25WS0017_-_Exhibits_A-E.pdf

California Department of Veterans Affairs Solicitation Number: 25WS0017 Exhibit A - Scope of Work TBD

TEMP / RELIEF REGISTERED DIETITIAN, FOOD SERVICE TECHNICIAN & COOK SPECIALIST SERVICES

1. INTRODUCTION

A. Contractor shall provide temporary/relief services, on an as-needed basis, to the California Department of Veterans Affairs (CalVet). Contractor shall provide services for the benefit and care of residents at the Veterans Home of California – West Los Angeles (Home) located at 11500 Nimitz Avenue., Los Angeles, CA 90049. Contractor shall provide all labor, materials, staff, transportation, license, permits and every other item of expense necessary, unless otherwise stated. Services shall be provided at the Home or, when medically necessary, at the Contractors clinic, upon request and under the direction of the CalVet Contract Manager, or designee.

B. Contracted services shall be used to fill temporary vacancies, substitute for full-time CalVet employees while on extended leave, provide temporary services when appropriate staffing levels cannot be maintained with civil service staff, or when the requested services are not available within state civil service.

C. Provider must be able to perform the tasks associated with providing services under the scope of their license. Contractor agrees that all Providers will be required to render health services as stated below and as required by law on an as needed basis. Providers will perform services in accordance with federal and state laws and regulations and CalVet policies and procedures and shall at all times comply with universal safety precautions and maintain CalVet security measures and a safe work environment.

D. Contractor agrees that, unless otherwise stated, all expenses associated with travel to and from the

Veterans Home, lodging, and all training expenses for Providers shall be borne by the Contractor or the Provider, and will not be reimbursed separately by CalVet. Any and all services performed outside the scope of this Agreement will be at the sole risk and expense of the Contractor.

E. Contractor is not authorized to deliver or commence performance of services as described in the

Agreement until written approval has been obtained from CalVet Contract Manager, or Designee, and the Contractor has received a copy of an executed contract from CalVet. For purposes of this Agreement, the State designee must be a civil service employee. Any delivery or performance of service commenced prior to the Contractor obtaining all written approvals shall be considered voluntary on the part of the Contractor.

2. CONTRACTOR’S RESPONSIBILITIES

A. Services and all requirements as stated below and as required by law shall be provided by the Contractor for the contracted services, at the request of the Contract Manager, or designee. The services shall include, but are not limited to the following:

1. Contractor must have a minimum number of Providers to adequately provide services who meet the requirements specified in Exhibit A–1, Service Specifications. Contractor must provide the State with proof of any required training, licenses, permits, certifications and any other required documents as stated below and as required by law, for each of the Providers providing services under this Agreement. Services will be performed only by Providers who meet the requirements outlined in this Agreement.

2. The Contract Manager, or designee, shall approve in advance all required Provider assigned to the

Agreement. If any Provider of the Contractor is unable to perform due to illness, resignation, or factors beyond the Contractor’s control, the Contractor shall immediately submit qualifications (within seven (7) days) of proposed substitute Provider to the Home for approval. Failure to do so may be cause for termination of this Agreement. The Home shall be notified of any additions or corrections to the Contractor’s list of prospective Providers at least five (5) working days before the Provider’s start date.

3. The Contractor shall ensure each Provider has an identification badge which includes the name of the Provider, Name of the Contractor (if different), and a photo identification. The badge shall be worn by the Provider at all times while at the Home.

4. In the event that any Providers provided by the Contractor are dismissed or declined at a CalVet Home, the Contractor shall inform the Contract Manager or designee, at any other Home of which the said Provider provides service of this fact upon notification of the dismissal.

B. Reports

CalVet reserves the right to request Contractor to provide reports or information as needed. The reports shall be submitted in electronic format and sent via electronic mail as requested by CalVet. If electronic mail is not available, arrangements will be mutually agreed upon by the Contractor and CalVet Contract Manager or designee.

3. PROVIDER’S QUALIFICATIONS

Provider’s qualifications are noted in Exhibit A–1, Service Specifications.

4. LICENSES, PERMITS, AND CERTIFICATION REQUIREMENTS

Prior to providing services as outlined in this Agreement, Contractor shall ensure that each Provider possess and maintain throughout the term of this Agreement, all licenses, permits, and certification requirements noted in Exhibit A–1, Service Specifications.

5. REQUEST FOR SERVICES

A. Services may be provided on an as-needed basis, in accordance with CalVet policies and procedures, to ensure the best quality of treatment to meet the needs of residents at the Home.

B. Upon advance request by the CalVet Contract Manager or designee, registry staff coverage shall be provided to cover operations Monday through Sunday, including State holidays, from 5:00am to 8:00pm.

Staff hours will be scheduled to work eight-hour (8-hour) shifts 5 days per week between the hours of 5:00am and 8:00pm, with an unpaid ½ hour or 1-hour lunch break. Hours are subject to change based on need and hours of operation.

C. Contractor shall have a telephone number and a contact person available by telephone twenty-four (24) hours a day including weekends and holidays for the duration of the contract. The initial contact will be by telephone; however, CalVet will make every attempt to follow-up with an e-mail.

