BPM006132_Solicitation_Requirements_-_Dietary_Services.pdf

Request for Proposal under A.R.S. § 41-2534

Notice Page

Arizona Department of Veterans’ Services

Procurement Office

3839 N. 3rd Street

Phoenix, AZ 85012

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 1 of 90

Solicitation Number: BPM006132

Description: Dietary Services for all Arizona State Veterans’ Homes

Solicitation Due Date and Time: April 24, 2024 at 5:00PM

Pre-Offer Conference: April 11, 2024 at 10:30 AM

Pre-Offer Conference - BPM006132 Dietary Services for all Arizona State Veterans' Home Thursday, April 11 · 10:30am – 12:00pm Time zone: America/Phoenix Google Meet joining info Video call link: https://meet.google.com/kxz-zwge-xou Or dial: 5384-424-(US) +1 484 PIN: 384 692 811# More phone numbers: https://tel.meet/kxz-zwge-xou?pin=7955012474760

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona

Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the

“State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement

System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation

Amendments. Additional instructions for preparing an Offer are included in this solicitation.

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Solicitation No. BPM006132

Dietary Services for the Arizona State Veterans’

Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Summary Page 2 of 48

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

Table of Contents

Request for Proposal under A.R.S. § 41-2534

Solicitation No. BPM006132

Dietary Services for the Arizona State Veterans’

Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 3 of 90

Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 3

Scope of Work 5

Special Terms and Conditions 6

Addendum A to the Special Terms and Conditions 40

Addendum B to the Special Terms and Conditions 41

Uniform Terms and Conditions 45

Solicitation Summary

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 4 of 90

1. What is the State Soliciting?

The Arizona Department of Department of Veterans’ Services, Procurement Office (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more Contracts, to provide

Dietary Services to all Arizona State Veterans’ Homes (ASVH).

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006132 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.2. Attachment: BPM006132 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

2.1.3.1. Offer and Acceptance

2.1.3.2. Boycott of Israel Disclosure

2.1.3.3. Forced Labor of Ethnic Uyghurs Ban

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 5 of 90

2.1.3.4. Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.5. Conformance Statements

○ Supplement – Conformance Statements - Exceptions to

Instructions

○ Supplement – Conformance Statements - Exceptions to Scope of Work

○ Supplement – Conformance Statements - Exceptions to

Contract Terms and Conditions

2.1.3.6. Key Personnel

2.1.3.7. Letter of Insurability

2.1.3.8. Organization Profile

2.1.3.9. Proposed Subcontractors

2.1.3.10. Experience and Capacity Response

2.1.3.11. References

2.1.3.12. Method of Approach

2.1.3.13. Pricing

2.1.3.14. AZ Baseline Infrastructure Security Controls

2.1.3.15. Prerequisite Assessment of Arizona Baseline Infrastructure

Security Controls

2.1.3.16. Health Insurance Portability & Accountability Act of 1996 (HIPPA)

Business Associate Agreement

2.1.3.17. Exhibit One Plans for RFP

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Scope of Work

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 6 of 90

Scope of W ork

Scope of Work

1. Purpose and Background

1.1. The purpose of this Solicitation is to establish Dietary Services for the Arizona State

Veterans’ Home in Phoenix (ASVH-P), Tucson (ASVH-T), Yuma (ASVH-Y) and Flagstaff

(ASVH-F).

1.2. All Arizona State Veterans’ Homes are state-owned and operated facilities built to serve the long-term needs of the Veterans and their spouses in Arizona.

1.3. The services provided by all Arizona State Veterans’ Homes must adapt to meet the ever-changing health care needs of the population served. Care provided is based on the most currently accepted knowledge, practices, and technologies implemented through skilled personnel. In all levels of care, interdisciplinary approaches are planned with the

Veterans/resident and/or family to meet his or her needs. Programs are aimed at meeting long-term health care needs and encouraging wellness through preventive and rehabilitative services offered to assist in attaining and maintaining optimal functioning.

Person Centered Care is practiced daily.

1.4. ASPH-P is a skilled nursing facility located at 4141 North S. Herrera Way, Phoenix, AZ

85012. This facility offers one-hundred-four (104) beds and operates seven (7) days a week, twenty-four (24) hours a day. The one-hundred-four (104) beds are divided into four (4) units with twenty-six (26) beds in each long-term care unit, one (1) of the units consist of twenty-six (26) beds in the Memory Care Unit.

1.5. ASVH-T is a skilled nursing facility located at 555 East Ajo Way, Tucson, AZ 85723. This facility offers one-hundred-twenty (120) beds and operates seven (7) days a week, twenty-four (24) hours a day. The Arizona State Veterans’ Home - Tucson consists of four (4) buildings that are each thirty (30) bed long–term care units. One (1) of the units consists of thirty (30) beds in the Memory Care Unit.

1.6. ASVH-F is a skilled nursing facility located at 2100 N. Gemini Drive, Flagstaff, AZ 86001.

This facility will offer eighty (80) beds and operates seven (7) days a week, twenty-four

(24) hours a day. The Arizona State Veterans’ Home - Flagstaff consists of four (4) buildings that are each twenty (20) bed long–term care units. One (1) of the units consist of twenty (20) beds in the Memory Care Unit.

1.7. ASVH-Y is a skilled nursing facility located at 6051 E. 34th Street, Yuma, AZ 85365. This facility will offer eighty (80) beds and operates seven (7) days a week, twenty-four (24) hours a day. The Arizona State Veterans’ Home – Yuma consists of four (4) buildings that are each twenty (20) bed long–term care units. One (1) of the units consist of twenty (20) beds in the Memory Care Unit.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 7 of 90

2. Scope of Work

2.1. Dietary Services Requirements:

2.1.1. Provide food purchase, preparation, delivery and nutrition services as described in this solicitation.

2.1.1.1. All services performed shall be in accordance with applicable rules and regulations established by all governing Federal, State, Veterans Administration (VA), and local regulatory agencies including but not limited to the Center for Medicare and Medicaid Services (CMS), the US Food and Drug Administration (FDA), State Licensure, Bureau of Long Term Care, with local counties, cities, and HIPPA regulations as well as all applicable ASVH Policies and Procedures.

2.1.2. Provide an appealing and nutritionally sound program for the Veterans/residents as determined by the ASVH staff and residents.

2.1.3. Increase participation at all levels of the food service program by improving meal quality, seeking Veterans/residents input, and offering menu variations.

2.2. Food Services:

2.2.1. Provided food services in compliance with A.A.C. Title 9, Chapter 8, and Article 1.

2.2.2. Serve three (3) meals daily (Breakfast, Lunch, Dinner) during the scheduled meal periods, seven (7) days a week, with no more than a fourteen (14) hour span between dinner (last meal of day) and breakfast (first meal of following day).

2.2.3. Served food attractively, at appropriate temperatures, with appropriate eating utensils, and in a form to meet individual Veterans/resident needs.

2.2.4. Meet or exceed FDA and Department of Agriculture requirements of food quality for all fresh, frozen, bottled or canned foods. Dented cans, damaged boxes and torn bag items shall be rejected.

2.2.4.1. Food products shall have a nutritional label:

2.2.5. Provide a socialized dining to ASVH Veterans/residents.

2.2.6. Deliver meals to ASVH Veterans/residents to all units.

2.2.6.1. Meals shall be served on trays and ASVH staff will deliver to residents.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 8 of 90

2.2.6.2. Provide tray tickets or tray cards on each tray with Veterans/resident name, room number, diet order, allergies, adaptive equipment and preferences.

2.2.7. Bus tables after food service is complete and return the dining room area to pre-meal conditions.

2.2.8. Have sack lunches available upon request for Veterans/resident:

2.2.8.1. Sack lunches shall be considered a replacement meal and shall contain nutritious selections.

2.2.8.2. They shall be provided to any residents scheduled to be away from ASVH during the meal period.

2.2.9. Accommodate and provide Veterans/residents request for items between meals during the kitchen hours.

2.2.10. Provide Holiday meals to Veterans/residents. Holidays include, but are not limited to: New Year’s Day, Valentine’s Day, Easter Sunday, Cinco De Mayo, Memorial

Day, St. Patrick’s Day, Mother’s Day, Father’s Day, Independence Day, Labor Day, Veterans’ Day, Thanksgiving Day, Halloween, and Christmas Day.

2.2.11. Plan all appropriate planning to have Veteran/resident birthday event:

2.2.11.1. Provide Veterans/residents with a birthday cake, cupcakes or a special dessert item.

2.2.11.2. Coordinate with the Activity Department Manager on the date and time of each month that the Veteran/resident Birthday Party will occur.

2.2.12. Coordinate all Veteran/resident special functions, including but not limited to:

picnics, recognition events, parties, rehabilitation activities and cookouts. These special functions may serve as meal replacements.

2.2.13. Provide alternative meals or identical meals with substitute ingredients for

Veterans/residents suffering from identified food allergies and food sensitivities.

2.2.13.1. ASVH will provide names of Veterans/residents with allergies.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 9 of 90

2.2.14. Provide refreshment service (coffee, water, etc.) for scheduled external events, meetings and conferences held at ASVH as requested at no additional charge, as long as a Veteran/resident is present as requested by the administrator.

2.2.15. Ensure a current therapeutic Diet Manual is available at ASVH. All therapeutic diets and texture modifications, must comply with the Diet Manual.

2.2.16. Print the Recipe Manual and shall be made available and used to ensure nutritional values, flavor and overall appearance of all meals served is not compromised.

2.3. Meal Service Records:

2.3.1. Retain copies of all menus, all spreadsheets of number served and all meal count records.

2.3.1.1. These records shall be kept on file at ASVH for a minimum of three (3) years.

2.4. Nourishment & Snacks:

2.4.1. Provide nourishments and H.S. snacks to all ASVH Veterans/residents according to regulations governed by C.M.S., State of Arizona and the VA along with ASVH

Veterans/residents’ nutritional needs and personal food preference.

2.4.1.1. Nourishments and Snacks include between meal snacks such as sandwiches, crackers, fruit, puddings, yogurt, ice cream cups, nutritional shakes, drinks and other like food items.

2.4.1.2. ASVH Veterans/residents require three (3) snacks per day or according to their personal preference or medical nutritional needs.

2.4.2. Deliver nourishments and snacks to Veterans/residents, and stocked in the

Nourishment Rooms on all units.

2.5. Food Supply:

2.5.1. Maintain on the premises at least one (1) week’s supply of menu food items. Food supplies shall meet the requirements of the weekly menu, including the therapeutic diets ordered.

2.5.2. Contractor shall provide nutritional shakes and/or drinks and bottled water as needed.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 10 of 90

2.5.3. Keep itemized records of food purchases for a minimum of one (1) year and shall be made available for review upon request by the ADVS Administrator and/or designee.

2.6. Disaster Food Supply:

2.6.1. Create a disaster menu and maintain at least a seven (7) day supply of disaster food for each Veteran/resident and ADVS staff member.

2.6.2. Obtain written documentation from their food suppliers showing product availability and delivery capability to ASVH in case of disaster.

2.6.3. Follow the ASVH Emergency Management Plan as written.

2.6.4. Submit a plan for emergency support services, if necessary, to meet contract compliance. For example, it may be required to transport food and water to the

ASVH so that service to the veteran/resident is not interrupted in a power outage.

Submit plan and any updates to the plan to ASVH Administrator.

2.7. Menus

2.7.1. Utilize a menu production and tray care program. This may be customized to meet the Veterans/resident specifications.

2.7.1.1. Submit written menus three (3) months in advance, for review, approval, and obtain signature from the Registered Dietitian. ASVH shall contract for Registered Dietitian Services.

2.7.1.2. Posted current menus every Saturday in assigned areas at ASVH.

2.7.1.3. Post menu extensions for therapeutic diets in the kitchen.

2.7.2. Ensure the menu include foods of the quantity and quality that meets each

Veterans/resident’s needs in accordance with Title 42, Chapter IV, Part 483.35

Dietary Services, ASVHs policy, Diet Manual, physicians’ orders.

2.7.3. Supply five (5) week facility-specific cyclical menus with two (2) seasonal variations (Spring/Summer and Fall/Winter) for the regular diet.

2.7.3.1. Meal patterns/diet extensions with serving sizes shall be provided for each therapeutic diet.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 11 of 90

2.7.4. Furnish daily Specials/Alternates Menu, which shall be used in conjunction with the cycle menu.

2.7.5. Supply menus with a variety of foods and incorporate ethnic/cultural choices, and

Veterans/resident preferences.

2.7.6. Document any substitution meal and the reason for the change in writing in the

Menu Substitution Log.

2.7.6.1. Posts shall be issue to notify Veterans/residents of changes.

2.7.6.2. Posted menus, including menu extensions, shall be revised.

2.7.7. Adjust menus to include seasonal commodities.

2.7.8. Discuss satisfaction with the menus and food at the monthly Food Committee meeting with Veterans/resident.

2.7.8.1. Attend these meetings along with the Certified Dietary Manager.

2.7.8.2. Take minutes during the meeting and provide those minutes to the

ASVH Administrator.

2.7.8.3. Take corrective action for all issues discussed in the Food Committee to the fullest extent possible in a timely manner.

2.8. Meals for ASVH Staff, Volunteers, and Visitors

2.8.1. Provide the option for ASVH Staff, volunteers and visitors to purchase meals

(breakfast, lunch and dinner) in accordance with ADVH policies and procedures.

2.8.2. Designate a contractor staff to redeem meal tickets that will be available purchase at the front desk by ASVH-Staff, volunteers and visitors.

2.8.2.1. ASVH Staff, Volunteers, and visitors may purchase meal tickets for

Holiday meals.

2.8.3. Assigned times in which visitors, ASVH staff and volunteers may redeem their meal tickets.

2.8.3.1. Currently the purchase price of a meal ticket is $3.75.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 12 of 90

2.8.3.2. Any changes in the price of non-resident meals shall be submitted to and agreed upon by the Administrator prior to implementation.

2.8.3.3. Bill a separate monthly invoice for ASVH Staff, Volunteers, and visitors.

2.8.4. Provide each ASVH with 1,200 meals per extension year at no cost to the ASVH volunteers.

2.9. Equipment and Inventory

2.9.1. Take initial inventory of all china, flatware, pots, pans, utensils and kitchen/food service equipment on hand as of the start date with collaboration from the ASVH designee.

2.9.1.1. Complete inventory after contract award and prior to the service of any meals.

2.9.1.2. Sign an initial inventory sheet indicating mutual agreement of the current inventory along with the signature of the ASVH Administrator.

2.9.1.2.1. Both parties shall retain a signed copy of the initial inventory sheet.

2.9.1.2.2. At the end of the contract period, Contractor and ASVH

Designee shall use the initial inventory sheet and take a closing inventory

2.9.1.3. Be responsible for any shortages in the ending inventory that was caused by the Contractor.

2.9.1.4. Take every effort to insure ending inventory level is equal to initial inventory.

2.9.2. Operate all kitchen machinery and equipment in a manner that shall ensure the safety of ASVH Veterans/residents, ASVH staff, volunteers, visitors, and

Contractor’s employees at all times.

2.9.2.1. Wear and/or use appropriate safety apparel, such as aprons, potholders, rubber sole shoes and plastic gloves and/or oven mitts when operating equipment.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 13 of 90

2.9.2.2. Ensure contracted employees wear appropriate attire/uniforms and safety equipment that meet or exceed food service safety and health standards required in accordance with Health, State rules, and regulations to fulfill the requirements of this contract.

2.9.2.2.1. Any uniforms worn by staff members shall display

Contractor’s name or logo.

2.9.2.3. Be responsible for the cost and payment of necessary equipment repairs or replacement with comparable or better equipment if reasonably determined that a malfunction of State-owned food service equipment is due to abuse, negligence, or misuse by the Contractor or the Contractor’s food service staff.

2.9.2.4. Subject such staff to appropriate corrective action where the misuse or abuse is due to negligence or willful intent contractor’s employee.

2.9.2.5. Prepare an incident report for any and all damages to ASVH structure or any ASVH equipment caused by the Contractor, its employees or subcontractors.

2.9.2.5.1. Submit the incident report to the ADVS Administrator or designee on or before the next business day. ASVH are responsible for replacing equipment due to normal wear and tear

2.9.3. Submit request for new/replacement kitchen equipment and seek prior approval from the ASVH Administrator.

2.9.3.1. ASVHs shall purchase all new equipment.

2.9.3.2. All existing and new kitchen equipment purchased by ASVH shall remain property of ASHV.

2.10. Food Inventory:

2.10.1. Take inventory of all food on hand immediately after award of contract and before beginning food services at ASVH with collaboration from the ASVH designee.

2.10.1.1. Complete food inventory after contract award and prior to the service of any meals.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 14 of 90

2.10.1.2. Sign an initial inventory sheet indicating mutual agreement of the current inventory along with the signature of the ASVH Administrator.

2.10.1.2.1. Retain a signed copy of the initial inventory sheet.

2.10.1.2.2. At the end of the contract period, Contractor and ASVH

Designee shall use the initial inventory sheet and take a closing inventory.

2.10.1.3. Replenish food inventory with comparable stock to initial inventory level. ASVH shall compensate the contractor for any inventory in excess of the initial inventory level. The contractor shall take every effort to insure ending inventory level is equal to initial inventory.

2.11. Cleaning Responsibilities:

2.11.1. Keep food storage areas clean and sanitary at all times.

2.11.2. Clean equipment and food service areas, including all Nourishment Rooms in all

ASVH units in accordance to cleaning assignments and schedules.

2.11.3. Routinely cleaning and deep clean kitchen areas. Provide the ASVH

Administrator with a copy of this schedule.

2.11.4. Report any insects, pests and/or vermin to the ASVH Engineering Department immediately.

2.11.4.1. ASVH Engineering Department shall coordinate pest control service to maintain a pest/bug and vermin-free environment for

Veterans/residents and staff.

2.12. Staffing Requirements:

2.12.1. Provide adequate experienced key and essential personnel, capable of and devoted to safe, professional, and timely accomplishment of the services as stated in this contract.

2.12.2. Provide and maintain a Certified Dietary Manager to ASVH to oversee the

Contractor’s employees, the food service and nutritional operations under this contract.

2.12.3. Verify that all contractor’s employees are currently certified through the appropriate County Environmental Health Division.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 15 of 90

2.12.4. The staffing plan shall include, as a minimum the following easily identifiable separate sections and documents.

2.12.5. Submit a copy of their staffing plan with the solicitation response, including an emergency contingency plan.

2.12.5.1. Submit any staffing level or processes revisions to the staffing plan to the ASVH Administrator for review and final approval with a copy to agency Chief Procurement Officer of ADVS.

2.12.5.2. Include any policy or procedure the contractor has in place or plans to implement that demonstrates the Contractor’s commitment to hire/utilize veteran employees whenever possible and/or a subcontractor selection plan that includes the utilization of veteran owned businesses/vendors whenever possible.

2.12.5.3. Provide an annual organizational chart upon contract renewal.

2.12.5.4. Provide a Contractor Employee List that includes all Contractor employees and subcontractors who will be performing services under this contract. The list shall include employee name and position.

2.12.5.5. Provide a Key Personnel List to include all directors, managers, supervisors and scheduling staff responsible for the successful completion of services under this contract. The Key Personnel List shall include, as a minimum telephone number(s) and e-mail addresses of each key personnel.

2.12.5.6.1. Notify AVHs Administrator of any changes in managerial or supervisory personnel affecting the ASVH food service operations.

2.12.5.6.2. Any changes in qualifications or numbers of staff require prior written notification to the ADVS Administrator and

Procurement Office.

2.12.5.6.3. Key personnel shall be replaced, with individuals possessing comparable technical knowledge, experience, and qualifications in scope, breadth, and

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 16 of 90 depth to those accepted as part of the Contractor’s original offer.

2.12.5.6.4. All new personnel shall be subject to the concurrence of the Administrator concerning new personnel.

2.12.5.6.5. Replacement of employees shall be within a maximum of fourteen (14) calendar days from the date of notification to ensure seamless service.

2.12.5.6.6. Any cost of sub-contracting a position until a full-time employee is hired and trained shall be borne by the

Contractor.

2.12.5.6. Provide a Position Summary to include the number of full-time equivalent (“FTE’s”) staff required for each position to complete the services as stated in this Scope of Work, the work area in which the position will work, and the number of hours each individual assigned to that position shall work daily.

2.12.5.7. Provide a Continuous Service Plan with no interruption, when a key or essential person is not available for work under the contract.

2.12.5.8.1. Reasons for not working includes, but shall not be limited to, termination, reassignment, training, and other work-related reasons, such as vacation, illness or family leave.

2.12.5.8.2. Include the minimum number of staff required to provide the service and shall identify cross utilization, based on skills, experience and certification.

2.12.5.8. Submit a copy of the Continuous Service Plan within ten (10) days upon request through the term of the contract.

2.12.6. Create and implement an Employee Corrective Action Plan that includes appropriate corrective measures and/or disciplinary action and a termination/exit interview process that includes as a minimum; the return of ASVH keys, or other

ASVH supplies or equipment. The plan shall comply with ASVH policy.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 17 of 90

2.12.6.1. Immediately relieve an employee of further duties and involvement with the agreement for any act detrimental to the ADVS/ASVH’s mission to provide care and protection to its Veterans/residents. This shall include any act of abuse, neglect and/or treatment to persons or property, or any act of theft or drug abuse. Contractor shall inform the employee not to return to the ASVH unless authorized. Contractor shall immediately inform the ADVS Administrator of any corrective actions.

2.12.7. Implement an Employee Productivity Plan to measure employee productivity and a methodology to determine if staffing levels need to be revised to meet the contract requirements and the needs of the ASVHs.

2.12.7.1. The Contractor shall submit a copy of the revised plan of the

Employee Productivity Plan through the term of the contract to the

2.12.8. Maintain employee personnel records/file on site at ASVH for each employee.

At a minimum, the records shall include:

2.12.8.1. A criminal record check and must provide copy of the Arizona State finger print card;

2.12.8.2. A signed and dated application for each employee, including two (2) reference checks;

2.12.8.3. A signed acknowledgement of ASVH Policies and Procedures and

Orientation Completion;

2.12.8.4. A company training record file;

2.12.8.5. Copies of current results of PPD;

2.12.8.6. Copies of current Food Service Worker License Card;

2.12.8.7. Copies of current Food Manager’s License Card;

2.12.8.8. Annual audits; and

2.12.8.9. Current certifications.

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Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 18 of 90

2.12.9. Provide food service staff must wear clean clothing/uniforms, hair and beard restraints and identification badges. Uniform and badges cost shall be at the

Contractor’s expense.

2.12.9.1. Identification badges shall be issued by the Contractor.

2.12.9.2. Badges are non-transferable and shall not be shared or used by anyone other than the designated ID card user.

2.12.9.3. Wear and display their ID badge at all times while on ASVH property.

All staff are required to attend ASVH orientation.

2.12.9.4. Be responsible for any cost incurred for replacement of keys or re-keying of the locks. Keys shall not be duplicated at any time.

2.12.10. Implement an employee-training program that assists employees in improving their knowledge concerning the specifics of their job and providing customer service that meets or exceeds the ASVH expectations, including new employee orientation. Contractor shall include:

2.12.10.1. ASVH policies and procedures along with any required in-services as part of new employee orientation.

2.12.10.2. Maintain new employee written acknowledgement that they received and understand ASVH policies and procedures and required in-services.

2.12.10.3. The written acknowledgement shall be part of the employees’ training records.

2.12.10.4. Maintain training records and reports as part of that employee’s

Personnel File maintained at ASVH and shall be made available upon request by ASVH, state and/or federal agencies.

2.12.11. Ensure a representative is available, upon request, to attend all exit conferences of licensing and review agencies, including external agencies, meet with survey personnel and perform any follow-up actions required.

2.12.11.1. Be available for in-service and mandatory required training by

Arizona Department of Health Services (ADHS) and any other committees and/or meetings as determined by necessary by ASVH.

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Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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2.12.12. Ensure all Contractor’s employees participate in any emergency drills that take place when on- site.

2.12.13. Attend all required meetings as assigned by the ADVS Administrator/designee.

2.12.14. Conduct monthly Self-Inspection reports that shall contain at a minimum, the following information.

2.12.14.1. Veterans/resident satisfaction;

2.12.14.2. Tray Service Temperature and Accuracy Audit;

2.12.14.3. Compliance preparedness; and

2.12.14.4. Diet Order Accuracy Audit (Meal Preferences, Meal Consumption and Food Selection).

2.13. Contractor Management Responsibilities

2.13.1. Provide a Regional Manager to meet with the ADVS Administrator/Designee no later than fifteen business (15) days following award notice to implement policies and procedures for the administration of the Contract including, but not limited to: inventory, price setting of non-Veterans/resident meals, tracking of voucher meals, and coordination of special events.

2.13.2. Meet quarterly, with the ADVS Administrator to discuss the Contractor’s performance under the terms and conditions and provisions of the Contract.

2.13.3. Conduct scheduled quarterly visits covering no less than three (3) consecutive meals. Such visits shall be coordinated in advance with the ASVH

Administrator/Designee.

2.13.4. Be required to attend all scheduled meetings as requested by the ASVH.

2.13.4.1. Meetings may include, but are not limited to, Regulatory Compliance

Executive Management Team and Performance Improvement

Meetings, such as visits by CMS. ASVH reserves the right to request attendance by a Regional Manager, or the equivalent senior manager, at these meetings.

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Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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2.13.4.2. Emergency meetings may be called at the discretion of ASVH for key

Contractor employees without prior notice.

2.13.5. Implement an issue resolution plan to handle issues that need to be elevated to

Regional or Corporate Management within the company for research and resolution. The Contractor shall submit revised copies to the ASVH

Administrator.

2.13.6. Prepare and submit a detailed plan to provide a secure working environment, including but not limited to employee uniforms, identification and access to

ASVH. Contractor shall submit a copy of their plan and revised copies to the

2.13.7. Create a plan to store all for Hazardous Material Storage as defined by the EPA, state and local rules and regulations.

2.13.7.1. Identify the hazardous materials they will be using in the performance of the contracted services along with providing Safety Data Sheets for each hazardous material stored or used at the ASVH.

2.13.7.2. Provide this information prior to performance of work under this contract within 5 days.

2.13.7.3. Provided plan periodically at the ASVH request and updated upon any changes made. ASVH reserves the right to review the SDS information at any time.

2.13.7.4. ASVH will provide a central area for disposal of all hazardous materials.

2.13.7.5. Transported all chemicals in containers that will ensure proper safety and protection for Veterans/residents and the ASVH staff.

2.13.7.6. Maintain SDS Binders listing all chemicals used on site and train each employee on their location and emergency response procedures.

2.14. Transition Period:

2.14.1. Manage implementation of the Transition Plan, develop a project management plan, engage in the personnel hiring process, interview ASVH Dietary personnel, engage in weekly transition meetings with ASVH, oversee operations personnel

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 21 of 90 training, and engage in other ASVH human resource and transition activities as needed.

2.14.1.1. Implement and adhering to a Transition Period schedule of events.

2.14.1.2. Developing/refining a staffing matrix and updated list of Dietary position status.

2.14.1.3. Completion of training, certification and background checks, and receipt of required ASVH approvals, for a sufficient number of personnel for Contractor to meet its staffing obligations.

2.14.1.4. Implementing a retention plan for current Dietary employees.

2.14.1.5. Interviewing and evaluating the existing Dietary Staff for permanent employment with the Contractor.

2.14.1.6. Scheduling introduction meetings to introduce the Contractor, its company structure, benefits, and onboarding process to ASVH managers and personnel.

2.14.1.7. Meet with ASVH once per week during the Transition Period to keep

ASVH apprised of status, progress, issues, and review of proposed

Contractor Dietary personnel.

2.14.1.8. Identify any potential risks/issues the Contractor anticipates during the Transition Period and the mitigation and resolution process proposed within the first week of the Transition Period.

2.14.1.9. Continuously verify that the Transition Plan supports the ASVH

Operations Guidelines, Procedures, and operational readiness.

2.14.1.10. Identify specific Contractor policies that may impact ASVH operations or transition activities.

2.14.1.11. Obtain approval by ASVH Administrator of any modification of the

Contractor’s Transition Plan before and during implementation.

2.14.2. Until ADVS issuance of Notice To Proceed (NTP), ADVS will staff the ASVH with current contractor. Upon ADVS’ issuance of NTP, the Contractor shall transition the identified current contractor’s personnel who choose to transition from

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 22 of 90 current contractor’s employees to new Contractor employees plus any additional new personnel required to meet the staffing requirements. The Contractor is required to follow the Transition Plan, which shall identify how the Contractor intends to accomplish the transition and otherwise comply with the Technical

Requirements. It is the goal of ASVH to have this transition provide no disruption or interruption of services provided by the ASVH Dietary and maintain operational readiness.

2.15. Policy/Procedure/Regulations:

2.15.1. Perform all work in strict compliance with this contract and all applicable VA, Federal, State, and local laws and regulations, as well as all ASVH and

Contractor policies and procedures. Contractor shall keep abreast of and comply with changes in any regulation, policy, procedure(s) and/or regulations, policies and procedures applicable to this contract. Applicable laws include but are not limited to the following:

2.15.1.1. Maintaining standards of employee appearance, competency, conduct, and integrity as per A.A.C. Title 9, Chapter 8, and Article 1.

2.15.1.2. Comply with ASVH Professional Code of Conduct at all times.

2.15.1.3. Comply with the ASVH Infection Control policies and procedures.

2.15.1.4. Comply with the federal Health Insurance Portability and

Accountability Act (HIPAA), the ASVH Compliance Plan, as well as

State and Federal requirements for privacy protection.

2.15.1.5. Comply with ASVH Parking and Dress Code requirements.

2.15.1.6. Comply with a safe work environment policies and procedures in place in addition to any ASVH policies and procedures that include management oversight to ensure its employees exercise all necessary caution to avoid injury to self or other persons, or damage to any property.

2.15.1.7. Established Food Service Policies and Procedures available for

ASVH review.

2.15.1.8. Adhere to all current and revised regulations/standards and train staff on those standards and insure compliance.

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 23 of 90

2.15.1.9. Correct any deficiencies identified by all regulatory bodies and have systems and procedures to ensure deficiencies remain corrected within the required timeframe.

3. ASVH Shall provide:

3.1. Kitchen equipment maintenance and repair;

3.2. All china, flatware, pots, pans, and kitchen/food service equipment;

3.3. Pest control services;

3.4. Parking;

3.5. Keys where applicable;

3.6. New employee orientation (NEO);

3.7. Office space; and

3.8. Local Area Network (LAN) access if necessary.

3.9. Names of Veterans/residents with allergies.

3.10. Provide a Registered Dietitian Services along with Dietary Techs.

4. Reports and Deliverables:

4.1. The following reports shall be required from the Contractor to fulfill the Contract obligations. Reports shall be delivered to the Administrator on the fifteenth (15th) day following the end of the previous calendar month, unless otherwise noted. Contractor shall work with the Administrator on report design to ensure the format meets the ASVH’s requirements for budgeting and contract management purposes. Other reports may be requested by the ASVH.

4.1.1. Cost, Number and Type of Meals Served to Residents Report: Reported by the

15th of the month as requested by the administrator and required in section 3.3.2 of the Scope of Work.

4.1.2. Cost, Number and Type of Snacks Served to Residents Report: Reported by the

15th of the month as requested by the administrator and required in section 3.4.3 of the Scope of Work.

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Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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4.1.3. Itemized Food Purchase Records: Shall be maintained and made available upon request as required in section 3.5.2 of the Scope of Work.

4.1.4. Disaster Food Supply Menu and Plan: Shall be submitted upon request and shall include all information and documentation as required in Scope of Work Section

3.6.

4.1.5. Weekly Menus: Shall be submitted for review and approval one (1) week after award and shall be written and submitted for approval three (3) months in advance and posted weekly through contract term as required by Section 3.7 of the scope of work.

4.1.6. Equipment Inventory: Inventory shall be completed upon award, as required by

Section 3.9 of the Scope of Work.

4.1.7. Inventory of Food: Inventory shall be completed immediately upon award, as required by Section 3.10 of the Scope of Work.

4.1.8. Staffing Plan: Shall be submitted as updated and as requested through the term of the contract. The plan shall include as a minimum, the following easily identifiable appropriately title sections or documents as required in Scope of Work

Section 3.12.

4.1.9. Personnel Records: Shall be on file at ASVHs and made available upon request.

Personnel records shall contain all information as required in Scope of Work

Section 3.12.8.

4.1.10. Self-Inspection Assessment: Shall be submitted monthly and as updated. The plan shall include, as a minimum, all required elements as stated in Scope of

Work Section 3.13.1.6.

4.1.11. Issue Resolution Plan: Shall be submitted as updated. The plan shall include all required elements as stated in Scope of Work Section 3.14.5.

4.1.12. Secure Working Environment Plan: Shall be submitted as updated and include all required elements as stated in Scope of Work Section 3.14.6.

4.1.13. Hazardous Materials Storage Plan: Shall be provided prior to performance and maintained meeting required elements as stated in Scope of Work Section 3.14.7.

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Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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4.1.14. Food Service Policies and Procedures: Shall be available upon request and shall satisfy all required elements as stated in Scope of Work Section 3.16.

4.1.15. Annual background and fingerprint clearance cards for all staff including subcontractors;

4.1.16. Annual training schedule;

4.1.17. Annual certificate of liability Insurance; and

4.1.18. A current and valid Certificate of Liability Insurance (COI) prior to commencement of the Contract and yearly throughout the term of the Contract. A Purchase Order will not be issued by ADVS for the Contractor to perform services without the COI on file in the Contract;

4.1.19. Sign and return the Business Associate Agreement (BAA) attached to this

Contract, as referenced in Attachment 16.

5. Reference Documents:

5.1. If available Master Site Plan;

5.2. Buildings by Name with Square Footage and Occupancy Status;

5.3. Emergency Operations Plan;

5.4. ASVH Policies and Procedures Manual;

5.5. Medicare State Operations Manual: http://www.cms.hhs.gov/Manuals/IOM/itemdetail.asp;

5.6. ADHS link:

https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/colocation/2016-clean-article-1-general.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/hci/nursing/hci-nursing-care-new-rules-2014.pdf

6. Payment and Invoicing:

http://www.cms.hhs.gov/Manuals/IOM/itemdetail.asp http://www.cms.hhs.gov/Manuals/IOM/itemdetail.asp https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/colocation/2016-clean-article-1-general.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/colocation/2016-clean-article-1-general.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/hci/nursing/hci-nursing-care-new-rules-2014.pdf https://azdhs.gov/documents/director/administrative-counsel-rules/rules/rulemaking/hci/nursing/hci-nursing-care-new-rules-2014.pdf

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

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6.1. The Contractor will be paid in accordance with the Contract amount, as accepted by

ASVH. The Contractor’s sole compensation will be from the Contract amounts annotated on the pricing sheet.

6.2. The State will not pay for services, any travel expenses, and/or products in advance.

Payments will be made monthly, for completion of services as shown by an itemized invoice, submitted by the Contractor by the fifteenth (15th) day of the month following service. Payments will not be authorized if the invoice submitted is incomplete or does not contain the necessary information needed to properly review.

7. Notices, Correspondence, and Reports:

Arizona State Veteran Home - Phoenix

Attention: Administrator

4141 North S. Herrera Way

Arizona State Veteran Home - Tucson

Attention: Administrator

555 East Ajo Way

Tucson, AZ 85723

Arizona State Veteran Home - Flagstaff

2100 N. Gemini Drive

Flagstaff, AZ 86001

Arizona State Veteran Home - Yuma

6051 E. 34th Street

Yuma, AZ 85365

8. Mandatory Requirements:

8.1. Offerors are required to complete and pass the Arizona Mandatory Control Baseline

Prerequisite Assessment (https://azdohs.gov/file/4357) and submit as part of their Offer.

Arizona Department of Homeland Security (AZDOHS) Cyber Command will evaluate and rank submitted Arizona Baseline Infrastructure Security Controls for completeness, attention to detail, and understanding of NIST security controls and framework. AZDOHS

Cyber Command will forward assessment results and recommendations to the

Procurement Officer. Results of these IT security control reviews are for internal use only https://azdohs.gov/file/4357

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 27 of 90 and will not be shared with responding bidders, though the results may be used by the

Procurement Officer to determine Offeror susceptibility for award.

8.2. Pursuant to State Data Classification Policy P8110, and the Data classification defined in the Special Terms and Conditions, the Contractor will have access to the following type of Data as part of its work under the Contract:

☐ Low Impact Data (AZRAMP 125 / NIST Low Impact)

☐ Moderate Impact Data (AZRAMP 325 / NIST Moderate Impact https://azdohs.gov/information-security-policies-standards-and-procedures

Special Terms and Conditions

Solicitation No. BPM006132

Dietary Services for all

Arizona State Veterans’ Homes

Arizona Department of Veterans’ Services

Procurement Office

Solicitation Requirements | Revision No. 7 | Revised 10-23 | Page 28 of 90

The Special Terms and Conditions modify the Uniform Terms and Conditions. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract.