36C24726Q0195.docx

36C24726Q0195 36C24726Q0195

GENERAL INFORMATION

VISN 7 Network Contracting Office LaVista Business Park - Bldg A 2008 Weems Road Tucker GA 30084

POINT OF CONTACT*

Contracting Officer Joseph E. Horn Joseph.Horn@va.gov 404-321-6111 x4043

PLACE OF PERFORMANCE

Atlanta VAMC DRRTP

1309 Anderson Way SW

Atlanta GA

COUNTRY

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

Solicitation number 36C24726Q0195 is issued as a Request for Quote (RFQ), for temporary lodging services for Birmingham VA Medical Center. This acquisition is set-aside for service-disabled veteran-owned small business (SDVOSB) concerns. The North American Industry Classification System (NAICS) code 722310 is assigned to this requirement with a small business size standard of $47.0 million. The FSC/PSC is S203.

The Department of Veterans Affairs, Atlanta VA Medical Center located at 1670 Clairmont Road, Decatur Georgia , requires Food Catering services to Domiciliary Residential Rehabilitation Treatment Program (DRRTP) facility located at Fort McPherson in Atlanta GA. The Fort McPherson (DDRP) facility is located at Fort McPherson. The performance work statement, line-item descriptions, quantities, period of performance, applicable terms and conditions, and instructions to offerors are all specified in the attachments. Interested parties are encouraged to review this entire solicitation, including all attachments before responding to this solicitation.

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov and www.acquisition.gov/vaar.

Questions regarding this combined synopsis/solicitation must be e-mailed to Joseph E. Horn at Joseph.Horn@va.gov no later than 10:00 AM ET, on Jan 9, 2026.

Deadlines: Quotes must be submitted via e-mail to Joseph E. Horn at Joseph.Horn@va.gov , and received no later than 12:00 AM EST, on Jan 16, 2026.

“VA Notice of Limitations on Subcontracting - Certificate of Compliance: To be eligible for evaluation and consideration for award, offerors must return the entire Limitations on Subcontracting Certificate of Compliance clause containing a fully completed certification at the time offers are due or the offer will be rejected and not forwarded for evaluation. In addition to completing the offeror ‘fill-in’ requirements for this clause, offerors must insert the offeror’s name in the brackets containing the following verbiage “[Insert Name of Offeror]” to have a fully completed certification.”

See attached Document: Past Performance Template See attached Document: Location Photos additional information See attached Document: Wage Determination

Combined Synopsis/Solicitation Notice

Page 1 of Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Department of Veterans Affairs VISN 7 Network Contracting Office LaVista Business Park - Bldg A 2008 Weems Road Tucker GA 30084

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

https://portal.tungsten- network.com

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Food Catering Services -Three Meals and One Snack 365 Days a Year - Up to 61 Residents Contract Period: Base POP Begin: 02-01-2026 POP End: 01-31-2027 PRINCIPAL NAICS CODE: 722310 - Food Service Contractors PRODUCT/SERVICE CODE: S203 - Housekeeping - Food

0001AA

Meal - Breakfast Contract Period: Base POP Begin: 02-01-2026 POP End: 01-31-2027

0001AB

Meal - Lunch

POP Begin: 02-01-2026 POP End: 01-31-2027

0001AC

Meal - Dinner

POP Begin: 02-01-2026 POP End: 01-31-2027

0001AD

Meal - Snack

POP Begin: 02-01-2026 POP End: 01-31-2027

Food Catering Services -Three Meals and One Snack 365 Days a Year -

Contract Period: Option 1 POP Begin: 02-01-2027 POP End: 01-31-2028

1001AA

Meal - Breakfast Contract Period: Option 1 POP Begin: 02-01-2027 POP End: 01-31-2028

1001AB

Meal - Lunch

POP Begin: 02-01-2027 POP End: 01-31-2028

1001AC

Meal - Dinner

POP Begin: 02-01-2027 POP End: 01-31-2028

1001AD

Meal - Snack

POP Begin: 02-01-2027 POP End: 01-31-2028

1001AE

Food Catering Services -Three Meals and One Snack 365 Days a Year -

Contract Period: Option 1 POP Begin: 02-01-2027 POP End: 01-31-2028

Food Catering Services -Three Meals and One Snack 365 Days a Year -

Contract Period: Option 2 POP Begin: 02-01-2028 POP End: 01-31-2029

2001AA

Meal - Breakfast Contract Period: Option 2 POP Begin: 02-01-2028 POP End: 01-31-2029

