A.01.01_Final_PWS_2_May_2016.pdf

Part 1

GENERAL INFORMATION

1.1. General: This is a non-personal services contract to provide a Food Service Supervisor, Shift Leads, Expediters, Cashiers, and Food Service Workers for the Department of Nutritional Medicine. The

Food Service Supervisor shall serve as the Contract Company Liaison and should be on-site during weekly duty hours. The Contract Company must be able to provide on-site representation for employee issues and resolutions. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contract

Company shall be a company that can support monthly on-site visits to the Department of Nutritional

Medicine.

1.2. Description of Services/Introduction/ Scope: The Contractor shall provide all personnel, transportation, materials, supervision, and other items and non-personal services necessary to perform the duties, as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

Background: The SAMMC Department of Nutritional Medicine (DNM) provides meal services to all patients, family members, staff, and visitors in the facility. This encompasses three dining areas

(Dining Room; Café Express and the Ruck Sack) and two grab-and-go areas (Chefs Signature Soups, Salads and Sandwiches; and Fast Fuel). DNM Patient Room Service provides meal services to all patients admitted to the facility as well as nourishments to outpatient clinics.

1.3. Objectives:

a. Provide support services to satisfy the overall operational objectives of SAMMC DNM, including cashier support and customer service.

b. Provide services and deliverables through the performance of food service support activities.

c. Provide contractor services and deliverables through the performance of meal delivery, food service support activities, and cleaning and sanitation.

1.4. Period of Performance: The base period of performance is 1 October 2016-30 September 2017, with four (4) one-year option periods (1 October 2017-30 September 2018; 1 October 2018-30 September

2019; 1 October 2019-30 September 2020; and 1 October 2020-30 September 2021).

1.5. General Information

a. Quality Control (QC): The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this Performance Work Statement and standard safe food preparation practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

Contractor’s quality control program is the means by which assurance of work complies with the requirement of the contract. The Quality Control Plan should be submitted to the Contracting

Officer for approval NLT ten days after contract award. After acceptance of the quality control plan, the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QC plan.

b. Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable performance standards.

c. Recognized Holidays: The following is a list of legal federal holidays when hospital operation is significantly reduced. Services shall be performed 365 days per year; however, staffing may be reduced during federal holidays.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

d. Hours of Operation:

i. The Contractor is responsible for conducting business as follows for Patient Room

Service: Contractor shall support Patient Room Service meal tray delivery during meal services. Contractor shall work rotating shifts, provide Contract employees and

Working Lead per each early and late shift, 365 days per year. Early shift is defined as 5:00AM to 1:30 FOOD SERVICE SUPERVISOR (0500 – 1330). Late shift is defined as 11:30AM – 8:00 FOOD SERVICE SUPERVISOR (1130 – 2000). A full, complete shift is defined as 8 hours of performance with a 30-minute non-billable meal break. Meal breaks shall be rotated and shall not interfere with meal services during peak hours of the operation. Work hours or days may be modified due to local or national emergencies or Government directed facility closings.

ii. The Contractor is responsible for conducting business as follows for Culinary and

Hospitality Branch: The Contractor shall be responsible for conducting business to support Culinary and Hospitality Branch during meal services. Food Service

Workers & Cashiers shall work rotating shifts as indicated on the proposed schedule, 365 days per year. Early shift is defined as 5:00AM to 1:30 FOOD SERVICE

SUPERVISOR (0500 – 1330). Modified early shift is defined as 6:30AM –

3:00FOOD SERVICE SUPERVISOR (0630 – 1500) or 7:00AM – 3:30 FOOD

SERVICE SUPERVISOR (0700 – 1530). Late shift is defined as 11:30AM – 8:00

FOOD SERVICE SUPERVISOR (1030 – 2000). Overnight shift is defined as 5:00

FOOD SERVICE SUPERVISOR – 01:30AM (1700-0130), 6:00 FOOD SERVICE

SUPERVISOR-02:30AM (1800-0230), and 08:30 FOOD SERVICE SUPERVISOR-

05:00AM (2030-0500). A full, complete shift is defined as 8 hours of performance with a 30-minute non-billable meal break. Meal breaks shall be rotated and shall not interfere with meal services during peak hours of the operation. Work hours or days may be modified due to local or national emergencies or Government directed facility closings.

iii. This contract will be a firm fixed price. The Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this Performance Work Statement when the Government facility is not closed for the above reasons. Part-time workers are acceptable to fill peak demand hours, to cover shifts for absent employees, or other situations that may require flexible schedules. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

iv. Overtime. Overtime shall not be authorized for this contract.

v. Scheduled Absences. Scheduled absences such as vacations or personal time off shall be scheduled at least 30 calendar days in advance and mutually agreed upon by the COR or designated Government Representative, the Department Chief or designated Government

Representative, Contract employee, and the Contract Company.

vi. Unscheduled Absences shall be called into the COR or designated Government representative by the Contract employee or representative for Contract Company within one hour of the scheduled reported time. The Contractor is responsible for obtaining a replacement for the absent Contract employee within 2 hours if a Contract employee calls out.

vii. Emergency Essential Positions. All employees on this Contract are considered

Emergency Essential Positions.

e. Place of Performance: The work to be performed under this contract will be performed at:

San Antonio Military Medical Center (SAMMC)

3551 Roger Brooke Drive, Building 3600

Fort Sam Houston, TX 78234-6200

f. Type of Contract: The government will award a firm fixed contract.

1.6. Security Requirements: Contractor personnel performing work under this contract must have a minimum of a clear background investigation prior to commencement of work under this contract, and must maintain the level of security required for the life of the contract. As a minimum, the

Contractor providing service requiring operating government-furnished workstations that have access to Department of Defense e-mail and requiring unescorted entry to a restricted area/Controlled Areas, must successfully complete a National Agency Check (NAC). Any employees that cannot successfully receive a clearance of criminal background check will not be allowed to continue term of employment.

a. Work under this contract is UNCLASSIFIED. The Contractor shall comply with all applicable DoD security regulations and procedures during the performance of this contract.

The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, Privacy Act data, and Government personnel work products obtained or generated in the performance of this contract. Contractor employees will be issued by the Government a DBIDS (Defense Biometric Identification System) installation access card which is required for entrance to the installation. The Contractor shall be responsible for the control and safe keeping of all Government issued IDs and ensure all badges are returned to the COR upon termination of an employee or the contract end date.

The Contractor shall ensure all Contractor employees are aware that in the event of a lost or stolen Government ID, they are to immediately inform the Contractor Representative or

Alternate Contractor Representative. The Contractor shall ensure that the COR is notified the same day the employee reports an ID lost or stolen. The Government shall conduct criminal background checks on all Contractor employees in accordance with the procedures set forth in Public Law 100-235, DoD Directive 5200.28, DoD Directive 5200.2-R, DoDI 1402.5. The

Contractor is responsible for ensuring all Contract employees complete the SF86, Authorization for Release of Information form and ensure all background check submittals are initiated in accordance with this PWS prior to employees providing services at SAMMC facilities. Background checks shall be based on fingerprints of individuals obtained by qualified Government law enforcement or security personnel, inquiry’s conducted through the Federal Bureau of Investigation (FBI) and the State Criminal History Repository check, and a local Installation Record Check., if required. The procedures for completing the required background check are outlined in the Department of Defense Instruction (DoDI)

1402.5.

1.7. Physical Security: The Contractor shall comply with all Force Protection Conditions (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/ identification requirements.

1.8. Key Control. The Keys and Lock Combinations. The contractor shall abide by all current BAMC key control and lock combination procedures The Contractor shall be responsible for any keys issued to the employee. The keys shall not be duplicated. The Contractor shall ensure that its employee’s not allow government-issued keys be used by personnel other than those currently authorized. No unauthorized personnel shall be allowed entry into the locked area. Keys shall not be used to open work areas for personnel other than personnel engaged in performance of their duties, unless authorized by the Government functional area chief. The employee shall use keys issued to them to secure/open areas only as directed by the COR and/or functional area chief. Lost keys and/or locks shall be reported to the issuing party and COR immediately upon recognition of the loss. The COR shall notify the FOOD SERVICES SUPERVISORO of the lost key. The employee shall be responsible for the replacement costs of any lost keys and any associated locks. Reimbursement shall be provided before the Government replaces lost keys or performs re-keying.

