24VS-S1316 - Nutrition Services for So NV State Veterans Home - Final.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Request for Proposal: 24VS-S1316

For

NUTRITION SERVICES FOR SOUTHERN NEVADA STATE VETERANS HOME

Mandatory Walk Through: September 28, 2020 @ 10:00 a.m.

Pre-registration required (See Attachment J)

Release Date: 9/18/20

Deadline for Submission and Opening Date and Time: 10/15/2020 @ 2:00 PM

Refer to Section 7, RFP Timeline for the complete RFP schedule

For additional information, please contact:

Heather Moon, Purchasing Officer II

State of Nevada, Purchasing Division

515 E. Musser Street, Suite 300

Carson City, NV 89701

Phone: 775-684-0179

Email address: hmoon@admin.nv.gov

Refer to Section 8 for instructions on submitting proposals

VENDOR INFORMATION SHEET FOR RFP 24VS-S1316

Vendor Shall:

A) Provide all requested information in the space provided next to each numbered question. The information provided in Sections V1 through V3 shall be used for development of the contract;

B) Type or print responses; and

C) Include this Vendor Information Sheet in Section III of the Technical Proposal.

Street Address:

City, State, Zip Code:

Telephone:

Fax:

Toll Free:

including address if different than above

Name:

Title:

Address:

Email Address:

Telephone Number:

Fax:

Name:

Title:

TABLE OF CONTENTS

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

PROJECT OVERVIEW

The objective of food management services is to provide nutritionally adequate and attractive meals adapted to meet the needs and preferences of individuals in residence at the Southern Nevada State Veterans Home (SNSVH). A variety of meal options will offer highly palatable and nutritious food sufficiently varied and at the proper temperature to assure maximum nutritional support. Services must be provided efficiently and at a reasonable cost to the Nevada State Veterans Home while meeting all State and Federal requirements for Skilled Nursing Facilities.

The SNSVH is a 180-bed skilled nursing facility serving Nevada’s veterans, spouses and gold star parents (maximum operating census is 177). The facility is a single-story building of approximately 85,000 square feet with full commercial kitchen, dining, laundry, maintenance and other ancillary office facilities. The successful vendor will prepare and distribute three (3) meals (breakfast, lunch, and dinner) per day each day of the year, maintain a supply of nutritional snacks in the nutrition kitchens for residents as needed and provide nutritional snacks for resident activities. The vendor represents that it is qualified, equipped, staffed, ready, willing, and able to perform and render such services as shall be necessary, required, or desired, for and on behalf of Nevada State Veterans Home.

The State will conduct a mandatory walk-through that will be held September 28, 2020, @ 10:00 a.m. Vendors who expect to propose must attend. The meeting location will be held at the SNSVH, 100 Veterans Memorial Drive, Boulder City, Nevada. Vendors must fill out the pre-registration form Attachment J prior to walk-through and return by e-mail no later than September 25, 2020 by 3:00 p.m.

The State Purchasing Division will administer contract(s) resulting from this RFP. The resulting contract(s) will be for an initial contract term of two (2) years, anticipated to begin January 1, 2021, subject to Board of Examiners approval, with an option to renew for two (2) additional years, if agreed upon by both parties and in the best interests of the State.

GOALS AND OBJECTIVES

The vendor will prepare and distribute three (3) meals (breakfast, lunch, and dinner) per day each day of the year, maintain a supply of nutritional snacks in the nutrition kitchens for residents as needed and provide nutritional snacks for resident activities. The number of meals in the RFP is estimated based on current and projected information available at the time the RFP was developed. However, fluctuations in funding, census, program evaluation, and other factors affect the actual number of meals served. There is no way to guarantee the estimated number of meals in the RFP will not increase or decrease during the term of the contract.

GENERAL INFORMATION

Vendor proposals should include:

Pricing for all hourly and management staff, this includes front line staff.

Food service staff is responsible for handling the payment/receipt for guest meals. The current charge for these meals is $3.50. The anticipated meal count includes residents only. Food service staff is not responsible for providing/serving meals to SNSVH employees or upon request.

The kitchen opens at 5:00 a.m. and currently closes at 8:30 p.m.

Current meal times are: Breakfast 7:30 – 9:00 a.m.; Lunch 11:30 – 12:30 p.m.; Dinner 5:00 – 6:30 p.m.

Serve Safe Certified cook or chef on duty for each shift at all times.

Vendor will provide adequate staff to accommodate and maintain buffet service on each unit.

SNSVH does not require a contractor staff member to be onsite overnight.

While Housekeeping cleans the majority of the dining room; food service is responsible for cleanings off tables, their work surfaces and the kitchen/tray line.

Current vendors were chosen by the current food service company. SNSVH would like to see the current front-line staff provided the opportunity to stay on; however, the awarded vendor will be under no obligation to keep current staff.

SNSVH has not set guidelines for the wages/benefit packages of the vendors’ employees. However, in the interest of morale, SNSVH would prefer any current employees that are kept on maintain a similar package.

Food service is currently providing some nutritional supplements – especially to the nutrition kitchens. This process is changing as the Home is working with one of our medical services vendors to provide many of these supplements through Medicare Part B. This issue will probably be discussed in contract negotiations.