2001AB

Food Catering Services -Three Meals and One Snack 365 Days a Year -

Contract Period: Option 2 POP Begin: 02-01-2028 POP End: 01-31-2029

2001AC

Meal - Lunch

POP Begin: 02-01-2028 POP End: 01-31-2029

2001AD

Meal - Dinner

POP Begin: 02-01-2028 POP End: 01-31-2029

2001AE

Meal - Snack

POP Begin: 02-01-2028 POP End: 01-31-2029

1 Food Catering Services - Three Meals and One Snack 365 Days a Year Contract Period: Option 3 POP Begin: 02-01-2029 POP End: 01-31-2030

3001AA

Meal - Breakfast

POP Begin: 02-01-2029 POP End: 01-31-2030

3001AB

Meal - Lunch

POP Begin: 02-01-2029 POP End: 01-31-2030

3001AC

Meal - Dinner

POP Begin: 02-01-2029 POP End: 01-31-2030

3001AD

Meal - Snack

POP Begin: 02-01-2029 POP End: 01-31-2030

1 Food Catering Services - Three Meals and One Snack 365 Days a Year Contract Period: Option 4 POP Begin: 02-01-2030 POP End: 01-31-2031

4001AA

Meal - Breakfast

POP Begin: 02-01-2030 POP End: 01-31-2031

4001AB

Meal - Lunch

POP Begin: 02-01-2030 POP End: 01-31-2031

4001AC

Meal - Dinner

POP Begin: 02-01-2030 POP End: 01-31-2031

4001AD

Meal - Snack

POP Begin: 02-01-2030 POP End: 01-31-2031

B.3 PERFORMANCE WORK STATEMENT

Food Catering Services Atlanta VA Healthcare System- Fort McPherson Domiciliary

I. General Information

1.1 Purpose: The Atlanta VA Healthcare System intends to procure services of a contractor to provide food catering services to the Domiciliary Facility located at Fort McPherson.

1.2 Background: The Atlanta VA Healthcare System is comprised of a level 1A tertiary care facility, 21 Community Based Outpatient Clinics, 1 Community Living Center and 1 Domiciliary Residential Rehabilitation Treatment Program (DRRTP). This Performance Work Statement (PWS) pertains to the Domiciliary facility located at Fort McPherson in Atlanta, GA. The Fort McPherson DRRTP is a 24/7, 61-bed residential treatment facility that provides services to a maximum of 61 residents at one time. The DRRTP facility is aimed at promoting Veterans recovery and community reintegration. The DRRTP provides mental health, substance use, medical, and psychosocial rehabilitation to Veterans ranging in age from 20 to 90. This PWS establishes requirements for ensuring compliance with evidenced based guidelines for the provision of a safe food supply for all Veterans residing at the DRRTP according to their medical and nutritional needs.

1.3 Scope of Work: The vendor shall provide all resources necessary to accomplish the deliverables described in the PES, except as may otherwise be specified. The department of VA Network Contracting Office (NCO) 7 is soliciting proposals from qualified food service vendors to provide catering, off-site food preparation, food service supplies, delivery and service of meals to exact quantities that will be required during the contract term.

1.4 Type of Contract: Firm-Fixed Price (FFP) Contract.

2 PERFORMANCE

2.1 Place of Performance:

Fort McPherson Campus Atlanta VA DRRTP 1309 Anderson Way SW Building 131 Atlanta, GA 30310

2.2 Period of Performance: This contract is for a one (1) base year and four (4) one (1) year options. In accordance with Federal Acquisition Regulations (FAR 52.217-9 – Option to Extend the Term of the Contract. An option year does not obligate the VA to exercise an option. The VA has the discretion to unilaterally exercise the option period. The period of performance dates are as follows:

2.3 Hours of Performance: The Contractor shall provide full food service (breakfast, lunch, dinner, and one (1) snack per day) utilizing the warming kitchen seven (7) days per week, 365 days per year including all weekends and Holidays. Meals shall be provided on all Federal Holidays. Observance of Holidays by Government agencies in accordance with 5 U.S.C.6103, Executive Order 11582 and Public Law 94-97 listed below. The contractor will provide the meal services during the hours of operation Sunday- Saturday at the following Eastern Times (ET):

Unless otherwise specified the Government observes the following holidays:

2.3.1 Special holiday meals will be provided for Thanksgiving, Christmas, New Year’s Day and Easter Sunday.

3 TASKS

3.1 Food Preparation:

3.1.1 Food preparation shall be carried out using VHA Directive 1439 Food Service Management, Veterans Health Administration (VHA Healthy Diet Guidelines, Dietary Guidelines for Americans (2020-2025, Menu Planning Guide and Food Production Guide, Food and Drug Administration (FDA) Food Code 2022 Duties will be assigned by contractor’s supervisor, and contractor is expected to follow assigned duties and local policies and procedures. Duties may include but are not limited to cutting, chopping, washing produce, portioning, slicing, baking, broiling, boiling, blending. Contractor is expected to follow all local standardized recipes.

