving gloves, non-slip shoes, and aprons). Contractor Personnel are required to obtain VA-issued identification (PIV) badges within 30 days of beginning work at the DRRTP. Contractor Personnel shall wear VA-issued identification (PIV) badges the entire time they are on VA Property. Contractor Personnel are prohibited from smoking on VA Property. Contractor Personnel shall refrain from using personal electronic devices during meal service. Contractor Personnel shall only park in designated areas. Contractor Personnel shall only enter Facility through designated area. Contractor Personnel shall be older than 18 years or age. Contractor Personnel shall not have been a recent Resident of the Facility within the last 12 calendar months. Contractor Personnel shall adhere to VA security and screening guidelines. Insurance Requirements: The Contractor is required to provide copies of proof of Worker s Compensation insurance that complies with Federal and State Worker s Compensation and Occupational disease statutes. The Contractor shall provide proof of General Liability Insurance and Vehicle Insurance for the delivery vehicle within fifteen (15) calendar days after notification of contract award. Method and Distribution of Deliverables The Contractor shall provide full food service (Breakfast, Lunch, Dinner, one snack, and one diabetic evening snack per day) utilizing the warming kitchen 7 days a week, 365 days a year including all weekends and Holidays. Meals shall be provided on all Federal Holidays. Observance of Holidays by Government agencies in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 listed below: 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 Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th * Special holiday meals will be provided for Thanksgiving, Christmas, New Year s Day and Easter Sunday* Meal Service Hours Meal service shall be provided via cafeteria line style service. Contractor shall serve meals during the following hours daily: Breakfast Shall be served between the hours of: Monday- Friday: 6:45am - 7:45am Saturdays and Holidays: 7:45am - 8:45am Sundays: 8:30am - 9:30am Lunch Shall be served daily between the hours of: 11:00am - 1:00pm. Dinner Shall be served daily between the hours of: 4:30pm - 6:00pm. Contractor shall make evening nourishment snacks available by 7:30pm. Performance Metrics A Hazard Analysis and Critical Control Point (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 Food and Drug Administration (FDA) 2017 Food Code and VHA Handbook 1109.04. There shall be a process for temperatures to be taken and a documented record of the temperatures maintained for all refrigerators/freezers (daily) and cooked food items (each item daily). Temperature logs shall be kept on file for the duration of the contract and made available upon request. The Government has the right to inspect and test all services called for by this contract periodically on all items and at all places of production during the term of this contract. The Government shall make every effort to perform inspections and tests in a manner that will not unduly delay the Contractor s work performance. The COR shall meet with the Contractor a minimum of quarterly and as often as needed. The standard VA Healthcare System Nutrition Food Service Resident Satisfaction Survey shall be conducted monthly. A Representative of the Atlanta VA Healthcare System will distribute the Resident Satisfaction Surveys on a monthly basis. The average of each of the ten elements shall be rated above 3.5 on a scale of 1 to 5 (with the higher number indicating greater Resident satisfaction) to indicate Resident satisfaction. Failure to be rated at a 3.5 or greater for an element shall require written corrective action to be submitted to the COR. The Fort McPherson Domiciliary Administrator and COR shall review and retain satisfaction surveys. Contract Administration Administration Only the Contracting Officer has the authority to make changes that affect the Contract in terms, quality, quantity, price or delivery. Under no circumstances shall anyone enter into any verbal or written understanding, agreement, modification, or changes to this contract other than the Contracting Officer. Deviations from the terms of the contract shall not be effective or binding upon the government. Billing/Invoicing: The Contractor shall provide monthly invoices for payment, no later than the 5th day of each month. 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. Privacy Requirements: The Certification & Accreditation (C&A) requirements do not apply, a Security Accreditation Package is not required for this contract. Facility Resources/Provisions Admission: VA staff shall provide Contractor with admission information within 24 hours of patient admission so that a census increase can be included in meal preparation and production tally. Changes in Diet Orders: Changes in diet orders shall be communicated to the Contractor within 12 (twelve) hours of the order change and the diet change will be honored at the subsequent day s first meal. Government Furnished Property A warming kitchen will be provided by the government for use by the Contractor. The warming kitchen consists of the following: One 2-section reach-in refrigeration unit One reach-in freezer unit Two thermalizing ovens One sink for hand washing One under-counter dishwasher The maintenance for all the above-mentioned items will be provided by the government. Cooking will not be conducted in the warming kitchen. Preparation and cooking of all foods will occur off-site by the Contractor. All utilities for the warming kitchen including gas, electricity and water will be provided at no cost to the Contractor by the Government. Routine pest control for the warming kitchen will be provided at no cost by the Government. Dumpsters for waste disposal will be provided and maintained by the Government. Filtered water and ice machine will be provided and maintained by the Government. Cleaning of equipment in the warming kitchen is the responsibility of the Contractor. The Government will provide training on Government Furnished Equipment cleaning and cleaning schedule. References for Compliance: VHA Handbook 1109.04 VHA Directive 2110-007: Healthy Diet Guidelines FDA 2017 Food Code Infection and Environmental Controls Policy Patient Satisfaction Surveys VHA Food Recall Process Diet Orders Contractor must be able to provide individual meals for the following therapeutic diet orders: 2-gram Sodium Allergen-controlled (including but not limited to): Corn allergy, Milk allergy, Peanut allergy, Shellfish allergy, Fish allergy, Wheat allergy, Soy allergy, Tree nut allergy Cardiac Carbohydrate Controlled (75gm Carb) Kosher Clear Liquid Full Liquid Renal/Chronic Kidney Disease diet Regular Soft consistency Vegan Post Bariatric Surgery