A04_Scope_of_Work__Food_Contract_final_draft_03242021.docx

Scope of Work

SECTION C - 1

1.1 General Information

1.1.1 Sherman Indian High School (SIHS) is operated by the U.S. Department of the Interior (DOI), Bureau of Indian Affairs (BIA),Bureau of Indian Education (BIE).

The purpose of this service contract is for contractor provided services to: (1) Provide the total Student Meal Program at SIHS, Riverside, California, under continued compliance with the applicable laws and regulations listed under Item 1.1.8 below; (2) Ensure that SIHS qualifies for Breakfast and Lunch Meal Reimbursement under the USDA Breakfast & Lunch Reimbursement Program, and remains in compliance with all applicable regulations for the reimbursement program as administered by the State of California, Department of Education.

Each school year, the student enrollment population starts around 420 and typically may decrease to about 320 at the end of the school year.

The Contract shall provide all services necessary to implement the total Student Meal Program, including menus for breakfast, lunch, dinner, Holiday Special Meals, all labor & supervision, meal preparation, food ingredients/items, "snack" food items, janitorial services (daily cleaning of cafeteria, bathrooms, including dishwashing of trays, student dishes), janitorial supplies (cleaning solutions, dishwashing detergent, sprays, disinfectants, etc.) and equipment (mops, brooms, rags, etc.), etc.

The services will only be provided following the academic calendar, which can vary from school year to school year. During time periods for summer vacation and Christmas break, no services will be provided.

In the event, should the State of California, Department of Education determine noncompliance with the applicable regulations, which results in a suspension of reimbursement, or results in a decrease of reimbursement, or requires SIHS to return reimbursement funds, the contractor shall reimburse SIHS the actual damage amount (actual amount as determined by the State of California, Department of Education).

1.1.2 a. The Government intends to issue an award for the Base Period.

b. There will be a possible four (4) Option Years, the Contractor is not to interpret or assume this to mean an automatic extension to the Contract.

c. Contractor services shall only be provided during the months that school is in session (no services are required during the Christmas Break and Summer Break). The School Academic Calendar will vary from year to year.

1.1.3 At no time is the contractor responsible for the supervision of the students. During meal periods, SIHS is solely responsible for student supervision.

1.1.4 a. SIHS will provide the student cafeteria facility with major kitchen "as is" equipment, including student meal trays, bowls and plastic tumblers.

Contractor has the option to provide, Styrofoam, paper or meet green product specifications.

b. Contractor shall provide silverware/eating utensils.

c. The contractor shall be required to provide all needed kitchen wares (pots, pans, steam trays, etc.), cleaning supplies and cleaning equipment.

For the purposes of bidding for the base period estimate 176 weekdays and 69 weekend days.

1.1.6 The contractor will implement a 6-week menu for the USDA Agricultural standards for approval 4 week before planned date, 1.1.6.a Meals will be provided to high school age students, three (3) meals per day, seven (7) days a week.

1.1.6.b All meals must be home style prepared in the SIHS school cafeteria by the contractor staff.

1.1.6.c Snacks (NSLP After School Snack Program) will be provided on academic school days per the academic calendar. Snacks are served after school at approx. 3:30pm.

1.1.6.c.1 Additional Leftover options: To avoid food waste; at Contractors discretion, during non reimbursable meals leftovers may be served to student at no additional costs.

1.1.7 Sherman Indian High school shall be solely responsible for the physical school cafeteria structure in compliance with the Cal Code "physical facilities"& Environmental Health and Safety Survey By Indian Health Services

1.1.8 Per the Environmental Health and Safety Survey By Indian Health Services The Contractor will not receive more than 5 “Violations, those identified in the “corrected by” field as “immediately” must be corrected within 24 hours, all others up to 7 calendar days to remedy for non-critical violations. No more than two “Critical” violations reported, these must be remedied immediately. There are to be no “Repeat Critical” violations.

1.1.9 The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract. Applicable regulations include, but are not limited to:

a. California Uniform Retail Food Facilities Law (CURFFL)

b. National School Lunch Programs(7 CFR, Part 210), School Breakfast Program (7 CFR, Part 220)/ NSLP After School Snack Program / California Department of Education (offer vs serve)

c. California Health and Safety Code that relates to the operation of a Retail Food Facility (Commonly referred to as "CAL Code")

d. County of Riverside, Department of Environmental Health, Food Facility Operator's Guide

e. U.S. Food and Drug Administration, Food Code 2009

f. Hazard analysis and critical control points, or HACCP

g. ISO 22000 - Food Safety Management Systems - - Requirements for any organization in the food chain

h. Sherman Indian High School Student Handbook

i. Environmental Health and Safety Survey by Indian Health Services

j. CDC Covid protocol.