3.1.2 The Contractor shall provide all food service operations for this facility; this shall include the provision of:

3.1.2.1 All food products

3.1.2.2 All beverages

3.1.2.3 All labor

3.1.2.4 All material

3.1.2.5 Equipment and supplies unless Government furnished property

3.1.2.6 Off-site food preparation

3.2 Service of Food: The contractor shall set up and close service lines in a manner to ensure availability of menu items from posted meal opening until closing time (see section 2.2 for hours of operation) affording all customers the opportunity to be served; perform standard cross-panning procedures, maintain proper temperature on serving lines. May serve in a cafeteria setting or serve on a tray line in the food production and service kitchen. Must be able to portion food items appropriately and read tray tickets or other documentation listing the food items to be served. For carryout service the contractor shall make up boxes or containers, assemble, pack and label the meal components for pick up by others.

3.3 Customer Service: Contractor will provide timely and attentive customer service, making sure the Veterans’ needs are met in a manner that reflects positively. All Residents and staff will be treated with courtesy and respect. Any complaints made to the contractor regarding services will be forwarded to the COR within one (1) day of receipt.

3.4 Subsistence and Material handling: The contractor may be responsible for receiving subsistence and material orders. Contractor will meet VHA standards for receiving and storage of subsistence. The contractor will follow all local facility policies and procedures, in addition to the handbooks and guidance listed in section 1.1, to complete assigned duties which may include but not be limited to checking in orders, checking that quantities and items received match the invoice, checking for damage and signs of compromised food quality, inspect for signs of pests infestation, dating and labeling product, rotating and putting away stock, removing items from cardboard boxes. Contractor must be able to lift at least 50 pounds. The contractor shall meet all federal mandated subsistence handling procedures in the current FDA Food Code2022, Supplement, VHA Directive 1439.

3.5 Table Bussing Service: The contractor shall clear, clean, and sanitize dining room tables, chairs, or benches at a rate sufficient to ensure availability to customers and replenish dining table items (napkins, condiments etc.) so that they are available to all patrons without waiting. Local policies and procedures will be followed. Proper methods for washing and sanitizing surfaces, including tables, will be followed at all times.

3.6 Sanitation requirements: The Contractor shall comply with the FDA Food Code 2022, Supplement, VHA Directive 1439, all local and facility policies and procedures.

3.7 Housekeeping Services:

3.7.1 The contractor shall clean those areas that immediately affect customer service to include appearance of the dining hall.

3.7.2 The contractor shall clean floors so that no visible dirt or dust remains on the floors, floor mats or runners, in corners, behind floors, or underneath furniture and equipment. The contractor shall not place chairs on tables at any time.

3.7.3 The contractor shall spot clean floors to remove food spills and debris as they occur.

3.7.4 The contractor shall clean and sanitize dishes, pots, pans, silverware, kitchen and dining areas, in accordance with the FDA Food Code 2022, Supplement, VHA Directive 1439 and local standards of practice. Local policies and procedures will be followed. Contractor is responsible for maintaining documentation, including ware washing temperature logs, food temperature logs, and sanitizer testing.

3.8 Waste Management: The Contractor shall support the government by complying with VHA recycling program. This requires segregating recyclable cardboard and placement in appropriately labeled containers provided by VHA (if cardboard is stained then it cannot be recycled). Contractor may be responsible for collecting trash and recycling in multiple areas and taking items to designated area for disposal as accumulated, and at the end of each day.

4 MENU & FOOD PRODUCTION GUIDANCE

4.1 Specifics:

4.1.1 The menu shall meet the VHA Healthy Diet Guidelines, containing a minimum of 2400 calories and 90 grams of protein/day. Food allergen information must be available upon request. The menu will be reviewed and approved in writing by an Atlanta VA Healthcare System Dietitian every three (3) weeks. Menus shall be submitted for review a minimum of seven (7) days prior to start of the menu cycle. A three (3) week menu cycle (identical meals must not be repeated during the three (3) week cycle) shall be provided that includes:

4.1.1.1 A choice of at least two (2) different entrees

4.1.1.2 A choice of at least two (2) different starches

4.1.1.3 A choice of at least two (2) different non-starchy vegetables

4.1.1.4 A minimum of one (1) beverage

4.1.2 Options for modified diets shall be available to meet the unique nutritional needs of the Veteran patients including:

4.1.2.1 Low sodium items

4.1.2.2 Sugar free items

4.1.2.3 Gluten free items

4.1.2.4 Vegan items

4.1.2.5 Kosher items

4.1.2.6 Soft texture food items

4.1.2.7 Halal food items

4.1.3 Substitutions for the eight (8) most common food allergies must be available, those allergens are:

4.1.3.1 Milk

4.1.3.2 Egg

4.1.3.3 Fish

4.1.3.4 Crustacean Shellfish

4.1.3.5 Tree nuts

4.1.3.6 Peanuts

4.1.3.7 Wheat

4.1.3.8 Soy

4.2 Holiday Meals: Special holiday meals will be prepared on Thanksgiving, Christmas, New Year’s Day, and Easter Sunday. Holiday meals must at minimum meet the basic menu requirements listed above for dinner, however, include additional traditional items related to the specified holiday. Consultation with an Atlanta VA Healthcare System Registered Dietitian will take place at least two (2) weeks prior to these holidays to confirm the meal content on these occasions.

4.3 Missed Meals: Veteran will be instructed to call the Domiciliary if they will be late and miss the scheduled mealtime for that day prior to the start of the meal. Domiciliary staff will notify the Contractor who shall reserve, label, and store a meal in a pre-determined location for the identified Veteran. Domiciliary staff will issue meal to identified Veteran at time of Veteran’s arrival on campus.

4.4 Sack Meals: A sack meal shall be provided upon request for each patient when they will not be on site during established meal periods. The Contractor will be notified of the total number of sack meals needed for the following day by 12:00pm EST on the previous day. Each sack meal shall be labeled to identify the intended Resident/Event. All meal items, including sack meal items, should be reflective of the Residents diet order (i.e. a low sodium sack meal should contain low sodium food items).

4.4.1 Sack meal breakfast shall consist of a protein source; whole grain (cereal, muffin, or breakfast bar); fruit and beverage.

4.4.2 Sack meal lunch shall consist of a protein source; fresh vegetable; fruit; starch; condiments, dessert and a beverage.

4.4.3 Sack meal dinner shall consist of a protein source; fresh vegetable; fruit; starch; condiments dessert and a beverage.

4.4.4 Sack meals or prepackaged meals will be provided to Residents in the event of an emergency evacuation/relocation within a 30-mile radius of the facility.

4.5 The facility menu for the coming month (next 3 week menu cycle) will be reviewed by facility management and resident representatives in a monthly meeting to be held on an established day. Menu items specified on the reviewed menu will be prepared at least 95% of the time (deviation greater than 95% requires notification and approval).

4.6 All prepared foods will be stored at appropriate temperature, covered, labeled and dated.

4.7 Leftover foods may be used for Resident service but must be cooled as quickly as possible following Hazard Analysis Critical Control Point (HACCP) Guidelines after initial service, used within 24 hours, heated to an internal temperature of 160 degrees F and discarded if not used completely.

4.8 Separate cutting boards will be used for preparation of raw and cooked products. Cutting boards must be washed, rinsed, and sanitized between each use. There must be a sufficient number of cutting boards to allow for adequate cleaning and sanitation.

4.9 Sufficient eating utensils, cups, plates, glasses, and trays will be provided such that residents may use multiple of each item at every meal.

4.10 Food inventory will be “first in, first out (FIFO)” to ensure all food products are rotated using the oldest product first.

4.11 Dry food is stored in a clean dry area on shelving that is 6” or more above the floor.

4.12 All non-food supplies will be stored in a separate area from food supplies. Toxic cleaning materials and supplies will be identified, stored and used in such a manner as to not contaminate food. Contractor must provide updated SDS book located in the warming kitchen.

4.13 Each reach-in refrigerator/freezer used for the storage of perishable food will have an accurate thermometer. Temperatures will be recorded daily, and logs maintained for at least one (1) year.

4.14 Food will be prepared in a sanitary manner following HACCP Guidelines. Employees will thoroughly wash hands with soap and water before handling food and after sneezing, coughing, smoking, using handkerchiefs or using the toilet.

4.15 Prepared food will be maintained at a temperature below 40 degrees F or above 140 degrees F. Ground meat including hamburger patties will be cooked to an internal temperature of 155 degree F.

4.16 All kitchen areas will be cleaned during and after use. All kitchen areas will be maintained in a sanitary and orderly manner. A thorough cleaning of work surface, walls, floors, equipment, ceilings will be done on a regular or as needed basis, no less than 1 time per week.

4.17 Waste cans will be lined with plastic garbage bags and removed from the kitchen on a regular basis. Waste cans will be cleaned on a regular basis.

5 CONTRACTOR REQUIREMENTS & RESPONSIBILITY

5.1 Contractor shall provide for review, and maintain annually, a food service permit from the Georgia Department of Public Health (GDPH) adhering to Georgia Rules and Regulations Governing Food Service operations for the commercial kitchen in which food is prepared.

5.2 Contractor shall maintain the highest standard of quality and food safety in accordance with the FDA Food Code, the Department of VA established food safety program and Joint Commission Standards.

5.3 Contractor shall submit one hard copy of the following: 1. Current written GDPH Inspection report; or 2. United States Department of Agriculture Certified Kitchen Certificate of food preparation location for record and submit annually to the Contracting Officer Representative (COR) within seven (7) calendar days of receipt.

5.4 Key Personnel

5.4.1 Contractor shall provide eight (8) hours of food safety related Continuing Education Units (CEU) to each staff person upon employment and every two years in accordance with GDHR Rule 209-5-14-09 to include ServSafe certification. Copies of the certificates must be submitted to the COR within 30 days of completion and prior to expiration of previous certification.

5.4.2 Manager- The contractor shall designate a full-time, on-site representative and alternate in between hours of operation. This representative shall be responsible for the performance of the work. These names shall be designated in writing to the contracting officer. The representative or alternate shall be available at all times to meet with VHA personnel designated by the contracting officer to discuss problem areas. After normal duty hours, representative or alternate shall be available within one (1) hour. The representative or alternate must be able to read, write, speak, and understand English. The positions shall at no time be vacant. VHA must be notified of any employee changes prior to the implementation of the change.

5.4.3 Dietitian – Contractor shall have a Registered Dietitian on staff to develop therapeutic diets for those requested herein. The Registered Dietitian must hold a current registration and be in good standing with the Commission on Dietetic Registration. The Registered Dietitian must be able to read, write, speak, and understand English. The position shall at no time be vacant. VHA must be notified of any employee changes prior to the implementation of the change. Proof of current registration with the accrediting body must be submitted annually.

5.4.4 Required Documents & Reporting for Key Personnel-

5.4.4.1 Contractor shall provide and maintain updated employee list to include name, photo identification, and resume to COR upon award and as staffing plan changes.

5.4.4.2 Contractor shall provide current Pulmonary Tuberculosis (TB) surveillance test documentation for each employee to COR within seven (7) days of completion.

5.4.4.3 Contractor shall provide either a GDHR facility inspection report of United States Department of Agriculture (USDA) Certified Kitchen Certified Kitchen Certificate to COR within seven (7) days of receipt.

5.4.4.4 Contractor shall provide proof of ServSafe certification/ Certified food safety training for each employee within 30 days of contract start date.

5.4.4.5 Contractor shall report any instances of employees with communicable illness in writing upon receipt of notification.

5.4.4.6 Contractor shall submit name, resume, and proof of Commission on Dietetic Registration of Registered Dietitian on staff.

5.4.5 Conduct

5.4.5.1 Contractor employees shall not loiter in any working or patron area. Upon completion of their assigned shifts, employees shall promptly depart from the food service facilities. Contractor will follow all local policies for employees conduct and comply with applicable laws on federal property.

5.4.6 Key Personnel Policy

5.4.6.1 The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for those personnel

5.4.6.1.1 Worker’s compensation

5.4.6.1.2 Liability insurance

5.4.6.1.3 Health examinations

5.4.6.1.4 Income tax withholding, and

5.4.6.1.5 Social Security payments

5.4.6.2 All service providers on this contract will receive at a minimum all minimum wage rates, fringe benefits, and insurance as required by the applicable Department of Labor (DOL) wage determination.

5.4.6.3 The parties agree that such contractor furnished personnel shall not be considered VA employees for any purpose and shall be considered employees of the contractor.

5.4.6.4 The contractor will provide current copies of these records at the time of the contract award and annually on the anniversary date of the contract award to the VA COR or upon request, for each of the contractor employees working on the contract.

5.4.6.5 Candidates are required to be eligible for United States (US) employment and able to provide proof of employment eligibility. It is the responsibility of the contractor to assure their candidates have proof of citizenship or proof of the candidates right to work under a U.S. Citizenship and Immigration Services (USCIS) VISA program.

5.5 Contractor must adhere to the provision of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1996 and the National Standards of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with 45 CFR 164.502 €, the Privacy Rule includes exceptions to the Business Associate Standard. This requirement meets the exception and does not require a Business Associate agreement in order for Covered Entity to disclose Protected Healthcare Information to a health care provider for treatment. There will not be federal records created, maintained, used or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].

5.6 Employee Campus Access Badges: The contractor shall submit requests for flash badges to the contract COR for their personnel as soon as they know individual will be employed by the contractor. Renewals shall be submitted at a minimum of 30 workdays prior to expiration. The contract COR will notify the contractor site supervisor when the flash badge is ready to be picked up at VHA Human Resource Office.

5.7 Physical Security: The contractor shall safeguard all Government property provided for contractor use. At the end of each work shift, all Government facilities, equipment, and materials shall be secured. Access to the facility’s subsistence storage areas (dry goods, freezers, meats) shall be limited to contractor management, storeroom personnel, and designated Government representatives.

5.8 Labor & Food Preparation:

5.8.1 The contractor shall provide all labor, material, equipment, and supplies necessary for all aspects of the foodservice operation. This shall include:

5.8.1.1 Food ordering

5.8.1.2 Receiving

5.8.1.3 Preparation

5.8.1.4 Cooking

5.8.1.5 Delivery

5.8.1.6 Serving

5.8.1.7 Disposal

5.8.1.8 Cleaning

5.8.2 Contractors’ food service staff are required to be on site a minimum of thirty (30) minutes prior to the designated hours of meal service operation.

5.8.3 Food shall be packaged in bulk, providing foods in sealed containers that provide barrier protection from any outside contaminant, i.e. water, air, dust, etc. Canned items will be opened by the Contractor and placed in storage containers with lids. The containers will be labeled with the name of food, date of storage, and discard date.

5.8.4 All equipment used in food transport shall maintain required temperature of food items for the entire time the food is in transit. All equipment shall meet required regulations and shall be maintained in good repair. All cold holding equipment shall maintain required food temperatures at 41degrees F (+/-2 degrees or below, while the food is in the vehicle awaiting transport and during transportation to the destination. All hot holding equipment shall maintain required food temperatures at 135 degrees F +/- 2 degrees or above, while the food is in the vehicles awaiting transport and during transportation to the destination. All clean and sanitized utensils shall be covered transported in an approved manner to protect items from contamination.

5.8.5 The Contractor shall provide a food transport vehicle that is constructed, equipped, and maintained in a manner that protects all food, equipment , and utensils from contamination. The vehicle shall be clean, free of trash, food debris, spills, insects, or any other sources of contamination to the food and food service equipment. Any chemical substances transported in the same vehicle as food must be properly and securely segregated from the food and food service equipment. Soiled utensils shall be properly and securely segregated from food and clean equipment during transport to prevent cross- contamination. The food transport vehicle must be in good condition, secured to prevent unauthorized access to, or tampering with food, packages, and other items in the vehicle. There shall be a designated space for food storage in the transport vehicle shall meet established state regulations, including vehicle registration and insurance.

5.8.6 Food & Supplies: The purchase and storage of all food, supplies and service ware are the sole responsibility of the Contractor, and must meet the specifications below:

5.8.6.1 Disposable plates (9” meal plates, small plates, bowls, and fruit dishes);

5.8.6.2 Sixteen (16) ounce cups and lids suitable for hot and cold beverages;

5.8.6.3 Disposable eating utensils and serving trays for maintaining hot and cold food items;

5.8.6.4 Disposable take-out food containers for maintaining hot and cold items;

5.8.6.5 No corrugated boxes are permitted in the warming kitchen;

5.8.6.6 The contractor shall provide all biodegradable products.

5.8.7 The staffing plan shall be determined by the Contractor. The staffing plan shall be sufficient to meet food safety/sanitation regulations, serve meals within the meal hours designated to meet the unique nutritional needs associated with serving Veteran Residents as described herein; and to clean after meal service as stated herein.

5.9 On-Site Emergency Preparedness Plan:

5.9.1 Emergency Preparedness planning will be invoked in case of fire, flood or any natural disaster/state of emergency that precludes Contractor’s ability to provide same-day meals to the DRRTP. The Contractor’s Emergency Preparedness Plan should consist of a minimum of 7-day emergency menu, a minimum 7 days’ emergency food supply and the process for implementation of the emergency preparedness plan. The contractor shall maintain the following:

5.9.1.1 A minimum of seven (7) days of emergency supply of non-expired, perishable and non-perishable foods and beverages at least equivalent to those provided in the breakfast, lunch, dinner sack meals and water;

5.9.1.2 A minimum of seven days emergency supply of disposable food service items as listed previously.

5.9.2 These items shall be based on an emergency menu as stated in the Contractor’s Emergency Preparedness Plan. The seven-day emergency menu shall be submitted to the Domiciliary Registered Dietitian or VAHCS Dietitian in their absence for review and approval. Any changes to this menu shall be submitted to the DRRTP or VAHCS Dietitian within seven (7) days of said change for approval. The menu shall also be posted in the emergency food storage area.

