A05 - SOW Food Delivery Service.pdf

Statement of Work (SOW)

A. PROJECT TITLE: Food and Dietary/Kitchen Supplies for the Crow Service Unit (CSU), Crow Agency, Montana

B. BACKGROUND/PURPOSE: CSU is an Indian Health Center is a 24-bed hospital which provides healthcare for the service population on the Crow Indian Reservation, located in southeast Montana. CSU provides meals for patient care and the employee lunch program, which requires food, dietary and kitchen supplies on a regular basis. The primary purpose for this contract is to provide a routine delivery of food and supplies.

C. SCOPE: Sufficient inventories are required in order to provide the CSU Dietary Program with adequate supplies for physician ordered meals for hospital patients and the employee lunch program.

D. APPLICABLE DOCUMENTS: Includes established industry standards, methodology and instruments, manuals, precedents in work, literature, established guidelines, regulations, policies, and agency practices, from the Academy of Nutrition and Dietetics Nutrition Care Manual, the Dietary Reference Intakes of the Food and Nutrition Board of the National Research Council of the National Academy of Sciences, and The Joint Commission (PC.02.02.03, EP 7).

E. SPECIFIC TASKS: A good working knowledge of the electronic ordering system used to track product shelf life, place orders, includes product information, purchase history, invoice history, and pricing is required. An electronic menu system that allows for customizing menus is required. Major duties for this requirement include the following.

The contractor shall:

1. Provide a five-week cycle menu (3 meals per day with an evening snack) to include: nutrient evaluation for the meals & snacks; recipes for 25, 50, 75, 100 & 125 servings except for pureed & slurry recipes which are for 5, 10, 15, 20, & 25 servings; the Critical Control Point (CCP) for the recipes; pan size, serving size, cooking temperature & serving utensil to be used for the recipes.

Electronically modifiable menu substitutions which includes recipes for substituted menu items & various serving sizes with the above criteria in #10;

Nutrient evaluation to include: calories, protein, fat, carbohydrate, saturated fat, cholesterol, total dietary fiber, iron, calcium, zinc, sodium, potassium, vitamin A, Vitamin C, Vitamin B 6.

2. Provide necessary foods to comply with physician ordered diets for patients.

3. Fulfill orders placed by the CSU for items listed, but not limited to, the attached Excel spreadsheet in a timely manner.

4. Provide and maintain sufficient inventories (SKUs) to minimize the need for substitutes and/or “special orders”. When inventory is temporarily unavailable substitutions of appropriate (like) products shall be offered to the customer within the ordering process. Customer may pre-select appropriate substitute if possible. Substituted items must be of equal or higher quality (i.e. same or better grade; nutritional value; pack size, etc.) and equal or lower in price whenever possible. Inventory that has been permanently discontinued shall be communicated.

5. Ensure a process is in place with product manufacturer/supplier for timely and complete reporting of any product quality or safety problems. Recall procedures of any problem products must be clear and easily acted upon and communicated by the vendor to customer.

6. Provide product descriptions, including nutrition and ingredients for the products, within the vendor’s product electronic catalog, must provide characteristic details, and be accurate and current to product numbers and inventory. Any products received by customers that do not comply with the product description will be returned for credit and/or replacement.

7. Ensure that products have adequate shelf-life upon delivery to customers as described herein. Products with limited shelf-life requirements such as refrigerated products, fresh salads, shell eggs, juices, bases, meats, etc. must have at least half of their normal shelf life remaining upon customer receipt. If a perishable product has a less than seven day normal shelf life, at least four days must be remaining upon delivery. Other food items shall have at least thirty days of remaining shelf-life upon delivery except for the nationally contracted nutritional supplements and tube feedings, which must have at least sixty days of shelf life remaining at time of delivery to the facility. Products with less than the expected shelf-life remaining may be offered to a facility to meet an emergent need.

8. Include a monitoring system to track product shelf-life including checking at time of order.

9. Provide an electronic means of ordering that includes product information, purchase history, invoice history, and pricing.

10. Carry a full, commercial product electronic catalog with detailed product descriptions and enough diversity and inventory to meet the healthcare needs.

11. Provide a software system for ordering and for menu development. The software system shall support the modified diets listed herein.

12. Provide training & technical support for software systems.

13. Provide a five-week cycle menu with nutrients & recipes listed for the following diets (modified menus):

a) Mechanical Soft

b) Puree

c) Low Fat / Low Cholesterol

d) 5-12 year old

e) Diabetic Predialysis Renal

f) 1,200 calorie diabetic

g) 1,800 calorie diabetic

h) 2,500 calorie diabetic

i) 1,500 calorie diabetic

j) 2,000 calorie diabetic

k) Diabetic Renal

l) Soft

m) 3,000 calorie diabetic

n) 2 Gm Sodium

F. KNOWLEDGE REQUIRED:

Vendor shall have industry standard knowledge to fulfill orders for the following diets:

a. Mechanical Soft

b. Puree

c. Low Fat / Low Cholesterol

d. 5-12 year old

e. Diabetic Predialysis Renal

f. 1,200 calorie diabetic

g. 1,800 calorie diabetic

h. 2,500 calorie diabetic

i. 1,500 calorie diabetic

j. 2,000 calorie diabetic

k. Diabetic Renal

l. Soft

m. 3,000 calorie diabetic

n. 2 Gm Sodium

G. DELIVERABLES AND DELIVERY SCHEDULE: CSU requires a once weekly food order, however under certain circumstances, the CSU may require two food deliveries in a week. The first food service delivery is required the week of August 14, 2023.

The Crow Service Unit and the Contractor shall coordinate the established delivery day and times for quality food and supplies. The deliverables shall be the food and supplies listed on the attached Excel spreadsheet that are ordered by the CSU staff through an established ordering system. The purpose of the personal contacts is primarily to deliver quality supplies to the CSU. Factual information is exchanged as well as planning and coordinating issues such as substituted items, inventory or quality issues, recall procedures, etc. Methodological problems and possible solutions are discussed to clarify information wanted, to resolve problems. Coordinates the schedule needed in order to meet the requirements with the Dietary supervisory or designee. Five-week cycle menu with nutrient evaluation as required by hospital accreditation with ingredients available for the menu.

H. GENERAL QUALITY ASSURANCE: All products provided by the Contractor will be reviewed by Dietary program staff to ensure orders are complete and accurate.

Timeliness and flexibility of food product delivery/shipments, product quality (i.e.fresh produce, fruits, vegetables, dairy products, etc.), responsiveness to customer concerns, and ability to assist with special food requests. The Contractor uses initiative in planning and carrying out the delivery of orders in accordance with industry standards. Deliveries are reviewed, as needed, for conformance to policies and regulations, timeliness and satisfaction of the Supervisor or their Designee. Contractor shall have a process in place with product manufacturer/suppler for timely and complete reporting of any product quality or safety problems. Recall procedures of any problem products must be clear and easily acted upon and communicated by the Contractor to customer.

I. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: The Crow Service Unit and the Contractor shall coordinate the established delivery day and times for food and supplies. The Contractor shall provide equipment, tools, and services to perform the requirements of this contract.

J. PLACE OF PERFORMANCE:

Crow Service Unit Crow / Northern Cheyenne / IHS Hospital 10110 South, 7650 East Crow Agency, MT 59022

K. CONTACT INFORMATION: The purpose of the personal contacts is primarily to deliver quality food and supplies to the CSU. Factual information is exchanged as well as planning and coordinating issues such as substituted items, inventory or quality issues, recall procedures, etc. Methodological problems and possible solutions are discussed to clarify information wanted, to resolve problems. Coordinates the schedule needed in order to meet the requirements with the Dietary supervisor or designee.

Dietary Supervisor: Linda Smith, Registered Dietitan Nutritionist Crow Service Unit Phone (406) 638-3553 Email: Linda.smith4@ihs.gov

L. PERIOD OF PERFORMANCE: From date of award for 365 days plus four one-year option periods if exercised.

M. SECURITY: The contractor will be required to follow all facility requirements for screening and entry into the facility.