SECTION C - 2

2.1 CONTRACTOR PERSONNEL

2.1.1 a Employee Certification: All contractor personnel must be in compliance with Homeland Security, DOI regulations and policy.

2.1.1 b All contractor employees must obtain a positive result to a required background investigation before working on campus.

2.1.2 In compliance with FAR Clause 52.226-1 Utilization of Indian Organizations and Indian-Owned Economic Enterprises, the contractor shall recruit, and shall provide hiring preference to Native American Indian/Native Alaskan Applicants.

2.1.3 On-Site Project Manager:

a. The Contractor's Project Manager shall have the required Food Manager ServSafe Certification: the contractor shall provide the COR with a copy and the contractor shall have the certificate posted in the SIHS cafeteria.

b. The Project Manager shall have oversight responsibility for the Contractor personnel's performance of work.

c. The name of this person and an alternate (or alternates) who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer.

2.1.4 The Project Manager and/or alternate shall have full authority to act for the Contractor on all contract matters relating to the delivery and performance of services.

2.2 GENERAL - CONTRACTOR EMPLOYEES

2.2.1 a. All Contractor employees shall have a County of Riverside Food Worker's Certification (Food Handlers Card).

b. Copy of the Food Handler's card shall be posted in the cafeteria and copies submitted to COR for all employees.

2.2.2 The Contractor shall not employ persons for work on this contract if such employee is considered by the Contracting Officer to create the appearance of a conflict of interest, be a potential threat to the health, safety, security, general well-being, or operation mission of the Government/BIE, its employees and its service population.

2.2.3 Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. The Government, when necessary, will provide to all Contractor employees appropriate required site badges, identification cards, etc, necessary for access to the duty station site.

2.2.4 Contractor personnel shall not be considered employees for purposes of the contract until a favorable background screening has been obtained. No training will take place for any potential employee until a favorable background screening has been obtained.

2.2.5 Contractor personnel, when in the context of performing duties under this Service Contract, will have interaction with the students, visitors to the school, School staff, etc. in order to effectively provide services.

2.2.6 Contractor must have an approved list of substitutes/alternative list of names of employees who may be used for substitutes for other than normally assigned staff. If alternative/substitutes other than normally assigned personnel to this contract, the contractor must:

a. Notify the COR prior to the employee showing up to work site. Initial notice can be verbally, but must be followed by email/written notification.

b. Provide the COR with the name of the employee who is will be substituted from an approved list of substitutes.

c. Provide COR and Security Office with the length of time the substitute will be required to perform duties on site.

2.2.7 Adverse incidents that result in an employee being dismissed or separated for any reason, the Contractor shall immediately notify the COR verbally followed by email/written notification. The COR shall be notified of the reason the employee left, if known.

All site identification shall be returned to the COR.

2.2.8 Employee Health Standards. The Contractor and the Contractor's employees shall strictly comply with the CAL Code, Part 7, Article 3 Employee Health, and the County of Riverside, Food Facility Operator's Guide.

2.2.9 CAL Code Article 6 - Health. The contractor shall inspect all employees occasional for work for any evidence of communicable disease to include boils, infected wounds, open sores, or acute respiratory infection.

2.2.10 Per FAR Clause 52.223-06 "Drug Free Work Environment", Sherman Indian High School is a "Drug Free" site, this includes tobacco items. The use, possession or sale of alcoholic beverages, tobacco products, or illegal drugs by Contractor personnel while on duty is strictly prohibited. The Contractor shall immediately remove any employee who uses, possesses, or sells alcohol or drugs while on board the unit. Removal of the employee for such causes does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform services.

2.2.11 Contractor employees shall not remain at the SIHS after the end of their work shift. Upon completion of their assigned shifts, employees shall promptly depart from the school campus and/or cafeteria facilities.

2.2.12 Visitors-Contractor employees shall not receive visitors without the express permission of the COR.

2.2.13 In compliance with FAR Clause 52.223-18 Contractor Policy to Ban Text messaging While Driving, and the DOI Policy - Prohibition on Texting While Driving, the Contractor should have an enforced "No Texting While Driving" company policy.

2.2.14 The government reserves the final right to request the removal or reassignment of an contractor employee at any time.

2.2.15 Contractor staff shall not have cellphones on their person in the performance of their duties.

SECTION C - 3

3.1 PERSONNEL SECURITY BACKGROUND INVESTIGATION REQUIREMENTS

3.1.1 In accordance with DOI BIA Departmental Manual requirements, each Contractor and Contractor employee providing on-site services under this Service Contract must be able to obtain a positive background "screening" and "investigation."

Costs for Background Investigations is borne by SIHS.

3.1.2 The Contractor shall use OPM guidelines to identify and eliminate any applicant whom they knowingly determine such employee would not meet the minimum standard of character (PL 101-630, PL 101-647) for a security clearance.

