1.a. PWS .pdf

PWS

Performance Work Statement

CAFETERIA SERVICES

NATIONAL INSTITUTES OF ENVIRONMENTAL HEALTH SCIENCES

RESEARCH TRIANGLE PARK, NC

1.0. BACKGROUND: The National Institute of Environmental Health Sciences (NIEHS), located in Research Triangle Park, North Carolina, is one (1) of 27 research institutes and centers that comprise the National Institutes of Health (NIH), U.S. Department of Health and

Human Services (DHHS). The mission of the NIEHS is to discover how the environment affects biological systems across lifespans to reduce disease and promote healthier lives.

The Office of Management (OM) is one of the five (5) administrative offices at NIEHS and supports the NIEHS and the National Toxicology Program scientific missions with a broad range of management, logistical, and infrastructure services. The Administrative Services and Analysis Branch (ASAB) is an organizational component within the OM that leads workforce planning and management, management analysis, and logistical support services. These services include but are not limited to performance management, professional development training, events planning and management, supply and property management, transportation management, mail and shipping, wellness activities, and cafeteria and vending.

Prior to the COVID pandemic, the NIEHS operated a 7000 square feet full-service cafeteria located on the first floor of Building 101, the NIEHS main Campus. The cafeteria served as the primary hub for dining and networking for its occupants and visitors. Staff based in the Keystone Building (approximately 1.5 miles from the NIEHS main campus) used the cafeteria occasionally. There is no direct public access to the cafeteria. Only approved visitors and badged staff have access.

With the Return to Work policy it is anticipated that there will be an increase in patronage for the cafeteria services. (As this is a new policy under the Administration any historical patronage usage is not relevant.) There are approximately 1200 people on campus (roughly 570 Federal employees and 570 government contractors.

The Institute hosts several scientific meetings each year. Post-pandemic, many of these meetings are hybrid (virtual and in-person attendees). However, with the Return of

Work policy these meetings may be more in-person. When participants are on-site, intermittent spikes in patronage and requests for catering are expected. Typically, these meetings are scheduled in advance, and the cafeteria vendor is expected to plan accordingly for the additional customers.

The cafeteria served breakfast, lunch, and snacks five days a week to help promote the efficiency of operations by minimizing the amount of traffic leaving the campus. The

NIEHS has a culturally diverse federal and contract workforce with multiple professions, and salary levels. Food options are expected to be diverse and affordable.

2.0. OBJECTIVES: The NIEHS is seeking a licensed, experienced, responsible, and qualified food service vendor with a proven history of delivering food services to either public or private sector organizations/companies to implement innovative solutions to accomplish its vision for re-imagining its Food Services Program to better align with post-pandemic norms and industry best practices and deliver the following outcomes:

1. Implement methods for attracting customers.

2. Provide high quality delicious minimally processed food items prepared with fresh ingredients, minimal sugar, and when possible local sustainable sources including quality proteins and plant-based options.

3. Balance high food-value with a green sustainable operation.

4. Promote and practice cleanliness and hygiene standards that meet or exceed federal health department requirements.

5. Employ highly qualified professional staff.

6. Comply with security, health and safety, and sustainability guidelines and regulations per NIEHS, and all applicable city, state, and federal regulatory agencies.

7. Provide prompt and courteous customer service consistently.

8. Provide catering or other service requests to support special meetings and events.

9. Implement a service model that compliments the existing North Carolina

Department of Health and Human Services vending facility program as authorized by the Randolph-Sheppard Act.

10. Implement a service model that meets current and evolving needs for a hybrid workplace.

3.0. SCOPE: The Contractor shall provide all qualified personnel/labor, training, supplies, catering services, other items, and non-personal services necessary to operate the NIEHS on-site cafeteria, in strict compliance with this Performance Work Statement (PWS). This is a non-personal services contract. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government. The Contractor, in turn, shall be accountable to the Government for personnel and/or subcontractors.

4.0. CONTRACT ADMINISTRATION: The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The

Contractor shall identify a single point of contact between the Government and

Contractor personnel assigned to support contracts or task orders. The Contractor shall assign work effort, maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

5.0. REPRESENTATIVE OF THE CONTRACTING OFFICER (C0): A Contracting Officer's

Representative (COR) will be designated for this contract. The COR is authorized to act as an official representative of the CO. CORs are authorized to act within the limitations specified herein and written restrictions specifically imposed under the terms of the contract/task order and by the CO. The COR's authority for this contract/order shall extend to the following: inspection and acceptance or rejection of the work. The COR will be the primary Government point of contact for the Contractor regarding general

"tasking" requirements, deliverables, and other requirements under this PWS.

CORs do not have the authority to direct changes in scope, price, terms and conditions of the contract or task order. CORs do not have the authority to execute modifications to the contract or task order which require the signature of the CO to bind the

Government by contract in terms of a proposed change.

6.0. SERVICES: The tasks as described and specified herein may not be all inclusive, as other work not specifically mentioned may be necessary for the successful completion of the contract as generally described. Contractor shall provide the following:

6.1. General Cafeteria Services - Contractor shall provide a wide range of cafeteria support services to include providing and preparing all food; operating and maintaining the cafeteria; and serving patrons in a professional and courteous manner. Contractor shall provide any applicable licenses and/or permits required for the performance of this contract:

1. Contractor shall provide high quality, nutritious food, and food services to the staff of NIEHS. This includes providing a clean, safe, and attractive serving and dining area, reasonable prices for food and a variety of food offerings.

2. Contractor shall provide a variety of hot and cold menu options, including a hot vegetarian selection containing no meat, fish, or poultry at each meal. Non-meat protein substitutes may be used in vegetarian elections.

Breakfast shall consist of a minimum of 2 hot main selections, 2 hot meat selections, breads/pastries and a variety of fruit and juices. Lunch shall consist of a minimum of 2 hot main selections with several hot vegetable and other side options, a salad bar, a sandwich bar, and grill options.

3. Contractor shall ensure that servers are available at the sandwich bar for made-to-order sandwiches, at the grill for preparation of grilled items and at the hot bar for service.

4. Contractor shall also ensure that hot entrees are included as a diverse variety of types of food selections.

5. Contractor shall ensure customer satisfaction of the NIEHS community by providing a variety of high-quality foods in a clean environment at a reasonable cost with excellent customer service. To help maximize customer satisfaction, Contractor shall always provide a mechanism for feedback.

6. Contractor shall ensure that services are performed and provided in accordance with all applicable Federal, State, local, and NIEHS health and safety laws, regulations, and standards.

7. Contractor shall employ proper food handling, production, storage, and disposal techniques in compliance with all health and safety regulations and standards.

8. Contractor shall establish procedures to ensure that appropriate temperatures of food is maintained during preparation, storage, and service. All food shall be served free from spoilage and shall be safe for consumption.

9. Contractor shall maintain cafeteria in compliance with all health and safety regulations and standards and shall pass all health and safety inspections.

10. Contractor is responsible for the daily inspection and monitoring of contract services performed in accordance with this PWS to ensure compliance and consistent quality.

11. Contractor shall work with the COR to provide educational information to customers regarding healthy food options and nutrition. To enable customers to make more informed food choices, Contractor shall have available, nutritional information on foods served to include Serving Size, Calories, Protein (g), Fat (g), Sat. Fat (g), Trans Fat (g), Chol (mg), Carbs (g), Sodium (mg), and Fiber (g).

6.2. Cafeteria Maintenance Services: Contractor shall maintain a clean, orderly, sanitary, and well-organized operation. Contractor shall ensure that the cafeteria is operated in a manner worthy of an acceptable rating by the NIEHS Safety and

Environmental Protection Safety Branch (SEPB). IAW the North Carolina Food

Code. SEPB will follow the NCDHHS grading process outlined in 15A NCAC

18A.2661 and 15A NCAC 18A.2662. Minimal acceptable rating will be 90 percent compliant. Corrective actions for a non-acceptable rating must be completed within ten (10) calendar days after notification unless the low rating is the result of the facility or equipment belonging to the Federal government. If a concern identified by NIEHS Health and Safety officials poses an imminent health or safety risk, Contractor shall ensure corrective action is taken within 24 hours.

1. Contractor shall maintain the facilities in compliance with maintenance, health and safety standards and regulations and shall establish systematic preventative and emergency maintenance procedures to ensure finishes and fixtures are cleaned and operated properly. Contractor shall bring to the attention of the COR any maintenance issues or breakdowns within 1 business day of identifying the issue.

