Amend 0001:Food Delivery Services for Pine Ridge IHS Hospital

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide food and supply delivery services to the Pine Ridge Indian Health Service (IHS) Hospital Dietary Department, supporting their meal services for patients, visitors, and staff.

• Furnish and deliver food products and related foodservice supplies.

• Includes dry goods, pantry items, disposable foodservice supplies, refrigerated and frozen items, beverages, fresh produce, dairy, meats, and cleaning-related foodservice supplies.

• This is a non-personal services contract; the contractor is responsible for its own personnel and operations.

• Deliveries must be pre-approved by the Contracting Officer Representative (COR) or designated Point of Contact (POC).

• Deliveries must be timely, safe, and meet all health, safety, and regulatory requirements.

• Products must be properly packaged, sealed, and labeled.

• Delivery personnel must comply with hospital safety and sanitation protocols.

• Deliveries must maintain proper holding temperatures.

• Unopened, undamaged, and properly packaged items are required; compromised items will be rejected.

• The hospital reserves the right to inspect all deliveries.

• Product substitutions require advance approval from the COR or POC.

• Contractor is responsible for maintaining accurate delivery logs, invoices, and proof of delivery.

• Plan for delivery challenges due to rural location, weather, road closures, fuel availability, vehicle breakdowns, and supply chain disruptions.

• Notify COR as early as possible for delays or unavailability.

• Identify reasonable alternatives or substitutions for unavailable products (subject to Government approval).

• Maintain operational flexibility to support uninterrupted meal service.

• Timely Delivery: 95% of routine deliveries within the scheduled window; 100% notification for delays.

• Product Quality: Products must be unexpired, undamaged, unadulterated, not recalled, and suitable for healthcare food service.

• Temperature Controlled: Foods maintained within required safe temperature ranges during transport and delivery.

• Packaging Integrity: Products sealed, labeled, and packaged to prevent contamination and damage.

• Documentation Accuracy: Invoices, delivery tickets, and proof of delivery must be complete and legible (98% compliance).

• Substitution Control: Substitutions must be approved in advance (100% compliance).

• Personnel Conduct: Courteous, compliant with safety protocols, able to meet schedules, and provide accurate documentation.

• Supply Continuity Communication: Timely notice of shortages, delays, recalls, or disruptions.

• Government will monitor contractor performance.

• Surveillance may be performed by COR, receiving personnel, or other authorized personnel.

• Findings used for acceptance, rejection, corrective action, and past performance documentation.

• Deliveries to the designated hospital loading dock (east side of the facility).

• Deliveries during scheduled receiving hours established by the Dietary Department.

• Delivery schedules may be adjusted for holidays, weather, or operational needs, with advance coordination.

• Government will provide access to the receiving area, receiving support, approved delivery schedules, ordering documents, and facility-specific safety/sanitation instructions.

• Government will NOT furnish contractor vehicles, drivers, warehouse space, fuel, equipment, or management resources.

• Contractor shall submit a monthly report to the COR detailing contract capacity expended.

• Written notification to the COR is required upon expending sixty percent (60%) of the total authorized contract ceiling.

• This is a non-personal services contract; contractor personnel are not subject to Government supervision or control.

• Each delivery must include a packing slip, delivery ticket, or equivalent record.

• Invoices must include contract number, order number, invoice date, delivery date, product description, unit price, quantity, total amount, and any applicable credit or adjustment.

• Invoices must align with delivery documentation and be submitted via the Invoice Processing Platform (IPP).

• Cook Supervisor, Dietary Department (for general inquiries).

• Contracting Officer's Representative (COR) - TBD.

• Contracting Authority is solely with the Contracting Officer (CO).

Amendment / Modification

• Added Clauses:

  • 52.222-90 Addressing DEI Discrimination by Federal Contractors (Deviation)
  • 52.252-6 Authorized Deviations in Clauses (Nov 2020)
  • 352.232-71 Electronic Submission of Payment Requests (APR 2026) (RFO Deviation)

• Extended Closing Date: The deadline for offers has been extended to June 4, 2026, 12:00 p.m.

• Revised Document Type: The Statement of Work (SOW) has been revised to a Performance Work Statement (PWS).

• The original solicitation (75H70626Q00140) is amended.

• The Statement of Work (SOW) is replaced by a Performance Work Statement (PWS).

• New clauses are incorporated into the solicitation/contract.

• The proposal submission deadline has been extended to June 4, 2026, 12:00 p.m.

• Bidders must acknowledge receipt of this amendment.

• The change in SOW to PWS may impact how proposals are prepared and evaluated.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for food and other supplies for the Pine Ridge Indian Health Service Hospital. The Dietary Department provides meals and snacks to patients, visitors, and staff, adhering to a 4-week cycle menu that meets regulatory standards and addresses specific nutritional needs.

• Vendors must provide food delivery services in accordance with established standards and conditions.

• Deliveries require pre-approval by the Point of Contact (POC) and must be supported by a valid contract.

• Deliveries are scheduled weekly or as otherwise approved, ensuring timely and safe delivery of products meeting health, safety, and regulatory requirements.

• All products must be properly packaged, sealed, and labeled before entering the facility.

• Delivery personnel must comply with hospital safety and sanitation protocols, including appropriate attire and identification.

• Deliveries must maintain proper holding temperatures during transportation, adhering to FDA Food Code and IHS Food Service guidelines.

• Pre-scheduled deliveries must arrive at the designated hospital entry point (Loading Dock).

• Only unopened, undamaged, and properly packaged items will be accepted; any compromised items will be rejected.

• The hospital reserves the right to inspect all deliveries for quality, temperature control, and integrity.

• Product substitutions require advance approval from the Dietary Department POC.

• The contractor is responsible for maintaining accurate delivery logs, invoices, and proof of delivery.

• Timely Delivery: Within scheduled delivery window (100% AQL)

• Food Temperature Maintenance: Meets FDA and IHS standards for temperature-controlled foods (100% AQL)

• Packaging Integrity: No damaged or opened packaging (100% AQL)

• Documentation Accuracy: Complete, legible, and correct invoices/delivery slips (100% AQL)

• Staff Conduct: Courteous, compliant with safety protocols (100% AQL)

• Period of Performance: TBD

• Location: Pine Ridge Indian Health Service, Dietary Department, 607 Indian Health Road, Pine Ridge SD, 57770

• The facility's rural location necessitates sourcing a wide range of food products from multiple vendors to ensure adequate supply and meet diverse nutritional needs.

• Vendors must be aware of potential challenges related to weather, accessibility, price fluctuations, and product availability.

• Invoicing must be submitted electronically via the Invoice Processing Platform (IPP).

• Regular and emergency food deliveries as scheduled.

• Complete and accurate invoices submitted electronically via IPP.

• Updated product lists, substitutions, and availability reports as requested.

• Certificates of compliance for food safety and quality, when applicable.

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for commercial items, specifically "Dietary Food Delivery Services" for the Dietary Department at the Pine Ridge Indian Health Service (IHS) Hospital in Pine Ridge, South Dakota. The acquisition is 100% Unrestricted and Open Market.

• Firm Fixed-Price, Non-Personal Services for Commercial Item Purchase Order.

• Delivery of dietary food items.

• Contract Type: Firm Fixed-Price, Non-Personal Services.

• Period of Performance: One (1) Year Base period, with One (1) additional Option Year period.

• Estimated Value: Not explicitly stated, but "Not To Exceed Amount" is indicated for both base and option years.

• Offers are due by 05/07/2026 at 1600 MDT.

• Evaluation will be based on Lowest Price Technically Acceptable (LPTA), considering Technical Acceptability, Price Evaluation, and Past Performance.

• Offers must include solicitation number, offeror's name/address/phone, Unique Entity Identifier (UEI), and agreement with terms and conditions.

• Offers must be held firm for 60 calendar days.

• Electronic invoicing via the Invoice Processing Platform (IPP) is required.

• This acquisition is 100% Unrestricted.

• Quantities listed are estimates for evaluation purposes.

• The solicitation incorporates FAR clauses by reference, including 52.212-1, 52.212-3, and 52.212-4, and 52.212-5.

• Several other FAR and HHSAR clauses are included, covering topics such as payment, termination, privacy, and child protection.