SOLICITATION NOTICE
73 -- Cafeteria Services
- Notice Date
- 10/3/2008
- Notice Type
- Modification/Amendment
- NAICS
- 722212
— Cafeterias, Grill Buffets, and Buffets
- Contracting Office
- Department of the Treasury, Departmental Offices/Procurement Services Division (DO/PSD), Procurement Services Division (PSD), 1425 New York Avenue, Suite 2100, Washington, District of Columbia, 20220
- ZIP Code
- 20220
- Solicitation Number
- A-09-0001
- Response Due
- 10/10/2008 2:00:00 PM
- Point of Contact
- James H. Burleson,, Phone: 202-622-0792
- E-Mail Address
-
james.burleson@do.treas.gov
- Small Business Set-Aside
- N/A
- Description
- This is a Sources Sought Announcement to identify businesses possessing the capabilities to provide the support as listed herein. THIS IS NOT A REQUEST FOR PROPOSAL. The Department of the Treasury (DO) food service facilities have been planned to fulfill the food service needs of various individuals including the Treasury employees as well as the guests or visitors who are associated with or who have occasion to frequent the Department of the Treasury. The challenge facing the successful Offeror will be to present a food service program that will offer a range of reasonably priced food items that will appeal to all segments of the DO population. DO believes that, with emphasis on a variety of fresh and healthy foods, original menus and creative use of the food service facilities, which are the expressed interest of the DO staff, these objectives will be met. The DO currently has two dining facilities located in the Main Treasury Building (MT). The Main Treasury building is located at 1500 Pennsylvania Avenue, NW, Washington, DC 20220. The Treasury Dining Room (TDR) is located on the second floor of the MT building and currently serves only the Secretary of the Treasury, other high Officials and Special Guests. The Vault Café (known as the Vault) is located on the first floor of the MT building and currently services all other Treasury employees, their guests and on-site contractors. The Vault is currently managed and operated by contractor support on a no-cost with incentive fee basis. The Contractor receives all compensation from the monies collected from the sale of food and beverage items. DO has employees located in a number of buildings within a two block radius of the MT building who may frequent either of the two facilities. The anticipated services will replace Treasury's current cafeteria services. The Government anticipates awarding a Performance Based, Firm-Fixed Price contract for this effort. The applicalbe North American Industry Classification (NAICS) for this requirement is 722212 and the small business standard is $6.5 million. The Treasury anticipates a single award via full and open competition for cafeteria services. Interested parties are requested to contact Lucinda Gooch via Lucinda.Gooch@do.treas.gov no later than 2:00 p.m., October 10, 2008. You are also requested to complete the attached security form and submit it to the Lucinda Gooch by October 14, 2008. Treasury will NOT be responsible for any costs incurred by interested parties in responding to this request for information. Responses to this Sources Sought Announcement will be used to determine whether this requirement will be set asside for small businesses. Telephone request or inquires will not be accepted. INDUSTRY DAY a)The government shall conduct an Industry Day for the Departmental Offices Vault Café food service contract on October 16th, 2008 from 9:00 am – 11:00 am in support of this requirement at the following location: Department of the Treasury 1500 Pennsylvania Avenue NW, Room 2126 Washington, DC 20220 b)Questions regarding the Statement of Work (SOW) or Corporate Qualifications Package (CQP) must be sent to Lucinda Gooch no later than October 10, 2008 at 2:00 pm. They can be sent via email or to the following address: Department of the Treasury – Departmental Offices Procurement Services Division Lucinda Gooch at 202-622-2071 1425 New York Avenue Suite 2100 Washington, DC 20005. All questions and responses discussed at industry day will be posted on the FEDBizOPps website at www.fbo.gov within seven (7) business days after Industry Day. c)Attendance at this meeting is limited to a maximum of two attendees per company. Escorts will be provided to the event. Attendees will be escorted from the Treasury Department lobby to the meeting. Parking is available in several surrounding garages located on New York Avenue NW or G Street NW. All attendees shall provide a formal request to the Lucinda Gooch, 2-2-622-2071 or Lucinda.Gooch@do.treas.gov to attend this Industry Day no later than October 14, 2008, 2:00 pm. The request must provide the following information: Name of Attendee(s) Name of Organization/Company/Affiliation Address of Organization/Company/Affiliation Email Address Office Phone Number d)Attendees shall present a US Government Issued photo identification to the United States Secret Service upon arrival. Attendees must be pre-registered and their names and organization must be in the approved list for admittance. There will be NO exceptions. The Contracting Officer will provide approval either by e-mail or by telephone within three (3) business days after receipt of the request to attend the Industry Day. e)The Industry Day Agenda shall consist of the following: a.High level overview of the requirements b.A discussion of questions regarding the Corporate Qualifications Package (CQP) that were submitted in writing and their responses. f)The Government will not reimburse for any expenses associated with this Industry Day. 1.0 SCOPE OF OPERATIONS The Contractor shall manage and operate in the Contractor's name, the food service areas and facilities of DO as specified below. The Contractor shall operate said facilities for the purpose of serving food, beverages, and such other items as may be authorized by DO in accordance with all terms, conditions, and attachments specified herein. 