Y24-198-AV_SCOPE_OF_SERVICES.pdf

SCOPE OF SERVICES

1. OVERVIEW:

A. Orange County’s People with Special Needs Program (PSN) is charged with providing shelter for individuals with special medical concerns when events may cause a significant disruption in their safety at home due to weather or other disasters.

B. The purpose of providing shelter is so the individual(s) in need can continue with their care and equipment needed to function independently while seeking safety. Orange County is charged by state statute 252.356 to provide functional needs assistance to include the proper nutrition while in the PSN shelter.

2. OBJECTIVES:

To provide fresh, dietetic meals to the Special Medical Needs population while in the care of a Special Needs Shelter. Dietetic refers to the serving of food to the elderly, frail and diabetic population; low sodium, low sugar, high protein. Menu suggestions are included in attachment. Menu selections should be easily chewable, and compatible with the overall dietary needs of elders and consistent with the dietary guidelines as provided by the Office of Disease Prevention and Health Promotion (DPHP) at the following link:

https://health.gov/dietaryguidelines/2015/guidelines/appendix-2/

3. GENERAL REQUIREMENTS:

A. The Contractor shall provide all equipment necessary to load, unload, and deliver the meals inside each shelter as directed by the County representative.

B. The Contractor shall be able to maintain functional service for up to 120 hours (5 days) of uninterrupted service for all listed above.

C. The Contractor shall be able to sustain operation with the means of back-up power to assure proper refrigeration cooking/baking and safety of food products/goods.

4. OWNER’S REPRESENTATIVE:

A. The Contractor shall contact the owner’s representative, the Health &

Medical representative at (407-408-5005), no less the 24 to 48 hours out from the event of a storm strike, to confirm their availability and contact information.

https://health.gov/dietaryguidelines/2015/guidelines/appendix-2/

B. The owner’s representative shall schedule a meeting with the Contractor’s representative prior to shelter activation to discuss delivery and tentative shelter locations.

C. It shall be the Contractor’s responsibility to inspect the selected shelters and to estimate the equipment that will be required to deliver the meals inside the facility without assistance from the County.

5. MEAL REQUIREMENTS:

A. The Contractor shall be able to provide up-to 3,750 (3 X 1250) complete, fresh dietetic meals per day. Breakfast may be continental style and not served hot.

B. Meals shall include beverages, disposable plates, plastic- ware, napkins, condiments and serving utensils when necessary.

C. Menus shall include a variety of food and preparation methods including color combinations, texture, size shape, taste, and appearance. The Contractor shall plan each menu in such a manner as to maximize variety and avoid repetition.

D. The Contractor shall be able to deliver meals twice daily for up-to five (5)

Orange County People with Special Needs (PSN) shelters located throughout Orange County. The County will provide the Contractor delivery instructions upon notification of the opening of PSN shelter(s).

E. The Contractor shall maintain correct food temperatures throughout delivery according to the Florida Department of Health food safety standards (http://www.floridahealth.gov/environmental-health/food-safety-and-sanitation/index.html) .

F. Each meal provided (hot bulk, and shelf stable) shall contain 33-1/3 percent of the Dietary Reference Intake/Adequate Intake (DRI/AI) for moderately active 70+ females as established by the USDA Dietary Guidelines.

G. Frozen foods used to prepare Hot Bulk Meals shall be prepared in a United

States Department of Agriculture USDA inspected facility and shall be thawed, cooked, stored and handled in accordance with local, state and federal laws, ordinances and regulations.

H. Meals shall be prepared according to the USDA Dietary Guidelines for

Americans 2015-2020 as defined in the provided link https://health.gov/dietaryguidelines/2015/guidelines/.

http://www.floridahealth.gov/environmental-health/food-safety-and-sanitation/index.html http://www.floridahealth.gov/environmental-health/food-safety-and-sanitation/index.html https://health.gov/dietaryguidelines/2015/guidelines/

I. The Contractor shall follow all applicable provisions of state or local laws, including but not limited to those applicable sections of the Florida Statutes and Florida Administrative Code, regarding the safe and sanitary handling of food equipment, and supplies used in the storage preparation service and delivery of meals to an older individual.

6. CONSUMER PREFERENCE:

A. Religious, ethnic, cultural, and regional dietary practices or preferences of clients may be included in the menu selection process if reasonable and feasible.

B. Special food provisions will be allotted for 20% of each shelter to accommodate certain allergies such as gluten, peanut or other digestive disorders.

7. UNACCEPTABLE FOOD ITEMS:

In accordance with the U.S. Food and Drug Administration (FDA) Code, unacceptable items include food that has passed its expiration date; home canned or preserved foods; food cooked or prepared in an individual home;

prepackaged unpasteurized juice; any road-kill; wild game donated by hunters;

and fresh or frozen fish donated by sportsmen.

https://www.fda.gov/food/guidanceregulation/retailfoodprotection/foodcode/

8. DELIVERY, SANITATION AND TRANSPORTATION STANDARDS:

A. The Contractor shall ensure that appropriate trucks, vans and/or other vehicles are available for the safe, sanitary, and timely delivery of food items and/or supplies.

B. All vehicles used in the delivery of food items shall be in good repair, equipped with a working cellular phone, and the necessary heating/cooling devices to ensure that food items are delivered within the temperature ranges established by the U.S.F.D.A. Food Code.

C. The Contractor shall also ensure that alternate and/or additional vehicles, heating/cooling devices, and drivers are available for use if needed for any reason.

D. Vehicles used in the transport of perishable food items shall be equipped appropriately to ensure that all perishable foods are maintained at temperatures which protect against spoilage and which are in accordance https://www.fda.gov/food/guidanceregulation/retailfoodprotection/foodcode/ with this bid and Florida Administrative Code, Chapter 64-E-11.004 and section F.4.d.(5).

E. It shall be the Contractor’s responsibility to purchase and maintain all vehicles and equipment required for the delivery of food items and supplies.

All equipment operated whether owned or leased shall be ready for use at time of bid.

F. All items shall be packaged and transported in a safe and sanitary manner using materials which minimize the risk of crushing, leakage, spillage and/or exposure to inappropriate temperatures.

G. The Contractor shall allow delivery personnel enough time to wait until all food received by the County has been checked and counted by a County representative before resuming delivery.

H. The Contractor shall be responsible for loading and unloading all equipment, food, and supplies from vehicles and placing them in a central location inside each meal site as instructed by County representatives.

9. SERVING PORTION SIZE:

Each menu shall indicate the appropriate portion size for all food items which are not pre-portioned upon delivery. Instructions and utensils appropriate for measuring and serving all food items which are not pre-portioned shall be supplied by the vendor.

10. FOOD CONDIMENTS:

The Contractor shall consider traditional meal condiments in the menu planning process and shall supply them as appropriate. Individual packets of salt and pepper shall be included as part of all congregate meals.

11. MEAL ORDERING AND CANCELLATIONS:

A. Placement of orders by the County shall be either by written order in the form of a fax or e-mail. At the County’s sole option, verbal orders may be issued via telephone. All orders, regardless of the manner communicated to the Contractor, shall be identified by an order number.

B. The name and title of the Vendor staff person(s) who created and/or approved the menu shall be indicated on the menu.

C. Any changes to meals such as additions or cancellations shall be submitted to the County for approval by 11:00a.m. of the work day prior to the meals being delivered.

D. The Contractor shall deliver the meals to the location designated by the order no later than twenty four (24) hours after receipt of the order.

The number of open shelters, the clients, and workers occupying the shelter will determine the estimated meal count. The County shall conduct a daily census and whenever possible, provide it to the Contractor the day preceding a meal order.

12. PRODUCTION KITCHEN LOCATION:

A. The Contractor shall ensure that all production kitchens utilized for this contract are located within a one (1) hour delivery range from meal assembly/preparation to shelter delivery sites. The Contractor shall provide a current listing detailing the location(s) of all production sites utilized for the provision of services for this contract at the County’s request.

B. Frozen meals and frozen foods used to prepare meals shall be prepared in a

United States Department of Agriculture (USDA) inspected facility.

C. The County and or person(s) designated by this entity shall be granted access to the Contractor’s food processing facility in order to inspect the food preparation, storage areas and ensure contractual compliance in all areas.

Inspections shall be conducted prior to award and at any point during the contract term.

13. EQUIPMENT REQUIREMENTS:

A. The Contractor shall ensure that all equipment used on County property in the performance of this contract is in good safe working order and properly maintained in order to protect the operator and the public.

B. All equipment used off site and on-site by the Contractor for the performance of this contract is subject to inspection by the County’s Representative.

C. Any equipment on-site, which is deemed by the County’s Representative to be inoperable, unsafe, or improper for desired use, shall be removed from the premises by the Contractor at his/her expense the same day of the County’s determination.

D. The Contractor shall furnish equipment of a type and quantity to perform the work satisfactorily within the time specified herein.