Schedule A - Statement of Work - Services & Commodities.docx

Enter your company name Schedule A – Statement of Work Nutritional Services at the Michigan Veteran Homes Chesterfield Township (MVH CT) and Michigan Veteran Homes D.J. Jacobetti Home for Veterans (MVHDJJ) – Department of Veteran and Military Affairs (DMVA) and Michigan Veteran Homes (MVH) Request for Proposal No. 260000002176 This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP, as well as the Contractor who is awarded the contract. The term “bidder” is used to identify where specific responses to the RFP are required. Yellow fields are also used to identify areas where a bidder response is required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and reference it appropriately within your response.

Background Michigan Veteran Homes (MVH), under the Michigan Department of Military and Veterans Affairs, operates two long-term care veteran homes that require comprehensive on-site nutrition services: Michigan Veteran Homes Chesterfield Township (MVH CT) and Michigan Veteran Homes D.J. Jacobetti (MVHDJJ). Both homes must maintain compliance with applicable federal and state regulatory standards, including Centers for Medicare & Medicaid Services (CMS) long-term care requirements, the Michigan Modified Food Code, and MVH policies and procedures.

Michigan Veteran Homes Chesterfield Township (MVH CT):

MVH CT is a newly constructed skilled‑nursing facility designed around a homelike, member-centered care model. The facility consists of a central commercial kitchen, a public Bistro, and four neighborhoods. Each neighborhood contains a satellite commercial kitchen and two households. Each household accommodates sixteen members and includes a dining room and kitchenette. MVH CT has a maximum capacity of 128 members.

Michigan Veteran Homes D.J. Jacobetti Home for Veterans (MVHDJJ) MVHDJJ is a long‑term care home in Marquette that provides skilled‑nursing services to Michigan veterans. Contract activities will begin in the current building at 425 Fisher Street. Construction of a replacement building is underway, and member relocation will occur in phases. The Contractor will be required to transition contracted nutrition services as operations shift between facilities. MVHDJJ has a maximum current capacity of 108 members.

Facility Bid Options – MVH CT and MVHDJJ Bidders may submit proposals for:

MVH Chesterfield Township (MVH CT) only MVH D.J. Jacobetti (MVHDJJ) only Both MVH CT and MVHDJJ Bidders must clearly indicate which facility or combination of facilities they are proposing to serve. All bidder responses, staffing plans, menus, pricing, and supporting documentation must align with the facilities selected. The State reserves the right to award one or both facilities to a single Contractor, or to separate Contractors, based on what is most advantageous to the State.

Bidder Response

☐ MVH Chesterfield Township (MVH CT) only

☐ MVH D.J. Jacobetti (MVHDJJ) only

☐ Both MVH CT and MVHDJJ

Scope The Contractor will provide all on‑site nutrition‑services operations for MVH CT and MVHDJJ in accordance with the specifications, terms, and conditions of this RFP and all applicable federal, state, and accrediting‑agency regulations. The scope of work includes all food preparation and meal-service support for members, employees, volunteers, and visitors. The Contractor is responsible for procuring and providing all food, supplies, disposable products, sanitization materials, uniforms, and personal protective equipment required to perform the Contract Activities.

The Contractor is also responsible for the hiring, training, supervision, scheduling, and management of all personnel needed to perform on‑site nutrition‑services operations across all MVH CT and MVHDJJ production, service, and sanitation areas.

Meal Requirements General Meal Requirements The Contractor must design and provide meals that meet the Recommended Dietary Intake (RDI) for the adult population, with particular consideration for older adults, consistent with USDA and CMS requirements.

All meals must comply with the Nutrition Care Manual (NCM), the International Dysphagia Diet Standardisation Initiative (IDDSI), and any facility‑specific medical or therapeutic diet orders. Final determination of all diet requirements will be made by the Program Manager and Dietitian(s).

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Daily Meal Structure The Contractor must provide three meals per day: breakfast, lunch, and dinner, seven days per week.

The regular/basic house menu must provide 2,100–2,400 calories daily and must be extendable to all required mechanically and therapeutically modified diets.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Diet Types The Contractor must provide meals that support the full range of diet types used at MVH CT and MVHDJJ, including:

Regular diets: 39% Regular consistency with diet modifications: 29% Consistency modified (ground, pureed, dental soft): 19% Consistency modified with diet modifications: 11% Tube‑fed diets: 2% Note: These figures are estimates only and may vary based on operational needs and current member requirements.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Nutritional Meal Composition Meals must provide a balanced diet meeting 100% of the United States Reference Daily Intake (USRDI) for older adults, as defined by the National Research Council, when evaluated on a daily basis.

Meat/Alternatives: At least 2–3 servings (2–4 oz each depending on meal), such as meat, eggs, cheese, or peanut butter. Textured Vegetable Protein (TVP) and soy extenders are prohibited.

Milk/Dairy: 2–3 servings, fortified with Vitamins A & D.

Fruits: At least 2 servings.

Vegetables: At least 3 servings.

Breads/Grains: 2–6 servings daily, with preference toward complex carbohydrates.

Supplements: Daily Vitamin C source; Vitamin A source at least 3–4 times weekly.

Desserts: Must include pudding, custard, ice cream, cookie, or baked dessert at least once daily, with remaining offerings being fruit‑based.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Explain how Bidder intends to meet all nutritional composition requirements, including servings per food group, required supplements, nutrient density, and compliance with USRDI/RDI standards for older adults.

Bidder response:

Large Portions When ordered by the Dietitian or Physician, members must receive a large portion consisting of a second serving of the entrée and any other items specified in the diet order.

The requirement for large portions must be reflected on the member’s meal ticket and followed consistently.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how your organization prepares, plates, and documents large‑portion diet orders, including how large‑portion requirements will be reflected on meal tickets and verified.

Bidder response:

Snacks and Scheduled Nourishments The Contractor must provide snacks and nourishments according to Dietitian or Program Manager orders and must stock designated nourishment locations daily.

Standard snack and nourishment items may include, but are not limited to:

8 oz. fruit juice Fresh fruit or ½ cup canned fruit 8 oz. milk (whole, 2%, skim, chocolate) Cottage cheese ½ cup yogurt, pudding, ice cream, or sherbet Gelatin Crackers with cheese or peanut butter Graham crackers Cold cereal (¾ cup) Sandwiches (various types) Hard‑cooked egg Fruit or cereal bar Chips Cookies Soda V8 juice Fortified Foods (e.g. fortified potatoes, fortified pudding) Magic Cups Additional approved items as required to meet diet orders or patient needs The Dietitian or Program Manager may modify the snack and nourishment list as needed to meet individual or unit-specific requirements.

All scheduled nourishments must be clearly labeled per patient, including patient first name, last initial, unit, date, and item description.

The Contractor must maintain appropriate par levels and ensure timely stocking of all snack and nourishment items.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Describe how the Bidder will prepare, label (when required), stock, deliver, and document all snacks and nourishments each day in accordance with Dietitian orders, Program Manager direction, resident care plans, and required par levels. The description must include how the Bidder will maintain accurate locations, ensure timely replenishment, support unit‑based distribution needs, and comply with all applicable diet, allergy, and texture‑modification requirements.

Bidder response:

Menu Requirements Menu Cycle Requirements The Contractor must provide a minimum five‑week cycle menu, including all required therapeutic, modified‑texture, and alternate options.

The Contractor must submit complete seasonal menu cycles (Fall/Winter and Spring/Summer), along with all associated recipes, at least sixty (60) calendar days prior to the start of each season.

By the 15th of each month, the Contractor must provide the State with the finalized menu for the upcoming month, including:

Assigned daily menu selections.

Designated theme meals or monotony‑breaker meals.

Any holiday or special‑occasion menus scheduled for that month.

Menu changes require written approval from the Program Manager or Dietitian. Routine changes must be submitted at least thirty (30) calendar days in advance. The State may approve case‑by‑case short‑notice adjustments (e.g., recognition of a special food‑related observance) when operationally appropriate.

Entrées prepared with the same recipe must not repeat within a three‑week period on the same weekday.

Soup‑and‑sandwich meals may be served no more than two times per week.

Entirely cold meals may be served no more than one time per week from May 1st through September 30th. From October 1st through April 30th, entirely cold meals must not be served.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must submit a five‑week sample menu demonstrating your ability to meet the five‑week cycle requirements, including entrée variety, frequency limits (soups/sandwiches, cold meals), and recipe‑rotation rules. Please label the document as “4.1 Sample Menu”.

Attach Document

Bidder must describe your process for developing and maintaining distinct Fall/Winter and Spring/Summer menu cycles, including how seasonal products influence menu structure and variety.

Bidder response:

Bidder must explain your process for requesting menu changes, including how you will ensure that all changes are submitted at least 30 days in advance and receive proper approval from the Program Manager or Dietitian.

Bidder response:

Required Menu Types The Contractor must provide menus supporting the full range of diet types required at MVH CT and MVHDJJ, including:

Regular/house menu Mechanically altered diets (soft & bite‑size, minced & moist, ground, and pureed) Therapeutic diet variations:

Consistent Carbohydrate (CCHO) Low sodium / NAS / NAS 2 Gluten‑restricted Vegetarian Finger foods Renal Large portions Small portions Lactose‑controlled Low potassium Low phosphorus Fat‑modified Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Modified Diet Menus Mechanically altered menus must meet or exceed the nutrient content of the regular/basic menu.

Pureed versions of all menu items must be prepared in accordance with Dietitian guidance. The Contractor must use the thickening agent required by MVH and is responsible for purchasing the product.

The Contractor must use food molds designed for pureed diets to enhance appearance and presentation. Alternate substitutes are not permitted.

Mechanically altered diets must follow approved recipes and reflect the same variety and components as the regular menu.

Mechanically altered menus must be made available to members and staff.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how your organization prepares mechanically altered and pureed menu items to ensure that:

1. Nutrient content meets or exceeds the regular menu;

2. Pureed items meet required texture, consistency, and presentation standards;

3. MVH‑approved thickening agents and puree molds are used correctly; and

4. Variety and meal components remain equivalent to the regular diet.

Bidder response:

Always Available Menu The Contractor must maintain an “Always Available” menu for members who wish to substitute or add items during meal service.

Items on the Always Available menu must be approved by the Program Manager and Dietitian.

Requests for Always Available items should be made prior to meal service when possible but may also be requested during meal service.

Each facility may establish its own list of Always Available items.

Baseline Always Available menu items may include:

Entrees Grilled cheese Eggs cooked to order Bacon Sausage Hot dog on a bun Hamburger or cheeseburger Egg salad sandwich Tuna salad sandwich Deli sandwiches Chicken tenders Side Items Fresh fruit cup Cottage cheese Yogurt cup Greek yogurt Mashed potatoes with gravy Baked potato French fries Garden salad Potato chips Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must submit a proposed Always Available Menu for MVH CT and MVHDJJ, including entrée and side options. The menu should demonstrate appropriate variety, feasibility within each service model, and alignment with resident preferences and dietary needs. Please label the document as “4.4 Sample Always Available Menu [Location Name]”.

Attach Document

Themed, Holiday and Special Event Meals A themed meal must be provided once per month. The Contractor must prepare a quarterly themed-meal schedule and present it to the Member Council and Program Manager for feedback. Final monthly themed menus must be submitted by the third Monday of the month to the Program Manager for approval.

The Contractor must provide special meals on the following holidays:

Christmas New Year’s Day Easter Memorial Day Fourth of July Labor Day Thanksgiving Veterans Day Honorary Meal Service Each facility will determine the requirements for an enhanced Veterans Day meal service that goes beyond standard holiday or special menus. The Contractor must support and execute the elevated service as directed by the facility.

On a member’s birthday, the Contractor must serve birthday cake and the member’s choice of:

Ribeye steak Chicken breast Fresh fish The regularly served meal Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide a sample themed or holiday meal (any holiday listed in Section 4.5), including entrée, sides, dessert, and beverage. Samples must demonstrate variety, nutritional adequacy, resident appeal, and feasibility within MVH CT and MVHDJJ service models. Please label the document as “4.5 Sample Special Meal Menu”

Attach Document

Bidder must describe your process for creating monthly themed menus and quarterly themed‑meal schedules, including how you incorporate feedback from the Member Council and the Program Manager.

Bidder response:

Member Preferences and Choice Menu development must incorporate member preferences collected through:

Member Council feedback Quarterly or monthly satisfaction surveys Preference cards or individualized dietary preference documentation The Contractor must demonstrate how menu adjustments, Always Available options, themed meals, and snack selections reflect member preference information.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how your organization incorporates member preferences, including feedback from Member Council, surveys, and preference documentation, into menu development, Always Available selections, themed meals, and snack offerings.

Bidder response:

Catering for Meetings and Activities The State may request catered meals or beverage service for meetings, trainings, or activities held onsite at MVH CT or MVHDJJ.

The Program Manager or designated representative will notify the Contractor of catering requirements at least 72 hours in advance for food service and 24 hours in advance for beverage‑only service.

The Contractor must provide a written, line‑item quotation for all catered food, beverages, disposables, and service requirements.

Quotations must include a unique quotation reference number.

Quotations must be submitted to a State-authorized representative at least 48 hours prior to the scheduled event.

The State -authorized representative will provide written approval of the quotation at least 24 hours prior to the event.

The Contractor must provide all food and beverage items exactly as approved in the quotation.

The Contractor must invoice the catered event as a separate, itemized line, referencing the approved quotation number.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe your process for receiving catering requests, preparing quotations, and meeting the required timelines for submission and approval.

Bidder response:

Bidder must provide one sample catering quotation that includes itemized food, beverages, disposables, service charges, and a unique quotation reference number. The sample quote should demonstrate your ability to meet the formatting, pricing, and approval requirements described in Section 4.6. Please label the document as “4.6 Sample Catering Quote”.

