IFB B-25716 Questions and Answers REVISED .docx

Bid # 22-497DVA-MANTE-B-25716, IVHM Dietary Services---Questions & Answers General:

· With current census of approximately 166 residents, what are the census projections over the next 90 and 180 days? Due to COVID a census projection is not possible at this time

· In the contract pricing section (section 2.1), it lists the number of residents to bid at 275. The current census is 166 residents. This is inaccurate. How many residents should we base our proposal on? Further, the number of residents are not listed in the item tab within quote section of BidBuy. How would the facility like the pricing listed in BidBuy? Please bid for the number listed in the pricing section. Pricing should be entered as a total price of all meals per day

· When is the anticipated start date of this contract? BidBuy lists year 2021 with 35 days and the bid (Section 2.1) lists 20 days in 2021. The anticipated contract start date will be 01/01/2022 however the term shall commence upon the last dated signature of the Parties.

· What is the term of this contract? The IFB lists the contract as a 10 year term but BidBuy and section 2.1 considers 2021 to be a full year.

The term is anticipated to be 01/01/2022-12/30/2031, however the term shall commence upon the last dated signature of the Parties.

When are final questions for the IFB due? November 17th, 2021

· When will questions be answered? Questions will be posted by 11/22/2022 Is it possible to receive answers no later than Monday, November 22? YES

· Are all employees required to be fully vaccinated for COVID19 prior to starting work or are they allowed to submit to weekly testing if not fully vaccinated? Will a grace period be allowed to allow the vendor to hire and train sufficient vaccinated staff? All employees must be fully vaccinated, no grace period is allowed. There is no testing option.

· Will the facility allow delayed starting of any in-unit buffet feeding to allow for sufficient staff hiring and training with a staggered opening of units? Will agree to a staggered opening as long as target dates are set.

· Does the facility have buffet equipment in hand? IVHM does not have the mobile serving carts in hand If not, is there a timeline for procurement? IVHM will procure once contract is signed

· Is the vendor required to provide equipment for tray-line equipment during situations where communal dining or buffet service is not feasible? Tray line equipment is not required

· Please confirm that IVHM staff will be responsible for resident feeding assistance, if needed. IVHM staff will be responsible for feeding and assisting residents in and out of the dining area.

· Can the resident request multiple portions of entrée or more than one food item per category? entrees are preselected on the menu. It would be acceptable to expect that a small amount of residents may request additional portions. But not necessary to provide 2 entrees for each resident.

· Will facility staff assist members who need seating assistance? All hands on contact with residents will be done by IVHM staff.

· 1.2.2.5: Approximately how many hours of facility administered in-service are required per staff? 4 hours per year

· 1.2.2.12: Please clarify how many salad bar options are required for service. A variety of four items would be sufficient.

· 1.2.2.12: Will offering water, Coffee and Iced Tea satisfy the beverage requirements for lunch and dinner? Yes

· 1.2.2.13: What aspect of the operation does this staff requirement pertain to? IVHM will waive the CPR requirement for Dietary staff.

· 1.2.2.14: Will the facility purchase transport and holding equipment such as carts to deliver food, refrigeration at the units, locking storage, etc…? Will the vendor have input on the type and size of any equipment needed? There is a large variety of food items offered and proper transport/holding and service equipment will be required. Facility will acquire.

· 1.2.2.16: Provided it does not interfere with service, is it acceptable for a portion of the dietary staff to leave the dining room during service to perform tasks associated with service such as replenishment of supplies and transporting dirty dishes? Yes

· 1.2.2.19: Can the puree foods be purchased as convenience items? i.e. already shaped? Can the puree foods be prepared using frozen or prepared products? Yes

· 1.2.2.20: Not all foods can be molded to original non-altered shapes. Is this acceptable? As much as possible food should in their original shape.

· 1.2.2.22: Please provide clarification re: ‘frozen or convenience items’. For example; does a pre-formed patty, pre-stuffed chicken or pre-made brownie fall under these restrictions? No. Preformed burgers or stuffed chicken breasts would be acceptable,

· 1.2.2.24: We currently utilize a 28 day menu cycle. Is this acceptable? Yes

· 1.2.2.25: For seasonal fresh fruit, is it the intention to offer cut fresh fruit at each meal or will whole fruit (apples, oranges, bananas) be acceptable? Is canned fruit ever allowed? The majority of fruit should be fresh. If not available canned food may be served.

· 1.2.2.27: Will the facility staff distribute the meal selection sheets to the individual residents? Yes --To clarify when dietary will receive the resident meal selections: All Wednesday meal selections will be provided by end of day Monday? Yes --Should a resident meal selection not be turned in can the vendor provide a pre-selected meal at the vendors discretion? Yes --For resident selection, is it the desire of the facility to accommodate resident meal changes after the meal selection sheets have been turned in? Yes.

· 1.2.2.28: Will mechanically altered diets be allowed to order ala carte choices? Yes

· 1.2.2.31: --Will the buffet be permanently placed at the individual units? No, the mobile serving carts can be filled in the kitchen and plated in the dining rooms.

--Will the facility allow daily use supplies to be located semi-permanently in each serving area? Yes --Will the facility purchase transport and holding equipment such as carts to deliver food, refrigeration at the units, locking storage, dish dollies, etc…? Yes we are open to input from the Vendor on equipment, but reserve the right to make the final decision.

· Will the vendor have input on the type and size of any equipment needed? There is a large variety of food items offered and proper transport/holding and service equipment will be required. Yes we are open to input from the Vendor on equipment, but reserve the right to make the final decision.

· 1.2.2.32: -Can the meal times be staggered by unit? Yes -Should lunch be 1.5 hours in length, similar in breakfast and dinner duration? Yes

· 1.2.2.33: to define restaurant style: Guests will arrive to the dining area with pre-set flatware, glasses and condiments. Upon entering, the resident is served their pre-selected meal. Upon completion of the meal, the setting will be cleared and re-set for the next diner. Is this correct? Are any of these duties performed by IVHM staff? IVHM staff will bring resident to and from dining area, and assist with the resident with eating. If the resident prefers a clothing protector, IVHM staff will place it on the resident.

· 1.2.2.34: Can the dining tables be set after each meal and remain set throughout the day? Will the dining rooms be used between meals? The dining room is multi use space and will be used between meals.

· 1.2.2.38: Regarding snacks, is it intended for the residents to have a choice of a variety of snacks available at any. A choice of 2 snacks individually packaged should be available.

--can the beverages be bulk or do they need to be individually packaged? Bulk is acceptable and staff will pour into cups as needed for snacking.

· 1.2.2.39: Are the snacks and evening nourishment referencing the same service or are these different offerings to the resident? Same

· 1.2.4.16: Is the facility amenable to modifications of the commissary hours of operation and holiday closing schedule? Will the facility consider the commissary hours of 8am-2pm, Monday-Friday due to low sales at other times? Open to discussion on hours and operation of the commissary.

· 1.2.5.1: Will the facility provide internet service and wifi access as needed? Yes

· 1.2.6.1: The current contract states that the facility will split the cost of flatware replacement due to excessive loss. Will the facility continue to do this? Yes

· 1.2.8.2: What aspect of the operation does this staff requirement pertain to? Adequate staff to plate, serve, and clean in the dining areas that are serving the residents.