Disqualifying factors: other than honorable military discharges, Any statutory debarment issue, loyalty or terrorism issue, any evidence of dishonesty in the application or examination process, issues relating to: pattern or abuse of alcohol or illegal drugs, rape, sexual assault, or other criminal conduct, dishonest conduct, disruptive or violent behavior, rioting or violent behavior, destruction of property, felony conviction, illegal us of firearms/weapons.

3.1.3 When an offer of employment has been accepted by a new contractor employee, the Contractor's Personnel Office will provide the required background investigation forms to each employee for their immediate completion. The contractor's employee will return the finished forms to the Contractor's Personnel Office. The Contractor's Personnel Office will perform a quality check on the forms to ensure the forms are properly completed.

3.1.4 The Contractor's Personnel Office will forward all required forms and charts to the COR. Upon receipt of the Contractor employee's completed background investigation forms, the COR will submit them to Sherman Indian HS Business Office. The Business Office will transmit package to BIE Albuquerque Security Program Office for processing.

The basic forms required for the screening and to initiate a background investigation include (subject to change):

(a) OPM Optional Form (OF) 306, Declaration of Federal Employment

(b) FD 258, Applicant (2 Fingerprint Card)

(c) Notarized Release of Information

(d) Applicant Screening Questionnaire

(e) Email address

3.1.5 When the COR forwards the security package Sherman Indian HS Business Office, the COR will provide a courtesy email of the submittal to the Contractor's Personnel Office. The official start date will be contingent upon the individual's positive "screening" result, followed by obtaining a positive adjudication result for the background security investigation.

3.1.6 The COR shall notify the Contractor's Personnel Office when the contractor employee has been successfully "screened" by the BIA Albuquerque Security Office. At that time the contractor employee can be begin work.

3.1.7 Completion of the Background Investigations by the Government may take up to 12 months. The COR will notify the Contractor's Personnel Office of the results of the background investigation.

3.1.8 The designated Contracting Officer's Representative (COR) is responsible for the coordination of all background investigation actions with the Contractor's Personnel Office. All communication regarding Security Requirements are ONLY between the COR and the Contractor's Personnel Office - NO EXCEPTIONS. The Contractor and/or Contractor employees are to refrain from direct contact with the BIA Albuquerque Security Office unless initiated by the Security Office.

SECTION C - 4

4.1 QUALITY CONTROL (Plan to be provided by Contractor).

4.1.1 a. The contractor shall provide a Standard Operating Procedure (SOP) document.

b. The Student Meal Program and contractor's services shall meet all applicable regulations listed under 1.1.8.

c. The menus and served student meals must meet the Grades 9-12 meal pattern and nutritional requirements and standards for the USDA Breakfast & Lunch & NSLP After School Snack Program /State of California, Department of Education. The daily meal caloric and nutritional count shall be within 100 calories of the maximum NSLP/USDA guidelines (See 6.7.1.1, Menu Submissions). The program is subject to review and inspection by the USDA National School Breakfast Program & National School Lunch Program & NSLP After School Snack Program /State of California, Department of Education.

4.1.2 Upon award of contract, the Contractor shall submit a Quality Control Plan (QCP) and draft SOP to the Contracting Officer for review and acceptance within ten (10) work days after the Award Date. The contractor's QCP is to meet or exceed all applicable regulations listed under 1.1.8.

The Contracting Officer will notify the Contractor of acceptance and/or required modifications to the contractor’s QCP and SOP. The Contractor shall make appropriate modifications.

4.1.3 Quality Control Plan (QCP). The contractor shall develop, and maintain a QCP inspection system that encompasses all functions of the contract in compliance with all applicable rules, regulations, and law as identified under 1.1.8. The QCP inspection system shall be designed to keep the Contractor's management and the Sherman Indian High School informed of all issues affecting quality to include timely and effective actions. The contractor shall ensure that the QCP includes timely and effective corrective action for all deficiencies identified by the Government.

4.1.4 The QCP may include the following:

a. Introduction to the Quality Control System.

1. Background and Compliance with the applicable regulations identified in Item 1.1.8.

2. Objectives in using Quality Control

3. Successes with and updates for the System

Add to evaluation?

b. Food Service Quality Control Process

1. Steps & Flow Diagram (CAL Code Chapters 1 through 8)

2. Inspection Process

3. Means of Identifying and Resolving Problems

4. Roles and Responsibilities

c. Specific Quality Control Functions.