1.1 Food Services - Main Treasury Building All Employee Dining Facility and Coffee Bar 1.2 Vending Services All food vending facilities and machines located in the Main Treasury Building (MT) and the Treasury Annex (TA) are included and shall be operated within the provisions of the Randolph-Sheppard Act (20 U.S.C. 107). The Contractor shall provide full time management and staffing for vending facilities.Specific vending facilities include: LocationNumber of Machines MT – 1st Floor4 TA – 1st Floor4 1.2.1 Each vending machine shall have a sign posted on it that provides a phone number and office location in DO to report problems and obtain refunds for lost monies. 2.0 DESCRIPTION OF FACILITIES Specific food service facilities in the Main Treasury Complex include the Cafeteria and Coffee bar. The Cafeteria and Coffee Bar is located on the 1st floor of the MT Building A description of the area follows: LocationAreaSq-Ft Cafeteria/Coffee BarKitchen/Storage Xxxx Serving Xxxx Dining Xxxxx TotalXxxxxx Cafeteria Seating Capacity: 42 seats Coffee BarStorage/Office/Janitor ClosetXxx Serving Xxxx Dining Xxxx OtherXxx TotalXxxxx The coffee bar area is separated from the cafeteria by a separate cashier station. Both cashier stations are to remain open during the all service periods thereby allowing access to the tables and chairs located in this area. 3.0 HOURS OF SERVICE Location FacilityServiceHours Days Main Treasury VaultBreakfast7:00 AM – 9:00 AMMonday thru Friday Main Treasury VaultLunch11:00 AM – 2:30 PMMonday thru Friday Main Treasury VaultGrab & Go7:00 AM – 4:00 PMMonday thru Friday 3.1Modifications to Service Schedule Any request for modifying the hours or days of service shall be submitted in writing to the Contracting Officer for approval. To accommodate any necessary requirement of DO, all hours of service may be adjusted by the Contracting Officer, including requiring any facility to provide additional hours. On days the Federal Government closes due to weather conditions or other unforeseen events, the Contractor’s essential personnel shall be required to work, unless permission to close operations is approved by the Contracting Officer Technical Representative (COR) 3.2Anticipated Demand Of the patronage numbers listed below all counts are estimated average daily counts with approximately 25% visitors and 75% staff. Cafeteria: Expected Patronage* Breakfast and A.M. Coffee180 Lunch and P.M. Break235 * These are estimates only. DO does not warrant the accuracy of these estimates nor is DO required to obligate funds or make up the difference if these estimates are not achieved. 3.3Seasonal Food Service Demand Fluctuations The warm weather months usually result in fewer DO employees frequenting the food service facilities please take into consideration the surrounding available foodservice options and execute menu planning/budget appropriately. 4.0.QUALITY AND PERFORMANCE STANDARDS 4.1. The contractor shall submit a quality control plan. The plan shall specify how the contractor shall assure quality and timeliness of services. The plan shall also address the contractor’s performance standards. The plan shall provide a basis for the Contracting Officer’s Technical Representative (COTR) to evaluate the quality and timeliness of the contractor’s performance. The oversight provided will help to ensure that required service levels are maintained throughout the contract term. Further, this plan will provide the COTR with a proactive way to avoid unacceptable or deficient contractor performance, and provide verifiable input for the required annual past performance evaluation. 4.2.Within 30 days after contract award, the contractor shall submit the quality control plan to the Contracting Officer (CO) with a copy to the COTR and it shall detail performance, quality, and sanitation standards. The contractor shall work with the COTR to specifically tailor the standards to this contract and to address all aspects of running DO's dining facility operations. Such performance, quality, and sanitation standards shall be based on the requirements of this contract and the provisions of the contractor's current, corporate performance and quality standards. 4.3. The contractor's performance standards shall address issues such as food preparation and quality; menu planning; portion sizes; personnel qualifications and continued training requirements; corporate audits, inspections and oversight; cleaning and sanitation; equipment maintenance; and security. These standards shall, as appropriate, identify schedules and time frames; designate responsible parties; describe performance measurement and evaluation tools; and reporting schedules. 