TECHNICAL EXHIBIT C - Key Personnel (002).pdf

TECHNICAL EXHIBIT C - KEY PERSONNEL

5.0 Legal Authorization to Work in the United States: Employees performing under this contract must be a U.S. Citizen.

5.1 GENERAL DUTIES: The contractor shall provide qualified personnel to fulfill the following key positions, demonstrating the required experience, certifications, and skills to ensure the effective and efficient delivery of all services outlined in this PWS. The Contractor shall submit resumes, copies of all relevant certifications, and a completed DHA-required background check authorization form for all proposed key personnel to the Contracting Officer

(KO) or designated representative for review and approval prior to commencement of work and within 5 working days of any personnel changes.

5.1.1. Food Service Director/Project Manager (FSD/PM): Overall Responsibility: The FSD/PM has the ultimate responsibility for the entire food service operation, ensuring compliance with all contract requirements and DHA standards. This includes effective management, staff supervision, financial oversight, and seamless communication with DHA personnel. The

FSD/PM or designated alternate must be on-site during all operating hours. The FSD/PM may not be the same person as any other personnel on the contract.

5.1.1.1.1. Specific Responsibilities:

• Provide leadership and direction to all food service staff.

• Oversee all aspects of food procurement, menu planning, preparation, service, sanitation, and waste management.

• Manage the budget and ensure cost-effective operations, adhering to DHA's financial guidelines (reference DHA Financial Management Policy).

• Maintain accurate records and submit timely reports to the KO, using DHA-approved reporting templates.

• Ensure compliance with all applicable federal, state, and local regulations, as well as

DHA policies and procedures, including those related to food safety, sanitation, security, and patient privacy.

• Develop and implement a comprehensive Quality Management Plan (QMP) to ensure consistent high-quality service, incorporating DHA's quality metrics and performance standards.

• Act as the primary liaison with the KO, Registered Dietitian, Infection Control Officer, Emergency Management Coordinator, and other DHA personnel.

• Develop and implement a comprehensive disaster preparedness plan, coordinating with

DHA's Emergency Management Department and participating in facility-wide emergency drills.

• Ensure all staff members receive adequate training and certifications, maintaining accurate training records and ensuring compliance with DHA's training requirements.

5.1.1.2. Minimum Qualifications:

• Associate’s degree or higher in food service management, Hospitality Management, Business Administration, or a related field from an accredited institution or equivalent work experience as below.

• Minimum of five (5) years of progressive experience in managing food service operations, managing a workforce providing services on contracts of similar size, scope and complexity, with at least three (3) years in a healthcare setting.

• Certified Dietary Manager (CDM), Certified Food Manager (CFM), or Certified Food

Professional (CFPP) certification from a nationally recognized organization (e.g., Association of Nutrition & Foodservice Professionals, National Restaurant Association, Conference for Food Protection) is preferred.

• Thorough knowledge of food safety regulations (e.g., FDA Food Code), HACCP principles, and sanitation standards.

• Demonstrated experience in managing budgets, controlling costs, and improving operational efficiency in a healthcare food service environment.

• Excellent leadership, management, and communication skills, with the ability to effectively interact with staff, patients, and DHA personnel.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience using food service management software.

• Must be able to pass a background check and obtain any required security clearances, in accordance with DHA security policies.

5.1.1.3. DHA – Specific Requirements:

• Completion of DHA-specific training on food safety, infection control, emergency preparedness, patient privacy (HIPAA), customer service, and cultural sensitivity.

• Familiarity with DHA's electronic health record (EHR) system (e.g., MHS GENESIS) and other relevant DHA systems, including those used for ordering, inventory management, and reporting.

• Successful completion of a DHA-administered competency assessment, demonstrating proficiency in food service management principles, DHA policies, and relevant regulations.

