75H70525R00011 Inpatient Dietary Services CLSU.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

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

OFFEROR

CODE 16. ADMINISTERED BYCODE

X

722310

SIZE STANDARD:

SET ASIDE:UNRESTRICTED OR235

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

06/10/2025

MARY SIMON

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIME

06/30/2025 1400 CT

b. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION 5. SOLICITATION NUMBER

75H70525R00011

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 39OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Bemidji MN 56601 2225 Cooperative Ct NW, Rm 200

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$47

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

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

Indian Health Service

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

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

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED . YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

Inpatient Dietary Services for Cass Lake Service Unit

IAW the attached PWS

Base Plus 4 Option Years

X

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

392 of

75H70525R00011 Inpatient Dietary Services

SECTION A

A.1 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION BLOCK

B.1 CONTRACT ADMINISTRATION DATA

B.2 INVOICES

B.3 PLACE OF PERFORMANCE

B.4 PERIOD OF PERFORMANCE

B.5 SCHEDULE OF PRICE/COST

B.6 PERFORMANCE WORK STATEMENT

B.7 PAYMENT

B.8 CONTRACTING OFFICER REPRESENTATIVE (COR)

SECTION C - CONTRACT CLAUSES

C.1 FEDERAL ACQUISITION REGULATIONS PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE

C.2 FEDERAL ACQUISITION REGULATIONS FULL TEXT PROVISIONS AND CLAUSES

C.3 DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION

(HHSAR) (48 CFR CHAPTER 3) CLAUSES

C.4 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 APPLICABLE DOCUMENTS

D.2 DEFINITIONS

D.3 BACKGROUND INVESTIGATION

D.4 SECURITY NOTICE

D.5 IEE CERTIFICATION

SECTION E – SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

E.2 52.212-2 EVALUATION – COMMERCIAL ITEMS

E.3 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 CONTRACT ADMINISTRATION DATA

Contract Administration: All contract administration matters will be handled by the following individuals:

CONTRACTOR NAME AND ADDRESS:

NAME

UEI SAM#

CAGE #

Phone

E-Mail

Person responsible for Contractor Performance Assessment Reporting System (CPARS), reporting if different from above:

Name:

Title:

Email:

CONTRACTOR REGISTRATION: All required information must be in the System for Award Management (SAM) at www.sam.gov.

GOVERNMENT:

Mary Simon Indian Health Service 2225 Cooperative Ct NW, Rm 200 Bemidji, MN 56601

Mary.simon2@IHS.gov

NAICS:

The associated North American Industrial Classification System (NAICS) code for this procurement is 722310, Food Service Contractors, with a small business size standard of $47M.

PSC: S203 Housekeeping, Food

CONTRACT TYPE: Firm Fixed Price

Period of Performance: Base Year plus Four (4) Option Years

B.2 INVOICES: In accordance with the Prompt Payment Act, payment will be due 15 days after receipt of services or receipt of a proper invoice, whichever is later.

Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

http://www.sam.gov/ mailto:Mary.simon2@IHS.gov

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice:

- A copy of the Contractor’s invoice shall be included with the IPP invoice. If no invoice is attached, the Invoice will be rejected;

- List of deliverables;

- Timesheets if applicable - Number of hours worked with corresponding labor category and rate

The IPP website address is: https://www.ipp.gov

Training for vendors can be located at: https://www.ipp.gov/vendors/training-vendors

If you require assistance registering or IPP account access, please contact the Department of the Treasury's IPP Helpdesk at (866) 973- 3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

Improperly prepared invoices or statements shall be returned to the contractor and may delay payment.

B.3 PLACE OF PERFORMANCE:

Cass Lake Service Unit 425 7th Street NW Cass Lake, MN 56633

B.4 PERIOD OF PERFORMANCE:

Government anticipates award (1) Firm Fixed Price Contract, Base + Four (4) one-year options Base Year: 9/1/2025-8/31/2026 Option Year One: 9/1/2026-8/31/2027 Option Year Two: 9/1/2027-8/31/2028 Option Year Three: 9/1/2028-8/31/2029 Option Year Four: 9/1/2029-8/31/2030

B.5 SCHEDULE OF PRICE /COST

Base Year: 9/1/2025-8/31/2026

Line Item Supplies/Service Quantity Unit Unit Price Total 0001 Breakfast 0-4 Patients Each 0002 Lunch 0-4 Patients Each 0003 Dinner 0-4 Patients Each 0004 Snacks 0-4 Patients Each 0005 Administration/Staffing 12 Months Each

Base Year Total Cost of Inpatient Dietary Services http://www.ipp.gov/ http://www.ipp.gov/ http://www.ipp.gov/vendors/training-vendors mailto:IPPCustomerSupport@fiscal.treasury.gov

Option Year One: 9/1/2026-8/31/2027

Line Item Supplies/Service Quantity Unit Unit Price Total 0001 Breakfast 0-4 Patients Each 0002 Lunch 0-4 Patients Each 0003 Dinner 0-4 Patients Each 0004 Snacks 0-4 Patients Each 0005 Administration/Staffing 12 Months Each

Option Year One Total Cost of Inpatient Dietary Services

Option Year Two: 9/1/2027-8/31/2028

Line Item Supplies/Service Quantity Unit Unit Price Total 0001 Breakfast 0-4 Patients Each 0002 Lunch 0-4 Patients Each 0003 Dinner 0-4 Patients Each 0004 Snacks 0-4 Patients Each 0005 Administration/Staffing 12 Months Each

Option Year Two Total Cost of Inpatient Dietary Services

Option Year Three: 9/1/2028-8/31/2029

Line Item Supplies/Service Quantity Unit Unit Price Total 0001 Breakfast 0-6 Patients Each 0002 Lunch 0-6 Patients Each 0003 Dinner 0-6 Patients Each 0004 Snacks 0-6 Patients Each 0005 Administration/Staffing 12 Months Each

Option Year Three Total Cost of Inpatient Dietary Services

Option Year Four: 9/1/2029-8/31/2030

Line Item Supplies/Service Quantity Unit Unit Price Total 0001 Breakfast 0-6 Patients Each 0002 Lunch 0-6 Patients Each 0003 Dinner 0-6 Patients Each 0004 Snacks 0-6 Patients Each 0005 Administration/Staffing 12 Months Each

Option Year Four Total Cost of Inpatient Dietary Services

CUMULATIVE:

Base Year Total:

Option Year One Total:

Option Year Two Total:

Option Year Three Total:

Option Year Four Total:

Base Plus all Option Years Total:

In the event the contract is extended through FAR clause 52.217-8 Option to Extend Services, the price proposed for the final ordering period will apply.

B.6 PERFORMANCE WORK STATEMENT

Inpatient Dietary Services

Cass Lake Service Unit

CHAPTER 1

DESCRIPTION OF SERVICES and GENERAL INFORMATION

1. Scope.

Inpatient Dietary Services

The contractor shall provide all transportation, materials, labor, supervision, and any items and services necessary to perform full food services as specified in this Performance Work Statement (PWS).

2. Services Description. In-patient meals.

To provide Dietary Services for the Cass Lake Hospital 7 days per week. Having dietary service management in-house will assist in the provision of nutritious meals for the Cass Lake Hospital in-patients. This is to be provided through a non-personal services contract.

a. The contractor will be required to provide all food service operations for this facility; this shall include providing:

food, beverages, labor, material, food supplies, catering, disposal, cleaning and cooking for the inpatients. In general, the contractor will prepare and serve approximately 3 to 10 patient’s meals per day, three times per day, including special diets as ordered by a Cass Lake Indian physician, proxy, or nursing staff following a standing or physician order.

i. Meal pricing shall be in line with number of meals (breakfast, lunch, dinner, snack, added nourishments) served per patient per day.

b. The contractor will carry a valid food handler’s permit at all times.

c. The contractor will provide a certified dietary manager for direct supervision of the dietary staff.

d. The contractor will be required to employ a designated dietary manager who will handle concerns that may arise during contract performance. The dietary manager must have two (2) years supervisory experience in an accredited hospital and must be ServSafe certified.

e. The contract manager will be responsible for:

i. Developing standards of dietary practice

ii. Maintaining policy and procedure manuals

iii. Ensuring special diet requirements are met

iv. Ensuring compliance with Hazard Analysis Critical Control Points procedures

v. Supervising work and food handling procedures of dietetic personnel

vi. Ensuring dietary employees are free of contagious, infectious or communicable disease

vii. Planning menus and maintaining records

viii. Providing staff development, orientation, on the job training, and in-service training

ix. Implementing daily, weekly, and monthly cleaning schedules for the dietary area

x. Ensuring performance evaluations are current

f. The contractor will also be required to employ a registered dietitian who will supervise inpatient diet preparation and certify the menu to ensure a high level of quality. It will be the responsibility of the dietician to:

i. Meet with patients admitted to the hospital that require a nutritional assessment within 72 hours.

ii. Ensure patients’ nutritional needs are met in accordance with the Recommended Dietary Allowances

iii. Ensure the general diet contains the basic food groups and provides adequate protein intake and a reasonable variety of foods

iv. Ensure special diets are provided when prescribed by the patient’s physician

v. Routinely visit the Cass Lake Hospital to ensure that professional dietetic services requirements of the facility are met

vi. Review and approve all regular and special menus

3. Meal Service Hours.

a. Generally, meals will be served during the following times, with some variations to these times based on physician request, medication restrictions, or dietary needs.

Breakfast 7:30 a.m. to 8:00 a.m.

Lunch (main meal) 11:30 a.m. to 12:00 noon Dinner 5:00 to 5:30 Snacks will be provided at 10 am, 2 pm Nightly Substantial/Nourishing Snack will be provided at 8 pm

b. Inpatient supper and next morning breakfast meal should not be spaced more than 15 hours apart overnight.

c. Snacks can be dispensed by hospital staff; it does not need to be done by contract food service staff.

d. At least three meals or their equivalent must be prepared daily per patient with not more than a fourteen-hour span between the evening meal and breakfast, unless ample nourishments for late admissions are provided both between meals and after meals and documented as such.

e. A variety of night nourishments must be offered to patients. Examples include sandwiches, puddings, lunchmeats, cheese, and fresh fruit. These nourishments will be prepared daily and maintained in the refrigerator.

f. Sack lunches or non-perishable heat and serve foods must be available for late patient arrivals.

g. The contractor must maintain a high acceptable rating on patient food surveys given out to each patient at discharge.

h. In the case of a pediatric patient, under 18, one meal will also be provided for the parent while they are visiting/staying with their child if requested.

i. The contractor shall provide dietary services, including special diet meals, 7 days a week, 365 days a year including all weekends and holidays. Meals shall be provided on all Federal Holidays. The contractor shall:

i. Provide support for clinical systems and maintain up-to-date policies and procedure manual for use by hospital staff. Policies and procedure manual must be kept in a central location with easy access to other staff.

ii. Develop a 3-week menu cycle designed for the hospital that is posted Staff the facility with ServSafe certified staff 7 days per week

iii. Order all subsistence and non-subsistence items required for preparation of meals

iv. Prepare meals according to menu and physician’s (or proxy) orders and to suit special needs for patients.

v. Clean dishes, utensils, trays, and equipment after use

vi. Maintain the proper temperature for all foods during holding and serving to assure customer satisfaction, quality control and food safety regulations. This will be documented and submitted on a monthly basis to the dietary supervisor as well as at the end of every year.

vii. Ensure that accurate quality control such as refrigerator/freezer, dish machine temperatures, food temperatures, patient, meal count, sanitation, labeling and temperatures, food temperatures, patient, meal count, sanitation, labeling and dating, ordering, purchasing, inventory, receiving records, patient satisfaction survey etc. be routinely conducted and provided as written quarterly reports to QA/PI Committee when requested.

viii. Meet all Medicare Conditions of Participation appropriate to the service.

4. Emergency Plan.

On-Site Emergency Plan: Emergency Preparedness planning will be invoked in case of fire, flood, or any other disaster that precludes Contractor’s ability to provide meals to Cass Lake Hospital. The contractor shall maintain a minimum of four days’ emergency supply of non-expired perishable and non-perishable foods and beverages, as well as a minimum of four days’ emergency supply of disposable food service items. These items shall be based on an emergency menu as stated in the contractor’s Emergency Plan.

5. Menu Planning.

The contractor must follow the Recommended Daily Dietary Allowances for all meals and snacks. The menu will be reviewed and approved in writing by a Registered Dietician every 3 weeks.

a. A three (3) week rotation cycle will be used at the Cass Lake Hospital. These non-repeating meals will be used to feature seasonal items and cultural preferences. A patient satisfaction survey will be routinely conducted and kept on file. The bulk of the menu cycle should remain the same with menu change request forwarded to the project manager before the menu is begun. All menu changes must be posted in the kitchen and a copy given to the project manager.

The menu change request may be denied by the project manager if the substitute menu item is of lower quality than the item on the agreed upon menu.

b. Menus must provide a variety of foods and indicate standard portions at each meal. Menus should be planned with consideration of cultural backgrounds, food habits of patients, and availability of foods. Special holiday meals will be prepared on Thanksgiving, Christmas, New Year’s, and Easter Days.

c. Unchanged menus do not have to be reapproved. However, if there are any variations or substitutions, it would have to be approved.

d. A copy of the menu will be kept on file by the contractor for at least thirty (30) days and must be attached to the monthly report submitted to the Contract Officer Representative.

6. Standardized Recipes.

A file of standardized recipes designed for hospital care must be used in the preparation of foods. The recipe file must be maintained by the contract manager and must be available to the Cass Lake IHS hospital Contract Officer Representative, or designee. And made available to the dietary supervisor.

Recipes should be periodically reviewed for revisions and updating. Low fat, low cholesterol, and low sodium menu items will list dietary measurements on the menu. The contractor must be able to provide an accurate listing and amount of ingredients for each food served.

7. Diets.

All special diets will be ordered by a physician (or proxy) and recorded in the patient’s medical record and a copy forwarded to dietary and maintained by the contractor. Special diets ordered by a physician will be planned by the dietary manager and approved by the dietician. Each special meal must be identified to ensure the appropriate patient receives his or her diet as ordered.

All menus must be approved by the dietician and must be posted in the kitchen for the contractor’s staff.

Special diets include, but are not limited to: diabetic meals, low sodium, fluid restrictive, soft foods, and supplements such as Thicken, Ensure, or a similar product.

8. Monitoring.

a. A Hazard Analysis and Critical Control Points (HACCP) program Is this and IHS program? shall be established as part of a quality control program that ensures continuous monitoring of food safety and sanitation.

b. The Quality Control program shall meet all food safety and sanitation requirements as outlined in the Food and Drug

Administration (FDA) Food Code 2022. There shall be a process for temperatures to be taken and a documented record of the temperatures maintained for all refrigerators/freezers (daily) and cooked food items (each item).

c. All food service staff must have annual Pulmonary Tuberculosis (TB) surveillance prior to starting work. Initial documentation shall be maintained on site and submitted to the COR. (See Quality Assurance Surveillance Plan).

d. The Government has the right to inspect and test all services called for by this contract periodically on all items and at all places of production during the term of this contract. The Government shall make every effort to perform inspections and tests in a manner that will not unduly delay the Contractor’s work performance. The COR shall meet with the Contractor quarterly and/or as needed.

9. Labor and Food Preparation.

a. The contractor shall provide all labor for all aspects of the food service operation including food purchase. This shall include: food ordering, receiving, preparation, cooking, serving, and cleaning. Contractors’ food service staff is required to be on site 30 minutes prior to the designated hours of meal service operation. The designated food service representative shall have the appropriate training to include ServSafe Certification. Certification for all staff will be kept with the COR and with the dietary supervisor at CL IHS.

b. The contractor shall provide all cleaning and disinfecting supplies as indicated for direct use in their cleaning/sanitizing of the kitchen and associated equipment.

c. The contractor shall provide all paper supplies, including designated food covers.

d. Cass Lake Service Unit will supply adequate kitchen space, all cooking utensils, equipment and supplies (other than mentioned above). Pictures of kitchen space and equipment attached (attachment 1).

e. Food shall be packaged in bulk, providing foods in sealed containers that provide barrier protection from any outside contaminant, i.e. water, air, dust, etc. Canned items will be opened by the contractor and placed in storage containers with lids. The containers will be dated. All food and supplies purchased will be in conformance with the minimum standards of federal and state specifications.

f. The staffing plan shall be determined by the Contractor. The staffing plan shall be sufficient to meet food safety/sanitation regulations, serve meals within the meal hours, to meet the unique nutritional needs associated with serving inpatients, and to clean up after meal service is complete. The contractor will wash and sanitize the used serving utensils and all cooking supplies.

10. Sanitation/ Cleaning.

a. Contractor shall establish a cleaning program to ensure all kitchen areas are maintained in a sanitary and orderly manner.

b. All utensils, pots, pans, plates, flatware and glasses, shall be cleaned and sanitized after every use and stored appropriately to ensure they remain sanitary. Contractor shall have in place cleaning or sterilization policy and procedures. The kitchen shall be cleaned as necessary during meal service and thoroughly cleaned at the end of each day. All waste shall be removed from the kitchen area on a regular basis as needed to maintain a sanitary work area.

A daily cleaning of floors, sinks, food preparation areas, counter tops, and thermalizing ovens, refrigerator, and dishwasher will be the responsibility of the Contractor. The Contractor will also be responsible for daily cleaning of any spills and hazardous wastes in the kitchen area.

c. The contracted vendor shall provide all cleaning supplies and chemicals needed. All cleaning chemicals shall meet IHS standards and will be approved for use by the Facility Manager. All chemicals shall be listed in an SDS and kept in an easily accessible area of the kitchen.

d. All pest control, cleaning of the cooking hood, vents, walls, and floor stripping will be the responsibility of Cass Lake Hospital Authorized Personnel. The contractor will notify Cass Lake Hospital Staff within 1 hour of any concerns with pest control or other issues.

11. Contractor Personnel.

a. The contractor shall provide staff with their own annual training in regards to food safety/sanitation topics, kitchen safety, and Safety Data Sheet (SDS).

b. Food Service Representatives shall wear uniforms of a clean appearance which displays the full name of the company, along with the appropriate Personal Protective Equipment (i.e. hairnets, serving gloves, and aprons).

c. Food Service Representatives shall wear IHS-issued identification (ID) badges the entire time they are on Cass Lake Hospital Property.

d. The contractor is required to provide copies of proof of Worker’s Compensation that complies with Federal and State Worker’s Compensation and Occupational disease statutes.

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

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

b. Menu Planning. Menu planning shall be accomplished using Healthy Diet Guidelines, Dietary Guidelines for Americans 2020-2025, Menu Planning Guide, and Food Production Guide.

c. Food Preparation. Food preparation shall be carried out using Healthy Diet Guidelines, Dietary Guidelines for Americans 2020-2025, Menu Planning Guide and Food Production Guide.

d. Subsistence and Material Handling. The contractor shall meet the standards for receiving and storage of subsistence. The contract shall designate a full-time, on-site representative responsible for ordering subsistence, provide a receipt for all deliveries and visually inspect 100% of items received for deterioration or damage.

Receiving personnel shall reject all items that appear damaged or tampered with original packaging. The contractor shall meet all federal mandated subsistence handling procedures in the current FDA Food Code 2022.

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

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

g. Clean and sanitize dishes, pots, pans, silverware, kitchen and dining areas in accordance with the FDA Food Code 2022.

h. Waste Management. The contractor will follow all recycling programs in place at Cass Lake Service Unit, if any.

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

i. Management. The contractor shall designate a full-time, on-site representative and alternate in between hours of operation. This representative shall be responsible for the performance of the work. These names shall be designated in writing to the contracting officer. The representative and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this PWS. The representative or alternate shall be available at all times to meet with IHS personnel designated by the contracting officer to discuss problem areas. After normal duty hours, representative or alternate shall be available within one (1) hour. The representative or alternate must be able to read, write, speak, and understand English. The positions shall at no time be vacant. The COR and Area Contracting Office must be notified of any employee changes prior to the change.

j. Conduct. Contractor employees shall not loiter in any working or patron area. Upon completion of their assigned shifts, employees shall promptly depart from the food service facilities.

13. General Information.

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

The QCP shall include the following:

b. Quality Control (QC). The contractor shall develop and maintain a QC inspection system that encompasses all functions of the contract. The QC inspection system shall satisfy the requirements in the Inspection of Services clause in the solicitation and resultant contract and shall be designed to keep the contractor's management informed of all

75H70525R000011 Inpatient Dietary Services issues affecting quality. The QC records of inspections shall indicate the nature and number of observations made the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

a. The contractor will work in collaboration with the Cass Lake Service Unit quality department in terms of all quality management aspects. This will include hospital specific safety training and documentation as well as quality inspections.

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

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

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

c. The QCM shall conduct special inspections at the contracting officer's or contact COR written request.

Results of the inspection or audit shall be provided, in writing 7 days from the day of inspection.

d. The contractor shall maintain adequate records of all audits and inspections. Records shall indicate the nature and number of observations made, number and type of deficiencies found and the nature of corrective action taken. Records shall be available upon request by government staff at all times and a copy shall be sent to the COR and to the dietary supervisor.

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

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

f. Inspection Instructions. Inspection, auditing, and testing shall be prescribed by clear, complete, and current instructions. The inspection instructions shall include the specific criteria for approval and rejection of services that will be used in each inspection or audit; checklists may be used for this purpose. The contractor's inspection instructions shall be documented and made available for review by designated government representatives throughout the life of the contract. The contractor shall notify the contract COR as well as the dietary supervisor in writing of any changes to his inspection instructions before the change occurs.

a. The CLIHS falls under Federal jurisdiction with consolation from the Indian Health Service Division of Environmental Health. The CLIHS will conduct food sanitation surveys routinely with most federal operations being assessed/inspected at least annually. A permit or license will not be issued. The CLIHS survey reports serve as documentation of meeting the FDA Food Code Requirements.

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

a. Due to current construction project the inpatient facility has been temporarily closed. Over the past 12 months, there have been no inpatients at CLIHS.

h. Training. The contractor shall provide and/or pay for staff training in all areas pertinent to food services.

Documentation necessary to meet mandatory training requirement during inspections shall be maintained.

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

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

iii. The contractor shall complete all required government trainings as mandated by Cass Lake IHS Service Unit or Headquarters and as required for their license, if applicable.

14. Security Requirements.

All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the Government installation, shall abide by all security regulations of IHS. The contractor shall sign an agreement to comply with the security requirements of this contract.

a. Employee Access Badges. The contractor shall submit requests for flash badges to the contract COR for their personnel as soon as they know individual will be employed by the contractor. When submitting a new badge request, the requestor shall fill out the request and hand deliver it to contract COR. Be advised, processing time for a new flash badge can take anywhere from two to four weeks depending on the situation. Renewals shall be submitted at a minimum of 30 work days prior to expiration. This process can take anywhere from one (1) to two (2) weeks.

The contract COR will notify the contractor site supervisor when the flash badge is ready to be picked up at STVHCS Human Resource Office. Rejected flash badges requests shall not be resubmitted until National Security Agency (NSA) has deemed the individual a mitigated security risk. Once the notice has been given to the contract COR of the rejected badge, the CO will not entertain further requests for that individual for at least 180 work days or until notified by NSA office of security.

b. Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the end of each work shift, all Government facilities, equipment, and materials shall be secured. Access to the facility’s subsistence storage areas (dry goods, freezers, meats) shall be limited to contractor management, storeroom personnel, and designated Government representatives.

15. HIPPA Compliance.

Contractor must adhere to the provision of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI).

75H70525R000011 Inpatient Dietary Services

As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities

16. Joint Commission and Other Standards.

The Contractor must perform the required work in accordance with The Joint Commission (TJC, http://www.jointcommission.org/) and CMS State Operations Manual W, V, and PP as it pertains to Critical Access Hospitals, EMTALA, and Swing Beds. The Contractor must comply with all annual updates as issued.

Contractor agrees to maintain the minimum acceptable service, reporting systems and quality control as specified herein.

17. Adverse Report.

Failure to comply with the specified terms and conditions and/or adverse reports from external monitoring agencies that indicate poor quality of care may be grounds for termination of the contract. Contractor shall provide immediate notification, within 24 hours, to the responsible IHS Official (COR and dietary supervisor) of any adverse action by a regulatory agency.

18. Personnel Policy.

a. The contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel:

i. Worker’s compensation

ii. Liability insurance

iii. Health examinations, including vaccinations

iv. Income tax withholding, and

v. Social security payments

b. The parties agree that such contractor furnished personnel shall not be considered IHS employees for any purpose and shall be considered employees of the contractor.

c. The contractor will provide current copies of these records at the time of the contract award and annually on the anniversary date of the contract award to the COR, or upon request, for each of the contractor employees working on the contract.

d. Candidates are required to be eligible for US employment and able to provide proof of employment eligibility. It is the responsibility of the contractor to assure their candidates have proof of citizenship or proof of the candidates’ right to work under a U.S. Citizenship and Immigration Services (USCIS) VISA program.

e. Contractor is required to follow DOL Federal Wage Determination (attachment 2).

CHAPTER 2

QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Objectives

PWS Reference Performance Thresholds

Frequency

Menus shall be planned in accordance with Registered Dietician to meet patient needs.

A copy of the menu will be kept on file by the contractor for at least 30 days and must Be attached to the monthly report submitted to COR.

Section 3 and 5 90% of meal periods inspected by government COR shall be in 100% compliance with Registered Dietician.

Weekly

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

Contractor Policy must be provided to COR.

Section 10 100% of the time Weekly

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

Section 2 (e) ix, 9 (b) and 10

Contractor shall have no findings on 95% of inspections.

Monthly

Security and control of government property

Section 14 (b) Government property and materials are secured during 95% of the random surveillance visits.

Monthly

Shall comply with federally mandated Inspection and handling of subsistence

Section 9 (e) The contractor shall not accept damaged or tampered subsistence.

Monthly

Ensure that accurate quality Section 3 (f) vii Reports given to COR Quarterly control such as refrigerator/freezer, dish machine temperatures, food temperatures, patient, meal count, sanitation, labeling and dating, ordering, purchasing, inventory, receiving records, patient satisfaction survey, etc.

be routinely conducted and provided as written quarterly reports to QA/PI Committee/COR.

Quality Status Reports (QSR) Section 13 (d) The contractor shall provide QSR reports Monthly shall be generated and provided to the COR detailing audits and inspections.

Attachments

1. Pictures of kitchen space and equipment

2. DOL Federal Wage Determination

B.7 PAYMENT

a) The IHS Bemidji Division of Finance is designated for payment processing. Payment shall be made by electronic funds transfer (EFT). Payment shall be made in arrears.

b) The Contractor’s rate identified for services described herein is considered as an all-inclusive rate. All-inclusive is defined to include but is not limited to services, travel, lodging, liability insurance, fringe benefits, federal, state and local taxes, and all other costs pertinent to the performance of this contract

B.8 CONTRACTING OFFICER REPRESENTATIVE (COR): TBD

The role of program and technical personnel in monitoring the contract is to assist and advise the Contracting Officer, and act as the COR when so designated by the Contracting Officer. The COR does not have the authority to change or alter the order amount, terms and conditions.

COR activities include—

1. Providing technical monitoring during contract performance and advising the Contracting Officer relating to delivery, acceptance, or rejection of deliverables in accordance with the terms of the contract;

2. Assessing contractor performance;

3. Recommending necessary changes to the schedule of work and period of performance to accomplish the objectives of the contract (The COR shall provide the Contracting Officer a written request along with an appropriate justification and a funding document, if additional funds are needed.);

4. Reviewing invoices/vouchers and recommending approval/disapproval by the Contracting Officer, including providing comments regarding anything unusual discovered in the review;

5. Reviewing and recommending approval or disapproval of technical submissions, subcontractors, overtime, travel, and key personnel changes;

6. Assisting the Contractor in the resolution of technical problems encountered during performance; and

7. Participating, as necessary, in various phases of the contract closeout process;

8. Provide receiving authorization within two days of services/items received or invoiced

POINTS OF CONTACT: TBD

SECTION C - CONTRACT CLAUSES

FEDERAL ACQUISITION REGULATIONS

C.1 PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE

52.252-1 Solicitation Provisions Incorporated by Reference. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address (es):

https://www.acquisition.gov/browse/index/far

(End of provision)

52.252-2 CLAUSES INCORPORATED BY REFERENCE.

This contract incorporates one or more clauses by reference, with same force and effect as if they were given in full text.

Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: www.acquisition.gov.

52.202-1 Definitions.

52.203-5 Covenant against Contingent Fees.

52.203-6 Alt I Restrictions on Subcontractor Sales to the Government 52.203-7 Anti-Kickback Procedures.

52.203-17 Contractor Employee Whistleblower Rights and Requirement To Inform Employees of Whistleblower Rights.

52.204-7 System for Award Management 52.204-9 Personal Identity Verification of Contractor Personnel.

52.204-19 Incorporation by Reference of Representations and Certifications.

https://www.acquisition.gov/browse/index/far http://www.acquisition.gov/ https://www.acquisition.gov/far/current/html/52_200_206.html#wp1139617

52.204-23

52.204-25 52.212-4 52.216-18 52.222-50 52.223-18 52.224-1 52.224-2 52.225-13 *52.225-25

52.232-18 52.232-19 52.232-39 52.232-40 52.233-3 52.233-4 52.244-6

75H70525R00011 Inpatient Dietary Services

Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities.

Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

Contract Terms and Conditions—Commercial Items.

Ordering Combating Trafficking in Persons.

Encouraging Contractor Policies to Ban Text Messaging While Driving.

Privacy Act Notification Privacy Act Restrictions on Certain Foreign Purchases.

Prohibition on Contracting With Entities Engaging in Certain Activities or Transactions Relating to Iran Representation and Certifications.

Availability of Funds.

Availability of Funds for the Next Fiscal Year Unenforceability of Unauthorized Obligations.

Providing Accelerated Payments to Small Business Subcontractors.

Protest after Award.

Applicable Law for Breach of Contract Claim.

Subcontracts for Commercial Items.

C.2 FULL TEXT PROVISIONS AND CLAUSES

*52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment.

As prescribed in 4.2105(a), insert the following provision:

REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020) The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision— Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition.

(1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

(2) Section 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2020, from entering into a contract or extending or renewing a contract with an entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition applies to the use of covered telecommunications equipment or services, regardless of whether that use is in performance of work under a Federal contract.

Nothing in the prohibition shall be construed to—

(i) Prohibit the head of an executive agency from procuring with an entity to provide a service that connects to the facilities of a third-party, such as backhaul, roaming, or interconnection arrangements; or

(ii) Cover telecommunications equipment that cannot route or redirect user data traffic or cannot permit visibility into any user data or packets that such equipment transmits or otherwise handles.

https://www.acquisition.gov/far/current/html/52_212_213.html#wp1179465 https://www.acquisition.gov/far/current/html/52_232.html#wp1152919 https://www.acquisition.gov/far/4.2105#FAR_4_2105 https://www.acquisition.gov/far/52.204-26#FAR_52_204_26 https://www.acquisition.gov/far/52.212-3#FAR_52_212_3 https://www.acquisition.gov/far/52.204-26#FAR_52_204_26 https://www.acquisition.gov/far/52.212-3#FAR_52_212_3 https://www.acquisition.gov/far/52.204-25#FAR_52_204_25

(c) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for "covered telecommunications equipment or services".

(d) Representation. The Offeror represents that—

(1) It □ will, □ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds "will" in paragraph (d)(1) of this section; and

(2) After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that— It □ does, □ does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds "does" in paragraph (d)(2) of this section.

(e) Disclosures.

(1) Disclosure for the…