36C26126Q0064-CLC Food Service-VAPIHCS.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

459-26-1-043-0002

36C26126Q0064 10-23-2025

James Postell | James.Postell@va.gov 702.791.9000 11-28-2025

9AM PST

00261 Department of Veterans Affairs Network Contracting Office 21

X

624210

$19.5 Million

N/A

X

See Price/Cost Schedule

00261

Department of Veterans Affairs Network Contracting Office 21

Department of Veterans Affairs Financial Services Center P.O. Box 149971

Austin TX 78714-9971

1-877-353-9971 512-460-5221

See CONTINUATION Page

This requirement is for Community Food Services for the VA Pacific Island Health Care System.

Quoters shall follow the submission instructions specified in FAR Provisions 52.212-1 and 52.212-2, and the addendums included in this solicitation.

Submit all questions and quotes electronically to:

james.postell@va.gov

Questions are due November 06, 2025, NLT 9AM PST.

Quotes are due November 28,2025, NLT 9AM PST.

Applicable Wage Determination:

WD 2015-5689 Rv26 Dated 07/08/2025

See CONTINUATION Page

X x 1

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Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 28

C.6 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 30

C.9 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.10 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

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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 36C261

Department of Veterans Affairs

Network Contracting Office 21

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly 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.

Tungsten e-Invoice Setup Information: 1-877-489-6135

Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

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

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AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 65,700.00 ME __________________ __________________

The contractor shall provide all labor, subsistence, equipment, materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the following facilities:

1) Community Living Center (CLC) and 2)Psychosocial Residential Rehabilitation Program (PRRP) Contract Period: Base POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 624210 - Community Food Services PRODUCT/SERVICE CODE: S203 - Housekeeping - Food MANUFACTURER PART NUMBER (MPN): None

0002 12.00 MO __________________ __________________

The contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans.

Contract Period: Base POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 624210 - Community Food Services PRODUCT/SERVICE CODE: S203 - Housekeeping - Food MANUFACTURER PART NUMBER (MPN): None

1001 65,700.00 ME __________________ __________________

The contractor shall provide all labor, subsistence, equipment, materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the following facilities:

1) Community Living Center (CLC) and 2)Psychosocial

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Residential Rehabilitation Program (PRRP) Contract Period: Option 1 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 624210 - Community Food Services PRODUCT/SERVICE CODE: S203 - Housekeeping - Food MANUFACTURER PART NUMBER (MPN): None

1002 12.00 MO __________________ __________________

The contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans.

Contract Period: Option 1 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 624210 - Community Food Services

2001 65,700.00 ME __________________ __________________

materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the following facilities:

1) Community Living Center (CLC) and 2)Psychosocial Residential Rehabilitation Program (PRRP) Contract Period: Option 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 624210 - Community Food Services PRODUCT/SERVICE CODE: S203 - Housekeeping - Food MANUFACTURER PART NUMBER (MPN): None

2002 12.00 MO __________________ __________________

The contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans.

Contract Period: Option 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 624210 - Community Food Services

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65,700.00 ME __________________ __________________

materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the following facilities:

1) Community Living Center (CLC) and 2)Psychosocial Residential Rehabilitation Program (PRRP) Contract Period: Option 3 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 624210 - Community Food Services

12.00 MO __________________ __________________

The contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans.

Contract Period: Option 3 POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 624210 - Community Food Services

65,700.00 ME __________________ __________________

materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the following facilities:

1) Community Living Center (CLC) and 2)Psychosocial Residential Rehabilitation Program (PRRP) Contract Period: Option 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 624210 - Community Food Services

12.00 MO __________________ __________________

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The contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans.

Contract Period: Option 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 624210 - Community Food Services

GRAND TOTAL __________________

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B.3 PERFORMANCE WORK STATEMENT

SUBJECT: FOOD SERVICES FOR THE COMMUNITY LIVING CENTER (CLC)

A.1. GENERAL DESCRIPTION: The contractor shall provide all labor, subsistence, equipment, materials, supplies, supervision, and services which include preparing, serving and cleaning up three meals a day to the Community Living Center (CLC) and Psychosocial Residential Rehabilitation Program (PRRP), 110 Krukowski Road, Building 110, Honolulu, HI, located on the grounds of Tripler Army Medical Center, Honolulu, Hawaii 96819. The CLC houses residents for various program services including long-term care or skilled nursing and rehabilitation services.

A.1.1. The CLC and PRRP meal service is estimated for 65,700 meals annually. Additional meal trays past the estimated 180 meals per day may include back-up trays, double portions, and/or extra trays for each meal service time. Providing meal service to patients within the CLC for meals three (3) times a day, seven (7) days a week, three hundred sixty-five (365) days per year at the following meal service times: breakfast: 7:30am to 8:30am, lunch: 12pm to 1pm and dinner: 5pm to 6pm. Snacks/Nourishments and oral nutrition supplements are also provided as per registered dietitian discretion.

A.1.2. The contractor shall also provide personnel to facilitate the preparation and cooking of all rotating menu items following all applicable Federal, State, and local health and sanitation regulations.

A.1.3 The contractor shall have experience providing altered texture diets in accordance with the international Dysphagia Diet Standardization Initiatives (IDDSI) appropriately and accurately.

A.1.4. The contractor shall provide a start-up/transition plan in narrative and/or chronological format detailing how the performance work statement minimum requirements will be met at contract award.

B.1. FACILITIES AND EQUIPMENT:

B.1.1 The contractor shall be responsible for the full scope of food service operations, including the preparation, cooking, assembling, and distribution of food trays for the Community Living Center (CLC) and Psychosocial Residential Rehabilitation Program (PRRP). These services shall be executed in compliance with all applicable food safety regulations, health codes, and VA standards to ensure high-quality, nutritious meals for veterans.

B.1.2 In addition to meal preparation and distribution, the contractor shall oversee and thoroughly clean all dishes, utensils, and kitchen equipment, ensuring sanitation and hygiene are maintained at all times. Cleaning shall occur between meal services and shall include, but is not limited to, sanitizing food preparation areas, cleaning serving stations, and maintaining the cleanliness of food warmers.

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B.1.3 The contractor shall provide all necessary equipment not furnished by the VA that is required for meal preparation, cooking, and tray assembly. This includes but is not limited to cooking appliances, food preparation tools, and any auxiliary equipment needed to support efficient and safe food service operations.

B.1.4 To further enhance dining accessibility and convenience, the contractor shall be responsible for providing, installing, and maintaining vending machines stocked with various meal options, snacks, and beverages suitable for veterans. The vending options shall be tailored to meet residents' nutritional and dietary needs while offering convenient selections for every occasion within the Community Living Center.

B.1.5 The contractor shall establish and maintain an organized, efficient, and aesthetically acceptable serving line in the CLC’s dining room. The serving line shall be designed to support a veteran-centered dining experience, ensuring ease of access, efficiency, and a welcoming environment that upholds the dignity and comfort of the veterans served. The contractor shall also ensure that the serving area is well-maintained, properly staffed, and complies with VA standards to enhance the overall dining experience and in compliance with patient safety standards.

C.1. GOVERNMENT-OWNED EQUIPMENT: The VA Community Living Center will provide two walk-in coolers, two 2-door reach-in freezer, one 2-door reach-in refrigerator, work tables, double door ICombi oven, gas griddle, gas stove, stream table, plate warmer, Chef Base, ice machine, Aladdin Convect-Rite 3 INSIGHT docking stations, delivery carts, and Champion High-temperature dish machine. All other necessary equipment shall be the responsibility of the Contractor.

Vendor would be responsible for maintaining equipment and return with normal wear/ utilization.

D.1. PAYMENTS – HONOLULU, HAWAII

Payments will be made within thirty (30) days of receipt of properly prepared invoices on a monthly billing in arrears. Invoices will be submitted electronically through Tungsten.

Contractor agrees to accept payment via Electronic Funds Transfer between the US Treasury and the Contractor’s designated bank account. Contractor agrees to complete VA form 10091 and return it within five (5) days of notice of contract award.

E.1. CYCLE MENU STANDARDS:

Cycle menu standards shall be in accordance with the diet prescribed by VA healthcare providers. This may include between meal snacks or nutritional supplements as needed, to optimize a patient’s nutritional needs. Special diets with unique requirements due to religious preference and health reasons shall be prepared as prescribed by VA healthcare providers in cooperation with a VA dietitian. The contractor shall provide special diet meals, when requested

9of 9 by the VA, at no additional charge to the Government (i.e. new admissions, diet order changes, menu alternatives for food allergies, vegetarian diets, lactose intolerance, chronic diseases, and so forth). The contractor shall change or update cycle menu items quarterly or every 3 months and provide special menu(s) for annual holidays and events. The contractor shall ensure requests for changes to the 4-Week Cycle Menu are coordinated and agreed upon with the VA Dietitian.