The State provides and maintains all food transportation devices, used for delivery to satellite kitchens/steam tables, (outside of neglect per section 3.9).

SNSVH is open to a monthly walk through to assess physical plant and equipment conditions.

Morrison Management Services is the current service provider. That contract is set not to exceed $2,800,000 total for the length of the two-year contract. This vendor is eligible to participate in this RFP.

SNSVH will not require the new vendor to purchase a diet card-ex system. The new vendor can use whatever system they prefer, as long as “some” diet card system continues to be used. The current vendor is using a PC-based system that their company provided.

SNSVH wishes to ensure that some system of managing and crediting so-called “missed” meals continues.

SCOPE OF WORK

The vendor will prepare and distribute three (3) meals (breakfast, lunch, and dinner) per day each day of the year, maintain a supply of nutritional snacks in the nutrition kitchens for residents as needed and provide nutritional snacks for resident activities. The number of meals in the RFP is estimated based on current and projected information available at the time the RFP was developed. However, fluctuations in funding, census, program evaluation, and other factors affect the actual number of meals served. There is no way to guarantee the estimated number of meals in the RFP will not increase or decrease during the term of the contract. SNSVH has been over 160 residents for the last 4 years at least. If the chosen vendor needs to set a threshold for re-negotiation, that could be done at contract negotiation when the vendor is chosen.

All specifications listed in this scope of work must meet standards set forth in this scope and/or Federal and State regulations for Skilled Nursing Facilities, whichever is higher. Proposals must include a guaranteed sliding scale meal rate based on resident census, as well as the percentage markup of raw foods and snacks.

Vendor will not have any clinical responsibilities.

MAXIMUM NUMBER OF MEALS

The maximum number of resident meals is 193,815 (177 residents x 3 meals x 365 days).

Maximum meals served using trays and transporting in carts to serving area in memory impaired unit is 64,605 (60 residents x 3 meals x 365 days).

Maximum meals served using steam tables in dining rooms is 129,210 meals (118 residents x 3 meals x 365 days).

Current census is 165 residents or 180,675 meals annually.

Projected operating census is 172 residents or 188,340 meals annually.

Proposal may include a separate billing methodology for raw food costs of nutritional snacks maintained in the nutrition kitchens and for activities.

For Department of Veterans Affairs requirements (State Home Inspection Standards – Nursing Home), click on the link below:

http://www.warms.vba.va.gov/Regs/38CFR/BookI/Part51/s51_140.doc.

Official copies of current Medicaid/Medicare Standards (483.35 Dietary Services) can be accessed at:

https://www.cms.gov/Regulations-and-Guidance/Guidance/Manuals/downloads/som107ap_pp_guidelines_ltcf.pdf

FOOD STANDARDS

Service excellence through programs of standardized preparation, serving, and cleaning are to be maintained. The following minimum standards shall apply:

All food shall be garnished, if practical.

The quantity and quality of the food should be similar for each resident (including modified texture meals e.g. mechanical soft, ground, pureed, etc.). In addition, the nutrition kitchen in each unit should be well-stocked for hungry residents.

All hot foods must reach the participants hot (>140ºF), and all cold foods must reach the participants cold (<40ºF).

The same level of quality ingredients must be maintained throughout the vendor’s operation.

Housekeeping and sanitation programs shall meet and be maintained within the highest standards of cleanliness.

FOOD AND SUPPLIES SPECIFICATIONS

All food and supplies purchased shall be in conformance with any minimum standards of Federal and State specifications not otherwise stated herein.

Southern Nevada State Veterans Home shall periodically, or as deemed necessary, inspect the vendor’s inventory of food and supplies to determine if the following food standards are being maintained:

Meat: Beef, USDA inspected, select or choice grade. 15%-18% maximum fat content in ground beef products. Only beef patties may contain limited amounts of vegetable protein (soy flour).

Veal and Lamb: USDA inspected, choice.

Pork and Poultry: USDA inspected, Grade A.

Eggs and Dairy Products: USDA, Grade A, pasteurized. Milk alternatives will contain protein, calcium, Vitamin D comparable to cow’s milk (i.e. soy milk).

Frozen Foods: USDA, Grade A.

Fresh Produce: US number 1 quality.

Canned Foods: fancy and choice quality canned food. No home-canned vegetables, meats, or fish. Fruit to be juice pack or light syrup.

Mayonnaise: regular, light, or low fat.

Salad dressing: regular, low-fat, and low-calorie variety. A variety of options will be made available for the residents to select from.

Vendor shall maintain rigid procurement procedures throughout the entire process of purchasing, receiving, storage, and inventory of all foods and direct supplies related to food production, service, and management applicable to this agreement.

Guidelines for food storage:

Dry storage, 50 degrees F to 70 degrees F.

Refrigerated storage, 40 degrees F or lower.

Freezer storage, 0 degrees F or lower.

Storage temperatures shall be recorded daily in a log and made available to facility upon request.

All utensils, including dishes, glass, and silverware shall be properly cleaned and sanitized after each use and protected from dust or other contamination.