1. Food item transporting (CURFFL)

2. Equipment Cleaning Schedule (CAL Code Chapter 5)

3. Housekeeping Plan (CAL Code Chapter 9)

4. Conservation of Utilities.

5. Barbecue meals (CAL Code, all applicable Chapters & sections)

6. Government Equipment Inventory

7. Hazard analysis and critical control points, or HACCP

8. ISO 22000 - Food Safety Management Systems -- Requirements for any organization in the food chain.

4.2 QUALITY ASSURANCE

4.2.1 The contractor shall correct deficiencies in compliance with FAR Clause 52.246-04 (a) Inspection of Services - Fixed Price.

4.2.2 In compliance with the FAR Clause 52.246-4 Inspection of Services, the Government will evaluate the Contractor's performance under this contract. For those tasks listed on the Frequency Schedule Exhibit/Performance Requirement's Summary (PRS), the COR will follow the methods of surveillance specified in this contract, and will make written record of all surveillance observations.

4.2.3 The COR shall administer the contract in compliance with the Designation of Contracting Officer’s Representative (COR) memorandum.

4.2.4 To facilitate the surveillance of the contractor's quality Plan and SOP by the Government, the COR will verify contractor compliance with designated performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach as need. The COR will inspect the contractor's QCP regularly for compliance with the requirements.

4.2.5 Specific Quality Assurance Functions. The COR shall establish an Inspection System using the Quality Checklists from the Contractor's QCP and/or SOP. The COR shall perform the following quality assurance actions:

a. The COR and/or Contractor shall schedule and conduct contract performance meetings as necessary. All meetings and discussion shall be documented for signature by both the COR and the Project Manager, email shall be considered documentation when used. The Contractor's signature indicates acknowledgement of the content of the documentation, but does not denote concurrence with the content. The contractor may provide written statements regarding non-concurrence content, to the COR, within five (5) calendar days of signing the meeting documentation.

b. The COR may conduct inspections at any time.

c. Review recommended menu "substitution" food items, and/or changes.

d. Provide inspection report(s) to the Contractor and Contracting Officer.

e. Implement correction action in response to all regulations listed under Section C7.

f. Conduct customer surveys; validated survey results; communicate survey results with Contractor.

g. Conduct annual inventory of all Government Provided Property with the Contractor.

h. Schedule Kitchen equipment/building maintenance and/or replacement.

i. Complete all required Quality/Performance Evaluation.

SECTION C - 5

5.1 GOVERNMENT-FURNISHED PROPERTY - GENERAL INFORMATION

5.1.1 Government-Furnished Facilities: The Government shall provide the SIHS School Cafeteria work site, and parking for the contractor's employees at a designated location.

5.1.2 Government-Furnished Equipment - The school cafeteria building and equipment as stated on the inventory sheet is provided "AS IS."

5.1.2.1 Equipment Inventory (Accountable and Non-Accountable). Tables and appliances with wheels will remain indoors at all times.

a. The Contractor and COR shall conduct a joint inventory of Government-furnished equipment with both parties signing the inventory.

b. The Contractor and COR shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

c. In the event of disagreement between the Contractor and the COR on the working order and condition of equipment, the disagreement shall be treated as a dispute under the FAR Contract Clause entitled "Disputes."

5.1.2.2 The Contractor shall keep the COR advised of the condition of all equipment in regard to normal operational wear and tear as it affects the operation of such equipment.

5.1.2.3 Repair of Government-Furnished Equipment: When repair of Government-furnished equipment is needed, at no fault of the Contractor, but due to fair/normal wear and tear in normal proper use of the equipment, the Contractor shall submit a written request for the necessary repair of the equipment required in the performance of the contract. Any repairs deemed the fault of the contractor either by admission, mutual agreement, or result of third party determination shall be performed within 30 days of said finding or immediately if needed for day to day operations. If repairs are not made by specified time frame SIHS will make arrangement for repairs and deduct costs from the contractor’s next invoice.

5.1.2.4 Obtaining Replacement of Government-Furnished Equipment - The Contractor shall submit requests for replacement of government furnished equipment to the COR for processing. Such requests shall specify the reason for the replacement request.

5.1.2.5 Third compartment sink is provided. Third compartment is used for hot water emersion and sanitizing at minimum temperature of 171 degrees.

5.1.2.6 Hi temp dishwashing shall only be used for student trays, cups, bowls, and utensils. The Hi Temp dishwasher shall not be used for pots, pans, sheet pans etc.

5.1.2.7 Propane tanks refilled as needed by Sherman Indian High School

5.2 Government Provided Services: The following services will be provided to the contractor during the performance of the contract at no cost to the contractor.

5.2.1 Utilities. The Government will provide gas, electricity, refuse disposal, sewage, heating fuel, and water The Contractor shall use energy conservation techniques to control the unnecessary use of energy.