Table A: Cycle Menu Requirements:

Menu Requirements: (Per Serving with examples) See Attachment Table A

E.2. The VA will provide a reference tool for menu and recipe preparation if needed. The VA Dietitian holds the right to menu reviews and approvals. The VA Dietitian will work with the contractor to ensure the standards for nutrition therapy are in accordance with the needs of the CFA veteran population.

F.1. FOOD SERVICE OPERATION:

F.1.1. The contractor shall prepare, cook and assemble patient meal trays for all CLC patients and PRRP. The VA will provide tray tickets daily for the next day’s use which will indicate the patient’s name, room number, diet, food consistency, and food allergy(ies) to facilitate tray assembly. Information on the tray tickets is considered confidential. The VA shall afford Veterans’ individual privacy rights at all times. The tray tickets shall be kept secure in a sealed envelope in a secured area such as a locked drawer until ready for use to assemble meal trays.

The tray tickets shall only be viewed by staff on a need-to-know basis. The individual tickets will be placed on the associated assembled tray by the Contractor. Any unused tray ticket(s) will be returned to the VA with the meals delivered. Unused tray tickets shall not be disposed of and must be returned to the VA in a secured envelope.

F.1.1.2. The CO and COR used the PDAT Tool to designate the contractor’s position risk for contractor’s employees. The contractor’s position designation within the VA presents a low risk level for the services identified throughout this performance work statement.

F.1.2. Contractor will be responsible for preparing and cooking meals based on a 4-Week Cycle Menu in accordance with the prescribed therapeutic and mechanically altered diet orders.

Additional food service duties/tasks may be assigned as necessary.

F.1.3. The contractor will provide the VA Dietitian with detailed recipes for all the approved menu items and meal item alternatives for CLC meal service (30 days) prior to service.

F.1.4. The contractor will alter foods to the desired textures (soft and bite sized, minced and moist or pureed) following the IDDSI standards using a food processor or manual method. The method used to alter the food shall maintain the identity of food items to preserve attractiveness, including the use of food molds to aid in presentation. All foods will be texture-modified

10of 10 according to each patient’s needs and will be determined by a registered dietitian and speech therapist.

F.1.5. The contractor will prepare puree foods following the IDDSI standards to maintain the appropriate texture and nutritive value. Commercial thickeners may be used to achieve proper consistency as to the thickness of mashed potatoes, it should require no chewing, have a smooth texture with no lumps, should not be sticky or have liquids that separate from the solids. Pureed foods should be prepared so that they are attractive and appealing and served on a regular or divided plate instead of in individual bowls. All Pureed food items should pass the spoon tilt test and fork drip test.

F.1.6. The contractor will prepare minced and moist foods following the IDDSI standards to maintain the appropriate texture and to maintain nutritive value. Commercial thickeners may be used to achieve proper consistency to make foods soft and moist, but with no liquid leaking or dripping from the food. Lumps in the food should be soft enough to be mashed with the tongue and particle size no larger than 4mm, or the space between the prongs of a standard fork. Foods should be able to be scooped onto a fork without liquids dripping or crumbles falling off the fork.

Foods should be prepared so that they are attractive, appealing and served on a regular or divided plate instead of in individual bowls. All food in this texture should pass the spoon tilt test and fork drip test.

F.1.7. The contractor will prepare foods following the Soft and Bite-sized IDDSI standards to maintain the appropriate texture and nutritive value. Foods should be soft, tender and moist with no thin liquids leaking or dripping from the food. Food pieces should be no bigger than 1.5cm x 1.5cm or the width of a standard dinner fork. Foods should be prepared so that they are attractive, appealing and served on a regular or divided plate instead of in individual bowls. All food in this texture should pass the spoon tilt test and fork drip test.

F.1.8. The contractor may design a retail program to provide Ready-To-Eat options to be available for purchase at the CLC. The contractor shall be solely responsible for the payment system(s) in accordance with state and federal rules and regulations for this program. The VA will not be responsible for any equipment, supplies, or transactions made for this program.

F.1.9. The contractor shall provide overall orientation for staff that may assist with preparing, cooking, assembly, clean-up and/or dishwashing for all meals. The contractor shall be ultimately responsible for ensuring that high standards of sanitation, cleanliness and safety are maintained during meal service operation.

F.1.10. The contractor shall maintain all temperature and sanitation logs to include but not limited to dish machine temperatures, cooking temperatures, holding temperatures, cleaning logs etc.

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F.1.11. The contractor shall receive, check quantity, label expiration dates (as appropriate), and store food supplies in appropriate storage areas.

F.1.12. The contractor shall prepare special items/nourishments with blender or mixer such as milkshakes/special supplemental drinks.

F.1.13 Contractor will load onto the respective meal transport carts trays designated for each wing and the dining room. Nursing services will distribute the tray to each Veteran.

F.1.14 Contractor will be responsible for collecting all dirty trays and dishes from the dining room and ward nourishment kitchens after each meal service, including special events (cookouts, holiday meals, etc.). VA staff, when available, will assist in the pick-up of used trays and re-shelving of trays on the transport carts, including all pick-ups and re-shelving of trays from the bed-bound patients.

F.1.15. Contractor assembles and distributes ready-to-serve nourishments (i.e. gelatin, pudding, crackers, sandwiches, etc) to the ward kitchen in a manner that maintains temperature and palatability no later than 9am, 1:30pm, and 6:30pm daily.

F.1.16. Contractor will restock nourishment kitchens on B and C wing nursing units when distributing morning and evening nourishments.

F.1.17 Contractor cleans/sanitizes general equipment (dish machine, refrigerators (reach-in and walk-in), freezer (reach-in), ice machine, bucket/scoop, beverage dispensers (hot and cold), toaster, microwaves, general utility carts, and racks (stationary and rolling), rethermalization units, garbage can(s)), work areas (work tables/shelves, sinks), storerooms, ward kitchen food storage and supply areas, refrigerators on B and C units. Contractor will provide a cleaning schedule for the kitchen and ward kitchens. Contractor will maintain documentation of compliance of cleaning schedule.

F.1.18. Contractor shall scrape soiled trays, rinse, sort, stack, and prepare tray ware for dish washing and pick-up.

F.1.19. Contractor is responsible for storing clean equipment and dishes in designated areas where clean and dirty dishes do not cross contaminate.

F.1.20. Contractor empties trash and sweeps and cleans main kitchen, storerooms and chill box floors.

F.1.21. Contractor shall be responsible for labeling expiration dates, checking and monitoring outdated food and supplies daily. All food supplies stored by the contractor at the CLC will be checked daily for expiration dates. All foods with expired dates will be removed / discarded from the facility.

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F.1.22. Contractor shall perform temperature checks and document temperature for walk-in refrigerators 1&2, reach-in refrigerator, reach-in freezer, dishwasher (wash & rinse cycle) and foods (hot and cold) prior to service.

F.1.23 All contractor personnel shall be in a contractor uniform. All employees shall wear contractor provided standard food service uniforms that shall be clearly distinguishable from all VA facility uniforms. The uniforms shall be worn as designed by the manufacturer. Contract personnel shall maintain a clean/neat appearance, and wear hairnets (contractor-provided) and non-slip shoes. False nails, false eyelashes or polished nails are not permitted. No jewelry shall be worn on fingers, hands or arms.

F.1.24. Contractor employees will be required to attend and participate in the following training provided by the CLC staff: fire drills, safety classes, infection control, and CLC orientation and any others as required by VA.

F.1.25. The contractor shall be responsible for ensuring contractor employees are compensated in accordance with the Department of Labor (DOL) Wage Determination provided in this contract.

G.1. HEALTH, SANITATION, SAFETY COMPLIANCE:

Contractor shall comply with all applicable health and sanitation laws and regulations of the State of Hawaii and meet or exceed the standards of the Joint Commission (JC) and any other regulatory agencies. These laws and regulations may be obtained at the following web sites;

State of Hawaii: www.hawaii.gov/doh, JC: www.jointcommission.org, and Long-Term Care Institute (LTCI). The Contractor shall provide documentation showing that all the above laws and regulations are met and all applicable licenses and insurance to the Contracting Officer prior to award. The COR will provide any copies of additional VA specific regulations and any other pertinent policies, guidance and regulations.

G.1.2. VHA Directive 1439 Food Service Management, Chapter 6, paragraph 1 requires food service manager, supervisor and others who may be described as “person in charge” per the most current NFAC-accepted FDA Food Code, must hold a Food Protection Manager certification.