The vendor shall keep on file manufacturers’ specifications on convenience food items and pre-packaged mixes served at all meals and snacks, including sack meals, for nutritional content, i.e. grams of protein, fat carbohydrate, sodium, cholesterol, iodine, and other pertinent information.

SNSVH is to receive credit or exchange for food or supplies served in the event the food or supplies exceed an expiration date or spoil prior to expiration date. Examples are pre-packaged cereals, chips and snacks, milk and milk products, nutritional supplements, and other food supplies.

MENU PLANNING

Vendor shall provide, at a minimum, the following menu planning capabilities:

Provide at a minimum of twice per year a proposed six (6)-month cycle menu (no less than 6-week cycles) to SNSVH for review, at least one (1) month prior to serving dates. The proposed menu will include a computerized nutritional analysis of regular and therapeutic diets. A variety of options will be provided for the modified texture diets and therapeutic diets as well. Diet textures must be preapproved by the SNSVH Speech Therapist prior to distributing to residents if the menu changes. The menu will be reviewed and approved by the SNSVH Administrator and Registered Dietitian and reviewed by the Resident Food Committee prior to serving dates. The following schedule shall apply (beginning serving dates):

Fall/Winter - October 1

Spring/Summer - April 1

A dietary representative shall conduct a quarterly food survey among the residents to determine what the residents like to eat. Results to be provided to SNSVH Administrator, Registered Dietitian and/or designee.

The vendor will conduct a plate waste study to assess if certain foods are being sent back prompting a need for a change in the menu. These results will be provided to SNSVH Administrator, Registered Dietitian and/or designee on a quarterly basis.

Menu substitutions of similar nutritional and caloric value shall be submitted to the SNSVH Registered Dietitian for approval prior to serving. In the case of emergency situations, only like items will be accepted. Example: meat for meat, green vegetable for green vegetable.

The vendor should plan two (2) special event meal per month at no additional cost.

A written policy statement and procedure relative to menu substitution shall be developed by the vendor and approved by facility.

Menus must be planned to meet nutritional needs as recommended by the dietary allowances of the food and requirements of the U.S. Department of Agriculture, Food & Nutrition Service.

Total available calories should be distributed in the following manner: 15-18% protein, 25-30% fat, and 55-60% carbohydrates. Except where diet orders prohibit it, regular and special diet menus will include a minimum of 25g of fiber per day emphasizing complex whole food fiber and carbohydrate sources. For example: fresh fruit, salads, cooked vegetables, beans, lentils, corn, squash, potatoes with skins, and whole grain bread and cereal products.

The Academy of Nutrition and Dietetics (AND) and exchange lists for meal planning will be used as a guide in planning all regular and therapeutic diets. One copy of this manual will be purchased by the vendor and kept in the kitchen by the vendor. Therapeutic diets will meet the medical and clinical needs and cultural and ethnic characteristics of the residents as prescribed by the medical staff or the Interdisciplinary Team. Some diets may require increased amounts of food over the standard diet. Increased food as a result of high caloric meals is canceled out by low caloric meals and shall not be an added charge.

Menus shall include the following minimum servings of food daily per the most current USDA Food Guidelines (https://www.choosemyplate.gov/eathealthy/WhatIsMyPlate):

Five to Six (5-6) ounces or ounce-equivalent minimum of cooked meat/meat alternatives; (e.g. 1 ounce of meat, poultry or fish, ¼ cup cooked beans, 1 egg, 1 tablespoon of peanut butter, or ½ ounce of nuts or seeds can be considered as 1 ounce-equivalent from the Protein Foods Group);

Two (2) cups of fruits; (e.g. 1 cup of fruit or 100% fruit juice, or ½ cup of dried fruit can be considered as 1 cup from the Fruit Group);

Three (3) cups of vegetables; (e.g. 1 cup of raw or cooked vegetables or vegetable juice, or 2 cups of raw leafy greens can be considered as 1 cup from the Vegetable Group);

Six (6) ounce equivalents of grains (e.g. 1 slice of bread, 1 cup of ready-to-eat cereal, or ½ cup of cooked rice, cooked pasta, or cooked cereal can be considered as 1 ounce-equivalent from the Grains Group. Minimum of 3 oz/ day equivalents need to include high fiber products);

Three (3) cups of dairy or dairy substitute, (e.g. 1 cup of milk, yogurt, or soymilk (soy beverage), 1 ½ ounces of natural cheese, or 2 ounces of processed cheese can be considered as 1 cup from the Dairy Group;

Eight (8) ounces of decaffeinated coffee as requested;

Eight (8) ounces of soda, lemonade or decaffeinated iced tea; and

Servings shall be defined as the size listed as one exchange as defined by the exchange list for meal planning and the American Diabetic Association. The minimum caloric level for a regular diet of three (3) meals shall be 2,000 calories.

Special menu items will be planned for holidays and special occasions. Monthly special menus shall also be planned. These special menu items will be approved by the Administrator. Decorated individual birthday cakes will be provided on residents’ birthdays at no additional charge.