4.4. The CO and the COTR will review the contractor’s performance and quality standards and request revisions as deemed necessary. 5.0CUSTOMER SERVICE OBJECTIVES The Contractor's managers and food service personnel shall assist customers and minimize the time they have to wait in line to pay for food and beverage. 5.1The contractor's personnel shall: be able to communicate with the customers in English; be pleasant, courteous and helpful at all times; be appropriately trained for their positions and present themselves in a business- like manner; have knowledge of the products being served and be able to answer customer questions concerning issues such as product ingredients, preparation methods, and additional items that would compliment the customer's initial order. submit all items found by the contractor, the contractor's agents or employees, or by patrons, to the COTR as lost and found items. 6.0GENERAL OPERATIONAL REQUIREMENTS 6.1.The contractor shall manage and operate the dining facility under clean and sanitary conditions in accordance with the provisions and recommendations contained in the Food Code, 1993 Recommendations of the United States Public Health Service, Food and Drug Administration. 6.2. DO's objective is to have the dining facility operate at a high level of quality and value while lowering the overall cost of the operation. In pursuit of this goal, the contractor shall continuously review the items offered for sale; the portion sizes; and prices being charged, as well as any other factors that could increase revenues and/or reduce costs. 6.3The menu pricing and portion sizes shall be designed to maximize net income through the best combination of sales to product cost. 6.4 As circumstances warrant, the contractor shall recommend changes, with respect to the items offered for sale, portion sizes, and pricing. The COTR has the right to approve or reject any changes recommended by the contractor. The contractor shall not implement any changes without the approval of the COTR. 6.5.The contractor shall be responsible for providing a variety of quality prepared foods. The variety and appearance of food shall, at a minimum, be consistent with approved food service industry standards for comparable "business and industry" dining facilities. 6.6.The contractor shall sponsor at least monthly promotions to increase the customer base in the Dining Facility. Examples of promotions held are Cultural Awareness Months, Winter Fest, St. Patrick's Day, Spring Fling, etc. 7.0TRAFFIC FLOW 7.1 The contractor shall keep main traffic flow areas free from obstructions (i.e. displays or demonstrations). 7.2The Contractor shall ensure that adequate staffing is available to prevent the customers from having to wait in long lines to pay for food or beverages. The contractor’s designated key personnel shall monitor lines and direct customers in order to minimize bottlenecks and obstructions. 8.0MENUS 8.1 The contractor shall provide the COTR with proposed multiple week breakfast and lunch menus at least one week prior to going into effect. 8.2 The contractor shall provide a high quality food product, including, but not limited to, seasonal specialty foods, healthy, /low fat choices, various cultural offerings, standard "comfort foods," and promotional items. 9.0GRAB AND GO 9.1 The contractor shall provide self serve beverages that will, at a minimum, include regular and decaffeinated coffee and tea, gourmet coffee, milk, iced tea, juices, bottled water and carbonated drinks. 9.2The contractor shall provide self serve foods that will, at a minimum, include yogurt, candy, chips, salads, fruit and sandwiches. 9.3Patrons shall be permitted to bring their own food and drink into the dining facility. Microwaves are available in the Vending Area for patrons bringing their own food. 9.4 As part of the grab and go service, the contractor shall provide disposable items such as cups, lids,, bags, plastic forks, spoons, knives, etc. All such items should be biodegradable, if biodegradable items are available on the market at a reasonable price. 10.0SIGNAGE 10.1 During each serving period, the contractor shall prominently display easy to read menus with listed prices. If a posted item is sold out, the contractor must remove it from the posted menu board immediately. The contractor shall ensure that all displays and signage are in place prior to the opening of breakfast and lunch. 10.2All food and beverage items are to be labeled with the price and product identification (e.g. type of muffin, type of salad). 11.0 SAFETY CONDITIONS 11.1. The contractor shall implement a safety program that complies with all Federal and State Occupational and Safety and Health Acts and all safety provisions of this contract. Within (24) hours of occurrence, the Contractor shall prepare and submit a report of all job-related accidents and injuries to the COTR. The contractor shall maintain an accurate record of all reports and causes of any accident(s). 