This certification must be from an accredited organization that issues food protection manager certifications: https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 .

H.1. PROFESSIONALISM:

The contractor shall provide professional services while maintaining decorum between the contractor, patients, and staff. The contractor must ensure that its personnel: Display courtesy, professionalism, and respect towards patients, staff, and visitors while on premises. In the event of non-compliance, it will be the Contracting Officer’s (CO’s) and/or COR’s prerogative to determine the consequences. Disciplinary actions can include written admonishment, personnel

13of 13 http://www.hawaii.gov/doh http://www.jointcommission.org/ https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 dismissal, and if repeated offenses are committed without corrective action by the contractor, contract default. Patient care is a priority at our facility and personnel, both VA and contract employees, are held to high standards of conduct when interacting with patients. Any personnel intended to staff this contract should assure their understanding of, and their ability and willingness to comply with these standards.

I.1. SPECIAL REQUIREMENT:

The vendor will provide a test tray one time a week for evaluation purposes by the COR or VA dietitian or designee at no additional cost to the Government for purposes of evaluating the food.

The VA dietitian, COR or designee can taste any item at any time, if there is a complaint or as part of a quality check.

J.1. CONTRACTOR PERSONNEL:

The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. The contractor shall be responsible for protecting its personnel furnishing services under this contract.

J.1.1. Health Requirements: Contractor’s employees are not required to have a physical examination prior to work on this contract; however, each employee is expected to be in good physical health and able to work in patient use/visit areas without risk to the patients. No personnel shall be assigned to this contract that are not in good physical health or pose a risk to patients. Contractor’s personnel who acquire a communicable illness shall be immediately replaced by the Contractor.

J.1.2. The contractor entering the CFA shall be subject to the current VAPIHCS health policies, regulations and guidelines, to include screening and testing.

J.1.3. Employee Background Investigations: Contractor’s employees are required to have a background investigation initiated prior to performance on this contract as required by the Department of Veterans Affairs.

J.1.4 All contractors shall clearly display their hospital identification badge. All personnel shall obtain clearance from the VSC Security Personnel Department prior to starting work. Upon receiving their VA issued identification badge, it will be displayed on the upper torso, picture side out at all times. Failure to obtain or wear a badge is grounds for removal from site until the situation is resolved, i.e. “No badge, no work.”

J.1.5 All Contractor’s personnel shall return the VA issued identification badge upon separation from the Contractor’s employment. There is no exception.

J.1.6. Miscellaneous: Contractor personnel shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas.

Unauthorized smoking, eating, theft, pilferage, acts of violence or verbal threats by contractor personnel shall constitute adequate cause for the Government to require the contractor

14of 14 immediately remove the offender(s) from employment at the Community Living Center’s premises for the duration of this contract.

K.1. SAFETY REQUIREMENTS:

Offerors shall submit with their proposal their written procedures concerning their safety program. Written procedures submitted by offerors that are deemed inadequate shall constitute sufficient cause for rejection of an offer. If any offeror’s written procedures are approved and they are subsequently awarded a contract, the approved written procedures shall be incorporated into the contract. A contractor’s failure to follow the written procedures shall be sufficient cause for termination of the contract.

L.1. QUALITY ASSURANCE/QUALITY CONTROL:

The Government will measure the standards of this contract with a surveillance schedule of administrative and quarterly inspections as deemed necessary. The government will provide a copy of the Quality Assurance Surveillance Program (QASP) to the Contractor. High standards will apply to the timely service to the standards of cleanliness, and proper food services detailed in the PWS.

L.1.2. Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified and in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractor shall provide a Quality Control Plan within the first 30 days of contract performance that supports the government’s Quality Assurance Surveillance Plan (QASP) for this contract. The Contractor shall provide a quality control designee on station to maintain proper oversight to services provided to the vulnerable population of the Veterans in the CLC.

L.1.3. All contractor work areas shall meet or exceed regulatory agencies standards; major focus on whether contractor personnel are clean, healthy, and neat in appearance, courteous, and in compliance with training and health standards; that both hot and cold foods are kept at appropriate temperatures daily, that unused portions of packaged foods are labeled with expiration dates and that food stored whole are labeled with expiration dates with individual labels and/or one label on the entire box. Inspections will consist of facility and vehicle, random sampling of foods, checking dates for expired foods obtaining copies and reviewing state inspection reports for compliance.

