Final_RFP_758_2500000056_2_SO_FORM.PDF

Document ID: RFP 758 2500000056 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: Western State/Central State Hospital Foodservice Management

Date Issued:

10/25/2024 Record Date:

10/25/2024

Solicitation Closes Date:

11/07/2024 Time:

15:30

Solicitation No:

RFP 758 2500000056

Reason for Modification

October 25, 2024- Addendum #1 to post Commonwealth's responses to vendor questions. Please note that the cost sheet and the terms and conditions have been updated. There are no other changes.

Online Bidding Prohibited: No For Information Call:

Daniel Salvato 502-564-5862

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFP 758 2500000056 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Western State Hospital - Food Services 1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

95844 Food Management Services (Incl. Hygiene, Contamination, Pres

Extended Description Western State Hospital Foodservice

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

2 Central State Hospital - Food Services 1.00000 EA

Comm Code Comm Description Manufacturer Model # Manuf Part #

95844 Food Management Services (Incl. Hygiene, Contamination, Pres

Extended Description Central State Hospital Foodservice

Shipping Information CHFS DBHDID - Western State Hospital Shipping/Receiving 2400 Russellville Road, PO Box 2200

Hopkinsville KY 42240

Billing Information CHFS DBHDID - Western State Hospital

2400 Russellville Road, PO Box 2200

Hopkinsville KY 42241-2200

Document ID: RFP 758 2500000056 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item

Request for Proposal (RFP)

For Western State/Western State Nursing Facility and Central State Hospital Foodservice Management

RFP 758 2500000056

Release Date: October 11, 2024

CLOSING DATE AND TIME:

November 7, 2024 at 330 PM ET

Issued by The Finance and Administration Cabinet

Commonwealth Buyer:

Daniel Salvato, CPPB. KCPM, NIGP-CPP Assistant Director

COMMONWEALTH OF KENTUCKY

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 Mero Street, 5th Floor Frankfort, KY 40622

(502) 564-5862 daniel.salvato@ky.gov

TABLE OF CONTENTS

Proposal Submission Checklist Section 1 – Summary Section 2 – Introduction Section 3 – Scope of Work Section 4 – Not Applicable to this Procurement Section 5 – Procurement Requirements and Instructions Section 6 – Proposal Submission Section 7 – Proposal Evaluation Section 8 – Negotiations Section 9 – Contract Requirements Section 10 – Standard Terms and Conditions

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2500000056 Final Western State/Central State Hospital Foodservice Management

Total Pages: 64 mailto:daniel.salvato@ky

PROPOSAL SUBMISSION CHECKLIST

The vendor MUST include the following with the proposal submission.

If the items below are not submitted with the proposal submission, the Commonwealth MUST deem the proposal non-responsive and SHALL NOT consider for award.

*PROPOSED TECHNICAL SOLUTION

*PROPOSED COST SOLUTION

All other items MUST be submitted prior to award.

TRANSMITTAL LETTER [see Section 6.7(A)]

REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION IF

APPLICABLE (see Section 6.7 ©], CERTIFICATE OF AUTHORITY- REGISTRATION WITH SECRETARY OF STATE BY A

FOREIGN ENTITY IF APPLICABLE [see Section 6.7 (D)]

REQUIRED ANNUAL AFFIDAVIT AND OTHER AFFIDAVIT(S)

https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders %20Offerors%20and%20Contractors.pdf

EEO FORMS IF APPLICABLE [see Section 10.19]

INSURANCE REQUIREMENTS (see Section 10)

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Management

Total Pages: 64 https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required%20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

SECTION 1 – RFP SUMMARY

1.1 Estimated Schedule of RFP Activities

The following table presents the anticipated schedule for major activities associated with the RFP distribution, proposal submission, proposal evaluation process, and contract award.

The Commonwealth reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.

Anticipated Schedule of Activities

Release of RFP

October 11, 2024

Vendors’ Site Visit: Central State Hospital 10510 La Grange Rd, Louisville, KY 40223

October 21, 2024 at 10:00

AM ET

Vendors’ Site Visit: Western State Hospital 2400 Russellville Rd, Hopkinsville, KY 42240

October 22, 2024 at 10:30

AM CT

Vendors’ Written Questions due by 12:00 PM ET

(SUBMIT QUESTIONS ON VENDORS’ QUESTION FORM)

October 23, 2024

Commonwealth’s Response Vendors’ Written Questions

October 25, 2024

Proposals due by 3:30 PM ET

November 7, 2024

1.2 Vendors’ In Person Site Visit

Vendors In Person Site Visit

The Commonwealth has scheduled two site visits:

October 21, 2024 at 10:00 AM ET Central State Hospital 10510 La Grange Rd, Louisville, KY 40223

October 22, 2024 at 10:30 AM CT Western State Hospital 2400 Russellville Rd, Hopkinsville, KY 42240

Any vendor interested in attending the site visit, must send an email to the Commonwealth Buyer daniel.salvato@ky.gov and provide the names of no more than two representatives no later than Wednesday, October 17, 2024 at 2:00 PM ET to let the buyer know that you would like to attend.

Vendors are permitted a notepad and pen/pencil only (cell phones/cameras are not permitted and should be left in the vendor’s vehicle.)

The site visit will allow bidders a chance to satisfy themselves as to all general conditions that may affect the cost of performance of the contract; to the extent, such information is

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2500000056 Final Western State/Central State Hospital Foodservice Management mailto:daniel.salvato@ky.gov reasonably obtainable. The Commonwealth shall not be bound by oral statements made at the site visit or made at any other time by any member of the Commonwealth’s staff.

Vendors are not to ask questions during the site visit. All questions shall be submitted in writing to the Commonwealth Buyer.

In no event will a failure to attend the site visit constitute grounds for a claim after award of the contract.

1.3 Issuing Office

The Commonwealth of Kentucky, Finance and Administration Cabinet, Office of Procurement Services, is issuing this RFP on behalf of Western State Hospital/Western State Nursing Facility and Central State Hospital. The Finance and Administration Cabinet is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms and conditions of this RFP.

A contract, based on this RFP, may or may not be awarded. Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet.

1.4 Agencies to Be Served

This contract shall be for use by the Cabinet for Health and Family Services, Department for Behavioral Health, Developmental and Intellectual Disabilities. No shipments shall be made except upon receipt by vendor of an official delivery order from the using agency.

SECTION 2 - INTRODUCTION

2.1 Purpose

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307. Cabinet for Health and Family Services, Department for Behavioral Health, Developmental and Intellectual Disabilities is seeking vendors to provide food service operations in Western State Hospital /Western State Nursing Facility and Central State Hospital in accordance with the minimum requirements contained herein.

Vendors may issue a proposal for either facility or a combined proposal to operate both facilities.

2.2 Background

Central State Hospital:

Central State Hospital is a Licensed, The Joint Commission Accredited, psychiatric in-patient hospital with the average daily census being 50 - 60 patients. There are approximately 250 employees at the facility.

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Management

Central State Hospital currently operates under a monthly food service operation fee with direct reimbursement of supplies. The contractor provides the necessary food management personnel to effectively manage the Hospital's food service. Contractor monthly rate for the staffing and operations is all-inclusive with no management fee or hourly rate. Food and supplies are reimbursed at actual costs. The reimbursement to the Contractor is on a monthly basis for direct cost of food / supplies based on actual vendor invoices, no mark-up. This includes items such as food, small appliances, cleaning supplies, etc. used in food service operations.

Western State Hospital:

Western State Hospital (WSH) and Western State Nursing Facility (WSNF.)

The following facilities are located on the campus: Western State Hospital-

175 bed Psychiatric Facility, and Western State Nursing Facility-144 bed Nursing Facility.

Western State Hospital currently operates under a per census management model with the vendor providing all necessary personnel and food items to prepare three meals and three snacks per day, seven days per week.

Western State Hospital directly reimburses for employee meal cost.

The contractor shall provide the necessary food management personnel to effectively manage the Hospital’s food service.

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SECTION 3 – SCOPE OF WORK

The Contractor shall provide food service operations that meet or exceed the minimum service requirements outlined in this RFP. Based on the unique operational needs of the behavioral health system and on available funding, the Department reserves the right to require the successful Contractor to adjust the number of patients served at any contracted site. Therefore, the Contractor should be prepared in advance to make any necessary changes as required due to operational changes or patient population changes.

Facility Specific Information:

Western State Hospital//Western State Nursing Facility

Nutrition standards shall be in compliance with 7 CFR 210.10 and 220.8, 42 CFR 482.28 and 42 CFR 483.60. The facilities operate under a twenty-one (21) day rotating Fall/ Winter, Spring/Summer menu cycle. The facilities also require special diets based on patient needs. Upon request with advance notice, multiple menu offerings may be required during special functions on a specific day or week for a limited number of group patients. These requests for specific breakfast, lunch or dinner meals shall be provided in addition to the standard menu at the same unit price. The contractor shall provide, all the resources necessary to provide, three meals per day (Breakfast, Lunch, and Dinner), seven days per week for residents in three facilities. The contractor shall also provide three snacks per day. The cost shall be included with each meal. Approximately 22,140 meals per month are served for patients in WSH and residents in WSNF. The approximate monthly patient breakdown per meal is as follows: Breakfast 738, Lunch 738, Dinner 738. The estimated daily census currently at WSH is 149 and residents at WSNF is 97. Meals are served in a combination of both the dining room as well as in, patient, resident’s rooms with times listed below. The contractor shall also provide meals and/or snacks for residents that are temporarily discharged for the day or those who are going on overnight bus trips. Unit costs bid shall be all inclusive.

Equipment

Western State Hospital will provide the following property list to operate the dining facilities. The condition of the equipment is listed below:

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Walk in cooling areas (good) 3

Walk in freezer (good) 1

Chemical Room (fair) 1

Dry Storage areas (fair) 1

Ice Machines (good) 2

Food tray racks (fair) 10

Tray carts (fair) 6

Buffalo chopper (good) 1

Tilt grill (good) 1

Steamer kettle (fair) 3

Meat slicer (fair) 1

Robocoupe mixer (good) 1

Convection oven (fair) 4

Deep fryer (good) 1

Chest freezer (poor) 2

Steam line (good) 5

Electric grill (good) 2

Food warmer (fair) 1

Utility carts (fair) 10

Large mixer (fair) 1

Reach-in cooler (good) 8

Dishwasher-One (1) WSH & One (1) WSNF (WSH-Poor, WSNF-Good) 2

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2500000056 Final Western State/Central State Hospital Foodservice

Garbage disposal (good) 1

Silverware holder (fair) 2

Microwave (good) 1

Dining tables, square/rectangle (fair) 34

Dining tables, round (fair) 32

Gator (Fair) 1

Food Trailer (good) 1

Assorted. pots, pans, and cooking utensils (good)

Assorted flatware and serving trays for approximately

250 (good)

Permits & Inspections

The contractor is responsible for payment of all permit and inspection fees. The contractor shall obtain all permits required to operate a food preparation and dining facility from the Kentucky Cabinet for Health and Family Services, Food Safety Branch, 275 East Main Street, Frankfort KY 40621. The phone number is (502) 564-7181. The contractor shall pay all required fees to obtain, at a minimum, semi-annual inspection services by the Christian County Health Department, 1700 Canton Pike, Hopkinsville, KY 42240, phone (270) 887- 4160. A long-term care survey from the Office of Inspector General and any resulting inspections will be the responsibility of the contractor. Other inspections may occur due to hospital surveys. The contractor shall ensure the facility is operated in accordance with the Kentucky Food Establishment Act and the State Retail Food Code as published by the Kentucky Cabinet for Health and Family Services. The vendor is responsible for all fees related to federal and/or state inspections by regulatory authorities. Any fees resulting from contractor violations are the responsibility of the contractor.

Site Preparation

Food is prepared at Western State Hospital and transported to the other facilities. The Nursing Facility prep area contains steam tables only for the purpose of keeping food warm and providing a central distribution point. No food is prepared at WSNF.

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2500000056 Final Western State/Central State Hospital Foodservice

Minimum Contractor Requirements

The contractor shall maintain registered dietician compliance.

Personnel

1. The contractor shall furnish all personnel to accomplish tasks required. This includes, cooks, dishwashers, custodians, hostess, trayline workers, receiving/storeroom personnel, cashiers, clerical workers and servers. Employees required shall be obtained by the contractor. A minimum of fourteen

(14) full time employees working forty (40) hours per week are required. These individuals shall consist of one (1) food service manager, one (1) administrative assistant manager, a minimum of three (3) clinical assistant managers (licensed registered dietitians) and no less than two hostesses.

A1. Hostess-Excellent oral and written communications skills, customer service skills and the ability to make basic math calculation. Hostess will be responsible for obtaining patient food preferences, filling meal order requests according to dietary specifications, delivering meal trays, maintaining floor stocks and sanitation, preparing patient snacks per physician diet orders, conducting Patient Satisfaction Surveys. Acts as a liaison to facilitate communication between dietary and nursing departments. Hostess will assist in overall department cleaning, sanitation and safety. Must be able to stand for long periods of time and be able to push and maneuver filled carts.

A2. Dining Facility Manager(s): The contractor shall provide a dining facility manager to oversee and manage the dining operation. The dining facility manager or a designated assistant shall be present during all operating hours of the dining facility. The on-site administrative assistant manager qualifications: A minimum of two (2) years progressively responsible food service management experience in 100 bed or larger hospital or nursing facility. The on-site clinical assistant managers (registered dietitians) are responsible for menu planning and shall have two (2) years progressively responsible experience as a registered dietitian working in 100 bed or larger facility with direct care experience. All personnel shall be approved by Western State Hospital in advance. Any subsequent personnel changes also require agency approval. The manager and registered dietitian staff will be required to see that the meals meet the required nutritional needs of Western State Hospital and Western State Nursing Facility. The manager will report directly to the Director of WSH or designee and be responsible to him/her. Post contract

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2500000056 Final Western State/Central State Hospital Foodservice award, the manager, administrative assistant manager, and assistant managers will be on site to orient themselves for their respective roles before the service roll out. A pre-implementation conference will be held at a date and time mutually agreeable to the vendor and hospital.

The operational plans will be discussed at that time. The specific, on-going duties expected of the manager shall include, but may not be limited to the following:

1. PROGRAM ADMINISTRATION

A. To organize and direct proper methods of food preparation, service and cleanliness.

B. To devise and implement appropriate food delivery system as needed. WSH and WSNF currently use the Aladdin Heat on Demand System for transporting food to patients/ resident’s rooms. Some of the patients of WSH come to the dining room and are served from a tray line there.

C. To maintain proper storage to prevent contamination of food and related products.

2. CONTRACTOR FISCAL MANAGEMENT

A. To order appropriate food and related products to support current menu and to support adequate nutritional care of the residents.

B. To devise a workable and accurate inventory system of food and related products

C. To properly rotate inventory

3. PERSONNEL ADMINISTRATION

A. To interview and select employees.

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2500000056 Final Western State/Central State Hospital Foodservice

B. To formulate personnel groupings and work schedules for maximum motivation of staff.

C. To provide job training for food service employees

D. To evaluate and counsel food service employees regarding work performance and disciplinary actions as needed.

A. COMPANY EMPLOYEES

1. Uniforms

All foodservice personnel shall be in uniforms provided by the contractor and identification badges provided by the facility.

2. Hygiene

All contract personnel shall maintain good personal hygiene at all times.

3. Conduct

All contract employees shall conduct themselves in a professional manner at all times, i.e., no profanity, no intoxication or residual effects of alcohol consumption, no inappropriate comments to staff or residents, etc.

4. Use of Alcoholic Beverages and/or Drugs

The use of alcoholic beverages and/or illegal drugs by contract personnel, while on duty, is strictly prohibited. The contractor shall immediately remove and replace employees who are under the influence of alcohol and/or drugs.

5. Loitering

Contract employees are not permitted to loiter in any working or patron areas. The employees shall not be permitted to converse or interact with residents, except as required to provide food service. Smoking is prohibited in the dining facility and only at locations designated by Western State Hospital. Upon completion of their assigned shift, Document Phase Document Description Page 14

2500000056 Final Western State/Central State Hospital Foodservice employees shall depart the facility. The contractor shall allow only authorized personnel to be present in the kitchen, storage, or dishwashing areas.

6. Removal of Contract Employees

All personnel employed by the contractor in the performance of the contract established or any representative of the contractor entering Western State Hospital shall abide by all security regulations of the facility and shall be subject to such checks as may be deemed necessary. Western State Hospital reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employee for reasons stated above does not relieve the contractor from responsibility for total performance.

7. Police Checks & Drug Testing

Nationwide police checks shall be required for all employees of the contractor, who will provide any type of on-site service for the contractor. These checks shall be conducted prior to the employee working in the facility. The contractor shall provide the names, social security numbers and date of birth of all employees who will work under the Food Service contract. WSH will request criminal history background checks through the Kentucky State Police. The criminal history background checks are free with the Kentucky State Police. An out-of-state background check will be required on any person(s) living or having lived or worked outside the state of Kentucky at any time prior to coming to work under this contract. The cost for the initial background checks shall be paid by the Contractor. That cost is currently $25.00 per alias. Subsequent random and/or annual background checks will be paid for by WSH. This advance background check requirement applies to all new employees that are hired by the contractor during the contract period.

Drug Testing

Pursuant to 908 KAR 3:190, the Department for Mental Health/ Mental Retardation Services requires all employees, including contractor employees to submit to a drug test prior to beginning work at the facility (“Pre-appointment testing”). An applicant not currently occupying a test designated position shall submit to and pass a drug test prior to being appointed to a test-designated position. WSH will conduct the initial drug test and the contractor shall pay for all initial tests. The current cost for initial drug testing is $59.00. Subsequent random and/or annual tests will be paid for by WSH.

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A. “Test-designated employee” means an individual employed at or by a facility for the care and treatment of individuals with mental illness or mental retardation operated by the Department and who meets any of the following conditions:

1. Provides direct health care or treatment services to a resident of the facility:

2. Has regular unsupervised access to residents of the facility: or

3. Has unsupervised access to controlled substances.

Note: Pursuant to 908 KAR 3:190, the Department for Mental Health/Mental Retardation may require the contractor’s employee(s) providing the direct care services to have a drug screen done at the facility’s request. This cost will be paid by the facility.

1. Business Associate Agreement

The offeror shall sign and agree to the Facility Business Associate Agreement (BAA) that is in accordance with HIPAA and outlines the requirements imposed by the HITECH (Health Information Technology for Economic and Clinical Health) Act, as enacted by the American Recovery and Reinvestment Act. A copy of the Facility Business Associate Agreement is available from the Facility Fiscal Manager. The HITECH Act Rule in its entirety may be located at the following website:

http://edocket.access.gpo.gov/2009/pdf/E9-20169.pdf

2. LEIE Record Check Requirement

In accordance with the Social Security Act sections 1128 and 1156, the Office of Inspector General maintains a List of Excluded Individuals and Entities (LEIE) which shall be reviewed prior to allowing contract agencies or personnel to work within the Western State Nursing Facility. Any contract agency or contract personnel included in such list shall be prohibited from operation in connection with this contractual agreement.

The website address for the LEIE is:

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2500000056 Final Western State/Central State Hospital Foodservice http://exclusions.oig.hhs.gov

3. KARES

Kentucky Applicant Registry and Employment Screening Program

The KARES regulation 906 KRS 1:190 approved by the Joint Committee on Health and Welfare. The proposed KARES program is designed to meet National Background Check Program. It focuses on long-term care facilities and providers. Requires a finger-print supported check of nationwide criminal databases. The fee is currently $62/applicant.

Because of state law (KRS 336.220) this must be paid by employer. Applicant must have fingerprints collected at one of The Kentucky Career Center sites.

Quality Control

1. The contractor shall establish and implement a quality control program that will meet all Commonwealth of Kentucky requirements for food handling. These can be found at: https://www.chfs.ky.gov/agencies/dph/dphps/fsb/Pages/default.aspx

2. An outline of the contractor’s quality control program shall be submitted to WSH Director fourteen (14) days after a contract award.

PROVISIONS OF QUALITY CONTROL: WSH reserves the right to respond to or inspect issues that may arise. The contractor’s minimum quality control program shall include the following:

A. An inspection system covering all services required by this contract. It must specify the areas to be inspected and approved by Western State Hospital, Director.

B. A method of identifying deficiencies in the quality control operations.

C. A method of documenting and enforcing quality control operations.

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Management https://www.chfs.ky.gov/agencies/dph/dphps/fsb/Pages/default.aspx

D. The contractor’s top management shall have accountability for quality operations.

E. A method to keep duties separated. Personnel who handle or serve food shall not be used to clean garbage cans, sewers, drains, grease traps, or perform similar custodial duties during periods of food preparation and service.

QUALITY CONTROL RECORDS: Records for all inspections conducted and corrective actions taken shall be maintained at the facility/local office. The contractor shall make these documents readily available throughout the term of the contract awarded.

1. SAFETY: Upon the Contract start date, the contractor shall initiate a Safety Program for employees performing work under the Contract established. Fourteen (14) days after the award, the contractor shall furnish to WSH Director a copy of the proposed Safety Training Plan.

2. DISASTER PLAN: Contractor shall be required to maintain a five (5) day supply of non-perishable food to accommodate patients, residents and staff on duty in case of disaster.

3. EMERGENCY MEDICAL TREATMENT: Government furnished medical service is not available to the contractor’s personnel. The contractor is responsible to ensure employees are provided medical care in the local community.

4. ACCIDENT/INJURY REPORTING: Immediately upon occurrence of a job-related injury, the contractor shall notify Western State Hospital Director of Human Resources and complete facility generated forms for said incident.

5. FIRE PREVENTION AND PROTECTION: The contractor shall train all employees on fire prevention and protection. Training shall be in compliance with the facility’s mandatory training.

6. FACILITY TRAINING: The contractor shall comply with all mandatory staff training, regulatory or otherwise, required by Western State Hospital.

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2500000056 Final Western State/Central State Hospital Foodservice

Quality Assurance

1. EVALUATION OF CONTRACTOR PERFORMANCE: Western State Hospital will monitor the vendor’s contract performance based defined specifications in the master agreement and the Joint Commission on Accreditation of Healthcare Organizations guidelines.

2. PHYSICAL SECURITY: The contractor shall be responsible for safeguarding all Government Furnished Property (GFP). The contractor shall secure the facility, equipment, and supplies any time personnel are off between meals, out of the building, and at the end of their workday. No equipment will be running while contractor staff is not in the area. Any damages (repair/replacement) that result from improperly securing or operating equipment shall be the responsibility of the contractor.

3. KEY CONTROL: Western State Hospital will establish and implement a method of accounting for all building access. No keys issued to the contractor by Western State Hospital shall be duplicated; nor shall any access codes to facility doors be given out to individuals not assigned a code. The contractor shall be responsible for all costs for replacement of lost keys by the contractor’s personnel.

Operating Procedures

1. DAYS OF OPERATION: The facility serves three meals a day, seven (7) days a week, 365 days a year plus one (1) on leap years.

2. HOURS OF OPERATION: Unless requesting in writing by Western State Hospital, there shall be no deviation of serving times.

Breakfast –0600-0730 Hours

Lunch –1100-1300 Hours

Dinner –1700-1830 Hours

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2500000056 Final Western State/Central State Hospital Foodservice

3. FULL MEAL SERVICE: The facility serves three meals a day, seven (7) days a week. Some individual departments, wards and functions may require some meal service outside of the normal hours of operation. Special Functions may include providing snacks and meals for resident(s) field trips for approximately 20. Facility will provide the contractor at least seventy-two (72) hours’ notice when food service support for residents and/or staff is to be altered; i.e. reduction in meal count; increase in meal count; change in menu requested for special function. All special function meals shall be charged the standard contract price.

4. REQUIRED QUANTITIES OF MEALS: WSH will provide the Contractor a daily census report of residents in all facilities on the campus of Western State Hospital and Western State Nursing Facility in order to adequately plan meal preparation.

4A. STAFF, FAMILY & VOLUNTEER MEALS It is the policy of the facility to provide full meals to all staff for the cost of $2.00 per person. If the dining room runs out of food for staff meals, an alternative is served. The dining room services will be available for lunch and dinner, only for qualified personnel and clients. Volunteers, families of clients and authorized facility guest may purchase a meal during regular serving hours.

The contractor shall collect and retain the cash for these meals. The contractor shall not include these numbers in the census nor invoice WSH for these meals. Combined, approximately 2,600 meals are consumed by staff/family/volunteers per month. The breakdown is 2,000 lunches and 600 dinners.

4B. DOUBLE PORTIONS Based on patient needs, physicians may prescribe double meal portions for the patient.

5. RECORDKEEPING: In order to account for all prepared and served meals, meal counts will be based on the actual daily census. Any meals sold to visitors WSH staff and volunteers shall not be included in the meal count; this information shall for available upon request by WSH. Residents of Western State Hospital and Western State Nursing Facility will be served first, unless there has been a staff/visitor request approved and meals prepared. At no time will the residents’ opportunity to receive a full meal be jeopardized by staff or visitor consumption. In addition, there shall be NO items offered on an ala carte basis to, patients, clients, and/or residents.

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6. SPECIAL FUNCTIONS/HOLIDAY MEALS: At least one holiday meal shall be prepared for the following holidays: Easter, Thanksgiving, and Christmas. These may become part of the menu rotation schedule. Additional holiday meals/special functions may be required. See Section 1

7. SNACKS: Contractor shall provide a variety of snacks as requested at mid-morning;

mid-afternoon; and evening. Approximately 25,830 per month are served at WSH and WSNF. Contractor shall establish a par level of snack items to be maintained on each ward of Western State Hospital and Western State Nursing Facility. The cost of snacks shall be included in the meal cost.

8. WARD SUPPLIES: Contractor shall establish par levels and provide paper, smallwares and related supplies for each ward. The vendor is responsible for providing all disposable products including but not limited tray inserts, patient tray tickets, plastic forks, spoons, cups, plates, bowls, kool-aid mix, individual packets of sugar, creamer, equal, salt, pepper, hot chocolate mix. Approximate monthly supply count for WSH-10 oz cups 40,000, forks and spoons 10,000 each, 5 oz cups 35,000, napkins 5,000, large plates 2,000, small plates 1,800. Approximate monthly supply count for WSNF-12 oz cups 80,000. WSNF requests a 12oz cup that is thermal (to prevent extreme temperatures from affecting the handling) and firm enough that it is not easily bent or broken, napkins 500, large plates 3,000, small plates 1,000, spoons 40,000, forks 10,000.

9. RESTRICTED DIETS: The contractor shall be notified in writing of all resident dietary restrictions due to medical conditions, illness, or confirmed religious preference.

Western State Nursing Facility will require special dietary needs on a routine basis and contractor is to work with their staff to assure appropriate foods are served.

10. CONSERVATION OF UTILITIES: The contractor shall utilize utilities provided by WSH in a responsible manner. Any deficiencies noted shall be reported by WSH to the contractor for correction.

11. ENVIRONMENTAL PROTECTION: The contractor shall comply with all applicable federal, state and/or local environmental laws, regulations and/or standards.

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12. SCHEDULED CLEANING PLAN: The contractor shall provide a daily cleaning plan to the WSH Director fourteen (14) days after the contract award. The contractor shall be responsible for maintaining 100% compliance with sanitation standards. WSH Director or designated representative will review any deviation. The contractor shall be responsible for the routine cleaning and housekeeping in food preparation areas, kitchen floors, hoods, grease filters, and dishwasher.

13. GENERAL: Western State Hospital is a The Joint Commission on Accreditation of Healthcare Organizations facility and contractor will be required to maintain any and all JCAHO standards pertaining to food service.

Government Furnished Property (GFP) and Services

GENERAL: Western State Hospital will furnish the building and equipment required to operate the dining facility.

1. ACCOUNTABILITY: The contractor shall be directly responsible and accountable for all property afforded them under the terms of the contract awarded. See Section 1B for the Equipment List. Vendor is responsible for damages-repair/replacement of equipment outside normal use.

2. AUDITS: Western State Hospital retains the right to inventory/audit the contractor’s GFP control system as frequently as conditions warrant.

3. INITIAL GFP: The contractor and the WSH Director, jointly inventory all items of GFP to include serial numbers where applicable.

4. CONTRACT COMPLETION/TERMINATION INVENTORY: Upon completion or termination, Western State Hospital and the contractor, shall conduct a joint inventory.

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5. MAINTENANCE AND REPAIRS: Western State Hospital shall furnish building maintenance services for the dining facility. Western State Hospital shall maintain all equipment repairs and replacement except when it has been determined those damages are due to neglect by the contractor’s personnel. The contractor shall notify WSH Director in writing when obvious building alterations, repairs or maintenance are required.

6. EQUIPMENT MANUALS: Equipment operating manuals, if available, will be provided to the contractor on the contract start date. Joint inventory will be taken of available equipment operating manuals. If any subsequent inventory shall disclose the loss of any manuals, the contractor shall replace the manual by obtaining a new copy from the equipment manufacturer. Replacement manuals shall become the property of Western State Hospital.

7. REPLACEMENT OF GFP EQUIPMENT: WSH will provide equipment replacement for normal wear and tear. When replacement of GFP is provided to the contractor, the contractor shall immediately acknowledge acceptance and responsibility for the GFP.

8. LOSS OR DAMAGE TO GFP EQUIPMENT: Upon discovery of any loss or damage to GFP, the contractor shall immediately verbally notify WSH Director. A written notification shall follow within two (2) business days. The contractor shall investigate and report, in writing to WSH, Director all cases of loss, damage, or destruction of GFP in its possession as soon as the facts become known but no later than fifteen (15) days after WSH Director has been notified verbally.

Equipment, Supplies, and Services Provided by Group

1. WESTERN STATE HOSPITAL TO PROVIDE THE FOLLOWING:

A. Building required to operate the dining facility.

B. Equipment required to operate the dining facility.

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2500000056 Final Western State/Central State Hospital Foodservice

C. Garbage: Western State Hospital will provide garbage dumpsters outside of the facility.

D. Utilities: Electric, Water, Sewer, and Natural Gas required to operate the dining facility and the equipment.

E. Telephone: Installation “Class C” service limited to government business only.

F. Building maintenance and repairs: Western State Hospital is responsible for all alterations, repairs and maintenance of the dining facility. The contractor shall notify WSH, Director of Administrative Services in writing when obvious building alterations, repairs, or maintenance is required.

G. Light bulbs: Western State Hospital will provide and install replacement light bulbs.

H. Posters: Western State Hospital may provide educational materials in the form of posters and table displays to the contractor.

I. Storage Space: Western State Hospital shall provide storage space sufficient for the storage of required food and supply inventories.

J. Waste and Trash Removal: Western State Hospital shall provide waste and trash removal services.

K. Pest Control: Western State Hospital shall provide any required Pest control services via their facility contract with outside vendor.

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2500000056 Final Western State/Central State Hospital Foodservice

2. CONTRACTOR TO PROVIDE THE FOLLOWING:

A. Dining Facilities: The contractor shall furnish all food, paper products, chemicals and items necessary to operate a dining establishment with the exception of equipment items supplied by Western State Hospital.

B. Garbage: The contractor shall provide garbage bags used in the dining facility.

C. Decorative Materials: The contractor may provide decorative materials for holidays and special occasions.

D. Tablecloths: The contractor is to provide, maintain and launder tablecloths for special events.

E. Subsistence: The contractor shall provide all subsistence items necessary for meal preparation menus.

F. Cleaning Supplies: The contractor shall provide all cleaning supplies.

G. Menus: The contractor shall provide a monthly menu for approval by the WSH Director or designee, at least one week prior to the first day of the monthly menu. The menus shall be on a twenty-one (21) day rotation with a spring/summer cycle and fall/ winter.

NO SAMPLE MENUS ARE PROVIDED WITH THIS BID REQUEST.

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The quality of food provided shall be in accordance with the standards prescribed by The Joint Commission on Accreditation of Healthcare Organizations and Western State Hospital. The WSH Director or designee will review each menu submission. The contractor may make limited substitutions within the course of the menu week in order to consume perishable food stocks or deplete excess inventories. In the event specific menu meal(s) are not satisfactory, WSH reserves the right to request the contractor make changes by improving the quality and/or substituting the meal(s) with a different offering(s).

H. Recordkeeping: The contractor shall maintain financial, food preparation and service records.

I. Visitors and Guests: Western State Hospital designated staff and/or WSH Director will notify the contractor not less than seventy-two (72) hours in advance if extra meals are required for visitors or guests.

Central State Hospital

A. DIETARY REQUIREMENTS

Menu planning shall be the responsibility of the contractor and must meet the 42 CFR 482.28 Centers for Medicare and Medicaid Services (CMS) Conditions of Participation: Food and Dietetic Services and other current nutritional standards for all types of diets. Special diets are specified in the Hospital’s dietary manual. Any special diet is considered a meal if it takes the place of a regular meal. Menus shall be submitted in writing and approved by the Hospital Director, or their designee, prior to being published. Updated menus or menu changes shall be provided to and approved by the Hospital Director, or their designee, prior to implementation. Menus shall be updated at least semi-annually that will introduce new meals and or side items.

The hospital must have organized dietary services that are directed and staffed by adequate qualified personnel. However, a hospital that has a contract with an outside food management company may meet Conditions of Participation requirements if the company has a dietician who serves the hospital on a full-time, part-time, or consultant basis, and if the company maintains at least the minimum standards specified in this section and provides for constant liaison with the hospital medical staff for recommendations on dietetic policies affecting patient treatment.

The hospital should have written policies and procedures that address the following:

• Accommodation of non-routine occurrences (e.g., parenteral nutrition (tube feeding), total parenteral nutrition, peripheral parenteral nutrition, change in diet orders, early/late trays, nutritional supplements, etc.);

• Integration of the food and dietetic service into the hospital-wide Quality Assurance and Performance Improvement (QAPI) and Infection Control programs;

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• Menu planning, purchasing of foods and supplies, and retention of essential records (e.g., cost, menus, personnel, training records, QAPI reports, etc.).

Examples of patients who may have specialized dietary needs and may require a more detailed nutritional assessment include, but are not limited to:

Patients whose medical condition, surgical intervention, or physical status interferes with their ability to ingest, digest or absorb nutrients.

Meeting individual patient nutritional needs may include the use of therapeutic diets.

Therapeutic diets refer to a diet ordered as part of the patient’s treatment for a disease or clinical condition, to eliminate, decrease, or increase certain substances in the diet (e.g., sodium or potassium), or to provide mechanically altered food when indicated.

Patients must be assessed for their risk for nutritional deficiencies or need for therapeutic diets and/or other nutritional supplementation.

Examples of patients who may have specialized dietary needs and may require a more detailed nutritional assessment include, but are not limited to:

• All patients requiring artificial nutrition by any means (i.e., enteral nutrition (tube feeding), total parenteral nutrition, or peripheral parenteral nutrition);

• Patients whose medical condition, surgical intervention, or physical status interferes with their ability to ingest, digest or absorb nutrients;

• Patients whose diagnosis or presenting signs/symptoms indicates a compromised nutritional status (e.g., anorexia nervosa, bulimia, electrolyte imbalances, dysphagia, malabsorption, end stage organ diseases, etc.);

• Patients whose medical condition can be adversely affected by their nutritional intake (e.g., diabetes, congestive heart failure, patients taking certain medications, renal diseases, etc.).

Contractor’s management and clinical staff shall serve on Hospital Committees, Performance Improvement Teams and ad hoc groups as assigned by the Hospital Director, or their designee.

B. STAFFING REQUIREMENTS

Contractor: A minimum of five (5) years’ experience as a Food Service Management provider with The Joint Commission accredited facilities providing services to clients with psychiatric patients or other patients with mental disabilities. One of the facilities must be a facility of no less than 100 beds.

Management Personnel:

Food Service Manager

Should have a minimum of five (5) years’ of food service management experience in overseeing a food operation in a 50+ bed hospital.

Assistant Food Service Manager

Should have a minimum of three (3) years’ of food service experience in a 50+ bed hospital.

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2500000056 Final Western State/Central State Hospital Foodservice

A minimum of two (2) years’ experience working in a psychiatric hospital or other mental health facility is preferred by either the Food Service Manager and/or Assistant Food Service Manager.

The Food Service Manager and Assistant Manager shall complete all the necessary training and certifications in accordance with state and local requirements.

There shall be Management or Supervisory Staff on site at all times when the Cafeteria is in operation.

Contractor will submit resumes of management staff they will assign to the location to the Hospital Director for review and approval prior to contract start date.

Clinical Staff:

There shall be Two (2) clinical FTEs.

Clinical staff shall be either licensed registered dietitians and/or licensed nutritionists who can provide comprehensive nutritional assessments for all patients and who can provide classes to patients as requested.

Licensed Dietitians and Nutritionists must be in compliance with KRS 310.021, 310.031,

310.040 and be licensed to practice in the Commonwealth of Kentucky.

Registered Dietitians shall be accredited by the American Dietitian Association. The Contractor shall cover the costs of licensure for the aforementioned individuals unless already on file.

A minimum of two (2) years’ direct care experience working in a 50+ bed The Joint Commission-accredited hospital. Experience in a psychiatric hospital or other mental health facility is preferred.

A qualified dietitian must supervise the nutritional aspects of patient care.

Responsibilities of a hospital dietitian may include, but are not limited to:

Approving patient menus and nutritional supplements;

Patient, family, and caretaker dietary counseling;

Performing and documenting nutritional assessments and evaluating patient tolerance to Therapeutic diets when appropriate;

Collaborating with other hospital services (e.g., medical staff, nursing services, pharmacy service, social work service, etc.) to plan and implement patient care as necessary in meeting the nutritional needs of the patients;

Maintaining pertinent patient data necessary to recommend, prescribe, or modify therapeutic diets as needed to meet the nutritional needs of the patients.

Clinical staff will ensure that the nutritional needs of the patients are met. Contractor will ensure that written policies and procedures for the availability of a diet manual and therapeutic menus to meet patients' nutritional needs are in place and followed.

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2500000056 Final Western State/Central State Hospital Foodservice

Clinical staff will ensure a written policy and procedures manual of the system for diet ordering and tray delivery are in place and followed.

Clinical staff will ensure a written policy and procedure manual for the accommodation of non-routine occurrences, such as change in diet orders, early / late trays, nutritional supplements and the integration of the food and dietetic service into the Infection Control Programs are in place and followed.

Clinical staff will have the responsibilities of approving menus and nutritional supplements;

Patient, family and caretaker dietary counseling; Performing and documenting nutritional assessments and evaluating patient tolerance to therapeutic diets when appropriate;

Collaborating with other hospital departments/ services to plan and implement patient care as necessary in meeting nutritional needs of the patients.

Clinical Staff will be responsible for a comprehensive Wellness Program for patients and staff including but not limited to: monthly nutrition classes for patients, individualized patient wellness counseling and ongoing monitoring, other weekly classes as deemed appropriate for patients through the recovery process, staff education and in-services, healthy life style education, as well as, wellness related performance improvement initiatives. This program will be reviewed and approved by the Hospital Director or their designee.

Clinical staff shall complete all the necessary training and certifications in accordance with state and local requirements.

Contractor will submit resumes of Clinical staff they will assign to the location to the Hospital Director for review and approval prior to contract start date.

STAFF PERSONNEL

The contractor shall evaluate the Food Service Department’s personnel needs for adequate staffing in order to provide efficient food service management and…