5.2.2 Telephone. The Government will provide a telephone (extension # under the School's phone system) for the Contractor's use. No personal long distance phone calls shall be allowed. Service interruption will not be considered a disruption to the communication process. It is strongly recommended that the vendor provide an alternate means for communication such as a cell phone. Internet access will be made available but a vendor owned wireless hot spot for redundancy is strongly recommended. SIHS is not responsible for any business conducted by the vendor over the internet or provided telephone services. Access to the federal system if required by the gov’t, will require successful completion of the Federal Information Security Systems Awareness (IMT/FISSA) training (includes Record Management and Privacy Act modules).

5.2.3 Building Maintenance and Repairs. The COR will schedule all maintenance and/or repair work.

5.2.4 Refuse Collection. The Contractor shall place all refuse in the school cafeteria dumpsters.

5.3 Government-Furnished Records

5.3.1 All records maintained and/or created under this contract are the sole property of the Government. Upon exiting the Agency/Regional Office worksite location, all records (hardcopy and electronic) are to be delivered to the Government, NO EXCEPTIONS.

5.3.2 The Contractor shall comply with the Government records management policies and directives.

SECTION C - 6

6.1 CONTRACTOR-FURNISHED ITEMS AND SERVICES - GENERAL INFORMATION

6.1.1 The Contractor shall provide Meals and Janitorial Services (personnel and supervision, food, supplies, kitchen wares, tables and necessary equipment’s for outside B.B.Q’s, (for food setting and serving,warmers, etc,) cleaning supplies and cleansers) necessary to perform the SIHS Student Meal Service Contract. The Contractor shall perform all services in compliance with all applicable Federal, State and local laws, executive orders, rules and regulations including but not limited to:

a. California Uniform Retail Food Facilities Law (CURFFL)

b. National School Lunch Programs(7 CFR, Part 210), National School Breakfast Program (7 CFR, Part 220)/ NSLP After School Snack Program / California Department of Education

c. California Health and Safety Code that relates to the operation of a Retail Food Facility (Commonly referred to as "CAL Code")

d. U.S. Food and Drug Administration, Food Code 2009

e. Hazard analysis and critical control points, or HACCP

f. OSHA Accident or Incident tracking

g. Environmental Health and Safety Survey by Indian Health Services

h. Covid CDC protocols

Except for those items or services specifically stated in Section C-5 as Government-furnished, the Contractor shall furnish all personnel, supervision, food items, supplies, kitchen wares, cleaning supplies, cleansers and transportation, 6 week menu, meal preparation services and cleaning services to perform this contract according to all its terms.

The Contractor will provide all cafeteria non-food supplies and materials (cleansers, disinfectants, detergents, mops, mop buckets, brooms, paper products, etc.) which must meet the Bio based Products (FAR Clause 52.223-02).

6.1.2 Contractor shall ensure that the Material Safety Data Sheets (MSDS) are accessible at location.

6.1.3 The contractor may provide their own additional equipment (energy star rated equipment) when approved by SIHS Facility Management. The Government/SIHS would assume no responsibility for any damage or loss to the contractor’s equipment.

6.2 Hours of Operation / Tour of Duty - The serving hours may vary from year to year. A New schedule will be sent to Contractor annually.

6.2.1 Meals Serving Hours

Weekdays - The contractor is expected to be flexible to the changes to the academic school schedule, which may include, testing days, minimum days, assembly days, and Regular days. Any meal hour changes must be coordinated and agreed upon by the COR and On-site Contractor Management.

Serving times will end a minimum of 10 minutes before the end of the meal, see example below. Athletic Staff will notify cafeteria when students will arrive late and accommodations will be made for meal pick up.

Breakfast Lunch Dinner

6.2.2 For the Base Period, on-site meal service dates shall begin approx. August 19, 2021.

The contractor shall propose (under their Technical Approach Proposal) the dates for employees to report to work prior and after the actual meal service dates.

6.2.3 No services will be required on the following list of observed days:

6.2.4.a Specialty Meal (Specialty Price, Dinner) Once a month, celebrate student birthdays within that month at the dinner meal and provide a birthday cake. The COR shall schedule the date for the birthday meal each month. The contractor is encouraged to decorate for the meal.

6.2.4.b Once a month have an all campus BBQ. The COR will schedule each month with meal time. When weather permits have additional (1) time a month picnic style cooked and served outdoors with at least 3 schedule during dinner. Contractor manager to advise COR of desired date(s) and menu 10 days in advance for COR approval. (Tables and appliances with wheels will remain indoors). Contractor to supply own tables for setting up food and serving.

6.2.4.c Parent Teacher Conference Lunch BBQ is scheduled for October ( COR will communicate Approximate meal numbers for families and date, TBD, Billed separately).

6.2.4.d Showcase lunch BBQ is scheduled for April ( COR will communicate meal numbers and families and date may change, billed separately).

6.3 Holiday Dinners

6.3.1 Holiday Dinner Meals (Thanksgiving / Christmas / Easter). The contractor shall provide menus that recognize the holidays.

a. Thanksgiving

b. Christmas

c. Easter

6.3.2 Holiday Dinner Menu. The contractor shall provide menus that recognizes the following holidays.

a. September - Native American Day - Indian Tacos with condiments

b. October - Halloween

c. November - Thanksgiving

d. December - Christmas

e. January - New Year

f. February – Super bowl

g. March - St. Patrick’s Day

h. Easter (March or April)

i. May - Graduation /Summer Break

6.3.3 Meals determined as non-claimable (Non-academic school days, eg. Holidays, dinners and seconds) do not require strict adherence to reimbursable program standards. Variety is encouraged.

6.4 Emergencies. Special and emergency situations (for example, accident and rescue operations, civil disturbances, weather warnings, earthquakes, bomb threats and campus alerts) may necessitate a dining facility to operate on an extended basis of up to 24 hours per day. This could alter the designated meal times and location. On duty Contracting Staff will be required to stay and maintain services until emergency is lifted or replacement personnel will be allowed to enter campus. For shorter term emergencies meal times may need to be extended to provide meals to students as it becomes safe to move them through.

6.4.1 The contractor shall reserve the right to refuse service to a student whose behavior and or conduct is inappropriate, interferes, or disrupts the meal preparations, service, clean up. In such instances SIHS would immediately remove from the cafeteria and assume the responsibility for that student. Instances involving more than 10 students a meal would require the supervisor in charge to address and supervise the student(s) while they eat, they will be served last.

6.5 Physical Security. The Contractor shall be responsible for safeguarding all Government property and facilities in the performance of the services performed. At the end of each work day and/or period, all Government equipment, materials, and records shall be secured.

6.6 BIE Training: At the onset of each school year, the Contractor’s employees shall complete the Bureau of Indian Education, Suspected Child Abuse and Neglect (SCAN) 2 hour training session as scheduled by the school.

The SCAN training is normally conducted 1 week prior to student's August arrival.

6.7 Specific Tasks

6.7.1 Menu Requirements

6.7.1.1 Six (6) Week Cycle Menu - Submission:

a.1 The Contractor shall submit in digital format a menu with a detailed nutritional value menu (identifying food items, portion size, plan quantity, Calories, Sodium, T-fat, S-Fat & Tri Fat data, four weeks prior to next menu cycle. All changes to the menu shall be agreed upon by COR and contractor management. Following receipt of approved menu contractor will provide the government representative (COR) with a simple menu (for posting), with a detailed nutritional value menu including caloric values Four weeks prior to incorporation of the following cycle menu for final approval in digital format.

a.2 The reimbursable meals will be within 100 calories of the maximum caloric value or at maximum value. Daily breakfast and lunch meal caloric and nutritional count shall be within 100 calories of the maximum caloric value or at maximum value. At lunch and breakfast; contractor will provide a minimum of 2 entrée choices (preferably one hot and one cold) every day.

a.3 Menus shall include “Nutritional Values – Detailed” documents (identifying food items, portion size, Calories (including Dinner), Sodium, T-fat, S-Fat & Tri Fat data; for offered portions. A coherent menu (a layman can decipher) in a post ready format (digital version) that includes each item with caloric value and indicate which items are whole grain, Vegetarian and or Gluten free.

a.4 The contractor shall not revise the menu without approval of the COR, except in emergency situations and in such cases the meal will still meet the USDA requirements.

a.5 All documentation (example production sheets, recipes, Child nutrition labels, food labels, etc) for all meals served shall be stored in a legible format and accessible location in the cafeteria, during business hours, and a copy provided to the COR with updates weekly.

b. The Breakfast and Lunch menus shall be in compliance with the USDA Offer Vs. Serve food Requirements, and subsequent changes to the USDA requirements. Sherman reserves the right to change the serving style based on USDA approved serving methods.

b.1 Sherman Indian High School will be implementing Pre-plated meals in compliance with Offer vs Serve requirements.

A. Pre plated meal will include 3 of 5 components offered and must include ½ cup fruit or vegetable on plate.

c. All meals and Menu combinations offered at each meal shall provide variety and fresh fruits and vegetables including Vegetable sub groups.

C.1 All meals and menu combinations offered at each meal shall provide variety and fresh fruits & vegetable including sub groups.

6.7.1.2 The contractor shall ensure that Menu is posted at all serving lines of the Cafeteria Facility.

6.7.1.3 Menus: When developing menus for the Sherman Indian High School, the contractor shall:

- Use the USDA requirements to create a six (6) week cycle menu for breakfast, lunch and after school snack.

- Utilize and program quality fresh produce, fish, shellfish, meats, and poultry.

- Sparingly use pre-packaged, pre-prepared, and "chopped and formed" food items.

- Boldface all Premium entrees.

- Demonstrate food variety and creativity.

- Meet the recommended daily dietary allowances (USDA Food Requirements). In lieu of "fried foods", offer baked food, adjust a casserole by incorporating vegetables. For example: vegetable lasagna.

- Be as near to the maximum for the caloric values and portion sizes for the USDA allowances in compliance with the weekly caloric count.

- Avoid back to back similar entrées, e.g. lasagna and spaghetti: Monday lunch & Dinner.

- Dinner is "outside" of the USDA requirement. Dinner shall be a minimum of 1,250 calories, with 200 of which must be from a meat product with at least six ounces of boneless meat. Dinner will provide a minimum of 2 entrée choices (preferably one hot and one cold) everyday.

6.7.1.4 Specialty Meals (Dinner): Once monthly. Menu shall include items such as Prime Rib, Strip loin, T-bone steaks, and tenderloin.

Speciality Dinner entrees should be rotated to ensure that all choices are provided at least once within a 1 month period. When steak is served, it shall have an AP (as purchased) minimum weight of 8 oz. Identify premium in menu submission.

6.7.1.5 Holiday Meals: Shall be a home style prepared meal cooked on site. The contractor is encouraged to decorate for the holiday.

6.7.1.6 Furnishing of Food items and Supplies. The Contractor shall furnish all meal ingredient food items necessary for meal preparation. All food items used in the dining facility must meet the U.S.D.A standards.

- White Homogenized 1% Milk, Chocolate Homogenized fat free shall be offered for all meals.

- Ground beef and beef patties containing more than 15 percent fat content or containing soybean or other foreign substances.

- Cooking oil made of coconut oil, or palm oil, any use of Trans fat ARE PROHIBTED.

- Frozen bread for other than emergencies, operational necessities, and for products that are going to be cooked, e.g.; French toast and Grilled sandwiches. Bakery products shall have an "expiration date" or "last day of sale" tag on their wrapper or package to determine the product freshness.

- In house Baked items shall be labeled for discard at 72 hours from baking

- Meat products such as Beef, veal, lamb, poultry USDA Grade A Choice or better, and Eggs that are U.S. Grade A or better.

- Native American Indian flavors and ingredients for non USDA meals.

6.7.1.7 Food/Meal Preparation: The contractor shall prepare meals at the SIHS cafeteria facility. Contractor shall also have an emergency plan and equipment for meal preparation for an alternative location on campus.

6.7.1.8 Alternate meals for students in sick dorm, with allergies, vegans, or special medical needs such as lactose intolerance, soy, etc. need to be available. Contractor should anticipate a minimum of 4 students - vegetarian’s meals, 15 students -lactose intolerant, 2 students -diabetic meals, 1student - soy intolerant, 1 student - Oil sensitive diet required and will change from year to year.

6.8 Other Associated Meal Requirements

6.8.1 Salad Bar: The contractor shall provide a monitor for the salad bar to insure minimum waste and restocking. For dinners and weekend lunches salad bar is to be monitored to insure cleanliness and restocking. If applicable, Covid protocols will be followed. Additionally; to meet covid protocols, contractor will include offering prepackaged grab and go salad bar items to offer variety at meals)

6.8.2 Condiments station: The condiment stations, as appropriate to the meal, for non USDA reimbursable meals, shall include:

Menu items to complement a meal available in a general location (IE Relish for hot dogs etc).

- Tapatio/Green Chili Sauce - 1 bottle per table at the condiment station

- Hot Chocolate / Cocoa/Tea

- Syrup and low sugar syrup

- Jelly (low sugar) grape, strawberry, apple, fruit marmalade)

- Honey

- Mayonnaise

- Mustard

- Peanut Butter

- Parmesan cheese

- Ketchup

- pepper

6.9 Receiving and Storage of Food. The School will provide storage food space on site of school facility. Delivery is to be made in compliance with applicable regulations under 1.1.8. Scheduled delivery is preferred to be completed during 5:00 - 7:00 AM. Other times can be arranged and approved by the COR.

6.10 Serving. Contractor shall serve meals during the designated meal periods. Meal count as provided by the COR or designee shall be made available throughout each serving period.

6.11 Customer Flow Rates. SIHS reserves the right to determine flow rates and require sufficient personnel for additional serving lines.

6.12 Second Servings Policy.

Seconds will be at the Contractor discretion, seconds may be served to students, during non-reimbursable meals, at no additional cost.

6.13 Leftover Food: Cover all food, label (identify, date and time to be discarded); place in proper storage, unless disposal of a leftover is appropriate.

6.13.1 Additional options for leftovers: To avoid food waste; at Contractor discretion, leftovers may served to students, during non-reimbursable meals, at no additional cost.