L.1.4. Supervisor will meet as needed with the VA Dietitian or designee and COR to resolve dietary operational issues (menu, staffing, or coordination of events, etc).

L.1.5. The VA reserves the right to inspect the kitchen, equipment, food, and services supplied at any time.

L.1.6. The COR must conduct quarterly audits using Attachment (Contract Food Service Evaluation Form), to determine whether or not the contractor is adhering to contract

15of 15 requirements. The VA may perform these audits more frequently, if needed, to ensure contract compliance.

L.1.6.1. The COR must conduct quarterly satisfaction surveys, using Attachment (Customer satisfaction survey), to assess resident satisfaction with the contractor’s food service. After receipt of the Customer Satisfaction Surveys, the COR must schedule a mandatory quarterly meeting with the contractor and the VA Dietitian. The COR may elect to hold these meeting more frequently depending on the quality of the contractor’s performance and other factors.

Contractor is to respond with a plan of action within 5 days of a reported unsatisfactory survey or patient complaint.

M.1. CONTRACT ADMINISTRATION DATE: The Contracting Officer as the agent of the Government, with authority to negotiate terms, execute legally binding agreements affecting price, quantity, or quality of performance under this contract and administer contracts on behalf of the Government. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

N.1. CONTRACTING OFFICER’S REPRESENTATIVE (COR): The Contracting Officer’s Representative (COR) is the technical advisor to the Contracting Officer and is responsible for the daily oversight of the Contractor’s work and for making recommendations to the Contracting Officer regarding matters of contract administration. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer.

End of PWS

Quality Assurance Surveillance Plan (QASP)

Project Title: CLC Food Services

Contract Number: N/A (TBD)

Contract Description: The VA Pacific Islands Health Care System (VA PIHCS) in Honolulu, Hawaii, requires meal service for an estimated 65,700 meals annually. Additional meal trays are included in the annual estimate to serve as back-up for each meal service time. Providing meal service to patients within the CFA for meals three (3) times a day, seven (7) days a week, three hundred sixty-five (365) days per year for the following meal service times: breakfast: 7:30am to 8:30am, lunch: 12pm to 1pm and dinner:

5pm to 6pm.

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Contractor’s Name: N/A (TBD)

1.PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored

• How monitoring will take place.

• Who will conduct the monitoring?

• How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2.GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b. Contracting Officer Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Assigned COR: Candi Medina

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

• a. Program Manager(s) – N/A (TBD)

• b. Contract Assigned Personnel – N/A (TBD)

4. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Quality Assurance Specifications and Requirements, in the contract, includes performance standards to be followed. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Quality Assurance Surveillance Plan (QASP)

Performance

Standard

Acceptable Quality

Score 90,95, Surveillance method

17of 17

Standards Task

Indicator Level 100%

A.1.1. Performance All conditions must be met.

All conditions must be met.

100% Receipt of meals daily / 365 days per year

A.1.2. Timeliness Meals ready for pick up at the designated times by food courier.

Meals prepared are ready for pick up no more than 30 mins earlier than courier arrival.

90-100% Review of receiving and transport log.

A.1.3 Quality All meals must be prepared in a facility according to the Hawaii State Department of Health (DOH) green placard guidelines.

The contractors shall meet the Hawaii state green placard standards.

95%-100% Present local DOH clearance.

B.1 Locality All meals must be prepared in a facility according to Hawaii State DOH green placard guidelines.

The contractors shall meet the Hawaii DOH green placard standards.

95%-100% Present local DOH clearance.

E.1 Standards Menu cycle items updated/changed quarterly or every 3 months. Refer to PWS E.1, Table A: Cycle Menu Requirements.

95% will have these minimum items provided.

100% provides more than the minimum.

95%-100% Periodic Cycle menu file inspection and/or random sampling

E.2 Coordination Meals will meet the diet order prescribed by the providers and agreed upon by the VA Dietitian or designee.

Meals must meet the dietary needs and preferences of the CFA veteran population as prescribed by the designee.

100% 4- Week Menu Cycle provided and reviewed each update/change or semi-annual – whichever happens first

F.1.1. HIPAA

Service

The contractor shall prepare and assemble patient meal trays for all CLC and PRRP patients. Refer to

PWS F.1.1.

The tray tickets shall only be viewed by staff on a need-to-know basis. Any unused tray ticket(s) will be returned to the VA with the meals delivered.

100% Periodic tray audit inspection and/or random sampling.

F.1.2. Service Prepared meals will be based on a 4-Week Cycle Menu in accordance with the prescribed therapeutic and mechanically altered diet orders.

Prepared meals shall meet the 4- Week menu cycle with minimal substitutions.

Anything less is 90%. As required is 95% and more than required is 100%.

90%, 95%, 100%

Periodic tray audit inspection and/or random sampling.

F.1.3. Service The contractor shall provide the VA Dietitian detailed recipes for all the approved menu items and

The contractor will prepare meals from recipes approved by the VA Dietitian or Designee.

100% Periodic tray audit inspection and/or random sampling.

18of 18 meal item alternatives for CFA meal service (30 days) prior to service for approval.

F.1.4. Quality Raw fruits and vegetables need to be chopped or finely diced. All foods will be chopped, diced or minced according to each patient’s needs and will be determined by the VA dietitian, speech therapist, and/or designee.

The contractor will prepare meals approved by the VA Dietitian, speech therapist, and/or designee.

100% Periodic tray audit inspection and/or random sampling

F.1.5. Quality The contractor will use a food processor to puree foods to maintain the appropriate texture and nutritive value.

Commercial thickeners may be used to achieve proper consistency as to the thickness of mashed potatoes rather than a gravy or watery texture.

In accordance to the dysphagia diet guidelines, pureed foods should be prepared so that they are attractive, appealing and served on a regular or divided plate instead of in individual bowls.

100% Periodic tray audit inspection and/or random sampling

G.1. Health and Sanitation

Contractor shall comply with all applicable health and sanitation laws and regulations of the State of Hawaii and meet or exceed standards of the Joint Commission (JC) and any other regulatory agencies.

Contractor shall meet laws and regulations obtained at the following web sites; State of Hawaii:

www.hawaii .gov/doh, JC:

www.jointc ommission.

org, and Long- Term Care Institute (LTCI)

100% Provide documentation showing that all the above laws and regulations are met and all applicable licenses and insurance.

G.1.2.

I.1.

Food Safety

Quality

Food service manager, supervisor and others who may be described as “person in charge” per the most current NFAC-accepted FDA Food Code, must hold a Food Protection Manager certification.

This certification must be from an accredited organization that issues food protection manager certifications:

https://anab pd.ansi.org/ Accreditatio n/credentiali ng/personne l-certification

90-100%

Provide proof of certification

Periodic test tray conducted once a week

19of 19 http://www.hawaii.gov/doh http://www.hawaii.gov/doh http://www.jointcommission.org/ http://www.jointcommission.org/ http://www.jointcommission.org/ https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4

J.1.1.2

L.1.4.

L.1.5.

L.1.6.

L.1.6.1

Safety Standards

Food Safety

Designee can taste test at any time

Contractors are subject to the latest VAPIHCS health policies

Vendor supervisor to meet as needed with VA Dietitian or designee to discuss and resolve dietary operational issues

VA has the right to schedule the Vendor’s kitchen, equipment, food, and services at any point in time designee will conduct quarterly audits using the VA’s Contract Food Service Evaluation Form

VA Dietitian will meet with Vendor Supervisor on a quarterly basis to discuss resident satisfaction surveys

/food-protection-manager/AL LdirectoryL isting?menu ID=8&prgI D=8&status

ID=4

Taste, consistency, and adherence to dietary order

Complies with latest VAPIHCS health policies to include COVID testing upon entering the CFA;

as an example

Issues are resolved in an agreed upon timeframe between Vendor supervisor and VA Dietitian or designee

Random quarterly inspections conducted by VA Dietitian or designee

Quarterly audits scheduled on dates agreed upon by VA Dietitian or designee and

Quarterly meetings scheduled on dates agreed upon by VA Dietitian or designee and

Screening log where Contractors check in at designated CFA location.

Timeline tracker for issue resolution OR Quality Control Form

Green Health Placard approved by the State of Hawaii and/or Quality Control Form

Satisfactory or above ratings on VA Contract Food Service Evaluation Form

Satisfactory of above ratings on resident satisfaction surveys

20of 20 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4 https://anabpd.ansi.org/Accreditation/credentialing/personnel-certification/food-protection-manager/ALLdirectoryListing?menuID=8&prgID=8&statusID=4

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers.