Performance Work Statement - Nutritional Care Food Services - 4 Dec 2025.pdf

Department of Defense

Defense Health Agency

Performance Work Statement

Cafeteria-Style Food Services

Location: U.S. Naval Hospital Guam

Date: 4 December 2025

PERFORMANCE WORK STATEMENT

NUTRITION CARE FOOD SERVICES

1.1. GENERAL. This is a non-personal services contract to provide meals to meet the special nutritional needs of patients, service members and other customers of the U.S. Naval Hospital, Guam. T h e c ontractor’s employees are not subject, either by contract terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Such employees shall be accountable solely to the contractor who in turn is responsible to the government.

1.2. BACKGROUND. The Defense Health Agency (DHA) currently provides health care services worldwide to qualified military, family members, and retirees through a network of military treatment facilities

(MTFs). Section 702 of the FY17 National Defense Authorization Act (NDAA) established the Defense

Health Agency (DHA) as responsible for administration of the military medical treatment facilities

(MTFs) starting on 1 October 2018. As such, DHA has responsibility for this requirement, supported by the awarding contracting office. The U.S. Naval Hospital, Guam serviced by the resultant contract was transferred to direct DHA management as of 25 October 2019. DHA policies and procedures do and will control operations at this MTF as they are issued. However, the performance of this service (Section 5) will remain applicable to all MTFs regardless of when MTFs fall under the direct day-to-day management of DHA. A vital part of health care services is the delivery of nutrition care food services in these facilities primarily focused on meeting therapeutic nutritional requirements of patients. Therapeutic diets are medically prescribed by physicians as a mode of treatment for acute and chronic diseases and medical conditions.

1.3. SCOPE OF WORK. The contractor shall provide qualified labor and management necessary to perform nutrition care food management, supervisory, technical, administrative, and clerical services at U.S. Naval

Hospital, Agana Heights, Guam. This support will focus primarily on the following areas: dining facility management functions, therapeutic food preparation, patient tray assembly and delivery service, Registered Dietitian therapeutic nutrition training, facility sanitation, janitorial duties as it relates to the services being provided, and the associated logistics analysis and management functions in support of the

Nutrition Care Department.

1.3.1. The contractor shall provide patient food services and non-patient food services. This includes but is not limited to requisitioning, receiving, storing, preparing, and serving food within dining room, patient rooms, and Grab and Gos. In addition, non-food services support, which includes training (Section 5.7.7), cash collection, sanitation, supply, inspections, reports, and attending meetings.

1.3.2. The contractor shall comply with all applicable laws, rules, and regulations, including but not limited to those listed in paragraph 5.9 of the contract.

1.4. CONCEPT OF OPERATIONS. The contractor shall prepare and provide meals to meet the special nutritional needs of sick and injured patients, service members and other customers working, visiting, and/or residing in the MTF. Sample menus shall be provided by the Government. See Technical Exhibit A, Menu

Samples.

1.4.1. Patient Room Service. The U.S. Naval Hospital, Guam uses a Patient Tray Service Concept called Patient Room Service. DHA MTF’s in general use a Patient Tray Service Concept called

Patient Room Service.

1.4.1.1. As defined in section 2.2.12, Patient Room Service differs from traditional Patient Tray

Service. Meals are prepared on demand based on menu design, locally established par levels and equipment capabilities.

1.4.1.2. Orders may be placed at any time between the hours of 0600-0900 and 1030-1730. The contract staff will collect patient orders; prepare meal tickets per the patients prescribed diet orders and submit meal tickets to the contractor.

1.4.1.3. Each meal is made, checked for accuracy and compliance with prescribed diet and patient safety guidance and delivered at the time of order, as defined in section 2.2.12.

1.4.1.4. Patient Room Service involves multiple trips to the wards during meal periods.

1.4.2. Making It Fresh Concept. The MTFs use the Making It Fresh concept in all new or newly renovated kitchens, to include future renovations. Unlike traditional food service designs, this concept requires much of the food to be prepared on-demand in front of the customers rather than bulk cooking back in the kitchen. Typically, there are fewer self-service stations and more manned feeding stations than in traditional dining rooms.

1.4.2.1. The Making It Fresh venue themes may rotate to provide variety of offerings, but the number of stations is intended to remain constant.

1.4.3. Grab and Go. The Grab and Go concept is used throughout the MTFs. As defined in section structure or room within the MTF that is easily accessible to the hospital patrons.

1.4.3.1. Grab and Go items are assembled in bulk, replenished PER locally established par levels and readily available for purchase.

1.5. HOURS OF OPERATION. AND HISTORICAL WORKLOAD ESTIMATE (number of meals served).

Hours of operation: Inpatient service - 5:00am – 6:00pm, 7 days per week. Staff café meal service is

Monday- Friday (excluding holidays) - Breakfast 6:00 am – 8:00 am and Lunch- 11:00 am-1:00 pm.

The Historical Workload Estimate is in Technical Exhibit B – DHA 368.

1.5.1. FEDERAL HOLIDAYS. Federal Holidays are listed below for information purposes.

HOLIDAY DATE

New Year’s Day January 1

M.L. King’s Birthday Third Monday in January

President’s Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19

Independence Day July 4

1.6.2 Training holidays may be declared or revoked for military personnel at the discretion of the

MTF Commander. Training holidays are not considered holidays for Department of Defense civilians or contractors, but often liberal leave approval is encouraged. Number of portions may be reduced within the existing menu as appropriate.

1.6. SECURITY REQUIREMENTS. The contractor shall be responsible for the security of all military and patient information.

1.6.1. Neither the contractor nor any of its employees shall disclose or cause to disseminate any information concerning operations of military activities. Such action(s) could result in violation of the contract and possible legal actions.

1.6.2. All issues, complaints and resolutions, shall be reported to the Contracting Officer’s

Representative (COR) and the Contracting Officer (CO), within 48 hours.

1.6.3. The contractor shall only conduct business with designated government personnel listed as points of contact (POCs). Names of authorized personnel will be provided to the contractor by the government, in writing, within three days after contract award, and will be updated as necessary throughout the contract period. See Technical Exhibit C– Key Personnel

1.6.4. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the contractor, but remain the property of the U.S. Government. These files/results must be surrendered to the COR at the end of the contract.

1.7. PHYSICAL SECURITY. The contractor shall safeguard all government equipment, information, and property provided for contractor use.

1.8. KEY CONTROL. The contractor shall ensure keys and key cards issued to its employees are not lost or misplaced and are not used by unauthorized individuals. The contractor shall develop written procedures covering key control. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to work areas. The contractor shall immediately report, no later than one (1) hour after discovery, to the COR occurrences of lost keys. The contractor shall not duplicate government-issued keys.

1.8.1. If the contractor loses keys, other than master keys, the government may replace or re-key the affected locks and deduct the cost of such remediation from the monthly payment due the contractor. If the contractor loses a master key, the government may replace all locks and keys for that master key system and deduct the rep lacement costs from the monthly payment due the contractor.

1.8.2. The contractor shall prohibit the use of government issued keys/key cards by any individual other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of individuals other than contractor employees engaged in the performance of assigned work in those a r e a s , or personnel authorized entrance by COR.

1.8.3. Lock Combinations. The contractor shall ensure that lock combinations are not revealed to unauthorized individuals. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

1.9. ACCESS AND GENERAL PROTECTION/SECURITY POLICY AND PROCEDURES

INSTALLATION ACCESS

1.9.1. The contractor shall comply with agency personal identity verification procedures that implement

Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget

(OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS

PUB) Number 201.

1.9.2. The contractor shall conduct their own initial personnel background investigations and annual revalidation background checks PER their company’s internal human resource management procedures to ensure candidates for positions under this contract are and remain suitable to perform on Federal installations and are free of derogatory histories that will result in disqualifying findings. The Contractor shall provide the COR or Alternate COR a letter for each individual that will be performing Nutrition care services under this contract attesting to the completion of the background check and a copy of the results before the Government will proceed with granting/renewing base assess or conducting additional Government investigations for on-site management personnel.

1.9.3. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Security Office and Director of Emergency Services. Contractor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal

Identity Verification of Contract Personnel) as directed by DoD, DHA,and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the

Force Protection Condition (FPCON) at any individual facility or installation change, the

Government may require changes in contractor security matters or processes.

1.9.4. For contractors requiring CAC. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation DHA Security Instructions. The contractor employee will be issued a CAC only if duties involve one of the following: (1) both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.9.5. The contractor shall comply with agency personal identity verification procedures in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility or access to a Federal information system.

1.9.6. The contractor shall ensure compliance with the provisions set forth below and the government will designate a Trusted Agent (TA) f o r this contract.

1.9.7. The contractor is responsible for absences of its employees due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the services required under this contract.

1.9.8. CP shall not begin physical performance at the location until the required forms have been completed, accepted by the Government and processed by the Office of Primary Responsibility

(OPR) primary responsibility or full adjudication of the security investigation is complete. The

Government will not begin the investigation process until all forms are received and accepted.

1.9.9. The contractor shall advise their CP that a favorable investigation result is required as a condition of employment under this contract. If a background investigation results in an unfavorable finding, the Government will not grant access to the performance location, and/or

Government computer systems. Thus, the contractor personnel will not be able to perform services.

