Attachment 1 - Performance Work Statement (Revised 25 Jan 2021).docx

Contract: Dated: July 23, 2020 (Revised 25 Jan 2021) Attachment 1: Performance Work Statement

Chapter 1 DESCRIPTION OF SERVICES and GENERAL INFORMATION

1.1 Scope. The contractor shall provide supplemental labor and supervision to support the South Texas Veterans Health Care System (STVHCS) Nutrition and Food Services (NFS) services to perform full food service operations as specified in this Performance Work Statement (PWS). The contractor shall meet operational requirement of the - -STVHCS-for Audie L. Murphy Medical Center (ALM) in San Antonio and Kerrville Medical Center (KMC) as defined in this PWS. The contractor shall perform the requirements in this PWS and conform to the professional standards of the STVHCS food service operations, 2017 FDA Food Code, National Restaurant Association ServSafe certification training, VHA Handbook 1109.04, and VHA 1439 Food Service Management.

1.2 Services Description. STVHCS is an appropriated funded food service that operates food production, meal assembly and meal delivery to acute care patients in ALM, off site service to the resident Polytrauma Transitional Rehabilitation Program (PTRP) facility for dinners, and Community Living Centers (CLC) residents in ALM and KMC. Workload includes food production for a 28-day menu cycle, breakfast, lunch and dinner, meal ticket preparation, tray assembly, meal delivery, ware washing, floor stock and snack preparation and delivery, stocking subsistence and patient refrigerators on each unit, transport of food to off-site resident centers and general sanitation and food safety.

Personnel Staffing Estimates

NFS has an FSW turnover rate of 35%. Baseline contract personnel staffing is established at 20% of staffing to cover most of normal turnover rates.

Baseline Requirements

Flexible support NFS will request additional personnel support for VA staffing rates over 40%

1.3 General certification requirements. All Contractor personnel must be National Restaurant Association ServSafe Certified. Managers must have a ServSafe Managers Certification.

1.3.1 Customer Eligibility. The customers for meal services are the residents of our CLC’s and PPTRP as well as inpatients in the acute care facility at ALM. We do not operate a cafeteria or feed staff or visitors unless the facility is under emergency plan operations.

1.3.2 Specific Operational Requirements and Tasks the contractor shall provide for the following services.

1.3.2.1 Food Preparation. NFS prepares food items in accordance with the menus and recipes submitted and approved by the Executive Chef on staff at STVHCS. Recipes must be followed as all foods are reviewed for ingredients that are contraindicated for modified diets, allergies and texture consistencies. Food preparation work includes:

1.3.2.1.1 Following recipes for meats, vegetables, starches, fruit dishes, salads, desserts and drinks when modified in consistency.

1.3.2.1.2 Cooking using ovens, mixers, blenders, tilt fryers, griddles, kettles and slicers.

1.3.2.1.3 Follow the safe food handling/HAACP requirements for safe food preparation and storage from the FDA 2017 Food Code and other internal guidance.

1.3.2.1.4 Label food IAW food safety guidelines and dispose of outdated food items in their refrigerators and walk-in’s daily.

1.3.2.1.5 Operate under a clean-as-you go work practice and ensure that all equipment and utensils are cleaned and/or removed from the work area when changing from one food item to another item. This will avoid cross contamination or exposure to allergens from different types of ingredients and foods.

1.3.2.1.6 Ensure the food prep area is mopped, equipment is cleaned and sanitized, tables to include undershelves and legs are cleaned and sanitized and all clutter is removed from the food prep area at the end of their shift.

1.3.2.1.7 May not permit any cardboard box containers into their work area’s IAW STVHCS Policy 120-18-06.

1.3.2.1.8 Practice safety precautions when using sharp objects like slicers, blenders and knives as well as operating ovens, kettles, mixers, griddles and tilt fryers safely.

1.3.2.1.9 Comply with personal appearance and hygiene requirements of STVHCS Personal Appearance Policy, MCP-05-20-39 and NFS Standards of Appearance.

