PWS.pdf

PDF 1 MB Posted Jun 3, 2026

Attached to: Amend 0001:Food Delivery Services for Pine Ridge IHS Hospital
Solicitation number: 75H70626Q00140
Issued by: Department of Health and Human Services Indian Health Service

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Written by GovTribe AI · Jun 3, 2026

Performance Work Statement Summary: Food and Supply Delivery Services

This is a Performance Work Statement (PWS) for food and supply delivery services at Pine Ridge Indian Health Service (IHS) Hospital in Pine Ridge, South Dakota. The Dietary Department requires weekly deliveries of food products and related foodservice supplies to support meal and snack service for patients, visitors, and staff following a rotating 4-week menu cycle. The contractor must provide all management, supervision, labor, transportation, vehicles, equipment, and quality controls necessary for delivery operations. This is structured as a non-personal services contract, meaning the contractor is responsible for managing its own personnel without Government supervision while remaining subject to inspection, rejection, and performance evaluation by the Government.

The contractor must deliver products weekly (or as approved) to the hospital's loading dock on the east side, maintaining proper holding temperatures in accordance with FDA Food Code and USDA requirements. All products must be unopened, undamaged, properly packaged, sealed, and labeled prior to delivery; delivery personnel must comply with hospital safety and sanitation protocols. Performance standards require 95% on-time delivery with 100% notification for delays, 100% product quality compliance (unexpired, undamaged, not recalled), 100% temperature control during transport, 100% packaging integrity, and 98% documentation accuracy. The contractor must plan for rural supply continuity challenges including weather, road closures, and regional disruptions, and notify the COR of any delays or unavailable items as early as practicable. The comprehensive supply list includes milk and dairy products, eggs, meats and frozen items, fresh produce, dry goods, beverages, and specialized items delivered on weekly to monthly schedules. Monthly reporting to the COR is required, including contract ceiling expenditure tracking, with notification when 60% of authorized funding is reached.

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File	Type	Posted
Sol_75H70626Q00140_Amd_0001.pdf	PDF	Jun 3, 2026
RFQ-75H70626Q00140.pdf	PDF	Apr 28, 2026
SOW.pdf	PDF	Apr 28, 2026

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PERFORMANCE WORK STATEMENT (PWS)

FOOD AND SUPPLY DELIVERY SERVICES

A. PURPOSE OF CONTRACT:

The Dietary Department at the Pine Ridge Indian Health Service (IHS) Hospital provides meals and snacks for patients, visitors and staff. The department follows a 4-week cycle menu which alternates between Spring/Summer and Fall/Winter cycles. Each menu is in accordance with regulatory standards to meet 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

B. SCOPE OF WORK:

The Contractor shall provide all management, supervision, labor, transportation, vehicles, equipment, supplies, packaging, documentation, and quality controls necessary to furnish and deliver food products and related foodservice supplies to the Pine Ridge IHS Hospital Dietary Department. This is a non-personal services contract. The Contractor is an independent contractor responsible for managing its own personnel and shall not be subject to supervision or control by Government employees in the day-to-day performance of work. The Government retains the right to inspect deliveries, reject nonconforming items, and evaluate performance against the standards established in this PWS. Food and supply categories may include, but are not limited to, dry goods, pantry items, disposable foodservice supplies, refrigerated items, frozen items, beverages, fresh produce, dairy, meats, cleaning-related foodservice supplies, and other operational foodservice goods required to support the facility.

C. CONTRACTOR RESPONSIBILITIES

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

All food deliveries must be pre-approved by the Contracting Officer Representative (COR) or 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, USDA requirements where applicable and IHS Food Service guidelines. Pre-scheduled deliveries shall arrive at the designated hospital entry point (Loading Dock, east side of the hospital).

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 COR or designated POC.

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

D. RURAL SUPPLY CONTINUITY AND CONTINGENCY COORDINATION:

Plan for delivery challenges associated with the rural location of the Pine Ridge Indian Reservation, including weather, road closures, fuel availability, vehicle breakdowns, and regional supply chain disruptions. Notify the COR or designee as early as practicable when delivery may be delayed or when items are unavailable. Identify reasonable alternatives or substitutions for unavailable products, subject to Government approval. Maintain operational flexibility to support uninterrupted patient meal service and staff food service operations. Coordinate with the Government to prioritize mission-critical items when shortages or delivery constraints occur.

E. PERFORMANCE AND REGULATORY STANDARDS

Requirement Standard Acceptable Quality Level (AQL) Timely Delivery Within scheduled delivery window unless delay is approved in advance by the COR or designee

95% of routine deliveries meet the scheduled delivery window 100% notification for delays

Product Quality Products are unexpired, undamaged, unadulterated, not recalled and suitable for healthcare food service use.

100% compliance

Temperature Controlled Temperature-controlled foods maintained within required safe temperature ranges during transport and delivery

100% compliance

Packaging Integrity Products are sealed, labeled, and packaged to prevent contamination and damage.

100% compliance

Documentation Accuracy Invoices, delivery tickets and proof of delivery are complete, legible, and consistent with delivered items

98% compliance

Substitution Control Substitutions are approved by the COR or designated Dietary Department Point of Contact (POC) before delivery

100% compliance

Personnel Conduct Courteous, compliant with safety protocols, ability to deliver to rural healthcare facility and meet scheduled delivery windows, ability to provide accurate invoices, delivery records and product availability information

No sustained pattern of noncompliance; immediate correction required for safety issues.

Supply Continuity Communication Contractor provides timely notice of shortages, delays, recalls or disruptions

100% compliance

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

F. Quality Assurance Surveillance Plan (QASP)

The Government will monitor Contractor performance to determine whether services conform to contract requirements. Surveillance may be performed by the Contracting Officer Representative (COR), receiving personnel, Dietary Department leadership, or other authorized Government personnel.

Surveillance findings may be used to support acceptance, rejection, corrective action, past performance documentation, and other contractual remedies.

Requirement Surveillance Method

Frequency Government Documentation

Remedy/Follow-up

Timely Delivery Review delivery logs and receiving records.

Each delivery; monthly summary.

Delivery log, receiving notes, COR file.

Notice to Contractor;

corrective action plan for repeated late deliveries.

Product Quality and Packaging

Visual inspection of condition, expiration dates, packaging, seals, and labels.

Each delivery. Receiving inspection notes, photos if needed.

Reject nonconforming items; require replacement or credit.

Temperature Control

Check temperatures at receiving for applicable items.

Each temperature controlled delivery.

Temperature log, rejected-item record.

Reject affected items; require replacement or credit; corrective action for recurrence.

Documentation Accuracy

Compare invoice, delivery ticket, order, and received quantities.

Each invoice; monthly review.

Invoice review notes, IPP records.

Return invoice for correction; withhold payment for unsupported charges.

Substitutions Compare delivered items to order and prior approvals.

Each delivery with substitution.

Approved substitution email or notation.

Reject unauthorized substitutions unless accepted by the Government.

Personnel Safety and Conduct

Observe delivery personnel compliance with facility protocols.

Random and as incidents occur.

COR observation, incident report.

Immediate correction;

removal request for repeated or serious issues.

Supply Disruption Communication

Review timeliness and content of shortage/delay notices.

As disruptions occur;

monthly review.

Email notices, monthly performance notes.

Corrective action request when communication failures affect operations.

G. PLACE AND HOURS OF PERFORMANCE

Deliveries shall be made to the designated hospital loading dock (east side of the facility) unless otherwise directed by the COR or designee at the Pine Ridge Indian Health Service (IHS) Hospital Dietary Department, 607 Indian Health Road, Pine Ridge SD, 57770. Deliveries shall occur during scheduled receiving hours established by the Dietary Department. The Contractor shall not deliver outside the approved delivery window unless specifically authorized by the COR or designee. Delivery schedules may be adjusted for federal holidays, severe weather, road closures, or other operational needs. The Contractor shall coordinate schedule changes with the COR or designee in advance when practicable.

H. GOVERNMENT FURNISHED PROPERTY AND INFORMATION

The Government shall provide access to the designated receiving area, reasonable receiving support, approved delivery schedules, ordering documents, and facility-specific safety or sanitation instructions necessary for performance. The Government will not furnish Contractor vehicles, drivers, warehouse space, fuel, equipment, or Contractor management resources.

I. CONTRACT MANAGEMENT AND NON-PERSONAL SERVICES

The Contractor shall submit a monthly report to the COR no later than the 10th calendar day following the close of each contract month. The report shall provide a cumulative and period-specific accounting of contract capacity expended and shall serve as the primary instrument for financial and performance monitoring of this contract. The monthly report shall include, at minimum, the following elements:

Contract period of performance covered by the report.

Total authorized contract ceiling value in dollars and/or units, as applicable to the contract structure.

Total capacity expended to date, expressed as both a dollar/unit amount and as a percentage of the total contract ceiling.

Capacity used during the current reporting month, expressed as both a dollar/unit amount and as a percentage of the total contract ceiling.

Remaining contract capacity available, expressed as both a dollar/unit amount and as a percentage of the total contract ceiling.

Projected rate of consumption based on current utilization trends, including an estimated date of contract ceiling exhaustion at the current usage rate.

Any variances from projected utilization and a brief narrative explanation of the cause and expected impact.

Status of pending invoices, credits, back orders, or unbilled deliveries not yet captured in cumulative totals.

The Contractor shall provide written notification to the COR upon expending sixty percent (60%) of the total authorized contract ceiling for the applicable performance period. The notification shall be submitted within five (5) calendar days of the date on which cumulative capacity expended reaches or is projected to reach the 60% threshold. Receipt of a threshold notification by the COR does not authorize the Contractor to exceed the contract ceiling. The Contractor shall not perform services or provide supplies more than the authorized contract ceiling without a duly executed contract modification signed by the Contracting Officer (CO).

This is a non-personal services contract in accordance with FAR 37.101. The Contractor shall be solely responsible for managing, supervising, and directing its own personnel. Government employees shall not exercise supervision or control over Contractor personnel in the manner of work performance, personnel assignments, staffing decisions, routes, vehicle operations, or methods of accomplishment.

To avoid creation of an unauthorized personal services relationship, the following shall apply:

Government personnel shall communicate requirements, inspection findings, and performance feedback through the Contracting Officer, COR, or designated receiving official.

The Contractor shall designate a point of contact responsible for coordination with the

Government.

Government personnel may reject nonconforming deliveries but will not direct individual

Contractor employees as if they were Government employees.

J. DOCUMENTATION AND INVOICING

Each delivery shall include a packing slip, delivery ticket, or equivalent record identifying products delivered. Documentation shall identify backordered, substituted, rejected, or partially delivered items.

Receiving acknowledgement does not waive the Government right to later reject latent defects, recalled products, or products found to be nonconforming.

Invoices shall include contract number, order number if applicable, invoice date, delivery date, product description, unit price, quantity, total amount, and any applicable credit or adjustment. Invoices must align with delivery documentation and shall be subject to Government review before payment. All invoices submitted under this award must utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71. Website: https://www.ipp.gov Help Desk: (866) 973-3131 | Email: IPPCustomerSupport@fiscal.treasury.gov

K. POINTS OF CONTACT (POC)

Marily R Parmenter, Cook Supervisor Dietary Department Office: (605) 867-3217

Contracting Officer’s Representative (COR)- TBD

Contracting Authority No person other than the Contracting Officer (CO) has the authority to bind the Government with respect to this contract. No action or omission of any Government employee or representative, other than the CO, shall increase or decrease the scope of this contract or otherwise modify its terms and conditions. In no event shall any of the following be effective, binding on the Government, or imputed to the CO with respect to this contract:

Any understanding or agreement between the Contractor and anyone other than the CO.

Any purported modification or change order issued by anyone other than the CO.

Any promise by anyone other than the CO to provide additional funding or make payments Any order, direction, consent, or permission from anyone other than the CO to incur costs in excess of a specified estimated cost, allotment of funds or other ceiling amounts.

Supply Categories and Estimated Requirements

The Contractor shall provide food and related supplies in the categories listed below, as ordered and authorized by the Government. Quantities are estimates only unless otherwise stated in the contract or order. The Government may adjust quantities based on census, menu cycle, patient care needs, storage capacity, supply availability, and funding.

ITEM DESCRIPTION

BRAND PREFERRED OR

SIMILAR

Used

MILK / DAIRY/ CHEESE

MILK, WHOLE, CHL, 1/2 PT CO