36C25719Q0308-002.pdf

Attachment 1: Solicitation 36C25719Q0308 February 25, 2019

Performance Work Statement (PWS) for

Villa Serena Food Service

Villa Serena

TABLE OF CONTENTS

Chapter Title Page

1 Description of Services / General Information 3

2 Quality Assurance Surveillance Plan 11

3 Government-Furnished Property and Services 12

Appendices

4.1 Hours of Operation

4.2 Menu Planning Guide

4.3 Food Production Guidance

4.4 Workload Estimates

4.5 Applicable Publications & Directives

4.6 Maps

4.7 Definitions

Chapter 1

DESCRIPTION OF SERVICES and GENERAL INFORMATION

1.1. Scope. The contractor shall provide all transportation, materials, labor, supervision, and any items and services necessary to perform full food services as specified in this Performance Work Statement (PWS). The contractor shall meet operational requirements of the South Texas Veterans Health Care System (STVHCS) for the Domiciliary Care for Homeless Veterans (DCHV) and the Substance Abuse Residential Rehabilitation Treatment Program (SARRTP) at Villa Serena as defined in this PWS. The Contractor shall perform the requirements in this PWS and conform to the professional standards of the South Texas Veterans Health Care System utilizing the current FDA Food Code 2009, Supplement; VHA Handbook 1109.04 and VHA Healthy Diet Guidelines, VHA Directive 2010.007.

1.2. Services Description. The DCHV and the SARRTP appropriated fund food service operation consists of a main dining facility at Villa Serena, 4455 Horizon Hill Blvd., San Antonio, TX 78229. This facility provides full meal service to meet the nutritional needs of 66 or fewer Department of Veterans Affairs (DVA) inpatients that reside at the facility. Villa Serena is a full-service dining facility to include breakfast, lunch, dinner, carry out, and snacks service.

1.2.1. Customer Eligibility. The primary customers at the dining facility are DCHV and SARRTP residents. These residents are allotted rations in Government dining facilities at the expense of the Government. Cooks shall refer to the Contracting Officer Representative (COR) to verify customer eligibility when in doubt. The contractor shall ensure only authorized individuals are served. Authorized individuals wear VA issued identification badges. The contractor shall keep daily and monthly count of customers served.

1.2.2. Specific Operational Requirements and Tasks the contractor shall provide the following services:

1.2.2.1. Menu Marketing. The contractor shall advertise all menu items for each meal period at least 24 hours prior to each meal as well as at the time of each meal, and clearly identify items that meet STVHCS healthy choices and the nutritional information on those items.

1.2.2.2. Menu Planning. Menu planning shall be accomplished using VHA Handbook 1109.04, VHA Directive 2010.007 Healthy Diet Guidelines, Dietary Guidelines for Americans 2005, Menu Planning Guide and Food Production Guide.

1.2.2.3. Food Preparation. Food preparation shall be carried out using VHA Handbook 1109.04, VHA Directive 2010.007 Healthy Diet Guidelines, Dietary Guidelines for Americans 2005, Menu Planning Guide and Food Production Guide.

1.2.2.4. Service of Food. The contractor shall set up and close down serving lines in a manner to ensure availability of menu items from posted meal opening till closing time (Appendices 4.1, Hours of Operation) affording all customers the opportunity to be served;

perform standard cross panning procedures, maintain proper temperature on serving lines.

For carryout service the contractor shall make up boxes or containers, assemble, and pack the meal components for pickup by others. The contractor shall provide commercial carryout boxes and or containers.

1.2.2.5. Subsistence and Material Handling. The contractor shall meet the VA standards for receiving and storage of subsistence. The contract shall designate a full-time, on-site representative responsible for ordering subsistence, provide a receipt for all deliveries and visually inspect 100% of items received for deterioration or damage. Receiving personnel shall reject all items that appear damaged or tampered with original packaging. The contractor shall meet all federal mandated subsistence handling procedures in the current FDA Food Code 2009, Supplement and VHA Handbook 1109.04.

1.2.2.6. 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, salt, pepper, condiments, etc.) so that they are available to all patrons without waiting.

1.2.2.7. Sanitation Requirements. The Contractor shall comply with the FDA Food Code 2009, Supplement and VHA Handbook 1109.04, section 23.

1.2.3. Housekeeping Services

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

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

1.2.3.3. Spot Floor Cleaning. The contractor shall spot clean floors to remove food spills and debris as they occur.

1.2.3.4. Clean and sanitize dishes, pots, pans, silverware, kitchen and dining areas in accordance with the FDA Food Code 2009, Supplement and VHA Handbook 1109.04, section 23.

1.2.4. Waste Management. The contractor shall support the government by complying with STVHCS recycling program. This requires segregating recyclable cardboard and placement in appropriately labeled container provided by STVHCS (if the cardboard is stained then it cannot be recycled).

1.2.5. Contractor Personnel.

1.2.5.1. Management. 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 and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this PWS. The representative or alternate shall be available at all times to meet with VA 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.

The VA must be notified of any employee changes prior to the change.

1.2.5.2. Experience. Employees shall have at least 3 years culinary experience providing services of the same size and scope.

1.2.5.3. Conduct. 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.

1.3. General Information.

1.3.1 Period of Performance. This is for a six-month base with an additional four one-year optional renewals. The anticipated award date is April 1, 2019 with approximately 60-days to phase in.

1.3.1.1 Normal Hours of Operation. The contractor shall maintain operating hours at Villa Serena Appendix 4.1. During the required serving hours for the dining facility, any authorized resident may select foods from a complete menu.

1.3.2. Holidays. The Villa Serena dining facility is open on all holidays to include New Year’s Day, Birthday of Martin Luther King, Jr., Washington Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The meal service provided on holidays will be equitable in quality and quantities to meals served during non-holiday meal periods and comply with appropriate directives and guidance.

1.3.3. Emergency/Contingency Services. The contractor will provide food services to residents every day regardless of weather conditions or equipment failure. Service schedules and menus may be altered due to staff availability per approval of VA facility management.

Menu alterations must be communicated to VA facility management immediately after the contractor is aware of the need to alter the menu.

1.3.4. Quality Control Program. The contractor shall submit a Quality Control Plan (QCP) within 15 work days of contract award outlining procedures to identify, prevent and ensure non-recurrence of defective services. The contractor shall establish, through an independent function, a quality program, which shall encompass all aspects of the contract. The contractor shall implement the quality program in accordance with the Quality Control Plan (QCP). The QCP shall include the following:

1.3.4.1. Quality Control (QC). The contractor shall develop and maintain a QC inspection system that encompasses all functions of the contract. The QC inspection system shall satisfy the requirements in the Inspection of Services clause in the solicitation and resultant contract and shall be designed to keep the contractor's management informed of all issues affecting quality. The QC records of inspections shall indicate the nature and number of observations made the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

1.3.4.2. Quality Control Manager (QCM). The contractor shall develop and maintain a program ensuring the Governments interests are protected. Through a clearly separate entity this function shall assure all aspects of the contract to include the quality inspection system. Personnel performing the QCM function shall be independent of the project manager and have sufficient, well-defined responsibility, authority, and the organizational freedom to identify and evaluate quality problems and to initiate, recommend, or provide solutions.

1.3.4.2.1. The contractor shall maintain adequate records of all audits and inspections.

Records shall indicate the nature and number of observations made, number and type of deficiencies found and the nature of corrective action taken.

1.3.4.2.2. Quality Status Reports (QSR) shall be generated on a monthly basis and a copy shall be provided to the COR on the last day on every month. Details of audits and inspections accomplished, significant deficiencies noted, trend analysis of contract performance and current status of all issues yet to be resolved shall be provided. QSRs shall be distributed to the Contractor's program management and Government representatives concurrently. At a minimum, the QSRs must include metrics, which verify whether the performance standards in the Services Summary have been met.

1.3.4.2.3. The QCM shall ensure that timely and effective corrective action is obtained for all deficiencies identified by the Government. All deficiency responses shall include identification of the cause of the deficiency to preclude recurrence and an analysis of the quality program's effectiveness in the area of the deficiency.

1.3.4.2.4. The QCM shall develop and maintain a training program designed to ensure all contractor personnel are clearly aware of the contractual requirements and are current with any changes throughout the life of the contract.

1.3.4.2.5. The QCM shall conduct special inspections at the contracting officer's or contact COR written request. Results of the inspection or audit shall be provided, in writing 7 days from the day of inspection.

1.3.5. Management Involvement. Personnel performing management functions shall have distinct, well-defined, duties and responsibilities within the quality program.

1.3.6. Inspection Instructions. Inspection, auditing, and testing shall be prescribed by clear, complete, and current instructions. The inspection instructions shall include the specific criteria for approval and rejection of services that will be used in each inspection or audit;

checklists may be used for this purpose. The contractor's inspection instructions shall be documented and shall be available for review by designated government representatives throughout the life of the contract. The contractor shall notify the contract COR in writing of any changes to his inspection instructions before the change occurs.

1.3.7. Phase-In. The contractor shall provide a complete phase-in plan to ensure a smooth transition in the change of work effort. The plan shall be submitted to the Contracting Officer as part of the proposal.

1.3.8. Training. The contractor shall provide and/or pay for staff training in all areas pertinent to food services. Documentation necessary to meet mandatory training requirement during inspections shall be maintained.

1.3.8.1. The contractor shall ensure that the Project Manager, Assistant Project Manager and Shift Supervisors successfully complete the National Restaurant Association ServSafe Essential program, receive a certificate of completion and maintain certification throughout the contract period.

1.3.8.2. Contractor personnel shall attend at least two (2) hours per year of fire prevention training provided by the Government.

1.3.8.3. VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information This TMS training course (VA20939) provides the mandatory yearly Privacy training requirement for any VA personnel such as volunteers or contractors without access to VA computer systems or VA sensitive Information. If employee has access to protected health information, whether paper or electronic, they must take the Privacy and HIPAA Focused Training.

1.3.9. Security Requirements. 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 STVHCS. The contractor shall sign an agreement to comply with the security requirements of this contract.

1.3.9.1. 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. When submitting a new badge request, the requestor shall fill out the request and hand deliver it to contract COR. Be advised, processing time for a new flash badge can take anywhere from two to four weeks depending on the situation.

Renewals shall be submitted at a minimum of 30 work days prior to expiration. This process can take anywhere from one (1) to two (2) weeks. The contract COR will notify the contractor site supervisor when the flash badge is ready to be picked up at STVHCS Human Resource Office. Rejected flash badges requests shall not be resubmitted until National Security Agency (NSA) has deemed the individual a mitigated security risk. Once the notice has been given to the contract COR of the rejected badge, the CO will not entertain further requests for that individual for at least 180 work days or until notified by NSA office of security.

1.3.9.2. 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.

1.3.10. Special Functions. The contractor shall decorate Villa Serena dining facility with decorative materials for the following holidays and special occasions: Christmas Day, Thanksgiving Day, Independence Day and Veterans Day. Decorative materials shall complement the particular holiday or special occasion being celebrated. This shall include the decoration of the Villa Serena's dining area and the serving line area. It is highly encouraged that the contractors decorate on all other federal holidays.

1.3.11 Information Systems Officer, Information Protection: 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 in the application of complex adaptive system theory to health care organizations. The certification and accreditation requirements do not apply to this procurement nor is a security accreditation package required.

1.3.12 Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA. All research data available for Contractor analyses is de-identified.

Records Management:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21 , 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

1.3.13 HIPPA Compliance: Contractor must adhere to the provision of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security 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(e), 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.]

1.3.14 Joint Commission, VHA, QM and Other Standards: The Contractor must perform the required work in accordance with Joint Commission on the Accreditation of Healthcare Organizations (JCAHO) and Veterans Health Administration Standards. The JCAHO website is: http://www.jointcommission.org/. The Contractor must comply with all annual updates as issued. Contractor agrees to maintain the minimum acceptable service, reporting systems and quality control as specified herein. Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of the contract. Contract shall provide immediate notification, within 24 hours, to the responsible VA Official of any adverse action by a regulatory agency.