1.3.2.2 Meal Assembly Operations.

1.3.2.2.1.1 NFS assembles individual meal trays for all patients using individualized meal tickets, food items, condiments and flatware. The Food Service Workers provided by the Contractor must complete the following tasks for assembling trays and ensuring meals are accurate according to the diet prescription/modifications and the Veteran desires.

1.3.2.2.1.2 Set up the tray line according to their assigned station first and then assisting other stations to set up so that tray line operations start on time. ALM tray lines start at 0600 (B), 1000 (L) and 1420 (D). KMC tray lines start times are 0630 (L), 1000 (D) and 1400 (L).

1.3.2.2.1.3 Prepare the tray line in their section according the menu items needed for the specific meal served, daily standard items (i.e. condiments, diet kits, flatware, napkins, supplements etc.), and any special ordered items identified on the special tally list.

1.3.2.2.1.4 Place the appropriate items on the tray according to the meal ticket provided by the Meal Support Office.

1.3.2.2.1.5 Place items on the tray according to the specified layout as defined by the Chef (i.e. salads go on the upper right away from the heated elements).

Remain focused on the tray tickets and placing their items on the tray and will not be distracted or communicating unless it is with another tray line worker or a back-up team member who is replenishing items.

Clean and sanitize the line for spills or crumbs as the tray line is operational.

1.3.2.2.1.6 Clean and sanitize the trayline and tray holders, sweep and mop the tray line area and clean and sanitize the worktables in the area.

1.3.2.2.1.7 Remove items from trayline refrigeration after each meal, clean and sanitize any spills or food particle, remove any outdated items and place items to be held in refrigeration back into the refrigerators.

1.3.2.2.1.8 Label all items prepared for meals with appropriate date labels according to 2017 Food Code for safe food handling and storage.

1.3.2.2.1.9 Load trays into tray delivery carts, add beverages if required and move full cart to the retherm or boosting area. They will safely plug-in or dock carts for temperature boosting or re-therming.

1.3.2.2.2 Meal Delivery. NFS delivers meals to all units. Certain units require nursing services to pass meals. NFS is responsible for delivering meals directly to patient rooms for units that do not require nursing service meal delivery support. Contract personnel working in meal assembly and delivery will:

1.3.2.2.2.1 Process meals checking to ensure that plates are hot on the retherm cart. If the heating element is not hot to touch, FSW will microwave the item for the specified time preset on the microwave. They place it back on the appropriate tray and re-dome it. Trays will be returned to the cart for the specified unit.

1.3.2.2.2.2 Transport cart from kitchen to the appropriate unit for distribution either by the nursing staff or will pass the meals to the Veterans at bedside.

1.3.2.2.2.3 Use the two-patient identifier as required by patient safety measures and The Joint Commission (TJC) to verify the patient with the meal ticket.

1.3.2.2.2.4 Return empty cart to kitchen area and repeat meal delivery and distribution until all meals are served for the meal period.

1.3.2.2.2.5 Contract FSW will assemble and deliver late trays as needed at specified times per the NFS late tray delivery schedule.

1.3.2.2.2.6 Assist transporter to PTRP to deliver dinner meals by loading meal delivery cart and food pantry items into Government furnished van, riding to the facility, assisting with unloading items, docking the meal delivery cart in the docking station and restocking items in the food pantry. Discard all items in food pantry that are outdated. Return soiled trays to the van and transport to ALM, unload the van and move soiled trays to the dishroom for ware washing processing.

1.3.2.2.3 Floor Stock and Snack operations. NFS provides a variety of items to the units for patient snacks and when needed for administering medications. NFS also provides snacks to certain patients when prescribed by their care provider. Contract personnel conducting these operations will:

1.3.2.2.3.1 Prepare simple snack items, individually bagged and labeled and bulk stocks for patient nourishment refrigerators and food pantries. The list of items to be prepared for snacks will be provided by the Meal Support Office daily.

1.3.2.2.3.2 Follow the guidelines of proper food handling as outlined in 2017 FDA Food Code.

1.3.2.2.3.3 Follow the recipes for preparing snacks and will label them with preprinted labels from the Meal Support Office. These snacks will be delivered at each meal during meal delivery operations.