5.9.3 In addition to physical/national disasters, the contractor shall maintain meal service in the event of a utility outage which may require preparation, packaging, and delivery to established federal hoptel.

6 SECURITY REQUIREMENTS

6.1 Specifics

6.1.1 All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the Government installation, shall abide by all security regulations of VHA. The contractor shall sign an agreement to comply with the security requirements of this contract.

6.1.2 Contractor Personnel shall wear uniforms of a clean appearance which displays the full name of the company, along with the appropriate Personal Protective Equipment (i.e. hairnets, serving gloves, non-slip shoes, and aprons).

6.1.3 Contractor Personnel are required to obtain VA-issued identification (PIV) badges within 30 days of beginning work at the DRRTP.

6.1.4 Contractor Personnel shall wear VA-issued identification (PIV) badges the entire time they are on VA Property.

6.1.5 Contractor Personnel are prohibited from smoking on VA Property.

6.1.6 Contractor Personnel shall refrain from using personal electronic devices during meal service.

6.1.7 Contractor Personnel shall only park in designated areas.

6.1.8 Contractor Personnel shall only enter Facility through designated area.

6.1.9 Contractor Personnel shall be older than eighteen (18) years of age.

6.1.10 Contractor Personnel shall not have been a recent Resident of the Facility within the last twelve (12) calendar months.

6.1.11 Contractor Personnel shall adhere to VA security and screening guidelines.

6.2 The Contractor shall safeguard all Government property provided for contractor use. At the end of each work shift, all Government property provided for contractor use. At the end of each work shift, all Government facilities, equipment, and materials shall be secured. Access to the facility’s subsistence storage areas (dry goods, freezers, meats) shall be limited to contractor management, storeroom, personnel, and designated Government representatives.

6.3 The contractor will not have access to VA desktop computers, nor will they have access to online resources belonging to the government while conducting services. The certification and accreditation requirements do not apply to this procurement nor is a security accreditation package required.

6.4 The contactor will have access to PHI that only includes diet orders, supplement orders, and facility Patient Identifiers to ensure the proper meals and supplements are provided to the correct patients. The contractor will not have access to the Computerized Patient Record System (electronic health record).

6.5 Contractor employees will not use any form of removable storage media when providing services under the terms of this contract. Removable storage media includes, but is not limited to, universal serial bus (USB) thumb drives, MP3 Players, and external hard drives.

6.6 Records Management and Contract Security

6.6.1 Contractor shall comply with VA Handbook 6300.1 Records Management Procedures and VA Handbook 6500.6 Contract Security. Both can be found at:

https://www.va.gov/vapubs/search_action.cfm?dType=2 *Note: This link is the complete list of VA Handbooks and are in sequential order.

*Instructions for accessing VA Handbooks at link listed above:

• Click on link above and once it is opened, please scroll down on the left side until you get to VA Handbook 6300.1.

• Once there, go to the PDF Format Column and click on PDF.

• VA Handbook 6300.1 will then ask you to open or save the document.

6.6.2 Please follow the same instructions listed above for accessing VA Handbook 65000.6.

6.6.2.1 All Contractor employees working on this requirement are required to complete mandatory annual training entitled, “VA Privacy and Information Security Awareness” and “HIPPA Training” prior to providing service for each year of the contract with copies sent to the COR for each and available for audit as requested. The course numbers are VA10203 and VA10176. You must select that you are a contractor. Contractor employees are to self-enroll into TMS via link: https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do

6.6.2.2 A VA employee will escort the contractor when contractor is required to enter/work in sensitive areas.

6.7 Identification, Smoking and VA Regulations

The Contractor's FSE shall wear visible identification always while on the premises of the CAVHCS VA Medical Center. Contractor shall contact the Contracting Officer’s Representative (COR) upon contract award, to receive instructions on how to obtain a VA Identification Badge during the performance of this contract. CAVHCS VA Medical Center is a smoke free campus which includes both tobacco and e-cigarettes; tickets can be issued by Police Services. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.

7 GOVERNMENT RESPONSIBILITY

7.1 COR shall ensure that all key personnel are trained in proper repair methods and have current badges to enter the facilities.

7.2 COR shall ensure that all work areas are available at the time services begin.

7.3 If required, the COR shall ensure that all background checks have been cleared and results shall be provided to the Contracting Officer (CO) for electronic filing.

7.4 COR shall notify the contractor of any changes in services that have been scheduled.

7.5 Admission: VA staff shall provide Contractor with admission information within 24 hours of patient admission so that a census increase can be included in meal preparation and production tally.

7.6 Changes in Diet Orders: Changes in diet orders shall be communicated to the Contractor within twelve (12) hours of the order change and the diet change will be honored at the subsequent day’s first meal.

7.7 Government Furnished Property:

7.7.1 A warming kitchen will be provided by the government for use by the Contractor. The warming kitchen consists of the following:

7.7.1.1 One(1) two (20- section reach in refrigeration unit;

7.7.1.2 One (1) freezer unit;

7.7.1.3 Two (2) thermalizing ovens

7.7.1.4 One(1) sink for hand washing

7.7.1.5 One (1) three compartment sink

7.7.2 Filtered water and ice machine will be provided and maintained by the Government.

7.7.3 Dumpsters for waste disposal will be provided and maintained by the Government.

7.7.4 Cleaning of equipment in the warming kitchen is the responsibility of the Contractor.

7.7.5 The Government will provide training on Government Furnished Equipment cleaning and cleaning schedule.

7.7.6 Equipment Inventory - An inventory of Government Furnished Equipment shall be accomplished not later than five (5) calendar days before the start of the contract period, and not later than ten (10) calendar days before the completion of the contract period (including and option periods). The contractor and a Government COR shall conduct a joint inventory of all Government-Furnished equipment and the contractor shall sign a receipt for all equipment provided by the Government. Items of equipment missing or not in working order shall be recorded and the Government CO notified in writing. The contractor and the Government representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

7.7.7 Equipment loss or damage – The contractor shall submit requests for replacement of Government-Furnished equipment to the Government COR for Processing. Such requests shall specify the reason for the replacement request.

7.8 Government Furnished Services:

7.8.1 The Government is responsible for the following:

7.8.1.1 Removal of any equipment condemned or replaced in the food service facility receiving area;

7.8.1.2 Electrical power into the building and including panel board and circuit breaker;

7.8.1.3 Sewer lines from floor and wall drains of buildings;

7.8.1.4 All gas and water up to and including the supply source for each piece of equipment;

7.8.1.5 Cleaning, maintenance and repair of exhaust duct systems through the exterior outlet and exhaust fan mechanisms;

7.8.1.6 Alteration, repair, and maintenance of buildings;

7.8.1.7 Routine pest control for the warming kitchen will be provided at no cost by the Government.

7.8.1.8 The maintenance for all the above-mentioned items will be provided by the Government. Cooking will not be conducted in the warming kitchen. Preparation and cooking of all foods will occur off-site by the Contractor.

7.8.1.9 The Government will provide access to a land-line telephone for official business use only.

8 Quality Assurance Surveillance Plan (QASP)

8.1 Methods of Surveillance

8.1.1 The COR shall use the surveillance methods listed below in the administration of this QASP;

8.1.1.1 Direct observation: Individual inspections of services;

8.1.1.2 Periodic Inspection: Inspections will be scheduled annually and during services being conducted;

8.1.1.3 User survey: Established VA Customer Satisfaction Survey

8.1.1.4 Food Complaint forms are reviewed and appropriately addressed.

8.1.1.4.1 Complaints are investigated and validated.

8.2 Performance Standards:

Options Awarded Poor past performance / negative CPARS

Options Awarded Poor past performance / negative CPARS

Options Awarded Poor past performance / negative CPARS

Options Awarded Poor past performance / negative CPARS

Options Awarded Poor past performance / negative CPARS

Options Awarded Poor past performance / negative CPARS

Customer Satisfaction Surveys Positive Past Performance Options Awarded Poor past performance / negative CPARS

9. INVOICING

9.1 Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the COR, and submitted electronically through Tungsten/IPPS.

9.2 A properly prepared invoice will contain:

9.2.1 Invoice Number and Date

9.2.2 Contractor’s Name and Address

9.2.3 Accurate Purchase Order Number

9.2.4 Supply or Service provided (must include dates of meal service)

9.2.5 Total Amount Due

10 CHANGES TO THE STATEMENT OF WORK

10.1 Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will 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 CO shall be borne by the contractor.

11 CONFLICT OF INTEREST:

11.1 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs.