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Contract Opportunity

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Loma Linda (VALL) located at 11201 Benton St., Loma Linda, CA 92357 is seeking a potential qualified contractor that can install and program cameras.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 561210 Facilities Support Services ($47 Million Dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the U.S. Small Business Administration located at https://veterans.certify.sba.gov All interested Offerors should submit information by e-mail to william.cornick@va.gov. All information submissions to be marked Attn: William Cornick, Contract Specialist and should be received no later than 4:30 pm PST on April 22, 2024.
TITLE:

Room Service Implementation

BACKGROUND INFORMATION:

Nutrition and Food Services (NFS) at VA Loma Linda Healthcare System are responsible for the preparation of 3 meals daily that feed up to 162 acute care beds and a 108 Community Living Center. Industry trends are moving to room service model to reduce food waste and streamline services to patients while improving patient satisfaction with meals by allowing patients to get what they want, when they want. NFS is pursing implementation of full, on-demand room service to improve patient experience, decrease costs, and improve processes within the Nutrition and Food Services Department. NFS is currently operating on a 21-day cycle menu, allowing Community Living Center (CLC) residents to make menu selections. The remainder of the facility has Dietitian and Dietetic Technicians taking food preferences to help avoid dislikes on the programmed 21-day menu. NFS utilizes a tray line model for tray services, delivering trays to each unit at a set time.

Nutrition and Food Services (NFS) is requesting the procurement and installation of all equipment needed to transition to room service in addition to full support during the preparation for implementation.
OBJECTIVES:

The purpose of this contract is to establish a contractor/vendor who can provide support during the preparation for the transition to Room Service in addition to procurement and installation all equipment needed to transition to room service, furnishing all labor, material, supplies and, tools in addition to removing any necessary equipment.

Anticipated equipment will include but not limited to:
(2) Air Curtains
(1) Beverage Station and Stainless-Steel Table
(1) Starter Station
(2) Plate Warmers
(1) Cold Well
(1) Warming Drawer
(1) Hot Wells
(2) Heat Lamps
(1) Sandwich/Salad Station
(1) Room Service Table
(2) Freezer Drawers
(1) Griddle
(1) Chef s Table
(1) Rapid Cook Oven
(1) Single Door Fridge
(1) Deli Station
(1) 6 Burner Range
(1) Overhead Hot Holding
(1) Blast Chiller

Preparation and Implementation:
Specific tasks related to the support during the preparation and implementation of Room Service will include but are not limited to:
Project oversight with on-going support by members of the team including scheduled onsite visits and unlimited telephone and email support in between site visits.
Provide leadership and recommendations on design and planning of equipment layout & provide necessary info for state approvals. This includes recommending the right type and size of equipment needed for a room service operation based on the number of beds/meals served.
Kitchen for room service will be designed utilizing the existing footprint of the kitchen, with modification only to placement of equipment and workflow.
Any plumbing and electrical adjustments must be coordinated with local Facilities Management (FMS) team prior to design approval and/or procurement of any new equipment. The vendor will coordinate all equipment requirements (including any electrical or plumbing adjustments needed) with FMS through email. Equipment will not be purchased until FMS provides final approval in writing (via email). Virtual meetings will be conducted as requested by FMS, Nutrition, or the vendor for clarification on design or equipment needs prior to final approval. Â
Recommending staffing model for room service operation based on a 162 acute care bed/108 long term care bed facility. Staffing model will include recommendation on number of Cooks, Food Service Workers, and Call Center staff needed to run a room service operation based on a 162 acute care bed/108 long term care bed facility with sample schedules and sample tasks lists for each position.
Assisting in the development of a room service training manual which will include scripting for taking orders and tray delivery.
Procurement of all new equipment needed for Room Service transition. All new equipment will fit into the dimensions outlined on the kitchen design.
All equipment will be reviewed with local Facilities Management team for approval prior to purchase.
Evaluation of existing equipment and the ability to be used in a room service model.
All existing equipment recommended for use in the room service model must be approved by Chief of NFS and FMS.
Staff training on new equipment.
Contractor will be responsible for removing any trash/debris involved with the project, including providing their own trash receptible.
On-site support during the go-live week

Install:
All equipment must arrive on-site within a 30-day window (prior to go-live). Equipment will not sit on the VA Loma Linda HCS warehouse longer than 30 days.
Equipment will be installed with minimal impact to current operations; NFS must be able to continue to operate out of the current space during installation.
Move all new equipment from delivery truck to VA Loma Linda HCS warehouse loading dock and then to the NFS kitchen for install.
Set up plastic barriers while installing equipment to prevent dust/debris from entering other areas of the kitchen.
Uncrate all equipment and set new equipment in place, remove all packaging debris. Contractor will provide their own dumpster/trash receptacle.
Fully install/assemble all new equipment
Removal of existing trayline.
All other existing equipment not being utilized in room service will be disposed of by the government.
Movement and re-installation of any existing equipment that have been identified as compatible with a room service model and approved for continued use by Chief, Nutrition and Food Services and Facilities Management.
Coordinate with local Facilities Management team for any necessary electrical shut offs during install to ensure proper lock out/tag out procedures are followed.
All equipment must be received on pallets no larger than 80 high to fit through a standard doorway height. Pallets may be up to 72 wide to fit through double doorways.
Move and install any existing equipment to new locations per room service design layout

Salient Characteristics:
Must have prior experience with a hospital room service transition. This experience must include all phases of transitioning a hospital to room service to include (but not limited to) assisting in the development of the staffing model, design and layout of the equipment, and evaluation and procurement of equipment.
Air Curtain Refrigeration:
Temperature Control: Maintains interior temperature below 41 degrees F with door open for up to 2 hours.
Durable stainless-steel exterior, interior and door
Holds at least 10 standard 18 x 26 sheet pans
Full 270-degree door swing with magnetic catch for open position
Easy to read exterior digital thermometer
(4) swivel casters with 2 brakes
Voltage: 110 to 120
Left swinging door(s)
Beverage Station & Stainless-Steel Table
Stainless Steel
Casters, at least (2) locking
Starter Station
Stainless Steel
At least (2) swivel casters with brakes
Holds at least 20 full, half, or third size pans (any combination)
Cold Well
Must fit in custom built Room Service Table
Drop-in, self-contained refrigeration
Stainless steel
Voltage: 110 to 120
Warming Drawer
Stainless Steel
Voltage: 110 to 120
Hot Wells
Drop-in, must fit custom built Room Service Table
Stainless Steel
Fits at least 5 full size pans
208 Voltage, 3 Phase
Heat Lamps
Infrared thermal insulation
Keeps food above 135 degrees F.
Voltage: 110-120
Sandwich/Salad Station
Stainless Steel exterior and interior
Minimum 18 pan capacity
At least (2) locking casters
Holds a temperature range: 33 degrees F to 40 degrees F
Automatic defrosting
Digital Temperature Controller
Voltage: 110-120
Griddle
Stainless Steel
208 Voltage, 3 Phase
Chef s Table
Stainless Steel
Counter space to fit griddle and rapid cook oven
Rapid Cook Oven
Stainless Steel
Voltage: 208, 3AMP, Single Phase
FREEZER DRAWERS
Stainless Steel exterior
Two-section
Voltage 110-120
Single Door Fridge
Stainless Steel
Casters; at least (2) locking
NSF compliant for food products
ENERGY STAR certified
Voltage 110-120
Deli Station
Stainless Steel
Holds at least 12 pans
Holds a temperature range: 33 degrees F to 40 degrees F
Automatic defrosting
Digital Temperature Controller
Voltage 115
6 Burner Range
6 Burners
Gas
Blast Chiller
Stainless Steel
Left swinging door
Voltage: 115/208-230V
Room Service Table
Stainless Steel
Custom built to fit: Cold well, hot wells, warming drawers, freezer drawers, overhead hot holding, and sandwich/salad station
Counter space for: toaster, microwaves, induction charger, heat lamps
PERIOD OF PERFORMANCE:

Support Services Prior to Go-Live: 12-18 months
Equipment Installation Prior to Go-Live: 1-30 Days
On-Site Support Service Post Go-Live: 3-5 Days

PLACE OF PERFORMANCE:

VA Loma Linda
11201 Benton St
Loma Linda, CA 92357

LICENSING REQUIREMENTS:

Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card.
SPECIFIC REQUIREMENTS:

Schedule with Contracting Officer Representative (COR) or Designee five (5) business days in advance prior to start of work.
Prior to start of job, all personnel shall have a valid Loma Linda PIV badge
Prior to working, ALL energy sources (electrical, water, etc.) shall be locked and tagged out, and upon completion of work, will be re-energized and verified.

Prior to work each day, workers or a designated lead or supervisor are/is to check in with the Graphics Control in the plant.

Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here

OSHA Regulations, www.osha.gov
NFPA, www.nfpa.org

Attachments/Links