6. RESPONDING TO A REQUEST FOR SERVICES

A. The Contractor shall respond to the Home’s request for services within the stated response time AND submit the following documents:

1. Provider’s current Resume/Curriculum Vitae, which shall include the following information:

a. All education including name and location of university or college, business, correspondence, trade, or service school; course of study; units completed (semester/quarter); diploma, degree or certificate obtained; and date completed;

b. All relevant work history including classification/job title, job duties performed, “to and from” dates

(month and year), and any other information necessary to determine qualifications of Providers;

c. Name of organization for which work was performed;

d. Supervisor name and contact information for each job;

e. If the applicant has provided services to CalVet previously, the Provider must include the name of the specific Home, to and from dates of service, and immediate supervisor’s full name and telephone number; and

f. At least two (2) professional references and their contact information.

Note: Contact information shall be current and have a valid telephone number and/or e-mail address.

2. Copies of any current and valid license(s), permits, and/or certification(s) as stated and as required by law. (Refer to Exhibit A-1, Service Specifications, for requirements.)

B. Responses to phone and e-mail inquiries without the requested documents may be deemed as non-responsive.

7. SCHEDULING

A. Contractor and Provider shall ensure that all ordered services have prior authorization in accordance with the Home and are mutually agreed upon between the Contract Manager, or designee, and the Contractor.

B. At the time of scheduling, CalVet shall provide the Contractor with an estimated period of time the Home anticipates the need for contracted services. This will be a good faith estimate based on the circumstances known to CalVet at the time of the request. It is not a guarantee of business, and is subject to change depending on CalVet’s ability to fill staff vacancies and/or the return to work of CalVet staff from long-term leave, and fluctuations in the Resident population. However, CalVet shall endeavor to provide five (5) working day notice prior to cancellation of Provider’s assignment.

C. Contractor shall provide services to Home within twenty-four (24) hours notification by CalVet or as mutually agreed upon between the Home Contract Manager or designee and Contractor. Requests for services shall be for a minimum of four (4) hours. When requesting services, CalVet shall inform the Contractor of 1) the duration of services, 2) the number of staff required, and 3) the length of each shift assignment (4, or 8 hours). If the duration of services must be extended, CalVet shall make every attempt to notify the Contractor not less than twenty-four (24) hours before the end of the current service period.

The Contract Manager, or designee, shall document the request in writing.

D. Providers shall report for beginnings/endings of shifts in accordance with the policies and procedures of the requesting Home.

E. Contractor is responsible to replace any of the registry staff call offs.

8. OVERTIME

A. It is the Contractor’s responsibility to ensure compliance with all Federal, State, and local regulations regarding wage and hour laws and provision of overtime for shifts in excess of eight (8) hours.

9. PROVIDER’S RESPONSIBILITIES

Please refer to Exhibit A–1, Service Specifications, for details.

10. CANCELLATION

A. Contractor shall give advanced notice to the Contract Manager, or designee, prior to cancellation of scheduled clinics/services, if for reasons other than illness, at least twenty-four (24) hour notice.

B. Notification for cancellation shall come from the Contractor. CalVet will not accept any call-offs originating from registry staff. The Contractor is responsible for replacing any call-offs from their registry staff to ensure adequate coverage based on the Home’s needs.

C. CalVet may cancel or change assignments by telephone, without incurring any liability, up to twenty-four (24) hours before a Contractor’s and/or Provider’s scheduled reporting time. If CalVet cancels or changes a requested assignment for any reason, including emergency security situations, less than twenty-four (24) hours before a scheduled reporting time, CalVet shall pay ½ of the hourly rate for the scheduled shift per Exhibit B-1, or at the State’s discretion, find suitable tasks (based on licensure) for the shift.

11. INDEPENDENT CONTRACTOR STATUS

A. The Contractor/Providers shall be considered “Independent Contractors” in relation to CalVet and the

State. Therefore, the Contractor/Providers shall not be considered employee(s) of the Home and shall not be entitled to any employee benefits from the CalVet or the State including, but not limited to, the following:

1. Premium Pay, Overtime Pay, or Holiday Pay

2. Medical Insurance

3. Vacation or Sick Leave

4. Worker’s Compensation

5. Other employee benefits

12. ORIENTATION/TRAINING

A. Contractor agrees that prior to reporting for work at the Home, all Providers shall complete any required orientation and training to become familiar with the operations of the Home, its medical facilities, Title 22 of the California Code of Regulations, Title 42 of the Code of Federal Regulations, and any other laws or bylaws that may apply to the Home.

1. The Home shall provide a minimum of eight (8) hours of orientation training towards Home processes.

2. Payment for orientation training shall be given after said Provider completed a minimum of one (1) full eight (8) hour shift.

3. Payment for orientation training shall be based on rates listed in Exhibit B.

B. To maintain continuity of services and ensure safety for all workers, Contractor shall make available to the Home only those Providers who have completed the required orientation and training.

13. HEALTH CLEARANCE

A. Contractor shall comply with the Home’s infection control policies and procedures. Initial and annual health clearance to include tuberculosis (TB) screening and Hepatitis B vaccine series offer (initial only) is required by Home policy of all state employees, contract employees and volunteers in order to meet state facility licensure requirements.

B. Initial TB screening may include, but not be limited to, 2-step TST/PPD testing and/or X-ray, and TB questionnaire. Annual TB screening may include, but not be limited to, 1-step TST/PPD testing and/or X-ray, and TB questionnaire. The health clearance process must be completed prior to initiation of services or employee assignment, and within the required timeframe stipulated by the Home for the annual requirement.

C. Pre-employment/pre-assignment and annual health screening performed for Contractor or Contractor’s employee will be at the Contractor’s expense. As part of compliance with OSHA Regulation 1910.1030– Bloodborne Pathogens, the Home will extend the Hepatitis B vaccine series offer to requesting Contractor staff. The Home reserves the right to charge a per-individual charge consistent with community rates for health screening and vaccination services performed at the Home. Such charge(s) will be deducted from the Contractor’s invoice.

D. Requests to utilize the Contractor’s own health care provider for employment health clearance to include, but not limited to TB Testing and/or X-Ray, and Hepatitis B vaccination series offer, shall be made directly to the Contract Manager, or Designee. When utilizing Contractor’s own health care provider, Contractor shall submit medical reports/documentation to the Home’s Ambulatory Care Clinic indicating the individual is cleared to perform their duties and is free of communicable disease. The medical documentation must be submitted prior to initiation of services or employee assignment, and within the required timeframe stipulated by the Home for the annual requirement.

E. Failure to comply with the Home’s infection control policies shall result in immediate Provider suspension, contract suspension or termination. Any suspension will remain in effect until a medical clearance is provided to the Home’s Infection Control Specialist, Director of Nursing, or Chief Medical Officer.

F. During times of pandemic (such as COVID-19) or other instances of widespread viral or bacterial infections, additional precautionary infection control steps may be implemented and required by the Home. These may include, but are not limited to: wearing CalVet approved masks and/or face shields, extra or special cleanings, social distancing, partitions, adjusted hours and obtaining additional clearance certifications that may be required by local, state or federal health authorities.

G. Providers shall comply with the Home’s COVID-19 Mitigation Plan and follow all current COVID-19 guidelines for precautions.

14. BACKGROUND CLEARANCE

A. Background clearance involving fingerprinting is required by Home policy of contract employees and volunteers prior to assignment to the Home in order to meet state facility licensure requirements.

B. Live-scan is the only acceptable form of fingerprinting for the Home. The home will bear the one-time cost of fingerprinting fees for Contractor or Contractor’s employee(s) selected to perform services at the Home only when the Contractor or Contractor’s employee(s) utilizes the Live-Scan service at the home.

C. In the event the prospective Contractor or Contractor’s employee(s) fails to appear for the Live-Scan fingerprinting service within the prescribed period or appointment, the individual will not be considered for assignment at the Home.

D. Contractor shall be solely responsible for the cost when selecting an alternate Live-Scan site. The Home’s

Personnel Office must receive the Live-Scan results prior to approving assignment to the Home.

15. INSPECTIONS

A. Inspections shall be carried out by the Contract Manager or designee, at various times during the

Agreement term to check on the quality and quality of work and determine acceptability of work performed before Agreement payment will be approved.

16. FAILURE TO PERFORM

A. CalVet shall routinely evaluate the work performance of the Contractor and/or Provider to determine if CalVet standards and Departmental/Home policies and procedures are being maintained. Any Contractor, and/or Provider who fail to perform or who are physically or mentally incapable of performing the required duties of this Agreement shall not be permitted to perform service.

B. CalVet shall offer Contractor a maximum of three (3) service request attempts and/or within a thirty (30) day period of time per request. Failure to provide services on three (3) or more occasions and/or within thirty (30) days may result in termination of the Agreement.

C. The Home’s Contract Manager, or designee, shall state in writing the reasons the Contractor and/or Provider did not meet the required policies or standards and submit a copy to the Contractor and to the Contract file. CalVet shall not pay Contractor for any services performed by Contractor and/or Provider which are deemed unacceptable in accordance with the required services contemplated by this Agreement.

17. TRANSITION OF SERVICES

In the event the Contractor has an Agreement from a prior bid for the same services in this Agreement, the State shall pay for services using rate(s) in the prior Agreement for the period of time up to and including the term end date of that Agreement.

The transition period is defined as the time when the new Agreement(s) with new Contractor(s) are approved by the DGS/Office of Legal Services (DGS/OLS), and the Home(s) must begin transition activities such as canvassing the new Contractors and providing Orientation Training, Credential Requirements, Background, or Health Clearances to the new Contractor’s Providers to ensure there is not a break in services. During the transition period providers working from prior Agreements may continue to provide services based on the Home(s) needs up to the expiration/termination date of the prior Agreements.

The overlapping term allows new Contractors to invoice for Orientation Training as required in the Scope of work and at the rates provided in Exhibit B-1. In the event the Contractor has multiple contracts in place, Providers attending orientation will be paid at the rates given in the new Agreement for canvasses resulting from the new Agreement.