a. Key Control. The contractor shall safeguard all keys issued by the government and insure they are used only by authorized contractor personnel. The contractor shall not duplicate issued keys and shall report lost keys to the contracting officer immediately the contractor will be charged for lost keys, re-keying, and lock replacement as applicable

1.9. Operational Security (OPSEC) Requirement

Investigation Requirements. The Contractor shall ensure all personnel performing under the contract are required to maintain a minimum of a favorably adjudicated National Agency Check with written Inquires (NACI) (equivalent or higher) investigation. The contractor must coordinate with the Contracting Officer Representative (COR) to initiate the Request for Personnel Security Action prior to performance start date. U.S. Citizenship will be verified by presenting original or certified copy of birth certificate, certificate of citizenship/naturalization issued by INS, or born aboard certificate (Form FS-240 or DS- 1350) or a valid U.S. Immigration Form 1-151 and Alien Registration Card ("Green Card") and is completed investigation document(s) to the BAMC Personnel Security Office at the time of in processing for all contract personnel assigned to the contract. In order to maintain the security requirements any derogatory information, to include law enforcement issues, mental health issues, or alcohol/drug related issues must be reported to the COR and to the BAMC Personnel Security Office.

Access and general protection/security policy and procedures: This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. For Contracts That Require Handling or Access to Classified Information. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified "Confidential," "Secret," or "Top Secret" and requires contractors to comply with- The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor. A Secret security clearance is required for the contract employee to perform the scope of work. The Contractor shall have a proper Facility Clearance. The Contractor's employee shall report to the workplace with a favorable National Agency Check with Law and Credit/T3/T3R and a Secret or Interim Secret clearance in order to gain access to the workplace. DD254 shall be processed at no added cost to the contract.

1.10. Freedom of Information Act Program (FOIA and Privacy Act). Freedom of Information Act

Program (FOIA and Privacy Act). The contractor shall comply with DOD Regulation 5400.7-R, DOD

Freedom of Information Act Program requirements. The Freedom of Information Act sets policy and procedures for the disclosure of records to the public and for marking handling transmitting and safeguarding For Official Use Only materials.

1.11. Reporting Requirements. The contractor shall comply with DoD 5200.2-R, January 1987, Personnel

Security Program and AR 380-67, 9 September 1988, Department of the Army Personnel Security

Program Regulation. Contractor shall report to the BAMC Security Manager any information or circumstances which may pose a threat to DOD or contractor personnel, resources, or DOD information.

1.12. Safeguarding Material. The Contractor shall be responsible for safeguarding all government property provided for Contractor use. The Contractor shall safeguard information of a confidential or sensitive nature. Neither the Contractor nor any of its contract employees shall disclose or cause to be disseminated any information concerning the operation of the MTF that could result in or increase the likelihood of the possibility of breach of security or interrupt the continuity of operations or which breach the requirements of the Federal Privacy Act of 1974. However, the Contractor may be required to provide testimony or disposition in cases of due process action.

1.13. Safety. Work is performed in a well-lit ventilated kitchen and servery, on the inpatient wards, and outpatient clinics within the hospital. Contractors are required to wear hair restraints such as hats, hairnets, and beard restraints (as applicable) while in the kitchen. The Government will provide to

Contractor employees any required safety items to include any required personal protective equiFood

Services Supervisorent (PPE); see paragraph 3.8. The above working conditions have been considered in the evaluation of the job and do not meet the criteria for environmental differential pay.

It is expected that all Contractor employees will adhere to and follow all required safety protocols of food service operation at all applicable times. Contractors shall comply with all installation safety regulations. Such regulations include general safety, fire prevention, and waste disposal. Copies of these regulations are on file in the medical activity safety office or may be obtained through the

Contracting Officer Representative.

1.14. Security Identification Badges. The Contractor shall comply with the local installation and MTF personnel identification and access requirements.

a. Each contract personnel shall wear a visible Security badge ID, provided by the MTF or the

Military Installation, on the front of his/her outer clothing. The badge will show the full name, title and, if required by the Military, "Contractor" identification on the front. The COR will provide the paperwork to request ID badges. The Contractor is responsible for ensuring identification and access documents are up-to-date.

b. The contract personnel shall immediately report any lost or stolen badges to the COR.

c. The contract personnel shall turn in the MTF badge and installation access ID Card to the

Security and Badge Office, COR, or his/her designated representative upon termination of their services under this contract.

d. Government Computer Access Requirements. If this contract requires contractor personnel to have access to government computers, contractor personnel requiring access to government computers shall successfully complete, a National Agency Check (NAC), before obtaining access to the computer.

1.15. Removal of contract employee. Removal of contract employee. The government reserves the right to require immediate temporary or permanent removal of any individual whose actions raise reasonable suspicion that patient care or services may be compromised in any way or that pose a threat of harm to other contractor/government personnel or self. The employee may be required to submit to drug/alcohol testing. The government reserves the right to require temporary or permanent removal of any individual who refuses testing. Notification of all removals will be made by the

Contracting Officer Representative (COR). Removal of any individual does not relieve the contractor of any performance requirement.

1.16. Special Qualifications:

a. Contractor personnel will read, write, and speak English fluently and have basic computer knowledge.

b. Contractor must possess basic knowledge of food safety, customer service etiquettes, and food service in a healthcare environment.

c. The Contractor shall possess knowledge of military protocol when addressing Officers, Non-

Commissioned Officer and Government personnel. Contractor personnel shall be able to effectively interface and communicate with civilian and military personnel at all levels.

d. All Contractor employees under this contract are required to complete Department of Army (DA) on-line DoD Information Security Awareness Training Course and Health Insurance Portability and Accountability Act (HIPAA) training within 30 days of contract award and once each year thereafter. Contractors shall provide their certificate of completion to the Information Systems

Office/Privacy Officer annually.

i. This requirement is in addition to any other training that may be required of the

Contractor. Contractor training requirements are maintained through the APEQS/DTMS online system. Contractors may be required to attend special training courses to obtain skill sets necessary to operate within the business environment in which they work or to maintain their skills and/or certifications. Contractors may attend government sponsored training to obtain training to enhance their skill sets.

1.17. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers

Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the government views the Contractor's performance and the

Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.18. Contracting Officer Representative (COR): The COR will be identified by separate letter. The

COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

a. The Project Manager will be designated and the Contractor will notify the COR if the project manager changes.

b. The Contractor will notify the COR and Contracting Officer in writing of any change in the

Contractor's Project Manager.

c. The COR will be on site and coordinate with the project manager to insure compliance with the

d. Complaints. Contractor employees shall conduct themselves in a professional manner. If two validated complaints are filed in a six-month period against a Contractor employee, the

Contracting Officer will view this as an indication of poor performance.

e. Contractor Fill Rate. Contractor shall maintain a 95% fill rate of all available shifts. Turnover should be kept to a minimum for contract continuity purposes and mission success.

i. The Contractor shall fully staff the requirements of the contract with the number of FTEs as required in the Schedule of Services. Additionally, it is expected that the contractor will have the FTEs working all hours required as identified in the PWS. Contractor will be paid only for hours worked versus the hours listed in the Schedule of Services which are estimated quantities. Invoices are to reflect actual hours worked only. This does not constitute a waiver of the Government's right to terminate the contract for default for failure to perform and the Government is still entitled to pursue all remedies available to it under the default clause (52.212-4).

f. The Contractor shall use their leads and company contract manager to insure compliance with this

g. Contract employee(s) shall regularly use their lead and company contract manager instead of

COR or hospital staff for assistance with contract or company related requests for information/clarification. Management in-turn, if necessary, will coordinate with the COR for assistance.

1.19. Identification & Uniform of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that

Contractor participation is appropriately disclosed. Contractor employees will be issued a special identification card issued by SAMMC / FOOD SERVICES SUPERVISORO Badge and ID Office which will be used to gain access to the building when it is locked after hours, during exercises, or training days.

a. All contract employees shall comply with personal health standards consistent with food preparation operations. All contract employees shall present a neat professional appearance.

All uniforms or outer clothing shall be laundered or dry cleaned as appropriate, well-fitting, bright and fresh each workday. While performing services under this contract, all contract employees shall be easily identified. All contract employees shall comply with Technical

Bulletin (TB) MED 530 (Tri-Service Food Code) for personal cleanliness and hygienic practices.

b. All contract employees shall keep their fingernails trimmed, filed, and maintained so the edges and surfaces are cleanable. All contract employees shall not wear fingernail polish, artificial fingernails, or fingernail jewelry when working with exposed food.

c. All cashiers must wear gloves when touching food items and utensils. This includes restocking condiments, utensils, and preparing beverages. Cashiers must wear gloves while operating the cash register.

d. Except for a plain ring such as a wedding band, while preparing or working with food, contract employees shall not wear jewelry on their arms and hands. Contract employees shall not wear earrings while working.

e. All contract employees working in Culinary and Hospitality Branch shall wear clean distinctive foodservice uniform of short sleeve blue polo shirts with the company name or logo, black slacks, MTF issued badge during work hours. Contractor employees are permitted to wear non-graphic black, long or short sleeve T-shirt under the polo shirts.

Additional outwear is not allowed during work hours. Contract employees are required to wear hair restraints such as skull caps, hairnets, hats, beard restraints, and clothing that cover body hair, that are designed to be worn to effectively keep their hair and sweat from contacting exposed food, clean equiFood Services Supervisorent, utensils, linens, and single-service/single-use articles.

f. All contract employees working in Patient Room Service Branch shall wear clean distinctive foodservice uniform of short sleeve chef shirts (6 black buttons, side vents, red with black trim) with the company name or logo, black slacks, MTF issued badge during work hours.

Contractor employees are permitted to wear non-graphic black, long or short sleeve T-shirt under the chef shirts. Additional outerwear is not allowed during work hours. Contract employees are required to wear hair restraints such as hats, hairnets, beard restraints, and clothing that cover body hair, that are designed to be worn to effectively keep their hair and sweat from contacting exposed food, clean equiFood Services Supervisorent, utensils, linens, and single-service/single-use articles.

g. Non-slip closed toe black safety shoes are required during work hours.

1.20. Documents/material. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other

Government rights.

1.21. Organizational Conflict of Interest: Contractor personnel performing work under this contract may receive, have access to or participate in the develoFood Services Supervisorent of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the

Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the

Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.22. Contractor Travel. N/A

1.23. Phase In: During the phase in period the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

Preparation is to be done at no cost to the Government. The objective is to minimize any decreases in productivity.

1.24 Exclusion from Participation in Federal Healthcare Programs (October 2015)

a. In accordance with OTSG/MEDCOM Policy Memo 15-037, all Contractors (Individual or

Entity) who supply healthcare items or provides services via personal or non-personal service contracts, purchase orders and/or blanket purchase agreements must not have their names listed in the List of Excluded Individuals/Entities (LEIE) database. Individual or Entity names appearing in the LEIE are not eligible to participate in the Military Health System, directly or through the purchased care system, in any capacity.

b. Deliverables: Contractors will download the current LEIE database at http://exclusions.oig.hhs.gov and save the downloadable data file as their initial database.

Contractors will then perform an individual or entity query of the database for all individual names and entities to identify excluded parties. The Contractor shall send the result of this query electronically to the Contracting Officer/Specialist and Contract Officer’s Representative (COR) no later 10 days after contract award (or modification execution date).

c. This requirement will be included in all medical contracts, purchase orders, and blanket purchase agreements through the use of Contract Local Clauses 5008 and/or 5009.

http://exclusions.oig.hhs.gov/

1.25. Sexual Harassment under the Sexual Assault Prevention and Response Program (SHARP)

a. Reporting requirements required by OTSG/MEDCOM Policy Memo 13-062, Policy for

Reporting Incidents of Sexual Assault and Sexual Harassment under the Sexual Assault Prevention and

Response Program (SHARP), dated 12 November 2013.

b. The contractor shall require all Contract Service Providers (CSP) with knowledge of an incident of sexual assault occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

c. The contractor shall require all CSPs with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately

(within 24 hours) report the incident in writing to the government's COR. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals.

d. The contractor shall ensure all service providers receive Sexual Harassment/Assault Response and Prevention (SHARP) training not later than 60 calendar days after contractor personnel begins performance under this contract. Training can be obtained either online or in person. Contractor personnel can attend SHARP training provided by MEDCOM on an every other month basis by contacting (210) 221-6118 for class date/time and availability. If the employee has an AKO account, they can access online the Team Bound Self Study course through Army Learning Management System

(ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp.

http://www.atsc.army.mil/tadlp/delivery/alms.asp

PART 2

DEFINITIONS & ACRONYMS

2.1. Definitions

a. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

b. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

c. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

d. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

e. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

f. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

g. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

h. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

i. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

j. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

k. SCHEDULED ABSENCE. Prearranged absences from performance of contractual services by contract personnel. These absences, whether taken for vacations or continuing medical education, etc. is scheduled/arranged in advance.

l. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the sub-Contractor.

m. TRAINING HOLIDAY. A day off in addition to holidays only for the Military personnel. The

Contractor personnel will observe the policy spelled out on his/her contract.

n. TRICARE. The health care program serving Uniformed Service members, retirees and their families worldwide.

o. UNSCHEDULED ABSENCE. Absences from performance of contractual services by contract personnel that are not scheduled/arranged in advance, regardless of whether the absences are caused by illness or for other reasons.

p. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

q. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. Acronyms:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AMEDD Army Medical Command

APEQS AMEDD Personnel Education and Quality System

AR Army Regulation

BH Behavioral Health

BHSL Behavioral Health Service Line

BHSOC Behavioral Health System of Care

CART Capacity Assessment Reporting Tool

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CAC Common Access Card

CMS Command Management System

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DMHRSi Defense Medical Human Resource System

DOD Department of Defense

DoDI Department of Defense Instruction

FAR Federal Acquisition Regulation

FRAGOS Fragmentary Orders

HA Headquarters Army

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

M2 Military Health System Management Analysis and Reporting Tool

MEDCOM Medical Command

MEPRS Medical Expense Reporting System

MHS Military Health System

MTF Military Treatment Facility

NAC National Agency Check

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

OPORDS Operating Procedures

OPSEC Operational Security

OTSG Office of the Surgeon General

PASBA Patient Administrative Systems and Biostatistical Activity

PIPO Phase In/Phase Out

PM Project Manager

PMO Program Management Office

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

RMC Regional Medical Command

ROI Return on Investment

RVU Relative Value Unit

SAVS Staff Assistance Visits

SOPs Standard Operating Procedures

SRMC Southern Regional Medical Command

TB MED 530 Tri-Service Food Code

TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIFOOD SERVICES SUPERVISORENT, AND

SERVICES

3.1. Government Furnished Items and Services

a. Services: Government personnel will be working alongside the Contractor for added support but do not take direction from the Contractor.

b. Facilities: The Government will provide the necessary workspace for the Contractor staff to provide the support outlined in the PWS to include desk space, telephones, and other items necessary to perform specific tasks listed in Part 5. Items of clothing, personal effects, or equiFood Services Supervisorent may not be able to be secured at all locations. The government will not incur any liability for theft, damage to, or loss of such personal items.

3.2. Utilities: N/A

3.3. EquiFood Services Supervisorent: By exception, the Government will provide, and/or the Contractor will have limited access to, computers, software, scanners, fax machines, copiers, printers, and other equiFood Services Supervisorent necessary to complete their duties and responsibilities.

a. Materials: The Government will provide all applicable regulation, policies, OPORDs, FRAGOs, SOPs, etc. necessary for the Contractor to complete the duties/responsibilities. This material will be provided via digital means.

3.4. Emergency Contract Healthcare: The MTF will provide Emergency healthcare for injuries occurring while on duty. The Contractor shall reimburse the government for such services.

3.5. The Government will provide food sanitation/safe food handling training in accordance with the most current version of TB MED 530 (Tri-Service Food Code). Initial training and refresher training will be conducted by Department of Nutritional Medicine throughout the year.

3.6. The Government agency will train food service workers on the current policies, procedures, and equiFood Services Supervisorent. Contract lead will shadow a government supervisor on daily checklist and lead will be given a sign in acknowledging the duties. Contract workers will shadow fellow contract worker or lead for on the job training.

3.7. Hospital (SAMMC) photo identification and necessary equiFood Services Supervisorent to perform job tasks (excluding uniforms and shoes).

3.8. Personal Protective EquiFood Services Supervisorent (PPE) includes, but not limited to, hearing protection, heat resistant gloves and/or aprons, and eye protection.

3.9. Workspace, foodservice preparation equiFood Services Supervisorent and utensils, and instructions for preparation quantities, service, storage locations for menu items.

3.10. Communication devices for communication during work hours. These materials will be recorded via a standard government hand receipt.

3.11. Various service locations orientation within the hospital facility.

3.12. Ward location orientation.

PART 4

CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1. General: The Contractor shall furnish all uniforms, supplies, equiFood Services Supervisorent, and services required to perform work under this contract that are not listed under Part 3 of this PWS.

a. The Contractor shall provide a copy of the schedule to the COR at least two weeks prior to the start date. This allows the government adequate time to schedule

Government personnel to fill the absence or discuss staffing needs. The schedule shall include hours scheduled to work.

b. The Contractor is responsible for completing contract employee schedules and submitting changes, corrections, and reporting any errors. The Contractor is responsible for submitting the completed schedules to the COR within 7 days of the end of the payment cycle.

c. The Contractor shall inform the COR of any changes in personnel (new, terminated, or resigned) to ensure all electronic workload data is accurate. A designated Government representative will complete electronic workload data to match the schedule information submitted by the Contractor.

d. The Contractor shall take prompt, reasonable, and appropriate disciplinary action for contract employees who do not meet performance standards, inconsistent attendance, tardiness, and/or do not meet customer service expectations. The contractor will submit a daily log of employee tardiness and attendance to the COR to verify payment accuracy for shifts and hours worked. Logs will be submitted weekly to the COR.

e. The Contractor shall ensure that all employees comply with the U.S. Army Medical

Command and MTF smoking policies while performing services under this contract.

Smoking restrictions will apply at any location or building where services are performed under this contract.

4.2. Materials: N/A

4.3. EquiFood Services Supervisorent: Laptop, printer, paper, fax machine, etc. for administrative purpose.

PART 5

SPECIFIC TASKS

5.1. Basic Services.

a. The Contract workers (Expediters) shall support Patient Room Service meal tray delivery.

Contractor shall work rotating shifts, provide employees and working lead for each early and late shifts daily, 365 days per year. Early shift is defined as 0500-1330 hours. Late shift is defined as 1130-2000 hours.

b. The Contract FSWs shall support services provided by Culinary and Hospitality Branch.

Contract FSWs shall work rotating shifts, provide employees to fulfill necessary shifts as indicated in the proposed schedule, 365 days per year. Early shift is defined as 05:00AM to

1:30FOOD SERVICES SUPERVISOR (0500 – 1330). Modified early shift is defined as

6:30AM – 3:00FOOD SERVICES SUPERVISOR (0630 – 1500) or 7:00AM – 3:30FOOD

SERVICES SUPERVISOR (0700 – 1530). Late shift is defined as 10:30AM – 7:00FOOD

SERVICES SUPERVISOR (1030 – 1900). FSW Lead shall work Monday through Friday from 6:00AM – 2:30FOOD SERVICES SUPERVISOR (0600 – 1430).

c. The Contract Cashiers shall provide support services for all retail locations (Café Express, Market on the Green, The Dining Facility, Chefs Signature Soups, Sandwiches and Salads, The Ruck Sack, and Fast Fuel Grab n’ Go). Contract cashiers shall work rotating shifts, provide employees to fulfill necessary shifts as indicated in the proposed schedule, 365 days per year. Early shift is defined as 05:00AM to 1:30FOOD SERVICES SUPERVISOR

(0500 – 1330). Modified early shift is defined as 6:30AM – 3:00FOOD SERVICES

SUPERVISOR (0630 – 1500) or 7:00AM – 3:30FOOD SERVICES SUPERVISOR (0700 –

1530). Late shift is defined as 10:30AM – 7:00FOOD SERVICES SUPERVISOR (1030 –

1900).

5.2. The Contractor shall be responsible for furnishing adequate staff to work all shifts, Monday through

Sunday, including federal holidays and weekends. Contract employees may not be required to provide more than 16 consecutive hours of service without at least 16 hours off before their next shift.

5.3. Absences. Absences shall not be compensated by the Government. All requests for scheduled leave shall be coordinated with the contract employee’s supervisor at least 30 days in advance in order to ensure adequate coverage for the mission and the COR should be notified of the changes. For unscheduled absences, the contract employee’s lead or supervisor shall notify the COR within one

(1) hour of the scheduled reporting time. The Contractor is responsible for maintaining a 95% fill rate for all scheduled shifts. A replacement employee is required within two (2) hours if a contract employee calls out and available shift fill rate falls below 95%. The replacement cannot be another contractor who is already on shift.

5.4. The Contractor shall operate in accordance with TB MED 530 (Tri-Service Food Code) and the

Standing Operating Procedures (SOPs) for Patient Room Service and Culinary and Hospitality

Branch services and shall be held accountable to those standards.

5.5. Physical demand. Work requires standing, walking, bending, crouching, pushing, pulling, twisting, turning, carrying, reaching about, lifting and lowering up to 40 pounds, and repetitive motion of hand, wrist, and/or elbow.

5.6. Transport of patient meals and/or nourishments requires pushing a heavy, covered, wheeled cart from the main kitchen area to all patient units in the facility.

5.7. Deliverables:

a. Food Service Supervisor:

i. The Food Service Supervisor is the supervisor for all Shift Leads and Contractor employees on shift.

ii. The Food Service Supervisor shall provide a copy of the current schedule and timecards to the Government representative for each work area and the Contract

Officer Representative (COR) at least two weeks prior to the start date. This allows the Government adequate time to schedule Government personnel to fill the absence or discuss staffing needs with the Food Service Supervisor.

iii. The FOOD SERVICE SUPERVISOR is responsible for ensuring personnel arrive on time and leave according to the posted schedule.

iv. The FOOD SERVICE SUPERVISOR is responsible for completing contract employee timecards and submitting changes, corrections, and reporting any error.

The FOOD SERVICE SUPERVISOR is responsible for submitting the completed timecards to the COR within 7 days of the end of the payment cycle to ensure prompt payment of the invoice.

v. The FOOD SERVICE SUPERVISOR is responsible for in-processing/ out-processing all contracted employees. The FOOD SERVICE SUPERVISOR will ensure all contractors abide by all SAMMC G-2 regulations and processes for in-processing. The FOOD SERVICE SUPERVISOR is responsible to inform the

Government representative of any changes in personnel (new, terminated, or resigned) to ensure all electronic workload data is accurate for each pay period.

vi. The FOOD SERVICE SUPERVISOR is responsible for ensuring employee conduct is appropriate to maintain a good work environment and complete the required tasks for the specific work area. Personnel are expected to follow the FOOD SERVICE

SUPERVISOR instructions to complete all assigned tasks according to the established timelines, remain cooperative, and convey a customer service approach with helpfulness and courtesy.

b. Shift Leads (FSW/Expediters):

i. The Contract shift leads shall supervise all contractors on shift.

ii. The Contract shift leads shall assign work to contractors with the guidance of Military or Civilian Supervisor on shift.

iii. The Contract shift leads shall prepare and coordinate work schedules with the COR to meet mission requirements.

iv. The Contract shift leads shall prepare and complete Contract employee timecards and submit them to the designated Government employee for input into the electronic productivity system (DMHRSi) by the established suspense date.

v. The Contract shift lead will maintain a daily checklist of actual service provided and tasks performed. The checklist will be turned in to the Non-Commissioned

Officer-In-Charge (NCOIC) of respective Department Branch.

vi. The Contract shift lead will provide an activity report by shift on a daily basis for historical purposes. The report will be provided to the Government via email by the end of the each shift.

c. Expediters:

i.