RSC_Food_Service_Solicitation_-_FBO_V1_-_6-30-17.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

CSOSA-17-Q-0033

William E. Hall, Senior Contract Specialist (202) 220-5717

Same as Block 9 Court Services and Offender Supervision Agency 633 Indiana Ave., NW, Suite 880 Washington, DC 20004

Court Services and Offender Supervision Agency 633 Indiana Ave., NW Washington, DC 20004

See Attached Schedule

722310

$38.5M

Court Services and Offender Supervision Agency 633 Indiana Ave., NW, Suite 880 Washington, DC 20004

RSC Foodservice

CSOSA-17-Q-0033

Continuation of SF1449 Base Period: 08/01/2017 through 07/31/2018

Line Item

Description Quantity Unit Unit Price Amount

Heart Healthy Diet

0001 Breakfast Meal 22,265 EA

0002 Lunch Meal 22,265 EA

0003 Dinner Meal 22,265 EA

0004 Snack Meal 22,265 EA

0005 Bag Meal 365 EA

Total Heart Healthy Diet Meals

Therapeutic Diet 0101 Breakfast Meal 5,475 EA

0102 Lunch Meal 5,475 EA

0103 Dinner Meal 5,475 EA

0104 Snack Meal 5,475 EA

0105 Bag Meal 120 EA

Total Therapeutic Diet Meals

Special Diet 0201 Breakfast Meal 3,285 EA

0202 Lunch Meal 3,285 EA

0203 Dinner Meal 3,285 EA

0204 Snack Meal 3,285 EA

0205 Bag Meal 60 EA

Total Special Diet Meals

Miscellaneous

Nutritional Supplement:

Brand _______ and Serving size _____

175 EA

0302 Lactose Free Milk 200 EA

Total Miscellaneous

Total All Meals and Miscellaneous

Line Item

Description Unit Amount

Transportation and Delivery

0401 Transportation and Delivery Lot

Total Transportation and Delivery

Base Period Grand Total

Option Period 1: 08/01/2018 through 07/31/2019

Item Description Quantity Unit Unit Price Amount

Heart Healthy Diet

1001 Breakfast Meal 22,265 EA

1002 Lunch Meal 22,265 EA

1003 Dinner Meal 22,265 EA

1004 Snack Meal 22,265 EA

1005 Bag Meal 365 EA

Total Heart Healthy Diet Meals

Therapeutic Diet 1101 Breakfast Meal 5,475 EA

1102 Lunch Meal 5,475 EA

1103 Dinner Meal 5,475 EA

1104 Snack Meal 5,475 EA

1105 Bag Meal 120 EA

Total Therapeutic Diet Meals

Special Diet 1201 Breakfast Meal 3,285 EA

1202 Lunch Meal 3,285 EA

1203 Dinner Meal 3,285 EA

1204 Snack Meal 3,285 EA

1205 Bag Meal 60 EA

Total Special Diet Meals

Miscellaneous

Nutritional Supplement:

Brand _______ and

1302 Lactose Free Milk 200 EA

Total All Meals and Miscellaneous

Item Description Unit Amount

Transportation and Delivery

1401 Transportation and Delivery Lot

Option Period 1 Grand Total

Option Period 2: 08/01/2019 through 07/31/2020

Description Quantity Unit Unit Price Amount

Heart Healthy Diet

2001 Breakfast Meal 22,265 EA

2002 Lunch Meal 22,265 EA

2003 Dinner Meal 22,265 EA

2004 Snack Meal 22,265 EA

2005 Bag Meal 365 EA

Total Heart Healthy Diet Meals

Therapeutic Diet 2101 Breakfast Meal 5,475 EA

2102 Lunch Meal 5,475 EA

2103 Dinner Meal 5,475 EA

2104 Snack Meal 5,475 EA

2105 Bag Meal 120 EA

Total Therapeutic Diet Meals

Special Diet 2201 Breakfast Meal 3,285 EA

2202 Lunch Meal 3,285 EA

2203 Dinner Meal 3,285 EA

2204 Snack Meal 3,285 EA

2205 Bag Meal 60 EA

Total Special Diet Meals

Miscellaneous

Nutritional Supplement:

Brand _______ and

2302 Lactose Free Milk 200 EA

Total All Meals and Miscellaneous

Line Item

Description Unit Amount

Transportation and Delivery

2401 Transportation and Delivery Lot

Option Period 2 Grand Total

Option Period 3: 08/01/2020 through 07/31/2021

Description Quantity Unit Unit Price Amount

Heart Healthy Diet

3001 Breakfast Meal 22,265 EA 3002 Lunch Meal 22,265 EA 3003 Dinner Meal 22,265 EA 3004 Snack Meal 22,265 EA 3005 Bag Meal 365 EA

Total Heart Healthy Diet Meals

Therapeutic Diet 3101 Breakfast Meal 5,475 EA 3102 Lunch Meal 5,475 EA 3103 Dinner Meal 5,475 EA 3104 Snack Meal 5,475 EA 3105 Bag Meal 120 EA

Total Therapeutic Diet Meals

Special Diet 3201 Breakfast Meal 3,285 EA 3202 Lunch Meal 3,285 EA 3203 Dinner Meal 3,285 EA 3204 Snack Meal 3,285 EA 3205 Bag Meal 60 EA

Total Special Diet Meals

Miscellaneous

Nutritional Supplement:

Brand _______ and

3302 Lactose Free Milk 200 EA

Total All Meals and Miscellaneous

Line Item

Description Unit Amount

Transportation and Delivery

3401 Transportation and Delivery Lot

Option Period 3 Grand Total

Option Period 4: 08/01/2021 through 07/31/2022

Description Quantity Unit Unit Price Amount

Heart Healthy Diet

4001 Breakfast Meal 22,265 EA 4002 Lunch Meal 22,265 EA 4003 Dinner Meal 22,265 EA 4004 Snack Meal 22,265 EA 4005 Bag Meal 365 EA

Total Heart Healthy Diet Meals

Therapeutic Diet 4101 Breakfast Meal 5,475 EA 4102 Lunch Meal 5,475 EA 4103 Dinner Meal 5,475 EA 4104 Snack Meal 5,475 EA 4105 Bag Meal 120 EA

Total Therapeutic Diet Meals

Special Diet 4201 Breakfast Meal 3,285 EA 4202 Lunch Meal 3,285 EA 4203 Dinner Meal 3,285 EA 4204 Snack Meal 3,285 EA 4205 Bag Meal 60 EA

Total Special Diet Meals

Miscellaneous

Nutritional Supplement:

Brand _______ and

4302 Lactose Free Milk 200 EA

Total All Meals and Miscellaneous

Line Item

Description Unit Amount

Transportation and Delivery

4401 Transportation and Delivery Lot

Option Period 4 Grand Total

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Contract Type

This is a Fixed Price contract with unit rates; quantities are based on anticipated estimates and are Not-to- Exceed the allotted quantities and cost associated with each CLIN.

This contract is incrementally funded in the amount of $ TBD: additional funding will be added by a contract modification. The Contractor is not authorized to exceed the obligated value on this contract. Per Section F.1, this contract has a base period of twelve (12) months with four (4) twelve (12) month Option Periods.

The meal counts contained in the pricing tables are based on the average number of meals for each contract line item (CLIN) over the previous 12-month period. As such, the quantity of meals may vary from day to day based on the number of residents residing in the RSC. The maximum number of residents the RSC can accommodate is 102. CSOSA will complete an Order Ticket 48 hours prior to the contract performance start date and thereafter when changes in the resident population occur. When changes to the Order Ticket are necessary, CSOSA will submit a new Order Ticket Form to the Contractor by 4:00 p.m. prior to the effective day.

(End of Section B)

SECTION C – STATEMENT OF WORK

1.0 Background

(a) The Court Services and Offender Supervision Agency (CSOSA) was established under Section 11232 of the National Capital Revitalization and Self-Government Improvement Act of 1997 to effectuate the reorganization and transition of functions relating to pretrial services, parole, adult probation and offender supervision in the District of Columbia to a Federal Executive Branch agency. The mission of CSOSA is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community.

(b) The Re-entry and Sanctions Center (RSC) is a residential facility that provides intensive assessments and reintegration programming for high-risk offenders and defendants with extensive substance abuse histories who are under the supervision of the Government (pre- trial, probation or parole).

Defendants or offenders referred to the RSC receive evaluation, counseling, treatment readiness, and referral services to other treatment facilities. The RSC houses up to 102 male and female per day.

2.0 Scope of Work

The Contractor shall provide all necessary labor, supervision, supplies, materials, equipment, facilities, and transportation required to provide catered meal service to the CSOSA RSC residents in accordance with the requirements specified in this Statement of Work (SOW), on a firm-fixed price per meal basis. Payment to the Contractor will be based on the actual number of meals ordered.

2.1 Description of Services

(a) The Contractor shall prepare and deliver three (3) nutritionally balanced meals and one evening snack for each resident on a daily basis. All meals and evening snacks shall adhere to the guidelines of the United States Department of Agriculture (USDA) and the DC Department of Health, except where specifically modified by this contract. The USDA and DC Department of Health guidelines are available at the following URLs.

https://health.gov/dietaryguidelines/2015/guidelines/

(b) The Contractor shall purchase, maintain, and provide all food supplies, materials, and transportation required to perform this food service operation including, but not limited to:

insulated food transporting carts; reusable and disposable supplies; disposable trays; plates, and cups; individually wrapped eating utensils; napkins; individually packaged condiments; packed beverages; and when necessary, serving utensils.

(c) The Contractor shall be responsible for the off-site preparation of meals and snacks; the transportation of all food and related items to the RSC; and the delivery of all food and related items (Breakfast, Lunch and Dinner) to the six (6) residential units within the RSC, or to the RSC Basement Food Receiving Area (snacks and bag meals). (Note: CSOSA will identify the specific point of delivery within the RSC at the time of contract award)

2.1.1 Tasks/Requirements

The Contractor shall perform the following tasks described in this SOW:

Task 1: Menu Planning and Review

Task 2: Food Preparation Center (FPC) and Equipment Task 3: Food Storage and Inventory Requirements

Task 4: Meal Requirements (to include Holiday Meals) Task 5: Meal Transportation and Delivery Task 6: Records Task 7: Emergency Plan

2.1.2 Task 1 Menu Planning and Review

(a) The Contractor shall furnish CSOSA with planned cycle menus for the Healthy Heart (regular), Therapeutic, and Special diets on a quarterly basis. Fifteen (15) business days before the performance start date of the contract and no later than the fifteenth day of the month preceding the beginning of the new quarter thereafter the Contractor shall submit the quarterly menus. Each menu should contain a listing of the items that will be served for each daily meal and evening snack, to include the nutritional analysis required in (c) below. The Contractor shall submit any proposed changes/substitutions to the cycle menus no later than five (5) business days before a proposed change will take effect. Within three (3) business days of receipt of a proposed change, CSOSA will review and notify the Contractor of the menu change acceptance or rejection. CSOSA recognizes that there may be circumstances beyond the Contractor’s control when an immediate menu item change/substitution becomes necessary, and in those instances the Contractor shall provide immediate notification to the COR of the menu change/substitution along with the reason for the menu change/substitution.

(b) The Contractor shall ensure that all menus are approved by a registered dietician who is certified by the Commission of Dietetic Administration and who is licensed by a State, the District of Columbia, the Commonwealth of Puerto Rico, or a Territory of the United States.

(c) The Contractor shall provide an analysis of the caloric values of each individual meal item, to include the average amount of nutrients and calories served each day. The Contractor may use an industry standard software package (i.e., Nutritionist Pro or NutriGenie) to conduct this analyses.

2.1.3 Task 2 Food Preparation Center (FPC) and Equipment

(a) The Contractor’s Food Preparation Center shall conform to the guidelines established by applicable state and local requirements.

(b) The FPC shall have: waterproof painted walls; tile/brick type floor; stainless steel equipment; and a separate preparation area for clinical diets. In addition, the FPC shall be free from pests and vermin with adequate space for storage and stock rotation of refrigerated and dry goods.

(c) The FPC shall also contain: hot and cold running water, separate hand washing sinks, security protocols, and other nationally recognized manuals on diets; and Emergency Food Services Plans.

(d) All Food Service equipment purchased shall meet the American National Standards Institute (ANSI) standards for sanitation and safety and be certified or listed by a nationally recognized testing agency. The Contractor shall have available for inspection the last two (2) years of inspection reports.

2.1.4 Task 3 Food Storage and Inventory Requirements

(a) The Contractor shall store perishable food items at proper temperatures to prevent spoilage and other bacterial action. Perishables must be stored at or below 40 Fahrenheit, and frozen foods must be maintained at or below 0 Fahrenheit. Shelf stable foods must be stored between 45 and 80 Fahrenheit.

(b) Food not subject to further washing or cooking before serving shall be stored in a way that protects against bacterial cross contamination from foods requiring washing or cooking.

(c) All food stored in refrigerated units shall be covered to protect from contamination and labeled with the date of preparation/storage. Refrigerator/freezer temperatures must be checked and documented daily.

(d) Food may not be stored in locker rooms, restrooms, dressing rooms, trash/garbage rooms, mechanical rooms, under sewer lines, under leaking water lines, under open stairwells or under other sources of contamination.

(e) The Contractor shall maintain an adequate inventory of food items to fulfill the daily and emergency meal delivery requirements.

(f) The Contractor shall develop and implement stock rotation procedures that ensure “first in/first out” use.

(g) Condiments shall be protected from contamination by being stored in containers that are designed to provide adequate protection.

2.1.5 Task 4 Meal Requirements

2.1.5.1 Nutritional Value

All meals shall meet 100 percent of the daily United States Recommended Dietary Allowances/Daily Value (USRDA/DV) nutritional requirements for adults by gender. (See the following link: https://health.gov/dietaryguidelines/2015/resources/2015- 2020_Dietary_Guidelines.pdf - page 97)

a. The Contractor shall limit the sodium content of all meals to a maximum of 2300 milligrams daily, unless otherwise specified.

b. The Contractor shall limit saturated fats to less than 10 percent of calories served per day.

c. The Contract shall insure that at least half of the grains served daily are whole grains.

d. The meals provided under this contract shall meet the following daily standards, unless otherwise specified:

i. Approximately 2,200 to 3,000 calories on an average daily basis (or an average of 600-800 per meal and 400-600 per snack).

ii. Percent distribution of calories is to be as follows:

A. Protein 10% - 35% B. Carbohydrates 45% - 65% C. Fat 20% - 35%

iii. The Contractor shall not prepare food using any pork, pork derivatives, or pork products.

iv. All menu substitutions shall be equivalent in nutritional value and from the same food group of the approved menu item. All menu substitutions shall be prepared in writing by the Contractor and submitted to the COR or designee for approval 24 hours before the meal is served. The Contractor shall maintain all menu substitutions in a log for a period of at least one fiscal year and upon request, provide the log for the COR or designee’s review.

v. Samples of all foods served under this contract shall be available for at least 24 hours after serving for continuous quality improvement/sampling purposes

2.1.5.2 Meal Types

Heart Healthy (Regular Meal)

(a) The Contractor shall prepare three (3) nutritionally balanced meals and one snack for each resident on a daily basis. All meals shall adhere to the USDA standards except when modified by this contract.

(b) The evening snack shall include beverage and food items that complete the daily caloric and nutrient requirements. The snack may consist of, but not be limited to, a meat sandwich (non-pork), a non-meat sandwich, the appropriate condiments (e.g., mayonnaise, mustard, jelly, etc.), , and fruit, etc. The evening snacks shall be delivered at the same time as the dinner meal.

Bagged Meals

(a) Upon request, the Contractor shall prepare bagged meals for those residents who will be outside of the facility during mealtime, or who are otherwise unavailable during mealtime.

(b) The Contractor shall ensure that bagged meals are equivalent in portion size and caloric content to the replaced meal.

(c) The COR or another RSC representative shall furnish the Contractor the number of bagged meals required for each day by 4:00 pm of the day before the meal is to be served.

(d) All bagged meals shall be delivered with the breakfast meal unless otherwise specified.

(e) The bagged meal must be appropriately sealed to ensure that hygienic standards are maintained.

(f) All bagged meals must include a beverage and separately wrapped utensils and condiments, as necessary.

Special Diets/Food Allergies

(a) Special Diets are regular diets modified to comply with special food preferences due to religious or other practices. This may include vegan, semi-lacto, pepsco, or other varieties of vegetarianism. Special Diets may also include special content requirements or restrictions to address food allergies. These diets do not require a physician’s prescription or order; however, CSOSA will provide a written request for each Special Diet on the daily meal Order Ticket.

(b) The Contractor shall ensure that all Special diet meals are labeled for the appropriate residential unit(s) and type of special diet. For example, the label should reflect:

Unit 6: Special Diet – Vegan

(c) The Contractor’s Dietician shall approve the Special Diet meal contents and shall maintain a record of special diets ordered. These records shall be available for CSOSA’s review. Special diets shall meet the nutritional standards outlined in Task 4 (1).

Therapeutic Diets

(a) Therapeutic diets are modifications of the Heart Healthy Regular Diet that are prescribed by a physician, physician’s assistant, or nurse practitioner. Typical therapeutic diet menus may include specific descriptions of liquid, soft, bland, diabetic, reduced fat, reduced cholesterol, reduced sodium, mechanical soft (dental soft), etc. or combinations of these.

(b) The Contractor’s Dietician shall plan and supervise the preparation of all therapeutic diets.

(c) Due to the medical nature of therapeutic diets, the Contractor shall ensure that a compliant therapeutic diet meal is delivered within 24 hours of receipt of a Therapeutic Diet Order Ticket.

(d) The Contractor shall ensure that all Therapeutic Diets are labeled for the appropriate residential unit(s), type of prescribed diet, and a listing of the menu items provided for each meal. For example, the label should reflect

Unit 3: Therapeutic Diet – Liquid (Chicken Broth, Jello, Coffee, Gatorade)

Nutritional Supplements

If prescribed by a physician, and so ordered by CSOSA, the Contractor shall provide up to three daily servings of nutritional supplements (e.g., Ensure, Sustacal, etc.) in place of, or in addition to, meals and snacks. This also includes Lactaid Milk.

Holiday Meal Requirements

For the designated holidays of Thanksgiving and Christmas Day, the Contractor shall provide a traditional U.S. holiday dinner menu that meets the caloric and nutritional requirements outlined in Task 4 (1).

2.1.5.3 Meal Ordering

Order Forms and Delivery Tickets

(a) The Contractor shall supply the order forms for the Government’s use. The COTR or a designated Government staff member will fax over the meal count to the Contractor when changes are necessary. The Form should include at a minimum the following:

(1) Ticket number;

(2) Date and time of delivery;

(3) Order number;

(4) Meal type;

(5) Food items served;

(6) Quantity delivered;

(7) Unit Price;

(8) Extended amount;

(9) Carrier operator’s name;

(10) Name and signature of Government representative receiving the items; and

(11) Food temperatures at the time of delivery.

(b) The delivery ticket shall contain, at a minimum, the same information as the order form. The Contractor shall utilize a delivery ticket to record each delivery. One copy of the delivery ticket shall be left with the Government with each meal delivery

(c) Under no circumstances shall a discrepancy in the information be corrected without written approval from the COR.

2.1.6 Task 5 Meal Transportation and Delivery

2.1.6.1 Transportation

(1) The Contractor shall transport hot meals in accordance with Federal, State and local laws and regulations for the transportation of prepared meals. The Contractor shall ensure temperature of a minimum of 140 degrees Fahrenheit from the time of preparation to the time of human consumption for hot food items. The Contractor shall ensure that the transporting containers are industry approved for use when delivering meals.

(2) The Contractor shall transport cold meals and milk-based products in accordance Federal, State and local laws and regulations for the transportation of prepared meals. The Contractor shall ensure temperatures of a maximum of 40 degrees Fahrenheit during and after transport. The Contractor shall ensure that the transporting containers are industry approved for use when delivering cold meal items

(3) All drivers shall be properly licensed and insured and all vehicles shall be sanitary and comply with required health and vehicle regulations.

(5) The preparation, packaging, and transportation of all foods will be closely supervised by the Contractor and monitored by RSC staff to assure that all safety and sanitation standards are met.

2.1.6.2 Delivery

(1) The Contractor shall deliver all meals in food transporting carts that will ensure the meals are delivered at the proper temperatures.

(2) The Contractor shall furnish CSOSA with a written protocol for ensuring that all meals will be delivered and served at the proper temperatures and in a manner that makes them palatable and safe for consumption (140 degrees Fahrenheit or above for hot food, 40 degrees Fahrenheit or below for cold food), visibly pleasing, seasonably appropriate; and complete with condiments (e.g., margarine, jelly, syrup, salad dressing, sugar, salt, pepper, ketchup, mayonnaise, mustard, sugar substitutes, salt substitutes, etc.) and cutlery (i.e., spoon, fork, knife).

(3) The Contractor shall, in the presence of the designated RSC staff member, verify and log food temperatures upon delivery to the RSC. The Contractor shall replace any meal that is 15 degrees above or below the temperatures defined in Task 5 (b); or is otherwise spoiled or not palatable within one (1) hour of receiving notification from CSOSA.

(4) To eliminate delays during the delivery process, the Contractor’s driver shall phone the RSC’s

Security desk on (202) 442-1100 or (202) 442-1101 to notify them of his/her approximate arrival time. The driver shall proceed to the rear of the RSC building and ring the Air-phone Intercom system to alert the RSC’s security staff member of his/her arrival.

(5) The RSC Security staff member shall conduct a routine security screening using a hand-held metal detector and the driver will be escorted at all times to and from each residential unit by a member of the RSC Security Staff and/or RSC Staff, the escort will remain with the driver until the driver departs the facility.

(6) Upon arrival on the first delivery unit, an appropriately trained and certified RSC staff member shall test the temperature of each delivered food item in the presence of the Contractor’s representative to ensure adherence to the standards contained herein. All temperatures shall be recorded on the meal delivery ticket. The point at which the temperature is taken shall be deemed the point of delivery for this contract. The RSC staff member shall also verify the type and quantity of meals received; and any menu substitutions or omissions, noting any discrepancies on the meal delivery ticket. After verifying the temperatures and meal contents, the RSC staff members shall indicate the Government’s acceptance of the delivery by initialing the meal delivery ticket. In the event that meal temperatures or delivery contents fail to meet the standards contained herein, the delivery shall be considered rejected.

(7) Any food items delivered 15 degrees above or below the required temperature shall be rejected in accordance with the procedure noted in (6) above. All rejected items shall be replaced by the Contractor within 60 minutes.

2.1.7 Task 6 Records

(a) The Contractor shall maintain diet order forms for those residents on special or therapeutic diets that address dietary needs and serve as the basis for resident tray labeling.

(b) The Contractor shall maintain the record(s) for each resident on special or therapeutic diets in a locked file controlled by appropriate Contractor staff. Unauthorized disclosure of the file by the Contractor is prohibited in accordance with the Privacy Act. The record(s) shall identify the actual food items served at each meal.

(c) All dietary records created under this contract shall become a part of the RSC resident’s file. The

Contractor shall turn over the resident’s records to CSOSA no later than 30 days after modification of the diet.

(d) Each resident’s record shall be available for review upon request from CSOSA.

(f) The Contractor shall maintain menu substitutions on file for the contract base and each option period.

(g) The Contractor shall maintain a communication log for accidents or unusual incidents and will make it available for review upon request by CSOSA.

2.1.8 Task 7 Emergency Plan

The Contractor shall submit an emergency plan for the provision of food services to the Contracting Officer within 15 business days of contract award. This emergency plan shall include details on how the Contractor will continue to provide the required services under this contract under emergency circumstances such as inclement weather, lack of water, lack of electricity, lack of qualified personnel, insufficient quantity of food items, transportation problems, etc., or the closing of its facility by the Department of Health.

2.2 Staffing Requirements

Contractor employees must be U.S. citizens or be lawfully permitted to reside in the United States and have possession of a valid work permit.

The Contractor shall provide CSOSA with copies of all Key Personnel (Program Manager, Dietitian) resumes and licensures as applicable.

2.2.1 Program Manager

The Contractor shall assign a Program Manager to serve as the primary point of contact to CSOSA in the performance of this contract. The Program Manager shall have the authority to fully represent the Contractor in all contractual and technical matters. The Program Manager will be a Key Person.

2.2.2 Dietician Requirements

The Contractor shall work with a qualified, credentialed, licensed Dietician in the performance of this contract. The Dietician shall:

(a) Possess a Bachelor’s degree from an accredited college or university;

(b) Have completed a didactic program in dietetics accredited by the Commission on

Accreditation for Dietetic Education (CADE);

(c) Have completed a CADE accredited supervised practicum;

(d) Be certified by the Commission on Dietetic Registration (CDR), the credentialing branch of the American Dietetic Association;

(e) Possess a current, full, and unrestricted license to perform dietician/nutritionist services for a State, the District of Columbia, the Commonwealth of Puerto Rico, or Territory of the United States; and

(f) The Dietician shall develop cycle menus for all meals for each diet type, including therapeutic, heart healthy (regular), and special.

(g) The Dietician shall assess and evaluate the food preparation, temperature, portion control, appearance of trays, nutritional value, quality of food, and sanitation of services.

(h) Upon receipt of a therapeutic or special diet order, the Dietician shall direct and monitor the preparation, serving, and tracking of such orders.

2.2.3 Food Service Staff Requirements

(a) All supervisory personnel must have completed a health and food sanitation course required by applicable federal, state, or local regulations.

(b) If required under federal, state, or local regulations, the Contractor shall ensure that all food handlers have a current food handler certification that is available at all times for review at the food preparation facility.

(c) The Contractor shall provide its staff with on-going training in food handling and preparation, sanitation and safety procedures, and food serving procedures.

(d) The Contractor shall require any person who handles, prepares, serves, or transports food to have a current physical examination and meet the medical clearance requirements as specified by the state or local jurisdiction in which the Contractor operates.

(e) The Contractor shall immediately remove all food servers/handlers found or suspected to be suffering from a communicable disease, disorder, or respiratory problem from performance under this contract.

(f) The Contractor shall provide its food handlers with appropriate clothing including hair and beard coverings and disposable gloves that shall be worn during the complete meal service operation.

(g) The Contractor’s employees preparing, serving, or transporting food shall thoroughly wash their hands and exposed portions of their arms with soap and warm water before starting work; during work, as often as necessary to keep them clean; and after smoking, eating, drinking or using the toilet. The Contractor’s employees that prepare, serve, or transport food for this Contract shall use barriers such as gloves, hairnets, and beard guards. The Contractor’s employees shall deliver food to the RSC Units utilizing fresh, clean gloves.

(h) The Contractor shall post hand-washing signs in all lavatory areas over sinks. Hand-cleansing soap, towels and /or air dryers are to be available and fully operable in each lavatory. The use of common towels or bar soap is prohibited.

(i) The Contractor shall ensure that its employees shall not use tobacco in any form in the food preparation, service, or staging areas.

2.2.4 Transportation and Delivery Staff Requirements

The Contractor shall ensure that the individual(s) assigned to transport food and related items under this contract possess a valid driver’s license with the appropriate endorsements for the classes of vehicles used to transport the food and related items.

2.2.5 Physical Standards

Communicable Disease/TB Testing - The Contractor shall ensure that all contract staff assigned to perform under this contract are tested annually for Tuberculosis using Purified Protein Derivative (PPD) tuberculin test. In the event that the Contractor’s staff is not able to take a tuberculin test, the Contractor shall submit annual chest x-ray results demonstrating asymptomatic clearance by a medical doctor. Results of all tests/x-rays shall be provided to CSOSA upon contract award and each subsequent year thereafter. The Contractor shall provide the test results of its delivery personnel staff assigned to this contract within 10 days of contract award. Any and all replacement or interim personnel delivering food to the RSC must have been tested and the results provided to the Government prior to delivering food to the RSC. The Government strongly encourages the Contractor to require its staff to maintain current immunizations (i.e., influenza, hepatitis, tetanus, etc.). The Contractor shall remove from performance under this contract any of its staff members that are found or suspected to be suffering from a communicable disease, disorder, or respiratory problem.

2.3 Regulatory Standards

(a) The Contractor shall provide all services in compliance with the appropriate local licensing and regulatory body governing the food service industry for the jurisdiction in which it operates. The Contractor shall provide CSOSA with copies of all survey/evaluation reports issued by any regulatory body and shall keep CSOSA updated regarding any deficiencies cited and corrective action plans undertaken to ensure compliance with the appropriate standards.

(b) The Contractor is responsible for maintaining all health codes and standards of sanitation and safety in the storage, handling, preparation, transportation and delivery of food as enacted by the USDA and state or local regulations.

(c) The Contractor, at its own expense, shall maintain all federal, state, and local licenses and permits required for the operation of food services provided herein.

(d) The Contractor shall ensure that all professional employees maintain appropriate current licensure and/or certification to perform the duties to which they are assigned under this contract. Copies of licensure/certification shall be provided to the Contracting Officer within ten (10) business days of award, upon a change in personnel, or upon request from CSOSA throughout the period of performance.

(e) To ensure compliance with the terms and conditions of this contract, the Contractor shall participate in quarterly program review meetings to discuss general contract operations. The Contractor shall ensure the presence of the Program Manager who is capable of discussing and making commitments related to both administrative and operational aspects of this contract.

(f) At no time shall the Contractor’s staff make contact with any of the RSC residents. The Contractor staff shall address any concerns or problems concerning residents immediately to the RSC Program Director, Shift Supervisor(s) or Contracting Officer Representative (COR).

(g) Upon award, the Contractor shall designate one (1) primary and one (1) alternate point of contact to communicate with the Contracting Officer and COR assigned to this contract. The Contractor shall refrain from discussing specific contract performance issues with anyone other than the Contracting Officer and/or COR.

(h) If any of the requirements specified in this contract exceed the regulatory requirements of the

Contractor’s governing Federal State and local regulation, the Contractor may, in writing, request the Contracting Officer grant relief from the requirement.

2.4 Reporting Requirements

The Contractor shall prepare and submit the following reports to the Contracting Officer with one copy for the COR:

(a) Monthly Activity Report

The Contractor shall furnish a Monthly Activity report to CSOSA with the submission of each invoice. These reports are short status reports, to inform CSOSA of significant events, problems, and changes associated with the delivery of services. The report must contain a summary of the number of resident meals served per day by unit, along with changes or substitutions to the written menu.

(b) Menus

The Contractor shall furnish the proposed quarterly cycle menus, and the analyses required by Tasks 1 (a) and 4 (1), to the COR.

(c) Incident Report

The Contractor shall verbally report any and all significant problems to the COR and Contracting Officer (CO) immediately. A detailed written incident report shall be prepared no later than 24 hours after an incident occurred and will be attached to the monthly progress activity reports.

(d) Inspections reports, audits or reviews from Federal, State, and local regulatory officials

The Contractor shall provide to the COR within two (2) working days of receipt any and all Inspections Reports, audits or reviews from Federal, State, and local regulatory bodies. Any inspections reports, audits or reviews that that jeopardize the Contractor’s ability to perform shall be reported in accordance with section 2.6 ©above.

2.5 Re-Entry and Sanctions Center Security

(a) The Contractor agrees to adhere to all regulations prescribed by CSOSA with regard to the safety and security of the RSC facility, staff, and residents.

(b) Contractor staff assigned to this contract for food delivery will be escorted at all times by the RSC

Security Officers and/or RSC Personnel.

2.6 Transition

2.6.1 Kick-Off Meeting

The COR will schedule a Kick-Off meeting with the Contractor within five (5) days of contract award.

2.6.1 Transition Schedule

The Contractor shall develop a Transition Schedule that demonstrates the Contractor’s ability to begin service fifteen (15) calendar days following contract award and shall provide the schedule to the COR at the Kick-Off meeting.

(End of Section C)

SECTION D - PACKAGING AND MARKING

D.1 MEAL PACKAGING AND MARKING REQUIREMENTS

(a) Hot meals shall be served pre-plated on individual trays with overlay made of non-toxic material.

The Contractor shall use portion control devices in plating the meals to ensure that the meal portions are consistent with the amounts identified on the menu. The overlay shall have an airtight closure to ensure proper sanitation. All containers shall have the capacity to withstand temperatures of a minimum of 140 degrees Fahrenheit or 204 degrees centigrade.

(b) Cold meals containers shall be made of nontoxic materials (plastic or paper board wedge, sealed by polystyrene film) and the overlay shall be airtight to ensure proper sanitation and have the capacity of maintaining meals per standard regulations. The Contractor shall use portion control devices in plating the meals to ensure that the meal portions are consistent with the amounts identified on the menu.

(c) Fresh fruits, bread products, pastries, cereals and other single served food components shall be individually packaged in plastic or paper board wedge and sealed with polystyrene film.

(d) All condiments and eating utensils shall be individually or combined packaged in plastic or paper board wedge and sealed with polystyrene film.

(f) Food labeling shall consist of the following information: meal type, item identity; date of production; quantity of units per carton.

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection will be in accordance with FAR 52.212-4(a) and the terms and conditions in this Section E.

E.2 INSPECTION AND/OR ACCEPTANCE

The CSOSA Contracting Officer’s Representative (COR), as designated in the resultant contract shall be responsible for performing the inspection of all services rendered under this contract and for recommending acceptance of replacement/correction of services or materials that fail to meet the contract requirements to the CSOSA Contracting Officer (CO).

E.3 GENERAL

Inspection of meals furnished hereunder shall be performed at the RSC by the COR or a member of the RSC.

(End of Section E)

SECTION F - DELIVERIES AND PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance shall be twelve (12) months from date of award with four (4) twelve (12) month option periods.

Base Period - 01 August 2017 – 31 July 2018 Option Period 1 – 01 August 2018 – 31 July 2019 Option Period 2 – 01 August 2019 – 31 July 2020 Option Period 3 – 01 August 2020 – 31 July 2021 Option Period 4 – 01 August 2021 – 31 July 2022

F.2 TIME OF DELIVERY

Time of delivery is crucial to performance of this contract. Meals must be provided in accordance with the following times:

Breakfast 6:30 a.m.

Bag Meal 6:30 a.m. (as requested) Lunch 11:30 a.m.

Dinner 4:30 p.m.

Snack 4:30 p.m.

Any deviation from the delivery requirements by the Contractor may be allowed only upon advance written agreement from the Contracting Officer.

F.3 NOTICE TO GOVERNMENT OF DELAYS

In the event the Contractor encounters, or anticipates encountering, difficulty in meeting performance requirements, or in complying with the contract delivery schedule or completion date, or whether the Contractor has knowledge that any actual or potential situation is delaying, or threatens to delay, the timely performance of this contract, the Contractor shall immediately, within one (1) business day, notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this notification shall be informational only in character, and that this provision shall not be construed as a waiver by CSOSA of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

F.4 EMERGENCIES

In the event of unforeseen emergency circumstances, such as natural disasters, acts of God, or any other major business interruptions, the Contractor shall immediately notify the COR of the following:

1. The impossibility of on-time delivery;

2. The circumstances precluding delivery; and,

3. Provide a statement of whether or not succeeding deliveries shall be affected.

F.5 SCHEDULE OF REPORTING REQUIREMENTS

F.5.1 Required Reports

The Contractor shall provide the following reports to CSOSA in accordance with the terms of this contract:

Reporting Schedule of Delivery Emergency Plan (Section 2.1.8, Task 7) Within 15 business days of contract award

Proof of Insurance (Section I) Within 10 business days of contract award

Activity Report (Section 2.6 (a)) Monthly with invoice for payment

Menus (Section 2.1 Task 1) 15 business days before the start of performance, 5 days prior to any proposed changes, immediately when unanticipated change/substitutions occur

Incident Report (Section 2.6 (c)) Verbal notification followed with a written report within 24-hours of the incident

Inspections Reports, audits or reviews from Federal, State, and local regulator officials (Sections 2.6 (d))

Within 2 business days after the Contractor receives the report, audit or review.

F.5.2 Performance Summary

The performance matrix below reflects the requirements considered by the Government to be most important for the successful performance of the contract. The Contractor shall adhere to the performance targets identified in the matrix.

Performance Matrix

Task 1

a. Cycle Menu

b. Conduct Analysis.

Contractor shall provide daily menu items listing the caloric value of each item, average amount of nutrients and calorie served each day.

Contractor to provide analytical report listing the average amount of calories and nutrients served each day/client.

80%

100%

Quarterly Review

Quarterly Review

Review and approved all cycle menus and respond to Contractor within 7 business days of receipt of report.

Evaluate report quarterly.

Task 2 Maintenance of Food Preparation Center (FPC) and Equipment.

Contractor shall conform to the guidelines of State and Local requirements.

Quarterly Reviews

The Government shall conduct quarterly and random site visits.

Task 3

Food storage, maintenance and inventory.

The Contractor shall store perishable food items at appropriate temperatures, protect against cross contamination, maintain appropriate preparation and storage labeling dates.

Maintain adequate food

Quarterly conduct quarterly site-visits and review files for compliance.

inventory.

Implement a stock rotation procedure.

Task 4 Nutritional Guidelines and Meal Requirements.

Meal Substitutions

Meal Samples.

Bagged Meals

Special Diets

Therapeutic Diets

Holiday Meal Requirement

The Contractor must comply with the USDA recommended dietary allowances for all meals and snacks.

maintain a log of all menu substitutions.

provide the Government with a daily sample of each meal for continuous quality improvement/sampling.

The Contractor to ensure bagged meals is equivalent in portion size and caloric content.

ensure that all special diets are labeled for the appropriate resident unity and type of special diets.

The Contractor must ensure diets are implemented within required timeframe.

provide traditional holiday dinner meals

90%

Quarterly

Annually

Daily

On Going

On-going

The Government will review the quarterly menus and reports to ensure compliance with USDA guidelines.

review the logs annually.

Sample meals will be inspected daily.

Bagged meals will be inspected randomly.

inspect meals daily to ensure appropriate labeling.

review meal request log randomly.

Task 5 Meal Transportation and Delivery ensure all meal are delivered and served at the proper temperature.

The Contractor shall ensure that all meals are delivered within the specified timeframes.

As Needed inspect and review all meals delivered daily.

monitor the food delivery.

Task 6 Records

The Contractor shall maintain all RSC files in a locked file controlled by appropriate Contract staff.

100% On-going The Government shall conduct random reviews of the Contractor files.

Task 7 Emergency Plan provide a plan for the provision of food in the event of an emergency.

Within 15 days of Contract Award review the plan annually.

(End of Section F)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 INVOICE INSTRUCTIONS

A. Requirements and Procedures

The Prompt Payment Act requires that all agencies make payment to their contractors on time, pay interest when payments are late, and take advantage of discounts when offered and when payment is made prior to the discount date.

B. Payment Procedure for all Invoices

1. Submission of Invoices Invoices for goods received or services rendered under this contract shall be submitted on a timely basis upon the completion of all services or the delivery of all items required by the contract or order. For contracts or orders requiring services or the delivery of items over several months, the contractor shall invoice on a monthly basis. Contractors performing recurring services should not invoice with a frequency greater than monthly unless provided explicit permission to do so.

All invoices should be sent electronically (Preferred Method) directly from the vendor to Office of Financial Management (FMO) while simultaneously coping the Contracting Officer (CO) and Contracting Officer Representative (COR) at:

Invoices.mailbox@csosa.gov, Simultaneously copy the COR: TBD Simultaneously copy the Contracting Officer: Crandell.McDonald@csosa.gov

Although not preferred, the contractor may mail invoices and any required backup documents. In cases that prohibit an electronic submission, the vendor shall:

Mail the invoice to:

Court Services and Offender Supervision Agency Office of Financial Management 633 Indiana Avenue, NW Room 850 Washington, DC, 20004-2902

Invoices sent by vendors to locations other than the email above are not considered officially received by the Agency until actually received and date stamped by OFM.

The following information must be included on the invoice:

1. Contractor Tax Identification Number.

2. Contractor Mailing Address.

3. Contractor Phone Number.

4. Date of Invoice.

5. Contractor Invoice Number (unique).

6. CSOSA Contract / Order Number.

7. CSOSA Contract Line Item Number (CLIN) or item number.

8. Description, price, and quantity of work or services delivered in accordance with the Contract or Purchase Order.

9. Detailed list of date(s) and hour(s) of services performed or merchandise provided to

CSOSA.

The contractor must submit an invoice for every CSOSA contract / Order Number. The invoice must identify the specific Contract Line Item Number (CLIN) or item number for which the contractor is seeking payment under the contract or order. If the invoice covers multiple CLIN or item numbers, the invoice must identify specific amounts and activity applicable to each.

(a) Acceptance and Receipt Approval

CSOSA is bound by the Prompt Payment Act (5 CFR Part 1315) to reimburse vendors on the 30th calendar day after a proper and valid invoice is officially received by the Agency.

Invoices submitted without required information are not considered proper. If the invoice is disputed / rejected by CSOSA, the COR appointed to the contract or order will notify the contractor in writing of the dispute within seven (7) days of the CSOSA invoice official receipt date (the date stamped on the invoice by OFM). The COR’s dispute / rejection notification will identify the specific invoice items and amounts being disputed, reason the items or amounts are disputed, a reference to the specific terms of the contract which supports the government’s dispute, copying the Contracting Officer and a request for an immediate explanation and / or corrected invoice. During the period of dispute, the Contractor is not entitled to any payment or interest. Payments will not be made to the Contractor until actual acceptance by the Government occurs.

Contractor inquiries concerning an invoice payment may be made to the COR at any time or to OFM thirty (30) calendar days after a proper invoice has been submitted. The contractor may make payment inquires to the Invoices email address identified above in paragraph “B1” or by calling Ms.