18. CONTACT INFORMATION

A. The project representatives during the term of this Agreement will be:

1. CalVet Representative/Contract Manager:

Veterans Home of California, West Los Angeles Assistant Director of Dietetics 11500 Nimitz Avenue Los Angeles, CA 90049 Phone:

FAX:

Email:

2. Contractor Representative:

TBD

B. Contract Representatives, addresses, and phone/fax numbers may be changed by issuing a 20-day prior written notification and shall not require a formal amendment to this Agreement. The notifying party shall provide complete contact information for the replacement Contract Representative including, name, title, mailing address, phone/fax numbers, and email address. All other changes require a formal written amendment to this Agreement.

Exhibit A-1 – Service Specification TBD

TEMPORARY/RELIEF REGISTERED DIETICIAN, FOOD SERVICE TECHNICIAN AND COOK SPECIALIST

SERVICES

1. PROVIDER’S QUALIFICATIONS

A. Providers assigned to CalVet must have the minimum experience/education outlined below.

1. Registered Dietician:

a. Minimum of 12 continuous months of experience within the last three (3) years performing services similar in scope to those defined herein, in a public or private institution is preferred.

b. Education: graduation from an accredited institution providing an education degree focused on nutrition and dietetics such as a bachelor's degree with course work approved by the Academy of Nutrition and Dietetics' Accreditation Council for Education in Nutrition and Dietetics.

c. Knowledge of: principles, practices, and theories of nutrition and dietetics, including medical nutrition therapy; methods of planning, preparing, and serving food to a large number of persons;

and the special dietary requirements of mentally or developmentally disabled persons, patients, pediatric and geriatric populations, and other client or patient groups.

d. Ability to: apply the principles and practices of nutrition and dietetics, including medical nutrition therapy; assess nutrition status and develop nutrition care plans; communicate nutrition concerns and recommendations with the interdisciplinary team; and analyze situations accurately and adopt an effective course of action.

e. Sympathetic understanding of and willingness to work with the client or patient population of a

State institution; possess good personal hygiene; flexible; able to work well independently; able to work cooperatively within a team; and freedom from communicable diseases.

f. Demonstrate experience with Minimum Data Set, Care Plans, and electronic charting.

2. Food Service Technician:

a. Experience: six months of experience in an institution, hotel, or restaurant, serving, cleaning food service areas, or assisting with the preparation and service of foods and beverages. (Completion of the eighth grade may be substituted for the required experience.)

b. Knowledge of: methods of cleaning and preparing foods for cooking and storing food; proper methods of arranging dining room furniture, setting tables, and serving meals; various types of food service utensils and equipment and their uses; methods of cleaning and maintaining food service areas, utensils, and equipment; sanitation and safety measures in food service areas;

general pantry work.

c. Ability to: portion servings; follow directions and keep simple records; communicate at a level appropriate to the classification.

d. Sympathetic understanding of and willingness to work with the resident population of a State institution; personal cleanliness, good sense of smell and taste; and freedom from communicable disease.

3. Cook Specialist:

a. Experience: One year of experience personally preparing and cooking various food items in a restaurant, fast food outlet, or any other business with a food service operation.

b. Knowledge of: Principles, procedures, and equipment used in the storage, care, preparation, cooking, and dispensing of food in large quantities; kitchen sanitation and safety measures used in the operation, cleaning, and care of utensils, equipment, and work areas; food handling sanitation; food accounting and keeping records and preparing reports.

c. Ability to: Prepare and cook all food groups and use appropriate equipment; prepare and follow menus, recipes, and formulas; determine food quantities necessary for groups pf varying size;

follow directions; keep records; analyze situations accurately and adopt an effective course of action.

d. Sympathetic understanding of and willingness to work with the client or patient population of a

State institution; possess good personal hygiene; flexible; able to work well independently; able to work cooperatively within a team; and freedom from communicable diseases.

B. All Providers must have the required licenses, permits, and/or certifications noted herein. (Refer to Exhibit

A-1, Section 2 – Licenses, Permits, and Certification Requirements for details.)

C. Resident health care is of paramount importance. Accuracy in communications is critical to ensure timely, correct care is provided. Therefore, any Provider(s) providing services through this Agreement must be able to communicate effectively with CalVet.

D. The Registered Dietician must have a Medicare NPI number and a Medicare billing number, or be willing to complete the necessary paperwork to perform Medicare billing.

E. Any Provider(s) who fails to meet the minimum qualifications shall not be permitted to perform service. The Home’s Contract Manager, or designee, shall state in writing the reason(s) the Provider does not meet minimum qualifications. After notification of failure to meet minimum qualifications has been provided, CalVet shall not pay the Contractor for additional hours worked by the Provider identified as not meeting the minimum qualifications.

2. LICENSES, PERMITS, AND CERTIFICATION REQUIREMENTS

Prior to providing services as outlined in this Agreement, Contractor shall:

A. Ensure that each Provider shall possess and maintain all current and valid licenses, permits, and certifications throughout the term of this Agreement for each classification noted below:

1. Registered Dietician:

a. Required: current and valid license issued by the Commission on Dietetic Registration of the American Dietetic Association in order to practice Dietetics in the State of California.

b. Provider must be linked to Medicare, MediCal / DentiCal, and all other applicable insurance vendors.

B. Provide copies of any required license(s), permits, and/or certification(s) for each Provider to the Home’s

Contract Manager, or designee, to be kept on file at the Home throughout the term of this Agreement.

Contractor shall ensure that all required licenses, permits, certifications, and any other requirements outlined herein are current and in effect at all times during the term of this Agreement.

C. Provide current/renewed license(s), permit(s) and/or certification(s) to CalVet not less than thirty (30) calendar days prior to their expiration. If, during the course of this Agreement, any of the licenses and/or requirements are found to be inactive or not in compliance, CalVet may withhold payment for services rendered during the expiration period and/or immediately terminate this Agreement.

D. Assume responsibility for verifying, through the appropriate licensing boards, that no current or unresolved adverse actions have been taken by the State licensing authorities against any Provider(s) assigned to

CalVet, and that all licenses are active and void of misconduct. CalVet may, at its discretion, verify the current status of Provider(s) assigned.

E. Maintain current Cardiopulmonary Resuscitation (CPR) and Basic Life Support (BLS) certification for each

Provider at Contractor’s expense.

3. PROVIDER’S RESPONSIBILITIES

Under the direction of the Contract Manager, or designee, Provider shall provide services as permitted within the scope of practice for Registered Dietician and Food Service Technician Services in accordance with CalVet /Home policies and procedures.

A. Duties/Responsibilities shall include, but are not limited to:

1. The Registered Dietician shall:

a. Assess the nutritional needs of residents at the Home’s Skilled Nursing Facility (SNF) and the

Residential Care Facilities for the Elderly (RCFE) units upon resident admission and quarterly and as identified when a change in condition or change in level of care occurs. Staff shall develop systems for Individual Nutritional Assessments and quality assurance of nutritional care in accordance with the most current regulations, Clinical Records guidelines and professional dietetic practices.

b. Plan and assess regular and special therapeutic diets for nutritional adequacy for residents’ specific needs. This will include review of menus, diet spreadsheets, monitoring of tray line/distribution of food, food and supplies stock, resident education.

c. Interpret Physician orders for special diets and prepare chart documentation/reports as required.

This will include the daily meals and/or nutritional snacks as ordered. Evaluate resident modified diet acceptance; provides consultation for all technical aspects of preparation, service and interpretation of requirements for modified diets.

d. Monitor monthly, weekly, and daily weights, providing medically approved interventions nutritional alerts, and goal-oriented care plans. This will include working as a member of the Interdisciplinary Team (IDT) to educate and promote a team-oriented process for identifying issues, setting approaches, and defining time-oriented guidelines for obtaining identified goals.

e. Attend and participate in IDT meetings. Participate in department meetings, home committees, review /revision of diet manual, formulation of policies and procedures, and development and accomplishment of goals and objectives of the department.

f. Monitor therapeutic diets for conformance to diet orders and quality standards; utilize computerized database for resident meal planning, recipe, and nutrition analysis; maintain nutrition information in the Geri-Menu; receive diet order slips from fax, phone or computer in the kitchen office; process diet orders and review for accuracy; request clarification from the Dietitians and Unit staff. Enter diet order information in the Geri-Menu computer menu system as needed;

update daily preference and substitution lists; verify and/or correct Geri-Menu resident profile information; prepare and organize tray tickets.

g. Perform nutrition assessments for all assigned residents within specified time frames. Provides follow-up care as needed according to nutritional risk, nutrition care plan (NCP), and IDT meeting.

Identifies risk factors and nutrition-related problems, coordinates MNT for residents, communicates recommendations to appropriate health care team members and monitors response to plan of care. Accepts or transmits verbal or electronic orders from physicians, orders medical laboratory tests consistent with established protocols to implement MNT.

h. Monitor compliance of federal/state regulations, complete meal observations, monitor accuracy of tray assembly, and other quality assurance monitors as assigned to evaluate effectiveness of resident nutritional care and food service. Communicates with appropriate staff any problems, changes or recommendations found through meal observations; prepares meal patterns for complicated special diets as needed.

i. Provide billable Medical Nutrition Therapy, as required, in order to complete Medicare billing.

j. Learn Medicare billing processes applicable to Registered Dietician Services to aid the Home in submitting claims for reimbursement to Medicare for services provided. Provider shall complete appropriate charge slips for all resident visits in order for Veterans Homes to be reimbursed for services provided.

k. Provide nutrition counseling, diet intervention, and resident education regarding disease/disability management, food-medication interactions, weight management, diabetes management, health promotion, wellness and other education as needed. Provide In-Service Training for staff as needed, and supervised practice experience for dietetic interns as applicable.

l. Fulfill dietary consults as ordered within timelines per policy for all Veterans Home units. Consults may include, but are not limited to:

i. Special diets

ii. Weight variance

iii. Skin issues

iv. Tube feeders

v. Resident preferences

vi. Other needs as identified by IDT members

m. Participate in the following meetings and / or committees as requested to include, but not limited to, the following:

i. Health & Safety

ii. QA Committee

iii. Inter-Disciplinary Team

iv. Weight Variance

v. Medicare triple check

vi. Food service meetings

n. Remain available for individual resident consultations as needed.

o. Interpret physician orders and prepare chart documentation/reports as required.

p. Inform or consult with the Contract Manager or designee regarding cases or situations of an unusual administrative or clinical nature.

2. The Food Service Technician I. shall:

a. Provide food preparation and waited meal services three (3) times a day, in accordance with 22CCR, §72325-72345, Departmental Policies and Procedures related to food handling and sanitation regulations.

b. Provide meals for employees, guests, and catered events; sanitation and cleaning, food and supply purchasing, and nutrition care support.

c. Assist in food service and related work in the kitchen, dining room and the facility; read menus for regular and modified therapeutic diets.

d. Assist in preparing and dispensing food in the proper portions for tray line and in the dining room;

load, transport, store and deliver food, supplies and equipment.

e. Set up assigned stations and salad bars with required serving equipment and utensils; replenish stations as needed; relieve and serve food from kitchen, including the preparation of beverages, desserts and salads.

f. Review and assist in putting away supplies.

g. Assist members at meal time.

h. Maintain proper sanitation and temperatures.

i. Perform simple cooking tasks (i.e. toasting bread, mixing batters, operating the grill).

j. Deliver and pick up meal carts.

k. Provide and replenish snacks and condiments.

l. Wash dishes, pots, pans, meal carts, dishwasher and disposal, and clean floors in related areas;

operate dish washing machines and other culinary equipment.

m. Clean and maintain utensils, equipment and work area; clean and wipe interior and exterior of all equipment; properly dispose of items in appropriate bins.

n. Participate in regular monthly staff meetings; assist co-workers with any special clean up or extra jobs as related. May be required to participate in special events as they pertain to the Dietetics Department; may act in the absence of Food Service Technician II as required.

3. The Cook Specialist shall:

a. Prepare and cook a variety of foods for all meals, following standardized recipes and methods of preparation.

b. May serve meals on the tray line or in the cafeteria as needed. Provide instruction and training to food service staff and Member Helpers.

c. Follow the work assignment schedule.

d. Check food items for color, appearance and taste to ensure that food quality is of the highest standard.

e. May assist with recipe development for the menus.

f. Portion food in correct amounts per meal orders.

g. Read and follow posted menus for regular and modified therapeutic diets. Comply with all applicable local, state, and federal food handling and food safety regulations.

h. In conjunction with designated food service staff and Member Helpers, clean and maintain culinary utensils, equipment, and work areas. Follow the cleaning schedule; maintain safety and sanitation standards. Report repair issues and maintenance needs to the supervisor.

i. In a lead capacity, assist with the supervision of food preparation and report on progress to the supervisor. In the absence of the Supervising Cook, act as lead person.

j. Requisition, receive, inspect, store, and inventory supplies, as required. Keep records and prepare reports.

k. Determine food quantities necessary for groups of varying sizes; assist with special resident meals and facility caterings as necessary. Attend meetings and in-service training as required.

B. Provider shall wear an identification badge which includes the name of the Contractor, the Provider’s name, and a photo ID. This badge shall be worn above the waist at all times while on grounds of the Home.

C. Provider shall ensure resident medical record information is maintained as “CONFIDENTIAL” and shall be held in trust and confidence. Information shall be used only for the purposes contemplated under this contract.

D. Provider shall obtain the approval and authorization from the primary care physician through the Contract

Manager, or designee, prior to referring resident to other health care/medical vendors/contractors.

Referral shall be made only to those health care/medical vendors/contractors set forth on the Home’s health care/medical vendor/contract list.

E. Prior Authorization Documentation shall include, but is not limited to the following:

1. Veterans Home rehabilitation referral process.

2. Resident progress notes/summary pertinent to reason for referral.

F. Equipment and/or supplies owned or customarily stocked by the Home and which are necessary for therapeutic services may be used by the Provider. If the lack of equipment and/or supplies creates a limitation to services requested, the Provider shall make a recommendation to the Contract Manager, or designee, identifying equipment or supplies necessary for treatment. The Provider will not procure equipment or supplies and expect reimbursement from the Home/CalVet.

4. PHYSICAL AND MENTAL REQUIREMENTS OF ESSENTIAL FUNCTIONS

A. Registered Dietician

Activity Not Required

Less than 25%

25% to 49%

50% to 74%

75% or More

VISION: Review charts and electronic communications;

assess resident’s physical appearance. X

HEARING: Answer telephone; communicate with residents, staff and visitors. X

SPEAKING: Communicate with staff, residents and the public in person and via telephone; interact in meetings. X

WALKING: Within the home to various unites; obtaining charts, interview residents, family, staff and visitors. X

SITTING: Work station; attend meetings; training. X STANDING: Use the copy machine; talk with others at the nursing stations. X

BALANCING: X

CONCENTRATING: During nutrition assessments, nutrition diagnosis, nutrition intervention, and nutrition monitoring and evaluation.

X

COMPREHENSION: Understand resident needs; laws, rules, regulations, policies, procedures; content of meetings, training, and work discussions.

X

WORKING INDEPENDENTLY: Able to work independently. X

LIFTING UP TO 10 LBS: X

LIFTING 10 – 25 LBS: X

LIFTING 25 – 50 LBS: X

FINGERING: Push telephone buttons, calculator keys, and computer keyboard. X

REACHING: Reach for charts; answer telephone; use a mouse; retrieve documents from the printer. X

CARRYING: Carry charts or binder. X CLIMBING: Stairs. X BENDING AT WAIST: Use copier; access low file drawers. X KNEELING: Access low file drawers. X PUSHING OR PULLING: Open and close file drawers. X HANDLING: Charts; papers. X DRIVING: Special events. X OPERATING EQUIPMENT: Computer, copier, telephone, printer, fax machine. X

WORKING INDOORS: Mainly inside the building. X WORKING OUTDOORS: Walk to domiciliary and other areas of the campus; special events. X

WORKING IN CONFINED SPACE: Small office, storage room, supply room, etc. X

B. Food Service Technician I.

Activity Not Required

Less than 25%

25% to 49%

50% to 74%

75% or More

VISION: Review charts and electronic communications;

assess resident’s physical appearance. X

HEARING: Answer telephone; communicate with residents, staff and visitors. X

SPEAKING: Communicate with staff, residents and the public in person and via telephone; interact in meetings. X

WALKING: Within the home to various unites; obtaining charts, interview residents, family, staff and visitors. X

SITTING: Work station; attend meetings; training. X STANDING: Use the copy machine; talk with others at the nursing stations. X

BALANCING: X

CONCENTRATING: During nutrition assessments, nutrition diagnosis, nutrition intervention, and nutrition monitoring and evaluation.

X

COMPREHENSION: Understand resident needs; laws, rules, regulations, policies, procedures; content of meetings, training, and work discussions.

X

WORKING INDEPENDENTLY: Able to work independently. X

LIFTING UP TO 10 LBS: X

LIFTING 10 – 25 LBS: X

LIFTING 25 – 50 LBS: X

FINGERING: Push telephone buttons, calculator keys, and computer keyboard. X

REACHING: Reach for charts; answer telephone; use a mouse; retrieve documents from the printer. X

CARRYING: Carry charts or binder. X CLIMBING: Stairs. X BENDING AT WAIST: Use copier; access low file drawers. X KNEELING: Access low file drawers. X PUSHING OR PULLING: Open and close file drawers. X HANDLING: Charts; papers. X DRIVING: Special events. X OPERATING EQUIPMENT: Computer, copier, telephone, printer, fax machine. X

WORKING INDOORS: Mainly inside the building. X WORKING OUTDOORS: Walk to domiciliary and other areas of the campus; special events. X

WORKING IN CONFINED SPACE: Small office, storage room, supply room, etc. X

C. Cook Specialist

Exhibit B - Budget Detail and Payment Provisions TBD

1. STANDARD BUDGET DETAIL AND PAYMENT PROVISIONS

A. Invoicing and Payment

1. For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for services rendered in accordance with the rates in Exhibit B-1.

2. Invoices shall include the Agreement Number and shall be submitted in not more frequently than monthly in arrears to:

Original Invoice Approval Copy Department of Veterans Affairs CalVet Accounting Office 1227 “O” Street Room 402 Sacramento, CA 95814 APInvoices@calvet.ca.gov

Veterans Home of California – TBD Attn: TBD Home Address Home City, State, and Zip code

B. Budget Contingency Clause

1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further form and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

2. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an Agreement amendment to Contractor to reflect the reduced amount.

C. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code, Chapter 4.5, commencing with Section 927.

2. SPECIAL BUDGET DETAIL AND PAYMENT PROVISIONS

Submissions of Invoices/Claims

A. All invoices/claims must be completed thoroughly and legibly, with all applicable fields completed.

Invoices/claims that are submitted to the appropriate location but have been altered, or are inaccurate, or do not provide all necessary information will not be accepted and will be returned to the Contractor for correction.

B. Any changes to this provision relating to the invoice/claim submittal process, including but not limited to an address, form, or process change, shall be an administrative change managed through the appropriate designated CalVet office and shall not require a contract amendment.

C. Contractor shall submit monthly invoices to the CalVet Contract Manager for approval and processing.

Invoices/claims submitted shall include the following information in order to be considered complete and acceptable for processing, or the invoice/claim will be returned:

1) Contractor’s Company name exactly as it appears on the Payee Data Record (STD.204)

2) Contractor’s Company address, phone number and e-mail

3) Date of invoice/claim

4) Invoice/claim number

5) CalVet location where services were performed

Exhibit B - Budget Detail and Payment Provisions TBD

6) Contract/Agreement Number

7) Date(s) of Service

8) Total dollar amount being billed

9) First and Last name of Contractor or Provider performing services, if applicable

10) Contractor’s or Provider’s Classification, whichever is applicable

11) Contractor’s final invoice must be clearly marked as “Final Invoice”

3. CONTRACTOR OVERPAYMENTS

A. If the State determines that an overpayment has been made to the Contractor, the State will seek recovery immediately upon discovery of the overpayment by: (a) calling the Contractor’s accounting office to request a refund of the overpayment amount, or (b) offsetting subsequent Contractor payments by the amount of the overpayment if Contractor repayment or credit is not received within thirty (30) days from the date of notice.

B. If Contractor discovers it has received an overpayment, Contractor must notify the State and refund the overpayment immediately.

