Dietary Specifications (1).docx

REQUEST FOR QUOTATION

ARFQ 0512 HOP25*04

1. PURPOSE AND SCOPE: The State of West Virginia, Office of Shared Administration, Purchasing Division, is soliciting bids on behalf of the Department of Health Facilities (DHF) Hopemont Hospital to provide Dietary Services to the residents in Hopemont Hospital.

NOTE: This request is covered in part or entirely by federal funds. All bidders will be required to acknowledge and adhere to Attachment 1 - “Provisions Required for Federally Funded Procurements.”

NOTE: DoHS OSA has developed an EEOP Utilization Report, and it is available at

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1“Contract Services” means provide management and operation of the Dietary Department to provide 2 snacks & 3 meals a day 365/366 days per year for our Resident as more fully described in these specifications.

2.2“Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3“Solicitation” means the official notice of an opportunity to supply the State with goods or services.

3.QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Have a minimum of 3 years experience in Managing a Dietary Operation on a large scale.

3.2 Must have all licenses and permits to operate a Dietary operation in a Long-Term Care facility as defined in West Virgina and CMS code including but not limited to Food Handler Training license and / or Food Manager license. West Virginia Code | §16-2-16

4.MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Vendor must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 Vendor must provide Dietary Staff and Management staff necessary to meet the food production needs for Hopemont Residents to include 2 snacks and 3 meals required to meet individual needs 7 days per week, 365/366 days per year.

4.1.2 Vendor must report to Hopemont Hospital management on a monthly basis for the monthly and year-to-date cost incurred by the Dietary services provider, report on a daily basis the status and updates of the kitchen operation.

4.1.3 Vendor must meet all Federal, State, and Local laws/requirements for food production in a nursing home / long term care facility.

4.2 Contract Vendor shall:

4.2.1 Purchase all food for the production of required meals and snacks from the kitchen operation as listed on the menu.

4.2.2 Purchase all Oral supplements as required for residents per Hopemont’s Dietician and Physicians. Such as but not limited to: Boost/Ensure, Boost Breeze/Ensure clear liquid, Glucerna Vanilla Shake, Twocal HN, ProSource, Thicken Liquids, Magic Cups, Mighty shakes, Shakes, Milk, Fruit, Yogurt, Ice Cream, Sherbet, Sandwiches, Cookies, Crackers, Pudding, Juice, Milkshakes and Similar items.

4.2.3 Purchase all Snacks.

4.2.4 Purchase all Supplies/Ware, Chemicals, Paper and Plastics.

4.2.5 Purchase all Small Wares

4.2.6 Purchase all Supplies necessary for kitchen operation.

4.2.7 Deliver and serve meals to Residents as instructed by Management.

4.2.8 Purchase and maintain a 3-day emergency food and water supply as designated by the facility emergency preparedness manual. All products must be ensured to be checked weekly to ensure to be up to date and managed.

by the facility administrator.

dietary and nutritional needs.

4.3.4 Adhere to Federal Center for Medicare and Medicaid Services (CMS) regulatory requirements regarding dietary services.

4.3.5 Adhere to WV State Nursing Home licenses rule regarding dietary services.

4.4 Successful vendor must provide qualified healthcare professionals to accommodate the Facility’s needs and must comply with all Agency policies and procedures, Federal and State statutory and regulatory requirements, and standards for applicable accreditation and licensure bodies.

4.4.1 New Vendor staff must participate in facility hiring protocol that includes but not limited to APS background, WV Cares and drug and alcohol screening.

4.3 New vendor staff must participate in the facility’s new hire orientation prior to starting work in the kitchen.

4.4 Vendor must provide their own Internet connection.

4.5 Vendor must provide billing, fixed cost on a weekly basis and variable cost on a monthly basis.

4.6 Vendor must provide a start date within 4 weeks of contract award.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by fixed cost weekly invoices (to include labor cost) and monthly invoices for variable cost such as food and supply purchases).

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay weekly fixed cost and monthly variable cost, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

9.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5 Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1 The following shall be considered a vendor default under this Contract.

10.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2 Failure to comply with other specifications and requirements contained herein.

10.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available to Agency upon default.

10.2.1 Immediate cancellation of the Contract.

10.2.2 Immediate cancellation of one or more release orders issued under this Contract.

10.2.3 Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________ image1.emf