Vendor Questions and answers 0002.docx

VENDOR QUESTIONS AND ANSWERS

1. Regarding, 4.7.2 Personnel Food Safety and Hygiene Management on Page 14 of 82

d. Covid vaccine (?) – this may be a new requirement coming. Please clarify how you envision the Policy & procedure requirements by Food Service team members, if the new requirement is initiated.

Answer: The Agency is not able to confirm what the new requirement will be. It would be in the best interest of the vendor to get their employees vaccinated as there is no certainty whether we will be able to accept contracted staff who are not vaccinated. The Vendor could have their staff go to their own providers in the community for testing and vaccines.

Occ Health is under the impression that the police are requiring contractors that are here greater than 6 months to get a PIV card. We do not want the contractor/vendor’s kitchen staff to get PIV cards as we have indicated that the staff do not have access to VA computers or Veteran information. If they can get access to the information via the PIV cards that would increase the security risk.

2. Regarding, SUBMISSION OF REQUIRED DOCUMENTS: Please confirm that the Bid-Proposal is to be no more than 30 pages and using 12 font.

Answer: Please LIMIT your response to no more than thirty-five (35) typewritten pages with a 12pt font-size and Times new roman font-type. Please follow the indication in section E.2.

3. Historical Data - Actual Meals Invoiced. Please Provide eleven (11) months actual meals served for the period of Oct 1 2020 thru August 31 2021 for each of the following categories.

4. Historical Data – Facilities Census. Please Provide by Month the daily average number of Residents for the past 23 months (Oct 1, 2019 thru August 31, 2021) Answer: The data is herein provided by quarter: The Vendor should be aware that there was a significant decrement in census due to COVID-19 and the expectation is that we should return to an average census of mid 30’s

· FY21Q3: 18

· FY21Q2: 15

· FY21Q1: 19

· FY20Q4: 18

· FY20Q3: 16

· FY20Q2: 30

· FY20Q1: 33

· FY19Q4: 34

5. Regarding COVID. During the past 18 months did the facilities close at any time due to COVID -19 related issues? If Yes, for how long?

Answer: There was no closures at all.

6. Regarding Annual Price adjustments. Please Confirm that Annual Price adjustments will be permitted based on any changes pertaining to the Wage Determination.

Answer: Yes, our intent is to allow an Annual Price adjustment based on any changes pertaining to the Wage Determination. We are now adding FAR clause 52.222-43 for that effect.

7. Please provide a copy of current 4-week cycle menu.

Answer: The Government is requesting a sample 3-week cycle menu, not a 4-week cycle menu. It is the burden of the vendor to provide a sample 3-week cycle menu and demonstrate this capability. The Government will not provide a sample.

8. Please provide a copy of weekly 3 x a day snack supplemental menu.

Answer: It is the burden of the vendor to provide a sample and demonstrate this capability. The Government will not be providing a sample.

9. How long has the incumbent Quality Coast held the food service contract?

Answer: The incumbent has held a Food Service Contract for one (1) base and four (4) option years.

10. What is the current contract Value?

Answer: The Government does not see how this information is relevant to the Solicitation.

11. Please supply the list of attendees that attended the virtual pre bid conference & tour.

Answer:

Dennis Buchannan (Vendor) Rick Vero (Vendor) Jeff – Admiral Experience Cecil Nichols Yesenia (QCI Vendor) Edgar Alvizar (Contract Specialist) Kathleen Little (COR) Amanda Hibshman (Dietitian) Daniel Santibanez (Chief of Nutrition and Food Services) John Hunt (PSA/OA analysis for FNS) Patrick Dwyer (Medical Management Specialist)

12. In addition to the 40 resident meals, will facilities staff receive meals? if not is there a vehicle set up that allows staff to order & purchase a meal?

Answer: No, employees are not allowed to eat or pay for any meals provided for the Veterans by the vendor.

13. The past performance sheet in section D.5 has three sections for references but section E.2 Instructions to Offerors says that up to 2 references should be given. Would three references be acceptable?

Answer: Please submit two (2) reference only.

14. What is the average number of veterans receiving double portions?

Answer: Over the 12 months, listed in the excel sheet, the total number of double portions average was 61. The monthly number billed was listed above in question #3.

15. Please confirm that FAR 52.222-43 Is applicable to this solicitation. We noticed the FAR clause is not checked as applicable on page 39 of the Solicitation.

[] (3) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

Answer: Yes, our intent is to allow an Annual Price adjustment based on any changes pertaining to the Wage Determination. We are now adding FAR clause 52.222-43 for that effect.

16. How much food is required for cooking classes?

Answer: It depends – see requisition example attached to this amendment to solicitation

17. Will cooking classes need any special ingredients?

Answer: It depends – see requisition example attached to this amendment to solicitation

18. Can you please provide samples of the cooking class required ingredients?

Answer: see requisition example attached to this amendment to solicitation

19. Do cooking classes use the same ingredients required for meals?

Answer: Not necessarily – the ingredients may be different from the regular menu. The contractor is reimbursed thru the invoice process for requested items.

20. What information does the daily census provide?

Answer: The daily census is the actual number of Vets present at the ASPIRE Census at 0600 each morning. The food prepared should be close to the needs of the Veterans present at the ASPIRE Center.

21. Can you please provide a sample of the daily census document and provide additional clarity on the information that is contained on the census?

Answer: Each day a number is listed for the day that reflects

22. Please provide historical information for the average number of residents per year in the previous 5 years.

Answer: See Question #4 for 3 years…Covid affected the census. On average before COVID-19 the facility had a max daily census of 36.

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