Attach Document

Menu Modifications The Contractor must collaborate with State staff to revise, update, and refresh menu offerings as needed, including seasonal adjustments.

Product cuttings, taste tests, or menu sampling may be required at no cost to the State.

When replacement products are required, the Contractor must propose alternatives within 10 calendar days.

Approved menu modifications must be documented and implemented according to the agreed timeline.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Nutrition Management System The Contractor must use the State‑provided nutrition management system (e.g., MealSuite) for menus, recipes, dietary spreads, member preferences, tray accuracy, and production needs.

The Contractor is responsible for all initial data entry prior to Contract start. This includes entering all menus, diet spreads, alternate menus, Member preferences, allergies, and any other required nutritional or operational data necessary to support meal service and diet‑order accuracy.

The Contractor is responsible for ongoing updates, maintenance, and accuracy of all system data, including updating Member food preferences and dislikes as directed by the Dietitian or other authorized facility staff.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe your organization’s experience using a nutrition management system (such as MealSuite or comparable software), including how you ensure accurate data entry, ongoing updates, and maintenance of menus, recipes, dietary spreads, member preferences, and tray accuracy records.

Bidder response:

Recipes Recipe Development and Approval All recipes and diet spreads must meet or exceed the specifications identified in this RFP or be approved by the facility Dietitian/Nutritionist or other authorized State representative.

The Contractor must submit all recipes, diet spreads, and any supporting documentation for review at least 60 days prior to implementation of any menu cycle.

Following State review and any adjustments needed to meet Member needs, the Contractor must provide final recipe versions and diet spreads, including complete nutrient analysis, to the facility Dietitian/Nutritionist or authorized State representative for approval.

Only approved recipes may be used for meal preparation.

Short‑notice substitutions due to special menu changes, product availability issues, or other operational needs may be requested and approved on a case‑by‑case basis by an authorized State representative. Short‑notice substitutions do not eliminate the Contractor’s obligation to maintain nutritional adequacy or compliance with diet orders.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder will provide two samples of your company’s homemade recipes, including at least one soup recipe. Please label the documents as “5.1 Sample Recipe [Name]”

Attach Document

Nutritional Analysis All recipes must include a nutritional analysis. The specific nutrient information required, such as calories, macronutrients, micronutrients, and therapeutic‑diet values, will be determined by the Program Manager and Dietitian(s) based on current facility requirements.

The Contractor must provide complete nutritional analysis for all ready‑prepared, convenience, or vendor‑supplied food items used in menu production. Nutritional information must be sufficiently detailed to support diet‑order compliance, therapeutic diet requirements, and regulatory needs.

All nutritional analysis documents must be submitted at the same time as recipes and diet spreads, and no later than sixty (60) calendar days prior to implementation of any menu cycle.

All menu items, recipes, and diet spreads, including modified‑texture items and therapeutic diets, must meet applicable nutritional requirements established by the facility Dietitian/Nutritionist and by regulatory or program standards. Only recipes and food items with approved nutritional analysis may be used for meal preparation.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

The Bidder must provide sample nutritional analysis documents labeled “5.2 Nutritional Analysis.” Samples must include:

· A standard (regular) menu item with complete nutritional analysis, and

· The same item converted for one or more applicable therapeutic diets, demonstrating how nutritional values, ingredients, and portions are adapted to meet clinical requirements.

Samples must clearly show the differences between the regular menu item and its therapeutic‑diet version(s) and must demonstrate the Bidder’s ability to meet nutritional standards required under Section 5.2.

Attach Document

Texture and Consistency Requirements Recipes for mechanically altered foods (including pureed, minced and other IDDSI-defined consistencies) must follow the IDDSI framework for all applicable food and liquid levels.

Pureed foods must be prepared on site using approved methods that ensure consistent texture, appearance, and nutrient profile.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Describe Bidder’s process for preparing and verifying mechanically altered diets (soft & bite‑size, minced & moist, pureed) and how Bidder will ensure full compliance with IDDSI texture and liquid guidelines.

Bidder response:

HACCP Requirements All recipes must incorporate Hazard Analysis and Critical Control Points (HACCP) guidelines.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Provide your company’s HACCP guidelines and attach one sample HACCP recipe demonstrating how HACCP principles are incorporated. Please label the document as “5.4 Sample HACCP Recipe”.

Attach Document

Product Specifications General Food Requirements All food and beverage products provided under the Contract must comply with applicable FDA, USDA, and USDC requirements and must meet all standards for food intended for human consumption. All products must be delivered and used prior to their expiration or “use by” dates.

All meats must meet applicable USDA specifications.

All produce must be fresh and in good condition upon receiving.

Food products must be free from mold, visible damage, evidence of pest infestation, off‑odors, or abnormal color.

Frozen products must be free from signs of thawing, crystallization, or freezer burn.

Refrigerated and frozen foods must be stored and maintained at temperatures required by the Michigan Modified Food Code.

All food and beverage products must be used in accordance with their expiration date, “use by” date, or expected shelf‑life requirements.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Acceptable Food Qualities Canned Fruits: Fancy or choice grade; carbohydrate‑controlled juice or water‑packed.

Dairy: Grade A products.

Eggs:

Fresh USDA Grade AA whole shell eggs or pasteurized eggs will be used for cooking, including poached or fried eggs.

Whole or liquid eggs may be used to prepare scrambled eggs.

Egg substitutes or “egg‑like” powdered products are not permitted.

Frozen Foods:

Entrées must meet the minimum protein requirements defined in the Menu/Nutrition section (e.g., 14g evening entrées, 21g noon entrées).

Textured Vegetable Protein (TVP) or soy fillers/extenders may not be used in meat or fish products.

Frozen fruits and vegetables should be packaged without added sugar or salt.

Fresh Produce: Grade U.S. No. 1 or better.

Fruit Juice: 100% fruit juice; fruit drinks, punch, lemonade, or cocktails are unacceptable except where specifically allowed.

Canned Vegetables: Choice or Extra Standard Grade.

Meats:

Must meet USDA Choice or higher.

Poultry must be USDA Grade A full‑muscle meat preferred; no byproducts are permitted.

Ground beef must contain no more than 20% fat (80/20 or leaner). No extenders, fillers, organ meats, or added water are permitted.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Product Substitutions Products specified on the approved menu must be used unless seasonally unavailable or unavailable in sufficient quantity.

The Contractor must notify the Program Manager or Dietitian prior to implementing any substitution.

Substitute products must:

Be from the same food group; and Provide comparable nutrient content.

Substitutions must not exceed 10% of total menu items during any menu cycle; exceeding this threshold is a breach of contract.

All substitutions must be documented and submitted in the monthly report as required in Section 15 – Reporting.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe your process for managing product substitutions, including how you will ensure substitutions meet nutrient requirements, fit within the same food group, comply with the 10% menu‑cycle limit, and receive prior approval from the Program Manager or Dietitian.

Bidder response:

Kitchen Consumables The Contractor must procure and provide all consumables and supplies required for food and beverage production, including but not limited to:

Aprons, gloves, hairnets, and face masks/shields (if required) Foils, wraps, papers, food‑service bags, filters, and paper towels Tray service disposables such as tray liners, bowl and cup lids, straws, and napkins Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Service Consumables The Contractor must provide all consumables required for food service in households, neighborhoods, Bistro “To‑Go” options, room‑service requests, and special nourishments. Items include, but are not limited to:

A. Cup with lids B. Bowl with lids C. Napkins D. Other disposable service items as needed Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Additional Product Standards Brand Standardization The State may require specific brands for standardization or quality purposes. Any required brands must be available through the Contractor’s established food distributors. The Contractor is responsible for sourcing and providing these specified brands when they are available within its approved distribution channels.

State-Approved Vendor Requirements The State may require the Contractor to purchase specific product categories (such as meats or produce) from vendors or suppliers approved by MVH for quality, consistency, or supply‑chain management. Any required vendors must be reasonably available through the Contractor’s existing food‑distribution channels. If availability changes, the Contractor must request approval for an appropriate substitution.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide a list of your organization’s current food‑distribution partners (e.g., national distributors, regional suppliers, produce vendors, meat suppliers). Include any primary, secondary, or specialty distributors used for produce, meats, dairy, convenience items, or therapeutic diet products.

Bidder response:

Bidder must describe your organization’s experience complying with State‑required brand standards or approved‑vendor programs, including how you manage product purchasing when brand or supplier specifications are dictated by the State.

Bidder response:

Meal Service Requirements Food Production and Preparation The Contractor must furnish all labor, materials, and supervision necessary to safely prepare high‑quality meals in accordance with CMS, USVA, LARA, the Michigan Modified Food Code, HACCP principles, and MVH policies. Production standards apply to both MVH CT and MVHDJJ.

General Production Standards Food must be prepared using methods that maintain nutritional integrity, food safety, and quality.

Production must follow approved recipes and meet required dietary, texture, and consistency specifications.

When facility design allows, the State prefers that final finishing or cooking occur within satellite or household kitchens to support a homelike dining environment.

Cooking Methods The Contractor must use conventional scratch‑cooking methods supplemented with convenience products only when operationally necessary to maintain consistency, efficiency, or safety.

All foods must be cooked to appropriate doneness without overcooking, scorching, or compromising texture or quality.

All cooking, cooling, reheating, and holding processes must follow HACCP principles and facility‑approved procedures.

Consistency Across Service Areas The Contractor must ensure that meals produced for different neighborhoods, households, or units are consistent in appearance, flavor, aroma, and portioning.

Standardized batch production, recipe compliance, and uniform plating expectations must be used to maintain consistency.

Temperature Control The Contractor must maintain all food within safe temperature ranges throughout production, holding, transport, and service. All practices must comply with the Michigan Modified Food Code, CMS requirements, USVA standards, and HACCP principles.

Regulatory minimums:

Hot food must be held at 135°F or above.

Cold food must be held at 41°F or below.

Facility‑preferred expectations for bulk production and service:

Bulk hot foods (entrees, vegetables, hot cereals, pureed foods): 150°F - 185°F in bulk (These temperatures apply to bulk product prior to plating and reflect facility preference, not regulatory minimums.)

Hot beverages: 140°F - 160°F Cold foods: 33°F - 41°F Upon request, the Contractor must provide documented time‑temperature studies for designated menu items.

Appearance, Taste, and Presentation All food must be appealing, properly seasoned, and visually consistent with industry standards for color, texture, and presentation.

Meals must meet the expectations of the Program Manager and Dietitian and be prepared in a way that promotes member dignity and enjoyment.

Food Storage, Handling, and Safety All food storage and handling practices must comply with HACCP requirements and applicable regulatory standards.

Staff must follow proper receiving, labeling, rotation, and handling procedures to ensure safety and quality throughout production.

HACCP Compliance The Contractor must implement and maintain a comprehensive HACCP program that governs all stages of food production and holding.

Required logs, corrective actions, monitoring records, and verification activities must be completed and made available to the State upon request.

The Contractor must ensure that HACCP procedures are embedded in all recipe preparation steps and production workflows.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must describe how your organization will ensure consistent appearance, flavor, texture, seasoning, portioning, and plating of meals across all neighborhoods, households, and units at MVH CT and MVHDJJ.

Include the specific methods, tools, and quality‑control practices used to maintain uniformity in both decentralized (household kitchens) and centralized (trayline) service models.

Bidder response:

Bidder must your processes for cooking, cooling, reheating, holding, and transporting foods in compliance with HACCP principles and State temperature requirements.

Include how temperatures are monitored, recorded, verified, and corrected, and how you will conduct time‑temperature studies when requested.

Bidder response:

Bidder must provide a summary of your organization’s HACCP program (e.g., table of contents or overview document) and one sample HACCP operational log (such as a cooling log, reheating log, holding temperature log, or corrective‑action log) demonstrating how HACCP principles are applied during daily food production and service. Please label any attachments as “7.1 HACCP [Name]”.

Attach Document

Bidder must provide the approximate percentage of your organization’s food production that is prepared using scratch‑cooking methods versus convenience or ready‑prepared products.

Bidder response:

MVH CT Meal Service Requirements Service Model Overview MVH CT operates a decentralized, household‑based dining model. Meals are finished, plated, and served within household kitchenettes and dining rooms.

Facility Structure Main commercial kitchen and Bistro.

Four neighborhoods, each with a satellite kitchen.

Each neighborhood contains two households with 16 members each.

Dining Room Service Meals must be served in household dining rooms for members able to congregate.

Food is transported from satellite kitchens via State‑provided hot/cold carts.

Contractor staff place serving pans on the household service line and plate meals.

MVH CT staff deliver meals to members.

After service, MVH CT staff return pans/trays to carts; Contractor staff retrieve and return carts to the kitchen/dish room.

Coffee must be dispensed into household dispensers after each meal.

Staffing Requirements The Contractor must staff all eight households to support meal finishing, plating, service, and cleanup, including the dining rooms, during each meal period.

Room Service Room service must be provided for members who cannot dine in household dining rooms.

Meals must be assembled on trays in the neighborhood satellite kitchen and delivered to the appropriate household dining room.

Contractor transports carts; MVH CT staff deliver trays; Contractor retrieves carts after service.

Tray accuracy must meet MVH standards; diet cards must be followed.

Scheduled Nourishments The Contractor must prepare, label, and deliver individualized nourishments daily to each household kitchenette.

MVH CT staff will distribute nourishments according to members’ care plans.

Scheduled nourishment availability must be supported between the hours of 10:00 a.m. and 7:30 p.m., or as clinically directed.

The Contractor must provide scheduled nourishments as ordered by the Dietitian and deliver them daily to designated nourishment locations.

Snacks The Contractor must deliver daily snacks by 9:00 a.m. with documented delivery lists.

MVH CT staff must sign the daily delivery sheet verifying product and counts.

Household Manager may adjust pars based on member needs.

The Bistro The Contractor is responsible for full operation of the Bistro, including menu development, pricing, staffing, production, customer service, sanitation, and compliance with all applicable county health regulations. The Contractor may operate point‑of‑sale functions using third‑party payment systems (e.g., credit‑card terminals) provided that all transactions and related data remain entirely separate from State of Michigan systems and no State data is accessed, stored, processed, or transmitted.

Profit Margin Limitation:

The Bistro may operate subject to a maximum allowable profit margin of fifteen percent (15%) calculated on total operational costs. “Total operational costs” include, but are not limited to, labor, food and beverage procurement and supplies. The contractor will maintain accurate and transparent financial records supporting all reported costs and revenues. These records must be made available to the State for review upon request.

Nutritional Coordination and Member Safety The Contractor must coordinate with facility Dietitians/Nutritionists or other authorized State representatives to ensure that all Bistro menu items, specials, substitutions, and point‑of‑sale practices comply with Member dietary restrictions, allergy limitations, and therapeutic diet requirements. Items that conflict with a Member’s prescribed diet may not be sold to that Member.

Operational Responsibilities The Contractor is responsible for:

Developing and maintaining all Bistro menus, including specials and seasonal offerings.

Staffing the Bistro with trained personnel capable of maintaining food safety and service standards.

Procuring all food, supplies, and materials required for Bistro operations.

Maintaining sanitation, food‑handling, storage, and preparation practices consistent with all applicable county health codes and facility policies.

Ensuring the Bistro operates without disruption and does not interfere with contracted meal‑service operations.

Prominently display signage noting that the bistro is operated by the Contractor.

Payment Systems and Compliance Any third‑party payment platform or device used in the Bistro must remain fully isolated from State systems and comply with all applicable laws and industry data‑security standards. The Contractor is solely responsible for sales‑tax compliance, including registration, reporting, and remittance for all Bistro retail transactions.

Adjustments and Approvals Bistro menu changes, pricing updates, operational adjustments, or special events must be coordinated with an authorized State representative. Approval may be provided by facility nutrition staff, administrative staff, or other designated State personnel.

Meal Service Times The Contractor must ensure all eight kitchenettes are fully staffed, prepared, and operating at the same time during the following service windows:

Breakfast: 8:00 a.m.–9:30 a.m.

Lunch: 11:30 a.m.–1:00 p.m.

Dinner: 4:30 p.m.–6:00 p.m.

Room service trays must follow the same time windows.

Household Equipment Use The Contractor must ensure neighborhood and household kitchen equipment, including warming cabinets, under‑counter refrigerators, and small appliances, are properly used, cleaned, stocked, and functional.

Household equipment must support finishing meal preparation, beverage service, and preparation of “Always Available” menu items.

Equipment in each household must be maintained in a state of readiness to support the household dining model.

All adaptive feeding equipment used by Members will be purchased by the State. The Contractor is responsible for maintaining all adaptive equipment in clean, safe, and functional condition, and must promptly notify an authorized MVH representative when replacement, repair, or additional equipment is needed.

Bidder Response

☐ I have reviewed the above requirement(s) and agree with no exceptions.

☐ I have reviewed the above requirement(s) and have noted any exceptions below.

Exceptions: List all exceptions here

Bidder must provide a sample staffing plan demonstrating how you will staff all eight MVH CT households across breakfast, lunch, and dinner.

Include:

· Staff assigned per household

· Shift start and end times

· Coverage plans for peak periods, weekends, and holidays

· Distinctions between satellite‑kitchen staff and household‑level staff Please label any attached documents as “7.2 MVH CT Sample Staffing Plan”

Attach Document

Bidder must describe how you will finish, plate, and present meals inside household kitchenettes, including:

· How food arrives from satellite kitchens

· How pans are transferred to household service lines

· How meals are plated

· How you maintain consistency across households

Bidder response:

Bidder must explain your process for:

· Delivering hot/cold carts from satellite kitchens to households

· Staging carts before service

· Retrieving carts after nursing staff return used pans/trays

· Returning carts to the main kitchen/dish room

· Maintaining temperature control throughout

Bidder response:

Bidder must describe how you will maintain tray accuracy for room‑service meals at MVH CT, including:

· How diet cards are verified

· How trays are assembled in satellite kitchens

· How accuracy is documented

· Corrective‑action steps if accuracy deficiencies occur

Bidder response:

Bidder must describe your nourishment production and delivery process, including:

· How individualized nourishments are prepared and labeled

· How they are delivered to household kitchenettes

· How you maintain the daily schedule (10:00 a.m.–7:30 p.m.)

· How nourishment inventory is managed

Bidder response:

Bidder must describe how you will deliver, document, and restock daily snacks, including:

· Delivery time expectations (9:00 a.m.)

· Delivery list preparation

· Staff sign‑off procedures

· How par levels are maintained

Bidder response:

Bidder must submit a Bistro business plan including:

· Menu offerings

· Proposed staffing levels

· Hours of operation

· Equipment needs

· Service model Please label any attached documents as “7.2 Bistro [Name]”.

Bidder response:

The Bidder must provide a detailed financial reporting methodology as part of their proposal, demonstrating how profit margins will be monitored, calculated, and controlled to ensure compliance with the 15% limit. Please label any attached documents as “7.2 Bistro Financial Reporting”

Bidder response:

MVHDJJ Meal Service Requirements - Current Facility Service Model Overview MVHDJJ operates a centralized production and trayline service model. All meals are prepared, portioned, assembled, temperature‑verified, and staged within the main kitchen before transport to units via insulated carts.

Centralized Kitchen Production and Trayline Operations All hot and cold menu items must be prepared and portioned in the main kitchen.

The Contractor must operate a complete trayline for breakfast, lunch, and dinner, including:

Assembly of trays according to diet cards, menu requirements, and therapeutic needs.

Accurate placement of condiments, beverages, sides, and adaptive equipment.

Documentation of tray accuracy prior to cart departure.

The Contractor must ensure adequate staffing at each trayline position, including diet card review, plating, accuracy checks, and cart staging.

All meals must be kept within safe temperature ranges prior to delivery, using State‑provided insulated carts or Contractor‑provided equipment approved by the Program Manager.

Meal Delivery to Units The Contractor transports fully loaded carts to each designated unit/dining area. Delivery must meet established time windows and follow approved routes.

Upon arrival, the Contractor must:

Position carts in designated service areas Verify temperature logs Coordinate with MVHDJJ nursing staff for distribution MVHDJJ staff will distribute trays to members in dining rooms or member rooms.

Following meal service, MVHDJJ staff will return used trays to the meal cart or a designated pickup area.

Contractor staff must retrieve used meal carts promptly after service and return them to the main kitchen/dish room for washing.

Room Service Room service must be provided to Members who choose to eat in their rooms.

Trays must be assembled accurately on the trayline and labeled for the receiving unit.

Division of Responsibilities:

Contractor delivers tray carts to designated unit locations.

MVHDJJ staff deliver trays to member rooms.

MVHDJJ staff return used trays to the cart or designated cart staging area.

Contractor staff retrieve used carts and return them to the kitchen/dish room for washing.

Tray accuracy and documentation must follow the same standards used for congregate dining.

2 North Satellite Kitchen Operations 2 North is a fully operational satellite kitchen that must run independently from the centralized main kitchen during the full meal‑service windows for breakfast, lunch and dinner.

The Contractor must staff, prepare, cook, and serve meals from 2 North at a level sufficient to support daily meal production, including cook‑to‑order and short‑order items, and must operate 2 North concurrently with the centralized kitchen to ensure uninterrupted meal service across all MVHDJJ units.

The Contractor must ensure 2 North maintains complete readiness each day, including:

Adequate kitchen staffing for all meal periods.

Proper use and maintenance of kitchen equipment, smallwares, and appliances.

Strict adherence to safe food‑handling and temperature‑control practices.

Accurate tray assembly, labeling, diet‑order compliance, and documentation.

Temporary closure of 2 North may occur only when unavoidable circumstances require the area to be taken offline (e.g., emergency repairs or facility disruptions). The Contractor must promptly notify an authorized MVH representative and adjust meal production to maintain uninterrupted service.

Scheduled Nourishments The Contractor must prepare, label, and deliver individualized nourishments to each designated nourishment station or unit pantry.

Delivery must occur according to member care plans and the established MVHDJJ nourishment schedule of 10:00 a.m. and 2:00 p.m.

The Contractor must send the evening general snack bin and all individually assigned evening snacks with the dinner tray carts, ensuring these items arrive with the dinner meal service.

MVHDJJ staff will distribute nourishments to members.

The Contractor must provide scheduled nourishments as ordered by the Dietitian and deliver them daily to designated nourishment locations.

Snacks and Pantry Stocking The Contractor must deliver daily snacks by 9:00 a.m. to maintain established par levels.

Contractor must present a delivery list to MVHDJJ household staff.

MVHDJJ staff must sign the daily delivery sheet verifying product and counts.

The Contractor must file the signed sheet and attach a copy to the invoice.

The MVHDJJ Household Manager may adjust snack pars and selections to meet member needs.

Dining Room Support The Contractor must ensure dining rooms on each unit are stocked daily with necessary condiments, beverages, and adaptive equipment before meal service.

The Contractor must clean and sanitize food‑service equipment after each meal service.

The Contractor is responsible for cleaning the main dining area…