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REQUEST FOR PROPOSALS
DISTRICT DINING SERVICES
for
CLATSOP CARE HEALTH DISTRICT
CLATSOP COUNTY, OREGON
Closing Date: Feburary 13, 2015
Phased-in Service to begin 5/1/2015
Request for Proposal
REQUEST FOR PROPOSAL
DINING SERVICES
TABLE OF CONTENTS
I. TIME TABLE OF EVENTS
II. PROPOSAL INFORMATION AND GUIDELINES




– CONTACTS
DATES FOR SITE VISITS, INTERVIEWS, AND PROPOSAL
PROPOSAL FORMAT AND FINANCIAL SUBMISSION SHEETS
EVALUATION AND AWARD CONSIDERATIONS
EXHIBIT 1: – BACKGROUND INFORMATION
EXHIBIT 2: – MISSION; PHILOSOPHY; CULTURE; CODE OF CONDUCT
EXHIBIT 3: SUMMARY OF INQUIRIES
EXHIBIT 4: FINANCIAL WORKSHEETS
Page 2 of 26
December 2014
Dining Services Request for Proposal
December 2014
I. TIME TABLE OF EVENTS
ACTION
Management companies receive Request for Proposal
Site Visit (by appointment only)
December 19, 2014
No later than
January 16, 2015
Dates Available Include:
Submit questions to Clatsop Care Health District
Clatsop Care Health District to respond to all questions
with responses
Proposals Due - All proposals will be due by 4 p.m.in
the executive offices of Clatsop Care Health District
Evaluation - To review all proposals and identify
questions requiring additional information from
companies.
Proposer Follow-Up Session - Meeting with each
proposer, as needed, to discuss proposal and clarify all
questions, including meeting with the CEO,
Administrators, and proposed key personnel.
Decision to be made.
January 23, 2015
February 2, 2015
February 13, 2015
February 16-20, 2015
February 19 and 20, 2015
February 24, 2015
Subject to negotiations
with successful group
Anticipated Start of Services
TARGET DATE
Page 3 of 26
December 2014
December 2014
II.
PROPOSAL INFORMATION AND GUIDELINES
Clatsop Care Health District is inviting your firm to submit a proposal to provide management
services for its Dining Services. The approved vendor will provide leadership and supervision of
our employees in the Dining Operations.
Clatsop Care Health District – CONTACTS
Name:
Address:
Phone:
Email:
Fax:
Nicole Williams
1777 Marine Dr. Astoria, OR
503-468-0904
[email protected]
503-468-0103
DATES FOR SITE VISITS, INTERVIEWS, AND PROPOSAL
1. Dates for Site Visits
As part of the proposal process, each firm will schedule a time to visit the Community. If your
firm has interest, please schedule a visit before January 16, 2015. The CEO and the
Administrators of the facilities will be available for questions and information pertaining to the
Dining Services.
2. Presentations
Clatsop Care Health District may invite certain firms to make personal presentations as part of
the evaluation process. The decision to invite a firm to make a presentation is at the discretion
of Clatsop Care Health District. Submission of a proposal does not automatically qualify the
bidder for a presentation. Your company will be contacted, if a presentation is requested.
3. Proposal Due Date
Please submit seven (7) original copies of your bid to the attention of CEO.
Proposals are to be received no later than February 13, 2015. Late Proposals may be
disqualified.
Page 4 of 26
December 2014
December 2014
PROPOSAL FORMAT AND FINANCIAL SUBMISSION SHEETS
1. Exhibit 3 of this Request for Proposal (RFP) includes several questions that should be addressed
in your proposal. Please respond specifically to the questions enclosed in Exhibit 3 as this will
facilitate our review in a fair and equitable manner. Clatsop Care Health District reserves the
right to reject any and all responses to this RFP or to negotiate separately with any firm or to
invite additional firms to participate in the selection process. Clatsop Care Health District is not
liable for any costs incurred by firms prior to the retention of a firm. We ask that individual
Board members and staff not be contacted concerning this RFP. Any questions regarding the
RFP or the project may be directed to CEO as noted above.
2. Financial Projections. Please complete the enclosed financial worksheets found in Exhibit 4 and
insert them in the financial projections section of the Proposal. Include all assumption used in
developing the projections. Relocation/Start-up and Transition Expenses, Training Expenses,
and all other related Opening costs to be incurred in the first year of operation must be included.
Please submit a Financial Plan as a separate document using the provided format and Budget
Assumptions.
Requisite Acknowledgements of Proposing Firms

The successful proposing firm must keep full and accurate records, including accounting
records of food service operations covered by these specifications. All such records shall be
retained for a period of seven (7) years following the year to which they pertain. Records
are subject to audit by Clatsop Care Health District or its representatives at any time during
regular working hours.

During the term of this agreement, the dining service management company agrees to obtain
and keep in force, public liability and products liability insurance in the amount of
$1,000,000 per occurrence, $3,000,000 aggregate and employment practices insurance in an
amount of $1,000,000 aggregate naming Clatsop Care Health District as an additional
insured.

The successful proposing firm will be liable for compliance to and agrees to be bound by
any and all local, state and federal laws and regulations relating to services provided within
the jurisdiction to which Clatsop Care Health District is bound.
Page 5 of 26
December 2014
December 2014
EVALUATION AND AWARD CONSIDERATIONS
Clatsop Care Health District intends to select a dining service management company on the
basis of proposals received in response to this RFP, and any other information it obtains from
other sources regarding the dining service management company, including site visitations by
any delegations. The evaluation of proposals and the selection will be on the basis of the
following equally weighted criteria:
1. The ability to integrate the proposing firm’s core values and operating culture into those
of Clatsop Care Health District.
a. See Core Values in Exhibit 2.
b. Willingness to negotiate mutually agreeable terms in a written contract with
Clatsop Care Health District.
2. The ability to provide outstanding customer service.
a. Ability/Flexibility of your firm to meet or exceed current food quality levels and
service levels under current conditions, and to abide by and comply with all of
Clatsop Care Health District policies and regulations in effect and those that may
be added or amended from time to time.
b. Demonstrated organizational support capable of providing any and all necessary
servicing to assist Clatsop Care Health District in meeting its current and future
dining service objectives.
c. Qualifications/experience of the person(s) selected to provide on-site
management team of the Dining Services Department.
d. Assessment of the quality of dining service programs at the institutions given as
references including such items, but not limited to:
i. Quality and presentation of food served;
ii. Level of sanitation;
iii. Customer/resident satisfaction;
iv. Staff and employee morale;
v. Quality factors related to total program quality;
vi. Support personnel and services;
vii. State and local inspection results.
3. Effective systems that assure regulatory compliance.
4. Effective systems that stabilize dining services staffing.
5. Effective systems that deliver operating results across departments through effective
team management and participation.
6. Effective systems that assure that dining services operations that can meet or exceed
budgeted targets for revenue contain costs within budgeted levels.
a. Ability to provide useful accounting/reporting procedures.
b. Relative cost to Clatsop Care Health District for the level of services described in
the proposal.
Page 6 of 26
December 2014
Exhibit 1
Clatsop Care Health District
Background Information
Description of Community
Clatsop Care Health District is located in Clatsop County, Oregon with current facilities located in
the cities of Astoria and Warrenton which is located on the Northwest corner of the State of Oregon.
Clatsop Care Health District is a publicly-owned government entity that provides a continuum of
care services to the elderly, disabled and rehabilitating people. The District is organized through the
authority granted by the Oregon Revised Statutes Chapter 440 and has broad powers to provide
medical and health services. The District was originally formed in 1979 to acquire the community
hospital building and covert it to a nursing home. A voter approved bond measure was passed in
1983 that allowed the Care Center facility to expand.
Clatsop Care Health District, which is governed by a seven member elected Board, now oversees
the operations of services and facilities that provide a variety of services as follows:
Clatsop Care Center is a 71 licensed bed, 54 daily census, skilled nursing, rehabilitation, and long
term service center located in Astoria, Oregon.
Clatsop Retirement Village is a 69 unit assisted living facility that was constructed in 1998.
