SOW.pdf

PDF 930 KB Posted Apr 28, 2026

Attached to: Amend 0001:Food Delivery Services for Pine Ridge IHS Hospital
Solicitation number: 75H70626Q00140
Issued by: Department of Health and Human Services Indian Health Service

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Written by GovTribe AI · Apr 28, 2026

This is a Statement of Work for food and other supplies for the Pine Ridge Indian Health Service Hospital Dietary Department. The contractor must provide food delivery services on a weekly schedule (or as approved) to the Dietary Department, which serves meals and snacks to patients, visitors, and staff. The facility operates on a 4-week rotating menu cycle alternating between Spring/Summer and Fall/Winter, with menus designed to meet Recommended Daily Allowances, budgetary requirements, and therapeutic nutritional needs including consistent carbohydrate diets, low sodium diets, low fat/heart healthy diets, and texture-modified diets.

All deliveries must be pre-approved by the designated Point of Contact and supported by an active, valid contract. Deliveries arrive at the designated loading dock on the east side of the hospital with unopened, undamaged, and properly packaged items only; the hospital reserves the right to inspect all deliveries for product quality, temperature control, and integrity. The contractor must maintain proper holding temperatures during transportation per FDA Food Code and IHS Food Service guidelines, comply with hospital safety and sanitation protocols (including hair nets, clean attire, and identification), and maintain accurate delivery logs, invoices, and proof of delivery. Performance standards require 100% Acceptable Quality Level for timely delivery within scheduled windows, food temperature maintenance per FDA and IHS standards, packaging integrity with no damaged or opened packaging, complete and legible invoices/delivery slips, and courteous staff conduct compliant with safety protocols. Failure to meet standards may result in delivery rejection, corrective action notice, or contract review. The contract recognizes that the facility's rural location on Pine Ridge Reservation necessitates multiple food vendors to ensure adequate and continuous supply, with vendors offering varying product lines, pricing, delivery capabilities, and operational flexibility to maintain service continuity despite weather challenges and product availability fluctuations. Contractors must submit invoices electronically via the Invoice Processing Platform (IPP) at https://www.ipp.gov. Section H lists extensive required foodservice goods across milk/dairy/cheese, eggs, meat/frozen items, fresh produce, and dry goods categories with specific brands preferred or similar acceptable, and delivery frequencies ranging from weekly to every six months.

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File	Type	Posted
Sol_75H70626Q00140_Amd_0001.pdf	PDF	Jun 3, 2026
PWS.pdf	PDF	Jun 3, 2026
RFQ-75H70626Q00140.pdf	PDF	Apr 28, 2026

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STATEMENT OF WORK

FOR FOOD AND OTHER SUPPLIES FOR THE PINE RIDGE INDIAN HEALTH SERVICE

HOSPITAL

VENDOR A

A. PURPOSE OF CONTRACT:

The Dietary Department at the Pine Ridge Service Unit provides meals and snacks for patients, visitors and staff. The department follows a 4-week cycle menu which alternates between Spring/ Summer and Fall/Winter cycles. Each menu is in accordance with regulatory standards to meet daily Recommended Daily Allowances, budgetary requirements, and operational efficiency, while addressing specific therapeutic nutritional requirements, including but not limited to:

Consistent Carbohydrate Diets Low Sodium Diets Low Fat/Heart Healthy Diets Texture-Modified Diets

Due to the facility’s rural location on the Pine Ridge Reservation, the department must source a wide range of food products to ensure patient and staff needs are met.

This Statement of Work (SOW) defines the responsibilities, requirements, and expectations for all food delivery vendors providing food products to the Pine Ridge Service Unit Dietary Department. Vendors shall ensure timely, safe, and compliant delivery of food items meeting the quality and regulatory standards established by the Indian Health Service (IHS) and applicable state and federal food Safety regulations.

B. SCOPE OF WORK:

The contractor shall provide food delivery services in accordance with the following standards and conditions:

All food deliveries must be pre-approved by the designated Point of Contact (POC) and be supported by an active, valid contract.

Deliveries shall occur on a weekly schedule, or as otherwise approved, ensuring timely and safe delivery of food products that meet all health, safety, and regulatory requirements.

All products must be properly packaged, sealed, and labeled prior to entering the facility.

Delivery personnel must comply with hospital safety and sanitation protocols, including wearing hair nets or restraints, clean attire, and displaying appropriate identification.

All deliveries shall maintain proper holding temperatures during transportation, in accordance with FDA Food Code and IHS Food Service guidelines.

Pre-scheduled deliveries shall arrive at the designated hospital entry point (Loading Dock, east side of the hospital).

Unopened, undamaged, and properly packaged items only will be accepted. Any items that are open, damaged, bloated, expired, or otherwise compromised will be rejected.

The hospital reserves the right to inspect all deliveries for product quality, temperature control, and integrity prior to acceptance.

The contractor shall ensure product substitutions (if needed) are approved in advance by the Dietary Department POC or designee.

The contractor is responsible for maintaining accurate delivery logs, invoices, and proof of delivery for each transaction.

C. FOODSERVICE CONTRACTOR VARIABILITY AND RURAL CONSIDERATIONS:

Given the rural and isolated relative geographic location of the Pine Ridge Reservation, the Dietary Department utilizes multiple food vendors to ensure adequate, reliable, and continuous supply and service of food goods. Food vendors offer a wide range of produce availability, pricing, delivery capability, and operational flexibility. As differing foodservice vendors carry unique product lines and brands, this allows the Pine Ridge Dietary Department to maintain consistent par-inventory levels to meet the diverse nutritional needs of its people it serves.

Weather and Accessibility: Some vendors are unable or unwilling to deliver during severe weather or road closures. However, other vendors have demonstrated flexibility—such as staying in nearby towns overnight to ensure timely deliveries during challenging weather conditions.

Price Fluctuations: Vendor pricing structures vary by market conditions, seasonal availability, and transportation costs. Prices may differ between vendors and may fluctuate over time.

Product Availability and Shortages: Certain vendors may experience temporary outages or shortages of specific food items. Maintaining relationships with multiple vendors ensure the department can source alternatives promptly and avoid meal service disruptions.

This multi-vendor approach is essential for maintaining service continuity, nutritional quality, and patient care in a geographically remote region. It provides flexibility to adapt to environmental, logistical, and market challenges that can affect food service operations.

D. PERFORMANCE AND REGULATORY STANDARDS

Requirement Standard Acceptable Quality Level (AQL) Timely Delivery Within scheduled delivery window 100% Food Temperature Maintenance Meets FDA and IHS standards for temperature controlled foods 100%

Packaging Integrity No damaged or opened packaging 100% Documentation Accuracy Complete, legible, and correct invoices/delivery slips 100%

Staff Conduct Courteous, compliant with safety protocols

100%

Failure to meet performance standards may result in rejection of delivery, corrective action notice, or contract review.

D. DELIVERABLES

The contractor shall provide:

Regular and emergency food deliveries as scheduled.

Complete and accurate invoices submitted electronically via IPP.

Updated product lists, substitutions, and availability reports as requested.

Certificates of compliance for food safety and quality, when applicable.

E. PERIOD OF PERFORMANCE AND CONTRACT VALUE

The Period of Performance for this contract shall be as follows:

TBD

F. LOCATION

Pine Ridge Indian Health Service Dietary Department 607 Indian Health Road Pine Ridge SD, 57770

G. POINTS OF CONTACT (POC)

TBD

H. DOCUMENTATION AND INVOICING

Invoice Processing Platform (IPP)

The Indian Health Service (IHS) has implemented an electronic invoicing system in compliance with the Office of Management and Budget (OMB) Memorandum M-15-19, “Improving Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing.” All invoices submitted under this award must utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, “Electronic Submission and Processing of Payment Requests.”

IPP is a secure, web-based invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service.

Website: https://www.ipp.gov Help Desk: (866) 973-3131 | Email: IPPCustomerSupport@fiscal.treasury.gov

H. FOODSERVICE GOODS REQUIRED

Below includes, but is not limited to the food supplies required of the department.

ITEM DESCRIPTION

BRAND PREFERRED OR

SIMILAR

Used

MILK / DAIRY/ CHEESE

MILK, WHOLE, CHL, 1/2 PT CO