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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 17, 2018 FBO #6111
DOCUMENT

R -- Food Service Conversion - Attachment

Notice Date

8/15/2018
 

Notice Type

Attachment
 

NAICS

541611 — Administrative Management and General Management Consulting Services
 

Contracting Office

Department of Veterans Affairs;VAMC Togus;1 VA Center;Augusta ME 04330
 

ZIP Code

04330
 

Solicitation Number

36C24118Q9266
 

Response Due

8/20/2018
 

Archive Date

10/19/2018
 

Point of Contact

Kevin LaBrie
 

E-Mail Address

3-5706<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Sources Sought: THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a request for quote. There will not be a solicitation issued at this time. The Department of Veterans Affairs, Service Area Office East (SAO East), is conducting market research for Food Service room service conversion consultation services in accordance with the draft Statement of Work below. The intent is to award a Firm Fixed Price purchase order for this service for the VA s patient dining facility at the VA Togus Medical Center, Augusta ME. The applicable NAICS code is 541611, Administrative Management and General Management Consulting Services. The size standard for this NAICS code is $15,000,000.00.   The resulting purchase order(s) will have fixed unit costs. This notice is published to conduct market research to determine if there is Service Disabled Veteran Owned Business (SDVOSB) that can provide the services listed. Interested parties responding to this sources sought request shall submit the following information at a minimum: (1) company name and address, point of contact with phone number, and DUNS number; (2) documentation relating to capability of providing the listed items; (3) documentation on company s capability to provide contractor support at the VA Maine location; (4) Documentation if contractor cannot provide onsite support but rather remote support; and (5) any other pertinent company documentation. The response date to this Sources Sought notice is August 20 2018 at 12:00 pm. This market research is for informational and planning purposes only to determine this service is available through a certified SDVOSB. The Government will not pay any costs for responses submitted. Electronic submissions are acceptable via kevin.labrie@va.gov Hard copy submissions are unacceptable. The attached Statement of Work is a draft copy only and might be altered before a request for quote is issued. Nutrition and Food Services 2018 VA MAINE Healthcare System Dining System and Equipment Upgrade Proposal STATEMENT OF WORK SCOPE: One firm fixed price contract will be awarded to a Contractor who shall provide all office equipment, labor, supervision, management, transportation, supplies, and materials to provide design, planning, implementation and training services for implementing a dining system and equipment upgrade tailored to the VA Maine HCS, Togus Medical Center, 1 Veteran Center, Augusta, ME, 043305. The Contractor shall be responsible for all costs related to performing this contract and its successful completion. Contractor guarantees a minimum of 52 days onsite ensuring all elements for successful dining system and equipment upgrade implementation are achieved. Contractor guarantees enhanced dining system implementation between 9 months and 1 year of date of contract signed. Contractor will not have access to VAME computer systems or patient identifiable health information. OBJECTIVE: To implement a quality enhanced dining system, to include equipment upgrades, at VAME that will allow residents to make appropriate choices on what to eat as close to meal time as possible. The primary purpose of this position is to provide enhanced dining consultation and recommendations in accordance with industry best practices applicable to the Department of Veterans Affairs. The contractor will be responsible for the following as outlined: Program Development: Contractor will be available throughout the entire project. If not on site contractors will be available to provide any necessary information via email and telephone interactions within 24 business hours. Contractor shall provide all office equipment, labor, supervision, management, transportation, supplies, and materials to provide design, planning, implementation, and training services for implementing the Dining System and Equipment Upgrade at VAME. No equipment will be connected to the VAME networks. No equipment will be used or provided that will store or transmit VAME sensitive data. Contractor shall not assign this contract to a sub-contractor. Provide at minimum 52 days of on-site support as scheduled by the Chief/Assistant Chief, Nutrition & Food Services (NFS) or designee. Monthly schedules will be provided at the beginning of the month of service. Will have initial site visit and provide a very specific and detailed timeline of project implementation within one month of signed contract. Provide unlimited telephone, email, and mail support for one year to the NFS designee(s) as needed for the implementation of enhanced style dining. Contractor will have initial site visit and provide a very specific and detailed planning for renovation of the kitchen to incorporate dining system and equipment upgrade. Detailed design drawings will be provided. Detailed plan will include demolition and renovation of existing space, relocation of utilities and layout/design to implement enhanced dining operations. This will happen over the entire course of the project. Contractor will provide within one month of signed contract detailed specifications for all equipment to be purchased by facility for implementation of dining system and equipment upgrade. Equipment requirements will take into consideration VAME facility specific and patient population needs. Equipment requirements for the VAME must be the first focus of the consultant. Assist with working with Facilities & Engineering Services to implement the enhanced dining plans. Specifically, any electrical or plumbing rework required based on layout of new equipment. This may require a licensed electrical engineer or other appropriate licensed engineers to provide, stamp and sign the drawings. Contractor will have initial site visit and provide a very specific and detailed master timeline of project implementation within one month of signed contact. This will include timelines for menu development, staffing plans, training, software needs and development, etc. Form a Dining System and Equipment Upgrade committee consisting of contract staff and select NFS staff as designated by the Chief, Nutrition & Food Services or designee to discuss and resolve all concerns for implementing the Dining System & Equipment Upgrade project. Concerns may include, but are not limited to: Development of all necessary standard operating procedures for the enhanced style dining system to comply with all VAME and applicable regulatory agency policies and guidelines. Enhanced style dining will be room service throughout the VAME facility. In those areas clinically unsuited, the SOPs will support modified use of the system to provide enhanced dining options. Menu and recipe development with nutrition information Staffing plan and workflows for all positions in all buildings Staffing plan and workflows for receiving, storage, distribution of food for all buildings Staff training manuals Equipment needs Possible vendors for procuring needed food items, smallwares, and other items needed for implementing project Contractor will provide enhanced dining menu details to include the design, menu items, ingredients, recipe development, recipes, plating, culinary training and production team staffing plan. Contractor will provide hot and cold production policies and procedures. Contractor will provide detailed culinary and staffing plan for a 3-week cook-chill menu cycle for CLC and Mental Health based on VAME enhanced dining menu, to include menu items, ingredients, recipe development, recipes, production team staffing plan and shipping plan. All recipes will include detailed nutrition information. Development of facility specific training manual & training plan Contractor will provide electronic training manual and detailed training plan to include two hard copy binders. Work flow development with facility staff Contractor will provide staffing plans, scheduling needs, task lists, and training manuals for each position. Contractor will also provide internal (i.e. tray assembly, tray delivery, tray receiving, and meal ordering) and external (i.e. coordination with medication/tests, menu distribution) policies and procedures. Contractor will assist with position descriptions as needed. Contractor will provide list of necessary software/hardware needs in conjunction with Computrition software program (i.e. tray ticket printers, touch screen monitors, computer tablets). Contractor will provide list of ingredients, food items and small wares needed for purchase and assist with developing a list of possible vendors for procurement of items. Contractor will provide an enhanced dining training for meal delivery team. Contractor will provide detailed training plan, electronic training manual and two hard copy binders. Contractor will be on site during initial and final phase of construction and equipment installation. Contractor will assist Facilities & Engineering Service in providing approval and signing off on construction phase to insure proper installation prior to going LIVE with the Dining System and Equipment Upgrade project. Implementation: This phase will not be implemented until all assigned tasks in the Program Development phase are complete to Management s satisfaction. The Contractor will be on-site to participated and support all of the following activities: Detailed training for all food service, supervisory and management staff in all workflows and processes associated with enhanced style dining. Electronic training manual and two hard copy binders will be provided for all training. Complete culinary training and final testing for food production staff. Electronic training manual and two hard copy binders will be provided for all training. Provide software support in conjunction with Computrition for program start up. Provide complete dress rehearsal prior to start date. Provide a start-up team for program start up. Provide daily assessments during start up on operations with recommendations for operational improvements. Provide a full assessment of the program to NFS management team and work with the team to assure the quality of the program and that the established goals and objectives are attained. Post-Implementation and Follow-Up Support: Contractor to ensure GO LIVE date within 12 months of signed contract with 3 additional months to monitor progress and solve problems. Contractor will: Provide two weeks of observation after implementation of the Dining System and Equipment Upgrade project followed by a report listing actions needed to be changed and actions that are being conducted successfully. Provide a follow-up observation report one month after completion of program start to include actions needed to be changed and actions that are being conducted successfully. Performance Improvement Program: The Contractor will provide a comprehensive performance improvement program (PI) that is specific to Nutrition and Food Services operation that is a tool for continuous monitoring and proactive improvement of the Perry Point enhanced dining program. The program will be provided no later than the first post implementation visit and will include: - Productivity and performance standards for the critical areas of the enhanced dining program. - A formal auditing schedule and training for supervisory, clinical and management staff on performing/participating in audits. - Identification of service problems, procedural deviations, and other unauthorized program migrations that will occur through normal staff actions. Contractor shall demonstrate to the Contracting Officer s Representative (COR) that each requirement has been completed prior to acceptance. PERFORMANCE PERIOD: The Contractor shall complete the work required under this SOW in 365 calendar days or less from the date of the award, unless otherwise directed by the Contracting Officer (CO). If the Contractor proposed an earlier completion date, and the Government accepts the Contractor s proposal, the Contractor s proposed completion date shall prevail. The work shall begin within 5 calendar days of award unless otherwise specified. Work at the site shall not take place on Federal Holidays or weekends unless directed by the CO. CONTRACT AWARD MEETING: The Contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the Contractor that a kick-off meeting is waived. CHANGES TO STATEMENT OF WORK: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. CONTRACTOR EXPERIENCE REQUIREMENTS: Contractor specializes in hospital enhanced dining systems development and implementation and has a minimum of 5 years experience working as consultants for VA healthcare facilities in the area of enhanced dining systems. A list of at least three references consisting of current and prior clients will be required. The government will determine on a site review basis what positions are considered key personnel. The Contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the site review, the proposed substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The Contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the CO and COR prior to bringing on duty. If, at any time from the date of award to the end of the contract, non-key Contractor personnel are no longer available, CO/COR reserves the right to review qualifications of proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the SOW. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills: quantity food management and systems management and redesign in large hospital kitchens, food production, ServSafe, room service experience, and culinary expertise. The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. The contractor must inform the VHA COR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the site review, proposed Substitutions of key personnel shall be made only if approved by the COR and Project Manager. The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. The VHA shall not be liable for further payment of any Contractor employee that VHA requires the Contractor to remove from the performance of this contract. VHA s payment liability, for unsuitable Contractor employees, ends five days after Contractor s receipt of removal request for unsatisfactory performance and immediately for any violation of law, VA Security, confidentiality requirements, and/or other disciplinary action. CONFIDENTIAL ITY AND NONDISCLOSURE: It is agreed that: The preliminary and final deliverables, and all associated working papers and other material deemed relevant by VA which have been generated by the Contractor in the performance of this task order, are exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Contractor. Any request for information relating to this task order, presented to the Contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. PAYMENT: The Contractor shall request partial payments per a schedule specified in their contract proposal if such payments are desired; otherwise, only one payment shall be delivered after the Government has accepted all final work as specified above. The Contractor shall be fully responsible for timely payment of all sub-contractors used in this production. CONTRACTING OFFICE REPRESENTATIVE: The CO reserves the right to designate representatives to act for him/her in furnishing technical guidance, advice and to generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitations of the designee s authority. A copy of the designation shall be furnished to the Contractor. Be advised that the COR cannot change price, terms or conditions of this contract. The Contractor is hereby notified to contact the CO regarding any issues regarding price, terms or conditions of this contract. The VA staff person below will be the COR and main point of contact for the Contractor for the duration of this contract: The COR is unknown at this time.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/ToVAMROC402/ToVAMROC402/36C24118Q9266/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24118Q9266 36C24118Q9266_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4542810&FileName=36C24118Q9266-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4542810&FileName=36C24118Q9266-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN05039526-W 20180817/180815231658-e02cfed6d04efe2cd209e638c7bc12a5 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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