40DHHS-S3355 - Scope of Work~3.docx

SCOPE OF WORK

LOCATION DETAILS

SNAMHS Kitchen 6161 West Charleston Blvd, Bldg. 4 Las Vegas, Nevada 89146

Kitchen equipment inventory – see attachments Approximate kitchen size

Food service center, Bldg. 4 – 3,400 square feet Food service center storage, Bldg. 5 – 1,458 square feet

DPBH / SNAMHS

Menu contact – Kristy Rivera, Dietitian, krrivera@health.nv.gov Billing contact – SNAMHSAP@health.nv.gov Average meals per day – 190 Nutritional issues – none

Service locations

Rawson Neal Psychiatric Hospital 1650 Community College Drive Las Vegas, Nevada 89146

Muri Stein Hospital 6161 W. Charleston Blvd, Bldg. 3 Las Vegas, Nevada 89146

ADSD

Menu contact – Lyndsay Chamizo, Registered Dietician Lyndsay@adsd.nv.gov Billing Contact – Margaret Klenk MargaretKlenk@adsd.nv.gov or Christine Cochran CCochran@adsd.nv.gov Average meals per day – 12 Nutritional issues

PKU, Bite Size Soft & Bite Sized Regular Tray Regular High Fiber Lactose Free Diet: 1800 Kcal, Lactose Free, Bite Size Renal Diet, 80 gm Protein, Bites Size (In portion cups) Regular, Bite Size: 1500 Kcal, 3 Carbohydrates, 3 Proteins (In portion cups) 1800 Kcal, Bite Size, Low Fat 2400 Kcal, Bite Size, +2 ounces extra protein 2000 Kcal: Bite Size High Fiber, minced and moist

Service location 1391 South Jones Blvd Las Vegas, Nevada 89146

DCFS / SNCAS

Menu contact – Justin Stevens j.stevens@dcfs.nv.gov Billing contact – Accounts Payable, ap@dcfs.nv.gov Average meals per day – 96 Nutritional issues – none Service locations 6171 West Charleston Boulevard Bldg. 17 Las Vegas, Nevada 89146

NNAMHS Kitchen 480 Galletti Way Bldg. 26 Sparks, Nevada 89521

Kitchen equipment inventory – see attachments Approximate kitchen size

Food service center, Bldg. 25 – 4,254 square feet

DPBH / NNAMHS

Menu contact – Joel Paniagua jpaniagua@health.nv.gov Billing contact – Amanda McMasters amcmasters@health.nv.gov Average meals per day – 100 Nutritional issues – none Service locations

Dini-Townsend Hospital 480 Galetti Way Sparks, Nevada 89521

Lake’s Crossing Center 500 Galletti Way Sparks, NV 89431

DCFS / NNCAS

Menu contact – Bonnie Vogler bvogler@dcfs.nv.gov or Renee Polley repolley@dcfs.nv.gov Billing contact – FiscalAP@dcfs.nv.gov Average meals per day – 48 Nutritional issues – none Service location 480 Galletti Way 8A & 8N Sparks, NV 89521

SCOPE OF WORK

MEALS AND REQUIREMENTS

Prepare and distribute three (3) meals (breakfast, lunch, and dinner) per day each day of the year. The number of meals in the RFP is estimated on current and historical information available at the time the RFP was developed. However, fluctuations in funding, census program evolution, and other factors affect the actual number of meals served. There is no way to guarantee that the estimated number of meals will not increase or decrease during the term of the contract.

Provide an annual total of approximately 160,000 prepared meals and bag meals. Based on FY2024 budgeted meal counts.

Approximately 150,000 meals shall be served.

Approximately 300 meals shall be provided as bag meals.

Approximately 9,120 meals shall be provided as snacks based on health professional recommendation.

In the event of a new, additional program, totals may change and may affect pricing tiers.

Provide raw food for snacks.

It is estimated $30,000.00 (current cost) of raw food for snacks may be ordered annually, with a maximum 5% added to raw food cost for a total estimated at $31,500.00.

Dietary Requirements

Examples of current diets in use reflect the need to accommodate clients with psychiatric disorders, behavioral issues, or intellectual disabilities.

Food aversions, food allergies and food intolerances need to be considered and diets ordered for food hypersensitivities are common in this population.

SNAMHS and DRC follow the International Dysphagia Diet Standardization Initiative IDDSI Food and Drink Classification System.

Texture modifications include Easy to Chew, Soft & Bite Sized, Minced & Moist, and Puree foods. These modifications may also be personalized to promote adequate nutrition and intake. Thickened liquids may also be ordered.

Other therapeutic diets include but are not limited to Consistent Carbohydrate, Low Salt, High Fiber, Gluten Free, Renal, and any other medically necessary physician ordered diet.

Vegetarian, Vegan, and Kosher diets are offered to accommodate cultural and ethnic preferences.

