Amendent 2_Enhanced Dining Amendment P00002.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 10

Y 90C

Department of Veterans Affairs VAMC Togus

1 VA Center Augusta ME 04330

N 90C

Department of Veterans Affairs VAMC Togus

1 VA Center Augusta ME 04330

To all Offerors/Bidders

36C24120Q0304

07-02-2020

X

X X

TBD Per Task Order

X 1

The purpose of this modification (P00002) is to:

1) Publish the correct Performance Statement of Work (PSW) Modification P00001 inadvertently published a PSW that was truncated upon upload.

2) State that there is no change in the due date of offers, page 1, block 11.

Kevin LaBrie Contracting Officer

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

PERFORMANCE WORK STATEMENT

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 for implementing dining system process improvement and equipment upgrade tailored to each participating VISN

Medical Center. The Contractor shall be responsible for all costs related to performing the task orders issued against this BPA and their successful completion. 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 under this BPA are services 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 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 support includes 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 task orders issued against this BPA.

Not within the scope of this BPA are construction and architect and engineering services.

OBJECTIVE:

To implement a quality enhanced dining system, to include redesign, process improvement and equipment upgrades, at all participating medical centers in VISN 1. The system selected for implementation at each site shall be tailored to the specific populations, needs, 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 contractors shall be available to provide any necessary information via email and telephone interactions within 24 business hours.

‐ Contractor 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 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 task 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 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 shall provide within one month of issued task 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.

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

‐ Contractor 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 may 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. Concerns may include, but are not limited to:

o Development of all necessary standard operating procedures for the enhanced style dining system to comply with all VISN, medical center, and applicable regulatory agency policies and guidelines. Enhanced style dining will be room service 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 Contractors 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 the course of this BPA.

‐ Contractor 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 campus.

‐ Workflow development with facility staff – Contractor 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 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 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 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 Campus

‐ Contractor shall be on site during initial and final phase of construction and equipment installation. Contractor shall assist Facilities & Engineering Service in providing l support on any construction phase to ensure proper installation prior to going LIVE with the Dining

System and Equipment Upgrade project. This support includes, besides on‐going support of the local COR/or Chief of NFS, support to any Facilities Management Service COR in charge of any construction project. The support includes recommendations and best practices to avoid disrupting foods preparation operations that occur concurrently with any re‐design or installation.

Implementation:

This phase shall not be initiated until all assigned tasks in the Program Development phase are complete to local food service management’s satisfaction. The Contractor shall be on‐site to participate and support all the following activities:

‐ Detailed training for all food service, supervisory and management staff in all workflows and processes associated with enhanced style dining. Electronic training manual and two hard copy binders shall be provided at each facility for all training.

‐ Complete culinary training and final testing for food production staff. Electronic training manual and two hard copy binders shall be provided for all training.

‐ Provide software support in conjunction with Computrition for program start up.

‐ Provide complete dress rehearsal prior to start date.

‐ Provide a start‐up team for program start up.

‐ Provide daily assessments during start up on operations with recommendations for operational improvements.

‐ Provide a full assessment of the program to NFS at management team at each medical center and work with the team to assure the quality of the program and that the established goals and objectives are attained.

Post‐Implementation and Follow‐Up Support:

Contractor to ensure GO LIVE date within 12‐15 months of the task order with 3 additional months to monitor progress and solve problems. Contractor shall:

‐ Provide up to two weeks of observation and support after implementation of the Dining

System on‐premise for each medical center and equipment upgrade project followed by a report listing actions needed to be changed and actions that are being conducted successfully to the COR at each facility. The schedule and duration shall be based upon specific site needs as negotiated in the individual site task order.

‐ Provide a follow‐up observation report one month after completion of program start to include actions needed to be changed and actions that are being conducted successfully.

Performance Improvement Program:

The Contractor shall provide a comprehensive performance improvement program (PI) specific to NFS’s operation that is a tool for continuous monitoring and proactive improvement of the

VISN 1 enhanced dining program. The program shall be provided no later than the first post implementation visits to the COR at each facility and must include:

‐ Productivity and performance standards for the critical areas of the enhanced dining program.

‐ A formal auditing schedule and training for supervisory, clinical and management staff on performing/participating in audits.

‐ Identification of service problems, procedural deviations, and other unauthorized program migrations that occur through normal staff actions.

Contractor shall demonstrate to the Contracting Officer’s Representative (COR) that each requirement has been completed prior to acceptance.

2. PERFORMANCE PERIOD:

The Contractor shall complete the work required under this PWS in 455 days or less per order from the date of the award, unless otherwise directed by the CO. The work shall begin within

20 calendar days of award unless otherwise specified. Work will be done individually, per medical center dining facility. Work at the site shall not take place on Federal Holidays or weekends unless directed by the CO.

3. BPA and TASK ORDER AWARD MEETINGs:

The Contractor shall not commence performance on the tasks in this BPA until the CO has conducted a kick‐off meeting.

4. CHANGES TO PERFORMANCE WORK STATEMENT:

Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer or Contract Specialist. A copy of each change shall be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the

Contractor.

5. CONTRACTOR EXPERIENCE REQUIREMENTS:

Contractor shall specialize in hospital enhanced dining systems development and implementation and have a minimum of 3 years’ experience working as consultants for healthcare facilities in a hospital setting in the area of enhanced dining systems and conversion from the cook / chill to room service methodology. A list of at least three references consisting of current and prior clients of similar capacity and complexity shall be required.

The government will determine on a site review basis what positions are considered key personnel. The Contractor shall identify, by name, the key management and technical personnel who will work under this BPA order at the time the work is being negotiated. If a key person becomes unavailable to complete the site review, the proposed substitutions of key personnel shall be made only as approved and directed by the CO. The government does not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The Contractor shall submit a resume of qualifications to the

COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the CO and COR prior to bringing on duty. If, at any time from the date of award to the end of the contract, non‐key Contractor personnel are no longer available, CO/COR will review qualifications of proposed replacement personnel and may reject individuals who do not meet the qualifications set forth in the PWS. Team personnel proposed by the contractor shall possess some of the following knowledge and/or skills: quantity food management and systems management and redesign in large hospital kitchens, food production, SERV Safe, room service experience, and culinary expertise.

The contractor must notify the CO in advance to approve or reject proposed contractor key personnel for the performance of this BPA. The Contractor shall remove any employee from the performance of this BPA within five (5) workdays of receiving notice from the Contracting

Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this BPA when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

The contractor must inform the VHA COR, and CO when personnel are removed from the BPA for any reason.

If a key person becomes unavailable to complete the site review, proposed Substitutions of key personnel shall be made only if approved by the CO and COR at each facility.

The contractor shall submit a resume of qualifications to the CO and COR for all direct employees proposed for the project. All Contractor employees will be approved by the

CO and COR prior to bringing on duty.

6. CONFIDENTIALITY AND NONDISCLOSURE:

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers and other material deemed relevant by VA which have been generated by the Contractor in the performance of this BPA order, are exclusive property of the U.S. Government and shall be submitted to the

Contracting Officer at the conclusion of the BPA order.

2. The Contracting Officer is the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this BPA order. No information shall be released by the Contractor. Any request for information relating to this BPA order, presented to the Contractor, shall be submitted to the Contracting Officer for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO and local VA

Campus Public Affairs Officer.

7. PAYMENT:

The Contractor shall be fully responsible for timely payment of all sub‐contractors used in this production.

8. CONTRACTING OFFICE REPRESENTATIVE:

1. The Contracting Officer reserves the right to designate Contracting Officer Representatives

(COR) to act for him/her in furnishing technical guidance, advice and to generally supervise the work to be performed under this BPA. Such designation will be in writing and will define the scope and limitations of the designee’s authority. A copy of the designation shall be furnished to the Contractor.

2. Be advised that the COR cannot change price, terms or conditions of this BPA. The

Contractor is hereby notified to contact the CO regarding any issues regarding price, terms or conditions of this BPA.

3. The VA staff person who is COR for each BPA order/individual campus shall be designated in writing by the Contracting Officer duration of this BPA.

9. ADMINISTRATION: The schedule of the project at the individual VA Medical Center (VAMC)

Campus is tailored for that campus on the task order issued for the VAMC.

The period of performance and the delivery of goods and services under the task orders issued against this Blanket Purchase Agreement shall be directed in accordance with the requirements of the local VA Medical Center (VAMC) campus.

The Contracting Officer shall appoint a COR for the Administration of the Blanket Purchase

Agreement (VISN 1 COR).

The VISN 1 COR has cognizance over the BPA and the annual review of the BPA.

The Contracting Officer shall appoint a COR for individual, local task orders issued at each of the eight respective VAMC Campuses listed in the PERFORMACNE WORK STATEMENT, 1. SCOPE.

(VAMC COR).

A VAMC COR has cognizance solely over his/her respective VAMC Campus and the task/delivery orders issued in support thereof.

10. LOCATIONS:

The following kitchen locations in VISN 1 (New England) are under consideration and are within the scope of this BPA. The listing of any campus does not imply that task orders will be issued in any order, rank or sequence.

Bedford

200 Springs Road

Bedford, MA 01730

West Haven

950 Campbell Avenue

West Haven, CT 06516

Brockton Division

940 Belmont Street

Brockton, MA 02301

Jamaica Plain Division

150 S. Huntington Avenue

Boston, MA 02130

West Roxbury Division

1400 VFW Parkway

West Roxbury, MA 02132

Manchester VA Medical Center

718 Smyth Road

Manchester, NH 03104

Providence VA Medical Center

830 Chalkstone Avenue

Providence, RI 02908

VA Central Western Massachusetts (CWM) Healthcare System

421 North Main Street

Leeds, MA 01053

White River Junction VA Medical Center

215 North Main Street (Mailing) 163 Veterans Drive (GPS)

White River Junction, VT 05009

11) All task orders are subject to line items and line item invoicing and accounting as per FAR

4.1001. Each of the locations in Section 10. is a line item under the task orders of the BPAs.

12) Task Orders issued against BPAs are subject to Service Contract Labor Standards (41 USC 67) and Department of Labor Wage Determinations relevant to each of the foregoing respective sites.