Clatsop In-Home Care Services is a program that provides in-home care to clients throughout the
District.
Clatsop Care Memory Community, located in Warrenton, Oregon, is a 32 bed memory care facility
that is under construction with planned completion in April 2015.
Resident Population by Type of Accommodation as of December 2014
LOCATION
TOTAL
UNITS
AVAILABLE
CURRENT
OCCUPANCY
CURRENT
OCCUPANCY
RATE
ALF
69
71
SNF/ICF
56
45
103%
CCMC
32
n/a
80%
n/a
USE OF DINING SERVICES
3 meals a day per resident
3 meals per day per resident
3 meals per day per resident
ALF – Assisted Living Apartments; SNF/ICF – Care Center; CCMC – Clatsop Care Memory Community
Page 7 of 26
December 2014
Exhibit 2
Mission Statement and Philosophy
Mission Statement
The mission of Clatsop Care Health District is to provide a continuum of highest quality service and
care to meet the physical, social and emotional needs of our community.
Our Philosophy
Being the only skilled nursing facility in the region, Clatsop Care Health District proudly serves the
community needs for rehabilitation, skilled and intermediate care as well as the operation of the
Assisted Living facility and In-Home Care services. The community rests assured that care is
provided in a dedicated, compassionate manner and that our residents or patients can rest assured
that their homes are close by. Clatsop Care Health District takes pride in its staff and caregivers,
carefully selecting those who demonstrate a kind heart, a warm spirit and a genuine compassion for
others. Each day, these dedicated teams of individuals put their hearts to work in providing a high
quality of person-centered care that empowers residents to attain or maintain their highest practical
physical, mental and psychosocial level of well-being.
Code of Conduct for Employees of Health District
We are proud to serve the long term care needs for our community. In order to continue to meet
and exceed our mission, as well as create a positive working culture, each of our employees is
personally committed to continually enforcing and adopting the following attitudes and behaviors:



I will demonstrate pride and sense of ownership in my role at Clatsop Care Health
District. I will strive for excellence and help others do the same. I will conduct myself
professionally at all times. I will do my part in providing the best possible services to the
resident and the community.
I will take personal responsibility for my actions and behaviors. I will come to work
with an open mind and positive attitude. I will continue to educate and train myself in order
to provide good customer service and care to clients. I will communicate in a tactful, open
and honest manner and give feedback when appropriate. My behaviors will be proactive not
reactive.
I will work on developing a culture of trust and respect. I will encourage freedom of
speech to enhance quality of care. I will acknowledge each employee in a positive manner
by listening to each other’s ideas and concerns, by recognizing each other’s efforts and
contributions, by keeping my agreements and promises, and by showing support of team
members. If I have a problem with another team member, I will first address that concern
with that team member and not involve anyone else.
Page 8 of 26
December 2014
Exhibit 2


I will work as part of a team. I recognize that all departments and facilities need to work
together in order to achieve the District’s mission. My focus will be on achieving success
throughout the District and not just in my department.
I will be an advocate of resident’s rights. I will promote positive interactions and
communications with residents. I will keep in mind the best interests of residents and report
any incidents of abuse or neglect of a resident to my supervisor immediately. I will maintain
confidentiality of all resident information and will do my job to respect and protect
resident’s property to prevent loss or damage.
Description of Facilities and Current Dining Services
Clatsop Care Center
Clatsop Care Center is a skilled nursing and long term care facility with a budgeted daily
census of 56 and a budgeted resident census mix of 27% Skilled Medicare/HMO, 54% ICF
Medicaid and 19% ICF Private pay.
Our resident population generally includes a number of residents with Alzheimer’s or other
forms of dementia. Additionally, we have a number of residents experiencing a multitude of
chronic and/or acute health problems, with the most common being diabetes, COPD,
CVA’s, fractures, chronic wounds, cancer, psychiatric disorders, behavior problems and
heart disease.
Services provided to residents include: housing, inpatient and outpatient rehabilitation
services, assistance with activities of daily living, recreational and social activities,
psychosocial support, referral services, and dietary, laundry and housekeeping services.
Built as a former hospital in 1926, residents live on 3 of our 4 stories. The 2 nd floor has 12
beds designated primarily for short-stay residents receiving skilled nursing and rehabilitation
services. The 3rd and 4th floors have approximately 22 beds and serve a mix of long-term
care and skilled nursing needs.
On average, 150-160 meals are served per day. Meal times are as follows: Breakfast 7:458:45am, Lunch 12:00-1:00pm, Dinner 5:00-6:00pm. A variety of snacks and beverages are
available 24 hours and can be found in the dining rooms. An evening snack is also specially
prepared by the dietary staff and distributed by the caregivers. Weekly social events and
activities occur in the dining rooms and other areas throughout the facility where punch,
hors d’oeuvres, cookies and other delectable treats are frequently served. During the summer
months, we often have barbeques and picnics out on the patio.
We contract with a dietary consulting firm to provide meal planning and oversight by a
Registered Dietitian. Menus are planned and provided every 4 months with most items
Page 9 of 26
December 2014
Exhibit 2
repeating every 5th week. Alternate items are integrated into the menu based on supply
availability and resident preference. The Registered Dietitian is on-site approximately 4
days per month to make nutrition and diet recommendations for our residents and provide
educational in-services for the dietary staff.
Both the 3rd & 4th floors have large dining rooms to accommodate those residents living on
that floor. A smaller dining room is available on the 2 nd floor. Food is prepared in our
kitchen which is located on the 1st floor and transported to the resident floors via the
elevator. All residents order from a menu and choose between two main entrees and
multiple side options. Food is served out from buffet style steam tables on the 3rd and 4th
floors. Tray service is provided for 2nd floor residents. Hall trays are prepared for residents
wishing to dine in their rooms.
Staff is also treated to one free meal each day, typically soup and salad, as an employee
perk. This equates to approximately 60 employee meals each day. Staff and visitors
wishing to eat off of the buffet tables may purchase a $1.50 meal ticket for breakfast and
dinner, or a $3.00 meal ticket for lunch.
Dietary Personnel:
Cook Supervisor (1)
Cooks (2)
Aides (6)
Total FTE: 5
Clatsop Retirement Village
Clatsop Retirement Village is an Assisted Living Facility with 69 apartments. We have an
average census of 72. We have currently approximately 19% Medicaid Populations and 81%
Private Pay. Private Pay in this setting consists of Private Funds, Long Term Care Insurance,
or The Veteran’s Administration Aid and Attendance program. Some of our residents are
married couples, while others live independently in their room. We have a wide array of
residents. Some residents are completely independent, while others require assistance with
all activities of daily living. We have residents that do require Diabetic, Heart Healthy, or
texture modifications. We do not provide the assistance to feed residents in this setting, but
will help cut up food and we have plates and bowls for those with special service
requirements. Most residents are not safely able to serve themselves from our steam table
and require the assistance of our dining staff. We have a contracted Registered Dietitian that
visits our facility quarterly for a dining services inspection and also provides a monthly
Menu Consult.
CRV has one central dining room that cannot hold all of our current residents at one time.
We offer three meals per day that are set on 2 hour windows and residents do not have a
schedule spot to eat or a scheduled time that they have to be at the meal. We allow residents
Page 10 of 26
December 2014
Exhibit 2
to sit in the dining room only during meal times and they currently wait in our lobby prior to
meals. We serve approximately 215 meals per day.
We also have neighborhood kitchens on the east and west side of each building in which
residents or families can cook meals. The stoves are locked for resident safety. Those
neighborhoods are also stocked with snacks including; milk, juice, cereal, ice cream, fresh
fruit, fresh brewed coffee, tea, peanut butter, crackers, etc. This is available to residents 24
hours per day 7 days per week.
Meal Times:
Breakfast 7:30-9:30 (Hot off the grill breakfast is available until 9:15)
Lunch 11:30-1:30
Dinner 4:30-6:30
Nourishments:
Private Pay Residents must supply their own supplements, but we can pass it to them like a
medication each day.
The Facility must provide a doctored ordered meal supplement to Medicaid Residents per
OAR’s (Oregon Administrative Rules).
Special Events with food:
Resident Birthday Party (once per month)
Happy Hour with Beer, Wine, and Spirits (Every Friday at 3pm)
Resident Picnics (3 times per year)
Cookie Baking (Every Tuesday at 2pm)
Chamber of Commerce, Community Events, or Open Houses (1-2 times per year)
Mother’s Day Tea
Special Dinners for Thanksgiving, Easter, Christmas, New Years, 4 th of July
Barbeques (Every other Friday in the Summer)
Employees are offered a meal at the cost of $1.50 per meal and are served the same meal as
the residents.
Dietary Personnel:
Cook Supervisor (1)
Cook (1)
Cook/Aide (3)
Aides (7)
Total FTE: 12 FTE
Page 11 of 26
December 2014
Exhibit 2
Clatsop Care Memory Community
The Clatsop Care Memory Community is currently being constructed with a completion
date of April 15, 2015. We plan on starting operation on May 1, 2015. The 32-bed facility
will serve those specifically with Alzheimer’s and other dementia related diseases. The new
facility will be located in Warrenton, Oregon which is approximately 5 miles southwest of
our other facilities.
The building plan includes a central kitchen where the meals can be prepared and then
transported to the individual dining rooms where they will be served. The kitchen area
includes a large pantry space for dry food storage, a separate area for additional storage of
dishware, etc., and a large room for garbage with direct access outdoors. The kitchen also
has a central island to facilitate food preparation, garbage disposal and dishwashing
machine, and kitchen appliances.
Each household includes living and dining space and a small kitchenette. Meals shall be
served from the kitchenettes and it shall also be available 24-7 to provide snacks for
residents. The kitchenette has been designed to allow easy deliver of meals and to be
secured when staff is not present
A dietary staff to include three full time staff and one half time staff will oversee the
cooking and delivery of meals. The aides will assist in serving and feeding assistance with
the residents. We also plan to contract with a registered dietician for meal planning services.
A policy for employee meals has not been adopted yet for this facility.
Page 12 of 26
December 2014
Exhibit 3
Summary of Inquiries
Proposals to include the current level (and improvement) of dining services, quality and costs.
Existing Services / Specific Minimum Service Needed by Clatsop Care Health District are:
1. POS transactions desired to track meal charges by resident, employees and visitors.
2. Lunch meal ( Noon- time) is the largest meal of the day
3. Complete meal service for Care Center (Skilled Nursing), Assisted Living, and Memory
Care Community including:
a. Three meals each day.
b. Combination of pantry, wait staff and tray service.
c. Nourishments throughout each day.
d. Floor supplies for Care Center, Assisted Living, Memory Care facilities.
e. Registered Dietician that provides the minimum current services.
4. Gracious Dining
a. “Spirit of Choice”
b. Hospitality extended to all guests.
c. Creativity in venue and timing.
5. Dining Room
a. Breakfast (7:30-9:30 A.M.) Lunch (11:00 A.M. – 1:30 P.M.) and Dinner (4:30 P.M.
– 6:30 P.M.) every day served for employees, residents and visitors, moving to an
all-day dining service.
b. Beverage service (7:30 A. M. – 5:30 P.M)
Completeness / Scope of the Proposal Submitted:
1. Contact Information – Provide full name(s), address(es), phone and fax number(s), and email address of the principal client contacts at your firm as well as a brief resume of such
individual (s) including years of service with your firm.
2. Summary of Experience – Provide a brief summary of your company’s experience in the
senior services industry and any other information that will assist Clatsop Care Health
District in evaluating the expertise of your organization and the ability to deliver the services
requested under this RFP.
3. Scope of Service – Please describe your preferred recommendation for the scope of services
that you will provide to Clatsop Care Health District. Please provide an alternative to the
preferred scope of services that you have experienced as highly successful in other
communities.
4. References – Provide a list of current retirement and skilled nursing clients, especially those
located in Oregon, to include name, address, length of contract, and contact name and phone
Page 13 of 26
December 2014
Exhibit 3
number. List at least five (5) facilities.
5. Agreement – Please provide a draft of the agreement that would be between your firm and
Clatsop Care Health District. What is the proposed term of this agreement?
6. Risk and Reward Program – Please outline your company’s risk and reward program
relative to staff performance and how these programs relate to contract provisions.
7. Commitment – Please describe the commitments that your firm will make with respect to
the use of the facilities or staff at Clatsop Care Health District.
8. Financial Integrity – Please provide sufficient information to demonstrate that your firm
has the financial strength and “staying power” to honor the terms of this agreement for its
duration.
9. Additional General Information. Please include any additional information that you
believe will be of value in our assessment of your company’s capabilities that is not covered
in the responses to the specific requests of this RFP.
The ability to integrate the proposing firm’s core values and operating culture into those of
Clatsop Care Health District:
10. Integration – Please identify the mission, core values and operating principles of your firm
and discuss how they interface with those of Clatsop Care Health District’s culture and
community (see Exhibit 2).
The ability to provide outstanding customer service:
11. Observations and Recommendations – List your company’s observations and
recommendations for the Dining Services program at Clatsop Care Health District.
12. Resident Dining / Menus – Describe the dining programs you plan to make available to the
residents. Please include a sample of your recommended menus in the proposal. The menus
submitted should generate the same food cost as presented in your financial projections.
13. Employee and Visitor Dining service – If your company has programs related to service
visitors and employees, please describe them here.
14. Special Dining – Outline your systems/approach to Catering and any other special services
you plan to provide.
15. Satisfaction – Please describe the methods that you use to measure resident and client
satisfaction.
Page 14 of 26
December 2014
Exhibit 3
Effective systems that assure regulatory compliance:
16. Safety and Sanitation. Include your Safety and Sanitation programs and outline how those
programs will be implemented.
17. Quality Control. Describe your quality control systems and procedures for
implementation, including adherence to all HACCP guidelines, Department of Health,
Department of Human Services, OSHA, HIPAA and other regulations impacting a provider
of senior services in Oregon.
Effective systems that stabilize dining services staffing:
18. Input and Involvement – Please discuss the input and involvement that Clatsop Care
Health District will retain in the selection and retention of contracted personnel.
19. Recruitment and Retention – Please discuss the methods and programs that your firm uses
to recruit and retain a great team of dining services employees (both employees or your firm
and that of Clatsop Care Health District).
20. Overall Supervision – Please describe how the overall supervision of the dining services
operation is accomplished including the role that Clatsop Care Health District will have
under the agreement.
21. Education and Development – Please describe the training and development, and
recognition systems that will be conducted for the Food & Dining Services employees, who
will be supervised by your firm.
22. Management Interface – Please discuss how the dining services team will interface with
Clatsop Care Health District management.
23. Non-compete/non-recruiting – Please discuss any non-compete / non-recruiting clauses
that are included in your form of agreement.
Effective systems that deliver operating results across departments through effective team
management and participation:
24. Organizational Chart – Please provide a regional organization chart depicting the
local/regional staff positions, which will support Clatsop Care Health District.
25. Operational Structure – Please describe the operational structure of the proposed
relationship (reference response to question 3).
Page 15 of 26
December 2014
Exhibit 3
26. Local and Regional Support – Detail, in writing, how your company will support and
enhance the performance of its Managers and other Dining Services personnel at Clatsop
Care Health District. In addition, please provide the following information on the district
manager, regional dietitian, and regional vice president of operations you are recommending
for this contract:
a. Number of contracts currently supervised and whether the contracts are all in senior
dining or multiple disciplines;
b. Tenure in position;
c. City in which the individual currently lives.
27. Programs and Systems – Please describe the programs and systems that your company will
bring to Clatsop Care Health District. If the costs of any services or programs you present
are not included in your financial presentation, please indicate the additional projected costs
along with the description of the service in the financial worksheets of this RFP.
28. Management – Detail, in writing, management controls, management systems, and
management philosophy as it relates to the operation of the Dining Services.
29. Nutrition Program – Outline, in detail, your approach to resident clinical care (including
registered dietician services). Also, please provide how your program will comply with the
requirements of OAR (Oregon Administrative Rule) 411-086-0250.
30. Computerization – Please describe the computer system that will be used for on-site
support of your management team. How is the cost of the system, if any, charged back to
Clatsop Care Health District?
31. Transition Plan – Please outline, in detail, the transition plan that your firm will utilize to
facilitate the program improvements noted in its proposal. What systems and strategies will
you use to address resident concerns to facilitate a smooth transition?
Effective systems that assure that dining services operations that can meet or exceed budgeted
targets for revenue contain costs within budgeted levels. Financial Forecasts should be based
upon the budgeted level of occupancy. Budgeted level of occupancy is 100%:
32. Executive Summary – Please provide an Executive Summary of how the cost structure for
Clatsop Care Health District will be changed as a result of the relationship. To the extent
that costs are projected to increase or decrease, please summarize the principal drivers of
these cost changes.
33. Capital and Equipment Purchase – Please discuss how capital and equipment purchases
are structured under the agreement.
34. Additional Services – Please provide a summary of other services that would be provided
within the basic fee arrangement established with Clatsop Care Health District and a
Page 16 of 26
December 2014
Exhibit 3
summary of the additional services that are available to Clatsop Care Health District on a fee
for service basis.
35. Budget Process – Clatsop Care Health District is on a July 1st fiscal year; budget completed
by June 1. Please discuss the budget process that you use and that that will interface with
Clatsop Care Health District’s budget process.
36. Core Operating Statistics – Please identify the core operating statistics that you use to
track the overall effectiveness of the dining services operations.
37. Listing, description and frequency of performance reports and statements – Will
Clatsop Care Health District receive these reports in electronic format such that it will be
able to perform its own analysis?
38. Worksheets – Please complete the worksheets provided in Exhibit 4 that document the
financial proposal providing sufficient detail to understand all forms of direct and indirect
compensation, costs and expenses that will be paid by Clatsop Care Health District.
a. Please provide all assumptions/ explanations used to support the completed
Worksheets in Exhibit 4. All detail must tie to the financial worksheets they support.
b. Please submit a list of all information your company will need from Clatsop Care
Health District in order to enter into a management contract with Clatsop Care
Health District.
c. Please describe the method that your firm will use to compute equivalent meal
counts.
d. Please describe the method that your firm will use to account for and charge out floor
stocks and nourishments.
e. Please discuss how the purchase of raw food, supplies, etc. and how the treatment of
sales tax is handled for such purchases.
Page 17 of 26
December 2014
Exhibit 4
SCHEDULE 1
RESIDENT FOOD COST BUDGET
Resident Food
meals @
resident days
COST
$0.00
$0.00
meals
resident day
resident days
resident days
$0.00
$0.00
resident day
resident day
Assisted Care:
Assisted Floor Stocks:
Assisted Nourishments (includes thickened liquids):
Assisted Supplements
Assisted Other
meals
resident days
resident days
resident days
$0.00
$0.00
$0.00
$0.00
meals
resident day
resident day
resident day
Memory Care:
MC Floor Stocks:
MC Nourishments (includes thickened liquids):
MC Supplements:
MC Other:
meals @
resident days
resident days
resident days
resident days
$0.00
$0.00
$0.00
$0.00
$0.00
meals
resident day
resident day
resident day
resident day
ICF/Skilled Care:
ICF/Skilled Floor Stocks:
ICF/Skilled Nourishments (includes thickened
VOLUME
liquids):
ICF/Skilled Supplements
ICF/Skilled Other
Total Resident Food:
TOTAL
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Page 18 of 26
December 2014
Exhibit 4
SCHEDULE 1 A
SPECIFIC COMMUNITY METRICS
General Information:
Fiscal Year
40 hr work week
Budgeted Benefits percentage: 18.32%
Budgeted Tax percentage: 6.45%
Average Monthly Number of Meals Served
Meals Served
Catered Meals/Special Functions
Outside Group Catering
Holiday Meals
Employee Meals –reduced
Visitor Meals
Free Meals (Administration – soup and
salad)
Tube Feeding
Pharmaceutical Supplement Expense
Menu Description
SKL/ICF
ALF
CCMC
5,200
6.665
2,976
20 (varies greatly)
N/A
160
100
100
2000
Average
range: 0 to 3
residents
2/per
(max of 8
month
residents)
Number
served
1200
per/day
* Five Week base menu with some
items repeating 4wk, 8 wk, 12 wk
& 16 wk
* Alternate menu offering
additional entrée, starch,
vegetable choice is written
Page 19 of 26
TOTAL
14,841
20
-160
100
100
2000
2
1200
December 2014
Exhibit 4
CLATSOP CARE HEALTH DISTRICT
DINING STAFF
Dining Services Director
Dining Services Supervisor
Cook Supervisor
Cooks
Dietary Aide
Cook/Dietary Aide
TOTAL
FTE
1
2
1
4.8
13.7
3
Total:
25.5
Page 20 of 26
December 2014
Exhibit 4
SCHEDULE 3
SERVICE PROVIDER MANAGEMENT
Management Expense
Total Salaries
Total Taxes & Benefits @ S%
Total Mgt Expense
$0
$0
$0
Position
Number
Total
Salary
$
Page 21 of 26
December 2014
Exhibit 4
SCHEDULE 4
GENERAL OPERATING EXPENSES
Uniforms
Travel (usually relating to Education/Training)
Cleaning Supplies
Paper/Disposables
Flowers/Decorations
Replacement China/Glass/Silver/Trayline
Office Supplies
Copying/Printing/Postage
Computerization (software/hardware)
Menu Expense
Software Annual License
Menu Paper
Promotional Expense
Replacement of Linen
Temp Labor
Other
Other
TOTAL OPERATING EXPENSES
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Page 22 of 26
December 2014
Exhibit 4
SCHEDULE 5
MANAGEMENT FEE AND OTHER CHARGES
Management Fee
$
Administrative Overhead
$
Other Charges:
General Liability Insurance
Purchasing Fee
Other
Other
Other
$
$
$
$
$
$
Total
$
Please describe your company's philosophy and/or terms regarding Risk and Reward contract
relationships:
SCHEDULE 6
Page 23 of 26
December 2014
Exhibit 4
START-UP OPENING EXPENSES
Please identify if there are any one-time costs associated with transitioning the current
Food and Dining Services program from the present program to that of a new provider.
These one-time costs could include, but are not limited to:
•
•
•
•
Hotel for start-up team
Meals for staff
Office supplies
Start-up kit
•
•
•
•
Start-up team salaries - payroll related
Data support management
Other support as necessary
Training programs
Proposed Start-up Costs = $0
(insert amount)
Start-up Salaries
Hotel
Living Allowance
Mileage
Start-Up Kit
Other
Other
$
$
$
$
$
$
$
TOTAL PROPOSED START-UP COSTS
$
Relocation
Please provide us with your organization's policy and costs associated with relocation
of key management personnel.
Page 24 of 26
December 2014
Exhibit 4
SCHEDULE 7
RECOMMENDED CAPITAL EQUIPMENT
If you are recommending Capital Equipment, please identify each item, cost, and
proposed depreciation schedule.
Description
Total Recommended Capital Equipment
Number of Years for Depreciation
One Year Depreciated Cost
Price
$
$
$
$
$
$
$
$
$
Page 25 of 26
Quantity
Total Cost
$
$
$
$
$
$
$
$
$
December 2014
Exhibit 4
SCHEDULE 8
DINING SERVICE DEPARTMENT SUMMARY
Description
Total
Total Resident Food Cost (schedule 1)
$
Total Non-Resident Food Cost (schedule 2)
$
Total Annual Hourly Labor Cost
$
Total Management Labor Cost
(schedule 3)
$
(schedule 4)
Total General Operating Expenses (schedule 5)
$
Total Management Fee & Other Charges
$
(schedule 6)
TOTAL DIRECT COST OF OPERATIONS
Less Department Revenues / Credits
(schedule 7)
NET OPERATING EXPENSES
Page 26 of 26
$
$
$
December 2014

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