Questions received - answers.xls
XLS spreadsheet 55 KB Posted
- Solicitation number
- 24VS-S2270
- Issued by
- Clark County, Nevada
About this file
This document provides answers to questions received regarding a Request for Proposal (RFP) issued by the Nevada Department of Veterans Services/Southern Nevada State Veterans Home for Nutrition Services. The RFP seeks a vendor to provide meal service, including staffing, guest meals, nutritional supplements, equipment, special events, and other related services for the Southern Nevada State Veterans Home. The RFP specifies details such as meal times, therapeutic diet types, cycle menus, surveys, paper/plastic supply costs, snack carts, laundry, disaster planning, and invoice requirements. The evaluation committee will consist of various state and facility representatives, but no residents.
The document also provides information on the current environment, including details on the existing staffing, meal costs, and resident census. It notes that the facility will not require the vendor to purchase a new diet card system, as they utilize PointClickCare's Nutrition Manager. The vendor will be responsible for permits, taxes, and licensing fees, while the facility holds the main food service permit. The vendor will also be responsible for maintaining and cleaning equipment, as well as providing nourishment and catering services for the facility.
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Other files
| File | Type | Posted |
|---|---|---|
| Mandatory Site Visit Form.doc | DOC document | |
| Reference Questionnaire~1.docx | DOCX document | |
| snack cart.jpg | JPG image | |
| Standard Form Contract .pdf | ||
| 3-2023 Nutrition Kitchen Count.pdf | ||
| Attachments for Signature~1.pdf | ||
| STAFF MENU Masterpiece.docx.pdf | ||
| Insurance Schedule - RFP 24VS-S2270 - RFP.pdf | ||
| Proposed Staff Resume~1.docx | DOCX document | |
| Sample Invoice.pdf | ||
| Emergency Supply Par List - Sheet1.pdf | ||
| 24VS - S2270 Cost Matrix.doc | DOC document | |
| 24VS-S2270 - Nutrition Services - RFP~1.docx | DOCX document | |
| Emergency Plan Disaster Menu - 7 Days - Full Menu.pdf | ||
| Master Equipment Inventory.pdf | ||
| Quote Instructions.pdf | ||
| Masterpiece Cuisine Emergency Disaster Plan_.pdf | ||
| Letter of Intent to Award~4.docx | DOCX document | |
| Nutrition Kitchen Count - NutriKitchen Counts.pdf | ||
| ALTERNATE MENU Masterpiece.pdf | ||
| Terms and Conditions for Services~1.pdf | ||
| Sample Supplements.pdf |
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Text version
Bid Q&A for Export Report
| Bid Q&A | |||||
| QUESTION_NBR | CREATED_BY | QUESTION_SUBJECT | QUESTION_TEXT | ANSWER_TEXT | |
| 1 | MARYBETH.STUART@COMPASS-USA.COM | Hourly Staff | 2.7.1 Can you provide the hourly staff roster (no names) with hours worked, schedule and pay. Does this change based on increase or decrease of resident census? It states in 2.7.9 SNSVH would like to see the current staff provided the opportunity to stay on. Please provide the current Fringe rate, benefits and current staffing | 19 employees, 17 hourly & 2 salaried employees. Hourly rates range from $14.50-18.00 per hour. Census doesn't impact staffing levels. Employees are offered health insurance, vision, dental, short-term disability, and life insurance along with 401k with employer match. All employees also receive paid vacation time and paid sick leave along with holiday pay for all federal holidays. | |
| 2 | MARYBETH.STUART@COMPASS-USA.COM | Guest meals | 2.7.2 Payment/receipt of guest meals. How is that handled now? Is it a charge or cash? $6.50 is inclusive of what type of meal? Is this the cost for Breakfast or Lunch or dinner? How do employees order meals per day and per meal? How are they ordered? Is there a POS System used for these meals? | They accept cards only, no cash. Meal is regular meal on the menu. Cost is the same regardless of meal. Meals are requested either via email or in person. POS system provided and paid for by vendor. | |
| 3 | MARYBETH.STUART@COMPASS-USA.COM | 2.7.4 30-minute drink service. What is served - Coffee, tea, juice, milk? or is soda included in this as well? How many residents come to Dining Room 30 minutes early? | Yes, all drinks listed are served during this time. 5-10 residents come in early for drink service. | ||
| 4 | MARYBETH.STUART@COMPASS-USA.COM | Missed Meals | 2.7.16 managing and crediting so-called ?missed? meals ? please provide more detail to this. For a one month and one year time frame please provide the number of missing meals and amount credited back. | If a resident is out of the building for a meal time(usually for an activity) | |
| 5 | MARYBETH.STUART@COMPASS-USA.COM | Nutritional Supplements | 2.7.11 elaborate more on the nutritional supplements and the plans for ordering/distribution | Supplements are provided to residents per the RD's recommendation. The vendor is responsible for ordering, supplying and distribution of all supplements | |
| 6 | MARYBETH.STUART@COMPASS-USA.COM | Equipment | 2.7.12 Are you looking for any new equipment? Please provide an equipment list with age of equipment and state of repair/history of repair | No new equipment being requested aside from 2 reach in refrigerators at this time. Inventory list attached. Age/repair history not available at this time as this data is not tracked | |
| 7 | MARYBETH.STUART@COMPASS-USA.COM | Therapeutic diet Types | What are your approved Therapeutic diet types | BRAT, Consistent Carbohydrate, Double Portions, Double Protein, Finger Foods, Gluten Free, Heart Healthy, No Added Salt, Regular Small Portions | |
| 8 | MARYBETH.STUART@COMPASS-USA.COM | Cycle Menu | For submittal of the proposal may we include a one-week sample menu and provide the 6 plus week cycle menu by season upon award? What are the requirements for the RFP related to menus and nutritional?s? | We don’t believe there is a requirement for menus or nutritionals for RFP; however, would not hurt to provide a sample 1 week menu | |
| 9 | MARYBETH.STUART@COMPASS-USA.COM | Quartrly Survey | 3.4.2 Quarterly survey ? can you provide a copy of the last 4 surveys? | We are surveyed annually. We cannot provide as there is proected health information in the survey results. What exactly is needed to know about surveys? | |
| 10 | MARYBETH.STUART@COMPASS-USA.COM | Special Events | 3.4.5 Please provide a one-year schedule of the special events for the last year. | Attached | |
| 11 | MARYBETH.STUART@COMPASS-USA.COM | Small Vegetable Platter | 3.4.12 a small vegetable platter shall be made available with meals or as a snack to residents upon request: How often does this occur? What Is the vegetable platter made up of? Is it individual or buffet? Please provide more detail | This is upon request. No way to quantify this as it is as needed. It is individual and basically a normal veggie platter with a few veggies and a dip or 2. | |
| 12 | MARYBETH.STUART@COMPASS-USA.COM | Paper/ Plastic Supply Cost | 3.5.12 Paper/plastic supplies: Does this apply if there is an outbreak and residents can not eat in the dining rooms? Please provide the paper/plastic supply cost for one year. | Yes, any resident on any sort of isolation get served meals with disposable plates & utencils. Annual cost is approximately $87,721.75 | |
| 13 | MARYBETH.STUART@COMPASS-USA.COM | Snack Cart | 3.6.7 What is included on the snack cart? Is this a par list or how is the inventory handled to keep controls in place? Please share a list of items on the daily snack cart, volume by week/month. Is it possible to get a picture of the snack cart while stocked and ready for service? | Picture of example cart attached | |
| 14 | MARYBETH.STUART@COMPASS-USA.COM | Grease Traps and hood cleaning | 3.15.1 - 3.15.6 | Please provide Average cost annually of grease traps and hood and vent cleaning. | $4,200 |
| 15 | MARYBETH.STUART@COMPASS-USA.COM | Tube Feedings | How many residents are on tube feeding? Who purchases the tube feeding??? | Right now, there are 4. Tends to be 3-6 at any time. The Facility pays for and supplies tube feeding supplies. Vendor will credit meals for these residents as they are not served a meal in most cases | |
| 16 | MARYBETH.STUART@COMPASS-USA.COM | Laundry costs | 3.20.6 B all laundry service costs: the towels, tablecloths, napkins, mops, and kitchen rags etc are handled by SNSVH laundry service ? is this an outsourced service? Is there a charge back to the Foodservice company? If so, what is the annual amount? | Contracted vendor handles our laundry. No charge to food service vendor. | |
| 17 | MARYBETH.STUART@COMPASS-USA.COM | Disaster Plan | 3.20.6 H disaster plan ? please provide a copy of your plan. What is the food on hand currently, when is it replaced? | Plan & list are attached | |
| 18 | MARYBETH.STUART@COMPASS-USA.COM | Invoice | Please provide a Sample invoice for services billed in one month | Attached | |
| 19 | MARYBETH.STUART@COMPASS-USA.COM | Evaluation Committee | Who will compromise the evaluation committee? How many committee members and if administration and residents, please provide the ratio of both? | Contract Mgr, Deputy CFO, SNSVH Administrator, SNSVH Dietitian, outside agency State employee. No residents. | |
| 20 | MARYBETH.STUART@COMPASS-USA.COM | Smallware replacement | Who is responsible for the replacement of the smallware's: China, silverware, glass, kitchen trays, adaptive utensils? | Facility | |
| 21 | MARYBETH.STUART@COMPASS-USA.COM | Diet Card / tray card | 3.6.9 formal diet card or tray ticket system must be provided and maintained by vendor. In 2.7.15 it states SNSVH will not require the new vendor to purchase a diet card system. Please clarify. | This is outdated language. SNSVH utilizes PointClickCare's Nutrition Manager. Vendor is required to use this program. | |
| 22 | MARYBETH.STUART@COMPASS-USA.COM | Dish Machine | Is the Disch machine owned or leased? | Leased from Ecolab | |
| 23 | MARYBETH.STUART@COMPASS-USA.COM | Double Portions | Are double portions served? If so, how are they accounted for and billed? | Yes, they are less than 10 residents with double portions. As there are about the same amount of small portions, billing is not altered for these instances. | |
| 24 | MARYBETH.STUART@COMPASS-USA.COM | Alternative Menu and Staff Menu | Please provide a copy of the Alternative menu and the menu for Staff menu | Both are attached | |
| 25 | MARYBETH.STUART@COMPASS-USA.COM | Security of kitchen | Security of kitchen - please explain if the kitchen is locked during off mealtimes and who has access to the kitchen | Kitchen is locked on Facility floor end. Service hall end is not locked, but only accessible by staff. Staff has access to kitchen | |
| 26 | MARYBETH.STUART@COMPASS-USA.COM | Additional Missed Meal question | Please confirm the missed meal process for billing purpose (bed hold?) | If the resident is not here, they are not counted in meal count. You will use in house census to bill. | |
| 27 | MARYBETH.STUART@COMPASS-USA.COM | Snacks | Is there a process to monitor if employees are leveraging snacks without reporting it properly or is the requisition system showing they were consumed by residents. | No system in place. It is responsibility of the vendor to monitor and alert facility mgt. of any issues. | |
| 28 | MARYBETH.STUART@COMPASS-USA.COM | Price increase | What price increase have you approved over the last years of this contract? | None, price increases only allowed by RFP. | |
| 29 | MARYBETH.STUART@COMPASS-USA.COM | Registered Dietitian | Is the RD on site? How many hours does the RD work per month? If the RD is not full time, what are the clinical responsibilities of the director/CDM? | Yes, State employed RD. 160 hours per month working on site(full time) | |
| 30 | MARYBETH.STUART@COMPASS-USA.COM | Tray card | Who manages the tray cards? RD or Director? If there is someone else, are they on the vendors payroll? | RD handles and is the manager of the program used. All final decisions are made by RD and/or Facility Administrator | |
| 31 | MARYBETH.STUART@COMPASS-USA.COM | Credentials | What are the credentials of the current director and chef? | Please refer to RFP section 3.10 | |
| 32 | MARYBETH.STUART@COMPASS-USA.COM | Puree Meals | How many Puree meals are served per day/per meal? | Currently provide 75 pureed meals per day | |
| 33 | MARYBETH.STUART@COMPASS-USA.COM | Variable rate | What is the variable food cost rate based on census or meals served? | Meal cost is a set amount, based on in house census minus missed meals/tube feeder census | |
| 34 | MARYBETH.STUART@COMPASS-USA.COM | CPI | Please verify that there is a CPI included in the annual number/$5,900,000 if so what is it? | What is CPI? | |
| 35 | HMOON | Walk-through questions | Can our current tray ticket system be integrated into their system? | Prefernce is to maintain current system with no integrations | |
| 36 | HMOON | Walk-through questions | Please describe steam wells, serving process and tray procedure | Steam wells are set into the steam table, maintenance handled by facility staff. Trays served in standard tray line | |
| 37 | HMOON | Walk-through questions | Who does equipment belong to? | SNSVH | |
| 38 | HMOON | Walk-through questions | What is the census of memory care unit and other 2 units? | As of 4/7/23, Memory care census 48, other 2 units are 38 and 54 respectively | |
| 39 | HMOON | Walk-through questions | What are alternate menu items and cutoff for daily changes? | This includes different types of hot and cold deli sandwiches, hamburger/ cheeseburger, hotdog, soup, etc. Breakfast cutoff is 6pm previous day, Lunch cutoff is 9am and dinner cutoff is 2pm | |
| 40 | HMOON | Walk-through questions | Who cleans equipment, nutrition kitchen and floors in kitchen? | Vendor is responsible for cleaning of all these sections | |
| 41 | HMOON | Walk-through questions | What is the number of nutrition kitchens? | 4 | |
| 42 | HMOON | Walk-through questions | Is there an in-between meal, meal service? | No | |
| 43 | HMOON | Walk-through questions | Meal cycle period? | 6 weeks | |
| 44 | HMOON | Walk-through questions | Who is responsible for snacks and choosing them? | Vendor is responsible with RD's approval | |
| 45 | HMOON | Walk-through questions | Who serves the meals to residents? | Vendor plates and nursing serves in most instances | |
| 46 | HMOON | Walk-through questions | What is the number of residents service in assisted dining rooms? | 15-Oct | |
| 47 | HMOON | Walk-through questions | What are the meal times? | Please see the RFP - Section 2.7.4 | |
| 48 | HMOON | Walk-through questions | How many residents can/do select their own meal choice? | 90% | |
| 49 | HMOON | Walk-through questions | How many transport carts are used in meal service? | 4 | |
| 50 | HMOON | Walk-through questions | What is the snack cart process and who serves the snacks? | Snack cart items provided by kitchen vendor and served by Resident csre assistants, Volunteers and/or Activity Staff | |
| 51 | RACHEL.KINNEY | 2.7.2 Guest Meals | What is usual meal count for staff, guests, and volunteers over past year? Are volunteers charged $6.50 per meal? | 10 meals per month on average & yes. | |
| 52 | RACHEL.KINNEY | 2.7.2 Guest Meals | Does SNSVH anticipate keeping meal charges at $6.50 or is this set by vendor? Does vendor retain revenue from meals purchased by staff, guests, and volunteers? | Set by vendor and vendor retains all profits. SNSVH not involved in this process. | |
| 53 | RACHEL.KINNEY | 2.7.11 | Is incoming vendor to provide nutrition supplements? If so, can these be managed as separate pass through cost? | Yes and yes. | |
| 54 | RACHEL.KINNEY | 2.7.11 Supplements | Can a current supplement count be provided? (type, frequency, amounts) | Attached under Supplements line item | |
| 55 | RACHEL.KINNEY | 2.7.15 PCC Menu Tracker | Can a comparable menu management software be utilized other than PCC? | No, PCC's Nutrition Manager is required to be used by vendor | |
| 56 | RACHEL.KINNEY | 3.11.5 | States vendor is responsible for all tax, permits or licensing fees required by regulatory entities- does this include the food service establishment permit or is this held by SNVSH? | Food service permit for main kitchen and Town Hall paid for/held by SNSVH. All other permits, taxes, fees are the vendors responsibility | |
| 57 | RACHEL.KINNEY | 3.4.5; 3.7.6 Special Meals | Are the two special meals per month inclusive of holiday meals? | Yes | |
| 58 | RACHEL.KINNEY | 2.7.6 Dining Room Responsibilities | Is vendor responsible for serving on all units or only main dining room? Is vendor responsible for meal order-taking in all areas of facility or only main dining room? | Yes, vendor is responsible to serve on all areas. Vendor picks up items after meal service but SNSVH staff busses | |
| 59 | RACHEL.KINNEY | 2.7.8 Dining Room Responsibilities | Is vendor responsible for cleaning (bussing, table clean-up) of all unit dining rooms or only main dining room? | Table clean up in main dining room, bussing done by SNSVH staff | |
| 60 | RACHEL.KINNEY | 3.15.6 Grease Trap | Please clarify if vendor is responsible for scheduling and associated payment of grease trap cleaning. Does this pertain to hood duct cleaning as well? | Yes, vendor is responsible for the whole process as well as reporting to SNSVH Facility Manager and providing certificates. Yes, hood duct cleaning is vendor's responsibility. | |
| 61 | RACHEL.KINNEY | 3.1.5 Nourishment Purchasing Scope | Will nourishment room and activity food purchasing also include med-pass items? Is this inclusive of disposables utilized for these eating occasions as well? (i.e. eating occasions outside of meal times) | Yes and yes. | |
| 62 | RACHEL.KINNEY | 3.4.5 Catering | Is vendor responsible for catered events? If so, what is frequency and expected scale of events? | Yes, these are provided 15-20 times per month. Vendor works with Activity Mgr. but vendor supplies, prepares and delivers | |
| 63 | RACHEL.KINNEY | 3.5.12 Small Ware Replacement | Is vendor responsible for all small-ware replacement (pots/pans, utensils, serving dishes, china)? | No, SNSVH supplies and replaces as deemed necessary | |
| 64 | RACHEL.KINNEY | 3.5.12 Small Ware Investment | Can vendor invest in Dinex program to reduce overall disposable usage during meal times? | At vendor cost/no pass thru if this is chosen | |
| 65 | RACHEL.KINNEY | 2.7.5 Serv Safe Certification Requirements | Is vendor able to utilize a ServSafe comparable Certified Food Professional certification programs for managers/ cooks on site such as: American Safety Council; State Food Safety Certified Food Protection Manager (CFPM) Exam? | Please refer to RFP section 3.10 | |
| 66 | RACHEL.KINNEY | 3.18.1 Energy Conservation Training | Can more detail be provided as to what learning objectives need to be met for energy conservation training? | Current vendor is unaware of this training | |
| 67 | RACHEL.KINNEY | 3.16 Pre-Employment Requirements | Is vendor able to utilize pre-employment process for physicals, RPR Serology Screen and Hepatitis A vaccination through SNSVH and re-imburse SNSVH for associated costs? If so, please provide estimated costs. | Yes, SNSVH will provide all and bill accordingly. Vaccines are not billed, chest Xray($25 each), BG check($60 each) and fingerprints($10 each if done at Boulder City PD) will be vendor's resp. to pay. | |
| 68 | RACHEL.KINNEY | 3.16.9 Mandatory Training | Please provide further detail including content and duration of mandatory training program. | Mandatory training as required by SNSVH. These are in-services and other training as needed as well as ongoing training. Orientation is done for all new employees, 30-60 mins. In length |
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