Vendor shall perform the following tasks for all locations listed above:

Menu planning;

Purchasing;

Food production;

Meal distribution;

Quality control and assurance; performance improvement and documentation;

Staff training;

Pest control of the central kitchen;

Inventory maintenance;

Fiscal management;

Personnel services including hiring, completion of medical clearance prior to starting to work, disciplinary actions, terminations, supervision and management;

Daily cleanup of food receiving, storage, preparation, dish and pot washing, garbage disposal, and dumpster areas;

Maintenance and repair of all kitchen areas used by Vendor pursuant to this Agreement; and Maintenance, repair, and replacement of all equipment and fixtures used by Vendor pursuant to this agreement.

REPORTING. Awarded vendor will work with AGENCIES to determine format and frequency of the reporting requirements.

Vendor shall have an accounting period that is compatible with the State fiscal year (July 1 through June 30).

Statements shall include expense relative to the following:

Number of meals and snacks served by date, meal, and unit;

Raw food costs; and Equipment maintenance.

Books of accounts on all operations shall be provided with appropriate supporting data, maintained in an accurate, complete manner according to accepted standards of accounting, and reflecting Vendor operations at AGENCIES.

Vendor shall make books of accounts and supporting documentation available during regular business hours for inspection, reproduction, and audit by AGENCIES with a minimum of five (5) days’ notice at all reasonable times and shall retain all records, data, and documents at a mutually agreed-upon location for a period of at least five (5) years after the expiration of the contract, or subsequent renewals, or as long as required for the resolution of issues raised by an audit.

Special reports covering Vendor operations may be required by AGENCIES and various federal or state agencies from time to time.

Statements and reports furnished to AGENCIES shall routinely be made available to relevant governing bodies and advisory committees.

CONTRACTING AGENCY BACKGROUND

The Nevada Division of Public and Behavioral Health (DPBH) is part of the Department of Health and Human Services, under the Executive Branch of the State of Nevada.

The mission of DPBH is to protect, promote, and improve the physical and behavioral health and safety of all people in Nevada, equitably and regardless of circumstances, so they can live their safest, longest, healthiest and happiest life.

The DPBH establishes and develops relationships with community partners, including collaborating on resources that will improve public health and behavioral outcomes for all communities within Nevada.

RESTRICTIONS

Any Agreements, written or oral, between Vendor and parties other than AGENCIES, listed in this RFP/resultant contract where such Agreements involve Vendor personnel assigned the AGENCIES account, is prohibited without the express written consent of AGENCIES.

Any use of kitchen facilities by Vendor for purposes other than those pursuant to the resultant contract is prohibited without the express written consent of AGENCIES.

Vendor shall not purchase, store, or dispense, any alcoholic beverages, drugs, or other controlled substances on the premises.

Vendor shall ensure that all information concerning clients of the Division of Public and Behavioral Health (DPBH), Psychosocial Rehabilitation Programs, and other State agencies that are serviced or employed by Vendor, is confidential and access is limited to persons specifically authorized by the individual or a legally qualified representative.

GOALS AND OBJECTIVES

The objective is to provide nutritionally adequate and attractive meals adapted to meet the needs and preferences of individuals in residence at SNAMHS, ADSD, DCFS, SNCAS, NNAMHS, LLC, and NNCAS (known as AGENCIES).

A variety of meal options will offer highly palatable and nutritious food, sufficiently varied and at the proper temperature to assure maximum nutritional support.

A single vendor will be selected to provide comprehensive food management services under a contract term of four (4) years, commending March 1, 2026, and concluding February 28, 2030, contingent upon approval by the Board of Examiners.

INSPECTIONS

AGENCIES shall reserve the right, but shall have no affirmative obligation, to have a registered dietitian and/or designated representative review, inspect, and evaluate operation and condition of food service facilities at any time with respect to quantity and quality of food served, methods of service, food costs, hours of meal service, and generally with respect to safety, sanitation, and maintenance of facilities and equipment, all of which shall be maintained at levels satisfactory to AGENCIES. Any discrepancies found shall be corrected by Vendor to State or federal guidelines within one (1) workday to ensure the error is corrected.

AGENCIES shall reserve the right to make reasonable regulations, from time to time, with respect to these matters.

Vendor shall comply with all current federal, State, and local health and sanitation regulations, including any which may become effective during the contract period.

Vendor shall keep on file at each facility, written reports of inspections by federal, State, and local authorities, as well as internal reviews with notations made of actions taken by Vendor to comply with recommendations and requirements. All inspection reports, including corrective actions, shall be provided to AGENCIES.

Vendor shall be responsible for submission of all surveys and reviews, including but not limited to, Bureau of Licensure and Certification (BLC), Joint Commission, Medicaid, Health Care Finance Administration (HCFA), Hazard Analysis and Critical Control Point (HACCP), Health Insurance Portability and Accountability Act (HIPAA), Occupational Safety and Health Administration (OSHA), Department of Agriculture, and Washoe County Health Department during contract period.

Vendor shall be responsible for payment of monetary sanctions levied by regulatory agencies for deficiencies related to Vendor responsibility as defined herein.

AGENCIES shall reserve the right, but shall have no affirmative obligation, to have designated representatives for AGENCIES and Division of Public and Behavioral Health review, inspect, and evaluate operation and condition of food service facilities at any time with respect to quantity and quality of food served, methods of service, food costs, hours of meal service, and generally with respect to safety, sanitation, and maintenance of the facilities and equipment, all of which shall be maintained at levels satisfactory to AGENCIES.

Any discrepancies found shall be corrected or a plan of correction shall be submitted to AGENCIES by Vendor to State or federal guidelines within one (1) working day, or as soon as practicable.

Vendor shall comply with all current federal, State and local health and sanitation regulations, including any that may become effective during contract term.

EXISTING INVENTORY

Prior to starting, the awarded Vendor and AGENCIES shall jointly participate in a walk-through inspection of each facility to inventory and record the quantity and condition of dishes, trays, bulk containers, pots, pans, cooking utensils, silverware, linen, food service equipment, fixtures, and the physical location owned by the State of Nevada, at both the commencement and termination of the contract. A copy of the inspections shall be provided to both parties.

Vendor may utilize such inspection and inventory reports in the performance of this contract.

Repair or replacement of items identified in the inspection reports shall be addressed one week after receipt of notification at Vendor expense.

At contract termination, Vendor shall relinquish to AGENCIES Business Manager or designee the inventories of AGENCIES, replenished to initial levels and return kitchen and physical plant, except for normal wear and tear, to the same condition as at contract commencement.

SUPERVISION

Vendor shall have management and supervisory personnel on site during all hours of service which are 7 days a week, including holidays and weekends 5:00 a.m. – 5:00 p.m.

Supervisors shall be required to provide the following services.

Keep food storage, preparation and serving areas in a safe and sanitary condition;

Ensure meals are prepared in accordance with published menus with allowed snacks between meals;

Ensure that adequate food is available;

Be available to respond to issues raised by AGENCIES or other consumer agencies;

Supervise assigned food service employees;

Ensure appropriate safety and sanitary measures are being followed;

Ensure adherence to performance improvement programs; and Ensure adherence to specialized diet requirements, individualized patient plans, and portion control.

PERSONNEL REQUIREMENTS

Vendor shall maintain adequate staff to provide high quality food service, administrative support, dietetic consulting, food purchasing, safe and sanitary kitchen operations, as well as meal supervision.

Vendor shall comply with the following:

Vendor personnel shall be subject to a standard of conduct not less than that provided by AGENCIES regulations regarding work-related behavior and use of AGENCIES facilities; and The State is an Equal Opportunity Employer and complies with all applicable provisions of Federal law governing affirmative action and the Americans with Disabilities Act (ADA). Vendor shall also comply.

Vendor shall not discriminate against clients of DPBH seeking employment with Vendor.

Vendor may screen, interview, or otherwise consider for employment all employees of the previous Vendor, if applicable.

Vendor employees whose work or conduct is not consistent with State prohibitions and penalties, upon written notification by AGENCIES, shall be removed from any work assignment and replaced.

Vendor shall indemnify AGENCIES against any and all liability, hold AGENCIES harmless from any and all liability, and hold AGENCIES harmless from any and all losses arising out of AGENCIES exercise of its right hereunder to request and obtain removal of any such Vendor employee.

Vendor personnel shall be subject to State policy to provide a safe, secure, and productive work environment.

Vendor personnel and workplace shall be free from alcohol, illegal drugs, and other controlled substances.

Vendor shall be responsible for all salaries, wages, withholdings, and employee benefits payable to, or on behalf of, Vendor employees.

All employees shall be employed by Vendor in its own name, and Vendor shall hold AGENCIES harmless from any and all claims, demands, or liability on account of such employment by Vendor.

Vendor on-site management personnel shall hold a college degree representing at least two (2) years of work in a food-related field from an accredited institution, and have a minimum of two (2) years of experience in health care food service management; or graduation from high school or equivalent education and at least four (4) years’ experience in management of a large-scale health care food operation, including planning, organizing, and purchasing.

Vendor on-site management shall have experience in thermal tray, bulk, and other food service delivery systems.

Vendor on-site management will actively serve on AGENCIES Infectious Control Committees, Accreditation Leadership/Performance Improvement and Safety Committees, and Environment of Care Committees and will participate in implementation of recommendations made by these committees.

Vendor on-site management shall participate with facility dietitians in health inspections and regulatory surveys.

Vendor on-site management personnel résumés shall be made available to AGENCIES upon request.

Vendor on-site management shall be a Certified Dietary Manager and.be certified as a food protection manager.

An orientation meeting shall be held by Vendor with all non-management employees prior to start of services.

All staff shall be instructed by Vendor management and documentation maintained for monthly in-service training to assure the following policies and procedures are followed.

Food preparation methods, timing, and temperature documentation;

Pan types and sizes;

Portion control;

Dress (uniform);

Personal habits;

Cleaning and sanitary procedures, with documentation of dishwashing/rinse temperatures, daily, weekly, and monthly cleaning schedules;

Responsibilities and duties;

Energy conservation;

Safe operation and maintenance of equipment;

Therapeutic diets, menu compliance, and documentation of substitutions;

Disaster and Fire Plan for each facility site;

Required food temperatures;

Emergency menu substitution to maintain meal schedules in the event of staff or equipment failure; and Implementation of Performance Improvement Plan (Quality Control).

Employees shall be polite and diplomatic in enforcing Vendor and AGENCIES regulations.

Housekeeping and sanitation programs shall meet and be maintained within the State standards of cleanliness.

Employees shall be instructed in and shall practice proper hygiene, safe food service, HACCP process, and Health Insurance Portability and Accountability Act (HIPAA) regulations as mandated.

SPECIAL PERSONNEL REQUIREMENTS

Vendor shall initiate and provide to AGENCIES the following information for all prospective food delivery and snack delivery drivers prior to any assignment:

Driver’s license check

Eight (8) or more demerits shall be considered unacceptable for employment as a driver.

Drivers shall have a valid Nevada Driver’s License for appropriate class of vehicle.

Background checks, fingerprinting, and police checks through the State of Nevada Criminal History Repository must be obtained at Vendor or prospective employee expense.

Background checks shall include information from previous employers as part of the reference process regarding honesty and treatment of customers.

Any history of theft and/or mistreatment of customers shall be considered unacceptable for employment.

Prospective drivers shall be required by Vendor to sign the necessary release form for verification of employee background.

Vendor shall comply with all security policies and procedures at each agency.

Vendor shall meet the following minimum requirements:

Vendor employees shall be medically cleared prior to employment.

Pre-employment physical and subsequent annual physicals shall include at a minimum:

Physical examination and statement from physician certifying employee is free of communicable disease; and Two-Step Purified Protein Derivative (PPD) skin test for tuberculosis (pre-employment physical); One-Step PPD (annual physical).

The results of the pre-employment physical and annual physical shall be on file at facility.

Results of pre-employment physicals and laboratory results shall be reviewed by the APRN-Employee Health or designee from AGENCIES for compliance and documentation.

FOOD PRODUCTION – MINIMUM STANDARDS

Service excellence through programs of standardized preparation, serving, and cleaning are to be maintained. The following minimum standards shall apply.

All food shall be garnished, if practical;

Serving lines shall be well-stocked throughout the entire service period, with the last participant offered the same food quantity and quality as the first;

All participants at point of service shall receive all hot foods at 140 degrees F or above, and all cold foods 40 degrees F or below;

The same level of quality ingredients must be maintained throughout Vendor operation

At point of service, temperatures should be maintained for hot food at a minimum of 140 degrees F or above, and cold food at 40 degrees F or below.

Food temperatures, date, and time shall be recorded daily, both when food leaves production area and upon food service to client or consumer.

Food production and order records shall be maintained to ensure correct ordering of fresh food products, frozen, dried, as well as other packaged and processed food products.

Food items shall be displayed and garnished for maximum visual appeal.

Menu items shall be prepared only from standardized recipes.

A master copy of the menu shall be kept on file in a printed format for posting accessible to AGENCIES.

Standardized records shall prescribe quantity to be prepared in compliance with established portion control procedures.

Food shall be prepared by methods that conserve maximum nutritive value, flavor, and color.

Utilize resources effectively by portion control, proper preparation, and reducing waste.

Maintain at all times clean, neat, sanitary, safe, orderly work environment, and food service areas. Condiment containers and kitchen equipment must be cleaned daily, weekly, or as required per State regulations and assigned cleaning schedules by Vendor.

A specific cleaning schedule, available for viewing by AGENCIES staff, shall be developed according to Vendor standards and shall be approved prior to posting by AGENCIES staff, posted, maintained, and verified by Vendor.

At all times, Vendor shall ensure employees maintain a high degree of personal cleanliness, hygiene, proper attire, and hair restraints.

Vendor shall comply with requirements of NSLP regulations 7-CFR-210 and SBP 7-CFR-220 to receive funding from the Department of Agriculture.

Develop and maintain written policy and procedure statements relative to food production and sanitation, and submit same to AGENCIES for review and approval within 90 days of contract inception.

As deemed necessary by AGENCIES, provide the following at Vendor expense: drinking straws and/or paper cups; tray liners; sturdy, disposable plastic eating utensils; napkins and other paper products; salt or salt substitute, pepper, sugar, catsup, mustard, mayonnaise, syrup, jelly, sauces, crackers, and all other condiments normally served with meals or deemed necessary, including alternatives for therapeutic diets.

Prepare all meals under this contract at AGENCIES-owned kitchen facility.

Vendor may not use AGENCIES-owned kitchen facility to provide service to outside facilities without prior written approval from AGENCIES.

If approved, reimbursement for meals provided to outside facilities shall be calculated on the percentage of the outside-facility meals to the total number of meals provided from AGENCIES-owned kitchen facility.

The percentage will be applied to the contract rate to obtain the rate of reimbursement.

Number of meals served to outside facilities divided by total meals served equals percentage.

Rate per mealtimes percentage equals reimbursement rate per meal served to outside facilities.

FOOD AND SUPPLIES SPECIFICATION

All food and supplies purchased shall be in conformance with all minimum standards of federal and State specifications not otherwise stated herein.

AGENCIES shall periodically, or at their discretion necessary, inspect Vendor inventory of food and supplies to determine food standards are being maintained.

All meat cuts must meet United States Department of Agriculture (USDA) specifications. Indicated grades are intended as minimum standards only. Vendor is encouraged to exceed these minimums whenever possible.

Beef: USDA Choice or better when served as a whole meat item; USDA Good or better when used in stews; 18%-20% maximum fat content in ground beef products;

Chicken, veal, fish and beef patties may contain no more than 30% vegetable protein (soy flour) and shall be limited to once or twice per week; and Other meat or protein sources must satisfy all or part of the meat/meat alternate requirements of the Child Nutrition Programs, National School Lunch Program (NSLP) and School Breakfast Program (SBP) shall refer to both alternate protein product and textured vegetable protein.

Veal and Lamb: USDA Choice and inspected.

Pork and Poultry: USDA, Grade A. and inspected.

Eggs and Dairy Products: USDA, Grade A.

Pasteurized, natural, non-processed cheeses shall be served whenever possible.

Milk alternatives for lactose intolerance or personal preference shall contain protein, calcium, and Vitamin D comparable to cow milk.

Frozen Foods: USDA Grade A.

Fresh Produce: U.S. Number 1 Quality.

Canned Foods:

Grade A Fancy (except Choice) may be used for cooking purposes.

Fruit shall be juice pack or light syrup.

Diabetic diets shall receive water-packed canned fruits.

Mayonnaise, equivalent to real mayonnaise, light or low-fat mayonnaise as required.

All other food items shall be comparable quality and specifications.

Vendor shall maintain rigid procurement procedures throughout the entire process of purchasing, receiving, storage, and inventory of all foods, as well as direct supplies related to food production, service, and management applicable to this contract.

Food shall be stored according to the following.

Dry storage, 50 degrees F to 70 degrees F;

Refrigerated storage, 40 degrees F or lower; and Freezer storage, 0 degrees F or lower.

Hot, cold, and dry food storage temperatures shall be recorded at least daily and made available to AGENCIES upon request.

Vendor shall maintain a file of manufacturer specifications for:

Convenience food items and prepackaged mixes served at breakfast, lunch, and dinner;

Nutritional content of snack foods and sack lunch meals, i.e., calories, grams of protein, fat, carbohydrates, and other pertinent information.

Menus must meet food component and nutrient requirements of the National School Lunch Program and School Breakfast Programs.

AGENCIES and consumer agencies shall receive credit or exchange for any bulk food at AGENCIES that exceeds an expiration date, and for foods that spoil or are stale prior to expiration date, such as pre-packaged cereals, chips and snacks, dairy and milk products, nutritional supplements, fresh fruit and other food supplies.

MEAL PLANNING – MINIMUM STANDARDS

Provide proposed biannual cycle menus (no less than 28-day cycles) to AGENCIES for review at least one (1) month prior to serving dates. Menus must be approved by the AGENCIES Dietitian prior to serving dates. The following schedule shall apply (beginning serving dates).

Menus shall include a computer nutritional analysis of regular and therapeutic diets that meets requirements be reviewed and approved by AGENCIES Dietitians. Menus shall also meet adapted requirements as determined by the AGENCIES Dietitians and include a computer nutritional analysis or equivalent of regular and therapeutic diets that meet requirements of Dietary Guidelines of Americans 2021-2025 or as updated and the USDA MyPlate Food Guidance System.

Menu substitutions of similar nutritional and caloric value shall be submitted to AGENCIES for approval prior to serving. In the case of emergency situations, only like items will be accepted. Example: meat for meat, green vegetable for green vegetable. Notification of emergency changes must be made within ten days of the change.

A written policy statement and procedure relative to menu substitutions shall be developed by Vendor and approved by AGENCIES within three (3) months of contract start.

Menus must be planned by a registered dietitian or food service director employed or contracted by Vendor, and must meet nutritional requirements as recommended by dietary allowances of the Food and Nutrition Board of the National Research Council, National Academy of Sciences, Dietary Guidelines for Americans 2020-2025 or as updated, and NSLP and SBP.

Generally, total available calories shall be distributed in the following manner: 15-20% protein, 25-30% fat, and 55-60% carbohydrates for a regular diet plan. Exceptions may be made on a regular basis and may include therapeutic diets requiring less or more protein, fat, and carbohydrates.

An approved Diet Manual of Clinical Nutrition shall be created by Vendor and approved by AGENCIES medical staff and Dietitians, which shall be used as a guide in planning all regular and therapeutic diets. A copy of this manual shall be kept in each kitchen or Vendor office. Proposing vendors to provide a sample Diet Manual when submitting their proposal.

Therapeutic diets shall meet medical and clinical needs, preferences, cultural, allergies, intolerances, and ethnic characteristics of patient and consumer as prescribed by medical staff or Interdisciplinary Team.

Therapeutic diets may require increased amounts of food over regular diet plan. Increased food as a result of high caloric meals is canceled out by low caloric meals and shall not be an added charge.

Servings shall be defined as the size listed as one exchange as defined by the American Diabetic Association. The minimum caloric level for a regular diet of three meals shall be at least 2,400 calories.

Menus shall include the following minimum servings of food daily:

7 ounces of cooked meat/meat alternatives;

6 servings of fruits and 4 servings of vegetables;

9 servings of whole grain bread/cereals; and 3-8 ounces of milk, milk substitute, or alternative.

Special menu items shall be planned for holidays and special occasions, theme events, and create-a-meal(s) (prior approved and planned) once a month for all AGENCIES clients. Vendor shall provide a catering menu and pricing for facilities to utilize to order special items for client holiday, special occasions, theme events, and special non-client events (prior approved and planned).

Decorated individual cupcakes with enough to serve all AGENCIES patients on the unit and Lakes Crossing Center specific patients as identified shall be provided on a determined day of each month at no additional charge.

Menu ingredients and preparation methods shall vary on an annual or seasonal basis, e.g., the fall menu should not be totally repeated the following fall.

Menus shall include approved sack meals. Therapeutic sack meal will be provided by Vendor, and approved by AGENCIES Dietitian.

Menus shall include at least six (6) fresh fruits and four (4) fresh vegetable items (more substantial than shredded lettuce) per week, exclusive of bag meals.

Menus shall provide a variety and compatible combinations of colors, temperatures, and textures, including soft, creamy, crisp, chewy, and firm foods.

Foods high in fiber such as whole grain breads and cereals shall be included in the menu.

Standard foods used for medical purposes such as prune juice, Instant Carnation Breakfast, All-Bran or bran flakes, broth, Gatorade, and high calorie supplementation will be readily available.

Vendor shall complete USDA 7-day certification worksheets for 4-week cycle menus for all locations to assure that all meal components are met when the menu is submitted for review.

Vendor shall provide food labels on any new products when menus are submitted for review.

DISTRIBUTION

Vendor shall provide and maintain in good condition an insulated tray system, and/or provide insulated bulk container delivery service to AGENCIES.

Vendor shall either call or obtain census from delivery sites each day at 4:30 a.m. to determine breakfast order; 8:00 a.m. to determine lunch order; and 1:00 p.m. to determine dinner order.

Vendor shall deliver meals and snacks to food service sites listed in Location Details within agreed upon time frames and designated day(s). Vendor shall obtain any required signature(s) verifying delivery time and meal counts for each meal or snack.

Written procedures for packaging and transporting food from kitchen to meal site shall be developed by Vendor and approved by AGENCIES within 90 days of contract start.

Delivery times shall be established by consumer agencies to interact with program requirements for each facility. Changes to the delivery schedule shall be agreed upon, in writing, by Vendor, consumer agencies, and the AGENCIES Dietitians within 30 days of contract start or change.

A listing of available snacks shall be negotiated by Vendor and AGENCIES. The listing, in agreed-upon format, shall be provided to each consumer agency for the purpose of placing weekly orders.

Snacks shall be delivered weekly to various food service sites.

Orders shall be submitted to Vendor two (2) days in advance of deliveries for the following week.

Ensure meals, trays, and food and beverage containers are adequately provided identified and assembled so each patient receives the appropriate diet, meal, and beverage at temperatures required by regulation.

QUALITY ASSURANCE AND PERFORMANCE IMPROVEMENT – MINIMUM STANDARDS

An approved written policy and procedure statement shall be developed by Vendor relative to quality assurance and performance improvement plans. Statement shall interface with quality improvement and food service monitoring practices in place at each of serving sites and measurable outcomes.

Vendor shall allow AGENCIES Dietitians access to quality assurance and performance improvement documentation developed and maintained by Vendor.

A monthly written report of results of qualitative monitoring of meal temperatures, presentation, taste, cleanliness, food quality, therapeutic diet, and portion compliance for all consumer agency service sites shall be made available to AGENCIES administration, with a copy to AGENCIES Dietitians.

Report shall be provided with fifteen (15) days of surveys or documentation.

Vendor shall maintain operational written records, e.g. daily food temperatures, temperature records of refrigerators, freezers, dishwasher, etc., as required by applicable State and federal standards for food management services.

Vendor shall maintain records of ongoing interaction with consumer agencies, daily, or as necessary, and with monthly contact with AGENCIES Dietitians.

Vendor shall maintain records of at least quarterly meetings with utilizing agencies contract food service director and AGENCIES Dietitians.

Vendor shall provide at least one (1) test meal per week to AGENCIES at Vendor expense. Staff comments shall be provided, in writing, to Vendor for food quality monitoring and evaluation with a copy sent to AGENCIES Dietitian.

Vendor is not permitted to provide complimentary meals or beverages to AGENCIES or consumer agency staff.

STAFF TRAINING

In accordance with regulatory agency requirements, staff shall receive regular or monthly in-service training.

Vendor on-site management will participate in AGENCIES “Train the Trainer” in-service training upon request.

Evidence of training shall be maintained by Vendor.

Training documentation shall include participating staff signatures, date, topic, and instructor.

Vendor may provide additional training at its discretion.

Monthly training shall involve but not be limited to:

Quality assurance, quality improvement, and department goals and measurable outcomes;

Nutrition and therapeutic diets;

Safe food handling techniques and infection control;

Interpersonal communication skills;

Safety, sanitation, hygiene and HACCP;

Equipment cleaning and maintenance;

Food storage; and Recipe controls - product and portion control.

Ongoing training shall be provided to enhance skills relative to food production, meal preparation, communication, and interdepartmental relations.

Vendor on-site management to provide Vendor, facility and agency specific orientation to ensure that each new employee receives all orientation prior to the first day of work.

Vendor shall be familiar with and meet all applicable safety and health standards adopted by State of Nevada, Division of Occupational Safety and Health, and must initiate, maintain, and supervise all safety precautions and programs necessary to prevent damages, injury or loss.

Vendor employees shall be required to sign an annual client confidentiality statement.

HAZARDOUS SUBSTANCES AND MATERIALS

Vendor shall maintain on-site Safety Data Sheets (SDS) as defined and prescribed in 29 C.F.R. Section 1910.1200, for all hazardous substances purchased or provided by Vendor.

Vendor shall apprise personnel of the hazards to which they may be exposed in using, handling, transporting, or disposing of hazardous substances, and obtain medical treatment for those who may be affected.

Vendor shall immediately report all spills of hazardous substances to AGENCIES.

INVENTORY CONTROL

Vendor shall be responsible for care, safekeeping, and appropriate utilization of all food service goods, purchased or delivered for use in meals.

Inventories of food and non-food items shall be purchased, stored, maintained, and documented.

AGENCIES reserve the right to inspect and verify inventories submitted and as documented monthly by Vendor.

An annual physical inventory of kitchen contents and an inspection of the physical location shall be conducted by Vendor and AGENCIES on a mutually agreed upon date and a written report shall be prepared by Vendor and submitted within 30 days of inventory.

A written inventory of all kitchen equipment, utensils, serving items, and office equipment, as well as a summary of the condition of physical plant, shall be submitted to the AGENCIES Administrative Services Officer (ASO), with a copy to the AGENCIES Dietitians. Upon contract award AGENCIES will supply awarded vendor with a list of agency staff.

Vendor shall certify inventory is correct and shall include a shortage listing and will replace all items included in shortage listing.

Vendor shall certify condition of physical location and shall include a listing of all repairs and any replacements made.

Food supplies shall be held and stored under proper temperatures and conditions as defined by federal and State regulations.

MAINTENANCE, REPAIR, AND REPLACEMENT OF AGENCIES EQUIPMENT AND PHYSICAL PLANT

Vendor shall be responsible to pay promptly for all maintenance, repairs, and replacement of equipment, fixtures and/or damage to the physical plant, including: receiving, transportation, preparation, and cooking equipment, including hoods and exhaust ducts; dish and pot washing equipment and fixtures; telephones; disposers; freezers and refrigerators, including compressors and motors.

Vendor shall also be responsible for all maintenance of the kitchen on the AGENCIES campus:

Plumbing system; this includes water supply lines, wastewater drain lines, and vents.

Floor and floor coverings and drain basins.

Wall surfaces;

Electrical panels and fixtures, from main circuit breaker panel to equipment or fixture;

Kitchen hood ventilation system includes ducts, exhaust equipment and Ansul system;

Ceiling grids, ceiling tiles, air return screen, doors, overhead door, and windows and glasses; and, Water system; HVAC routine maintenance, includes inspecting and changing filters, cleaning and removing debris, checking condensate drain, checking thermostat settings, lubricating moving parts and checking refrigerant levels.

Vendor shall maintain grease interceptors in a manner that prevents flow of grease past containment system and into main sewer lines.

SAFETY PROGRAM

Vendor shall be familiar with and meet all applicable occupational safety and health standards adopted by State of Nevada, Division of Industrial Relations, Occupational Safety and Health Enforcement Section.

Vendor shall also be responsible for initiating, maintaining, and supervising all safety precautions and programs related to the work environment, taking all necessary precautions to prevent damage, injury, or loss to:

All employees on the job and all other persons who may be affected thereby; and All the job-related materials and equipment to be incorporated in the workplace, whether in storage on or off the premises.

VENDOR RESPONSIBILITIES

Vendor shall operate AGENCIES kitchen as described herein at its own expense as indicated below.

Vendor shall not remove or permit the removal from the premises of any of the fixtures and equipment owned by AGENCIES.

Vendor shall comply with all applicable ordinances, laws, rules, and regulations of the county, city, State, and federal government, and of any political subdivision or agency, authority or commission thereof, which may have jurisdiction to pass laws, ordinances, or make and enforce rules or regulations with respect to operations of a food service program, including, but without limiting the generality of the foregoing, such rules and regulations of AGENCIES as are consistent with the rights herein granted to Vendor.

Vendor shall operate all food service facilities on Vendor credit and shall hold harmless AGENCIES from any and all claims, demands, or liabilities on account thereof. AGENCIES shall not be responsible for any debts incurred by Vendor in contract performance.

Upon termination of contract, Vendor shall surrender AGENCIES property in condition equal to condition as when received, except for ordinary wear and tear or acts of God. AGENCIES reserve the right to withhold Vendor final payment until all property is returned to condition received.

Vendor shall pay all labor and support service cost specific to food services contract.

Vendor shall pay all food and beverage costs, including nutritional supplements and daily required food replacements.

Vendor shall pay all laundry service costs specific to food service contract.

Vendor shall reimburse AGENCIES cost of all long-distance calls.

Vendor shall pay AGENCIES, as reimbursement, cost of all gas, water, sewer, and electricity.

Said payment shall be made within 30 days of Vendor receipt of AGENCIES invoice.

AGENCIES reserve the right to withhold payment of Vendor invoice for non-payment of utility invoice until such time as payment is received.

Vendor shall provide and is responsible for all operating expenses and repairs for delivery vehicles; including, if necessary, back-up vehicles and related expenses/repairs.

Vendor shall pay all taxes imposed by the local, State, or federal government with respect to Vendor operation of food service program.

Vendor shall pay for pumping of grease interceptors, disposal of fats, and routine sewer maintenance.

Vendor shall pay for routine cleaning of food receiving, storage and preparation and service areas, including areas around loading docks and dumpsters, grease traps, and interceptors. Vendor shall maintain clean, dry floors in the food preparation and service areas and shall provide cleaning of floors at least daily, or more often if needed.

Vendor shall pay for all kitchen and janitorial supplies specific to AGENCIES kitchens.

Vendor shall pay for all licenses, fees, and insurance premiums necessary for the performance of this contract, and any fines resulting from sanctions imposed by regulatory agencies.

Vendor shall pay all clerical and copier costs resulting from this food services contract.

Vendor shall develop a disaster plan within 60 days of start of contract that interfaces with each consumer agency disaster plan to address interim food production in the event of more than a temporary disruption in utility service or in receiving supplies.

Vendor shall provide all refuse and trash removal from the food service area to the dumpster at least daily.

Vendor shall provide a system to ensure accuracy of meal tickets for menu compliance, including tray accuracy and patient safety.

AGENCIES RESPONSIBILITIES

AGENCIES shall provide one or more Dietitians to act as liaison between Vendor and AGENCIES/other consumer agencies. AGENCIES Dietitians shall perform reviews and provide approvals, within the scope of employment, as may be required under the contract.

AGENCIES do not guarantee an uninterrupted supply of water, gas, electric current, or other utilities.

AGENCIES shall not be liable to Vendor or others for any loss, damage, cost, or expense which may result from the interruption or failure of any utility services.

AGENCIES may provide Vendor office space and office furniture as available.

Office and related items shall be for exclusive use of Vendor during contact term.

Office and furnishings shall remain property of AGENCIES.

AGENCIES will allow Vendor employees to use AGENCIES employee parking facilities.

Major capital improvement projects affecting structure of buildings may be requested from time to time and, if approved by the Legislature, will be paid for by the State.

PERFORMANCE

Vendor performance will be rated semi-annually in contract year one and annually for remainder of the contract term in the following six (6) categories:

Customer Service;

Timeliness;

Quality;

Technology;

Flexibility; and Pricing

Vendor will be notified in writing of their rating.

BUY AMERICAN ACT

This required provision must be correctly applied to the procurement process to ensure that its application does not restrain or restrict competition. This provision requires the School Food Authorities (SFA) to purchase domestically grown and processed foods, to the maximum extent practicable. The law defines “domestic commodity or product” as one that is substantially produced and processed in the United States using agricultural commodities that are produced in the United States. The report accompanying the Law stipulates that “substantially” means that over 51% of the final processed product consists of agricultural commodities that were grown in the United States.

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