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SOURCES SOUGHT NOTICE

This is a Sources Sought NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Full Food Services for the Anchorage domiciliary. Potential Contractors are invited to provide a response via e-mail to Contract Specialist at tracy.heath@va.gov by March 09, 2023 12:00 noon (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued.

BACKGROUND: The contractor shall provide all labor and supervision to prepare a minimum of three meals per day to veterans at the Department of Veterans Affairs Domiciliary, 3001 C Street, Anchorage, Alaska 99509. Each meal shall typically be for no more than 50 residents.

NAICS: 722310, Food Service Contractors

Interested potential Contractors please provide the following.

1) Company Name, address, point of contact, phone number, email address, and DUNS

Please indicate business size:
Small Disadvantage Business (SDB)____
8(a)____
Historically Underutilized Business Zone (HUBZone)____
Service-Disabled Veteran-Owned Small Business (SDVOSB)____
Veteran-Owned Small Business (VOSB)_____
Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____
Women-Owned Small Business concerns (WOSB)_____
Small Business_____
Large Business_____

Please state if you possess a Federal Supply Schedule (FSS)______. Please state if your FSS Schedule is under Group 66 III Cat 605-2A________

2) Please submit a brief capability statement (maximum three pages) with enough information to demonstrate to the Veterans Affairs that you have the enough resources, personnel, and experience to perform Anchorage Full Food Services at the Domiciliary as required in the attached Draft Statement of Work.

**Draft Statement of Work
STATEMENT OF WORK
Full Food Service
The Department of Veterans Affairs
Domiciliary
3001 C Street, Anchorage, Alaska 99509

GENERAL DESCRIPTION:
The contractor shall provide all labor and supervision to prepare a minimum of three meals per day to veterans at the Department of Veterans Affairs Domiciliary, 3001 C Street, Anchorage, Alaska 99509. Each meal shall typically be for no more than 50 residents. The contractor shall also provide personnel to facilitate the preparation of and approval of all rotating menus, serving, and cleanup of general serving/eating area in accordance with all applicable Federal, State, and local health and sanitation regulations. The contractor shall possess a current Food Service Permit issued by the State of Alaska. The contractor shall employ under the contract a "Registered Dietitian" (RD) who shall retain their "registered" status during the entire life of the contract. The contractor RD shall be available to address any food service issues and menus. The RD furnished by the contractor shall not be changed without the prior written notification to the Contracting Officer (CO). This is a Non-Personal Service.
DEFINITIONS:
Contracting Officer (CO): The responsibilities of a Contracting Officer are detailed in FAR (48 CFR) Part 1.602-2. Contracting officers are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract. The CO is the only individual allowed to make changes or obligate funding.
Contracting Officer's Representative (COR): A Federal employee appointed in writing, delegated limited responsibilities by a CO to perform specified contract management duties related to technical oversight and administration of a specific contract.
Point of Contact (POC): The POC is the VA staff who is directly working at the Domiciliary and who the Contractor will be working with on a daily basis.
1.0. MENUS:
1.1. The contractor shall submit to the COR and VA registered dietitian two (2) six-week cycle menus that are written and signed by the contractor registered dietitian; submit these menus one month prior to its implementation and allow 14 days for review and approval. One spring/summer menu cycle shall be used from April thru September. The fall/winter menu cycle shall be used from October thru March. The menus are to include the following diets: Regular (which shall utilize only healthy heart/cardiac diet recipes) and an 1800 calorie diet. The VA shall provide the contractor written notice of the type of diets and number of total meals needed/ordered one day in advance.
1.2. All menus must be evaluated annually and signed by the contractor's supplied RD.
Menus shall be in a format that shall be easy to read for residents. Menu changes ordered by the VA shall be implemented within 30 calendar days of the request. Portions shall be listed using common measurements such as cups/tablespoons/teaspoons and using ounces-only for meat/fish and liquids. Menus shall be in a format that shall be easy to read for residents. Menu changes ordered by the VA shall be implemented within 30 calendar days of the request.
1.3. Menus shall be carefully planned to provide essential nutrients reasonable variety and include seasonal variations. Furthermore, food served by the contractor shall be attractive, well balanced, palatable, and non-repetitive. The contractor shall provide to the COR and the VA RD a nutritional analysis of each day's menu for the regular and 1800 calorie diets to ensure that the diet, as planned, meets nutritional adequacy and is consistent with the dietary guidelines. The contractor shall post the menu and nutrition analysis in the resident dining area for all meals daily.
1.4. Only non-starchy vegetables are to be offered for the actual vegetable item at any meal.
1.5. Menu changes/substitutions shall be reported to the COR and the VA RD on a weekly basis. A written report of these substitutions shall be submitted at each quarterly meeting to allow the VA to monitor the nutritional adequacy of meals served by the contractor.
2.0. SPECIAL DIETS:
2.1. Special diets shall be in accordance with the diet order which may include between meal snacks or nutritional supplements. Special diets with unique requirements due to religious preference and health conditions shall be prepared as prescribed by VA provider or VA dietitian. The contractor shall provide these when requested by the VA at no additional charge to the Government. Examples include but are not limited to menu alternatives for food allergies, vegetarian diets, lactose intolerance, nutritional supplements and other requests based on veteran's nutritional needs.
2.2. The VA shall provide a Diet Manual to serve as a reference for ordering special/therapeutic diets and standards for nutrition. The Diet manual shall also serve as a reference for menu and recipe preparation. The standards for nutrition therapy shall be in accordance with the most recently recommended Dietary Reference Intakes (DRI) for essential nutrients.
3.0. FOOD SERVICE OPERATION:
The contractor shall be responsible for setup, serving and clean-up of all meals. The contractor shall provide overall orientation for residents or staff that shall assist with serving, clean-up and/or dishwashing for all meals. The contractor shall be ultimately responsible for ensuring that high standards of sanitation, cleanliness and safety are maintained during meal service operation. The contractor shall be responsible to clear and clean all dining room tables and chairs or benches within 5 minutes after they are vacated to ensure a timely flow of patrons.
All food shall be prepared on site at the facility in accordance with U.S. Public Health Service FDA Code current regulations.
3.1. Buffet style meals shall be placed on a self-service line for residents. Trays, tables, chairs, utensils, and silverware shall be provided by the VA.
3.2. The VA shall periodically request "bagged" meals for a particular day/meal. A selective menu is required to be furnished by the contractor for all bagged meals (breakfast, lunch, and dinner) offering nutritionally equivalent options to comply with the regular meal specifications. The VA shall provide a 1-day written notice for all bagged meals requested.
3.3. The VA supplied juice dispenser shall be available during mealtime only to patients. This shall dispense a variety of one 100% fruit juice, one sugar free beverage, and unsweetened iced tea. Flavors of juice and sugar free beverage must be served no more than two consecutive days and rotated. The equipment shall be stocked and maintained by the contractor. The contractor is responsible for dispensers repairs.
3.4. The contractor shall provide the following beverages and condiments which shall be available 24 hours per day: Decaffeinated coffee, regular and sugar-free hot chocolate, hot tea, herbal tea, creamer, sugar, and sugar-free sweeteners. Regular coffee should only be available from 6 am to 1:30pm. The contractor shall provide the following items which shall be available 24 hours per day: referred to as floor stock, low calorie yogurt (100 calories or less per serving), whole wheat bread (whole wheat flour as the first ingredient with each slice containing at least 3 grams of fiber), white bread, peanut butter, jelly, and sugar free jelly. The contractor shall furnish manufacturer-sealed single-serving packaged items when available.
3.5. The contractor shall provide the following items at all meals: A variety of soft easy to chew fresh fruits such as oranges, bananas, grapes, pears etc. All fruit must be washed prior to serving. Salt, at least two (2) herbal salt substitutes (no potassium chloride salt substitutes), pepper, Tabasco sauce, hot sauce, ketchup, mustard, relish, low fat mayonnaise or low-fat Miracle Whip, fat free salad dressings, margarine, vinegar, garlic powder, onion powder, and lemon juice. The contractor shall furnish manufacturer-sealed single-serving packaged items when available.
3.6. The contractor shall provide a variety of at least two unsweetened cold cereals (180 calories or less per serving) at breakfast. Cereal products are to be changed at least every 2 days and a variety of unsweetened cereals must be used in rotation. The contractor shall provide fresh fruit, (other than food stock), and fat free or low-fat cottage cheese at all meals. Jalapeno peppers should be available upon request.
3.7. Fresh or frozen vegetables are preferred products. All canned vegetables are to be low sodium or no added salt products. All canned fruit must be packed in water or juice.
3.8. Contractor shall maintain food services during emergency situations with reasonable accommodations. If emergency shelter at another facility is necessary, the contractor shall still provide sack meals for domiciliary residents at the emergency housing.
4.0. SANITATION/SAFETY:
4.1. The contractor shall maintain a clean and sanitary environment and adhere to safe kitchen practices, including all relevant OSHA standards and guidelines, to prevent injuries and accidents. The contractor shall ensure that all residents and/or staff involved in serving, clean-up and/or dishwashing follow correct procedures to ensure proper sanitation and safety.
4.2. Contractor personnel shall be free of any contagious, infectious, or communicable disease while on the premises, and the contractor shall educate said personnel on sanitation, infection control and kitchen safety. The contractor shall provide documentation to the CO evidencing that the education was provided to new contractor personnel prior to them beginning at the facility under this contract.
4.3. The contractor shall ensure that ready to eat foods are prepared with no bare-hand contact, except when foods are being washed.
4.4 Upon receipt the contractor shall promptly store perishable and semi perishable subsistence. Store frozen and chilled items at specified temperatures. This includes, but is not limited to storage of bulk foods, refrigerated food, leftovers, perishables, etc. The contractor shall prepare foods on surfaces that are cleaned and sanitized. All meats and poultry shall be cooked and prepared at the proper temperatures ensuring the food is thoroughly cooked throughout.
4.5 First in First Out: The contractor shall ensure the oldest food items are issued first, except when the condition of an item dictates earlier use.
4.6 The contractor shall ensure all employees meet all personal hygiene requirements to include but not limited to, clean hands and fingernails always, proper hair and facial grooming, hair restraints, proper smoking restraint, etc.
4.7 The contractor shall clean and sanitize all food service equipment and cookware to remove food particles, other soil, grease, and cleaning or sanitizing agent residue to the standards set forth in this contract.
5.0. QUALITY STANDARDS:
5.1. The foods, supplies, materials, equipment, and services provided under this contract shall be in compliance with all Federal, State and Municipal health regulations and standards. The contractor shall provide a representative to be available, as needed, to answer questions, explain meal preparation, service, and so forth during planned inspections. This representative shall demonstrate a familiarity with applicable, Joint Commission standards, for the service provided.
5.2. The COR, per the direction of the CO, shall conduct bi-weekly audits to determine whether the contractor is adhering to contract requirements. The VA may perform these audits more frequently, if needed, to ensure contract compliance. The COR shall also validate contractor invoices, to ensure accuracy.
5.3. The COR shall conduct quarterly satisfaction surveys to assess resident satisfaction with the contractor's food service. After receipt of the surveys, the COR shall schedule a mandatory quarterly meeting with the contractor, VA RD, and the contractor s RD to discuss survey findings and resolve food service issues and any other contractual issues, including menus. The CO may elect to hold these meeting more frequently depending on the quality of the contractor's performance, and other factors.
5.4. The contractor RD must schedule a meeting with the domiciliary resident veterans, POC and VA RD quarterly to discuss any food service questions or concerns. There should be at least a 2-week written notice provided prior to this meeting to maximize the number of attendees.
6.0. PROFESSIONALISM:
6.1. The contractor shall provide professional services, while maintaining decorum between the contractor, patients, and staff. Normal interactions between individuals are both accepted and expected matters of courtesy; however, the escalation of relationships beyond what is customary and acceptable between employees and patients is prohibited. It is therefore mandated that the following be strictly adhered to. The contractor must assure that its personnel:
6.1.1. Display courtesy, professionalism and respect towards patients, staff, and visitors while on premises.
6.1.2. Refrain from fraternizing with patients in the program and after they leave the program if the employee is still employed by the contractor or otherwise providing services under this contract.
6.1.3. Avoid private conversations, individual meetings on or off-grounds, giving rides in personal vehicles, talking on the telephone for personal reasons, individually accepting or giving gifts, etc.
6.1.4. Do not engage in any conversations related to alcohol or drug use.
6.1.5. Refrain from any behavior that could be considered sexual harassment.
6.2. These standards of professional behavior are not negotiable. The contractor shall share culpability if, at any time, the contractor's personnel do not comply with the requirements. In the event of noncompliance, the Government shall take disciplinary actions that include written admonishment, personnel dismissal, and if repeated offenses are committed without corrective action by the contractor, contract default. Patient care is a priority at our facility and personnel, both VA and contract employees, are held to high standards of conduct when interacting with patients. Please instruct any personnel you intend to use for this contract and assure their understanding of, and their ability to comply with these standards.
6.3 Removing objects from refuse for personal use is unauthorized. Contractor Personnel may request items through unit designee. Violations are grounds for termination.
7.0. GOVERNMENT FURNISHED PROPERTY:
7.1. A kitchen facility and the major appliances listed in Attachments (Appliance List). The contractor shall have primary use of the kitchen for storage of food, condiments and serving supplies, but the Government requires access, with advance notice, for staff and residents to prepare food for special occasion/events, (i.e., birthdays, holidays, special guests).
7.2. All Plates, silverware and glass accessories for a complete table service shall be provided by facility.
8.0. SPECIAL REQUIREMENT:
8.I. The vendor shall provide a test tray for evaluation purposes when requested by the COR, VA dietitian or designee at no additional cost to the Government for purposes of evaluating the food.
8.2. The VA dietitian, POC, or COR may sample any item or meals at any time.
8.3 Contractor shall provide all cleaning and sanitation chemicals, dish clothes, detail towels and all paper goods.
9. CONTRACTOR PERSONNEL:
9.1. All contractor and subcontractor personnel working on the Government facility shall always display a VA issued identification badge. The contractor shall coordinate with the CO immediately after contract award to obtain identification badges for all such workers.
9.2. The contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose. The contractor shall be responsible for protecting its personnel furnishing services under this contract.
9.3. The offeror shall check at the time of hiring, and periodically thereafter (at least once every month) to ensure that employees performing services under this contract, who must use vehicles in performance of said contract, have a current and valid vehicle operator's license issued by the Alaska Department of Transportation.
9.4. To ensure that the individuals providing services under the contract have not engaged in fraud or abuse in accordance with Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services-Office of Inspector General (HHS/OlG), List of Excluded Individuals/Entities on the OIG Website (http://www.hhs.gov/oig) for each person providing services under this contract. During the performance of this contract, the contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.
9.5 The contractor shall provide an interpreter if English is not the primary language of the workers. The interpreter shall always be on site.
10. VEHICLES: The vehicle used in the performance of this contract must be licensed and meet the minimum requirements as mandated by the state/county/city in which performance occurs.
11. UNIFORMS: The contractor is responsible for cleaning the uniforms of its employees.
12. COMPUTERS: The contractor is able to use their own computer and printer that shall not be hooked up to the VA's network system but to the contractor s system. No Veteran information shall be used or stored on the contractor's computer system.
13. SECURITY CONSIDERATIONS:
13.1 All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. Contractor staff is required to obtain PIV badges, as they shall be accessing the VA facility for more than 6 months. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e QIP Questionnaire. The Contractor is required to fulfill all the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.
13.2 HIPAA Compliance Health Insurance Portability and Accountability Act of 1996: the successful contractor shall be required to follow HIPAA requirements and will be required to sign a Business Associate Agreement with the VA. A copy will be maintained in the contract file and with the Privacy Officer.
Contractor Employee Security and HIPAA Training: Contractor must certify that all employees working on this contract have received VA Information Security Awareness and VHA Privacy Policy Training. This training can be accessed on line through the VA Talent Management System found at https://www.tms.va.gov. Proof of training is required via printed certification of completion and must be provided to the CO/COR. The CO or COR will provide the details required for obtaining the VHA Privacy Policy Training.
In accordance with VHA Directive 6500.6, Appendix D, Contractor Rules of Behavior, each contractor must read and sign the VA National Rules of Behavior prior to gaining any access to VA information and/or information systems. Contractors must initial and date each page of the copy of the VA National Rules of Behavior, they must also provide the information requested on the last page, sign, and date it.
These requirements will be maintained in a contractor employee file by the CO/COR for each contractor employee working on the contract.
13.3 Key Control: The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. (NOTE: ALL REFERENCES TO KEYS ALSO INCLUDE KEY CARDS. NO KEYS ISSUED TO THE CONTRACTOR BY THE GOVERNMENT SHALL BE DUPLICATED. THE CONTRACTOR SHALL DEVELOP PROCEDURES COVERING KEY CONTROL THAT SHALL BE INCLUDED IN THE QUALITY CONTROL PLAN. SUCH PROCEDURES SHALL INCLUDE TURN-IN OF ANY ISSUED KEYS BY PERSONNEL WHO NO LONGER REQUIRE ACCESS TO LOCKED AREAS).
13.3.1 The contractor shall immediately report the occurrences of a loss or duplicate key to the contracting officer.
13.3.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, rekey or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform rekeying. When the replacement of locks or rekeying is performed by the government, the total cost of rekeying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.
The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. Government doors required to be locked and always secured, will not be propped open at any time.
14. Business hours
The contractor shall maintain the operating hours for the dining facilities are Contractor Personnel shall be readily available 7 days a week at the site from 0700-1900. Concessions are made for religious holidays, at the discretion of the US Government, when it does not interfere with operations.
Monday - Friday
0700-0800 AM Breakfast
1200-1:00 PM Lunch
5:00- 6:00 PM Dinner

(Weekends and Federal Holidays)
0800-0900 AM Breakfast
1200-1:00 PM Lunch
5:00-6:00 PM Dinner

There are eleven Federal Holidays observed, that will require services to be performed on: New Year s Day, Martin Luther King, Jr Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

15. Administration:
15.1 Facility Orientation: An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter.
15.2 Accident Reporting: In the event of an accident on Department of Veterans Affairs property or involving Government personnel or property, the contractor shall contact the VA police immediately. A report shall be provided to the CO and COR in writing that shall include the following:
(a) The time and date of occurrence
(b) The place of occurrence
(c) A list of personnel directly involved
(d) A narrative or description of the accident to include chronological order of the events and circumstances
(e) Corrective action to prevent future occurrences

Attachments/Links