6.14 Sack Meals: Sack meals are to be considered "lunches" for payment purposes. As scheduled by the COR/designee 48 hours in advance, the contractor will prepare box and/or sack meals for pickup by designated employee. There will be, on occasion, when notification will be less than 12 hours in advance (student last minute travel, emergencies, etc.). Sack meals shall include the appropriate condiments and plastic ware. sack meals are still to be USDA compliant if being served in place of a reimbursable meal. The examples below are to be adjusted according to NSLP/SBP guidelines when deemed reimbursable. Coolers (provided by Sherman) will be used for meals when TCS (time, temperature control for safety) is applicable. Estimated meal count for non-reimbursable pre-meal/athletics and hydration meals listed below.

1 bottles of water 12 oz

Peanut Butter Packet

Pre-meal/Athletics: (Estimated Count 200 per year) Peanut Butter and Jelly sandwich Cheese Stick Fresh Fruit Canned Fruit/Trail Mix Water 12 oz Gatorade 12oz No Low calorie

Hydration Meal: (Estimated 1000 per year) Gatorade 12oz (No low calorie) Water 12oz

In the event of cancellations, prepared sack/box meals will used for the next available requested sack/box meal as long as it falls within the edible time period as prescribed by the California Health and Safety Code time frame (up to 72 hours in most cases). Sack/box/box meals will only be counted as purchased, when received. Expired Sack/box meals unable to be used for other requests (left over or overages) that cannot be used due to safety code will be billed as received.

6.15 Cleaning & Sanitary Guidelines. The contractor will comply with Environmental Health and Safety Survey by Indian Health Services. This is under General and Quality control.

6.15.1 Spot Cleaning. The contractor will make available mops, brooms, dustpans in the dining area for the cleaning up food or beverages spilled on floors, counters or elsewhere in the serving and dining areas. The school staff supervisors and/or student(s) will clean up accidentally spilled items from the floor.

6.16 Emergency Plan. As coordinated with the SIHS Safety Officer(s); examples: power outages, lock downs, earthquakes etc.

SECTION C-7 APPLICABLE PUBLICATIONS AND FORMS (by reference)

11. Covid Protocols

Definitions

SECTION C-8 ACCEPTANCE & NON-ACCEPTANCE

8.1 ACCEPTANCE: The government will pay for the number of meals served.

g. In accordance with 7 CFR 210.16(c)(3), the government will not pay the Contractor for food that is spoiled or unwholesome at delivery, does not meet the SFA's specification or does not meet requirements of the contract.

8.2 NON-ACCEPTANCE: (TO BE FINALIZED - after the Contractor’s Quality Control Plan has been revised/revised and the Government has the Quality Assurance Plan in place.)

8.3 FREQUENCY SCHEDULE

1. REQUIRED SERVICE - Implementation of Menu for the Student Meal Program

Performance Requirement: Prior to implementation of menu.

Method of Surveillance

a. Scheduled COR & Project Manager walk through at COR’s discretion with a minimum Bi-monthly.

b. The COR may at any time complete a walk through and share the results with the contractor.

2. REQUIRED SERVICE - Janitorial Services for Cleaning Food Preparation Area

Standard: Janitorial services meet the applicable regulations under 1.1.9, using appropriate disinfectants, detergents/sanitizer cleaning solutions, etc. The Contractor will not receive more than 5 “Violations, those identified in the “corrected by” field as “immediately” must be corrected within 24 hours, all others up to 7 calendar days to remedy for non-critical violations. No more than two “Critical” violations reported, these must be remedied immediately. There are to be no “Repeat Critical” violations.

At minimum, the contractor will:

1. All windows shall be cleaned once quarterly, and/or more frequently as needed.

2. Exposed vent hoods shall be cleaned monthly, and/or more frequently as needed.

3. Freezer and cold food storage rooms shall be cleaned monthly, and/or more frequently as needed.

4. Food storage rooms shall be cleaned weekly.

5. Laundry room & non-food cafeteria storage rooms shall be cleaned weekly.

6. All walls and baseboards shall be cleaned monthly.

Performance requirement: As stated for each item.

Method of Surveillance:

3. REQUIRED SERVICE - Janitorial Services in the Student Dining Area

Standard: Janitorial services are completed to meet applicable regulations under 1.1.9, using appropriate disinfectants, detergents/sanitizer cleaning solutions, etc.

Student dining room area, student restrooms, entrance & exit areas shall be clean and ready for service no later than the scheduled start of each meal period.

Performance Requirement: The Contractor will not receive more than 5 “Violations, those identified in the “corrected by” field as “immediately” must be corrected within 24 hours, all others up to 7 calendar days to remedy for non-critical violations. No more than two “Critical” violations reported, these must be remedied immediately. There are to be no “Repeat Critical” violations.

Prior to Meals: