75H71223R00038 Attachment 4 Deliverable Statement.pdf

PURPOSE OF CONTRACT:

The Phoenix Area Indian Health Service (PAIHS) depends on contracting outside resources with a wide range of expertise in order to provide services not readily available within IHS. This firm‐fixed unit priced contract will provide inpatient meal services to the patients of the Colorado River Service Unit, Parker Indian Health Center, Parker, Arizona.

PRICING:

See attached pricing list.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

The Contractor shall provide all personnel, equipment, materials, supplies, managerial skills necessary to provide inpatient meal services to the Colorado River Service Unit, Parker Indian Health Center Inpatient department located at 12033 Agency

Road, Parker, Arizona, 85344.

C.1 DESCRIPTION/SCOPE OF WORK:

The Contractor shall provide regular, therapeutic modified meals ordered by the Physician or Registered Dietitian.

Quantities contained in this award shall be based on actual quantities ordered by the health center’s Nutritionist

Department or Support Specialist; as follows:

Authorized callers: To be identified upon contract award.

C.2 PLACE OF PERFORMANCE:

Award shall be for services performed for the following location:

Parker Indian Health Center

12033 Agency Road

Parker, AZ 853444

C.3 DELIVERABLES:

Justification of Extended Menu Cycle

The patients at the Parker Indian Health Center have stays of three months or more.

Personnel, Equipment, Supplies The Contractor shall furnish all necessary personnel, supplies, equipment and facilities for the preparation of regular and therapeutic meal plans for the inpatients of the Parker Indian Health Center.

Menu Cycle

The Contractor shall provide on a daily basis, three (3) meals per day, any additional milks requested per day shall be based on actual patient load.

The contractor shall provide nutritional supplements as requested such as Ensure, Ensure Plus, Glucerna, Nepro, Baby Foods

Stage Two, Infant formula regular 20 call/oz.

Menu Changes

The contractor shall notify Juli Haws or Diane Selleck by email or telephone when the menu has changes due to shortage or other and if plans are to change the menu permanently. Any and all changes will be communicated.

The contractor will update the Parker Indian Health Service with a fresh updated menu plan quarterly to be used by nursing to show the patients.

Delivery of Meals The Parker Indian Health Center housekeeping staff shall pick up meals requested three times per day, seven days a week.

The Parker Indian Health Center Housekeeping Staff will return used tray set‐ups back to the contractor.

Temperatures Contractor shall ensure that food arrives at safe serving temperature. Hot food shall be served at 140 degrees F or warmer and cold food shall be served at 40 degree F or colder.

Select or Non‐Select Trays Contractor shall allow patients to select from the menu their choice of main entrée and sides. Contractor shall correct selected modified menus, if not filled out by the patient correctly.

Example: If diet order calls for five carbohydrates and patient only selects four, the contractor will add another carbohydrate choice with the correct serving size to the meal to complete the five carbohydrates required.

All condiments are in the silverware packet. 4 milks are delivered M-W-F. If a patient forgets to circle milk for breakfast, there will be an additional charge.

Patient Trays

The Contractor shall provide appropriate sealed plating/tray setups to ensure appropriate temperature, texture, color and appearance of meals. Meals shall be:

individual to each patient labeled legibly with the patient’s name, room number, diet order, number of carbohydrates and preferences for each patient and the nurse to read.

Communication

Diet sheets shall be faxed to the Contractor by 5:30 AM each morning, but not later than 6:00 AM; any changes that occur during the day shall be called in to the Contractor. If a patient arrives late in the afternoon, the diet order shall be called into the contractor with a follow up paper documentation the following morning.

The contractor will have a fax machine in the kitchen and office available to the kitchen staff to receive seven days a week, 16 hours a day. If the fax machine is not working, the contractor will notify the in‐patient nursing department immediately.

Patient Meal Mistakes Nurses, medical assistants or Registered Dietitian’s calling the contractor shall be respected and follow the verbal request to immediately correct any meal mistakes the patient receives on their tray.

Any mistakes on the meals, made by the contractor will be corrected and delivered immediately to the Parker Indian

Inpatient Nursing Service

Cultural Foods for Native Americans The contractor shall provide the Native American inpatients with cultural food choices and recommended changes to meet the satisfaction of the patients according to the Registered Dietitian’s suggestion.

The contractor shall work with the contracted facility (nutrition services Dietitians) on cultural food choices and recommended changes to meet the satisfaction of the patients. If requested, the contractor will make every effort to implement the request. If not provided, a cure rate will be documented.

The Contractor will provide the Parker Indian Hospital Inpatients the following cultural main entrée, 1‐2x a meal cycle.

Bowl of Pinto Beans with an 8‐10 inch tortilla along with other sides

Indian Taco on 10‐12 inch Fry Bread, with lettuce, refried beans, hamburger, salsa, cheddar cheese 1‐2x a meal cycle the Parker Indian Health Center staff

8‐10 inch flour tortilla with hamburger, cheddar cheese and potatoes, salsa on the side.

8‐10 inch flour tortilla with eggs and potatoes with bacon bits. Salsa on the side.

If patient is on a low sodium meal plan, low sodium salsa will be provided. If the patient is on a low fat meal plan, a flour tortilla will be used in place of the fry bread.

Random Tray Checks/Mistakes The Indian Health Service Dietitian shall provide a copy of the random tray checks and mistake results to the manager of the kitchen and La Paz Regional Leadership to ensure compliance and customer satisfaction. The random tray checks and reporting are part of ongoing quality control program.

Accuracy Should accuracy level fall below 95% level greater than two (2) days, the IHS Dietitian shall provide written notification to the

Contracting Officer and a Cure Notice will be issued to the Contractor. Equitable adjustment may be imposed.

Examples of errors are, but not limited to; missing or incorrect food items, improper portion sizes, food preferences or allergies overlooked, wrong diet delivered, food temperature inappropriate, and inappropriate condiments, wrong number of carbohydrate choices and servings for the diet order or meals are not automatically placed on the tray.

Cost of trays found to be in error in excess of the 5% error level shall be reported to Contracting Officer as stated above for a cure notice to be issued or equitable adjustment from the invoice will occur. EXAMPLE: 100 trays checked with nine having errors, the cost of four (4) trays shall be deducted from the invoice of that time.

Any mistakes on the meals, made by the contractor will be corrected and delivered immediately to the Parker Indian Inpatient

Nursing Service

Regulations

The contractor shall follow the United States Department of Agriculture (USDA) recommended food sources for adult care centers.

Reports

The contractor will provide the following records to the Nutrition Services Supervisor for record keeping and assurance of compliance.

Food service employee training records for competency

Food handler cards of employees

Certified Serve Safe Manager Certificate of the Dietary Manager

Sanitation and Safety reports (readable) completed by La Paz County

Right to Enter

The contractor will make available to the IHS the right to conduct sanitation and safety inspections unannounced as needed. Any item out of compliance will be corrected and the copy of the completed item will be sent to the IHS Nutrition

Services: Erica Deysie