SOW Food Services.docx

STATEMENT OF WORK

FOR FOOD AND OTHER SUPPLIES FOR THE ROSEBUD INDIAN HEALTH SERVICE HOSPITAL

VENDOR A

A. PURPOSE OF CONTRACT:

The Foodservice Department at the Rosebud Service Unit provides meals and snacks for patients, visitors and staff. The department follows a 14-day cycle menu which alternates between Spring/ Summer and Fall/Winter cycles. Each menu is in accordance with regulatory standards to meet daily Recommended Daily Allowances, budgetary requirements, and operational efficiency, while addressing specific therapeutic nutritional requirements, including but not limited to:

· Consistent Carbohydrate Diets

· Low Sodium Diets

· Low Fat/Heart Healthy Diets

· Texture-Modified Diets

Due to the facility’s rural location on the Rosebud Reservation, the department must source a wide range of food products to ensure patient and staff needs are met.

This Statement of Work (SOW) defines the responsibilities, requirements, and expectations for all food delivery vendors providing food products to the Rosebud Service Unit Foodservice Department. Vendors shall ensure timely, safe, and compliant delivery of food items meeting the quality and regulatory standards established by the Indian Health Service (IHS) and applicable state and federal food Safety regulations.

B. SCOPE OF WORK:

The contractor shall provide food delivery services in accordance with the following standards and conditions:

· All food deliveries must be pre-approved by the designated Point of Contact (POC) and be supported by an active, valid contract.

· Deliveries shall occur on a weekly schedule, or as otherwise approved, ensuring timely and safe delivery of food products that meet all health, safety, and regulatory requirements.

· All products must be properly packaged, sealed, and labeled prior to entering the facility.

· Delivery personnel must comply with hospital safety and sanitation protocols, including wearing hair nets or restraints, clean attire, and displaying appropriate identification.

· All deliveries shall maintain proper holding temperatures during transportation, in accordance with FDA Food Code and IHS Food Service guidelines.

· Deliveries must arrive at the designated hospital loading dock (east side) at the scheduled delivery time.

· Unopened, undamaged, and properly packaged items only will be accepted. Any items that are open, damaged, bloated, expired, or otherwise compromised will be rejected.

· The hospital reserves the right to inspect all deliveries for product quality, temperature control, and integrity prior to acceptance.

· The contractor shall ensure product substitutions (if needed) are approved in advance by the Dietary Department POC or designee.

· The contractor is responsible for maintaining accurate delivery logs, invoices, and proof of delivery for each transaction.

C. FOODSERVICE CONTRACTOR VARIABILITY AND RURAL CONSIDERATIONS:

Weather and Accessibility: Some vendors are unable or unwilling to deliver during severe weather or road closures. However, other vendors have demonstrated flexibility—such as staying in nearby towns overnight to ensure timely deliveries during challenging weather conditions.

Price Fluctuations: Vendor pricing structures vary by market conditions, seasonal availability, and transportation costs. Prices may differ between vendors and may fluctuate over time.

Product Availability and Shortages: Certain vendors may experience temporary outages or shortages on specific food items. Maintaining relationships with multiple vendors ensures the department can source alternatives promptly and avoid meal service disruptions.

This multi-vendor approach is essential for maintaining service continuity, nutritional quality, and patient care in a geographically remote region. It provides flexibility to adapt to environmental, logistical, and market challenges that can aect food service operations.

D. PERFORMANCE AND REGULATORY STANDARDS

Failure to meet performance standards may result in rejection of delivery, corrective action notice, or contract review.

D. DELIVERABLES

The contractor shall provide:

· Regular and emergency food deliveries as scheduled.

· Complete and accurate invoices submitted electronically via IPP.

· Updated product lists, substitutions, and availability reports as requested.

· Certificates of compliance for food safety and quality, when applicable.

E. PERIOD OF PERFORMANCE AND CONTRACT VALUE

The Period of Performance for this contract shall be as follows:

· January 16, 2026 through December 31, 2026.

F. LOCATION

G. POINTS OF CONTACT (POC)

H. DOCUMENTATION AND INVOICING

Invoice Processing Platform (IPP)

The Indian Health Service (IHS) has implemented an electronic invoicing system in compliance with the Office of Management and Budget (OMB) Memorandum M-15-19, “Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing.” All invoices submitted under this award must utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, “Electronic Submission and Processing of Payment Requests.”

IPP is a secure, web-based invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service.

Website: https://www.ipp.gov Help Desk: (866) 973-3131 | Email: IPPCustomerSupport@fiscal.treasury.gov

H. FOODSERVICE GOODS REQUIRED

Below includes, but is not limited to the food supplies required of the department.

PANTRY

REFRIGERATION

FROZEN ITEMS