36C24120Q0304 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 25

Y

Department of Veterans Affairs VAMC Togus

1 VA Center Augusta ME 04330

Department of Veterans Affairs VAMC Togus

1 VA Center Augusta ME 04330

To all Offerors/Bidders

36C24120Q0304

07-22-2020

X

X X

12:00 PM, 8/3/2020

See CONTINUATION Page

X 1

See documents below for the changes in the solicitation.

Kevin LaBrie Contracting Officer

CONTINUATION PAGE

The purpose of this amendment is to:

1. Extend the due date of offers,

2. Respond to questions from interested parties, and

3. Amend and revise the Performance Work Statement (PWS). (attached)

1. The due date for offers is extended as provided on page 1, block 11 to August 3, 2020.

2. Responses to questions from interested parties. Answers are in italics and follow each question.

a) Question: (Scope) and item #2 (Objectives) the request is for 52 on-premise days by the contractor at each location. Will each site have specifically-allocated days according to qualitative categories, i.e. campus size; population and acuity variations; and ultimate new service model most appropriate to the location?

Answer: Each campus (site) will have its own on-premise day schedule. The on-premise day schedule will vary with each BPA order issued for each campus.

The purpose is to ensure sufficient contractor presence leading up to and through go-live to guarantee successful transition from current state to future state.

b) Question: (Objectives) the contractor is required to observe for two weeks post-go-live-day. Are shorter, or longer durations possible? May the observation period occur after the implementation of program, i.e. 3 – 6 weeks post go-live?

Answer: The contractor is required to provide up to two weeks of on-premise post-go-live observation and support. Schedule and duration of visits will be based upon specific site needs with the advice and input of the local Contracting Officer’s Representative (COR). The local COR is the VA representative with the most thorough day-to-day knowledge of operations, staging and phasing.

c) Question: (Scope) Would you provide a list and location of the campuses?

Answer: See list appended to REVISED PERFORMANCE WORK STATEMENT.

The REVISED PERFORMANCE WORK STATEMENT published with this amendment (P0001) supersedes and replaces the prior, original PWS

d) Are demolition, construction and engineering within the scope of the BPA?

Answer: No. Demolition, construction and engineering are not in the scope of this

BPA.

The BPA holders are expected to liaison, co-ordinate and actively engage with both the local NFS COR and with the Facilities Management COR regarding form, fit and function of any existing or new device, appliance or equipment. (See also Q&A #5 and revised PWS)

e) Is new equipment within the scope of this BPA as well as consulting services?

Answer: Yes. New equipment (appliances (white goods), small wares) are within the scope of this BPA on an as needed basis, to be determined at each facility.

(See also Q&A #4 and #6 and revised PWS). Yes, professional consulting services are the preponderance of the value and committed dollars in the BPA orders under the BPAs.

f) What is the size standard and NAICS code?

The NAICS code and Size standard are found on page 1, block 10, SF 1449.

There is no change with this amendment. The NAICS code 541611 – Administrative Management and General Management Consulting Services is the best fit for the preponderance of the effort and value of this procurement:

process improvement, optimization of kitchen operations, physical reorganization consulting services. New equipment (appliances (white goods), small wares) are ancillary to the main purpose of the BPAs. (See also Q&A #4 and #5 and revised

PWS.)

3. Revised Performance Work Statement (PWS).

VISN 1 Nutrition and Food Services Dining System and Equipment Upgrade Proposal

PERFORMANCE WORK STATEMENT (PWS)

Blanket Purchase Agreement (BPA)

1. SCOPE:

Veteran’s Integrated Service Network (VISN) 1 encompasses 8 Medical Centers in New England. There is a possibility of this service being performed at the following Medical Centers, White River Junction, VT; Bedford, MA; VA Boston with three campuses – Brockton, Jamaica Plain and West Roxbury, MA; Leeds, MA; Manchester, NH;

Providence, RI; and VA Connecticut with campuses in West Haven, and Newington CT.

A single or multiple award blanket purchase agreement (BPA) is under consideration to be awarded to a Contractor(s) who shall provide all office equipment, labor, supervision, management, transportation, supplies, and materials to provide redesign, planning, implementation and training services to implement dining system process improvement which may also encompass equipment upgrade tailored to each participating VISN 1 Medical Center. The Contractor shall be responsible for all costs related to performing the BPA orders issued against this BPA and their successful completion in accordance with this PWS. Each site shall have its own on-premise day schedule. The contractor shall assure sufficient contractor on-site presence both pre- and post- go live to ensure seamless and successful transition from the current state to the future state of operations.

The services required shall be provided by professional consultants in the commercial and institutional food preparation industry and include, but are not limited to:

‐ Design and redesign of optimal physical layout of institutional kitchens;

‐ Comprehensive process improvement in the storage and preparation of foodstuffs and the delivery of meals to patients in an acute care hospital setting;

‐ Implementation of just-in-time food preparation, that is, meals cooked to order, in contrast to current legacy cook-chill methods;

‐ Recommendations for comprehensive process improvement and redesign so as to minimize spoilage, energy consumption, employee on the job injury and hospital acquired infection (HAI);

‐ Consultation and recommendations for the acquisition of institutional grade white goods (appliances) and small wares which meet existing or redesigned form, fit and function architecture and mechanical, electrical and plumbing (MEP) configurations;

contractor(s) shall also provide ancillary support in the installation of any new equipment or devices and the disposal and recycling of decommissioned equipment;

‐ Training, including on-site training and engagement with VA personnel in implementing of redesign and process improvement;

‐ Sustained and committed engagement with all VA stakeholders throughout performance of this BPA and the BPA orders issued against this BPA.

Neither construction nor architect and engineering services are within the scope of this

BPA.