1.9.10. While the MTF commander may allow CP temporary or interim access to the base, performance location and Government computer systems, pending the outcome of the investigation, immediate contractor personnel removal will occur if the fingerprint check is returned with unfavorable findings and/or investigation results are unfavorable. In addition, the

Government will immediately suspend computer access if the investigation is returned with an adjudication of “unfavorable.” The MTF/organizational commander will determine whether to allow the CP to continue in the position or deny base and computer access which will mandate removal from the position.

1.9.11. The contractor is responsible for absences of CP due to expired identification and access documents. Such absences shall not relieve the contractor of its obligation to perform the services required under this contract.

1.9.12. All contract personnel require a CAC to pass security to enter the base in which Naval

Hospital Guam occupies. The Government will conduct a Tier 1 background investigation and fingerprint check. A favorable suitability determination is required for ongoing access to the

CAC and Government IT systems.

1.9.13. The Contractor shall provide the letter and company background investigation results as stated above in Paragraph 1.10.2. and ensure contractor’s on-site management personnel complete an accurate Standard Form (SF) 85, Questionnaire for Non-Sensitive Positions or other requested documentation to the performance location security office for processing.

1.9.14. The Government will schedule the contract personnel for fingerprinting according to performance location procedures. Fingerprints may be obtained by use of Secure Web

Fingerprint Transmission (SWFT) machines or physically captured using SF87 or FD258 cards and remain valid for 120 calendar days.

1.9.15. Upon approval of the application, the contractor’s on-site management personnel will receive an e-mail stating the Common Access Card (CAC) application was approved. The applicant must then go to a Real-Time Automated Personnel Identification System (RAPIDS)

Issuing Facility to have the Government credential issued. The contractor’s on-site management personnel must present two acceptable forms of ID which may include: Driver's License, Military ID, Contractor Company ID with picture and expiration date, charge card with picture imprinted, or passport.

1.9.16. The Government will sponsor the contractor’s on-site management personnel for a

Defense Enterprise Email Online (DEE) account once the security investigation is initiated, a

CAC is issued, and the COR and performance location systems office received the DD Form

2875 System Authorization Access Request (SAAR). The DEE will be discontinued by the

Government when the worker no longer requires access.

1.9.17. In-processing Requirements. The contractor’s employees are prohibited from performing services under this contract absen t compliance with the in-processing requirements set forth below.

1.9.18. The COR will sponsor the contract employees for a Joint Knowledge Online (JKO) account. All contractor employees e-mail addresses will identify them as a contractor and use the format firstname.lastname.ctr@health.mil The JKO will be discontinued by the government when the contractor or its employees no longer require access.

mailto:firstname.lastname.ctr@health.mil

1.9.19. The government TA will send a notice through the Trusted Associated Sponsorship (TASS) to the JKO e-mail address provided PER the above requirement. The contractor’s user ID and password will be provided in the e-mail and will require a change at first log-in. In the event the e-mail message is not received, the contractor may request the username and password from the TA and proceed to the website https://tass.dmdc.osd.mil/tass to complete the process.

1.9.20. The contractor shall log into the TASS and complete the verification process by submitting the application back to the TA for approval.

1.9.21. The application will be accepted, returned, or rejected by the TA. Notice as to whether the application has been accepted, returned, or rejected will be provided to the Contractor’s e-mail address within 48 hours after submiss ion . If the application is returned or rejected, the contactor shall contact the TA and comply with the TA’s guidance to attempt to correct and resolve the issue(s).

1.9.22. Upon approval of the application, the contractor will receive an e-mail stating the Common Access

Card (CAC) application was approved. The applicant must then go to a RAPIDS Issuing Facility to have the government credential issued. The contactor must present two acceptable forms of ID which may include: Driver's License, Military ID, Contractor Company ID with picture and expiration date, charge card with picture imprinted, or passport.

1.9.23. Revalidation Requirements. The TA is required to revalidate all contractors, in the TASS, every

6 months. In the event revalidation is denied, the CAC credentials shall be revoked, and the

CAC will not be useable to log i n .

1.9.24. Out-processing Requirements. When a contractor’s performance under this contract ceases, the contractor shall personally bring the CAC to the TA and complete the DD Form 2962. The TA will revoke the CAC from the TASS.

1.10. QUALITY CONTROL PLAN (QC). Within 30 calendar days after contract award, the contractor shall submit and implement a QC Plan that is reviewed and approved by the COR on an annual, or as changes are made, basis. The contractor’s quality control program shall reflect statistically valid industry methodologies used to establish quality control and/or process improvement (PI) methods. The methods used will provide quality data captured, analyzed, and used to identify trends; action(s) taken in response to these trends and other reports appropriate for this industry and as required by the COR.

1.10.1. The plan shall include, as a minimum: (1) an inspection system, (2) training plan, (3) cleaning schedule using alternative procedures listed in TB MED 530/ NAVMED P-5010-1/ Tri-

Service Food Code (TB MED 530-TSFC), (4) methods for identifying and preventing deficiencies,

(5) processes for implementing corrective actions, (6) proposed complaint feedback system, and

(7) identification of inspection records used for report.

1.10.2. Contractor QC reports, including updates, shall be provided to the Department Head, Nutritional Medicine and the COR on an as requested basis.

1.10.3. The contractor shall submit a quarterly consolidated report summarizing QC results to the

COR and CO on a quarterly basis.

1.10.4. The contractor shall coordinate a meeting with the DHA Nutrition Program Manager no less than once each year to provide an update on QC results and patient and customer satisfaction levels. This meeting may be conducted face-to-face, via teleconference and video conferencing.

1.11. QUALITY ASSURANCE (QA). The Nutrition Department Head or COR will have access to, and routinely perform QA to verify performance per the contract Performance Requirements Summary (PRS), https://tass.dmdc.osd.mil/tass

Exhibit F

1.11.1. The Nutrition Department Head or COR will record observations and maintain a file of all inspection results. All QA inspections will be performed PER the methods identified with the

Quality Assurance Surveillance Plan (QASP) and PER the QC plan provided by Contractor

Personnel (CP).

1.11.2. The government may routinely request random sampling of documents, files, or other information to ensure quality as outlined in the QASP. The government also reserves the right to conduct field observations and inspections at any time.

1.12. GOVERNMENT POINT OF CONTACT (POC). The Contracting Officer (CO) or his/her designated representative will be the point of contact concerning administration and performance of the contract. Designation of government personnel Contracting Officer Representatives (COR) and Alternate

COR and their limitations will be delineated in writing by the contracting activity. The COR will be designated on official letterhead appointment signed by the appropriate Contracting Officer. The COR monitors all aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

1.13. IDENTIFICATION OF PRIVACY ACT. This contract requires the development of a system of records in accordance with the Privacy Act of 1974.

1.14. EMPLOYEE CONDUCT, BEHAVIOR, AND ETHICS. The contractor employees shall comply with all applicable Government regulations, policies and procedures. The contractor shall ensure all personnel employed under this contract conform to conduct regulations contained in Contractor Code of Business

Ethics and Conduct, FAR 52.203-13. The government may direct the contractor to remove any contractor employee from the government premises in accordance with the authority of the Installation Commander.

Removal does not relieve the contractor of the responsibility of continuing providing the services required under the contract.

1.14.1. The contractor is responsible for the conduct of its employees and shall take prompt, reasonable, and appropriate disciplinary action against employees for misconduct. The removal from, or barring of, a contractor employee from a location shall not relieve the contractor of its obligation to perform all work contained within this PWS. Contractor personnel will be denied access to, removed from, and/or barred from locations when their presence is determined by the

Government to be detrimental to the security, health, welfare, or well-being of individuals. The

Government reserves the right to require removal of contractor personnel whose activity, on or off location, endangers individuals or property, or contractor personnel whose presence at the location(s) presents an unacceptable risk to health and security.

1.15. PHASE-IN/PHASE-OUT PERIOD. There will be a thirty 30 day phase-in – phase out period.

1.15.1. Phase-in Phase-out shall be applicable only if the incumbent is not awarded the follow-on contract. Any necessary phase-out effort shall occur during the performance period of this contract and is included in the cost of this contract.

1.15.1.1. The contractor recognizes that the services provided under this contract are vital to the government’s overall effort, that continuity thereof must be maintained at a consistently high level without interruption, that upon expiration of this contract, a successor – either the government or another contractor – may continue these services, that the successor, be it the government or another contractor, will need phase-in training, and that the contractor must give his best efforts and cooperation in order to effect an orderly and efficient transition to a successor.

1.16. PERFORMANCE EVALUATION MEETINGS. The contractor’s PM, contractor MTF Site

Supervisor, COR, MTF Department Head, Nutritional Medicine meet monthly (in-person or via TEAMS) to discuss contract performance topics.

1.17. PERSONAL APPEARANCE. The contractor shall follow the requirements for health, personal hygiene, and uniforms per the regulatory guidance in TB MED 530-TSFC and state local policies for contractor employees. The contractor (to include subcontractors) shall wear and display an Identification Badge.

Each contractor employee shall wear the Identification Badges in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. Contractor employees that have not been issued an identification badge shall coordinate with the COR or designee to obtain appropriate security clearance. The contractor shall ensure employees wear a uniform approved by the

Government. The contractor shall submit uniforms to the COR 10 days after the award to determine acceptability.

1.18. HEALTH REQUIREMENT AND SAFETY.

1.18.1. SAFETY REQUIREMENTS AND HEALTH REQUIREMENTS-

The contractor shall comply with all health requirements in the contract. At least 10 calendar days before performance begins, but no more than 60 calendar days, the contractor shall provide documentation certifying health requirements such as immunizations, annual vaccinations, medical testing (i.e., tuberculosis) and physical examination, issued by a source approved by the

State, at the time of initial placement and annually thereafter for all CP as required in the contract. The expense for all health requirements, to include monitoring and tracking annual requirements, shall be borne by the Contractor at no additional cost to the Government. The contractor shall maintain safety and health standards and comply with requirements of the

Occupational Safety and Health Administration (OSHA).

1.18.2. The contractor is responsible and shall comply with all required personal health standards consistent with the work environment, the local MTF Occupational Health Department and TB

MED 530-TSFC for physical examinations and immunizations.

1.18.3. Annual Immunizations. The Contractor shall ensure CP are immunized annually with the seasonal influenza vaccine, COVID vaccine and any other vaccine recommended by the

Advisory committee on Immunization Practice (ACIP) of the CDC for healthcare workers or service/MTF specific guidance as outlined in DoDD 6205.02e, Policy and Program for

Immunizations to Protect the Health of Service Members and Military Beneficiaries. The annual influenza vaccine may be provided by the Government, if available, as determined by the MTF and included in the contract PWS. If CP chose to be immunized by the Government, the CP shall sign a waiver releasing the Government from the legal liability per local procedures and policies.

Alternately, the CP may obtain the vaccine at another facility, at no cost to the Government, and provide proof of vaccination to the Government. If the CP declines vaccination, a signed declination form will be provided to the COR per CDC recommendations and MTF policy. As all personnel in nutritional medicine are mission essential, declining of a recommended vaccine may result in termination of employment.

1.18.4. Immunization Tracking. The Contractor shall maintain their own process and system of tracking the currency of health immunizations and shall not rely on the Government to ensure their employees comply. The Government may track immunizations information in a DoD computer system for all CP.

1.18.5. If any of the annual immunizations and tests set forth have not been completed, the contractor shall issue a certificate providing evidence of immunizations and tests that have been completed or started and shall provide a schedule for the completion of unfinished immunizations and lab tests. After the schedule is completed, the contractor must provide an updated and complete certificate.

1.18.6. Tuberculosis. In those areas where there is a higher risk of transmission of tuberculosis, MTF policy may direct CP be tested more frequently at no cost to the Government. The contractor shall ensure CP receive targeted screening and testing per CDC Guidelines for Health

Care Settings at contractor expense and submit timely records of subsequent screening or testing to the COR.

1.18.7. Medical Tests. The MTF will not perform any medical tests or procedures required by the contract for non-beneficiaries except in the rare case of post-exposure per DoD regulations and

CDC guidelines or recommendations.

1.18.8. Health Notifications. The Contractor shall notify the Government of health issues or hazards identified in their Safety Program. The Government may also notify the contractor management staff of known work hazards. If work hazards exist, it will be the Government’s decision whether the CP continues to work in the environment and/or if temporary accommodation will be made.

1.18.9. The contractor shall immediately remove Contractor personnel identified or suspected as infectious to patients or staff following a Government assessment and per CDC, federal, state or local health department guidelines. The contractor shall present a medical release or certification to return to work prior to placing the CP on the schedule.

1.18.9.1. Measles, Mumps, Rubella, (MMR), Influenza, Hepatitis A and Hepatitis B and Varicella

Screening.

1.18.9.2. Diphtheria-Tetanus. The contractor is required to have a Diphtheria-Tetanus immunization within the past 10 years and a one-time vaccination of the Tetanus-Diphtheria-

Pertussis (TDAP).

1.18.10. Contractor shall validate all the Contractor employee’s annual vaccines with the

Occupational Health Department on an annual basis.

1.18.11. The contractor shall forward current immunization records for all contractors within 5 calendar days of any Government request.

1.18.12. The MTF will provide emergency treatment to prevent the loss of life, limb, or undue suffering to the contractor injured in the performance of duties while working at the facility. The contractor shall pay for medical services provided PER current policies regarding civilian emergencies for government/contractor personnel. Required medical examinations and treatment for all job-related injuries or illness shall be the responsibility of the contractor.

1.18.13. The contractor shall report all accidents to the Department Head, Nutritional Medicine, Safety Officer, or Command Duty Officer/Quarter Deck within one hour of occurrence. The

Safety Officer will provide specific guidance as to any form(s) that needs to be completed, and actions required. The contractor shall ensure its employees comply with the MTF Occupational

Health and local infection control regulations.

1.18.14. SAFETY EQUIPMENT. The contractor shall ensure that their employees are provided with task specific Personal Protective Equipment (PPE). PPE includes, but is not limited to safety shoes, hearing protection, heat resistant gloves, and eye protection. The contractor shall utilize

PPE as appropriate.

1.19. AUDITS AND INSPECTIONS. The contractor shall cooperate fully with US Government and other inspection teams and auditors reviewing Nutritional activities. The contractor shall not be relieved of responsibility f o r performing under the contract because of inspections or audits.

1.20. CONTINGENCY PLAN.

1.20.1. The contractor shall address, in detail, its procedures, personnel, and the means to accomplish mission requirements without delay in the event of sudden or unusual events that could impact the contractor's performance and contract requirements such as, but not limited to mobilization, terrorism, natural disaster, utility outages, or labor disputes. The Government will not supplement the contractor’s work force. The contractor shall ensure personnel required to accomplish tasks designated as ‘mission essential personnel, report to assigned work locations

(or Government Continuity of Operations Plan (COOP) designated facilities) and perform required tasks, regardless of weather or security conditions. The Government will identify tasks qualifying performers as essential personnel as applicable with the contractor providing a list of essential personnel required to perform those tasks to the COR. The COR will be responsible for providing Government security personnel with a list of the contractors’ mission essential personnel to enable access to Government facilities when ‘non-essential’ personnel are barred.

The contractor will operate per DoDI 1100.22, Continuation of Essential DoD Contractor

Services during Crisis’. The contractor shall include a strike contingency plan as part of its Plan per FAR Clause 52.222.1, Notice of Labor Disputes. The contractor shall provide the COR a documented contingency plan. The contingency shall include preparations/for and responses to Tropical

Storms and Typhoons. See Technical Exhibit I.

1.20.2. The contractor’s PM and Site Supervisors’ management roles are critical to the successful performance of this contract. Therefore, prior to replacing any of the contractor’s key personnel the contractor shall provide written notices to the contracting officer and the COR. The advance notice shall detail the proposed changes and demonstrate that the qualifications meet all educational and work experience requirements detailed in the Key Personnel requirement section, Technical Exhibit C. The replacement personnel will be held to the full standards for education and experience, as noted in the Key Personnel, Technical Exhibit C.

1.21. PERSONNEL. The contractor shall provide experienced and qualified managerial, supervisory, administrative, and technical employees in sufficient numbers to accomplish all contract requirements.

Contractor employees shall have the necessary training and experience to understand the unique technical terminology associated with the execution of all required services, to include the planning, preparation of and service of therapeutic diets to hospitalized patients and ambulatory patients in the dining room. In accordance with TB MED 530-TSFC, the contractor shall have a person in charge present at the food establishment during all hours of operation.

1.21.1. KEY PERSONNEL. The Key Personnel for performance of this contract are identified by the Government in Technical Exhibit C, Key Personnel. The contractor shall provide written notification to the Department Head and COR, stating the name(s) and contact information for the key personnel and proposed substitutes within 10 days of contract award.

1.21.2. ELIGIBILITY FOR EMPLOYMENT. All CP employees performing work under this contract shall be citizens or legal residents of the United States. Thirty calendar days prior to performance the contractor shall provide to the COR at each site, a list of its employees who will perform contract services at that site. The list shall contain the contract number, the full name of each employee, their work assignment, and work site. The contractor’s PM shall notify the COR, in writing, five (5) business days prior to any additions, deletions, or changes.

1.21.3. BACKGROUND CHECK. The contractor shall complete a thorough background check on any of its service providers, subcontractors, or suppliers employed to provide services under this contract who will have access to US Government premises, access to any information deemed

“restricted” by government agent, or will have access to US Government information technology systems prior to any services being performed by such contractor, contractor employees, subcontractor, or supplier. See para 1.10.2.

1.21.3.1. Background checks will at a minimum include an investigation for, and review of any (i) state and federal felony convictions (ii) misdemeanor convictions involving (a) intentional injury or loss, to person or property or (b) endangerment of others while under the influence of alcohol or other substances and any deferred adjudications with respect to any of the above, as allowed by law (collectively “Convictions”). The background checks must take place in the county or comparable political subdivision of the applicable jurisdiction in which s u c h contract service provider; subcontractor, or supplier has resided and currently resides and/or has been or is c u r r e n t l y employed (collectively “Counties”). Said background check must be performed no more than one year prior to services being provided to the government and at a minimum cover the period of seven years prior to say check.

1.21.3.2. Background Check Certification. Ten (10) calendar days prior to commencement of services, or prior to a replacement employee, subcontractor or supplier, performing services under this contract, and or upon COR request anytime thereafter, the contractor shall provide written confirmation to the COR, that the above described background checks have been completed and that there are no convictions of record for any employee, that each employee is bondable, and that all employees’ names and social security numbers match. Said certifications shall be executed by an officer of contractor and shall have all information required therein completed.

1.21.4. The contractor’s Project Manager and/or Site Supervisors shall not manage or supervise any government personnel or the personnel of another contractor. Project Manager and Site

Supervisor certification and education requirement are located in Technical Exhibit C – Key

Personnel. This prohibition does not apply to supervising/managing the personnel of subcontractors performing services under this contract.

2. ACRONYMS AND DEFINITIONS.

2.1. ACRONYMS:

AQL Acceptable Quality Level

CAC Common Access Card

COR Contracting Officer’s Representative

DHA Defense Health Agency

DoD Department of Defense

DoDI Department of Defense Instruction

FAR Federal Acquisition Regulations

FIPS PUB Federal Information Processing Standards Publication

HAACP Hazard Analysis and Critical Control Point

HSPD Homeland Security Presidential Directive

ID Identification

2.2. DEFINITIONS.

2.2.1. Acceptable Quality Level (AQL). The maximum percent defective or maximum number of defects that can be considered satisfactory on average. The allowable variance from a standard before the government rejects defective service and requests a performance improvement plan.

2.2.2. Accountability. An obligation, imposed by law or regulation upon an individual to keep an accurate record of property, documents, or funds. The accountable individual may or may not have actual possession of the property, documents, or funds.

2.2.3. Bulk Nourishment. Snacks, as specified by the facility dietitian for between-meal feeding, and supplemental fluids delivered to the wards at locally established times. Nursing personnel are responsible for nourishment receipt and distribution.

2.2.4. Customer Sales Collection Supervisor. A contractor employee accountable for daily credit/debit card transactions during their service hours.

2.2.5. Contracting Officer (CO). CO means a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings

2.2.6. Contracting Officer’s Representative (COR). An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

TJC The Joint Commission

CO Contracting Officer

MEDCOM Medical Command

MTF Military Treatment Facility

NM Nutritional Medicine

OCI Organizational Conflict of Interest

OMB Office of Management and Budget

OSD Operational Security Division

OSHA Occupational Safety and Health Act

PI Performance Improvement or Process Improvement

PM Project Manager or Program Manager

POC Point of Contact

PPD Purified Protein Derivative

PPE Personal Protective Equipment

PPS Production Planning Schedule

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

RAPIDS Real Time Automated Personnel Identification System

SOP Standard Operating Procedure

TA Trusted Agent

TASS Trusted Associated Sponsorship

TB-MED Technical Bulletin - Medical

TC Training Circular

TSFC Tri-Service Food Code

2.2.7. Grab and Go. Grab and Go service is available in the dining room and/or at a location outside the dining room such as a mobile cart or a small structure or room within the MTF at the times indicated. Examples of Grab and Go items include, but are not limited to: hot and cold prepackaged sandwiches, prepackaged salads, soup, desserts, beverages, chips, bars, yogurts, milk, etc.

2.2.8. Nutritional Medicine (NM). The division within the MTF is responsible for providing hospital nutrition services; meal preparation and distribution to patients and staff; dietetic planning; and supervision and control of overall operations of food service at the facility.

2.2.9. Nutritional Medicine Clinical Support Service Chief. The government individual who sets policies, standards, and provides overall leadership for nutrition services for the DHA.

2.2.10. Patient Room Service. Patient Room Service is the concept used for admitted patient feeding. Patients may select from menus that offer a variety of healthy selections of foods that are made-to-order and are compliant with the patient’s dietary prescription. Meals are prepared individually rather than in bulk and there are generally no pre-established tray assembly or delivery times. Patients can order their food anytime during the specified hours of operation; menu items are prepared on-demand and delivered to the patient within 40 minutes of the CP receiving the order.

2.2.11. Performance Requirements Summary (PRS). Identifies selected service outputs of the contract that will be evaluated by the government to assure contract performance standards are met by the contractor.

2.2.12. Production Planning Schedule (PPS). The PPS is used to determine the type and amount of food to prepare for each meal service period for both regular and therapeutic diets. It is used to control food production and document food disposition.

2.2.13. Quality Assurance (QA). QA means the various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and q u an t i ty .

2.2.14. Quality Control (QC). All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.2.15. Quality Control Plan (QCP). Contractor written quality control plan to assure procedures for controlling the quality of the goods provided and/or services to be performed.

2.2.16. ServSafe Manager Certification. The ServSafe Food Protection Manager Certification is a reliable indication t h a t the holder of the certificate has received training to the highest standard in food hygiene and safety. The American National Standards Institute (ANSI)

Conference for Food Protection (CFP) acknowledges ServSafe certifications. The certification is accredited by the ANSI and is nationally accepted as the standard of food safety certifications and is recognized by more federal, state and local jurisdictions than any other safety certification.

2.2.17. ServSafe Food Handler Certification. The ServSafe Food Handler Certification is a reliable indication that t h e holder of the certificate has received training on basic food safety practices for preparing and serving food. The American National Standards Institute (ANSI)

Conference for Food Protection (CFP) acknowledges ServSafe certifications. The certification is accredited by the ANSI and is nationally accepted as the standard of food safety certifications and is recognized by more federal, state and local jurisdictions than any other safety certification.

2.2.18. Small-wares. Small-wares (non-disposable) are considered re-usable, expendable items that are used until they are no longer able to perform their intended function by either damage or normal wear and tear. These items are not accounted for on the medical facility hand receipt or the durable equipment list. Examples of small wares include, but are not limited to: baskets, food and utensil containers both plastic and metal, cutlery, cutting boards, insulated and cold beverage dispensers, salad dressing dispensers, food pans, glassware, ingredient bins, measurers, mixing bowls, storage containers and lids, on-site food service items such as coffee decanters or decorative food trays, openers, pots and pans, scales, silverware (metal), small kitchen appliances, tableware, thermometers, utensils, pot holders and oven mitts.

2.2.19. The Joint Commission (TJC). An independent, not-for-profit organization that accredits and certifies health care organizations and programs in the United States. The Joint

Commission accreditation and certification is recognized nationwide as a symbol of quality that reflects an organization’s commitment to meeting certain performance standards. The

JC’s mission is to continuously improve health care for the public, in collaboration with other stakeholders, by evaluating health care organizations and inspiring them to excel in providing safe and effective care of the highest quality and value.

2.2.20. Therapeutic diets. Therapeutic diets are medically prescribed by physicians as a mode of treatment for acute and chronic diseases and medical conditions.

2.2.21. Training Holiday. Incentive holidays for military personnel declared and/or revoked at the discretion of the MTF commander. Not a holiday for DOD civilian or contract employees but often commanders encourage liberal leave approval for DOD civilian employees in conjunction with training holidays.

3. GOVERNMENT FURNISHED ITEMS AND SERVICES.

3.1. GENERAL. The government will provide facilities, equipment, utilities and services to the contractor as government furnished property for performance of the contract. The contractor shall not utli not use government furnished property for any purpose other than execution of work under this contract. Use of government furnished property is at no charge to the contractor.

3.2. The contractor shall comply with applicable government regulations addressing management and responsibility for Government Property, specifically, AR 735-5, Policies and Procedures for Property

Accountability.

3.3. FACILITIES. The government will provide or make available to the contractor areas within or adjacent to the facility. The government reserves the right to reallocate and relocate assigned facilities during the term of the contract.

3.4. OFFICE EQUIPMENT. The government will provide all required equipment including computers, local workstations, software, copiers, scanners, fax machines, and printers to be used in the performance of the duties described in this contract.

3.4.1. The contractor shall not modify or load software to computer equipment without prior written approval by the contract COR.

3.4.2. The government will provide installed food service equipment, small appliances, storage equipment both cold and dry, existing personal protective equipment (PPE), dining area furniture and existing office furniture and equipment. All existing furniture and PPE will be provided "as-is."

3.4.3. The government will provide preventive and corrective maintenance for all government facilities and equipment.

3.4.4. Equipment Inventory. The contractor and the government will conduct a full inventory of all government provided equipment, items or property within 30 days after the start of the contract and 30 days before the contract expires.

3.4.5. The contractor shall assume responsibility and prudently maintain all government issued equipment, information and property provided for contractor use.

3.4.6. The government shall maintain and replace all real property, fixtures and equipment, except for small wares. Examples of small wares include, but are not limited to: baskets, food and utensil containers both plastic and metal, cutlery, cutting boards, insulated and cold beverage dispensers, salad dressing dispensers, food pans, glassware, ingredient bins, measurers, mixing bowls, storage containers and lids, on-site food service items such as coffee decanters or decorative food trays, openers, pots and pans, scales, silverware (metal), small kitchen appliances, tableware, thermometers, utensils, pot holders and oven mitts, and small food preparation equipment not included on the division hand receipt or the durable equipment list.

3.4.7. The contractor shall monitor the operability of equipment, identify equipment malfunctions and report same to the Department Head, Nutritional Medicine, within one hour. The government will repair or replace the malfunctioning equipment. If the government determines the equipment is beyond economical repair, the government will replace and install any beyond-repair equipment.

3.5. UTILITIES. The government will provide all utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which includes turning off water faucets or valves after using the required amount to accomplish cleaning.

3.5.1. The contractor shall not modify, connect, or disconnect any utility service, or component without written Government approval.

3.5.1.1. Telephone Services. The government will provide telephones, telephone lines, facsimiles and access to government…