5.1.2. Quality Manager (QM): Overall Responsibility: The Quality Manager will be responsible for developing, implementing, and maintaining a comprehensive Quality Management System

(QMS) that ensures consistent delivery of high-quality food service that aligns with DHA standards and requirements. The Quality Manager must report directly to a senior corporate official of the contractor and must not report directly to the Project Manager. The Quality

Manager may be the same person as the SSHO.

5.1.2.1. Specific Responsibilities:

• Develop, implement, and maintain a Quality Management Plan (QMP) that outlines the

Contractor's approach to ensuring quality service delivery, incorporating DHA's quality metrics and performance standards.

• Establish and maintain procedures for monitoring and evaluating the quality of food, service, and sanitation, using DHA-approved checklists and audit tools.

• Conduct regular inspections and audits of the food service operation to identify areas for improvement, documenting findings and recommendations in a clear and concise manner.

• Develop and implement corrective action plans to address any identified deficiencies, tracking progress and ensuring that corrective actions are effective.

• Track and analyze quality data (e.g., customer satisfaction scores, food safety inspection results, waste management data) to identify trends and patterns, using data to drive continuous improvement efforts.

• Provide training to food service staff on quality management principles and procedures, emphasizing the importance of quality in all aspects of the operation.

• Monitor customer satisfaction and address any complaints or concerns promptly and effectively, using customer feedback to improve performance.

• Ensure compliance with all applicable regulations and DHA policies related to quality management, maintaining accurate records and documentation.

5.1.2.2. Minimum Qualifications:

• Associate’s degree or higher in a relevant field (e.g., Food Science, Nutrition, Quality

Management) is preferred.

• Minimum of three (3) years of experience in preparing and enforcing QMS programs on contracts of similar size, scope, and complexity, preferably in a healthcare setting.

• Certification in Quality Management (e.g., Six Sigma Green Belt, ISO 9001 Internal

Auditor) is highly desirable.

• Thorough knowledge of quality management principles and techniques, including process improvement methodologies and statistical analysis.

• Strong analytical, problem-solving, and communication skills, with the ability to effectively communicate quality-related information to staff and management.

• Ability to work independently and as part of a team, collaborating effectively with DHA personnel and other stakeholders.

• Successful completion of the Construction Quality Management (CQM) course offered by the Government or Guam Contractor’s Association (or equivalent Government-approved course). Note: This requirement may be waived if the candidate possesses equivalent experience in quality management.

• Knowledge of EM 385-1-1 safety requirements.

5.1.2.3. DHA – Specific Requirements:

• Familiarity with DHA's quality management policies and procedures, including DHA's quality metrics and performance standards.

• Completion of DHA-specific training on quality management and performance improvement.

5.1.3. Site Safety and Health Officer: Overall Responsibility: The SSHO is responsible for developing, implementing, and maintaining a comprehensive safety and health program to ensure a safe and healthy working environment for all food service personnel and compliance with all applicable safety regulations and DHA policies. A safety oversight team that includes a minimum of one Competent Person at each project site to function as the Site Safety and Health

Officer (SSHO) must be provided. The SSHO shall not be the same person as the project manager.

5.1.3.1. Specific Responsibilities:

• Develop, implement, and enforce a site-specific Accident Prevention Plan (APP) in accordance with EM 385-1-1, 29 CFR 1926.16, and other applicable regulations, tailoring the APP to the specific hazards present in the food service environment.

• Conduct regular safety inspections and audits to identify and correct hazards, documenting findings and recommendations in a clear and concise manner.

• Investigate accidents and incidents, identifying root causes and implementing corrective actions to prevent recurrence.

• Provide safety training to all food service staff, including training on hazard communication, lockout/tagout procedures, and the proper use of personal protective equipment (PPE).

• Ensure that all equipment is properly maintained and operated safely, implementing preventative maintenance procedures and conducting regular equipment inspections.

• Maintain accurate safety records and reports, including accident reports, training records, inspection reports, and hazard assessments.

• Serve as the primary point of contact for safety-related matters, communicating effectively with DHA personnel, staff, and other stakeholders.

• Ensure compliance with all applicable OSHA regulations and DHA safety policies, maintaining current knowledge of regulatory changes and best practices.

5.1.3.2. Minimum Qualifications:

• Must meet the requirements of EM 385-1-1 Section 1 and ensure that the requirements of

29 CFR 1926.16 are met for the project.

• Completed five (5) years of satisfactory experience in preparing and enforcing safety programs on contracts of similar size and complexity in the past or three (3) years' experience if possessing a Certified Safety Professional (CSP) or a safety and health degree.

• Completed the OSHA 30-hour general industry safety class (29 CFR 1910) or equivalent and maintain competency through 24 hours of formal safety and health related coursework every four years.

• Thorough knowledge of OSHA regulations and safety management principles, including hazard recognition, risk assessment, and control methods.

• Strong communication, training, and interpersonal skills, with the ability to effectively communicate safety information to staff and management.

5.1.3.3. DHA – Specific Requirements:

• Familiarity with DHA's safety policies and procedures, including DHA's safety manual and relevant safety alerts.

• Completion of DHA-specific safety training, including training on hazard communication, bloodborne pathogens, and other relevant topics.

• Experience in conducting safety inspections in a food service environment is preferred.

5.1.4. Registered Dietitian (RD): Overall Responsibility: The Contractor shall provide a

Registered Dietician to perform clinical food service operation and clinical duties which include, but are not limited to the following depending on the dietitian’s request: supervise diet clerks, oversee inpatient food service operations in the absence of the DTR, train staff to include therapeutic diets, create and review cycle menus, developing and approving therapeutic menus, conduct inpatient assessments, providing medical nutrition therapy (MNT), and monitoring patient nutritional status, provide follow-up notes for low to high risk inpatients, provide diet instruction and education to inpatients. Additional duties include participation in command orientation, performance improvement initiatives, health fairs, commissary tours, and nutrition education classes for outpatients as needed. The RD cannot be the same person as the PM. The

RD is a clinical position that supports the command dietitian and only oversees patient feeding, whereas the PM oversees all Galley and large-scale operations.

5.1.4.1. Specific Responsibilities:

• Develop and approve therapeutic menus in consultation with physicians and other healthcare providers, ensuring that meals meet the specific dietary needs of patients with medical conditions (e.g., diabetes, heart disease, renal disease). Therapeutic menus shall adhere to DHA's Therapeutic Diet Manual [Manual Number].

• Provide medical nutrition therapy (MNT) to patients, including nutritional assessments, diet education, and counseling, adhering to DHA's MNT guidelines.

• Monitor patient food intake and nutritional status, identifying and addressing any nutritional deficiencies or concerns, documenting findings in the patient's medical record.

• Collaborate with the Food Service Director/Project Manager to ensure that therapeutic menus are implemented effectively, and that food service staff are properly trained on therapeutic diets.

• Participate in interdisciplinary team meetings to discuss patient care and develop nutrition plans.

• Provide education and training to food service staff on therapeutic diets, food allergies, and other nutrition-related topics, ensuring staff competency in providing appropriate dietary modifications.

• Ensure compliance with DHA's nutrition policies and guidelines, staying current on the latest evidence-based nutrition practices.

• Participate in performance improvement initiatives to enhance the quality of nutrition services.

5.1.4.2. Minimum Qualifications:

• Registered Dietitian (RD) credential from the Commission on Dietetic Registration

(CDR).

• Bachelor's degree in Dietetics, Nutrition, or a related field from an accredited institution.

A master’s degree is preferred.

• Minimum of 3 years of experience in providing clinical nutrition services in a healthcare setting.

• Current state licensure or certification as a dietitian, if required by state law.

• Thorough knowledge of medical nutrition therapy, therapeutic diets, and nutrition assessment techniques, staying current on the latest evidence-based practices.

• Excellent communication, counseling, and interpersonal skills, with the ability to effectively communicate nutritional information to patients and healthcare professionals.

5.1.4.3. DHA – Specific Requirements:

• Familiarity with DHA's nutrition policies and guidelines, including DHA's Nutrition Care

Manual and MNT guidelines.