1.3.15 Contractor Automation Security Requirements: Unless written authorization is issued by the Contracting Officer, 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, USB thumb drives, MP3 Players, and external hard drives.

Should the Contractor determine that the use of removable storage devices is required they must submit a written request with full justification to the Contracting Officer. For Contractor employees who have access to and stores VA information, the Contracting Officer must receive written permission from a VA supervisor and VA Information Security Officer (ISO) before authorizing Contractor employees to use such devices, and if used to store sensitive http://www.jointcommission.org/ information, the device must contain protective features that have the approval of the local senior Office of Information and Technology (OI&T) official. Unless and until this written authorization is received, Contractor personnel are not authorized to use any form of removable storage media when providing services under the terms of this contract.

1.3.16 Personnel Policy:

a. 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 these personnel:

• Worker’s compensation

• Liability insurance

• Health examinations

• Income tax withholding, and

• Social security payments

b. 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.

c. 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 Contracting Officer’s Technical Representative (COTR), or upon request, for each of the contractor employees working on the contract.

d. Candidates are required to be eligible for 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.

GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be mailed to the following address:

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin, TX 78714-8971

Chapter 2

QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Objectives PWS Reference Performance Thresholds Frequency

Menus shall be planned in accordance with the Menu Planning Guide – meal components and health diet guidelines.

1.2.2.2 90% of meal periods inspected by government COR shall be in 100% compliance with Menu Planning Guide – meal components and health diet guidelines.

Weekly

Food preparation shall be VHA Handbook 1109.04 and Food Production Guidance.

1.2.2.3 95% of meal periods inspected by government shall comply with Menu Planning Guide – meal components and health diet guidelines.

Weekly

Shall comply with sanitation requirements of the food code and state and local laws and regulations, which result in a satisfactory or better rating in Health Inspections.

1.2.2.7 100% of the time Weekly

Shall provide supplies and materials necessary to serve the guests

3.1.6 90% of meal periods inspected by government quality assurance evaluators shall have no observed supply shortages

Weekly

Accounting and Food Accountability Reports are accurate on the first submittals

1.2.2.5 95% of monthly reports submitted shall be error free

Monthly

Maintain the interior and exterior of the dining facility in a clean and sanitary condition

1.2.3 Contractor shall have no

findings on 90% of inspections.

Monthly

Security and control of government property

1.3.9.2 Subsistence is secured

during 95% of the random surveillance visits.

Monthly

Shall comply with federally mandated Inspection and handling of subsistence

1.2.2.5 The contractor shall not

accept damaged or tampered subsistence or deviate from the current FDA Food Code during 95% of inspections.

Monthly

Chapter 3

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. The Government will provide the facilities, some equipment and some materials.

1. Manitowoc-Ice Maker without storage means - model SD0502A

2. Continental-Freezer – DL2R-3A

3. Continental-Refrigerator – DL2Z-3A

4. Randell-Refrigerator – 53348AM

5. IIDYLIS-built-Freezer-Small – IF50CM23NW

6. Hot Point-Refrigerator/Freezer combo – HTS18GBSARWW

7. True-Freezer – T-49F

8. Southbend-Stove – serial #15J24427

9. 73” in tall, 4 tier wire rack with wheels

10. 6’ steel table

11. 6’ steel prep table w/sink connected to 3’ steel prep table

3.2. 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 any 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 Contracting Officer 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.

3.3. 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.

3.4. Services.

3.4.1. The Government is responsible for the following:

3.4.2. Removal of any equipment condemned or replaced in the food service facility receiving area.

3.4.3. Electrical power into the building and including panel board and circuit breaker.

3.4.4. Sewer lines from floor and wall drains of buildings.

3.4.5. All gas and water up to and including the supply source for each piece of equipment.

3.4.6. Cleaning, maintenance, and repair of exhaust duct systems through the exterior outlet and exhaust fan mechanisms.

3.4.7. Alteration, repair, and maintenance of buildings.

3.4.8. Providing building space to be used by the contractor for repairs, maintenance, and parts storage.

3.5. Utilities. The Government will provide gas, electricity, sewage, and water.

3.5.1. Telephone. The Government will provide telephones for contractor use for official business use only.

3.6. Facilities. The Government will furnish or make available facilities described in Appendix

4.5. No alterations to the facilities shall be made without specific written permission from the Contracting Officer.

3.7. Contractor Furnished Items and Services. Except for those items or services specifically stated as Government-Furnished or Government Reimbursed, the contractor shall furnish everything required to perform this contract, to include:

3.7.1. Housekeeping Supplies, Materials, and Equipment. Except for items specifically stated as Government-Furnished or Government-Reimbursed, the contractor furnishes everything required to perform this contract.

3.7.2. Preventive and Required Maintenance. Perform preventive and required maintenance in accordance with manufacturer’s instructions on all equipment. The contractor shall submit an equipment maintenance plan no later than the contract start date. The plan shall specify when preventive maintenance is accomplished and how maintenance and repairs are documented. The contractor shall provide all materials and supplies necessary to perform preventive and required maintenance.

3.8. Plans/Reports Deliverables Table:

Report/Plan PWS Reference Required Date Format

Quality Control Plan PWS 1.3.4 15 Days from contract award

Contractor Format Acceptable

Quality Status Report PWS 1.3.4.2.2 By 10th of each month Contractor Format

Acceptable

Equipment Maintenance Plan PWS 3.1.6.2 By the contract start date Contractor Format

Acceptable

Weekly Meal Physical Count PWS 1.2.1 By 1500 each Friday Electronic

Monthly Meal Physical Count PWS 1.2.1 By 1500 next duty day after end of month Electronic

Purchase History Receipt PWS 1.2.2.5 By 1500 next duty day after end of month Electronic

Appendix 4.1

HOURS OF OPERATION

Dining Facility, Villa Serena

Meal Period Serving Hours Number of Serving Lines Breakfast 0530-0730 1 Breakfast (Weekend & Holidays) 0630-0830 1 Lunch 1130-1300 1 Dinner 1630-1800 1

NOTE: The dining facility shall provide takeout during scheduled meal serving hours. The contractor shall be notified by the Government Contracting Officer or Government Contracting Officer Representative of the scheduled serving hours for holidays at least five (5) work days before the date of the holiday if they deviate from the above established hours. Holiday hours shall not exceed the hours used for a normal weekday.

Appendix 4.2.

MENU PLANNING GUIDE

Meals consist of at least the following:

Breakfast Entrée to include, but not limited to, Eggs – scrambled, fried, hard boiled Omelets Quick Breads – pancakes, waffles, French toast including syrup Toast, biscuit, tortilla Fruit Juice – Orange juice plus one additional juice of choice Fresh Fruit to include: at least 2 daily Banana Melon (in season) Orange Berries (in season) Apple Grapes Breakfast meat – rotated between Pork Bacon Sausage Patty Sausage Link Ham Cooked and Ready-to-Eat Cereal Coffee and Tea Milk - 1% Low fat Assorted condiments, jelly, margarine, creamer, hot sauce, picante sauce, etc.

Hot Lunch and Supper Entrée – 2 choices per meal Starch – at least 1 choice per meal including: potatoes, rice, pasta, beans, lentils Vegetables – at least 1 green/yellow/orange vegetable choice per meal: to include green leafy vegetables, carrots, squashes, beets, green beans, sugar snap peas, corn, English peas, various mixed vegetable blends, etc.

Salad – at least 1 choice per meal consisting of various fruits, pastas and vegetables Coleslaw Mixed Fruit Salad Fresh Melon Marinated vegetable/pasta salads Potato Salad Gelatin salads Fresh carrot/celery sticks Sliced Tomatoes Tossed Salad – consists of a mixture of at least 2 fresh salad greens including but not limited to:

Iceberg Lettuce Romaine Leaf Lettuce Bib Lettuce Spinach Endive Red Cabbage Shredded Carrots and including Tomatoes – sliced, quarters, whole cherry or grape tomatoes and a selection of salad dressings, the following must be included:

Ranch Vinegar and oil plus at least one additional salad dressing:

French Thousand Island Russian Vinaigrettes Italian Creamy Italian Green Goddess

Dessert – including at least one choice per meal Fresh Fruit Fruit Cobbler Pie Cake Pudding Pastries

Bread - to accompany each hot meal, including:

Sliced bread – white and wheat Dinner Rolls Buns (when appropriate)

Beverages – to accompany each hot meal, including:

Iced Tea Coffee Milk – 1% Low Fat (breakfast) Hot Tea Hot Chocolate

Condiments – to accompany each hot meal, including:

Hot Sauce Steak Sauce, if appropriate Picante Sauce Salt, pepper, sugar Artificial sweetener

Appendix 4.3.

FOOD PRODUCTION GUIDANCE

Food services will be provided by the contractor to all residents:

1. Board to include three prepared meals per day and an evening snack. Meals will consist of an average of 2000 - 2400 calories per day; including snack as described by VHA Healthy Diet Guidelines, VHA Directive 2010.007. Provisions must be provided for modified diet plans to include diabetes, cardiac or other diets specified by physician order. Sack lunches will be provided to residents that are not present in the building during lunch meal times per their individual treatment plan as required. Modified diets may include in-between meal snacks.

2. Hot lunch will be provided for those residents that are present in Villa Serena during lunch meal times.

3. Board will consist of a menu that includes the following:

a. No more than 3 fried food entrees per week

b. A different main entrée at each cooked lunch and supper meal within any given week

c. At least one (1) cooked green/orange/yellow vegetable at each cooked lunch and supper meal

d. Fresh salad will be provided at all lunch and supper meals

e. Milk will be provided at all breakfast meals

f. Fresh fruit will be provided as a snack at least 3 times per week

4. The facility menu for the coming month will be reviewed by facility management and resident representatives in a monthly meeting. Menu items specified on the reviewed menu will be prepared at least 95% of the time.

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

6. Leftover foods may be used for resident service but must be cooled as quickly as possible after initial service, used within 24 hours, heated to an internal temperature of 160° F and discarded if not used completely.

7. 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.

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

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

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

11. 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.

12. 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 1 year.

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

14. Prepared food will be maintained at a temperature below 41°F or above 140°F. Ground meat including hamburger patties will be cooked to an internal temperature of 155°F. .

15. 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 surfaces, walls, floors, equipment, ceilings will be done on a regular or as needed basis.

16. 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.

Appendix 4.4.

WORKLOAD ESTIMATES

MEAL ESTIMATES

Villa Serena

Average daily meal count for normal work week/weekends

Breakfast 66/50 Lunch 66/50 Dinner 66/50

Approximately 3,800 meals total are served per month.

CARRY OUT SERVICE AT VILLA SERENA: approximately 10 additional meals will be available per day.

Appendix 4.5.

APPLICABLE PUBLICATIONS AND DIRECTIVES

Publications and directives applicable to this Performance Work Statement (PWS) are listed below. The contractor shall follow those publications to the extent (that is, the specific procedure in a paragraph, section, chapter or volume) specified in the PWS. At the start of the contract, the Government provides all publications and forms listed. The Government may issue supplements or amendments to listed publications from any organizational level during the life of the contract.

The contractor shall keep all issued publications up-to-date. The contractor shall immediately implement those changes in publications that result in a decrease or no change in the contract price.

Before implementing any such revision, supplement, or amendment shall result in an increase in contract price, the contractor shall submit to the Contracting Officer a price proposal for approval.

Price proposals shall be submitted within 30 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance.

The Government will consider changes in the contract price due to supplements and amendments shall be considered under the "Contract Terms and Conditions-Commercial Items" clause.

Publications Code:

VHA—Veterans Health Administration

FDA—Food and Drug Administration

STVHCS—South Texas Veterans Health Care System

PUBLICATIONS and Directives:

Number Title of Directive 2013 Edition of the Food Code -https://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/ucm374275.ht m Supplement to the 2009 FDA Food Code -https://www.fda.gov/food/guidanceregulation/retailfoodprotection/foodcode/ucm2019396.htm VHA Handbook 1109.04 - Attachment VHA Directive 2010.007 - VHA Healthy Diet Guidelines - Attachment Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). https://www.gpo.gov/fdsys/pkg/PLAW-104publ191/pdf/PLAW-104publ191.pdf 45 CFR 164.502(e)- https://www.law.cornell.edu/cfr/text/45/164.502 Privacy Act, 5.U.S.C. § 552a, https://www.cdc.gov/nchs/training/confidentiality/training/page702.html and 38 U.S.C. §s 5701, https://www.law.cornell.edu/uscode/text/38/5701 and 7332 - https://www.law.cornell.edu/uscode/text/38/7332 The JCAHO website is: https://www.jointcommission.org/ https://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/ucm374275.htm https://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/ucm374275.htm https://www.fda.gov/food/guidanceregulation/retailfoodprotection/foodcode/ucm2019396.htm https://www.gpo.gov/fdsys/pkg/PLAW-104publ191/pdf/PLAW-104publ191.pdf https://www.law.cornell.edu/cfr/text/45/164.502 https://www.cdc.gov/nchs/training/confidentiality/training/page702.html https://www.law.cornell.edu/uscode/text/38/5701 https://www.law.cornell.edu/uscode/text/38/7332 https://www.jointcommission.org/

Appendix 4.6.

MAP

Dining Area

Lobby

Serving Area

Kitchen

Storage

Storage

Office

Dock

Appendix 4.7

DEFINITIONS

Equipment. Items used to store, prepare, cook, transport, and serve food. Equipment also includes items used in cleaning and sanitizing, as well as those used to transport and store supplies.

Food Handlers. Food service personnel, who work where unsealed food or drink is handled, processed, prepared, or served, and who touch food or food contact surfaces in any way.

Excluded are food service managers, cashiers, and delivery persons who do not handle unwrapped food or touch food contact surfaces.

Garbage. Animal and vegetable waste resulting from handling, preparing, cooking, and consuming foods.

Facility Menu. It specifies menu choices (except leftovers), including, but not limited to, entrees, salad, desserts, soups, to be served each meal during the menu cycle. The menu also includes the recipes to be used.

Major Maintenance. The maintenance and repair of equipment, including the restoration or replacement of parts because of wear and tear, damage, failure of parts, or the like. Major maintenance includes replacing or repairing handles, hinges, gaskets, compressors, and all other components necessary to maintain refrigeration in refrigerators Minor Maintenance. Involves the cleaning, adjusting, tightening of knobs, screws, nuts, bolts, etc., as required to keep food service equipment in operation and performing other user maintenance recommended by the manufacturer.

Potentially Hazardous Foods. Any perishable food which consists in whole or in part of dairy products, eggs, meat, poultry, fish, shellfish. These foods are good media for bacterial growth and are potential causes of FOODBORNE disease especially if creamed, ground, mixed, or handled often.

Preventive Maintenance. Encompasses the tasks necessary to prevent the premature failure of equipment and includes routine checks of all equipment, lubricating, greasing and oiling equipment parts/components on a regular basis, and the maintenance of equipment logs.

Progressive food Preparation (Batch Cookery). The preparation of food items at selective time intervals during the entire meal period as the food is consumed. The objective is to match the flow of customers through the serving lines so that freshly prepared, high quality food is always provided. It avoids long holding periods, which result in loss of flavor, color, texture, and nutritive value. Some exceptions to this procedure are most soups, gravies, meat sauces, other sauce-type items and baked or prepared desserts. These foods do not deteriorate in flavor when held throughout the serving period.

Subsistence. Food items, including beverages and condiments.

Work Request. A request made to Engineering Service or Building Owner for maintenance, construction of new facilities, or additions or changes to current facilities.