1.3.2.2.3.4 Prepare the nourishment cart with bulk items that are stocked on each unit according to the daily delivery schedule and requisition sheets provided by the supervisor.

1.3.2.2.3.5 Push nourishment cart to each unit from the main kitchen.

1.3.2.2.3.6 Conduct nourishment inventory, remove and dispose of any items that are outdated replace items to the par level using First in First out method of stocking.

1.3.2.2.3.7 Clean and sanitize refrigerators ensuring that there are no spills or food particles on shelves, drawers, doors or door handles.

1.3.2.2.3.8 Follow the process for verifying the delivery, stocking and time of day it was completed.

1.3.2.2.4 Food Storage. Food is received and stored in the Ingredient Control room prior to issue to the kitchen for food production. Contract personnel may on occasion be required to assist in receiving and storing subsistence. Contract personnel assisting with this function will:

1.3.2.2.4.1 Follow the VA standards for receiving and storing subsistence. Items rejected will be presented to the Ingredient Control operator or NFS Supervisor. Handling of Subsistence will be conducted according to the procedures in the 2017 FDA Food Code and VHA Directive 1439.

1.3.2.2.4.2 Properly label all items pulled for thawing or prepared in the kitchen for meals or snacks according to the 2017 FDA Food Code and using the labeling equipment provided by NFS.

1.3.2.2.4.3 Remove all cardboard boxes except those that are excepted in the STVHCS Cardboard Box Policy.

1.3.2.2.5 Kitchen Sanitation. NFS operates under the clean as you go principles but also must maintain a sanitized operation for food prep and service. Contract staff will:

1.3.2.2.5.1 Spot clean any floors, tables, food prep or service equipment in the event of a spill or dropped items.

1.3.2.2.5.2 Surface clean IAW the requirements of the 2017 FDA Food Code.

1.3.2.2.5.3 Clean and sanitize equipment inside and out at the end of use.

1.3.2.2.5.4 Clean and remove outdated items from refrigerators at the end of each day or end of each meal service for those on the tray line.

1.3.2.2.5.5 Trash will be tied and removed to the trash cart before it becomes overfilled and overflowing. New trash bags will be placed in the empty trash can or bin. Trash receptacles will be maintained covered except when in use.

1.3.2.2.5.6 Trash cans will be cleaned as needed and as directed on the cleaning schedule.

1.3.2.2.5.7 Floors will be mopped daily.

1.3.2.2.5.8 Trash on the floors will be removed and placed in a trash can.

1.3.2.2.5.9 Cardboard boxes will be broken down and removed to the designated place inside the kitchen. Cardboard will be further removed from the kitchen area to the back-dock cardboard recycle bin daily.

1.3.2.2.5.10 Recycle bins for cans and paper will be used for recyclable items IAW with the STVHCS recycle program. This requires segregating recyclables and placing them in the appropriate containers provided by NFS. All cans will be rinsed prior to placing them in the recycle bin.

1.3.2.2.6 Ware Washing Operations. NFS does not use disposable food containers, plates or cups unless required by unit specification or emergency operations. Contractor FSW and Cooks will conduct ware washing operations as indicated below.

1.3.2.2.6.1 Remove pots and pans from the food production area to the pot and pan wash area as soon as possible during food prep and production.

1.3.2.2.6.2 Wash pots and pans using the 3-sink method IAW with 2017 FDA Food Code.

1.3.2.2.6.3 Organize washed pots and pans on shelves as indicated.

1.3.2.2.6.4 Mop and clean pot and pan area when it there is standing water, trash or food particles on the floor. Place a wet floor sign in any wet areas.

1.3.2.2.6.5 Follow the safety requirements for putting food into the disposals in both the pot and pan wash area and the dish room.

1.3.2.2.6.6 Remove dirty tray retrieval carts on the units according the schedule. Replace dirty tray cart with a clean retrieval cart in the designated area of the unit.

1.3.2.2.6.7 Bring tray retrieval carts to back to the kitchen through the soiled cart door of the dish room.

1.3.2.2.6.8 Break down carts by removing all utensils to a soaker bin, domes, cups and lids to appropriate processing bins and stack trays for washing operations.

1.3.2.2.6.9 Remove tray tickets and put them in the shredder bin.

1.3.2.2.6.10 Scrap leftover food items in the scrapper table per instruction on safe use of disposal.

1.3.2.2.6.11 Scrap paper and disposables in trash cans.

1.3.2.2.6.12 Load dishwasher according to NFS Ware Washing Instructions.

1.3.2.2.6.13 Ensure that all items are cleaned and stacked to dry in the appropriate racks, carts, lowerators or bins and that all remain on the clean area of the dishroom

1.3.2.2.6.14 Clean and sanitize meal delivery carts and spray and sanitize all tray retrieval carts.

1.3.2.2.6.15 Place all carts back in designated places at the tray line and in the dishroom.

1.3.2.2.6.16 At the end of each meal remove all trash, clean the scrapper table according to NFS Ware Washing Instructions, mop floors and organize the room as necessary.

1.3.2.3 Contractor Personnel

1.3.2.3.1.1 Management: Contract personnel will work under the daily guidance of the supervisor on shift, Executive Chef or Kitchen Operations manager. Contractor will provide supervisor part time for 4 hours per day to ensure contract staff is performing according to NFS standards and contract requirements.

1.3.2.3.1.2 Conduct: All STVHCS employee must follow the Rules of Behavior to work in the organization. Contract Employees will be expected to follow the same rules of behavior to ensure a safe, peaceful, disruptive-free environment for all staff.

1.4 General Information.

1.4.1 Period of Performance. This is for a one-yea120-day r period with an estimated with four one-year optional renewals beginning 1 October 2020beginning date of 15 February 2021.

1.4.2 Normal Hours of Operation. The Contractor will provide staffing for operating hours of ALM and KMC. Operation hours are 0530-2000 hours at ALM. Operation hours are 0600 – 2130 hours at KMC.

1.4.3 Holidays. NFS meal services operates 7 days a week and all holidays to include New Year’s day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any holiday declared by Presidential decree that is not part of the regular federally recognized holiday schedule. The meal service provided on holidays is often served with special menu items and not cards to patients.

1.4.4 Special Meals. The CLC’s often have special meals coordinated by donor groups and recreation therapy. NFS assists in the food production, modification of meal items and service of these meals. Contractor staff will participate in the meal support.

1.4.5 Emergency/Contingency Services. During times of emergencies or contingencies, NFS is considered an essential service. Contractor staff will be on duty to support the emergency operations as outlined in the NFS Emergency Preparedness Plan. If contract personnel are required to remain at the facility overnight due to weather or disaster conditions, STVHCS will provide them the same sleeping considerations as the STVHCS NFS staff.

1.4.5.1 Pandemic Operations. Contractor staff will adhere to the requirements of PPE and operational adjustments required during a pandemic. Contractor will provide any PPE required during any time that wear of such equipment is required.

1.4.6 Quality Control Program. NFS conducts quality control audits on tray accuracy, meal satisfaction, plate waste and safety and sanitation. Contractor staff will be required to participate in assisting the auditors as necessary to complete the audit.

1.4.6.1 Quality Control (QC). NFS participates in the organization-wide Environment of Care and Office of Investigative General Food Service inspections. These are conducted quarterly with an interdisciplinary team. Contractor employees will participate in correcting any deficiencies noted during the inspections. Contractor staff will participate in any additional training requirements indicated as a result of findings on any inspection.

1.4.7 Training. Contract personnel will complete the National Restaurant Association ServSafe Essential program or Texas Food Handlers Licsense for Food Service Workers. ServSafe Manager program is preferred for the cooks. They will receive certification of completion and maintain certification throughout the contract period. Contractor staff will participate in any NFS sponsored in-services.

1.4.7.1 Contractor personnel will not participate in the NFS quarterly training sessions unless the sessions are specific to food service operations.

1.4.7.2 Contractor personnel will attend daily huddles in each facility where pertinent information for operations and the organization is disseminated and quality control reporting occurs.

1.4.7.3 Contractor personnel will attend fire-safety training with the NFS staff.

1.4.7.4 Contractor personnel will be trained on the proper wearing of N95 masks and will be fitted for a mask.

1.4.7.5 Privacy training for personnel with access to VA computer systems or VA Sensitive Information Training Management System course VA20939 provides the mandatory yearly privacy training requirement for personnel such as volunteers and contractors without access to VA computer systems or VA sensitive information. Contractor employees will have access to meal tickets which are considered Private Health Information (PHI). They will be required to take the HIPPA training.

1.4.8 Security Requirements. All contractor personnel 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.

1.4.8.1 Employee Campus Access Badges. The Contractor shall submit requests for flash badges to the contract COR for their personnel as soon as they know individuals to be employed and working at STVHCS. 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 2-4 weeks. Renewals shall be submitted at a minimum of 30 workdays prior to expiration. This process can take from 1-2 weeks. The contract COR will notify the Contractor site supervisor when the flash badge is ready to be picked up at STVHCS Human Resources Office. Rejected flash badge 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 COR will not entertain further requests for the individual for at least 180 days or until notified by NSA office of mitigated security risk.

1.4.8.2 Physical Security. The contractor shall safeguard all Government property. Contract staff will have limited access to subsistence storage.

1.4.8.3 Information System Officer, Information Protection. Contract personnel shall not have access to VA desktop or laptop computers, nor will they have access to online resources belonging to the government while conducting services in the applications of complex adaptive system theory to health care organizations. The certification and accreditation requirements do not apply to this contract procurement nor is a security accreditation package required. Contract personnel will not have access to the food service operations software.

1.4.8.4 Privacy Officer. Contract personnel will not have access to computerized systems containing PHI nor will they access patient information during the services provided to the VA. Contractor nor contract personnel will have no access to the NFS fiscal information, workload data, patient workload data or equipment purchasing information.

1.4.8.5 Contractor Automation Security Requirements. Contractor personnel will note 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. Contract personnel under this contract should not have access to VA should not have access to VA information. Under terms of this contract, there should be no requirement for Contractor to request any exception to this clause.

Records Management:

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

2. Contractor shall treat all deliverables under the contract as the property of the I.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 the 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 enough 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 [email, 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.

1.4.9 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 PHI be 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 for Covered Entity to disclose PHI 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 [email, fax, etc.].

1.4.10 The Joint Commission (TJC), Long Term Care Institute (LTCI), VHA, and Other Standards. The Contractor must perform work required to meet the regulations and requirements of regulatory agencies TJC, VHA standards for food service operations, and LTCI Life Safety Code. Failure of Contractor staff to adhere to the requirements and standards of these external monitoring agencies indicates poor quality of care and may be grounds for termination of the contract. NFS COR will notify CO within 24 hours of any incidences of Contractor personnel to follow regulatory standards, processes and standards which violates regulatory requirements.

1.4.11 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

· Social Security payments

b. The parties agree that such a 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 annual on the anniversary date of the contract award to the VA Contracting Officers 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

GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1. The Government will provide the facility, equipment and materials used for food production, meal assembly, meal transport, nourishment transport, ware washing and sanitation.

2.2. Utilities. The Government will provide all utilities used in the NFS kitchens. Government will provide telephones for Contractor personnel use for official business only. Food service personnel are not permitted use of cell phones in the kitchens.

2.3. Housekeeping Supplies, Materials and Equipment. Government will provide all supplies, equipment and materials used for kitchen and ware washing sanitation and operations.

2.4. Personal Protective Equipment. Contractor will provide cloth masks if required for entering and exiting the building. Government will provide surgical masks, face shields and N95 masks for use during pandemics or emergency operations requiring personal protection. Government will provide plastic aprons, hair and beard restraints and gloves for serving and cleaning.

2.5. Uniforms. Contractor will provide uniforms for personnel that is appropriate for working in a food service environment. Uniforms will be well fitting, clean and in good condition without rips, tears, and must be hemmed so that the pants do not drag on the floor. Contractor will provide non-skid shoes as part of the uniform.

APPLICABLE PUBLICATIONS AND DIRECTIVES

Publications and directives applicable to this PWS are listed below. The Contractor shall ensure personnel follow these publications to the extent that it is referenced in the PWS. At the start of the contract, the Government provides all publications and forms listed. The Government may issue supplements, updates or amendments to listed publications from any organizational level during the life of the contract. The Contractor shall keep all issued publication up to date. The Contractor shall immediately ensure personnel adhere to changes in publications. Before implementing any changes that result in an increase in contract price, the Contractor will submit to 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

TJC – The Joint Commission

CMS – Center for Medicare/Medicaid Services

PUBLICATIONS, Surveys, Inspections and Directives:

2017 Edition of the FDA Food Code https://www.fda.gov/food/fda-food-code/food-code-2017

Supplement to 2107 FDA Food Code https://www.fda.gov/food/fda-food-code/food-code-2017

VHA Handbook 1109.04 – Attached

VHA Directive 1439 – Food Service Management - Attached

OIG Food Service Inspection Form – Attached

CMS 200.55 Kitchen Survey Inspection Form – Attached

National Restaurant Association ServSafe Certification https://www.servsafe.com/

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.govinfo.gov/content/pkg/PLAW-104publ191/pdf/PLAW-104publ191.pdf

45 FR 164.502€

https://www.law.cornell.edu/cfr/text/45/164.502

Privacy Act, 5 U.S.C 552a https://www.law.cornell.edu/uscode/text/5/552a

38 U.S.C 5701 https://www.law.cornell.edu/uscode/text/38/5701

TJC website https://www.jointcommission.org/

Food Production Guidance

Basic food service operations include all standards in written guidance, policies, directive and 2017 Food Code as well as regulatory requirements of TJC and CMS through LTCI surveys. Some basic operational standards include but are not limited to:

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

2. Leftovers will be covered, labelled and placed immediately in the food bank for donation to the San Antonio Food Bank.

3. Separate cutting boards will be used for preparation of raw and cooked products. Cutting boards must be washed, rinsed and sanitized between each use.

4. All work surfaces will be washed, rinsed and sanitized before and after use and when it is soiled.

5. Food inventory and stocking of subsistence and nourishments will be stored in a First in First out (FIFO) manner to ensure all food products are rotated using the oldest products first.

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

7. Non-food supplies will be stored in a separate area from food items. Cleaning supplies will be identified and stored in location that is not near food items or food prep areas.

8. Personnel shall always wear hair and/or beard restraints in the kitchen.

9. Personnel shall not wear jewelry, fake nails, nail polish, fake eyelashes or have cell phones in the kitchen.

10. Foods are prepared and stored in strict accordance with the 2017 FDA Food Code for safe food handling.

11. Prepared foods will be maintained at a temperature below 41 deg F or above 140 deg F. Meats will be cooked to the internal temperatures as outlined in the 2017 Food Code.

12. Kitchen areas will be cleaned during and after use and maintained in a sanitary and organized manner.

13. Personnel will always practice hand hygiene in the kitchen and on the patient units.

14. Waste will be removed from trash cans before the can is filled or overflowing. Trash bins will be emptied in the dumpsters located on the back dock when they are full.

15. Cardboard will not be present in food preparation areas.

16. Refrigerators in work areas and on patient units will be cleaned and inspected for out dated items at the beginning and end of shifts and between meals in the meal assembly areas. Outdated items will be removed and discarded.

Personnel Staffing Estimates

NFS has an FSW turnover rate of 35%. Baseline contract personnel staffing is established at 20% of staffing to cover most of normal turnover rates.

Baseline Requirements

Flexible support NFS will request additional personnel support for VA staffing rates over 40%

17. POC: Maria Worley, Chief Nutrition & Food Services, STVHCS, Phone: 210-617-5300 x 15118, Email: maria.worley@va.gov image1.tmp