36C24121Q0223_5.docx

Combined Synopsis/Solicitation Dining Enhancement Scope

Contract Opportunity Amendment to a Previous Combined Solicitation

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* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation N073 Dining Enhancement VISN 1 01730 36C24121Q0223 K 04-05-2021

3:00 PM

EASTERN TIME, NEW YORK, USA

N

VSA

561210 Department of Veterans Affairs VAMC Bedford 200 Springs Road Bedford MA 01730 Contracting Officer Harold Nice

HAROLD.NICE@VA.GOV

781-687-2000

A.1 SOLICITATION 36C24121Q0223 DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation quotations are being requested, and a written solicitation document will not be issued.

The Solicitation number is 36C24121Q0223 and is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04.

This is a Veteran Owned Small Business Set Aside (VOSB) and the associated North American Industrial Classification System (NAICS) code for this procurement is 561210, with a small business size standard of 750 Employees.

Questions and Answers

1. Was there a prior assessment at each location?

· Yes, there was, however, the assessment was completed but not utilized at each station. The new assessment shall be done as part of the site visit for each station and shall be submitted as part of the quote. This way, the vendor that supplies and installs the equipment knows exactly what was in the assessment and that all required recommendations were adhered to.

2. How long do the site visits take?

· The length or time of each site will vary depending on many factors.

3. Will there be any documents on station to assist in the assessment?

· Yes, an individual assessments summary for each station should be available at the time of the site visit.

4. Does the solicitation include infrastructure repairs?

· No, that will be done as a separate requirement.

5. Will there be a schedule for the site visits?

· Yes, the site Visits will be scheduled by Justin Bakaian.

6. In order to deliver on the stated concept, to provide dining enhancement to the veteran population in accordance with industry best practices in accordance with Mission Act guidelines, will the VA accept a proposal in the generally accepted practice of program development (menu and training) followed by design and equipment identification?

· Yes, quotes will be accepted while keeping within the scope of the PWS.

7. Can the procurement be divided or segment the design and equipment portions of the contract.?

· This is a BPA and essentially it is up to the service to determine at what point is the station ready to receive the menu development, Training, equipment and installation. The design is depending on what equipment is chosen for that kitchen. This cannot be divided.

8. What is driving the order of the Enhanced dining Concept?

· The scope is essentially “Move from Cook/Chill to one of: cook/boost, cook/serve, cook to order.” Yes, concept drives menu, which drives design and in keeping within scope as the concept is already known.

Questions directly from the Solicitation in page number order:

1. Per the statement below:

from page 4 of the solicitation, what happens if our visit did not determine all the infrastructure requirements?

The Contractor will work with the local POC and station FMS department to determine infrastructure needs outside the scope of this requirement.

2. What is the process then if awarded to determine and document these? Will that be at the contractor’s expense?

Determination and documentation will be made by local POC/FMS. Contractor would also provide a local presence to validate equipment needs, layout, etc., all of which will inform infrastructure requirements. These Infrastructure needs will be identified as complete by FMS and local POC and a percentage of readiness will be accomplished.

3. Will the COR fully integrate his time and participate in each station’s meetings, review of plans, documents, and processes?

COR will provide adequate time and support as necessary and per their discretion to facilitate smooth operation of contract.

4. Per the statement below:

5. Per the statement below:

Please define what is meant by the word assist, describe the expectation of the contractor to perform this action.

Assist through establishment of equipment needs and production and service layout, which necessarily inform FMS of the infrastructure work to be accomplished outside the scope of this requirement.

6. Per the statement below:

Would the days not used revert to the contractor if not used and at the contractor’s expense if they go over the ‘budgeted’ number of days per station?

Please provide estimated number of person-days required to fulfill dining enhancement work, per site, with your bid. COR and POC will review and request adjustment if required at the discretion of the Contracting Officer. Once awarded, the full number of person-days will be expected from the Contractor. Deviations from the agreed-upon number of person-days will be at the Contractor’s expense.

7. Per the statement below:

· What is the frequency and time duration of each meeting?

As required by the site.

· Has the VISN determined if sites remote to the main kitchen area are still suitable to on-demand Room service? E.g.: Central Western Mass and Bedford.

Please refer to the Combined Synopsis regarding scope of these requirements.

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 will support modified use of the system to provide enhanced dining options.

