Pre-Proposal Mtg QA Final.pdf

Q & A from Pre-Proposal Meeting

1 of TBD

Pre-Proposal Meeting Questions and Answers

1. Question: Will a physical/paper signed version of the SF 1449 be required or is a digital copy and digital signature within the business proposal acceptable? If so, will any other required documents will also need to be included as a physical/paper copy?

Answer: A hand signed and scanned copy of the SF1449 is acceptable.

2. Question: C.10b Maximum Order (page 33) -What is the governments intent in including the maximum order language?

Answer: This language is required for this type of contract. The dates and timeframes have been tailored for our acquisition. The statement “The Contractor is not obligated to honor …” means the Contractor does not have to accept orders that are in excess of any of the three conditions in that clause. The Contractor can continue to perform in excess of these maximums if they so desire.

3. Question: Section D (page 79) - Exhibit D.4 INTERAGENCY MOBILE FOOD SERVICES

PERFORMANCE EVALUTION (1276-E) - What is the intent in removing the numerical rating?

Answer: The number ratings were changed to adjectival ratings to conform with CPARS ratings found at FAR 42.1503 specifically in Table 42-1 -Evaluation Rating Definitions and Table 42-21 -Evaluation Rating Definitions.

4. Question: C.8(b)(3) (page 29) - Will all contractors listed as available be contacted once a resource order is received, or only available contractors with DDP’s within a certain distance of the incident be contacted via telephone?

Answer: Once a Resource Order is received, NICC will determine the potential available MFSUs based on the Dispatch Procedures found in Section C.8(b)(2). Potential available MFSUs shall be within a reasonable distance (using air miles within their proprietary WildCAD program) based on the incident location and the date and time required for the Resource Order. The Best Value Determination will be made for each potential MFSU and NICC will contact the MFSU with the Best Value to the Government and offer that Resource Order to that MFSU. The solicitation will be revised to address this change.

5. Question: C.8(b)(3) (page 29) - What exactly is considered a “reasonable distance” which would allow for utilization of non-National MFSUs?

Answer: Reasonable distance is the reasonable distance (using air miles within NICCs proprietary WildCAD program) based on the incident location and the date and time required for the Resource Order. Non-National MFSUs may be ordered once all National resources have been exhausted. For example, a MFSU 100 miles from an incident is considered to be a reasonable distance from the incident if they could reasonably be expected to arrive at the incident in sufficient time to meet the first meal required. In this same instance another MFSU 500 miles away from that incident that could not reasonably meet the date and time

2 of TBD required is not considered a reasonable distance to the incident. Additionally, if several MFSUs could reasonably meet the date and time required, they will all be considered a reasonable distance from the incident. Reasonable distance assists the ordering officials in determining which available Contractor’s will be utilized for the Best Value Determination.

The Government will always reserve the right to deviate from ordering procedures specified herein, if the situation requires the Government to do so and it is in the best interest of the Government.

6. Question: C.24(c) (page 44) and Exhibit D.12 (page 105) - References Standard Form 33. Is there to be a SF-33 in addition to the SF-1449?

Answer: The references to SF-33 were incorrect and the solicitation will be amended to correct these to SF-1449.

7. Question: D.1.5(h) (Page 55) - Is the Certified Food Protection Manager to be a required position or a certification that a separate Key Personnel member be?

Answer: Yes, the Certified Food Protection Manager position is required.

8. Question: On Page 2, it states “The DDP’s with the historical highest activity in their GACC, represents the opportunities where the Government may receive greater benefit through selecting the lowest total evaluated pricing from Offerors at those specific DDPs” Since your decision on DDP’s will be determining best value for the government, why the need for the new dispatch procedures?

Answer: The selection of DDPs will be performed during the proposal evaluation from all offerors and the Contractor representing the best value to the Government at the various DDPs will be selected at each DDP. The dispatch procedures are used to meet the requirement for Indefinite Delivery contracts at FAR 16.505(b) Orders under multiple-award contracts— (1) Fair opportunity. (i) The contracting officer must provide each awardee a fair opportunity to be considered for each order exceeding $3,500 issued under multiple delivery-order contracts or multiple task-order contracts … The dispatch procedures are at the order level, after the contracts are awarded and are independent of DDP selection.

9. Question: Do the CWN kitchens need to meet all the requirements of a MFSU? Can we submit a bid for a CWN kitchen that does not meet all of the criteria?

Answer: Yes, CWN kitchens need to meet all the requirements of a MFSU. Kitchens that Do not meet all requirements will not be considered.

10. Question: On Page 5, Section B.2, it states that “Offerors may propose a MFSU for multiple locations.” Does this mean that we can bid a split?

Answer: No. MFSUs may be proposed for various DDPs, but no split locations (same MFSU awarded two DDPs) are available.

11. Question: On Page 16, Section (4), it talks about Discounts. If we bid with a discount for early payment, do we use that price in calculating our cost?

3 of TBD

Answer: The section referenced on page 16 is part of FAR 52-212-4, a standard clause used for commercial item acquisitions. This acquisition is not utilizing paragraph (i)(4) Discounts.

12. Question: On Page 45, Section C.27, if we use a different organizational structure can we submit in our form or do we need to use the government titles?

Answer: Key personnel must have the position titles listed in C.27 KEY PERSONNEL (452.237-74) (FEB 1988)(a) The Contractor shall assign to this contract the following key personnel: 1. Mobile Food Service Unit Manager; 2. Kitchen Manager; 3. Alternate Kitchen Manager; 4. Supervisory Cook for each Mobile Food Service Unit, as Key Personnel for each MFSU offered. The individual assigned as the Kitchen Manager may simultaneously serve as the Supervisory Cook.

13. Question: If we have an early MAP and we don’t have revenue that meets or exceeds our minimum, we have to wait 6 months for payment and if that unit then receives work outside of our MAP, does that count against our minimum guarantee?

Answer: Minimum Guarantee payments will be made at the end of each Calendar Year to ensure a MFSU did not generate revenue, after their MAP, to meet the guarantee. The guarantee value is calculated on an MFSU’s MAP duration. Annual revenue applied against the guarantee is based on work performed during the Calendar Year.

14. Question: On Page 63, Section (iv) A (3), it states, “The vegetarian sandwich/wrap shall contain two different non meat proteins totaling a minimum of 3 oz.” Does this mean no hummus wraps or Peanut Butter sandwiches are acceptable unless they have cheese or another protein?

Answer: Yes, the vegetarian sandwich/wrap must contain two different non-meat proteins.

15. Question: On Page 74, Paragraph (d)(1), we are assuming there should be a “4” between “than” and

“inches”?

Answer: Yes the “4” was inadvertently left out and will be corrected.

16. Question: What does “key personnel are available at the incident at all times” mean? Can key personnel be sleeping with a “do not disturb” sign on their quarters?

Answer: No, the key personnel are not available if there is a “Do not disturb” sign posted on the quarters door.

17. Question: How do we get the electronic versions of all the forms in the RFP that we can edit? i.e.

invoices, menu spreadsheet, etc.

Answer: Electronic versions of the forms in the solicitation will be posted to FBO.gov under this solicitation.

18. Question: How is the new dispatch procedure fair? It would seem that high cost areas like

California will be at a competitive disadvantage to the Las Vegas, Reno, and Medford DDP’s?

4 of TBD

Answer: The new dispatch procedure is implemented to meet the requirement for Indefinite Delivery contracts at FAR 16.505(b) Orders under multiple-award contracts— (1) Fair opportunity. (i) The contracting officer must provide each awardee a fair opportunity to be considered for each order exceeding $3,500 issued under multiple delivery-order contracts or multiple task-order contracts … Each Contractor must contemplate and propose their pricing based on the unique conditions at each DDP with the understanding that some DDPs have varied conditions but will compete against other DDPs for the same Orders.

Contractor’s providing pricing at various DDPs accept the dispatch procedure utilized in this solicitation.

19. Question: Does this IDIQ contract fall under the Executive Order 13706?

Answer: Yes, FAR 52-212-5 (c)(9) is checked in the solicitation affirming the applicability of EO13706.

20. Question: Poultry – Whole pieces - Does this eliminate portioned whole muscle poultry? Chicken breast, tenders and thighs come boneless: No mistakes in under cooked poultry? Whole pieces suggest bone-in. Bone-in poultry, although cooked to proper temperature, may have pink from the bone in the meat.

Answer: No, this does not eliminate portioned whole muscle poultry.

21. Question: Page 107, Shift Provisions – states eight shift food items instead of seven as listed on pages 63 & 64, is this a typo error?

Answer: This will be corrected.

22. Question: Please explain how the “Total Actual Mileage” is going to be computed, when Google

Maps shows the shortest route, however, the shortest route may not be a route that the large trucks could travel.

Answer: Total Actual Mileage will be calculated based on the shortest physical mileage distance from point A to point B utilizing Google Maps.

23. Question: Please define “unavailable” in the following clause: Page 29, C.8, (b) Dispatch

Procedures: (3) When an incident need is received, NICC will contact each contractor by telephone that is considered available in accordance with Section C.8 Ordering. CWN MFSUs will be contacted after all National MFSUs are determined to be on order or unavailable. Does this mean that if a National MFSU is determined available, yet not within a reasonable distance to the incident, they will not be called and a non-National MFSU can be used?

Answer: Sections D.1.1(j) and (k) clearly explain availability and unavailability. National MFSUs will be utilized to the greatest extent possible. EERA’s may be utilized when NICC determines there are no National MFSUs that can meet the requirement and designate the Resource Order - Unable to Fill (UTF).

24. Question: Please define “reasonable distance” in the following clause: Page 29, C.8 (b) Dispatch

Procedures: (3) Third sentence; “When the Government determines available CWN MFSUs are not

5 of TBD within a reasonable distance to the incident the Government reserves the right to utilize non National MFSUs.

Answer: See the answer to Question 5. Reasonable distance is based on the order’s date and time needed.

25. Question: With this new Dispatch Procedure, if a MFSU is reassigned en-route, will the other contractors be considered if mileage to the incident location changes the best value?

Answer: MFSU’s that are in their MAP and not at a DDP (for example en-route from an incident) will have a lower priority for orders than MFSUs in MAP at their DDP. If there are two MFSUs in MAP and en-route, the Best Value Determination will be used between those two MFSUs, provided there are no available MFSUs in MAP at DDP.

26. Question: This solicitation states the city or town that is required for DDPs. Although, it gives the contractor a 75 mile radius to work in from that city or town, how is it fair to use the current location of each MFSU to determine assignment? Historically, the assignment has been determined by the mileage from the DDP city or town and actual mileage from the location of the Contractor’s MFSU at the time of dispatch are computed for invoicing.

Answer: Each Contractor has the right to establish a place of performance within a 75 mile radius around each DDP. This allows flexibility to each Contractor to locate a reasonable area to stage their equipment. Once the location is established at contract award the DDP will become that physical location the Contractor selects, until such time that contractor moves their physical location or until the end of the contract. The current contract uses the physical location of the Contractor’s place of performance for both the dispatch and invoicing.

27. Question: Will CWN MFSUs also be at the stated DDPS?

Answer: CWNs must specify a location in Section B.5 of the solicitation when they propose a CWN. This location will become the place of performance for that CWN for dispatching and invoicing. This location will be the only location the CWN will be dispatched from.

28. Question: SECTION D.1.7 MINIMUM MOBILE FOOD MEAL REQUIREMENTS (G) Food

Quality Standards1) (iv) Beef for Shift Provisions/Sack Lunches. Added: “Roast beef for sandwiches shall not appear to have a “green sheen”. If the processing of sliced cooked beef can have an iridescent color (green sheen) naturally, how might a caterer guarantee there will not be a green sheen? U.S. DEPARTMENT OF AGRICULTURE: https://www.fsis.usda.gov/wps/portal/fsis/topics/food-safety-education/get-answers/food-safety-fact-sheets/meat-preparation/beef-from-farm-to-table/ct_index/!ut/p/a1/jZHBTsMwDIafZsc0KR1Tx62qhLbCWqYJlvUypZ2TVmqTKjEUeHrCOA1tsPgU-_tl-zctKaelFm-tEtgaLbrvfznbszWbhfOUZcU8vGfL_GVdPKQpize3Htj9AeTRlfoLL2H_6bMrGtzYVbpStBwENqTV0lCuAInQbgTrKJfGHIgTEvCDSFEjcQ0A-kIPAslgYRD2aAjlFYAk0preg7YnaAiKqgPKa9y3-gDvdEvL05FY6GOZR5vpIssjVkx_A2c8-wEum-K3Vp2pjgfaJbqKYr-eBQkWbPBqfbpBHNzdhE3YOI6BMkZ1ENSmn7BzksY4pPyUpEP_zD8fkwVrn_pt7JIvITsfKQ!!/?PrinterFriendly=true Beef from Farm to Table Iridescent Color of Roast Beef Sliced cooked beef or lunch meat can have an iridescent color.

Meat contains iron, fat, and many other compounds. When light hits a slice of meat, it splits into colors like a rainbow. There are also various pigments in meat compounds which can give it an iridescent or greenish cast when exposed to heat and processing. Iridescent beef isn't spoiled necessarily. Spoiled cooked beef would probably also be slimy or sticky and have an off-odor.

Answer: Research has shown that firefighters reject a high percentage of sandwiches that https://www.fsis.usda.gov/wps/portal/fsis/topics/food-safety-education/get-answers/food-safety-fact-sheets/meat-preparation/beef-from-farm-to-table/ct_index/!ut/p/a1/jZHBTsMwDIafZsc0KR1Tx62qhLbCWqYJlvUypZ2TVmqTKjEUeHrCOA1tsPgU-_tl-zctKaelFm-tEtgaLbrvfznbszWbhfOUZcU8vGfL_GVdPKQpize3Htj9AeTRlfoLL2H_6bMrGtzYVbpStBwENqTV0lCuAInQbgTrKJfGHIgTEvCDSFEjcQ0A-kIPAslgYRD2aAjlFYAk0preg7YnaAiKqgPKa9y3-gDvdEvL05FY6GOZR5vpIssjVkx_A2c8-wEum-K3Vp2pjgfaJbqKYr-eBQkWbPBqfbpBHNzdhE3YOI6BMkZ1ENSmn7BzksY4pPyUpEP_zD8fkwVrn_pt7JIvITsfKQ!!/?PrinterFriendly=true 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6 of TBD contain roast beef with the green sheen. Although the USDA has stated that the roast beef with green sheen is safe to eat but if firefighters won’t eat it, the roast beef should not be served.

29. Question: In regards to section C.8(B)(3), When an incident need is received, NICC will contact each contractor by telephone that is considered available in accordance with Section C.8 Ordering.

How will NICC determine which contractors to contact? Example-if the first dinner meal is not required for 48 hours, there could be 20 contractors that are considered available by section C.8 and meet the time frame. Will all 20 be contacted and considered for best value?

Answer: Please see the answer to question #4.

30. Question: 1. Sec. A 1 - Will you award a unit based on plans that may not be ready within the 14 day from award?

Answer: The anticipated award timeframe has been moved to early March 2020. This date may change, but Contractor’s should only propose MFSUs that will be ready for inspection No Later Than 15 March 2020.

31. Question: Does the sink need to be in a trailer?

Answer: (v) Hand Washing Sinks for Contractor Personnel:

(A) Shall be provided within all food preparation, cooking, serving and ware washing area(s).

Part 5-203.111 of the FDA food code states that there must be at least one hand sink inside or at the entrance to the food prep area and that it must be located "to allow convenient use by employees in food preparation, food dispensing, and ware washing areas." Due to fire camp environment the hand sink is required to be inside the food preparation trailer.

32. Question: What response is required for Section B.4?

Answer: There is no response required for Section B.4. This was an error in the solicitation and will be corrected in an amendment.

33. Question: Will dispatch call all unsuccessful vendors after an order is accepted?

Answer: The ordering procedures will be revised and only the MFSU determined to be Best Value will be contacted. In the event this MFSU does not accept the order, the next MFSU considered the Best Value will be contacted.

34. Question: Do we have to make and assemble each box lunch on site at all times?

Answer: It is the Government’s intention to require sack lunches provided by the caterer to be made on-site up to the contractor’s maximum specified capability as stated in the Schedule/Summary of Items.

35. Question: Can hot food be served in serving lines with sneeze guards in place of a serving window?

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Answer: Hot food must be served from inside the kitchen unit or serving trailer through a serving window.

36. Question: Can biscuits and gravy, cinnamon rolls and muffins be used as an equivalent to breakfast breads?

Answer: Yes, for variety biscuits and gravy, cinnamon rolls and muffins be used as an equivalent to breakfast breads with Food Unit Leader approval.

37. Question: Can we accept an incident when we are first called, before hanging up?

Answer: Yes.

38. Question: Can unopened paper supplies be kept outside of the storage trailer?

Answer: FDA Food Code Storing 4-903.11 Equipment, Utensils, Linens, and Single Service and Single-Use Articles. Clean equipment and multiuse utensils which have been cleaned and sanitized, laundered linens, and single-service and single-use articles can become contaminated before their intended use in a variety of ways such as through water leakage, pest infestation, or other insanitary condition. Paper supplies are considered Single Service/Single Use items are subject to contamination and must be stored inside storage trailers that are clean, rodent and dust free.

39. Question: What columns do you fill in on the compliance specification checklist?

Answer: Under the “Meets Specification” column, provide a Yes, No or N/A. Under the “Describe How it Exceeds Specification, Include Value/Benefit to Government” column, provide a response only when the Contractor believes their capability exceeds the requirement and if there is a benefit to the Government. Under the “Contractor Comments” column, provide a response if there is a need to provide additional comments. Under the “Location Found in Contractor Proposal” column, provide a response that describes where in your proposal this requirement is supported with your service or capability.

40. Question: Do contractors with multiple MFSUs only need to check the CWN box?

41. Question: Are you required to bid all sub-items every year and are these evaluated in the Best Value determination?

Answer: No. These items will not be evaluated.

42. Question: Small Business threshold is $38.5M, is that all businesses combined or just the kitchen business?

Answer: The answer to this question is based on how your businesses are structured. Please reach out to Mr. Larry K. Demirelli, U.S. Small Business Administration, Business Opportunity Specialist at 208-334-9004 or larry.demirelli@sba.gov to research this question further.

mailto:larry.demirelli@sba.gov mailto:larry.demirelli@sba.gov

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43. Question: Can the contractor monitor the Government’s reefer used to store the box lunches?

Answer: No, monitoring the Government refrigeration trailer is a Government responsibility.

44. Question: Foot print size of 300’ x 300’ is required. How can we get this at each incident?

Answer: The footprint required for each kitchen is variable. The kitchen manager should communicate this to the Government contact after a Resource Order is received.

45. Question: Request a copy of the FDA Food Code verbiage regarding storage of dry goods.

Answer: There are several citations in the FDA Food Code that reference proper storage of food and dry goods (non-perishable food and paper products). See Question 38 for one reference.

46. Question: Can we claim excusable delays if there is construction/accident/delay en-route to an incident?

Answer: The term excusable delay is found in FAR 52.212-4 (f) and states “The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the contractor …” The term “beyond the reasonable control” will be utilized in any Contracting Officer determination for any incident where the Contractor defaults and a determination is required by the CO. If the specific situation for the incident meets this criteria the CO will determine the Contractor should be provided an excusable delay.

47. Question: Can a tent with rolled flooring and plastic pallets be used a storage if it is completely enclosed?

Answer: No. See Question 38.

48. Question: Clarify if the Compliance Matrix requires it’s own flash drive and the total number of flash drives to be submitted.

Answer: The Compliance Matrix will be included on the same flash drive as the Technical Proposal. The total number of flash drives will be 2 Business Proposal drives and 4 Technical Proposal drives for a total of 6 drives. The solicitation will be amended to correct and clarify this requirement.

49. Question: Confirm the total amount of gray water is 1,400 capacity.

Answer: A minimum enclosed storage capacity of at least 1,000 gallons of gray water storage shall be provided for the kitchen and a minimum 400 gallons gray water holding capacity for the handwashing sinks. This is a minimum capacity total for the MFSU.

50. Question: Confirm allergen labelling is all that is required.

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Answer: Note: Shift Provision/Sack Lunch or hot/cold can spreads, such as vendor made sandwich/wrap spreads, homemade burritos, etc. need to be labeled for content due to allergy or special diet needs. Labeling needs to list all ingredients since all allergens may not be known.

51. Question: Math errors for Las Vegas and Knaab.

Answer: The math errors will be corrected in the amended solicitation.

52. Question: Are pickles and olives considered a fresh vegetable? Can they be used for fresh veggies?

Answer: Pickles and olives are not fresh vegetables and will be removed from the shift provisions.

53. Question: How far over the calorie range of the shift provision items can we go?

Answer: Shift provisions must adhere to the calorie range specified for each category.

54. Question: Page 29 – Can a CWN get priority over a National MFSU when reasonable distance is exceeded?

Answer: Please review the Dispatch Procedure Section C.8(b)(3) and (4).

55. Question: Can a early MAP MFSU be moved over to CWN and relocate after their MAP is complete?

Answer: No, the MFSUs awarded a DDP are not eligible for a CWN line item. MFSUs outside of their MAP will have a higher priority for orders than CWNs if they remain available at either their DDP or company headquarters.

56. Question: Is the 150 for 72 hrs rule policed?

Answer: The Government monitors incidents for number of personnel assigned.

57. Question: Can the contractor do a FOIA request if they believe someone was not using a National kitchen when they should have been?