4. DVBE Withhold

For contracts with DVBE subcontractors pursuant to Mil. & Vet. Code Section 999.7, ten thousand dollars ($10,000) will be withheld from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor complies with the certification requirements of subdivision (d) of Mil.

& Vet. Code Section 999.5. Prime contractor shall be given 30 days’ notice to cure the defect. If, after 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, CalVet shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000).

CalVet shall maintain all records of the information provided by the prime contractor pursuant to Section

999.5 and shall establish appropriate review procedures for those records to ensure the accuracy and completeness of the award amounts and paid amounts reported. The records shall be maintained in a manner that facilitates access and review by external auditors. Records collected pursuant to this section shall be retained for a minimum of six years after collection. (Mil. & Vet. Code Section 999.55)

Exhibit B-1, Rate Sheet TBD

RATE SHEET

The Contractor must be able to provide services listed below. Subcontractors may be used to comply with this requirement. Subcontractor Agreements may be used to comply with this requirement. Subcontractor(s) information must be identified on Bidder Declaration (GSPD-05-105). If additional Subcontractors are added during the term of the Agreement, an updated GSPD-05-105 must be submitted.

The rates listed below are in effect for the term of the Agreement, including any extension of the term through an amendment.

Description of Service Rates

[INSERT TYPE OF SERVICE] $

[INSERT TYPE OF SERVICE] $

[INSERT TYPE OF SERVICE] $

[ MATERIAL REIMBURSEMENT] $

Incidental Repairs - Normal Business Hours (Monday-Friday X:X0 a.m. - X:X0 p.m.) $ Incidental Repairs - After Normal Business Hours (Monday thru Friday, X:X0 p.m. - X:X0 a.m.) $ Emergency Services - Normal Business Hours (Monday-Friday X:X0 a.m. - X:X0 p.m.) $ Emergency Services - After Normal Business Hours (Monday-Friday X:X0 p.m. - X:X0 a.m.) $ Emergency Services - Weekends and Holiday $

Exhibit D – Special Terms and Conditions TBD

1. EXCISE TAX

The State of California is exempt from Federal Excise Taxes, and no payment will be made for any taxes levied on employees' wages. The State will pay for any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this Contract. California may pay any applicable sales or use tax imposed by another state.

2. STATUTORY AND REGULATORY PROVISIONS

A. This Contract shall be governed and construed in accordance with all applicable statutory and regulatory provisions including, but not limited to:

1) Title XVIII of the Federal Social Security Act

2) Title XIX of the Federal Social Security Act

3) Chapters 7 and 8 (commencing with Section 14000), Part 3, Division 9, Welfare and Institutions Code

4) Division 3, Title 22, California Code of Regulations (CCR)

5) Health and Safety Code Section 1340 et seq.

6) All applicable Federal provisions which regulate the administration of health care programs and budget revisions, as contained in the Code of Federal Regulations (CFR), Title 42, and Title 45, Part 74, Title 42 United States Code, Sections 1395 et seq. and 1396 et seq.

7) Sub-chapter 13 (commencing with Section 6800), Chapter 4, Part 1, Title 17, CCR; and

8) All other applicable laws and regulations.

B. Any provision of this Contract in conflict with the applicable laws and regulations is hereby amended to conform to the provisions of those laws and regulations. Such amendment of the Contract shall be effective on the effective date of the statutes or regulations necessitating it, and shall be binding on the parties even though the amendment may not have been reduced to writing and formally agreed upon and executed by the parties. If, due to amendment in laws of regulations, Contractor is unable or unwilling to comply with the provisions of the amendment(s), State or Contractor may terminate this Contract in accordance with the Termination provision of this Contract.

3. EXAMINATION AND AUDIT

A. Contractor shall allow the State and its related entities, the Comptroller General of the United States, Department of Justice (DOJ), and the Bureau of Medi-Cal Fraud, or their duly authorized representatives, to inspect or otherwise evaluate the quality, appropriateness, and timeliness of services performed under this Contract, and to inspect, evaluate, and audit any and all books, records, and facilities maintained by the Contractor and Subcontractors pertaining to services under this Contract at any time during normal business hours.

B. Contractor shall be subject to the examination and audit of the State Auditor for a period of three (3) years after final payment under this Contract in accordance with Government Code, Section 85467.7. The examination and audit shall be confined to those matters directly connected with the performance of the contract, including, but not limited to, the costs of administering the Contract.

C. Books and records include, but are not limited to, all physical records originated or prepared pursuant to the performance under this Contract, including working papers, reports, financial records, and books of account, Medical Records, prescriptions files, Subcontracts, and any other documentation pertaining to medical and non-medical services for residents of the Home. Upon request, at any time during the term of this Contract, the Contractor shall furnish any record or copy.

4. RESOLUTION OF DISPUTES

A. The Contractor may dispute and appeal a decision or action by the State arising out of the Interpretation or administration of this Contract. A written dispute notice shall be submitted to the Contract Manager within thirty (30) calendar days from the date the Contractor receives notice of the decision or action in dispute.

The Contractor’s dispute notice shall state the following, based on the most accurate information available to the Contractor:

1) That it is a dispute pursuant to this Section.

2) The date, nature, and circumstances of the conduct, which is the subject of dispute.

3) The names, telephone numbers, function, and…