Menus shall include at least seven (7) fresh fruit or vegetable items per week that must be more substantial than shredded lettuce. A small vegetable platter shall be made available with meals or as a snack to residents upon request.

Menus shall include sugar free items for diabetic residents and any other menu items required to meet the needs of residents on therapeutic diets.

FOOD PRODUCTION

Vendor shall meet the following minimum requirements in regard to food production:

Maintain hot food temperatures at a minimum of 140 degrees Fahrenheit or cold food temperatures at a maximum of 40 degrees Fahrenheit at the point of service.

Food temperatures and the dates and times taken shall be recorded daily in a log book at the time the food leaves the production area.

Food production order records shall be maintained to ensure the correct ordering of raw products.

Food items shall be displayed and garnished for maximum visual appeal.

Menu items shall be prepared only from standardized recipes. A master copy accessible to facility shall be kept on file in a printed format. Standardized records shall prescribe quantity to be prepared in compliance with established portion control procedures.

Food shall be prepared by methods that conserve maximum nutritive value and flavor.

Maintain at all times a clean, neat, and orderly serving area.

Maintain at all times a clean, sanitary, and safe work environment.

A specific cleaning schedule will be developed, posted in a conspicuous location, maintained and verified by vendor.

Ensure at all times that employees maintain a high degree of personal cleanliness, hygiene, and proper attire, per Federal and State regulations.

Develop and maintain written policy and procedure statements relative to food production and sanitation, submitting a copy to facility for review and approval.

Provide, at vendor’s expense, drinking straws and/or paper cups, tray liners, sturdy disposable plastic eating utensils, napkins and other paper products, salt, pepper, sugar, catsup, mustard, mayonnaise, and all other condiments normally served with meals, including alternatives for therapeutic diets. Family-style containers or portion-controlled packaged condiments will be provided upon request. Currently, family-sized containers are provided to dining rooms, while smaller, portion-controlled packaging is used with meals sent to individual rooms.

Vendor shall provide adequate storage for specialty food items, supplements, and regular and emergency food inventories.

Prepare all meals under this agreement at the facility. The vendor may not use the facility to provide service to outside facilities.

DISTRIBUTION

Vendor shall deliver food to residents at appropriate times, temperatures and portion sizes with an appealing presentation.

Vendor shall determine the breakfast, lunch, and dinner menus.

Written procedures for transporting food from kitchen to dining room(s) shall be developed by vendor and approved by facility, following Federal and State regulations.

Vendor employees will handle all plating and serving of food in the confines of the dining room.

Meal schedules shall be developed and agreed upon, in writing, by facility and vendor. Delivery schedules will comply with Federal and State regulations for the length of time allowed between meals. Vendor will offer two (2) seating’s per meal in order to accommodate as many capable residents as possible in the main dining room.

A delivery schedule for raw food snack items will be established by the vendor and facility. A listing of available raw food snacks shall be negotiated by the vendor and facility. The listing, in agreed-upon format, shall be provided to each department head for the purpose of placing weekly orders. The Home has tried to maintain a “healthy snack” approach regarding specific items on the snack carts and in the nutrition kitchens. But there are still items like ice cream or pudding available, as well as sandwiches and yogurt. Generic items are fine IF the residents like them and will eat them. Some of these decisions are made at request of the Resident Council.

The food service vendor will be responsible for stocking and securing snack food items when “snack carts” are not in use. The nutrition kitchens are kept locked and only opened for residents at their request. Snack items have never run out before the weekend. The current vendor receives food deliveries on Friday – restocking their supplies. Their employees restock the nutrition kitchens during weekend periods just like the weekday process.

Vendor will provide fresh fruit on snack carts, at a central location on each neighborhood, and in the main dining room on a continuing basis. This fruit should include, at a minimum, apples, bananas, oranges, and seasonal fruits.

Vendor will maintain snack carts – purchased by the Home and serviced by the vendor – for snack periods on each neighborhood. Specific times will be set for the use of the carts. (These are expected to be: 10:00 a.m., 2:00 p.m., and 8:00 p.m.) Clinical staff will take possession of the carts at the neighborhoods and offer snacks to residents.

Ensure meals, trays (appropriate for portion sizes, maintenance of temperature, and integrity of food served), conserves nutritional values, flavor and appearance, and food and beverage containers are adequately identified and assembled so each person receives the appropriate diet at temperatures required by regulation.

A formal diet card or tray ticket system, electronic or otherwise, must be provided and maintained by the vendor in order to keep track of the facility's census and diet orders and to ensure all residents are provided with accurate meal trays at each meal period. Vendor must use Nutrition Manager System once implemented.

QUALITY ASSURANCE

A program of Quality Assurance shall be developed by the vendor and approved by the facility. The program shall include at a minimum:

A written quality assurance policy and plan that effectively interfaces with the quality improvement and food service monitoring practices in place at the facility within one (1) month of contract inception.

All reports must be provided to the Facility Administrator.

Vendor will allow facility access to quality assurance-related documentation that is developed and maintained to comply with items 3.7.4 and 3.7.5 below.

