United States - S--Philadelphia VA Medical Center’s Snyder House Food Services

Description

Added: Oct 25, 2019 8:41 am

Sources Sought Note:

This notice is published in accordance with Federal Acquisition Part (FAR) Part 10, Market Research and FAR Part 15, Exchanges with Industry before Receipt of Proposal. This notice serves as a Sources Sought in support of market research and/or planning purposes only and does not constitute a solicitation. This notice is not a confirmation that the Government will contract for the items or services contained in the sources sought, nor is any commitment on the part of the Government to award a contract implied. This notice does NOT constitute an Invitation to Bid, a Request for Proposal, or a Request for Quote. The Government shall not pay and/or reimburse respondents and/or associates for any costs incurred to submit the requested information. All information received in response to this sources sought that is marked Proprietary will be handled accordingly.

The purpose of this sources sought is to seek capable and responsible sources interested in performing this service.  Responses will assist the Government with developing its acquisition strategy to include socio-economic set-asides.  If you believe there are ambiguities in the draft Statement of Work (SOW), please identify them.  Note that the Government will not answer questions about this requirement at this time.  Please answer the questions below, send your brief capability narrative and draft SOW feedback, if ambiguities exist, to Contract Specialist Mr. Bradley Fasnacht at bradley.fasnacht2@va.gov no later than 1100 AM E.S.T. 14 November 2019.

The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses.

Suggested NAICS: 722310 (Food Services Contractors)

Suggested PSC: S203 (House Keeping/Food Services)

Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories.

If you are interested, please e-mail the following information:

Company Name.

Person of Contact (including telephone number and email address).

Socio-economic status (SDVOSB, VOSB, Woman-Owned, Other etc.).

Do you currently hold a government contract?

Contract Number?

Type of contract?

With whom (GSA, SEWP, etc )?

If GSA what Schedule and SIN?

Can your company provide the service listed at the Wilkes-Barre PA VAMC locations?

What NAIC and PSC code do you use for this service?

What Certifications, State and/or Federal, if any must you have to perform this service?

Please confirm that your firm s contract performance would be in compliance with the Limitations on Subcontracting as required by 13 CFR 125.6 and VAAR 852.219-74.

Please indicate in which clause your performance would be in compliance with: VAAR 852.219-10, VAAR 852.219-11, or FAR 52.219-14.

Please list all of your concerns, questions and ambiguities below. Questions will not be addressed directly but will be used my the Government in the event that this Sources Sought would move forward to solicitation.

STATEMENT OF WORK

FOR

FOOD SERVICES

Philadelphia VA Medical Center s Snyder House

DESCRIPTION:

The Philadelphia VA Medical Center is contracting for a Firm Fixed Priced (FFP) contract that will be a twelve (12) month base contract with four (4) twelve (12) month option years. - Requirements contract for food services at the Philadelphia Snyder House.

The Contractor shall provide three (3) meals a day, seven (7) days a week to include all holidays. All meals provided shall meet the nutritional requirements as stated within this Statement of Work as well as required by Doctor s orders for restricted and/or special diets.

Resident population is expected to fluctuate, the contractor shall expect to prepare and serve approximately thirty (30) to forty (40) Residents

PLACE OF PERFORMANCE:

Department of Veterans Affairs

Snyder House

1425 Snyder Avenue

Philadelphia, PA 19145

SERVICES:

The contractor shall furnish all personnel necessary to prepare meals as described below for residents of the "Snyder House" Philadelphia VA Medical Center, Residential Rehabilitation Treatment Program (RRTP). All food, drinks, beverages, food preparation, cooking, heating, and refrigeration equipment, and tools will be provided to the Contractor as Government Furnished Material. Additionally, all pots, pans, serving utensils, cups, dishes, forks, spoons, knives, trays, trash containers, will also be provided by the Government.

PERIOD OF PERFORMANCE:

This will be a twelve (12) month base contract with four (4) twelve (12) month option years.

Base Year: 1 April 2020 through 31 March 2021

Option Year 1: 1 April 2021 through 31 March 2022

Option Year 2: 1 April 2020 through 31 March 2025.

Option Year 3: 1 April 2020 through 31 March 2025.

Option Year 4: 1 April 2020 through 31 March 2025.

PERFORMANCE REQUIREMENTS:

The Contractor shall be responsible for providing the following meals:

Breakfast:

Breakfast will consist of a continental breakfast and full hot breakfast and shall be served every day, including all weekends and holidays.

Prepared and placed in buffet tables by 6:45 am each day. Break down and cleanup of breakfast will start at 8:00 am.

(Note: All boxed lunches for the day shall be prepared with breakfast)

Continental Breakfast:

A continental breakfast shall consist of a combination of the following: fresh fruit, assorted cold cereals with some of them being sugared, some non-sugared, and some low sodium; assorted varieties of Danish; assorted varieties of Bagels; bread for toasting; butter; assorted jelly flavors; milk and yogurt.

Full Hot Breakfast:

A full hot breakfast shall consist of hot, nutritious entrée , starch, cereal, fruit or juice, hot/cold beverage and appropriate condiments.

Lunch:

Lunch will be served every day, including all weekends and holidays, with a full lunch prepared for the residents eating at the RRTP and boxed lunches provided for those who will be off-site at lunch time.

Prepared and placed in buffet tables by 11:15.am each day. Break down and cleanup of lunch will start at 12:30 pm.

Full Lunch:

A full lunch shall consist of nutritious, hot food or cold platter to include entrée', starch, vegetable, salad, fruit, dessert, hot/cold beverage and appropriate condiments.

Boxed Lunch:

A boxed lunch shall consist of the same items that are delivered for that lunch's regular hot meal/cold platter; however, they must be delivered in a sanitized container that can be refrigerated and then reheated in a microwave oven. The contractor shall also provide the microwave cooking time needed for proper reheating. A packaged drink must accompany the meal.

Dinner:

A full dinner will be served every day, including all weekends and holidays, and boxed dinners shall also be prepared for residents unable to return in time for dinner.

Themed dinner meals will be prepared on the following Holidays:

The Fourth of July, Thanksgiving and Christmas.

Consultation with RRTP Government personnel will take place prior to these holidays in order to definitize the meal content on these occasions.

Dinner shall be prepared and placed in buffet tables by 4:45 pm each day. Break down and cleanup of dinner will start at 6:00 pm.

Full Dinner:

A full dinner shall consist of nutritious, hot food or cold platter to include entrée, starch, vegetable, salad, fruit, dessert, hot/cold beverage and appropriate condiments.

Boxed Dinner:

A boxed dinner shall consist of the same items that are delivered for that dinner's hot meal/cold platter', however they must be delivered in a sanitized container that can be refrigerated and then reheated in a microwave oven. The contractor shall also provide the microwave cooking time needed for proper reheating. A packaged drink must accompany the meal.

DETAILED PERFORMANCE REQUIREMENTS:

On 1 April 2019, Contractor shall provide the 30 Meal plan to the RRTP for acceptance.

Services for breakfast, Lunch and dinner shall start 1 May 2019.

All meals shall meet the Federal Recommended Dietary Allowance (RDA) requirements with a fat content of 30% or less.

Meals shall be prepared in large trays that will fit the equipment outlined in the "Government Furnished Materials." section of this Statement of Work.

All meals will accommodate a variety of dietary requirements.

The Contractor shall be serving all of the meals "cafeteria style

At each meal, the contractor is responsible for determining and providing sufficient quantities of appropriate condiments (mustard, ketchup, hot sauce, relish, salt, salt-substitute, pepper, sugar, sugar-substitute, etc.).

For residents with restricted or special diets, individual meals may be prepared for them in order to meet their special dietary and nutritional needs. RRTP staff will provide these dietary requirements to the contractor at least one-day prior, with the exception of same day admissions or changes in Doctor's orders. In those cases, RRTP will provide this notification as soon as possible, but at least two (2) hours prior to mealtime.

The individual trays used by residents to carry their plates and drinks shall be placed in a particular designated area of easy access for the residents.

Contractor will provide a copy of the menu cycle and tally sheets at least two weeks in advance of the actual project start-up.

The contractor shall furnish to the RRTP, 30 days in advance, a varied lunch and dinner menu, with at least a three (3) week meal cycle (meals must not be repeated during the cycle). The menu for the regular meals and the restrictive diet meals will be reviewed and approved in writing by a Philadelphia VA Medical Center Registered Dietician.

The contractor must designate a person who shall provide oversight to individuals working on this contract to ensure all requirements are met. This person must also be the point of contact for the VA Contracting Officer's Representative (COR).

The RRTP will provide the food trays which will be used by the residents to hold their plates, cups/glasses through the line and to carry their meal to their tables. The contractor will wash and sanitize the used trays, dishes, glasses, serving utensils and all cooking supplies.

All food shall be placed in large serving trays which must fit into the hot and cold buffet tables supplied by the RRTP. The contractor must place the trays into the buffet tables, and also must place miscellaneous items requiring refrigeration (such as beverages, etc.) into the chilled serving cabinet located in the dining area adjoining the serving area.

The contractor shall meet or exceed the nutritional care requirements set forth by the Joint Commission in the Comprehensive Accreditation Manual for Hospitals.

The contractor shall provide a menu cycle that will meet the following dietary requirements as needed when ordered by RRTP:

Diets

Regular*

Other Expectations:

At least 2400 Calories and 90 Grams Protein

Low Fat/Cholesterol*

At least 1800 Calories and 80 Grams Protein

No Added Salt*

3-4 Grams Sodium; at least 2200 Calories and 80 Grams Protein

2 Gram Sodium*

At least 2000 Calories and 80 Grams Protein

Mechanical Soft*

At least 2400 Calories and

90 Grams Protein;

Moist Ground Meats; Soft Fruits and Vegetables; Requires no use of Teeth

Pureed*

At least 2400 Calories and 90 Grams Protein

Diabetic*

Calorie Level According to Prescription

Diabetic Mech*

Combine expectations above for respective diets

Diabetic Pureed*

Combine expectations above for respective diets

Full Liquid

At least 2000 Calories and 60 Grams Protein

Clear Liquid

At least 100 Calories per 8 oz. serving rear old Male

Contractor will furnish tally (production) sheets, menus, and summary of the nutrient analysis of the regular and modified menus. Contractor must provide tally sheets for both hot and cold items. These batched daily tally sheets for the month must be provided by the fifth (5th) working day of the following month.

The contractor agrees to prepare meals in a manner that meets all Federal, State and Local health standards, and assures that all health and sanitation requirements will be met at all times.

Contractor must post any and all state certifications at the preparation facility.

Canned items will be opened by contractor and placed in storage containers with lids. The containers will be dated.

RRTP staff will submit a meal census to the Contractor by 2:00 pm each day for the following day's count of meals needed.

When meals are prepared, contractor will provide a summary sheet of the contents of meals prepared, and number of persons intended to be fed.

PROVIDE WITH QUOTE:

The contractor must have a minimum of one (1) year experience in successfully providing food service in a healthcare setting. Evidence of this, along with three references, must be submitted with the Offeror's proposal.

The contractor shall provide written proof of having bodily injury liability insurance coverage of at least $500,000 per incident. Contractor must provide proof of coverage with their submitted proposal.

Contractor shall provide a quality assurance plan detailing how they intend to meet or exceed the Joint Commission standards. (Joint Commission website may be referenced at www.Jointcommission.org)

Contractor shall provide a detailed work and staffing plan demonstrating ability to meet the requirements of the Statement of Work in full.

GENERAL INFORMATION:

Quality Control:

The contractor shall monitor its employees' performance and, based upon the results of such monitoring, shall establish performance improvement activities to assure employee efficiency and knowledge, and also to ensure employees are performing their duties in a manner consistent with all federal, state, and local rules and regulations, and as set forth by applicable regulatory agencies and this contractual agreement.

The contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the contractor shall be maintained and made available to the Government during contract performance and at least three (3) years after contract completion. The Government has the right to inspect and test all services called for by this contract, to the extent practicable, on all items and at all places of production during the term of the contract. The Government shall make every effort to perform inspections and tests in a manner that will not unduly delay the contractor's work performance.

Quality Assurance:

If the Government performs inspections or tests on the premises of the contractor, the contractor shall furnish, without additional charge, all reasonable facilities and assistance for the safe and convenient performance of these duties.

Government Remedies:

The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (October 2018), for contractor s failure to perform satisfactory services or failure to correct non-conforming services.

Contractor Staff Information:

Uniforms:

All employees shall wear contractor provided uniforms, (contractor code of dress), which include pants, shirts or blouses, and protective clothing which are clearly distinguishable from other VAMC uniforms currently in use. The uniform will be worn as designed by the manufacturer. Open toe shoes or sandals will not be worn. A basic leather shoe covering the entire foot is recommended. All personnel will display identification badges on their uniforms, which will show the employee s last name and the contractor s full name.

Personal Hygiene:

Contractor s personnel shall be clean, bathe daily (including hair), and wear a clean uniform daily. Fingernails will be clean and free of dirt. Hair will be neatly trimmed and combed.

Security Requirements:

The contractor s FSEs (employees) shall wear visible identification at all times while on the premises, It is the responsibility of the contractor to park in the appropriate designated parking areas. The Department of Veterans Affairs will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside the clinic building. Possession of weapons is prohibited. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Damage:

Extreme caution shall be exercised to prevent damage to the building and its contents. Any damage must be reported to the COR immediately for appropriate action. Any damage caused by the contractor will be repaired and or replaced to the satisfaction of the VA at the contractor s expense.

Damage to the building, its contents or loss of government property, in access of $100,000 will require a Report of Survey or Investigation Report by the VACC. Appropriate Government personnel will conduct the investigation. The responsible party will be required to replace and/or submit payment for damage or loss.

Access (Keys):

If the COR provides keys for access, it shall be the Contractors responsibility to safe guard and control keys provided.

GOVERNMENT FURNISHED MATERIALS (GFM):

Department of Veterans Affairs regulations contain the basic procedures for the operation, maintenance and protection of property. The primary regulations and related procedures to be followed by the Contractor are listed below. Proposed changes to the basic procedures must be approved by the Contracting Officer or authorized representative and must be incorporated by modification into this contract.

Accountability for government furnished materials:

All materials, supplies, equipment, and property furnished by the Government under this contract shall remain the property of the Government.

Use of govt. Property:

Government property shall be used for official Government business only in the performance of this contract. Government property will not be used in any manner for personal advantage, business gain, or other personal endeavor by the Contractor or the Contractor's employees.

Safeguarding of government property:

The contractor shall take all reasonable precautions, as directed by the Government, or in the absence of such direction, or in accordance with sound industrial practices, to safeguard and protect Government property. Under no circumstances shall the Contractor remove any GFM from the place of performance (Snyder House).

Malfunction of government property:

The Contractor shall be responsible for reporting to the Contracting Officer's representative the malfunctioning of any Government equipment used by the Contractor or the Contractor's employees.

Prohibition Against Sub-contracting:

The Contractor will not subcontract any work required by this contract without the express prior written approval of the Contracting Officer. If the Contracting Officer authorizes the Contractor to subcontract any part of the work required by this contract, a copy of such subcontract shall be provided to the Contracting Officer prior to any subcontracting work commences.

END OF STATEMENT OF WORK

Opportunity closing date

14 November 2019

Value of contract

to be confirmed