MDH_RESOLICITATION_Dietary Services FinanCtr_OCMP#26-25264_RFP.Final.pdf

Dietary Services for Thomas B. Finan Center

Solicitation #: OCMP-26-25264 RFP Document

RFP for Maryland Department of Health Page 1 of 65

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH (MDH)

RE-SOLICIT

REQUEST FOR PROPOSALS (RFP)

DIETARY SERVICES FOR THOMAS B. FINAN CENTER

RFP NUMBER OCMP- 26-25264

ISSUE DATE: OCTOBER 7, 2026

A Prospective Offeror that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA https://emma.maryland.gov/

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS

SOLICITATION.

https://procurement.maryland.gov/ https://emma.maryland.gov/

RFP for Maryland Department of Health Page 2 of 65

STATE OF MARYLAND

MARYLAND DEPARTMENT OF HEALTH (MDH)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Services – Dietary Services for Thomas B. Finan Center

Solicitation Number: OCMP-26-25264

RFP Issue Date: Tuesday, October 6, 2026

RFP Issuing Office: Maryland Department of Health (MDH or the "Department")

Office of Contract Management

& Procurement Director

Email:

Phone Number:

Alison Barry

201 W. Preston St., Baltimore, MD, 21201 alison.barry@maryland.gov

667-203-9095

Procurement Officer: Melane’ Boltz

926 Snow Hill Road, Salisbury, MD 21804

Email:

Phone Number:

melane.boltz@maryland.gov

410-572-6214

Proposals are to be sent to: Submit on emma.maryland.gov under Solicitation Number

OCMP-26-25264

To submit a proposal, offerors must first register on emma.maryland.gov. We recommend registering in advance to become acquainted with the site.

No Bid/Proposal Notice Feedback

Form

*If you are not submitting a proposal for this solicitation, submit

Attachment 1 with your reasons why.

Pre-Proposal Conference: Tuesday, October 13, 2026, at 12:00 PM Local Time, via virtual meeting

(Link for the meeting will be provided after submitting the Pre-

Proposal attendance form).

See Section 4.3 for additional details.

See Attachment 2 to RSVP by Monday, October 12, 2026, at

4:00 PM local time, to attend mailto:alison.barry@maryland.gov mailto:melane.boltz@maryland.gov

RFP for Maryland Department of Health Page 3 of 65

Scheduled Site Visit Tuesday, October 13, 2026, at 11:30 AM Local Time

10102 Country Club Road, Cumberland, MD 21502

See Section 4.3 for additional details.

See Attachment 2 to RSVP by Monday, October 12, 2026, at

4:00 PM local time, to attend

Questions Due Date and Time: Friday, October 23, 2026, by 2:00 PM local time

Proposal Due (Closing) Date and

Time:

Friday, November 6, 2026, at 2:00 PM local time

Offerors are reminded that a completed Feedback Form is requested if a no-bid/proposal decision is made (see

Attachment 1 - No Bid Notice/Vendor Feedback Form).

MBE Subcontracting Goal: An overall Minority Business Enterprise (MBE) participation goal of _10____ percent of the total contract dollar amount, including all renewal option terms, if any, has been established for this procurement.

Also, refer to Appendix 4 for information about the MBE or

DBE program and goals.

VSBE Subcontracting Goal: N/A

Certified Farm & Fish

Participation Goal

An overall goal of 20 percent of the total contract dollar amount has been established for this procurement.

Also, refer to Appendix 12 Certified Farm & Fish program for information about this program and goals.

Procurement Method: A Contract will be awarded in accordance with the Competitive

Sealed Proposals method under COMAR 21.05.03.

Multiple or Alternate Bids: Multiple or alternate Proposals will not be accepted.

Contract Type: Indefinite Quantity with Fixed Unit cost as defined at COMAR

21.06.03.06 A (2).

Contract Duration: Three-year (3) base period with Two (2) 1-year Option Periods.

Primary Place(s) of Performance: Thomas B. Finan Center

10102 Country Club Rd, Cumberland, MD 21502

SBR Designation: No

Federal Funding: No

TABLE OF CONTENTS – RFP

RFP for Maryland Department of Health Page 4 of 65

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Contractor Responsibilities and Tasks

2.4 Experience and Personnel

2.5 Substitution of Personnel

3 Standard Terms and Conditions

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Problem Escalation Procedure

3.6 Work Orders

3.7 Payments by Electronic Funds Transfer

3.8 Prompt Payment Policy

3.9 Federal Funding Acknowledgement

3.10 Conflict of Interest Affidavit and Disclosure

3.11 Non-Disclosure Agreement

3.12 Maryland Healthy Working Families Act Requirements

3.13 The State of Maryland’s Commitment to Purchasing Environmentally Preferred Products and

Services (EPPs)

3.14 Insurance Requirements

3.15 Non-Compete Clause Prohibition

3.16 Corrective Action Plan (CAP)

4 Proposal Submission Information and Instructions

4.1 eMaryland Marketplace Advantage (eMMA)

4.2 Electronic Means

4.3 Pre-Proposal Conference

4.4 Questions

4.5 Proposal Due (Closing) Date and Time

4.6 Economy of Preparation

RFP for Maryland Department of Health Page 5 of 65

4.7 Public Information Act Notice

4.8 Oral Presentation

4.9 Duration of Proposals

4.10 Revisions to the RFP

4.11 Cancellations

4.12 Incurred Expenses

4.13 Protest/Disputes

4.14 Offeror Responsibilities

4.15 Acceptance of Terms and Conditions

4.16 Compliance with Laws/Arrearages

4.17 Verification of Registration and Tax Payment

4.18 False Statements

5 5. Proposal Format

5.1 Two Part Submission

5.2 Proposal Delivery and Packaging

5.3 Volume I - Technical Proposal

5.4 Volume II – Financial Proposal

6 Evaluation and Selection Process

6.1 Evaluation Committee

6.2 Technical Proposal Evaluation Criteria

6.3 Financial Proposal Evaluation Criteria

6.4 Reciprocal Preference

6.5 Selection Procedures

6.6 Documents Required upon Notice of Recommendation for Contract Award RFP Attachments

(Table B)

7 RFP Appendices and Exhibits

7.1 Appendices (Table C)

7.2 Exhibits (Table D)

RFP for Maryland Department of Health Page 6 of 65

1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

1.1.1 There are no minimum qualifications for this solicitation.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

RFP for Maryland Department of Health Page 7 of 65

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 This Request for Proposals (RFP) is issued to procure the goods or services, as specified in this Section 2, from a contract between the selected offeror(s) and the

State of Maryland (“State”). The State is seeking a dietary and food services Contract for the Thomas B. Finan Center (“Finan Center”). The contract will be for three-year

(3) base period with two (2) 1-year option periods

2.1.2 It is the State’s intention to obtain goods and services, as specified in this RFP, from a contract between the selected Offeror and the State.

2.1.3 This is a single award. See RFP Section 6.5 Selection Procedures for more Contract award information.

2.1.4 A Contract award does not ensure a Contractor will receive all or any State business under the Contract.

2.2 Background and Purpose

BACKGROUND

The Thomas B. Finan Center (hereinafter referred to as the “Center”), located in Cumberland, Maryland, is an integral part of the MDH Healthcare Delivery System of the State of Maryland.

The Center is one of a network of facilities administered by the Maryland Department of Health

(MDH or the “Department”). The Center’s complex includes a total complement of one hundred and seventy-two (172) patients/residents/students, broken down as shown in Table 2.1

Thomas B. Finan Center Campus Locations and Capacity.

PURPOSE

The Finan Center is soliciting Proposals from qualified Offerors for the total operation of the dietetic department at the complex to include food service operations and management, and professional clinical nutrition care services to ensure optimal nutritional care of the patients/residents/students of the complex, as well as cafeteria services for employees and visitors.

2.2.1 State Staff and Roles

2.2.1.1 A Procurement Officer and Contract Monitor will facilitate the solicitation and procurement for this RFP. See Section 2.2.2.5 for additional duties.

2.2.2 The Thomas B. Finan Center Responsibilities

2.2.2.1 Facility and Equipment

The Center will provide the Contractor with general kitchen facilities, permanently installed food service equipment, designated furnished office space, storage areas, locker area, restroom facilities and all utensils and tableware associated with the food service operation.

2.2.2.2 Utilities

RFP for Maryland Department of Health Page 8 of 65

The Center will:

A. Furnish the Contractor with and pay for electricity, gas, steam, water and refrigeration as associated with and required for the economical, efficient and sanitary operation of the dietetic department.

B. Provide the Contractor with local telephone service and telephone equipment within the Center. The Contractor shall be responsible for all associated long-distance expenses.

C. Supply the Contractor with a basic internet connection through the State network, however if additional services are desired or required the Contractor shall be responsible for all associated expenses.

2.2.2.3 Maintenance and Repairs

A. The Center will maintain and repair the building structure, including the maintenance of water, steam, sewer, and electrical lines, ventilation, electrical lighting fixtures, and space heating systems. The Contractor will bear the expense of repairs necessitated by its employees' negligent or intentional actions or inactions.

B. All requests for repair service or replacement of equipment shall be approved by the Center's Administration. The Center will assume responsibility for payment of all equipment repairs and replacements approved by the Center.

2.2.2.4 Refuse Removal and Housekeeping

The Center will provide refuse removal from the Center’s grounds and all other housekeeping services not designated to the Contractor.

2.2.2.5 Role of the Center’s Contract Monitor

The Center's Contract Monitor is the liaison between the Center's Administration and the Contractor. The Center's Contract Monitor may obtain assistance with any of the following responsibilities from an appropriate source. The Center's Contract Monitor may designate a qualified alternate in his/her absence. The Center's Contract Monitor:

A. Reviews the Contractor's operating policies and procedures for the Dietetic

Department prior to final approval.

B. Reviews and approves the policy and procedure manual prepared by the

Contractor within two (2) weeks after receipt of the Notice to Proceed from the

Contract Monitor and annually thereafter.

C. Approves all special food/function requests.

D. Reviews and approves the Contractor's in-service training plans and observes in-service training.

E. Establishes a regular meeting schedule with the Dietetic Department Director.

F. Regularly monitors the performance of the clinical dietitian(s) by reviewing quarterly accomplishment reports of the dietitian(s) with the Dietetic Department

Director; by meeting monthly with the Contractor’s supervising dietitian to review findings and assess that all licensure and accreditation/standards are performed at an acceptable level of compliance.

RFP for Maryland Department of Health Page 9 of 65

G. Meets with the Contractor's Corporate Management representative and supervising Registered Dietitian monthly.

H. Reviews and approvals of all cycle menus.

I. Reviews and approvals monthly, anticipated menu changes/revisions.

J. Reviews and approves portion sizes and selling prices of food in the employees' cafeteria prior to initiation of the contract and thereafter, according to price revision schedule developed by the Contractor.

K. Reviews and approves emergency menu plans and related inventories.

L. Facilitates the coordination of the Contractor’s plan for responding to both an internal and external emergency with the appropriate individual/committee responsible for the total Facility plan and the annual revisions thereafter.

M. Reviews and makes determinations concerning any requests for additional or replacement equipment by the Contractor;

N. Reviews and make determinations concerning equipment repairs and/or service.

O. Monitors the Contractor's performance with respect to the Contract requirements, through review of licensing and accreditation inspection reports, conduct the performance reviews, staff consultations, and other appropriate methods.

P. Reviews and approves the sanitation manual and cleaning schedules developed by the Contractor.

Q. Coordinates the quarterly contract performance requirements/review evaluation.

R. Initiates requests to the Contractor concerning any aspect of the dietetic department operation.

S. Monitors that the Center policies and procedures are understood and complied with by the Contractor's employees.

2.3 Contractor Responsibilities and Tasks

2.3.1 General Requirements

2.3.1.1 Policies and Procedures

A. Develop a comprehensive policy and procedure manual specific to the needs of the Dietetic Department of this Center.

B. Ensure the dietetic department policy and procedure manual will clearly define all operational principles and methodologies to be utilized to ensure the ability to fulfill all of the requirements of the Contract in a consistent and satisfactory manner and ensure compliance with all requirements, standards and regulations of the Joint Commission, and all federal, State and local agencies having authority over the Finan Center with respect to licensing and accreditation as well as compliance with requirements related to Health Insurance Portability and

Accountability Act (HIPAA) and the Americans with Disabilities Act (ADA).

C. Provide policies related to, but not limited to the following topics within the manual:

RFP for Maryland Department of Health Page 10 of 65

1. Dietetic department organization.

2. Employee orientation and training for Contractor’s staff; and

3. Ongoing training and continuing education of Contractor’s staff.

4. Personnel policies to include:

a. Employment process.

b. Orientation procedures.

c. Employee classifications.

d. Salary scales.

e. Employee benefits.

f. Performance review procedures.

g. Disciplinary process.

h. Grievance process.

i. Promotions.

j. Work hours.

k. Employee health (including physical, illness, injury).

l. Dress code; and

m. Timekeeping.

5. Personal health and hygiene of employees

6. Interdepartmental relations and consistent ongoing communications

7. Record keeping

8. Food purchasing

9. Storage of food, chemicals, and supplies

10. Storage, distribution, and administration of enteral tube feedings and nutrition supplements

11. Inventory

12. Food production and service

13. Cafeteria pricing, review, and revision schedule

14. Menu preparation

15. Modified diet orders

16. Tray identification system

17. HACCP (Hazard Analysis Critical Control Points)

18. Infection control

19. Emergency/disaster menus, supplies, and plans

20. Pertinent safety practices

21. Protection of the food supply

RFP for Maryland Department of Health Page 11 of 65

22. Sanitation to include:

a. Handling of cutting boards

b. Dish, utensil, and ware washing techniques

c. Disposal of single-use containers

d. Disposal of damaged/unusable service ware

e. Traffic control within the Department

23. Protocols for nutritional care

24. Nutritional assessment

25. Nutritional counseling and diet instruction

26. Nutrition Education of patients/residents

27. Quality assessment and improvement

28. Quality control and risk management

D. Submit policy and procedure manual to the Center's Contract Monitor within two

(2) weeks after receipt of the Notice to Proceed from the Contract Monitor for review and approval. This review will be accomplished within one week. The

Contractor shall modify this manual as required by the Center within seven (7) days of written notice of any necessary changes.

E. Review and revise policy and procedure Manual annually no less than two (2) weeks before the anniversary date of the Contract and submit it to the Center’s

Contract Monitor for approval.

2.3.1.2 Reporting Requirement

Provide the Center’s Contract Monitor with an annual report no later than 30 days following the anniversary date of each contract year. The report shall show the following information:

A. Patient/Resident Data:

1. Total number of meals served to patients/residents by diet type.

2. Total number of commercial supplements and tube feeding products provided by type and container size.

3. Total number of food consistency modification products provided by type and container size; and

4. Total number of juices for medications and hydration provided by type and container size.

B. Cafeteria Data:

1. Total number of transactions for breakfast/mid-morning break, lunch, mid-afternoon break, and dinner; and

2. Total sales revenue for each month.

RFP for Maryland Department of Health Page 12 of 65

2.3.1.3 Patient/Resident Food Service

A. Provide three (3) meals per day, seven (7) days per week for the patients/residents within the Finan Center; provide breakfast and lunch meals five (5) days per week for the Sheppard Pratt School students when school is in session.

B. Provide nutritious snacks for the following clients per day, seven days per week:

1. Cottage 5 – two (2) nutritious snacks; one snack between breakfast and lunch and one snack between lunch and dinner.

2. All Finan Cottages (including Cottage 5) – one (1) nutritious snack in the evening.

C. Utilize an insulated tray to serve patients on the units at Finan Center. Insulated trays and permanent ware shall be maintained on a replacement basis by the

Contractor. Tray-related disposables shall be provided by the Contractor. Trays shall be maintained in an acceptable condition at all times, free of cracks, chipping, stains, or other conditions unacceptable under State Health Department

Regulations COMAR 10.15.03.15;

https://dsd.maryland.gov/regulations/Pages/10.15.03.15.aspx Food Service

Facilities and any Licensure or Accreditation standards. The Contractor shall transport all food, beverages, utensils, and accessories on the tray under a cover.

Trays will be of a two-piece design consisting of a base unit and a top which completely covers the base unit. The Skandia insulated tray system is in use at the

Finan Center. This system is manufactured by Aladdin Temp-Rite, 250 East Main

Street, Hendersonville, TN, 37075.

http://aladdintemprite.com/MealDeliverySystems/InsulatedTrays/Skandia.aspx

An appropriate substitute insulated tray system may be utilized with the approval of the Contract Monitor.

D. Ensure that system used to serve patients (or appropriate, approved substitute) satisfactorily accommodates the varying needs of the respective patients/residents.

The Contractor shall utilize disposable plastic dishware inserts designed for use with this system (to include entrée dish, side dish, dessert dish and soup/cereal bowls with lids as appropriate) (See Appendix 12-Green Purchasing

Requirements). Each of the compartments of all trays in which food is placed for service to the patients/residents of the Center must be lined with a disposable insert. All cups and utensils utilized for meal, beverage and snack service for the four (4) behavioral health cottages (Finan Center) are to be disposables, as well as utensils being compostable, (https://dgs.maryland.gov/Documents/DCE%20-

%20Green%20Purchasing/Specs/FoodServiceWareSpecification.pdf). Re-usable utensils and disposable cups are to be utilized for the one (1) addiction treatment cottage (Massie).

1. Ensure Contractor’s employees transport meals to the four (4) separate cottage dining rooms at the Finan Center. Food for this service shall be transported through internal hallways to the units on carts by the Contractor’s staff. Carts will be provided by the State.

E. Ensure Contractor’s employees deliver trays and bulk food to the patient/resident units in the categories below and no later than the time specified:

1. Delivery Times:

https://dsd.maryland.gov/regulations/Pages/10.15.03.15.aspx http://aladdintemprite.com/MealDeliverySystems/InsulatedTrays/Skandia.aspx https://dgs.maryland.gov/Documents/DCE%20-%20Green%20Purchasing/Specs/FoodServiceWareSpecification.pdf https://dgs.maryland.gov/Documents/DCE%20-%20Green%20Purchasing/Specs/FoodServiceWareSpecification.pdf

RFP for Maryland Department of Health Page 13 of 65

Meal Cottage 1 Cottage 2 Cottage 5

Breakfast 8:00 am 7:30am 8:00 am

Lunch 12:30pm 12:00 pm 12:00 pm

Dinner 6:00 pm 5:30 pm 5:30 pm

F. Contractor shall pick up trays from the patient/resident units approximately one-half hour after the times stated in the delivery chart above and return to the ware washing area. Identify patient’s/resident’s tray with their name, location, diet type, food likes, food dislikes and beverage preferences.

G. Deliver trays, beverages, and bag meals to the Sheppard Pratt School at Finan

Center Monday through Friday.

1. The Sheppard Pratt School secretary will call in or email a breakfast and lunch meal count to the Contractor each day that specifies the number of lunch trays, bag meals and beverages that are required. This count will detail any dietary restrictions that are necessary. No clinical nutrition services are provided by the Contractor’s Registered Dietitian to the Sheppard Pratt School.

2. Regular meal trays should follow the menu cycle plan. Bag meals should provide the same nutritional value as the lunch meals that are provided that day via tray service. Each tray or bag meal that is modified to address dietary restrictions will be identified and clearly labeled with the restrictions.

3. Delivery of meals to Sheppard Pratt facility will be transported by the

Contractor. This will require a vehicle on the Contractor's part to complete the delivery of meals.

H. Provide the following food and supplements seven (7) days per week for all patients/residents whose diet orders allow them:

1. Two nutritious snacks, one between breakfast and lunch and one in the evening, which may include, but are not limited to a selection or combination of the following: juice, trail mix, cookies, fruit, raw carrot/celery sticks, sandwich, crackers with cheese or peanut butter.

2. All commercial nutritional supplements and/or between meal snacks that are required by a physician’s medical prescription or identified by the clinical dietitian as required as a part of a patient/resident nutrition care plan.

3. A variety of juices (orange, prune, cranberry, apple, grape and fruit punch) as requested for use in administering medications and for patient/resident hydration.

4. Meat, cheeses, bread, and condiments in addition to the evening nutritious snack must be provided each evening to the one (1) addiction treatment cottage (Massie) to allow for each patient to assemble a supplemental sandwich snack.

RFP for Maryland Department of Health Page 14 of 65

a. The snacks, commercial supplements, and juices shall be prepared and delivered to all units by the Contractor’s employees according to a schedule approved by the Center.

5. Ensure that all potentially hazardous food, beverages, supplements packaged on premises and sent to the patient/resident units are labeled as to the contents and that a “use by” date is indicated. Purchased commercially prepared items shall contain similar information.

2.3.1.4 Employee /Visitor Food Services:

The Contractor shall provide meals and snacks utilizing a selective type of menu for employees and/or visitors at lunch and dinner seven (7) days per week, in the cafeteria during the following hours:

A. Snacks for employees and visitors shall include at a minimum: coffee, tea, milk, juice, fresh fruit, hard cooked eggs, and a selection of pastries, cookies, and ice cream.

B. The Contractor shall submit the menus, with portion sizes, raw food cost and selling price of all items to be sold in the cafeteria to the Center's Contract

Monitor within two (2) weeks after receipt of the Notice to Proceed from the

Contract Monitor for review and approval. The Contractor shall submit simultaneously, in a written policy, a schedule for periodic price review and revision. Any price revision shall be submitted to the Center's Contract Monitor for approval no less than two (2) weeks prior to the effective date.

C. The Contractor shall post menus in the employees' cafeteria no less than one (1) week in advance of scheduled service.

D. The Contractor shall ensure that the number of employees proposed in the

Contractors bid are available in the cafeteria at all times to serve Center employees and visitors.

E. The Contractor shall be responsible for the collection of money from sales in the employee’s cafeteria.

F. The security of all monies associated with the employee cafeteria will be the responsibility of the Contractor.

G. A cash register system that is supplied and maintained by the Contractor, shall be utilized. The cash register system shall be able to provide a receipt tape for the customer and an audit tape for accounting records. This equipment will be provided by the Contractor. This system shall be able to accept credit and debit transactions as well as cash transactions. This system should not charge a fee for the use of debit and credit transactions. A register receipt shall be given for all food purchases. A daily summary of the employee cafeteria operation shall be maintained, which shall also include month-to-date totals, in a format approved by

Breakfast 8:30 A.M. – 10:00 A.M.

Lunch 11:00 A.M. - 1:30 P.M.

Dinner 4:00 P.M. - 5:45 P.M.

RFP for Maryland Department of Health Page 15 of 65 the Center’s Contract Monitor. All records related to income, operational cost, and menu changes shall be maintained by the Contractor for the period set forth in the contract.

H. The employees’ cafeteria is available to State employees, Contractor staff, and authorized visitors only.

2.3.1.5 Special Food Requests

A. All special food requests shall be submitted to the Contractor for review by the individual or group making the request, and for approval by the Center's Contract

Monitor one (1) week prior to the required date.

B. Requests for special activities, bag lunches, and picnics for patients/residents which have been approved by the contract monitor, shall be in lieu of that meal.

(Section 2.3.2.1.c Nutritional Operational Requirements). These alternative meals shall be provided at no additional cost to the State

2.3.2 Nutritional/Operational Requirements

2.3.2.1 Patients/Residents Menu:

Contractor shall ensure the following:

A. All menus shall be planned to be nutritionally adequate according to the prescribed diet for the patient/resident population. All menus shall be in conformance and consistent with the meal plans for specified diets as outlined and approved in the

Diet Manual in use for the Center.

1. The Diet Manual shall contain all diet types required to accommodate the nutritional needs of the patients/residents of the Finan Center. Diets included shall be consistent with current generally accepted theories of dietetic practice, be based on the Dietary Reference Intakes as defined by the Institute of Medicine of the National Academies, adjusted to meet the specific needs of the patients/residents of the Finan Center.

B. A non-selective, seasonally appropriate, five (5) week cycle menu shall be used.

The Contractor shall prepare and utilize a minimum of two (2) menu cycles

(Spring/Summer, Fall/ Winter) for all diet types.

1. Regular menus shall be modified for patients/residents as required to comply with physician's diet prescriptions. All modified menus and diet plans shall be developed and analyzed by the Contractor’s Registered Dietitian to ensure compliance with the Center’s approved Diet Manual.

2. A current copy of the patient/resident’s menu will be posted in each dining/cottage area.

3. Evening snacks provided shall be planned to enhance the nutritional content of the daily menu for all patients/residents and not constitute a portion of their daily requirement, except where counter-indicated by diet prescription. A cycle menu for the evening snacks, with a minimum of five (5) weeks in

RFP for Maryland Department of Health Page 16 of 65 length will be developed by the Contractor’s Registered Dietitian to correspond to the two (2) regular menu cycles (Spring/Summer, Fall/Winter).

4. The initial menu cycle with analyses and a statement of the nutritional adequacy of the menus, signed by the Contractor’s Registered Dietitian

(Section 2.3.2.1.f Nutritional Operational Requirements) shall be submitted by the Contractor to the Center’s Contract Monitor within two (2) weeks after receipt of the Notice to Proceed from the Contract Monitor for review and approval. Subsequently, each year, no later than January 15th, the Contractor shall submit for review and approval the Spring/Summer menu cycle with analysis and signed nutritional adequacy statement, and no later than July

15th, the Fall/Winter menu cycle to be utilized, with analysis and signed nutritional adequacy statement. Requests for any menu cycle revisions by the

Center shall be accomplished within seven (7) days.

C. Bag lunches, picnics, and special outings for patients/residents, requested and approved by the Center's Contract Monitor, which are in lieu of a regularly planned meal, shall provide the same nutritional value to the meal for which they are substituted. These alternative meals shall be provided at no additional cost to the State.

1. A minimum of a two-week bag lunch cycle menu shall be planned for the bag meals served to students at the Sheppard Pratt school for whom a bag lunch meal is ordered. The contents of these bag meals shall be planned in accordance with the requirements stated in (C) above.

D. Nutritional supplements, commercially prepared formulas for use as tube feedings and food consistency modification products required to comply with physician’s diet prescriptions shall be purchased by the Contractor. The Contractor’s

Registered Dietitian and the Medical Director/Unit Physician shall agree to any change in or substitution of any product before it is put into use.

1. The Contractor’s Registered Dietitian shall include and maintain current in the Center’s approved Diet Manual all appropriate nutritional information for the products in use at the Center.

E. Standardized recipes shall be developed and utilized for the preparation of all menu items. The recipes shall be developed in a standard format which shall include HACCP elements (e.g., identification of critical control points, monitors, and corrective action to be implemented if HACCP is violated). Recipes shall comply with State Hazard Analysis Critical Control Point requirements of

COMAR 10.15.03

1. Standardized recipes for consistency modified menu items shall be formulated to:

a. Identify the method of manipulation.

b. Define the type and quantity of fluids and/or food products added to achieve desired consistency;

c. Adjust the portion size of the manipulated food to equal the nutrient value of the regular diet portion; and

d. Be consistent with the standardized recipe format.

RFP for Maryland Department of Health Page 17 of 65

2. All standardized recipes shall indicate the nutritional analysis for the stated portion size.

F. The Contractor's Registered Dietitian shall perform a nutritional analysis for each cycle of menus to be used at the Center. The analysis shall be based on the nutritional composition of the ingredients of the Contractor’s standardized recipes in use, and the nutritional composition provided by the manufacturer for any purchased commercially prepared ready to use or any heat/cook serve products used to determine the menus adequacy for each reference group. A copy of the approved menus with the corresponding analyses and signed documentation of nutritional adequacy of these menus for the Finan Center population shall be maintained on file and on site by the Contractor for review by licensing and accreditation surveyors upon request.

G. The Contractor shall develop an Emergency Menu Plan that includes the provision of meals for no less than three (3) days, based upon service of three (3) meals per day and an evening snack. Menus shall be developed and posted, employees trained to ensure adequate and continued service during emergencies related to weather, floods, lack of steam, water, electricity, fire, and labor strikes. The plan shall detail instructions for food preparation, distribution, transportation, and all associated supplies required to implement the plan (i.e. disposable ware, can openers, trash bags, and serving utensils). The Contractor shall maintain the corresponding food inventory on the premises for feeding patients/residents and employees. A similar inventory of the required emergency supplies (e.g., disposable ware, can openers, trash bags, and service utensils) shall also be maintained. The emergency food inventory and emergency supplies inventory are to be maintained separate from the regular inventories and identified for emergency use only. The plan should identify the means of access to these items twenty-four (24) hours per day, seven (7) days per week. The dietetic department policy related to the Emergency Menu Plan shall include a routine food inventory rotation schedule. The plan shall be submitted to the Center's Contract Monitor within two (2) weeks after receipt of the Notice to Proceed from the Contract

Monitor for review and approval. The Contractor shall make any required adjustments within seven (7) days of written notice. The Contractor shall review and revise the plan annually no less than two (2) weeks prior to the contract anniversary date and submit it to the Center’s Contract Monitor for approval.

H. The Contractor shall develop a separate plan for responding to both an internal and an external emergency. It shall include at a minimum, the following: evacuation plan for the dietetic department; location of fire-fighting equipment; a plan for the provision of food service following the loss of utilities; plan for contacting essential personnel; instructions for utilizing volunteers and a plan for providing a continuous source of uncontaminated food and supplies. Additionally, an integral part of the overall plan shall be a separately defined plan that ensures the availability of an adequate supply of food within the Center in the event of an on-going emergency (e.g., terrorist attack) that is of such a nature as to require an official declaration of a state of “Shelter in Place.” Under this condition, in an effort to prevent contamination, no one will be permitted to enter or leave the

Center. A defined rotation schedule shall be developed for this food inventory.

The plan shall be submitted to the Center’s Contract Monitor within two (2) weeks after receipt of the Notice to Proceed from the Contract Monitor for review and

RFP for Maryland Department of Health Page 18 of 65 approval. The Contractor will make any required adjustments within seven (7) days of written notice. The Contractor shall review and revise the plan annually no less than two (2) weeks prior to the contract anniversary date and submit it to the

Center’s Contract Monitor for approval. A copy of these plans shall be provided to the Center for inclusion in its Emergency Preparedness Plan.

1. The Contractor shall also provide the Center's Contract Monitor with a list of the Contractor's employees, including their phone numbers, who shall be notified in an emergency by the Center's staff. The Contractor’s Dietetic

Department Director shall be responsible for assuring that the maintained list is current at all times.

2. The Contractor shall not change, by deletion or substitution, items on any menu which has been approved except in such emergencies as:

a. An item cannot be served due to non-delivery or late delivery of the item itself and/or other items required for its correct preparation.

b. An item is not fit for human consumption due to spoilage.

c. An item does not meet the Contractor's purchasing specifications or the standard of quality when delivered, and there is insufficient time available to allow for a redelivery; and

d. An item is unavailable when scheduled for delivery due to a condition or conditions beyond the control of the vendor.

2.3.2.2 Clinical Nutrition Services

The Contractor shall:

A. Employ a sufficient number of clinical dietitians (i.e., Registered Dietitian (R.D.), (Licensed Dietitian Nutritionist (L.D.N) (Section 2.4.1.B), who are registered by the commission on Dietetic Registration and licensed by the State of Maryland

Board of Dietetic Practice, to provide direct nutrition care to the patients/residents at the Finan Center. All Clinical Dietitians performing services under this Contract shall possess a current and valid license from the Board of Dietetic Practice State of Maryland.

B. Ensure at least one (1) of the Contractor’s Clinical Dietitian(s) will be employed and available full-time at the Center. Due to the specific nutrition care requirements of the patients/residents at the Center, the Contractor shall identify both the specific and shared responsibilities of each Clinical Dietitian(s) employed.

C. Provide professional nutrition care for the adult psychiatric patients at Finan

Center by a Clinical Dietitian (R.D., L.D.N) to satisfactorily comply with the scope and quality of services described in these specifications that shall minimally equate to 1.78 hours per patient per month.

1. Provide professional nutrition care for the patients in Massie and Jackson units by a Clinical Dietitian (i.e., Registered Dietitian (R.D.), (Licensed

Dietitian Nutritionist (L.D.N) to satisfactorily comply with the scope and quality of services described in these specifications that shall minimally equate to 1.10 hours per patient per month.

RFP for Maryland Department of Health Page 19 of 65

D. The Contractor's Dietetic Department Director may only perform the dietary requirements of this contract if the Dietetic Department Director is an RD, licensed by the State of Maryland Board of Dietetic Practice. However, the

Director may only perform the clinical dietary requirements of this Contract in an emergency situation for a limited period, as agreed to by the Contractor and the

Contract Monitor, or for vacation or sick leave for which prior approval has been given by the Center's Administration. Beyond this one-time approval period, the

Contractor shall provide for the extended vacation and long-term sick leave for an individual who meets the professional requirements for the Clinical RD (Section

1.3.1.B.).

E. The clinical dietitian(s) (R.D., L.D.N.) shall take a nutritional history and prepare a nutritional assessment of each patient/resident admitted, within 72 hours of admission. Each assessment is to be updated no less than annually. These assessments shall be documented on a standardized approved form and shall be incorporated in the patient’s/resident’s medical record. The documentation form is subject to review and approval by the Finan Centers’ Forms Committee and/or

Medical Records Department.

F. The clinical dietitian(s) (R.D., L.D.N.) shall prepare a progress note and document in the medical record pertinent nutritional data that:

1. Relates to or changes the nutrition care plan.

2. Includes a reassessment of the parameters evaluated in the nutritional assessment.

3. Impacts on the nutritional well-being of the patient/client.

4. Has programmatic implications; and

5. Supports the short and long-term goals of the patient/resident. Evaluation of goal achievement is to be documented within the identified time factor.

G. The progress note documentation shall occur no less than quarterly for modified diets (any deviation from the regular diet except for consistency), no less than semi-annually for regular diets, and no less than monthly for patients/residents on tube feedings.

1. The clinical dietitian(s) (R.D., L.D.N) shall prepare for each patient/resident an individualized nutrition care plan that shall be documented in the medical record. The clinical dietitian(s) (R.D., L.D.N.) shall retain copies to serve as the working documents for developing meal plans and menus. An initial nutrition care plan is to be developed within 72 hours after each patient’s/resident's admission.

H. The clinical dietitian (R.D., L.D.N.) shall prepare a minimum of two (2) five (5) week cycle menus (Spring/Summer, Fall/Winter) for all modified diets served, which:

1. Include food items consistent with the regular menu prepared for the patient/resident population to the degree permitted by the diet restriction.

RFP for Maryland Department of Health Page 20 of 65

2. Meet the scope of modified diets required by the Finan Center.

3. Identify all food items to be served to meet each diet type’s requirements.

4. Reflect portion sizes, including adjusted portion sizes for food manipulation, as required to meet the diet requirements.

5. Are acceptable to the patients/residents as evidenced by bi-annual "food acceptance surveys."

I. The clinical dietitian(s) (R.D., L.D.N.) shall be responsible for performing all clinical nutrition care requirements to satisfy all licensing and accreditation standards and regulations applicable to the Center, including but not limited to the following duties and responsibilities:

1. Provide all requested diet consultations, including discharge diet instructions within twenty-four (24) hours of notification of the request or by the end of the next normal business day. (Monday-Friday).

2. Revise, whenever necessary, and completely review annually, the nutrition care policies and procedures to assure that they are at all times in compliance with the current requirements, standards, and regulations of all accreditations, licensing and any other federal, State, or local agency having jurisdiction over the Center.

3. Maintain a file of menus, as served, for all patients/residents of the Center for a period of no less than (5) years.

4. Prepare the nutrition component of the discharge packet for each patient/resident discharged from the Center. The nutritional discharge summaries shall comply with the requirements of the Center’s policies and procedures regarding the information to be included.

5. Develop, implement, and maintain a system of tray card identification for each patient/resident receiving a tray and an identifying mechanism for each patient/resident who requires a modified diet but uses the patient/resident cafeteria type service.

6. The clinical dietitian shall develop, implement, and maintain a system to identify, document, and respond to individual patient/resident food likes and dislikes.

7. Monthly, as a planned group activity, provide patients/residents with a general nutrition education program.

8. Prepare and provide the clinical nutrition education component of the dietetic department employee orientation program and the ongoing in-service education program. Sessions are to be identified as part of the dietetic

RFP for Maryland Department of Health Page 21 of 65 department's overall orientation and in-service training education plan.

Documentation of employees’ participation must be maintained.

9. Supervise and assume responsibility for the training of tray assembly supervisors and employees and patient/resident cafeteria-type service employees with respect to modified diet requirements, portion control, tray accuracy, and food temperatures.

10. Provide no less than one (1) hour of normal nutrition education and diet modification education to each new employee at the Center and to each new employee of the Contractor performing services under this contract as part of the Centers’ orientation programs. Documentation of employees’ participation is required to be maintained.

11. Develop and implement, for the Center on-going, the clinical nutrition care aspects of the quality assessment and improvement program for the

Department. This shall be achieved through clinical nutrition care studies, outcome evaluations, problem identification, solution, and follow-up. As part of the clinical aspects, at least semi-annually, the following studies shall be performed:

a. A food acceptance study at the Center, allowing every patient/resident the opportunity to participate.

b. A meal/tray accuracy study representing a minimum of 95% of the meal/trays served in the Center at one meal. Meals studied shall rotate between breakfast, lunch, and dinner.

1) Jointly, with the Dietetic Department Director combines all clinical nutrition care quality assessment and improvement elements results into the overall department plan.

12. Annually, no less than two (2) weeks prior to the anniversary date of the contract, review, and update as necessary, the clinical nutrition care aspects of the overall dietetic department Quality Assurance and

Improvement/Quality Control Program. With the dietetic department

Director, add new, revised, updated aspects to the overall program which will then be resubmitted to the Quality Assurance and Improvement/Quality

Control Committee of the Center for review and approval.

13. Maintain an ongoing, all-inclusive daily record of professional clinical nutrition care responsibilities and other assigned duties performed. Identify for each the type of activity, time required to complete the activity one time, then indicate, as appropriate, the number of individuals for which it was replicated or the number of instances in a day if the activity was performed multiple times.

a. Examples:

Activity Required

Time

# Instances/

Individuals

Total Time

Orientation 1 hour 1 1 hour

New

RFP for Maryland Department of Health Page 22 of 65

Employees

Nutritional

History hour .50 4 2 hours

b. A summary of these records shall be submitted on a quarterly basis to the Center’s Contract Monitor.

14. Perform meal observations in the patient/resident units of the Center minimally: Meal observations shall include, at a minimum, checking food temperature, food appearance, and serving practices.

a. At least two (2) complete meal observations per week shall be performed. Observations shall represent breakfast, lunch and evening meals and include special/alternate meal activities (e.g. picnics, cookouts).

b. Meal observations are to be documented in the Clinical Dietitian’s daily activities record.

15. Maintain a diet manual for the Center (Section 2.3.2 Nutritional

Operational Requirements). The Center’s manual shall be submitted for review, approval and signature of the Center’s Clinical Director or designee within two (2) weeks after receipt of the Notice to Proceed from the Contract

Monitor. A copy of the current dietary manual will be made available upon request. Any changes required shall be made within seven (7) days of written notification to the Contractor. Copies of the approved current diet manual shall be placed at all nursing stations and in the physician's library. The

Contractor’s R.D. shall update as necessary and completely review annually, no less than two (2) weeks before the anniversary date of the Contract, the

Center's Diet Manual and submit it to the Clinical Director for approval and signature update. The Center’s Diet Manual shall be completely revised at least every five years.

16. Participate in scheduled interdisciplinary clinical meetings when requested.

17. Review all new diet orders (prescriptions), and diet changes within seventy-two (72) hours from the date the order was written. Documentation of this review includes diet order verification and an assessment of the appropriate diet order. This information shall be written in the patient/resident’s medical record.

a. The Dietetic Department Director will establish a procedure that assures us that a R.D. of the Contractor shall be able to be contacted by a supervisory employee of the Contractor should a new diet order or diet change be received that requires professional direction and a (R.D. is not on duty.

18. Evaluate the effects of diet orders and diet changes within three (3) days from the date the order was written.

J. All clinical nutrition policies, procedures, and forms to be used for clinical documentation shall be submitted to the Center’s Contract Monitor for review and approval. Simultaneously, forms shall also be submitted for review and approval to the Forms Committee of the Center.

RFP for Maryland Department of Health Page 23 of 65

K. The Contractor’s Dietetic Department Director and Clinical Dietitian (R.D., L.D.N.) shall participate in bi-monthly meetings at the Finan Center. A schedule for the meetings will be established and forwarded to them by the Administrator of the Center. The meetings are intended to provide a regular means of communication among all parties to ensure the provision of high-quality services.

2.3.2.3 Food Quality

Contractor shall be responsible for:

A. Ensuring all food purchased by the Contractor shall comply minimally with the quality and grade standards identified in this section and COMAR 10.15.03 regulations, and shall be wholesome, unadulterated, and free from contamination, spoilage, and decay. All food sources shall be approved by the Contract Monitor.

B. Monitoring purveyors and distributors to ensure maintenance of all storage and distribution facilities in full compliance with the applicable State of Maryland sanitation regulations and those of their local jurisdiction. (Section 2.3.2

Nutritional Operational Requirements).

C. Meats: All solid cut meats shall be U.S. Department of Agriculture (USDA)

“good” or better and shall have been inspected and passed by the USDA.

Purchased ground beef shall include a maximum 15% fat content. A Grading certificate shall be provided where required. The latest revision of the USDA

Institutional Meat Purchase Summary (IMPS) shall be used. All deliveries of potentially hazardous foods shall comply with COMAR 10.15.03, which governs temperature maintenance during transportation.

D. Fresh Fruits and Vegetables: All fresh fruits and vegetables shall be top grade, depending on the specific fruit or vegetable and its use in preparation of finished products.

E. Frozen Foods: All frozen foods shall be USDA Grade AA or A depending on the specific food and shall have been packed under continuous inspection of the

USDA. All deliveries of frozen foods shall conform…