12.0 FIRE AND CIVIL DEFENSE DRILLS 12.1The contractor shall immediately contact the Secret Service Command Center in the event of fire. All of the employees of the contractor shall be organized and trained to participate in Occupant Emergency Evacuation Plan for the Main Treasury Complex. This shall be accomplished with the cooperation of the Conference and Event Management Office, Real Estate and Facilities Support Office and the Occupational Health and Safety Office. A copy of the evacuation plan is available in the Conference and Events Office. 12.2The contractor’s employees shall be organized and trained to assist patrons in the facility under the contractor’s jurisdiction in the event of fire, injury, or other emergency situation. 12.3Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be reported to the COTR immediately. 13.0CLEANING AND JANITORIAL SERVICE 13.1The contractor shall maintain the dining facility in a clean, orderly, and sanitary condition. Patrons in the vault will remove their trays, china, utensils, etc. from tables after they finish eating. 13.2The contractor's cleaning and janitorial standards and performance shall meet the highest standards of sanitation common to the food service industry. The contractor shall adhere to industry accepted sanitation regulations for recommended washing temperatures and the use of chemical sanitizers at all times. Before beginning work the contractor shall submit to the COTR a list stating the name of the manufacture and the brand name of the materials that they propose to use in the performance of this work. 13.3Equipment used in the performance of the cleaning and janitorial services shall be of sufficient type and capacity to assure high quality work, and shall meet with the approval of the COTR. 13.4 Cleaning and janitorial services shall be performed at such levels of quality and quantity as to assure that the standards of cleanliness and sanitation specified in this document shall be met at all times. In every case the COTR shall make the final determination of compliance with this requirement. Cleaning and janitorial services shall meet the highest standards of sanitation as previously established by Federal, State and Local Government authority, as prescribed by the COTR. Failure to keep the facility in a clean and sanitary condition satisfactory to the Contracting Officer or the COTR will be a demerit in the incentive fee. 13.5The Government shall commercially clean the floors. The Contractor shall broom sweep the floors as needed. 13.6The Government will clean all exterior and interior windows. All other areas will be the responsibility of the Contractor. 13.7Walls and ceilings are to be kept free of spotting grease soiled surfaces at all times. This does not apply to heating ventilation and air conditioning louvers, lighting fixtures or other building equipment that is part of the general building mechanical system and is cleaned by the government 13.8Sinks are to be kept free of dust, dirt and debris at all times. They are to be kept fully stocked with appropriate supplies at all times. Cabinets and any wall mounted items are to be kept free of dust, grease, spillage and dirt at all times. Light fixtures of the wall mounted variety shall be kept free of dust, dirt at all times. Doors and baseboards shall be kept free of dust, debris, dirt, scuff and splash marks at all times. Particular care shall be given to dust, dirt and debris buildup in corners. Floor drains shall be kept clean and surface vents unclogged at all times. Stainless steel and other type fixtures shall be kept clean of dust, debris, dirt, soap buildup, stain, algae buildup, encrustation and streaking on all surfaces at all times. Doors and air vents shall be kept free of dust, dirt, debris, spotting and splash marks at all times. Trash receptacles shall have plastic liners. 13.9Lockers, if provided, shall be kept clean at all times. Dry storage areas shall be kept clean. Where the contractor temporarily stores trash and garbage at a central location to await removal from the premises, this location shall be kept free of pests, rodents and odors. The trash and garbage shall be kept in containers at all times. 13.10 Cleaning and janitorial service shall be performed on a regular schedule. The following cleaning schedule shall at minimum be followed and can be increased at the request of the Contracting Officer or COTR: Daily (1) Sweep and damp mop kitchens including walk in refrigerators (2) Sweep, and damp mop dining areas (3) Clean tray rails and glass sneeze guard over serving line (4) Spot clean tile walls and post in dining area (5) Steam-clean trash cans and hand and hand trucks or dump containers (6) Damp-wipe all doors and windows and kitchen areas (7) Thoroughly clean inside of dishwashers, coffee urns, all beverage dispensers, hot and cold food troughs, etc. Weekly (1) Thoroughly clean chairs and table pedestals (2) Steam clean tray stands (3) Clean filters in kitchen/servery (4) Thoroughly wash entire vault café including the dining area, servery and kitchen Semi-annually (1) Thoroughly clean the tile walls in the kitchen and dining areas (2) Thoroughly clean all fans and ventilating areas. At times, the COTR may request additional cleaning. No work shall be performed on week-ends or Federal holidays, without prior approval from the COTR. 13.11 If the contractor fails to maintain the level of cleanliness specified in the contract, as determined by the COTR, the COTR will