__________________________________________________________________________________ DATE: April 29, 2016 University Health System - Business Center Procurement Services department – 2nd Floor 355-2 Spencer Lane San Antonio, TX 78201 SOLICITATION: RFP-216-02-004-SVC Food & Nutritional Management Services AMENDMENT NO. 5 RE: Questions & Answers __________________________________________________________________________________ The purpose of Amendment No. 5 is to provide answers to the questions that were submitted on or before April 13, 2016, 12:00 PM CST as instructed on page 7 of the bid solicitation document. 1. Are there any current areas of concern? Answer: The health system is currently focused on its patient satisfaction as it relates to food services, financial responsibility (minimizing of expenses and maximizing revenue), and service delivery to our patients. 2. Does the hospital provide admin/clerical support? Answer: Yes, the health system provides one administrative associate to support the Nutritional Services departments. 3. Can you please provide a breakdown of revenue by the four various retail outlets? You gave us an overall meal number which doesn’t make sense. Answer: 2015 Revenues are as follows: Cafeteria UH - $3,861,509 Cafeteria RBG - $464,092 Cafeteria TDI - $225,730 Gift Shop UH - $1,204,028 4. What is the equation used to calculate your UOS/Meals? Answer: Total Patient Days (including OBS days) x 2.4; 2015 Patient Days 167,039 x 2.4 = 400,893 annual meals 5. Please confirm whether the selected vendor(s) be asked to retain any of the current management staff in either service line? Answer: The selected vendor will not be responsible for retaining any of the current management staff within Nutritional Services. 6. Please confirm that the Hospital will retain food purchasing responsibility with the vendor managing the supply. Answer: That is correct. The purchasing and receiving of food will be managed by the vendor, but all supplies will be paid for by the Health System. 7. Please confirm what (if any) existing food and nutrition software would the selected vendor be required to utilize or have new software interface with? Answer: The selected vendor will be required to use Sunrise, which is the Electronic Medical Record, used by University Health System. Physician diet orders are entered using this system. The delivery and ordering system must be able to interface with Sunrise. Additionally, the Health System uses Horizon as its point of sale software. These two systems will not change with the selected vendor. 8. If a firm is registered/certified by the Small Business Administration as a Woman-Owned firm, must its WBE certification also be complete/certified PRIOR to proposing on the subject solicitation? Answer: A firm must be a registered vendor with UHS and submit that documentation with the proposal. Any certifications can be uploaded during that registration process and a copy placed in your proposal. If a firm is in the process of obtaining certifications from an outside agency (i.e. SBA, SCTRCA, CMBL, HUB, etc.) you can include any information pertaining to that status and upload to your profile at a later date once it is completed. It is not required that a firm holds any SWMBVE certifications to do business with UHS. If you have any questions specific to vendor registration (and not this RFP), you can contact Supplier Diversity at [email protected]. 9. What kind of items/services are considered eligible as reimbursable expense/line item? Answer: Services/Products purchased within the specifications outlined within an executed contract are paid in accordance to awarded contract. 10. What is the incumbent cost of services for Food Service? Answer: The incumbent’s cost of services for 2015 was $1,084,515. 11. If bidders are required to offer employment to current managers (incumbent and/or hospital), please advise info such as names, titles, responsibilities, salary/benefit requirements. Answer: Bidders are not required to offer employment to the current management team. Page 2 (RFP-216-02-004-SVC, Amendment No. 5) 12. (Page 21, Section G, Number 2) From the bidders conference, I understood that we were not to provide a budget for the Food Dept. But this question states that “the Vendor will include the direct cost of food and supply expense and any dedicated labor in establishing an annual budget for retail services based on the current state in Appendix C.” The question is are we to provide a budget for the retail services? Answer: Yes, please provide a budget for retail services based off of our current volumes. Reminder, this RFP is not for the purchase of actual food. That is separate contract with a third party vendor. This is for the management of food services staff and operations. 13. (Page 21, Section G, Number 5) Same as above, are we to provide a budget for the catering in dollars as it appears to be stated in the document? Answer: Yes, please provide a budget for catering services based off of our current volumes. Reminder, this RFP is not for the purchase of actual food. That is separate contract with a third party vendor. This is for the management of food services staff and operations. 14. (Page 34, Chart of the Decision Criteria) Is the 3rd category a misprint as I assume it is and should be Food Services instead of Environmental Services. Answer: Yes, that is correct. It should read Food Services. 15. (Page 34, Item 2, Subsection b.) Could you please clarify exactly what you are looking for in this response because you ask for only 2 examples but ask for us to “stack the exhibits” in the binder. Are you looking for just names of facilities or actual contracts? Answer: Please provide a summary of your programs at other institutions, with the client names. The vendors should not include the actual contracts, but the Health System would like to see the details of each of these Nutritional Services programs. 16. (Page 49, Item 2, Subsection c.) I don’t see how we can respond to this question form 3.(b) of the same page since they don’t relate. Can you please provide further clarification? Answer: That is a typo. It should read “Reference checks on two facilities presented in 2(b)”. Also please note this RFP now just contains the management of Nutritional Services. 17. With the moving of the deadline and the process for proposals, what would be the potential date for presentations now? Answer: Presentations are typically within a month of the closing of bid responses. 18. How many dietitians are on the hospital’s and contractor’s payroll? Answer: There are 6.5 FTEs on the hospital’s payroll. The contractor will only manage these positions, not be responsible for the funding. Page 3 (RFP-216-02-004-SVC, Amendment No. 5) 19. Please provide retail and kitchen CAD drawing of each location. Answer: If you require the documents in CAD instead of PDF, please email Tracy.Haven@uhs- sa.com and the CAD documents can be emailed directly to you. 20. Is the current patient delivery order system owned by Hospital or current vendor? Answer: The current patient delivery order system is owned by the current vendor. 21. Please provide a list of equipment owned by the incumbent. How much capital will we have to assume? Answer: All equipment is owned by University Health System and anything not owned by the system will be paid off before the incumbent leaves. 22. Who is responsible for the maintenance on the kitchen equipment? Answer: University Health System plant engineering does small repairs and maintains all central utilities that feed the kitchen equipment. Otherwise, outside vendors come in for repairs and the repair fees are charged to the Nutritional Services department. 23. Who owns the vending machines? Answer: The vending machines are owned by the current vendor that provides our vending machine services. 24. Please provide more detail about the 3rd party vending agreement. It was mentioned that the contractor currently manages a 3rd party at the pre-bid meeting. Answer: The vending agreement is a standard commission based vending agreement that is managed by Nutritional Services. 25. What questions regarding food and nutrition is on the NCR picker survey? Answer: The health system has very recently removed the nutritional services questions from the NRC Picker survey to shorten the survey that customers receive after their inpatient stay. As of April, patients are being asked questions regarding their satisfaction with nutritional services on a survey that they can fill out on their televisions in their rooms. These questions ask about the courteousness of the dietary staff, the temperature of the food, and the taste of the food. 26. What are the monthly patient satisfaction scores for the last year? Answer: How often did the staff who brought you your food treat you with courtesy and respect? 83.6% How often were you provided napkins, utensils, salt/pepper and the right condiments when your food was delivered? 77.1% How often did you get all of the food items you ordered? 73.8% How often was the freshness and appearance of your food excellent? 55.1% Was there enough variety of food choices? 55.9% Page 4 (RFP-216-02-004-SVC, Amendment No. 5) How often was the temperature of your food hot OR cold enough? 50.4% How often was the flavor of your food excellent? 37.4% 27. Since the due date has been extended, can we schedule another tour of the facilities for those who were unable to attend the first meeting? Answer: We will not be conducting another tour of the facilities because the deadline for questions has ended.