OBJECTIVE:

To implement a quality Enhanced Dining System, to include redesign, process improvement and equipment upgrades, where needed, at all participating medical centers in VISN 1. The system selected for implementation at each site shall be tailored to the specific population, need, and facilities of each Medical Center. The primary purpose of this Blanket Purchase Agreement is to provide enhanced dining consultation and recommendations in accordance with industry best practices applicable to the Department of Veterans Affairs.

The contractor(s) shall be responsible for the following as outlined:

Program Development:

‐ Contractor(s) shall be available throughout the entire project. If the contractor is not on site, the contractor(s) shall be available to provide any necessary information via email and telephone interactions within 24 business hours.

‐ Contractor(s) shall provide all office equipment, labor, supervision, management, transportation, supplies, and materials to provide design, planning, implementation, and training services for implementing the Dining System and Equipment Upgrade at each participating site in VISN 1. No equipment shall be connected to the VISN LAN networks. No equipment shall be used or provided that will store or transmit sensitive data.

‐ The contractor(s) shall assure sufficient contractor on-site presence both pre- and post- go live to ensure seamless and successful transition from the current state to the future state of operations and shall closely co-ordinate with the local Contracting Officer Representative (COR) and the Chief/Assistant Chief, Nutrition & Food Services (NFS) or designee through all phases. Monthly schedules shall be provided on the first Tuesday of the month of service to the local Contracting Officer’s Representative (COR).

‐ Shall have initial site visit of each medical center and provide a very specific and detailed timeline of project implementation within one month of signed BPA order.

‐ Provide unlimited telephone, email, and mail support for up to 3 months post go-live to the Nutrition and Food Service (NFS) designee(s) as needed for the implementation of enhanced style dining.

‐ Contractor(s) shall execute an initial site visit at each VA Medical Center location and provide a very specific and detailed plan for redesign and renovation of the kitchen, to incorporate dining system enhancements, process improvement and equipment upgrade. This process will occur at each site over the entire course of the project depending on local campus requirements.

‐ Contractor(s) shall provide within one month of issued BPA order detailed specifications for any equipment that the contractor recommends be purchased by the facility for implementation of dining system and equipment upgrade. Equipment requirements shall consider facility specific and patient population needs. Equipment requirements shall be the first focus of the contractor.

‐ Contractor(s) shall coordinate and work with Facilities & Engineering Services/Facilities Management Service (FMS) to implement the enhanced dining plans. For any repositioned or restaged equipment and any new equipment the Contractor(s) shall obtain and furnish mechanical, electrical and plumbing (MEP) specifications and the form, fit and function specifications of such equipment to the COR and to FMS. Specifically, this includes any electrical or plumbing rework required based on layout of new equipment. T

‐ Contractor(s) shall have an initial site visit at each campus and shall provide to the Contracting Officer (CO) a very specific and detailed master timeline of project implementation within one month of signed BPA. This shall include timelines for menu development, staffing plans, training, software needs and development, etc.

‐ Contractor(s) shall assist in forming a Dining System and Equipment Upgrade committee consisting of contracting staff, FMS and select Nutrition (NFS) staff as designated by the Chief, Nutrition & Food Services or designee to discuss and resolve all concerns for implementing the Dining System & Equipment Upgrade project at each facility. The Committee shall obtain technical support and expert advice from the Contractor; however, the Committee and Contracting Officer retain full program control over requirements definition and development and implementation of solutions. Determinations shall include, but are not limited to:

o Development of all necessary standard operating procedures (SOP) for the enhanced style dining system to comply with all VISN, medical center, and applicable regulatory agency policies and guidelines. Enhanced style dining shall be room service designed throughout VISN 1 facilities unless sites are unable to sustain room service as a modality. In those areas clinically unsuited, the SOPs shall support modified use of the system to provide enhanced dining options.

o Menu and recipe development with nutrition information o Staffing plan and workflows for all positions in all buildings o Staffing plan and workflows for receiving, storage, distribution of food for all buildings o Staff training manuals o Equipment recommendations o Several possible alternative vendors for procuring needed food items, small wares, and other items needed for implementing project based upon the Contractor(s) knowledge of the institutional food preparation industry, with an emphasis on (SD)VOSB. The Contracting Officer and Committee will conduct their own independent market research for procurements arising during the course of this BPA.

‐ Contractor(s) shall provide enhanced dining menu details to include the design, menu items, ingredients, recipe development, recipes, plating, culinary training and production team staffing plan. Contractor shall provide hot and cold production policies and procedures. Contractor shall provide detailed culinary and staffing plan based on enhanced dining menu, to include menu items, ingredients, recipe development, recipes, production team staffing plan and shipping plan. All recipes shall include detailed nutrition information.

‐ Development of facility specific training manual & training plan – Contractor shall provide electronic training manual and detailed training plan to include two hard copy binders per facility.

‐ Workflow development with facility staff – Contractor(s) shall provide staffing plans, scheduling needs, task lists, and training manuals for each position. Contractor shall also provide internal (i.e. tray assembly, tray delivery, tray receiving, and meal ordering) and external (i.e. coordination with medication/tests, menu distribution) policies and procedures. Contractor(s) shall assist with position descriptions as needed.

‐ Contractor shall provide a list of necessary software/hardware needs in conjunction with Computrition software program (i.e. tray ticket printers, touch screen monitors, computer tablets).

‐ Contractor(s) shall provide list of ingredients; food items and small wares recommended for purchase and assist with developing a list of possible vendors for procurement of items.

‐ Contractor(s) shall provide an enhanced dining training program for meal delivery team at each medical center. Contractor shall provide detailed training plan, electronic training manual and two hard copy binders per VA