A quarterly written report of results of qualitative monitoring of meal temperatures, presentation, taste, cleanliness, overall quality and portion compliance must be provided to the Facility Administrator and Facility Registered Dietician by the 15th of the month following the end of each quarter.

Vendor will maintain operational monitors (e.g. daily temperature log in an approved format) of main kitchen refrigerators, and nutrition kitchen refrigerators, etc. as required by applicable State and Federal standards for food management services.

Vendor will participate in the Home Residents’ Council meeting as well as the Resident Food Committee meeting each month. The Residents’ Council plans the “special meal” each month, and the Resident Food Committee is a forum to provide the food service vendor with concerns, needs, and requests about food service from the residents.

Twice daily, provision of one (1) breakfast or lunch meal (facility staff member will choose which one each day) and one (1) dinner daily, at vendors’ expense, for quality monitoring by the facility’s staff. Facility shall evaluate and provide copies of meal evaluation forms to the Dietary Manager.

INVENTORY

Vendor shall be responsible for care, safekeeping, and appropriate utilization of all food service goods purchased or delivered for use in facility.

Inventories on non-commodity food items shall be maintained in a manner like 3.7.3 and should be available to the SNSVH on request.

SNSVH reserves the right to inspect and verify inventories.

A physical inventory of kitchen contents and inspection of the physical plant shall be conducted by the vendor and SNSVH on the effective date of the contract and a written report shall be prepared. A written report listing all kitchen equipment, utensils, serving items, office equipment, and condition of the physical plant shall be taken not less than once each calendar year by the vendor and submitted to SNSVH Equipment inventories shall be updated annually on the anniversary of the contract and submitted to SNSVH Administrator.

Vendor shall certify that inventory is correct and shall include a shortage listing. The vendor shall replace items included in the shortage listing.

Vendor shall certify the condition of the physical plant and shall include a listing of all repairs and/or replacement.

An inspection of the physical plant and contents shall be conducted by the vendor and SNSVH on the last date of operation identified under the Term of Agreement section. A written report will be prepared. Vendor shall replace or repair items as identified in the report.

Food supplies shall be held and stored under proper temperatures and conditions as defined by Federal and State regulations.

MAINTENANCE, REPAIR, AND REPLACEMENT OF STATE-OWNED EQUIPMENT AND PHYSICAL PLANT

Vendor shall be responsible to provide and pay for all maintenance promptly, including repairs to and replacement of equipment and/or fixtures for damages other than normal wear and tear. This listing may also include, but is not limited to: floor and floor coverings; wall surfaces; mechanical, electrical, heating, and fixtures; plumbing; food receiving and transportation; preparation and cooking equipment; dish and pot washing fixtures and equipment; disposers; freezers and refrigerators, including compressors and motors; HVAC; duct and water systems, except for preventive maintenance agreements as defined in Attachment G. Vendor shall maintain grease traps and interceptors in a manner that prevents the flow of grease past the containment system and into main sewer lines. The intent of this section is to cover “any” repairs that might be needed on any such system that the vendor might come into contact with and might be damaged in some way.

VENDOR QUALIFICATIONS

Vendors’ response must indicate the ability to perform the duties contained herein with minimum involvement of facility staff.

Vendors must possess the following qualifications in order for their proposals to be considered. Each item listed below must be addressed and documented; evidence or proof that vendor meets the qualifications must be submitted with their proposal.

A minimum of five (5) years of experience in contract Food Management Services is preferred.

Vendor must have managed at least one (1) Food Management Service operation for a health care facility with 100 licensed beds or more for at least three (3) years.

Experience in management of Food Services to skilled nursing facilities is desirable.

Vendor shall submit five (5) to ten (10) references. Reference sources shall include past and current contracts with health care or other facilities. Vendors are required to use the included Reference Questionnaire (Attachment E).

STATUTORY/LICENSURE REQUIREMENTS

Vendor shall meet the following requirements:

Vendor must possess a Boulder City business license and a State of Nevada Business license from the Secretary of State’s office prior to beginning work on this contract.

Vendor’s Dietary Manager and Cooks must be “Serve Safe” certified.

NRS 446.870 and 446.875 – NSVH will provide the required food service establishment permit.

All applicable original licenses and permits for operations at the facility shall be posted as required by regulation(s).

Vendor shall pay any and all taxes, permits, or licensing fees required by regulatory entities to perform services under this agreement.

Vendor shall comply with all Federal, State, and local regulations regarding food operations in a skilled nursing facility, including but not limited: delivery, handling, dietary, nutrition and sanitary standards.

Vendor shall warrant that all policies and procedures of vendor will be acceptable to and in compliance with all Federal, State, and local regulations regarding food operations in a skilled nursing facility.

Regulations may include but are not limited to: Department of Veterans Affairs (VA), Joint Commission on Accreditation of Health Care Organizations (JCAHO), Bureau of Health Care Quality & Compliance (HCQC), Infection Control Association; and

Nevada Administration Code, Chapters 446 and 449, Sub-chapter E, Standards and Certification T42, CFR 482.28, Medicaid Services Manual (42C CFR 483.480), USDA Standards.

Vendor and its subcontractors shall comply with all terms, conditions, and requirements of Title 42 U.S.C., The Clean Air Act, and Title 33 U.S.C., The Clean Water Act.

Vendor and its subcontractors shall comply with all terms, conditions, and requirements of Title 41 U.S.C. The Drug Free Workplace Act.

STATUS OF VENDOR

Vendor shall be recognized as an independent contractor within the meaning of the definition of same by NRS 284.173, and as such is not entitled to any or all benefits or privileges of an employee or officer of the State of Nevada.

RESTRICTIONS

Any agreement, written or oral, between the vendor and parties other than the facility, where such agreements involve the facility, is prohibited without the express written consent of the Facility Administrator or his/her designee.

Any use of the kitchen facilities by vendor for purposes other than those pursuant to this agreement is prohibited without the express written consent of Southern Nevada State Veterans Home.

Vendor shall not purchase, store, or dispense any alcoholic beverages, drugs, or other controlled substances on the premises of the SNSVH.

Vendor shall ensure that all information concerning SNSVH is confidential and access is limited to persons specifically authorized by the individual or a legally qualified representative.

The use of subcontractors by the vendor is specifically prohibited without prior written approval from the SNSVH Administrator or his/her designee.

INSPECTIONS

Southern Nevada State Veterans Home shall reserve the right, but shall have no affirmative obligation, to have a designated representative for SNSVH review, inspect, and evaluate the operation and condition of the food service facilities at any time with respect to the quantity and quality of food served, the methods of service, food costs, the hours of meal service, and generally with respect to the safety, sanitation, and maintenance of the facilities and equipment, all of which shall be maintained at levels satisfactory to SNSVH. Any discrepancies found shall be corrected by the vendor to State or Federal guidelines within twenty-four hours of discovery of the discrepancy.

Southern Nevada State Veterans Home shall reserve the right to make reasonable policies, from time to time, with respect to food service-related matters.

Vendor shall comply with all current Federal, State, and local health and sanitation regulations, including any which may become effective during the effective period of this agreement.

Vendor shall keep on file at the facility, written reports of inspections by Federal, State, and local authorities with internal reviews and notations made of actions taken by vendor to comply with recommendations and requirements. All inspection reports, including corrective actions, shall be provided to the Administrator or his designee at SNSVH upon receipt.

Vendor shall submit to all surveys/reviews, e.g. HCQC, VA, JCAHO, Medicaid, HCFA, OSHA, Department of Education, Clark County Health District, etc., during the term of this agreement.

Vendor shall be responsible for payment of monetary sanctions levied by regulatory agencies for deficiencies related to the vendor’s responsibility as defined herein.

EQUIPMENT

The vendor and Southern Nevada State Veterans Home shall jointly participate in a walk-through inspection to inventory and record the quantity and condition of dishes, trays, bulk containers, pots, pans, cooking utensils, silverware, linen, food service equipment, fixtures, and the physical plant owned by the State of Nevada at the commencement and termination of this agreement. A copy of the inspection reports shall be provided to both parties.

SNSVH shall, at SNSVH’s expense, provide, maintain, repair, and supply the following:

Outside phone line and telephone;

Computer for use by employees of the vendor;

Fax Machine; and

Copy Machine

Vendor is responsible for scheduling and payment of required cleaning of the exhaust hood as needed. The vendor’s chosen subcontractor must be approved by the Facility Administrator or his/her designee prior to commencement of hood cleaning work.

Vendor is responsible for scheduling the cleaning of all refuse traps in dishwashing equipment.

Vendor is responsible for scheduling the cleaning of the cupboards and refrigerator in the small satellite, or nutrition, kitchens.

Vendor is responsible for scheduling and payment for maintenance of the grease trap and all related equipment. The vendor’s chosen subcontractor must be approved by the Facility Administrator or his/her designee prior to commencement of work.

Vendor must submit a written request to the Facility Supervisor or his/her designee for repair of equipment prior to work being performed; otherwise, vendor shall be responsible for payment of repair. In emergency situations, vendor must notify the facilities maintenance personnel on call and follow up with a written request.

Facility is responsible for the repair/replacement of equipment due to normal wear and tear only.

Vendor is responsible for the repair or replacement of equipment if damage is caused by negligence and/or abuse. If facility and vendor do not agree regarding cause of any damage to equipment (wear and tear vs. neglect or abuse), the facility’s decision is final.

Vendor must submit a written request to the Facility Supervisor or his designee for new or replacement equipment and ordered through approved State methods; otherwise, vendor shall be responsible for payment.

At the termination of this agreement, the vendor shall relinquish, replenished to initial levels except for normal wear and tear, the inventories and physical plant of facility food services, including but not limited to: dishes, trays, bulk containers, pots, pans, cooking utensils, silverware, linen, food service equipment, and fixtures to the same condition as at the commencement of this agreement.

SPECIAL PERSONNEL REQUIREMENTS

Vendor shall initiate and provide to the facility, at vendor’s expense, proof of the following for all employees working at the facility:

Clark County Food Handlers’ Card.

Pre-employment physical that shall include, at a minimum, a physical examination and statement from a physician certifying the employee is free from communicable disease prior to employment.

RPR Serology Screen.

Two-step PPD skin test for tuberculosis prior to employment.

Hepatitis A vaccination.

Background checks through the State of Nevada Criminal History Repository.

Background checks shall include information from previous employers regarding honesty and treatment of customers.

Any history of theft and/or mistreatment of customers shall be considered unacceptable for employment under this agreement.

Fingerprints and payment for background check must be submitted to the Nevada Department of Public Safety prior to employment and every 5 years thereafter.

Vendor will provide the facility a copy of the pre-employment physical and PPD screen on the first day of employment. Vendor will also maintain this information on-site. Results of pre-employment physicals will be reviewed by the Southern Nevada State Veterans Home Director of Nursing or his/her designee.

Vendor’s employees must attend facility training deemed mandatory by regulation or by the Administrator (e.g. Fire safety, HIPPA, Confidentiality, etc.) as offered by the facility.

Vendor shall at all times be in compliance with immigration and naturalization laws regarding eligibility of its employees and subcontractors to work in the United States.

PERSONNEL REQUIREMENTS

Vendor shall at all times under this agreement maintain an adequate staff in order to provide high quality food service, administrative support, food purchasing, safe and sanitary kitchen operations, and meal supervision.

Vendor shall adhere to the following:

Vendor’s employees shall be subject to a standard of conduct not less than that provided by Southern Nevada State Veterans Home regulations regarding work-related behavior and use of State facilities.

Southern Nevada State Veterans Home is an Equal Opportunity Employer and complies with all applicable provisions of Federal law governing affirmative action and the American Disabilities Act (ADA). Vendor shall also be required to comply with affirmative action and ADA. The work environment shall be readily accessible to all individuals with disabilities.

Employees of the vendor whose work or conduct is not consistent with the Nevada Department of Veterans Services' Prohibition and Penalties may, on written notification by Southern Nevada State Veterans Home, receive progressive discipline or be removed from any work assignment in connection therewith, and, when necessary, shall be replaced by the vendor with another employee who is satisfactory.

Vendor shall indemnify Southern Nevada State Veterans Home against any and all liability and hold it harmless from any and all losses arising out of Southern Nevada State Veterans Home’s exercise of its right hereunder to request and obtain removal of any such vendor’s employee.

Vendor’s employees shall be subject to the State of Nevada’s policy to provide a safe, secure, productive work environment free of any form of sexual harassment. Vendor’s employees and work place shall be free from alcohol, illegal drugs, and other controlled substances.

Vendor shall be responsible for all costs associated with vendor’s staff including, but not limited: pre-employment screenings, salaries, wages, withholding, and employee benefits payable to or on behalf of vendor’s employees. All employees shall be employed by the vendor in its own name, and the vendor shall hold Southern Nevada State Veterans Home harmless from any and all claims, demands, or liability on account of such employment by the vendor.

Vendor’s on-site management

Manager shall hold a college degree representing four (4) years of work in a food-related field from an accredited institution or shall have a minimum of three (3) years of experience in food service management, or an equivalent combination of education and experience, and be “Serve Safe Certified”.

Vendor’s manager may be a Registered Dietitian.

Key management personnel résumés shall be provided to the facility.

An orientation meeting shall be held by the vendor with all non-management employees during the first week of this agreement.

All vendor staff shall be instructed by vendor’s management regarding the importance of texture modified diets to prevent aspiration/chocking of residents.

All vendor staff shall be instructed by vendor’s management regarding documentation maintained for monthly in-service training to ensure that the following policies and procedures are followed:

Food preparation methods and timing and documentation;

Portion control;

Dress (uniform);

Cleaning and sanitary procedures, documentation of dishwashing and temperatures;

Responsibilities and duties;

Energy conservation;

Safe operation and maintenance of equipment;

Disaster plan for each facility site;

Required food temperatures;

Emergency menu substitution to maintain meal schedules in the event of or equipment failure;

Implementation of Performance Improvement Plan;

Employees shall be polite and diplomatic in enforcing vendor and new State Veterans Home policies; and

Employees shall be instructed in and shall practice proper hygiene.

STAFF TRAINING

In accordance with regulatory agency requirements, staff shall receive monthly in-service training. Evidence of training shall be maintained by the vendor. Vendor may increase training at its own discretion.

Monthly in-service training shall include but is not limited to:

Quality Assurance;

Safe food handling techniques;

Interpersonal communication skills;

Safety, sanitation, and hygiene;

Recipe controls - product and portion control;

Equipment cleaning and maintenance; and

Food storage.

Vendor shall provide new employee orientation prior to the first day of work. A specific orientation schedule shall be developed, maintained, and verified by the vendor.

Vendor shall be familiar with and meet all applicable occupational safety and health standards adopted by the State of Nevada, Division of Occupational Safety and Health. In addition, the vendor shall be responsible for initiating, maintaining, and supervising all safety precautions to prevent damage, injury or loss to:

All employees on the job and all other persons who may be affected thereby; and

All job-related materials and equipment to be incorporated therein, whether or not in storage on or off the site.

HAZARDOUS SUBSTANCES AND MATERIALS

Vendor shall maintain on-site Material Safety Data Sheets (MSDS), as defined and prescribed in 29 CFR Section 1910.1200, for all hazardous substances purchased by vendor.

Vendor shall inform employees of any hazards to which they may be exposed using, handling, transporting, or disposing of hazardous substances, and shall obtain medical treatment for those who may be affected by the substance.

Vendor shall immediately report all spills of hazardous substances to facility. SNSVH has housekeeping staff that have responsibility for bio-hazard clean-up. If more than a simple clean-up, emergency procedures are in place for such situations.

VENDOR’S RESPONSIBILITY

The vendor shall operate food services at the facility as described herein and as indicated below.

Vendor shall not remove or permit the removal from the premises of any fixtures and equipment owned by Southern Nevada State Veterans Home.

Upon termination of this agreement, the vendor will surrender property in the same condition as when it was received, ordinary wear and tear and acts of God excepted. The SNSVH reserves the right to withhold payment of vendor’s final payment until all property is returned to the condition as when received.

Vendor will comply with all applicable ordinances, laws, rules and regulations of the county, city, State, and Federal governments, and any political subdivision or agency, authority, or commission thereof which may have jurisdiction to pass laws, ordinances, or make and enforce rules or regulations with respect to the operations of the food service program including, but without limitation, the generality of the foregoing, such rules and regulations of Southern Nevada State Veterans Home as are consistent with the rights herein granted the vendor.

Remove all refuse and trash from all food service areas at least daily.

Operate all food service facilities on vendor’s own credit and shall hold harmless Southern Nevada State Veterans Home from any and all claims, demands, or liabilities on account thereof. Southern Nevada State Veterans Home shall not be responsible for any debts incurred by the vendor in the performance of this agreement.

Vendor shall provide, at vendor’s expense, the following items relating to this agreement:

All food and beverage costs, as well as dairy replacement;

All laundry service costs. This applies to kitchen staff laundry like uniforms. Towels, tablecloths, napkins, mops and kitchen rags, etc., are handled by the Homes’ laundry service.

All taxes, fees, or fines as a result of sanctions imposed by the local, State or Federal government with respect to its operation of the food service program at Nevada State Veterans Home;

Routine cleaning of food receiving, storage/preparation, and service areas, including areas around loading docks and dumpsters, grease traps, and interceptors, with vendor maintaining clean, dry floors in the food preparation and service areas, providing daily cleaning of floors, or more often if judged by Southern Nevada State Veterans Home to be needed;

All janitorial and kitchen supplies related to assigned areas under this agreement;

All licenses, fees, and insurance premiums necessary for the performance of this agreement;

Disposal of all garbage, including disposal of fats a minimum of three (3) times per week. SNSVH has a contract for garbage collection with the City of Boulder City. The food service vendor is not responsible for that service; and

Vendor will develop a disaster plan that interfaces with each consumer agency’s disaster plan to address interim food production in the event of more than a temporary disruption in utility services or receipt of supplies. Vendor may request a copy of the SNSVH’s Disaster Plan to aid in preparing their own plan. Emergency food maintained onsite and labeled as required by state and federal regulations.

REPORTING

Vendor shall provide reports compatible with the State fiscal year (July 1 through June 30), which meet the following minimum requirements.

Statements shall include expenses relative to the following:

Number of meals and snacks served by date, meal, and unit;

Raw food costs;

Purchased services;

Equipment maintenance;

Consumable and non-consumable supplies; and

Other (must be itemized).

Books of accounts shall be maintained in an accurate and complete manner according to accepted standards of accounting, reflecting vendor’s operations at facility together with appropriate supporting data.

Vendor shall make books of accounts and supporting documentation available for inspection, reproduction, and audit by Southern Nevada State Veterans Home, State of Nevada, Centers for Medicare & Medicaid, or the Nevada Department of Veteran Services at all reasonable times, and shall make provisions for the retention of records, data, and documents at a reasonable place for a period of at least seven (7) years after the expiration of this agreement, or subsequent renewals, or as long as required for the resolution of issues raised by an audit.

Special reports covering vendor’s operations may be required by Nevada State Veterans Home and various Federal or State agencies from time to time.

Statements and reports furnished to Nevada State Veterans Home shall routinely be made available to relevant governing bodies and advisory committees.

FIDELITY BOND

The State requires the vendor to provide a fidelity bond or crime insurance in the amount of $50,000.00. Bond and insurance requirements are provided in Attachment D of this RFP.

SUBCONTRACTORS

Vendor shall include all subcontractors as insureds under its policy or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

MISCELLANEOUS CONDITIONS

Vendor shall be responsible for and remedy all damage or loss to any property, including property of Southern Nevada State Veterans Home, caused in whole or in part by the vendor, subcontractor, or anyone employed, directed or supervised by vendor.

Nothing herein contained shall be construed as limiting in any way the extent to which the vendor may be held responsible for payment of damages to persons or property resulting from its operation or the operations of any subcontractor under vendor.

In addition to any other remedies available to the Southern Nevada State Veterans Home, should vendor fail to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Southern Nevada State Veterans Home may at…