6.3. Marketing Services: Contractor shall work with the COR to maintain marketing to inform employees of food service options via email and internal website.

1. Contractor shall ensure that there is timely posting and/or displaying of menu items and news.

2. Contractor shall ensure that there is appropriate visible signage at food service stations and entrance.

3. Contractor shall ensure that signage is attractive, easy to read and provides accurate information.

4. Contractor shall develop new concepts, operational approaches, and marketing strategies necessary to ensure viable communications.

6.4. Custodial Services (Sanitation and Cleanliness): Contractor shall be responsible for total custodial care in the kitchen, storeroom area, manager's office, employees’ locker rooms, corridors, the entire serving area. Contractor will have shared custodial responsibilities with ORF contractors for dining area tables and chairs, passageways, and other public spaces assigned to the cafeteria.

1. All equipment (microwaves, icemakers, etc.) located in the cafeteria area shall be cleaned by Contractor.

2. Contractor shall ensure that the floors and displays in the serving area are neat and clean.

3. Contractor shall mop the floors as needed. The microwave ovens shall be checked throughout the day and cleaned as necessary. The NIEHS janitorial contractor shall be responsible for vacuuming the dining area carpet, dusting the windowsills, and cleaning the windows.

4. Contractor shall ensure that custodial care and cleaning is accomplished daily or more frequently as necessary, to maintain the highest standards of sanitation, cleanliness, and safety. Each diner is afforded a clean area to eat without delay.

5. Contractor shall ensure that appropriate condiments are available without delay, condiment containers and napkin holders are visible, clean and contain product, and dining areas are cleaned prior to the scheduled start of the meal period and prior to closing for the day. Each business day, before opening for breakfast and again prior to the lunch hour, Contractor shall inspect all tables and chairs to make sure they are clean.

6. Contractor shall clean and sanitize all food contact surfaces, clean/sanitize equipment, and utensils as applicable using mechanical, manual or the in-place method, air-dry equipment and utensils after items have been cleaned and sanitized, protect clean and sanitized equipment and utensils from contamination between uses, drain, clean, filter and replace fat/oil in fryers, and clean and sanitize storage compartments of ice making machines.

7. Contractor shall ensure that garbage is bagged in plastic bags prior to disposal in dumpsters, discard garbage, refuse and grease as much as needed during the scheduled meal serving period and prior to closing for the day, ensure that any food or drink products spilled on the exterior of the garbage cans or on the floor in that area are cleaned immediately, and shall clean and sanitize cooking equipment used by cooks.

8. Contractor shall ensure that cleaning products are approved by the NIEHS

Health and Safety Officer. "Green" cleaning products are required.

6.5. Checkout Services: Contractor shall provide cashier support services. Contractor is responsible for providing and installing a Point-of-Sale System, computers and other computer connections/lines etc. as needed to fulfill obligations under this contract in compliance with NIEHS OIT security guidelines.

1. Contractor shall manage transactions with customers electronically or manually as required to ensure convenient scanning, accurate pricing, and efficient checkout.

6.6. Ice Machine Operation: Contractor shall operate ice dispensers in the cafeteria to ensure optimal functionality and sanitation.

6.7. Catering Services: Contractor shall provide catering services upon request for a variety of onsite events including meetings, training classes, conferences, and special events. Contractor shall have a catering menu available for employees in both hard copy and electronically. Contractor shall provide all catering materials and products necessary for providing services. Catering services shall be billed to the customer's common accounting number (CAN).

6.8. Reporting & Record Keeping: For historical data collection purposes the following monthly reports shall be prepared by Contractor and submitted to the

COR via email on the 15th of each month. Contractor shall provide:

1. Gross/ Net Sales: Report certified by officer of the company showing monthly gross and net sales.

2. Operations: Report showing total revenue including supply, labor, and other costs.

3. Health & Safety Inspections: Copy of inspection reports within 3 days of inspection.

4. Customer/Sales Counts: Report showing daily customer counts and average ticket sales.

6.9. Food Prices and Portion Sizes: Food prices shall be pre-priced and shall be mutually agreed upon between the NIEHS, the American Federation of

Government Employees Local Union 2329and the Contractor prior to award of the contract.

1. Food prices shall not be increased more than once a year and shall be limited to no more than the percentage change provided in the current

Consumer Price Index (CPI) for the calendar year and period in which the increase occurs promulgated by the Data Resources U.S. Long-Term review. Food price increases shall be limited to amounts determined reasonable as compared to other such operations in the Research

Triangle Park, N.C.

2. Contractor shall provide cost proposal in writing to the CO and COR 30 days prior to any food price increase. All price increases must be bargained with local American Federation of Government Employees

Union.

3. Contractor shall follow the United States Department of Agriculture’s

(USDA’s) Dietary Guideline for how food is to be portioned unless otherwise negotiated prior to contract award. In cases where standard portion sizes are reduced, Contractor shall charge corresponding lower prices.

4. Contractor shall follow the United States Department of Health and

Human Services Food Services Guidelines for Federal Facilities.

6.10. Specialty Services: Access to coffee is important for this population, especially for scientific lab personnel with irregular working hours.

1. Contractor shall ensure that access to coffee service 24 hours per day, five days per week. At a minimum, Contractor shall provide two choices of coffee, and two (2) choices of teas.

2. Contractor shall provide sugar, artificial sweetener, creamers, and filter packs: maintenance/cleaning of the coffee devices as specified by the manufacturer for proper and sanitary operations.

3. Contractor shall cover lease costs, product costs, and labor to operate, clean and maintain devices.

6.11. Composting Requirements: Participate in NIEHS Composting Initiative.

1. Contractor shall work cooperatively with NIEHS to promote and enhance composting at NIEHS cafeteria operations.

2. Cafeteria Manager shall discuss programmatic changes and participate in meetings with composting stewards.

3. Contractor shall monitor and anticipate needs for stocks of compostable cafeteria wares and bags and will order supplies on a regular and timely interval.

4. Contractor shall promote composting (pre-consumer food preparation scraps from kitchen as well as any managed post-consumer food waste).

5. Contractor shall monitor bags of compostable waste during the day and change bags as often as needed to avoid overfilling. Special monitoring may be required during mealtimes when large meetings or conferences are being held.

6. Contractor shall monitor and maintain compost, recycle, and trash collection areas and bins to provide a safe and presentable disposal area.

7. Contractor shall communicate and advise contract staff, composting stewards, and/or COR of any issues or concerns associated with the NIEHS

Cafeteria Compost Program, including but not limited to odors, leaks, signage, excessive contamination (with trash/non- compostable material), malfunctioning equipment or supplies, excessive accumulation of bagged compost on NIEHS Bldg. 101 Dock A, or apparent insufficient or lack of collection by compost contractor.

8. Contractor shall monitor for and reduce contamination where possible in bagged compost waste prior to securing and transferring to Dock A.

9. Contractor shall check (quality control) filled compost bags for excessive contamination and as necessary, shall redirect excessively contaminated

(with non-compostable trash) to the landfill waste stream.

7.0. CONTRACT PERSONNEL - The Contractor shall provide the necessary personnel, resources, and infrastructure to manage, perform, and administer the contract. Qualified personnel with a REAL ID shall be provided by Contractor for performance of work listed herein to assure that requests for services and supplies are responded to in a prompt and safe manner; that personnel can recognize, prevent and mitigate potential hazards encountered while working on the NIEHS campus; that the personnel, do not interfere with laboratory equipment/environments, research programs and protects the property of the NIEHS; and, that the personnel protect the public health, safety and environment during all contract operations. Contractor shall provide a workforce, appropriately sized, and possessing the requisite skills, knowledge, abilities, training, licensing, and certifications (in compliance with all federal, state, local laws and regulations, and NIEHS regulations). Historically, the cafeteria has been operated successfully with the following:

• One Executive Chef/Project Manager

• One Assistant Manager/Cashier

• Two Cooks

• One Salad Bar/Second Cashier.

• One Utility Worker/Dishwasher

1. Contractor employees shall wear clean and complete uniforms and shall present a neat appearance when working and should be easily recognized as contractors. This shall be accomplished by wearing distinctive clothing, fitted to the individual and bearing the name of the company, and by wearing appropriate badges which contain the employee's name.

Uniforms worn by employees shall be of the same style and color. Each employee shall be issued the NIEHS Federal government identification badges which shall be worn except when working in food preparation and serving areas. Hairnets and serving gloves are required to be worn in accordance with local Health Department regulations.

2. The Government has the right to restrict employment of any contractor employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the NIEHS campus and its population.

3. Contractor employees shall be able to communicate with government representatives and patrons. Contractor employees assigned to work under this contract must be United States citizens (either by birth or naturalization) or a national of the United States, an alien registered by the Bureau of Citizenship and Immigration Services (CIS) to a class of immigrants authorized to be employed, or an individual alien who is expressly authorized by the CIS to be employed. Contractor shall verify and maintain documentation that all employees engaged in the performance of the duties of this contract follow the Code of Federal

Regulations, Title 8, Subsection 274a.”

4. Contractor employees shall read, write, speak, and understand English, and shall be free of a criminal record. Personnel hired shall comply with the general intent and specific policies or regulations of NIEHS concerning the conduct of employees as referenced herein. All employees shall be conscientious, competent, neat, and courteous. They conduct business in a professional manner, and not engage in conversations with patrons beyond the normal exchange.

5. All food handlers shall possess current Health Certificates as required by local statutes and the State of North Carolina laws. And all valid documents should be provided to COR by contractor.

6. Contractor employees shall be experienced in the phase of the food operation in which they serve. For certain non-skill areas, such as dishwashing and custodial care, previous experience while desirable, is not required.

7. Contractor employees working under this contract shall be physically able to perform any assigned work and shall be free from any communicable diseases. Each employee shall be given a physical examination, without cost to the Government. Any problems discovered because of the physical, which in any way impacts the ability of the employee to perform work or presents a possible health risk to customers must be brought to the attention of the COR and the CO. In the event a medical question arises over the ability of a contractor employee to perform the assigned duties or be free of a communicable disease, Contractor may, at the election of the COR, be required to refer the matter to competent medical authority for a review and determination. All employees must pass a background check as required by NIEHS.

8. Delegation of duties to personnel shall be the prerogative of Contractor.

However, when the CO directs, Contractor shall relieve any person from serving under this license due to inappropriate behavior, poor performance, misconduct, endangering life, or property for any other supported reason warranting removal.

9. All personnel who will be handling cash and merchandise shall be bonded up to $2,500 each at the expense and responsibility of Contractor. A copy of each bond shall be furnished to the COR 5 days prior to the contract start date.

10. Contractor shall provide qualified replacement personnel within two hours if regular personnel do not report for work at scheduled times.

8.0. KEY PERSONNEL - Key Personnel are considered essential to the work being performed per this PWS. Prior to substituting, removing, replacing, or diverting any key personnel identified for this contract, the Contractor shall notify the CO within 15 working days in advance and shall submit a written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of personnel must meet or exceed the education, experience, and other technical requirements of the personnel being replaced. No change in personnel shall be made by the Contractor without notifying the CO. However, in urgent situations, as determined or agreed to by the CO, an oral request to substitute key personnel may be approved.

The Executive Chef (Chef)/ Project Manager (PM) is considered key personnel by the

Government. Contractor shall provide a Chef who shall also serve as the PM responsible for every phase of the cafeteria operation.

The name of this individual who shall act for the Contractor, shall be designated, and provided in writing to the CO prior to commencement of work:

1. The Chef/PM shall order, rotate, and inventory stock merchandise.

2. The Chef/PM shall be responsible for all personnel employed in the cafeteria;

collect and account for funds receipts; and make necessary banking transactions.

3. The Chef/PM shall prepare and cook most entrees, vegetables, starches, desserts, etc. The Chef/PM shall coordinate ordering of all necessary food products, seasonings, and cooking accessories.

4. The Chef/PM shall be present during cafeteria operating hours to supervise personnel, plan work schedules, train personnel, handle emergencies and other problems that may arise, and handle questions and inquiries from customers.

5. The Chef/PM shall maintain aggressive marketing to inform employees of food service options via the website and other means of communication and shall maintain appropriate information signage regarding food being served at service stations.

Qualifications: The Chef/PM must be experienced in all phases of food service operations and shall be fully knowledgeable about local, state, and federal health codes and requirements. In addition to being conscientious, competent, neat, and courteous, the Chef/PM must be experienced in public relations and shall be able to deal with the public and employees in a courteous, tactful manner. The Chef/PM must be ServSafe certified. The Chef/PM must have a minimum of 10 years of experience with responsible oversight of food service in the commercial sector for similar size cafeteria operations with similar variety of food options. The Chef/PM shall meet all legal requirements for serving as chef and manager of a cafeteria with regards to training, education, certifications, knowledge, skills, and abilities required to successfully perform these tasks.

9.0. GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES: This section identifies those items such as property, information, or equipment and/or services in the possession of or directly acquired by the Government and subsequently made available for Contractor’s use.

• Facility: The NIEHS Cafeteria is located on the first floor of the A-module in its main facility. Attachment 1 – NIEHS Cafeteria Diagram depicts the location of a walk-in freezer, two walk-in refrigerators, two office areas, and a dry storage room. The seating capacity is approximately 230. The serving area has a deli station, hot entree station, grill station, soup/salad station, and beverage bar.

• Full-Service Kitchen: The NIEHS has made a significant investment in equipment in both the serving area and the kitchen. Contractor shall operate all equipment in accordance with provided manufacturers operating instructions. Contractor shall clean equipment to remove stains, baked-on food, and general dirt, grease, and grime. Normal wear and tear are expected.

• Equipment: The following equipment is provided for use in the performance of the contract:

1. Dishwasher Champion Y44KB

2. 12gal Electric steam kettle Cleveland KU-12T (2)

3. 40- gal. Electric Tilt Skillet Cleveland SEE-40-TR

4. Convection Steamers Cleveland 21-CET-16 (2)

5. Electric Fryers- Frymaster-H-17-2BLL-SD (2)

6. Ice Maker Cornelius IWC1230

7. Ice Maker (crushed Ice) – Manitonac - Unknown model number

8. Convection Oven Garland Master 300 (4)

9. Heavy Duty Range Garland 36ER32

10. Dish Machine Champion (Model PP-28)

11. 2 Flavia machines and 4 display racks.

12. A secure safe

• Services: The Government will provide the following:

1. Maintenance of the kitchen equipment, walk-in refrigerators, the walk-in freezer, and the large equipment items in the serving area

(Exception: If the repair required is the result of negligence, misuse, or improper care on the part of Contractor personnel, Contractor shall be responsible for the repair or replacement)

2. Facility electricity, gas, water, sewage disposal, trash disposal

(from "A" loading dock) and HVAC services

3. Pest-control services

4. New or replacement cooking utensils, pots, pans, cooking sheets, etc.

• Utilities: The Government will provide electricity and water in the facility to Contractor for their use in performing tasks outlined herein. Contractor shall instruct all employees in utilities conservation practices. Contractor shall be responsible for operating under conditions that preclude the waste of utilities.

10.0. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: Contractor shall furnish all supplies, equipment, and services required to perform work under this contract that are not listed under section 7 of this PWS. Contractor shall provide disposables, including trays, plastic utensils, paper towels, paper plates, napkins, etc. Contractor shall only provide and use supplies which comply with the requirements below:

1. Contractor shall comply with this requirement: “Compostable” (not

“biodegradable”) food ware product (plates, cups, bowls, lids, clamshells, etc.)

that are “BPI Certified Compostable”; and “ASTM D6868 Compliant” products for composting. The compost company has a requirement that items sent for compost break down in their composting process in about 45 days and NIEHS would reserve the right to suggest alternative products if a given product does not meet this requirement. The utensils are not required to meet these standards

2. Contractor shall provide all food and beverage products including condiments

3. Contractor shall provide any laundry, linen, and uniform products

4. Contractor shall provide signage and menu boards or displays other than those already suspended from the ceiling in the serving area

5. Contractor shall provide trash bags and cleaning supplies including mops, buckets, sponges, etc.

6. Contractor shall provide office supplies

7. Contractor shall provide computer equipment

8. Contractor shall provide POS system cash registers

9. Contractor shall ensure that GFP issued always remains serviceable. Normal wear and tear of property is natural and acceptable. However, Contractor shall be liable for GFP lost due to negligence by Contractor employees, acts of theft by

Contractor employees, or vandalism credited to Contractor employees.

Contractor shall safeguard and manage all GFP in accordance with FAR Part 45.

11.0. QUALITY CONTROL: The Government is committed to a highly interactive relationship between quality control by Contractor and quality assurance by the government. This relationship shall be achieved through an effective prevention-based quality control program dedicated to ensuring the best possible products and services to end users. As part of quality control, Contractor shall submit a Quality Control Plan (QCP) which at a minimum shall include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor shall use to maintain quality, safety, timeliness, reliability/dependability, customer satisfaction, and any other requirements set forth in this PWS. The QCP shall be updated five (5) days after contract award. The QCP shall document how Contractor intends on meeting and complying with the quality standards established in this PWS. Contractor’s QCP shall be maintained throughout the life of the contract and shall include Contractor’s procedures to routinely evaluate the effectiveness of the plan to ensure Contractor is meeting the performance standards and requirements of the contract. An updated copy shall be provided to the COR no later than five (5) days after any updates.

12.0. HEALTH AND SAFETY: Contractor shall comply with all Federal, North Carolina State, and

Occupational Guideline and Regulations. Safety and Health Administration (OSHA) standards and local laws and regulations concerning the environmental, occupational safety and health, and hazardous material. Contractor shall ensure employees have all required training and certifications related to OSHA requirements. The documentation shall be readily available for the CO to review at any time during the life of the contract.

13.0. SECURITY: Contractor shall ensure that all personnel providing service on NIEHS campus have a NIEHS contractor badge; they must always wear the badge while providing services on the NIEHS campus. Contractor shall be responsible for retrieving badge request forms from the COR/Sponsor for processing by NIEHS security. Badges need to be active and renewed prior to expiration. Timely renewal shall be performed so that delivery functions are not interrupted.

14.0. INFORMATION TECHNOLOGY REQUIREMENTS

Attachment II – Appendix A – HHS Security and Privacy Language for Information and IT

Procurements. Contractor shall comply with this guidance.

15.0. HOURS OF OPERATION: Contractor is expected to provide service five (5) days per week from 7:00 am to 2:30 pm, unless the Government exercises its right to extend the hours of operation, and except for Federal Government holidays. NIEHS does not close except in cases of extreme weather conditions or other facility-related emergencies; when an unforeseen facility closing occurs on a regularly scheduled day of work, Contractor’s personnel must vacate the building. The minimum operating hours of the cafeteria are as follows:

General 7:00am – 2:30pm

Breakfast 7:00am – 9:30am

Beverage Service 7:00am – 2:30pm

Lunch 11:30am – 1:30pm

Coffee Service 24-hour access/five days per week

After coordination with the COR, menus may be changed when attendance is expected to be low (e.g., inclement weather, Christmas Eve, day after Thanksgiving).

Extended Hours of Operation: In the event the Government elects to extend the hours of operation, Contractor will be notified by the CO to submit a proposal to cover staff during those hours. The extended hours of operation may vary.

The NIEHS observes the following Federal Government holidays:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

Presidents’ Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

Juneteenth Day

16.0. PERIOD OF PERFORMANCE: The anticipated period of performance shall consist of a 12-month base period and three 1-year option periods.

17.0. PHASE-IN/PHASE-OUT PERIODS:

Phase-In: To ensure a well-coordinated roll-out to the NIEHS population that doesn’t negatively impact current vending services, the incoming Contractor shall develop a 15-day phase-in plan. The phase-in plan shall describe in detail, a process for re-establishing a full-service cafeteria. The detailed plan should also outline how all tasks will be completed without interrupting cafeteria services on campus.

Phase-Out: Prior to the completion of the contract, the outgoing Contractor shall fully cooperate with the succeeding Contractor and the Government, so as not to interfere with the cafeteria services on campus.

18.0. DEFINITIONS

Acceptable Quality Level (AQL) - A predetermined value established by the Government to distinguish between satisfactory and unsatisfactory performance. An AQL does not allow the Contractor to knowingly offer defective service but concedes that defective performance may sometimes be unintentional. If the percent of defective performance does not exceed the AQL, the Government will not reject the service.

Contractor – The prime supplier or vendor awarded a contract to provide specific supplies or services to the Government.

Contracting Officer (CO) - A federal government employee with authority to legally bind the government, and enter, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government.

Contracting Officer’s Representative (COR) – A federal government employee authorized in writing by the CO to provide technical guidance in the administration of the contract that DOES NOT change the terms and condition or funding.

Key Personnel - Contractor employees who are qualified to ensure that critical objectives of the PWS are achieved.

Performance Requirement Summary (PRS) – Identifies each performance requirement, standard, and AQL per each section of the PWS.

Quality Assurance - A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved.

Quality Assurance Surveillance Plan (QASP) - The government’s written plan specifying the methodology for surveilling and evaluating contractor performance for each item in the PRS.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of a product and/or service in compliance with a PWS.

Subcontractor – A person or entity that enters into legal and binding agreement with the

Prime contractor to provide goods or services for contract awarded to the Prime. The

Government has no privity of contract for subcontractors.

19.0. INVOICING: The Contractor shall submit invoices for approval via email, including all back-up data, to the COR for review and approval. Upon receipt of an accurate and complete invoice, the COR will return an approved copy to the Contractor within five (5) business days via email. If the invoice is incomplete or inaccurate, the COR will return the unapproved invoice to the Contractor for correction within five (5) business days.

Other Direct Costs (ODCs): During the performance of this requirement, the contractor shall be required to provide the items listed in Attachment III - Supply List. The

Contractor shall invoice for actuals each month and will be reimbursed on a separate line item for ODCs. Only the items listed on the Supply List are reimbursable.

20.0. PERFORMANCE STANDARDS/SERVICE LEVEL AGREEMENTS (SLAs): Performance measures are designed to measure the Contractor’s effectiveness and will be evaluated monthly, annually, and at the end of the contract performance. Baseline acceptable quality thresholds are presented in the Performance Requirements Summary (PRS) matrix table below. The Contractor shall be evaluated based on the ‘Deliverables’ as well as the Performance SLA Matrix table noted below.

Required

Service Performance Standard Acceptable Quality

Level (AQL) Monitoring Method

PWS 6.1. –

Customer

Satisfaction

Ensure customer satisfaction by providing a variety of high-quality foods in a clean environment at a reasonable cost with excellent customer service. To help maximize customer satisfaction, provide a mechanism for feedback.

Rating of 3 or higher on a 5-point scale relative to food quality, variety, flavor, presentation, and cleanliness, courtesy of staff, speed of service, And overall customer service

Observations, written and oral feedback for end users, and program officials, and other staff as appropriate.

PWS 6.1

Items 6-8

Health and

Safety

Regulations and

Standards

Employ proper food handling, production, storage, and disposal techniques in compliance with all health and safety regulations and standards.

100% relative to compliance, cleanliness, and safety

100% surveillance/COR oversight, Customer complaints and review of inspection reports Ensure appropriate temperature of food is maintained during preparation, storage, and service. Food shall be served free from spoilage and shall be safe for consumption.

90% score on inspection report

NIEHS Safety and

Environmental

Protection Branch

Inspections and reported findings Maintain cafeteria in compliance with health and safety regulations and standards and shall pass all health and safety inspections

PWS 6.2. –

Maintenance

Maintain cafeteria in compliance with maintenance, health and safety standards and regulations. Establish a preventative and emergency maintenance procedure. Report issues to COR within 2 working days

98% relative to timeliness

COR or Facilities Staff periodic observations

PWS 6.3. –

Marketing Ensure timely posting and/or displaying of menu items and news and appropriate visible signage at food service stations and entrance.

98% relative to timeliness COR or Facilities Staff periodic observations

Develop new concepts, operational approaches, and marketing strategies necessary to ensure viable communications

98% relative to timeliness, presentation, and accuracy of signage and electronic messaging

COR observation and feedback from

Program Officials

PWS 6.8. –

Reporting &

Record Keeping

Provide monthly gross & net sales report and operating status report

100% relative to timeliness, completion, and accuracy

Surveillance/CO/COR oversight

Provide monthly health & safety inspection report 90% relative to timeliness, completion, and accuracy

Provide monthly daily customer count

& average ticket sales report 100% relative to timeliness, completion, and accuracy

100% surveillance/CO/COR oversight

It is expected that program metrics will evolve from time to time as program needs change. SLAs will be reviewed with the Contractor on an annual basis for revisions.

21.0. DELIVERABLE SCHEDULE

Attachment IV

22.0. QUALITY ASSURANCE: The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP)

(Attachment V) for the PWS. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).