· What is the approval process for additional FTEE’s for this program per station?

There is a local resource management process at each station, for which the Nutrition and Food Services department will be responsible.

· What is the timeframe from approval of additional FTEE’s to hired in position at each station?

Highly variable and dependent upon executive leadership at each site. This would also be part of the process that will determine the Go Live date to complete the Enhanced Dining. Although additional FTE is not within scope the onboarding must be known prior to implementation or funding.

All Training will be priced to include all staff associated with the Enhanced Dining upgrade.

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 will 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 will include detailed nutrition information.

· What diet manual does each station reference?

The AND Nutrition Care Manual

8. Per the statement below:

This statement points to clinically unsuited, however, has the VISN determined if sites that are remote to the main kitchen area still suitable for an on-demand room service program?

Please refer to the above statement as your question is answered therein.

Implementation:

· Does each station have a Computrition expert to execute and support 100% of all program changes and updates needed within the system?

Yes. Skill levels vary from site to site.

· Will contractor have access to same?

Yes

9. Provide one week of observation after implementation of the Dining System and Equipment Upgrade project followed by a report listing actions needed to be changed and actions that are being conducted successfully.

· Is this the week after the implementation or the week of implementation?

Week of implementation

- 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.

· Please provide all performance metrics (KPI’s), the current state of each per station that are currently monitored related to the dining programs.

According to the SME’s this question can be answered post award. Please rephase question?

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

· What is the determination for “completed” and to what actions is this specifically referring?

Fulfilled to the satisfaction of the COR and the site POC.

Every action identified in the PWS.

OPERATIONAL UPTIME

· Please define the intent of this statement, Uptime of_____?

Operations/Equipment, We do not want any equipment down for any length of time.

Contractor experience requirements:

Contractor specializes in hospital enhanced dining systems development and implementation and has a minimum of 8 years’ experience working as consultants for VA healthcare facilities in the area of enhanced dining systems. A list of at least three references consisting of current and prior clients from within VA will be required. The Contractor must have been responsible for full dining methodology upgrade from Cook/Chill to the most comprehensive dining methodology feasible at the site of reference, to include menu development, FTEE assessment, equipment assessment, training manual development, call center stand-up, culinary training, and customer service / scripting training.

· Is the contractor requirement specifically cook/chill only to Room Service?

As above and the minimum # of years has been changed via amendment.

Design questions by page:

4. Objective: Provide FMS with a detailed description outlining infrastructure upgrades requirements to comply with the space parameters and equipment specifications in a separate attachment to the quote. All Infrastructure upgrades shall be completed using another contract vehicle as this is not a construction contract. (See document D1) Please list other work required: Floors, Ceilings, Walls, Utility services

· Please confirm that the items listed in D1, 2, 3, 4 are to be provided once the provider is selected. It is not possible to provide the information prior to doing the first phase of design work.

· The renovation process will either require a phased approach with temporary services established which the room service operations is developed, or a temporary field kitchen located on the site to support the renovations of the space has this been considered and if so to what extend or will this be part of the post award planning design?

Such things as the equipment needs, Menu development are to be determined pre-award. All equipment should be known with reference to the menu previously uploaded as an amendment. The stations will relatively serve a similar menu but the mannor in which the food is prepared will vary depending on the station’s infrastructure.

· All Stations to receive services and to receive the Dining Enhancement. (See attachment D1)

· Please confirm all stations are as defined as the eight mentioned.

Yes, The list of stations is correct

· All Equipment and Services shall be priced separate. (See attachment D2) and totaled in the pricing schedule attached.

· Itemized is part of the design and documentation process which occurs post design development.

No, this will be done pre-award.

· All Installation shall be priced separate. (See attachment D3) and totaled in the pricing schedule attached.

· Itemized is part of the design and documentation process which occurs post design development.

No, this will be done pre-award.

· All Training and Menu Development shall be priced separate. (See Attachment D4) and totaled in the pricing schedule attached.

· Confirm this statement meaning to be the Cost for Training and Menu Development will post design so an accurate scope of services can be developed.

No, this will be done pre-award.

5. 1. Conformance Standards

· Does VISN 1 understand that any work performed in the kitchens will render them subject to current code upgrades? E.g., if the equipment under the hood will generate more demands on the system, will the VISN/VA not be required to meet the code for an appropriately sized HVAC system?

Code issues will be addressed by each station as part of infrastructure upgrades but not within the scope of this requirement.

· Who is the responsible authority to inspect, permit, grant certificate of occupancy, certificate of operation prior to starting the new program?

Station Facilities, Engineering, Safety, etc.

Contractor will have initial site visit and provide a summary with the quote concerning the infrastructure of the kitchen to incorporate dining system and equipment upgrade. Detailed design drawings will be provided.

Contractor will provide detailed specifications for all equipment to be purchased prior to implementation of dining system and equipment upgrade.

· Plans cannot be provided as a condition to bid on this project. It is not possible to do detailed plans without doing the in-depth site review. The work is valued as part of the project bid.

A site visit was presented, and the site assessment was to be done at that time.

Equipment requirements must be the first focus of the consultant.

· Agreed we consider this as post bid work, therefore it is assumed that price for equipment will be provided after the bid is award and a design is agreed to by the station.

The Equipment Price must be done pre-award. The first focus of the consultant was to be the assessment for infrastructure upgrades. The Equipment must be known first so that the infrastructure can support it.

From VISN1’s First response question to this solicitation, please clarify:

6. In order to deliver on the stated concept, to provide dining enhancement to the veteran population in accordance with industry best practices in accordance with Mission Act guidelines, will the VA accept a proposal in the generally accepted practice of program development (menu and training) followed by design and equipment identification?

· Yes, quotes will be accepted while keeping within the scope of the PWS.

Follow-up clarification: Therefore, Tables D2 and D3 will be populated post award and post menu development by stations as previously understood.

D2 must be priced Prior to Award of the BPA and the Equipment must be known. All equipment must be priced Firm Fixed Price.

D3 must also be filled out prior to awarding the BPA using the quoted price in D2.

West Haven:

· Please provide all kitchen plans and equipment assets and placement within the plan

· Please provide a site plan and notation of all locations that resident/patient dining is deployed/available.

Site visit was accomplished

Providence:

· Adjusted patient/resident Days.

· Please provide all kitchen plans and equipment assets and placement within the plan

· Please provide a site plan and notation of all locations that resident/patient dining is deployed/available.

Site visit was accomplished

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

Brockton:

· Please provide all kitchen plans and equipment assets and placement within the plan

· Please provide a site plan and notation of all locations that resident/patient dining is deployed/available

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

· Recent renovations (AutoCAD and/or PDF offered)

West Roxbury:

· Please provide all kitchen plans and equipment assets and placement within the plan

· Please provide a site plan and notation of all locations that resident/patient dining is deployed/available Site visit was accomplished

· Budgeted vs actual Productive FTE's 27 and 22.3

· Existing patient menus

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

Bedford:

· Please provide all kitchen plans and equipment assets and placement within the plan

· Please provide a site plan and notation of all locations that resident/patient dining is deployed/available.

Site visit was accomplished

· Budgeted vs actual Productive FTE's

72.5 and 58.5

· Existing patient menus

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

Manchester:

· Please provide all kitchen plans and equipment assets and placement within the plan

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

Site visit was accomplished

White River Junction:

· Adjusted patient/resident Days.

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

Site visit was accomplished

Central Western Mass:

· Confirm Adjusted patient/resident Days.

· Please provide the detailed plans for the recent renovations in progress

· Existing equipment plans for all kitchen areas, a minimum floor plans indicating the architecture (all walls) plans should extend beyond the kitchen encompassing the access to and from kitchen for all deliveries and patient meal sends.

Site-specific average daily census as of Q1 FY 2021. Understand that the operating environment has shifted under the COVID pandemic and censuses are 20-50% reduced from pre-COVID levels..

White River Junction:

Average census: 35

Bedford:

Average census: 266

Boston:

Average census: 330

Manchester:

Average census: 16

Central Western Mass:

Average census: 56

Rhode Island:

Average census: 53

Connecticut:

Average census: 85

See attached document: Kitchen West Roxbury.

See attached document: Kitchen Rhode Island.

See attached document: Kitchen Manchester.

See attached document: Kitchen Bedford.

See attached document: WRJ kitchen.

See attached document: Kitchen West Haven CT.

See attached document: Kitchen North Hampton.

See attached document: Kitchen Brockton.

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