• Experience working with military personnel or veterans is preferred.

• Completion of DHA-specific training on therapeutic diets and medical nutrition therapy.

• Familiarity with DHA's electronic health record (EHR) system (e.g., MHS GENESIS) and other relevant DHA systems, documenting nutrition assessments and interventions in the patient's medical record.

• Successful completion of a DHA-administered competency assessment, demonstrating proficiency in MNT principles and DHA-specific nutrition guidelines.

5.1.5. Food Service Manager: Overall Responsibility: The Food Service Manager shall be responsible for the day-to-day operations of the dining facility, ensuring that all food service activities are performed efficiently, safely, and in accordance with DHA standards.

5.1.5.1. Specific Responsibilities:

• Supervise food service staff, including cooks, food service workers, and cashiers, providing training and guidance as needed.

• Oversee food preparation, service, and sanitation activities, ensuring adherence to established procedures and standards.

• Ensure that all equipment is properly maintained and operated, coordinating with maintenance personnel as needed.

• Manage inventory and order supplies, minimizing waste and ensuring the availability of necessary resources.

• Monitor food costs and control waste, implementing strategies to improve efficiency and reduce expenses.

• Enforce food safety and sanitation procedures, conduct regular inspections and audits to ensure compliance.

• Resolve customer complaints and ensure customer satisfaction, responding promptly and professionally to any concerns.

• Schedule staff and manage labor costs, ensuring adequate staffing levels while controlling expenses.

• The Food Service Manager must be a participating member of the Hospital Infection

Control Committee.

5.1.5.2. Minimum Qualifications:

• Associate’s degree in food service management, Culinary Arts, or a related field from an accredited institution or a minimum of 3 years’ experience as a food service supervisor in a healthcare setting.

• Minimum of 3 years of experience in supervising food service operations, Food Service

Manager must have the education or special training to be experienced in medical food service.

• Must possess a Certified Food Manager (CFM) or Certified Food Protection Professional

(CFPP) certification from a nationally recognized organization (e.g., National Restaurant

Association, Conference for Food Protection).

• Thorough knowledge of food safety regulations, HACCP principles, and sanitation standards.

• Strong supervisory, leadership, and communication skills, with the ability to motivate and train staff.

• Ability to work effectively in a fast-paced environment, managing multiple tasks and priorities.

5.1.5.3. DHA – Specific Requirements:

• Completion of DHA-specific training on food safety, infection control, customer service, and relevant DHA policies.

• Experience in managing a large-scale food production operation in a healthcare setting is preferred.

• Familiarity with DHA's food service standards and procedures.

5.1.6. Shift Supervisor: Overall Responsibility: The Shift Supervisor(s) are responsible for overseeing all food service operations during their assigned shifts, ensuring the efficient and safe delivery of high-quality meals and services to patients, staff, and visitors.

5.1.6.1. Specific Responsibilities:

• Supervise food service staff during their assigned shifts, providing direction and guidance as needed.

• Oversee food preparation, service, and sanitation activities during their assigned shifts, ensuring adherence to established procedures and standards.

• Ensure that all equipment is properly maintained and operated during their assigned shifts, reporting any maintenance issues to the Food Service Manager.

• Monitor food quality and portion control during their assigned shifts, ensuring that meals meet DHA's nutritional guidelines and are visually appealing.

• Enforce food safety and sanitation procedures during their assigned shifts, conducting regular inspections and audits to ensure compliance.

• Resolve customer complaints and ensure customer satisfaction during their assigned shifts, responding promptly and professionally to any concerns.

• Maintain accurate records and documentation during their assigned shifts, including temperature logs, waste management records, and customer feedback.

5.1.6.2. Minimum Qualifications:

• Associate’s degree in food service management, Culinary Arts, or a related field from an accredited institution, or three (3) years’ experience as a Food Service Supervisor. A senior, experienced cook may serve as a shift supervisor. The shift supervisors must have the education or special training to be experienced in medical food service.

• Minimum of 3 years of experience in a food service setting, with some supervisory experience preferred.

• Must possess a valid food handler's card or certification from a recognized organization.

• Thorough knowledge of food safety regulations, HACCP principles, and sanitation standards.

• Strong supervisory and communication skills, with the ability to effectively direct and motivate staff.

• Ability to work effectively in a fast-paced environment, managing multiple tasks and priorities.

5.1.6.3. DHA – Specific Requirements:

• Completion of DHA-specific training on food safety, infection control, customer service, and relevant DHA policies.

• If therapeutic meals are prepared on all shifts, Shift Supervisors must have documented training and experience in therapeutic diet preparation.

5.1.7. Diet Technician, Registered (DTR)/Diet Tech: Overall Responsibility: The Diet

Technician, Registered (DTR), also known as a Diet Tech, plays a crucial role in supporting the

Registered Dietitian (RD) and ensuring the accurate and timely implementation of therapeutic diets for patients. The DTR provides essential assistance with patient screening, menu preparation, and monitoring of meal service, contributing to the overall quality of nutritional care, perform clinical food service duties which include, but are not limited to the following depending on the dietitian’s request: supervise diet clerks, oversee inpatient food service operations, train staff to include therapeutic diets, conduct weekly test trays, create and review cycle menus, conduct inpatient screening, provide follow-up notes for low to high risk inpatients to the dietitian, provide diet instruction and education to inpatients as required. Additional duties include participation in command orientation, performance improvement initiatives, and health fairs. The DTR is not the same person as the RD.

5.1.7.1. Specific Responsibilities:

• Conduct inpatient screening to identify patients at nutritional risk, reporting findings to the RD for further assessment.

• Supervise diet clerks, providing guidance and training on menu processing, tray assembly, and patient interactions.

• Oversee inpatient food service operations, ensuring that meals are prepared and delivered according to established standards and dietary orders.

• Train staff on therapeutic diets, food allergies, and other nutrition-related topics, ensuring competency in providing appropriate dietary modifications.

• Conduct weekly test trays to assess the quality and palatability of therapeutic meals, providing feedback to the food service team for improvement.

• Create and review cycle menus, ensuring that they meet nutritional guidelines and accommodate patient preferences.

• Conduct inpatient screening, identifying patients who may require further nutritional assessment by the RD.

• Provide follow-up notes for low-to-high risk inpatients to the dietitian, documenting relevant information about their nutritional status and dietary intake.

• Provide diet instruction and education to inpatients as required, reinforcing dietary recommendations and answering patient questions.

• Participate in command orientation, performance improvement initiatives, and health fairs, promoting nutrition awareness and healthy eating habits.

5.1.7.2. Minimum Qualifications:

• Associate's degree in Dietetics Technology or a related field from an accredited institution.

• Registered Dietitian Technician (DTR) credential from the Commission on Dietetic

Registration (CDR) is highly preferred. If not DTR certified, at least one (1) year of experience working as a diet technician in a clinical setting is required.

• Thorough knowledge of therapeutic diets, medical nutrition therapy, and nutrition screening techniques.

• Strong communication, interpersonal, and organizational skills.

• Ability to work independently and as part of a team.

• Proficiency in Microsoft Office Suite (Word, Excel).

5.1.7.3. DHA – Specific Requirements:

• Completion of DHA-specific training on therapeutic diets, patient privacy (HIPAA), and customer service.

• Familiarity with DHA's electronic health record (EHR) system (e.g., MHS GENESIS) and other relevant DHA systems, documenting patient screening results and other relevant information.

• Successful completion of a DHA-administered competency assessment, demonstrating proficiency in therapeutic diet principles and patient interaction skills.

5.1.8. Diet Clerk: Overall Responsibility: Diet Clerks provide essential administrative and clerical support to the Registered Dietitian (RD) and Diet Technician, Registered (DTR), processing regular and therapeutic patient menus, patient tray management, preparing patient nourishments and tube feedings, and conducting patient tray line production and other items requested.

5.1.8.1. Specific Responsibilities:

• Assist the RD and DTR in processing regular and therapeutic patient menus, ensuring accuracy and adherence to dietary restrictions.

• Prepare patient nourishments and tube feedings according to established recipes and procedures, following strict food safety guidelines.

• Conduct patient tray line production, assembling meals according to diet orders and ensuring that trays are delivered to the correct patients.

• Answer phone calls and respond to patient inquiries, providing basic information about menus and dietary restrictions.

• Assist with inventory management and ordering of supplies, maintaining accurate records and ensuring that stock levels are adequate.

• Maintain patient confidentiality in accordance with HIPAA regulations.

• Perform other clerical duties as assigned, such as filing, data entry, and photocopying.

5.1.8.2. Minimum Qualifications:

• High school diploma or equivalent.

• Two (2) years of previous clinical food service experience is required.

• Knowledge of medical terminology and therapeutic diets is preferred.

• Strong organizational and communication skills.

• Ability to work independently and as part of a team.

• Proficiency in basic computer skills (e.g., data entry, word processing).

5.1.8.3. DHA – Specific Requirements:

• Completion of DHA-specific training on therapeutic diets, patient privacy (HIPAA), and customer service.

• Familiarity with DHA's electronic health record (EHR) system and other relevant DHA systems is preferred

5.1.9. Cooks and Food Service Workers: Overall Responsibility: Cooks and Food Service

Workers are responsible for preparing and serving high-quality, safe, and nutritious meals to patients, staff, and visitors, following established recipes and procedures.

5.1.9.1. Specific Responsibilities:

• Prepare food according to standardized recipes and production schedules.

• Operate and maintain kitchen equipment safely and efficiently.

• Follow strict food safety and sanitation procedures, including proper handwashing, temperature control, and prevention of cross-contamination.

• Serve meals to patients, staff, and visitors in a courteous and efficient manner.

• Clean and sanitize work areas and equipment.

• Dispose of waste materials properly.

5.1.9.2. Minimum Qualifications:

• High school diploma or equivalent.

• Two (2) years of previous clinical food service experience with patient regular/therapeutic diets is required.

• Must possess a valid food handler's card or certification from a recognized organization.

• Knowledge of basic food preparation techniques and food safety principles.

• Ability to work effectively in a fast-paced environment.

5.1.9.3. DHA – Specific Requirements:

• Completion of DHA-specific training on food safety, sanitation, and therapeutic diets.

5.1.10. Environmental/Energy Manager: Overall Responsibility: The Environmental/Energy

Manager is responsible for developing, implementing, and monitoring environmental and energy management programs to ensure that the food service operation adheres to DHA's sustainability goals and policies.

5.1.10.1. Specific Responsibilities:

• Develop and implement environmental strategies, policies, and programs to promote sustainable development and reduce the environmental impact of the food service operation.

• Examine the contract activities to establish where improvements can be made and ensure compliance with environmental legislation and energy policy.

• Monitor energy and water consumption, identifying opportunities for conservation and implementing energy-efficient practices.

• Manage waste disposal and recycling programs, ensuring compliance with DHA's waste management policies.

• Procure environmentally preferred products and services, promoting the use of sustainable materials and practices.

• Provide training to food service staff on environmental and energy management practices.

• Track and report on environmental performance metrics.

5.1.10.2. Minimum Qualifications:

• A minimum of 2 years’ experience with environmental procedures similar to those of this contract.

• Familiarity with Environmental Management Systems (EMSs).

• Knowledge of environmental regulations and federal energy laws and policy (including energy and water reduction requirements and renewable energy requirements) that are applicable to operations similar to those of this contract.

• Strong analytical, problem-solving, and communication skills.

5.1.10.3. DHA – Specific Requirements:

• Familiarity with DHA's environmental policies and procedures, including DHA's sustainability goals and energy management plan.

• Completion of DHA-specific training on environmental and energy management.