be authorized to have the facility cleaned by other means and deduct the cost of such work from the contractor's quarterly incentive fee. Before taking such action, however, the Contracting Officer will provide the contractor with advance, written notification and provide the contractor 5 calendar days to remedy the problem. This remedy is in addition to, and not in lieu of, any other remedies available to the Government under this contract or by law. 13.12 The contractor shall, within 30 days after contract award, provide the COTR with a list showing the manufacturer and brand name of the cleaning materials proposed for use in the vault. The COTR will coordinate the information with the Real Estate and Facilities Management Office (REFM) and any material that the REFM Office and COTR determines to be unsuitable for the purpose, or harmful to persons or to the surfaces to which it is to be applied, may be rejected. 13.13 The contractor shall ensure that all equipment used in the performance of the cleaning and janitorial services are of the type and of sufficient capacity to assure high quality work without damage to government property. 13.14 The contractor is NOT required to perform the following tasks as part of its responsibility for cleaning the kitchen and servery areas of the dining facility: Clean walls or doors in areas of servery, above 6’, except as noted above. Wax and buff floors in public areas of servery. Vacuum and shampoo dining room carpet. 14.0 PEST CONTROL 14.1. The contractor shall adhere to standards of cleanliness and order in the facility under the jurisdiction of the contractor that will effectively minimize the likelihood of infestation by rodents, pests and vermin. REFM provides pest control and the contractor shall coordinate its efforts with the COTR in conjunction with REFM. 14.2.In the event of an outbreak of rodents, pests, and/or vermin occurs within the Vault and/or kitchen area, the contractor shall promptly notify the COTR to schedule extermination services. 15.0 WEB PAGE MANAGEMENT AND WEEKLY MENUS 15.1The contractor shall update the Dining Facility web page on the DO Intranet with the input and approval of the COTR. This web page includes daily and weekly menus, specials, promotions, and a listing of key personnel. A listing of the week's menu and specials must be posted by 7:00 A.M. on Monday of the week. 16.0 PERSONNEL 16.1 For purposes of this contract, “personnel” shall mean the employees of, and any other persons engaged by, the contractor. 16.2The contractor shall require that its personnel comply with the requirements of this contract and generally accepted standards of conduct. 16.3The contractor shall, at the request of the COTR, allow the COTR or other authorized DO employee, to examine any certifications and/or documents that the contract (or other applicable statutes or regulations) requires the contractor to have for its personnel. 16.4The contractor shall employ a sufficient number of employees to perform the services required by this contract and shall ensure that staffing is adequate at all times to perform the varied and essential duties inherent to a successful food service operation. 16.5The contractor shall use only experienced, trained employees on this contract to maintain the high quality of food services required by DO. The contractor shall provide qualified, trained relief personnel to substitute for its employees when absent. 16.6The contractor shall immediately notify the Contracting Officer and the COTR of any anticipated labor, employee, or vendor problems or any other circumstances that could adversely affect DO’s food service operation. The Contractor shall continue to provide services under the terms of the contract in the event of strikes and/or other labor disturbances. 16.7. DO has sole discretion to determine if as a result of the contractor’s or its employees actions there is a threat to the health, safety, security, general well being or operational mission of DO and its population. DO can insist appropriate action be taken by the contractor, including removal from the premise of any contractor employee posing a threat. 16.8The contractor's employees shall be required to meet minimum security clearances established by DO. All contractor personnel shall pass Secret Service clearance to enter into the building. If the employee is other than US born, they shall possess legal documentation of proof to be in the US – such as Resident Alien Card, a Green Card, etc. All paperwork shall be submitted as requested in the solicitation. 16.9The contractor shall be responsible for completing the necessary paperwork for the contractor badges for its employees prior to start of work. Missing badges must be reported to COTR within two (2) hours after badge is noticed missing. The contractor shall promptly return, to the COTR, the badges of any employees who leave the contractor's employment. 16.10Subcontractors must be authorized into the building on an individual basis as a visitor. The contractor's employees designated with the word "Escort" on their badge may escort subcontractors while they are in the building. The contractor shall be totally responsible for the conduct of the subcontractors. 16.11The contractor’s personnel shall wear company identification (such as company badge with logo, uniform with logo, etc.) while performing work in the DO facilities. The DO contractor badge is to be visible at all times to allow for immediate identification of the individual as an authorized contractor employee. 16.12The Contractor shall bear financial responsibility for any vandalism or loss due to negligent acts, omissions, or willful misconduct of its personnel. 16.13The Contractor shall require all personnel to utilize authorized and designated entrances and exits during working hours. 17.0 CORPORATE LEVEL VISITS 17.1 The contractor shall have a management official at a level higher than the Unit Manager, visit the facility on a quarterly basis. The Corporate Official shall ensure that the contractor's employees are complying with the terms and conditions of this proposed contract as well as with applicable contractor policies and procedures. The contractor shall coordinate such visits with the COTR. The Corporate Official shall meet with the COTR and the Contracting Officer on a quarterly basis. All meetings will be scheduled by the COTR. 17.2 The contractor shall have a management official visit DO Headquarters to address matters requiring immediate attention, within 24 hours’ notice from the COTR. 18.0 KEY PERSONNEL 18.1 The key personnel specified in this contract are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified individuals, the contractor shall notify the Contracting officer at least 30 days in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. No diversion shall be made by the contractor, without written consent from the Contracting Officer. The Contracting Officer may ratify in writing such diversion and the ratification will constitute the consent required by this clause. The contract may be modified, as necessary, during the period of performance, to add or delete personnel. 18.2The contractor shall be responsible for replacing key personnel with fully qualified replacement personnel. Permanent replacement personnel must be fully qualified to perform the responsibilities of the position and must meet the minimum qualification standards required for the position. The contractor shall be responsible for replacing a key person on a temporary basis, with a person with similar/same qualifications as the key person, if the key person is gone for longer than two weeks (e.g. on vacation, sick). 18.3 The contractor shall provide a fully acceptable permanent replacement for any departed key person within 30 calendar days after the key person’s departure. 18.4 If requested in writing from the Contracting Officer, the Contractor shall replace any key person for service or performance deficiencies that the COTR determines is the result of poor management. The contractor may appeal the COTR’s decision to the Contracting Officer, provided such an appeal is submitted to the Contracting Officer within seven (7) days of the COTR’s request for a replacement. The Contracting Officer's decision in such matters shall be final. 18.5 The Unit Manager, the Chef, the Assistant Unit Manager, and Catering/Banquet Manager are designated as key personnel under this contract. 18.6To ensure satisfactory performance, the contractor shall have a key person on site on all normal workdays during the normal hours of contract operation (6:30 am to 5:00 pm). The contractor may use a suitably qualified non-supervisory person, in lieu of a key person, during part of the work day if such person, and the hours to be covered by such person, is approved by the COTR. 18.7The Contractor shall require that at least one key person is visible in the dining facility during serving hours to manage the food service operation and to provide visible customer service. 18.8 The contractorshall be responsible for replacing a key person on a temporary basis, with a person with similar/same qualifications as the key person, if the key person is gone for longer than two weeks (e.g. on vacation, sick). 19.0 UNIT MANAGER 19.1 The contractor shall provide a unit manager who will have the responsibility for managing contract performance. 19.2 The Unit Manager shall have served a minimum of three (3) years as a Unit Manager of a dining facility or food service operation that serviced a client population of at least 1000 people, of which the vast majority were employees in professional occupations. 19.3 The Unit Manager shall possess the qualifications necessary to manage the day to day operations of the Vault and Coffee Bar. 19.4 The Unit Manager shall, at a minimum, be qualified in personnel supervision and training, menu planning, marketing, purchasing, cost control, quality control standards, sanitation, financial management, program planning, and have organizational skills. 19.5 The Unit Manager shall be available for consultation with the COTR, Contracting Officer or any other Government Official regarding all matters relating to the food service operations. 20.0 CHEF 20.1 In the absence of the Unit Manager, the Chef shall be responsible for contract performance. 20.2 The contractor shall provide a chef that has served as an executive chef for a major organization. 20.3 A minimum of four (4) years of work experience is required, of which two (2) years of work experience was as an executive chef and two (2) years as a chef. 20.4 The Chef shall possess the qualifications necessary to assist the Unit Manager in the day to day operations of the dining facility. 21.0 ASSISTANT UNIT MANAGER 21.1In the absence of the Unit Manager and the Chef, the Assistant Unit Manager is responsible for contract performance. 21.2 The Assistant Unit Manager shall have served in this capacity a minimum of two (2) years in a dining facility or food service operation 21.3 The Assistant Unit Manager shall possess the qualifications necessary to assist the Unit Manager and the Chef in the day to day operations of the dining facility. In the absence of the Unit Manager and Chef, the Assistant Unit Manager should be able to fulfill the requirements of the Unit Manager. 22.0 CATERING/BANQUET MANAGER (On a as needed basis, if required) 22.1 The contractor shall provide a catering/banquet manager who has served as such at a major hotel or other facility where such services are provided. 22.2The catering/banquet manager shall have a minimum of two (2) years in the catering food service. 23.0 HOURLY EMPLOYEES 23.1The contractor shall provide meals to its hourly employees. Meals for hourly employees shall be scheduled and shall not interfere with customer service. Each employee’s meal shall be rung through the cash register. 23.2The contractor’s employees shall wear uniforms (including hair nets/head covers) during the time they are performing their duties in the building. Employee uniforms shall always be clean, pressed, and neat. The contractor's uniforms shall be subject to the approval of the COTR. The contractor shall provide legible nametags identifying each employee. Such nametags shall be worn as part of each employee's uniform. 23.3The contractor's employees shall be required to change their clothing in the locker rooms provided for that purpose and to maintain the room in a neat and clean condition. 24.0 DO INSPECTIONS 24.1The contractor shall be subject to periodic, unannounced operating inspections of the food service operations by DO. Such inspection may include, but are not limited to: Menu portions Service quality, attentiveness, courteousness, etc. Food quality, presentation, and merchandising Sanitation practices and conditions Personnel appearance Safety conditions Operational performance from a financial perspective Other related operational conditions and/or practices. 24.2 The contractor will be notified in writing by the Contracting Officer of conditions needing correction or improvement. The contractor shall comply with any such notice from the CO immediately and in writing. 25.0 CONTRACTOR REPORTS 25.1 The Contractor shall keep accurate and complete written records of all revenues and expenses in connection with DO’s food service operation. The records of all revenues and expenses shall be kept for the life of the contract (base period, option years [if exercised] and shall be available for inspection and review by the COTR. 25.2 Such records shall include the following: records of all daily receipts and deposits, costs and disbursements of DO’s food services, all books, accounts, and memoranda, and any other documents of the contractor or any affiliated organization, indicating and substantiating the amount of any expenditures and receipts. 25.3. Revenues and expenses shall be supported by cash register tapes, invoices, sales slips, daily deposit slips, bills, vouchers, payroll records, purchase orders, and other pertinent records that, under recognized accounting and industry practices, contain information bearing upon or related to the cost, income, gross sales or profits of the dining facility. 25.4 Regular reviews will occur on at least an annual basis, and the COTR has the right to conduct unannounced audits. Any changes to review intervals and record retention will be determined at the sole discretion of the COTR and the Contracting Officer. 25.5 The contractor shall take all necessary precautions to assure that all cash received from any customers are immediately recorded through the cash registers provided and that designated reports, as listed herein, shall be submitted to the COTR and a copy to the Contracting Officer. 25.6 All expenditures must be supported by appropriate vendor invoices. The contractor shall pay, on a timely basis and in accordance with all vendor terms, all proper bills, and other expenses incurred in the normal operation of the DO’s food service operation. 26.0 EQUIPMENT MAINTENANCE AND REPAIRS 26.1The contractor shall adjust, repair, and continuously maintain in a satisfactory condition, all equipment and utensils used under the contract, regardless of whether provided by the Government or by the contractor. The contractor shall be responsible for the repair and the repair cost (material, parts, and labor) of each Government-owned equipment item not to exceed $750.00 per repair. 26.2The contractor shall immediately perform these repairs whenever they are required and shall notify the COTR when such work is being accomplished. However, repairs on café equipment covered by a warranty or guarantee agreement shall not be initiated without the prior approval of the COTR. 26.3The contractor shall report any potential need of repairs where the cost of labor, parts and materials is expected to exceed $750.00. 26.4The contractor is required to perform a preventive maintenance program on all Government-owned equipment. In the event the contractor does not have a maintenance department or qualified maintenance personnel, the contractor is required to sub-contract with a qualified equipment maintenance source. 26.5The preventive maintenance will be in accordance with the manufacturer's suggested maintenance guide or the Government's maintenance guide for each individual piece of equipment. Within 30 days after receiving the required maintenance guides from the Government, the contractor shall submit to the Director of Facilities and the COTR an annual preventive maintenance schedule. The Director of Facilities and COTR shall review and approve the maintenance schedule. 27.6The contractor will forward to the COTR, within 15 days after each month, the preventive maintenance work that was actually performed and the dates that each job was accomplished. 27.0 MONTHLY REPORTS 27.1 The contractor shall provide the following information relating to sales: ScheduleCustomer CountsSale Amount Breakfast AM Break Lunch PM Break 27.2 The purpose of this information is to analyze the cost effectiveness of individual dining facility operations in view of program control, oversight, and planning. 27.3 Profit and Loss Statements - The contractor shall furnish copies of the profit and loss statements to the COTR within fifteen (15) days after the end of the each monthly accounting period. 27.4The profit and loss statement shall include a breakdown of revenue from all sources including vending, catering, and other services. A summary of trends or explanations of fluctuations in costs, customer counts, etc. shall be attached. 27.5 Contracting Officer/ and the COTR shall, as required and necessary, examine all phases of the financial operation of the dining facility. 27.6Inventory of Food and Paper Stocks - The contractor shall submit a monthly report on the results of a physical inventory of all food and paper stocks on hand. The contractor shall submit such report to the COTR within 10 days after the end of the month. 27.7 Cash Reports - The contractor shall provide the COTR copies of monthly cash register and vending machine cash amounts reflecting all shortages or overages for each day by cash register and vending machine. 27.8 Reports of Unannounced Cash Register Audits - The contractor shall provide to the COTR the report of the quarterly unannounced cash register audit(s). 27.9Vending Commission Report – The contractor shall furnish the COTR with a monthly vending commission report by product and building. 27.10Food Establishment Inspection Report – The contractor shall furnish the COTR the quarterly Department of Health, Food Establishment Inspection Report. 28.0 QUARTERTLY REPORTS AND QUARTERLY MEETING 28.1 The contractor shall submit a quarterly report to the COTR that self-evaluates for the preceding quarter the contractor’s performance against the performance standards in the PRS. It shall be submitted to the COTR by the 10th business day of each quarter. 28.2Quarterly Report and Manager’s Meeting - On a quarterly basis, the contractor’s key personnel and regional manager shall meet with the Contracting Officer and the COTR to discuss the overall operations of the dining facility. The quarterly report at a minimum shall provide sales and customer statistics, monthly promotions, and any additional costs. The Quarterly report is due within 15 days after the end of each quarter and the quarterly meeting is due within 30 days after the end of each quarter. 29.0 ANNUAL CUSTOMER SURVEY 29.1The contractor shall perform a Customer Service Satisfaction Survey once a year. The Contractor must submit a written report responding to the Customer Satisfaction Survey, within four weeks of the survey, identifying corrective actions to be implemented. 30.0 GOVERNMENT PROVIDED EQUIPMENT The Government will furnish for the contractor’s use, the following equipment: Carts, dishes Cold food holding equipment Condiments stands Counters, including ice pans, display shelves, steam tables Dining room tables and chairs Dish washing machine Dispensers, hot and cold drink Disposal(s) waste or similar system Fountains, water Freezer, all types Hot food holding equipment Ice dispensers Ice maker/dispenser Mixers, food, motor-driven Ovens, all types Plates, hot Rails, guide or tray Ranges Refrigerators, all types and components Sinks Shelving, storage Slicers Surface fire suppression systems Tables (Cook’s Baker’s, Dish Kitchen) Toasters, all types Traps, grease Other food service equipment that is constructed as part of the building and affixed to the structure 31.0 MOVE IN TRANSITION 31.1The intent of the government is to award the contract by March 1, 2009 to allow for a 30 day transition period (if required).
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=4b33892f6fd75de449b087e263f71cbf&tab=core&_cview=1)
- Place of Performance
- Address: Department of the Treasury, Departmental Offices, 1500 Pennsylvania Avenue, NW, Washington, District of Columbia, 20220, United States
- Zip Code: 20220
- Zip Code: 20220
- Record
- SN01687900-W 20081005/081003221302-4b33892f6fd75de449b087e263f71cbf (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |