RFQ_-_AG-3198-S-16-0191-_Attachment_1_-_PWS.pdf

RFQ – AG-3198-S-16-0191

Attachment 1

FOOD AND NUTRITION SERVICES (FNS) ON BEHALF OF THE CHILD

NUTRITION PROGRAMS CACFP CULTURAL RECIPES STANDARDIZATION

PROJECT

(PERFORMANCE WORK STATEMENT)

1.0 INTRODUCTION

The Food and Nutrition Service (FNS) administers the nutrition assistance programs of the

United States Department of Agriculture (USDA). The mission of FNS is to provide children and needy families better access to food and a more healthful diet through its nutrition assistance programs. Among these programs are the Child Nutrition Programs, including the National

School Lunch Program (NSLP), Afterschool Snack Program, School Breakfast Program (SBP), Summer Food Service Program (SFSP), and the Child and Adult Care Food Program (CACFP).

The Child Nutrition Programs provide nutritionally balanced, low-cost or free meals and snacks.

Team Nutrition is a FNS initiative that supports the Child Nutrition Programs through training and technical assistance for foodservice, nutrition education for children and their caregivers, and school and community support for healthy eating and physical activity.

The U.S. Department of Agriculture (USDA) Food and Nutrition Service (FNS) seeks a qualified

Contractor to test, modify, and standardize 20 recipes for use in the Child and Adult Care Food

Program (CACFP). Additionally, each standardized recipe requires a photograph according to contract specifications.

2.0 BACKGROUND

The CACFP provides aid to child and adult care institutions and family or group day care homes for the provision of nutritious foods that contribute to the wellness, growth, and development of young children, and the health and wellness of older adults and chronically impaired disabled persons. Through CACFP, more than 3.3 million children and 120,000 adults receive nutritious meals and snacks each day. The Healthy, Hunger-Free Kids Act of 2010 (HHFKA), Pub.L.111-

96 amended section 17 of the Richard B. Russell National School Lunch Act (NSLA), 42 U.S.C.

1766, to require the USDA, through CACFP, to promote health and wellness in child care settings via guidance and technical assistance that focuses on nutrition, physical activity, and limiting electronic media use.

In 2013, USDA awarded a contract to conduct formative research among CACFP audiences in the areas of nutrition, physical activity, and electronic media use. The purpose of the research was to determine perceived challenges in implementing recommendations in the three areas, the corresponding training and technical assistance needs, and preferred delivery formats of training and resources. Findings from the over 1,400 respondents surveyed, consisting of State agency personnel, sponsoring organization personnel, and providers, indicated all audiences felt that assistance in menu planning and recipe and snack ideas were needed. Providers are especially interested in and enthusiastic about tools and information,including recipe ideas to facilitate menu planning and allow for greater diversity of food served. Some providers specifically mentioned a desire for recipes that reflect different cultures (both to match the diversity of children in their care and to expose children to foods from different cultures). The research

RFQ #AG-3198-S-16-0191

identified food cost, preparation time, and the food preferences of young children as barriers to meeting the nutritional guidelines.

3.0 SCOPE

FNS is looking to provide recipes for the CACFP to assist child care institutions and homes in meeting USDA meal pattern requirements. These recipes will need to represent a variety of cultures and ethnicities and be easy to prepare, low-cost, and appealing to children.

FNS is seeking a Contractor with practical knowledge and experience in recipe standardization, testing, and modification and food photography (see 5.0 Requirements).

4.0 APPLICABLE DIRECTIVES

1. Healthy Hunger-Free Kids Act of 2010, Pub. L. 111-296, Section 221. Dec. 13, 2010, Washington, DC. http://www.gpo.gov/fdsys/pkg/PLAW-111publ296/pdf/PLAW-

111publ296.pdf

2. Proposed Rule, Child and Adult Care Food Program: Meal Pattern Revisions Related to the Healthy, Hunger-Free Kids Act of 2010.

https://www.federalregister.gov/articles/2015/01/15/2015-00446/child-and-adult-care-food-program-meal-pattern-revisions-related-to-the-healthy-hunger-free-kids-act

3. U.S. Department of Agriculture, Food and Nutrition Service, Food Buying Guide for

Child Nutrition Programs, Washington, DC. http://www.fns.usda.gov/tn/food-buying-guide-for-child-nutrition-programs

5.0 TASKS

5.1 Target Audience

The target audience for the CACFP cultural recipes are Child Nutrition Program participants who receive federal funds based on meeting the meal pattern requirements established for the

CACFP. In general, this includes children participating in the program, as well as those providing meals to children and their sponsors.

5.1.1 General Information

1. Specific Guidance

a) FNS will provide the recipe template for submitting all recipes under Section 5.2.

b) FNS will provide guidance to or solicit guidance for determining if modifications or revisions made to or proposed for a recipe will alter its cultural integrity.

c) Alcohol and non-nutrative sweeteners may not be included in recipes developed under this contact.

http://www.gpo.gov/fdsys/pkg/PLAW-111publ296/pdf/PLAW-111publ296.pdf http://www.gpo.gov/fdsys/pkg/PLAW-111publ296/pdf/PLAW-111publ296.pdf https://www.federalregister.gov/articles/2015/01/15/2015-00446/child-and-adult-care-food-program-meal-pattern-revisions-related-to-the-healthy-hunger-free-kids-act https://www.federalregister.gov/articles/2015/01/15/2015-00446/child-and-adult-care-food-program-meal-pattern-revisions-related-to-the-healthy-hunger-free-kids-act http://www.fns.usda.gov/tn/food-buying-guide-for-child-nutrition-programs http://www.fns.usda.gov/tn/food-buying-guide-for-child-nutrition-programs

d) For nutrient analysis, the Contractor shall only use USDA-approved nutrient analysis software, which is available at https://healthymeals.nal.usda.gov/menu-planning/nutrient-analysis-software-approved-usda/nutrient-analysis-software-approved-usda

e) The following nutritional guidelines shall be followed for each recipe, as applicable, unless otherwise waived or modified by the Contracting Officer’s

Representative (COR):

i. Contain 200 mg or less of sodium/serving for side dish items; and 450 mg or less of sodium/serving for entrees.

ii. Contain zero (<0.5grams) trans fat ingredients.

iii. Total fat shall not exceed 35% of calories.

iv. Saturated fat must be less than 10% of total calories.

v. Grains shall meet USDA’s definition for whole-grain rich.

2. Communications and Correspondence

a) The Contractor shall schedule an initial teleconference (kick-off meeting) between FNS and the Contractor within 5 business days of contract award. The purpose of this meeting is to review and clarify project goals and expectations to include applicable definitions, guidance materials, timeline, the Work Plan

Proposal, nutritional standards, taste test panel procedures, all reporting and documentation, deliverables, performance measures, payment/invoice procedures, and any other matter considered important to the successful and timely completion of this project. The Contractor shall send a meeting agenda to the

COR within two business days of the meeting.

b) The Contractor shall provide the COR with monthly written reports no later than the third business day after the end of each month. Written reports shall include:

i. Documentation of the status of each recipe by phase of recipe standardization:

No Action (N)

Verification Phase (V)

Evaluation Phase (E)

Quantity Adjustment Phase (Q)

Complete ( C )

Entered into the “What’s Cooking? USDA Mixing Bowl” web site

(O)

ii. Significant events since the most recent monthly report

Issues or challenges; how they affected progress (if at all), and what steps were taken to overcome the issue/challenge

Notable achievements; how they affected progress (if at all), and what steps were taken to foster achievement

iii. The work plan for the next month noting if different from the original

Work Plan Proposal https://healthymeals.nal.usda.gov/menu-planning/nutrient-analysis-software-approved-usda/nutrient-analysis-software-approved-usda https://healthymeals.nal.usda.gov/menu-planning/nutrient-analysis-software-approved-usda/nutrient-analysis-software-approved-usda https://healthymeals.nal.usda.gov/menu-planning/nutrient-analysis-software-approved-usda/nutrient-analysis-software-approved-usda

c) The Contractor shall schedule and participate in a 15-30 minute conference call with FNS each week, preferably the same day and time each week. At a minimum, the Contractor’s Project Manager and the FNS COR, will participate in these calls. The primary purpose of these updates is to either discuss the most recently submitted monthly report or progress since the most recent monthly report. While formal minutes are not required, verbal communiation requiring actions or decisions by Contractor or FNS shall be documented by the Contractor by email and in subsequent monthly reports.

d) As needed by either FNS or the Contractor, phone or email communication may be initiated to ensure the project proceeds without unnessary delays.

5.2Description of Work

5.2.1 Recipe Verification

Recipe verification ensures that the recipe: 1) contains all required components (see recipe template), 2) produces the stated yield, 3) meets the nutritional standards as specified in the contract, and 4) adjusts recipes for any discrepancies found. Procedures on pages 9-13 of

Measuring Success with Standardized Recipes

(http://www.theicn.org/ResourceOverview.aspx?ID=88 ) must be followed. During recipe verification, an informal evaluation of recipes (pages 13-16 of Measuring Success with

Standardized Recipes) is necessary as an initial estimate of acceptability. Since the Contractor will receive the initial recipes in a variety of yields, some quantity adjustment (pages 17-23 of

Measuring Success with Standardized Recipes) will also be required during the recipe verification phase to bring yields to 6 servings.

FNS will:

1. Provide the Contractor with 20 recipes from a variety of original sources, in a variety of quantities (4-50 servings), and from a variety of cultures.

2. Provide the Contractor with an initial nutrient analysis for each recipe noting the USDA-approved software used in the analysis.

3. Provide the contractor with an initial crediting analysis for each recipe with any recommendations to help the recipe meet or exceed minimum crediting requirements for the CACFP.

4. Provide the Contractor with initial directions for any anticipated modifications to the recipes, when applicable.

The Contractor shall:

1. Revise the original recipes received to yield 6 servings and adjust ingredients or procedures, as needed, to bring the recipe into compliance with nutritional standards noted in this contract and CACFP crediting requirements.

http://www.theicn.org/ResourceOverview.aspx?ID=88

2. Provide the COR with product ingredient statements and/or manufacturer documentation for any whole grain ingredients, as well as product information for any processed items

(unit of issue, brand name, Nutrition Facts panel, etc.). Please note that only standard wholesale or retail ingredients available to the facilities and homes intended to prepare these recipes shall be procured for this standardization contract.

3. Verify 6 servings of each recipe in groups of 5 recipes and conduct an informal recipe evaluation (see page 13 and 52 of Measuring Success with Standardized Recipes). At a minimum, questions 1, 2, 3, and 6 of the informal assessment form (page 52) shall be answered and recorded, as well as any other relevant information to properly assess the quality of the recipe.

4. Conduct a nutrient analysis of each revised recipe, using USDA-approved nutrient analysis software, to ensure it meets nutritional standards stated in this contract.

5. Submit each group of 5 recipes verified for 6 servings using the recipe template provided, as well as the informal assessment and nutrient analysis, to the COR for approval.

Once each group of 5 recipes are approved by the COR as “verified” for 6 servings, the recipe evaluation phase of standardization may begin for those recipes.

Section 5.2.1is complete when all 20 recipes have been completed the verification phase of recipe standardization, meet nutritional guidelines, and are submitted on the recipe template together with the results of the informal evaluation. The deliverables for Section 5.2.1 are the 4 sets of 5 properly formatted recipes (excluding the Marketing Guide and crediting information), and nutritient analysis and informal evaluations for each recipe.

5.2.2 Recipe Evaluation (Taste Test Panels)

The recipe evaluation phase is necessary to ensure that the recipe produces an acceptable product

(taste, smell, texture, visually appealing, etc.). This phase of standardization begins as soon as each set of 5 recipes has completed the verification phase and have received approval by the

COR to proceed. Recipe evaluation, which will be referred to as “taste test panels,” determines the acceptability of a product and provides information to improve the recipe. Pages 13-16 of

Measuring Success with Standardized Recipes may be used as a guide for conducting taste panels.

FNS will:

1. Review and approve the Contractor’s taste test panel procedures.

2. Review and approve Contractor’s taste test panel assessment tool(s) and assign thresholds for acceptability.

3. Provide guidance to or solicit guidance for determining if modifications or revisions made to or proposed for a recipe will alter its cultural integrity.

1. Develop or adopt taste test procedures and panel assessment tools appropriate to evaluate the quality of the recipes by taste test panel participants. The panel shall be composed of

4-6 participants where at least 2 are children of the age 4-12, and 2 are adult staff of child care centers institutions or homes participating in CACFP. When feasible, at least one taste test panel member should be of the culture of which the recipe is associated.

2. Plan, recruit for, and conduct taste test panels for each recipe verified in Section 5.2.1 and approved by the COR.

3. Document the results of the taste test panel and make any adjustments in the recipe according the feedback received.

4. Recipes reaching or exceeding the acceptability threshold (as indicated by an acceptable rating or higher on all measures) are ready for the next phase of recipe standardization.

Recipes that do not reach or exceed the acceptability threshold, shall be modified or completely revised by the Contractor until subsequent taste test panels conduted after each modification/revision result in the recipe passing the established acceptability threshold.

5. Recipes requiring modifications or revisions from the Section 5.2.1 deliverable shall be re-analyzed to ensure it complies with nutritional guidelines.

Once each group of 5 recipes are approved by the COR as “evaluated,” the recipe quantity adjustment phase of standardization may begin for those recipes.

Section 5.2.2 is complete when all 20 recipes have been evaluated by taste test panels, rated acceptable according the established acceptability thresholds, re-analyzed for nutritional compliance, if necessary, and have been re-submitted using the recipe template. The deliverables for Section 5.2.2 are the 20 properly formatted recipes (excluding the Marketing

Guide and crediting information), documentation of taste test panels for each recipe, and nutrient analyses for each recipe requiring modifications or revisions from Section 5.2.1.

5.2.3 Quantity Adjustment

After recipes have passed acceptability thresholds in the evaluation phase, they shall be adjusted to serve 25 and 50 servings. The goal of the quantity adjustment phase is for the recipe yields to be accurate and the quality to be consistent at 6, 25, and 50 servings. Pages 17-24 of Measuring

Success with Standardized Recipes must be used as a guide for quantity adjustment. Since not all ingredients extend proportionately, verifying each recipe’s ingredients and procedures at quantities of 25 and 50 will produce consistent quality and yields and is a critical element of the standardization process.

FNS will provide guidance to or solicit guidance for determining if modifications or revisions made to or proposed for a recipe will alter its cultural integrity.

1. Revise each group of 5 recipes previously verified and evaluated for 6 servings to yield

25 and 50 servings.

2. Prepare and verify each recipe for 25 servings and again for 50 servings.

3. Conduct informal recipe evaluations of each recipe at yields of 25 and 50 (see pages 13-

16 of Measuring Success with Standardized Recipes as a guide to informal recipe evaluations).

4. Make any necessary adjustments in the recipes to ensure that the recipe actually yields the correct number of servings and is consistent in quality to the original recipe yielding 6 servings.

5. Re-analyze any recipes requiring modifications from the Section 5.2.2 deliverable to ensure that they continue to comply with nutritional guidelines.

6. Complete a Marketing Guide for selected items on each recipe for 6, 25, and 50 servings.

The Marketing Guide shows the recipe user how much of items to purchase in order to net the amount needed to prepare the recipe. The Food Buying Guide for Child

Nutrition Programs shall be used to create the Marketing guide for each recipe.

Section 5.2.3 is complete when all 20 recipes have been standardized to produce consistent yield and quality at 6, 25, and 50 servings, and the properly formatted recipes and informal evaluations are reviewed and approved by the COR. The deliverables for Section 5.2.3 are 20 properly formatted recipes (including a Marketing Guide, but without final crediting information), documentation of informal evaluations for each recipe at each yield (25 and 50), and nutrient analyses for each recipe requiring modifications from Section 5.2.2.

5.2.4 Recipe Photographs

Photographs enhance recipes by 1) motivating a potential user to produce the recipe, 2) giving the user an idea of how the final product should look, and 3) capturing the cultural nature of the recipe. For the same reasons, high quality photographs that can be used both online and in high-resolution printed materials are required for the CACFP recipe standardization contract. Photos may be taken at any point of the standardization process, but must accurately represent the final product as provided as the final deliverable.

The Contractor shall submit three recommended pictures for each recipe for FNS to select from.

FNS will review and select the photos. FNS may reject the three pictures submitted and can request to see more photographs. Once FNS has selected the final pictures, the Contractor may need to arrange to retouch the selected images as specified by FNS.

Ownership of Photos: USDA will own the selected photographs and have unlimited rights to the use and redistribution of the images in all media. FNS will make the pictures available to partners for use in their training and nutrition education efforts. The Contractor shall recommend formats for pictures and must follow USDA Office of Communications Guidelines to ensure that all formats are appropriate.

1. Obtain food stylist and food equipment/serving items, and other accessories (eg placemat, child size plate and utensils, etc) that will be used in the photograph.

2. Provide releases that state that FNS has royalty-free, unlimited rights to the use of any photographs.

3. Ensure that each photograph represents one carefully and artfully arranged serving of the recipe, and utilizes complimentary wares and accessories appropriate for the target audience.

4. Photographs shall be shot from a position close to plate level (or slightly above it) ensuring plenty of light, with minimized glare off of plates and other accessories.

5. Obtain prior approval from FNS before releasing any materials. All materials created under this contract shall be the property of FNS.

6. Arrange for for high resolution scanning and provide scans of the selected images to FNS on one or more CD-ROMs. FNS also require large 300 dpi TIFF files, 300 dpi print quality EPS files, 150 dpi JPEG for regular use, and a smaller size 93 dpi JPEG for web use.

Section 5.2.4 is complete when photographs and photo releases have been received, reviewed and approved by the COR for all 20 recipes.

5.2.5 Final Deliverable

FNS will use the Section 5.2.3 deliverables to confirm the nutrient analysis is accurate and provide the Contractor with final crediting information to add to each recipe.

After the COR confirms that each recipe is complete and accurate, the Contractor shall enter each recipe for each quantity into the “What’s Cooking? USDA Mixing Bowl” Web site using training and procedures provided by FNS. FNS will provide a template for the contractor to use as the format to submit each recipe.

The final deliverable consists of:

1. All 20 recipes correctly entered into the “What’s Cooking? USDA Mixing Bowl” Web site.

2. A package mailed to FNS that includes the following:

a. 3 printed copies of each recipe formatted in 6, 25, and 50 servings, and

b. 3 CDs or other approved electronic storage device(s) containing:

i. A folder of electronic file (Microsoft Word) of each recipe formatted in 6, 25, and

50 servings. Each recipe shall be labeled with a recipe name and/or number.

ii. A folder of electronic print masters of each recipe formatted in 6, 25, and 50 servings that meet all USDA specifications for future reproduction by a printer

(Adobe InDesign files and all links and fonts). Each recipe shall be labeled with the recipe name and/or number.

iii. A folder of 300 dpi TIFF files, 300 dpi print quality EPS files, 150 dpi JPEG for regular use, and a smaller size 93 dpi JPEG for web use ensuring that each file is labeled with the recipe name/number.

iv. A folder of releases stating that FNS has royalty-free, unlimited rights to each photograph ensuring that each release is labeled with the recipe name and/or number.

5.2.6 Option 1 for Standardizing 10 Additional Recipes

At any time during the contract period of performance, FNS may exercise Option 1 to have an additional 10 recipes standardized according to the same requirements and procedures described for standardizing 20 recipes in Section 5.2.1 through Section 5.2.5, except that for Section 5.2.6, the Contractor shall submit the final deliverable separately and apart from the first 20 recipes.

Section 5.2.7 Option 2 for Standardizing 20 Additional Recipes

At any time during the contract period of performance, FNS may exercise Option 2 to have an additional 20 recipes standardized according to the same requirements and procedures described for standardizing 20 recipes in Section 5.2.1 through Section 5.2.5, except that for Section 5.2.7, the Contractor shall submit the final deliverable separately and apart from the first 20 recipes.

Within 10 business days of exercising the Section 5.2.7 Option 2, FNS will determine if the final deliverable for Section 5.2.7 may be combined with the final deliverable of Section 5.2.6.

RFQ – AG-3198-S-16-0191

6.0 DELIVERABLES

NOTE: Please note that the Government will have 10 business days to review all deliverables, and the Government’s review time is included in the period of performance.

Task Deliverable Description Quantity/For mat Due Date* (Business Days) After Award

5.1.1-2(b) Monthly Report Written Report 1 3 rd business day after the end of the month

5.2.1 Recipe Verification Recipes 1-5

Recipes 6-10 Recipes 11-15 Recipes 16-20

4 sets of 5

30 days 40 days 70 days 110 days

5.2.2 Recipe Evaluation

(Taste Test Panels)

Recipes 1-5 Recipes 6-10

60 days 90 days 120 days 160 days

5.2.3 Quantity Adjustment Recipes 1-5

Recipes 6-10 Recipes 11-15 Recipes 16-20

20 100 days 130 days 170 days 200 days

5.2.4 Recipe Photographs Recipes 1-5

Recipes 6-10

3 for each recipe

100 days 130 days 170 days 200 days

5.2.5 Final Deliverable Recipes 1-20

20 230 days

5.2.6 Option -Standardizing

Additional Recipes

Recipes 1-10 10 90 Days

5.2.7 Option -

Standardizing Additional Recipes

Recipes 1-20 20 180 days

The Period of Performance for this requirement is anticipated to be from July 2016 through September 2017, inclusive of the options

7.0 PERFORMANCE REQUIREMENT SUMMARY

Task or Deliveable Performance

Standard

Acceptable Quality

Level (AQL)

Surveillance Method

5.1.1-2(b)

5.2.1

5.2.2

5.2.3

5.2.4

5.2.5

5.2.6

5.2.7

Document shall meet agency requirements

95% of documentation meets stated standards

Review document Via independent verification