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| United States | Forest | | Business Operations | | | 3833 S. Development Ave |
| Department of | Service | Procurement & Property Services | MS 1000 | | | |
| Agriculture | | | Incident Procurement Operations | Boise, ID 83705-5354 | | |
| | | | | Logistics Contracting Branch | |
QUESTION & COMMENT FORM
Request for Information (RFI) 1202SC24RFI0002
2025-2029 National Mobile Food Services (MFS) Unit Support
| Question # |
| Attachment |
| Section or Paragraph |
| Page # |
| Description / Question / Comment |
| B |
| NA |
| Clarify the new contract cycle dates as well as the 6-month extension option the government has. Can this extension be modified to carry a fixed escalator %? |
| 1A |
| The period of performance of this contract is from Date-of-Award (DOA), through 2/28/2026, plus four additional 12-month option years as follows: |
Option Year 1 (OY1) March 1, 2026 through February 28, 2027 Option Year 2 (OY2) March 1, 2027 through February 29, 2028 Option Year 3 (OY3) March 1, 2028 through February 28, 2029 Option Year 4 (OY4) March 1, 2029 through February 28, 2030
No. Without a change issued by DOL, the same rates as the last option period/year exercised will be used for the 6-months.
52.217-8 Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.
52.217-9 Option to Extend the Term of the Contract (Mar 2000)
a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5-years.
Any modification to the extension must be executed IAW the T&C of the SOW and is at the discretion of the CO.
B.1 (h)
The new RFI states a minimum order of a $5000 one-time payment. The current contract cycle guarantees $1000 per available day within MAP. Is there a justification for this massive decrease without decreasing on call requirements? C.5.1 (n) still lists the requirements for submitting the Daily Availability rate invoices as listed in the currently active contract minimums.
| 2A |
| Each awardee is guaranteed order(s) equal to the amount of $5,000.00 during the life of the contract. In order to have a binding Indefinite Delivery Indefinite Quantity (IDIQ) type contract, the contract must require the Government to order and the Contractor to furnish at least a stated minimum quantity of services in accordance with FAR 16.504. |
B B.1.(h)
| NA |
| Explain the new language for $5,000 life of contract guarantee. Is the $1,000 per day not applicable anymore? |
| 3A |
| Each awardee is guaranteed order(s) equal to the amount of $5,000.00 during the life of the contract. |
At the DDP, vendors will be paid for their daily availability rate which can be invoiced after a 30-day period. This daily availability rate should pay for key personnel and all of the equipment that is required.
B.1 (j) and B.3
This reads as if during the first round, only IDIQ contracts will be issued. After contracts are issued there will be a separate bidding process per DDP and we can submit pricing for all DDP’s for which we wish to be considered, can you explain this process further? Will we be dispatched anywhere in the western US as resources get low, or will only be able to go to a DDP that we have provided pricing for?
| 4A |
| For a visual representation of the process, please refer to the attached Exhibit 1: Mobile Food Service Unit Award and Priority Levels. Parent contracts will be issued with a minimum guarantee of $5,000.00 per vendor. Task orders will be awarded from the parent contracts. Two task order types are Exclusive Use (EU) DDP Location Task Order(s) and Call When Needed (CWN) Task Order(s). Exclusive Use (EU) is divided into First Priority and Second Priority Levels. First Priority Level is Within MAP at DDP and Second Priority Level is Outside of MAP at DDP or Specified Location. CWN Task Order(s) are Third Priority and include all contract holders at specified locations. |
It is important to remember the rates you provide are what are used throughout the season, no matter where the incident is. Once DDP awards are made, contractors don’t pick-and-chose, they take the dispatch if meet DTN; if their DDP is in AZ and the incident is in OR, those rates are what are used for the incident.
B.1(j)
Please clarify what the “Fair Opportunity” is for IDIQ Contractors to compete for Task Orders.
| 5A |
| Fair Opportunity means all potential offerors are afforded the same opportunity. For instance, fair opportunity was provided for ALL potential caterers (small business set-aside) for the IDIQs on SAM.gov. The next fair opportunity is when all IDIQ awardees are provided the opportunity to provide pricing for a DDP …it will not be posted to SAM.gov. |
| B.1.F/J & B.3 |
| 3 |
| If an Offeror has equipment for 1 MFSU Unit, can they bid on more than one DDP (resulting in only one DDP award)? For example, there is MFSU Unit that meets the capabilities however they want to bid on 3 different locations to see which one they are awarded is it possible? Resulting in 1 award. |
| 6A |
| Yes. You can bid more than one DDP. |
Section B.5 DDP Working Docs 7.22.24 pdf
Bid Grid asks for Daily Guarantee Bid but other document does not.
| 7A |
| The initial awards do not have a daily guarantee; that is specific to the DDPs. |
| B.2 DDP |
| 4 |
| Will the government ever consider moving DDP’s? i.e. From one city in a state to another city in that same state? |
| 8A |
| DDPs were examined this year and current DDPs still make sense geographically. |
Some MAP dates have been extended while some MAP dates have been shortened. These dates are based on 10-year historical data.
| MFSU, Mobile Kitchens and similar equipment |
| 4 |
| Are we able to bid on DDP’s where we do not currently have Mobile Units, utilizing available rental unit MFSU’s for the bid, and then buy/lease units once awarded? |
| 9A |
| No. If you are leasing equipment, it must be under a current lease for the period of performance. The equipment must be leased/owned and operational (i.e. up and running); it cannot be in the build process prior to submission of a proposal. |
| C.3.3 |
| 23 |
| Please clarify, the wages and fringe benefits listed here are for information only and the current wage determination will be included by the CO annually? |
| 10A |
| Correct, the W&F included in the solicitation are examples of what the equivalent federal rates would be. The current wage determination will be included by the CO annually. |
| C.4.8 |
| 25 |
| 4 key personnel per unit versus 3? |
| 11A |
| FAR Clause is an example and must be included in the contract. This is to show what the Government would be paying. We have four key personnel at each DDP because three did not work in the past. Will be paid for four people when bidding. |
| C.4.8 |
| 25 |
| Will the Kitchen Manager be allowed to act as the Supervisory Cook as well? |
| C.5.1 (a)(1)(iv) |
| 27 |
| Please explain the intent of this paragraph. |
| 13A |
| For example, the meat served is a sausage/bratwurst type that looks green; personnel will be allowed to return the meat portion and receive a new meat portion. That’s the catch though, if the “bad product” isn’t “returned”, then the replacement would actually be an additional meat. |
| C.5.2 (iv) |
| 27 |
| 12,000 minimum guarantee has been the same for 10+ years? Consider and increase to more current rate? |
| 14A |
| There is no change in the $12,000 minimum guarantee. It is used to cover your key personnel. |
| C.5.1(3) (ii) |
| 28 |
| What is the time period for cancellation/reduction of Shift Provisions/Sack Lunches? |
| 15A |
| The time period for cancellation/reduction of Shift Provisions/Sack Lunches is still 6 hours. This time period has not changed. |
| C.5.1.3.c.3 |
| 29 |
| New tent seating requirement 250 or 200? |
| 16A |
| Minimum seating is 250 for tents and seating. Will find the contradictory information in the RFI and correct. |
| C.5.1(n) Daily availability Rate (MAP) |
| 31 |
| Daily Availability Rate (MAP) – What is this rate and how often should it be invoiced for. For clarification, is this paid on each day not on incident within the MAP? |
| 17A |
| Please refer to the answer provided for Question 4. |
| C.5.1.(2)(iv) |
| 32 |
| Is there any discussion to update this amount? This minimum has not changed since the last cycle. |
| 18A |
| Please refer to the answer provided for Question 4. |
| C.#.# |
| 32 |
| Is there a plan to mention Wage Determination values in the adjustment for wages? In the past few years these have outpaced other wage increases in the general market. |
| 19A |
| The wage determination is received on December 27th of each year and the Executive Order (EO) is executed on January 1st of each year. In the past, it has not been incorporated; however, with changing the period of performance (PoP) from the past contract, the timing of incorporating these through a modification is more efficient. |
| C## |
| 33 |
| CPI adjustment is only on fuel costs on the bid number each year. Please explain process |
| 20A |
| The price of fuel is unpredictable. Notify the government of the base rate and when the option is exercised vendors will receive a Consumer Price Index from January. The CO will calculate the new milage rate. When the CO sends the notice of intent, this calculated rate will be included with notice of intent. If there is a discrepancy or issue, this time between the letter of intent and signature of the modification for the vendor to note any issues. |
| C.5.4 MFSU TASK ORDER PROCEDURES (a)(2) |
| 34 |
| (2) "Only one contractor is capable of providing the service requested." What does this mean? Is it like a max capacity thing that you’re looking at? Like the closest kitchen says its max is 1500 but there's another that can do 2000 so you just pick the bigger one because it might get that big? Seems like possibility for a claim if it never gets above 1500 and the smaller kitchen could have figured out how to handle it? |
| 21A |
| Please reference FAR Part 16 - Types of Contracts | Acquisition.GOV |
This is a FAR clause that discusses the Exception(s) to Fair Opportunity which has been included in past contracts as there are exceptions.
| C.5.4.(b) |
| 35 |
| “Firm Fixed pricing for task orders shall not exceed CWN prices contained the schedule.” Please explain this schedule and how this process will be evaluated? |
| 22A |
| Offered price for the task orders should not be higher than the offered price for the parent IDIQ. |
C.5.4 (d)
If you are awarded a Type 1 contract and are outside of your MAP, are you allowed to operate under the CWN BPA with that MFSU or is that already accounted for in the Second Priority Dispatch protocol?
| 23A |
| No. If awarded a “Type 1” contract and are outside of your MAP, it is accounted for in the Second Priority Dispatch protocol. |
| 3. Handwash |
| 36 |
| It was our understanding that Handwash was not paid for but required and included in the meal pricing, for clarification, the handwash will be paid at the daily rate per the Unit Summary daily rate? |
| 24A |
| Handwash has a rate and is paid daily. |
| 37 |
| Going back to closest available for First Priority? Using crow flies versus road milage? |
| 25A |
| First Priority will be dispatched as closest available resource that can meet the date and time requested. The Government shall use Google Maps® or government determined mapping application when Google Maps® is inoperable to evaluate distance. |
| 37 |
| Please explain Second priority level 450-mile process? |
26A
Ordering Procedure:
-If NICC reviews the CAD report and finds no MFSU’s in the First Priority, then Second Priority resources will be considered. NICC will run the lowest price formula on Second Priority MFSU’s located within 450 miles of the incident. The MFSU with the lowest price will be called to verify their availability to meet date and time needed and physical location (at DDP or specified location). If this MFSU is available to meet date and time needed, they will be issued the order. If this MFSU is not available to meet date and time needed, they would be ineligible for the order and the next lowest price Second Priority MFSU will be called.-If all Second Priority MFSU resources within 450 miles are ineligible for the order then NIFCC will run another lowest price formula on Second Priority MFSU’s within 450+ miles of the incident and repeat the lowest price selection process listed above until a Second Priority MFSU is assigned to the incident.
*450 miles from the incident is based on driving 45 mph x 10 hours drive time as interagency incident guidelines limit driving to 10 hours/day, therefore, within 450 miles allows a vendor to arrive within a day after being ordered. It also maintains consistency with VIPR.
| 27 |
| Statement of Work |
| D.1.1 SCOPE (b) |
| 2 |
| The last sentence has added, “…limitations such as tight one lane roads or over limited load capacity bridges or culverts.” We are mobile kitchens in converted semi-trailers. We are not small box trucks. Why was this added? |
| 27A |
| This was added because there are a number of caterers who say that they cannot manage these roads. Caterers cannot always be on pavement. Caterers need to have the ability to go where the fire is located. |
Follow-up question: Can caterers have an escort for food delivery? Yes, if requested.
| D.1.1 SCOPE (c) |
| 2 |
| Section (c) says, "All meals shall be served and consumed in the dining area.... Exceptions are approved on a case-by-case basis by the FDUL." From what Karen is saying on her current fire, she has been feeding several crews foil wrapped hot meals regularly. Seems like this should be a small exception, not the rule. These guys got spoiled with the clamshells and aren't letting go. Do the kitchens have back up to say, "no"? |
| 28A |
| Government knows that clamshell containers are not allowed. If it is an exception due to a health issue, then that can be an exception. However, if a caterer is directed to perform an action that is out of the scope of the contract, please notify the COR. |
| D.1.1(2) (i) |
| 3 |
| What is the MAP Daily Availability Rate? |
| 29A |
| Please refer to the answer provided for question number three (3). |
| D.1.3 (f) (1) |
| 4 |
| How are breakfast bar or salad bar only meals being counted by the government person? |
| 30A |
| The breakfast bar and the salad bar are count as a meal. Cereal, milk, and coffee until 10:00AM are not counted as a meal. |
| D.1.4 (j) |
| 5 |
| Not a question. Just give the teams a heads up that kitchen footprints will get bigger. The kitchens are getting shoe-horned into smaller and smaller areas. |
| D.1.4.(g) |
| 5 |
| Automatic glove system or bio-based gloves provided for self service area to be used by customers? Are these mandatory or optional for use? Who monitors? |
| 32A |
| The automatic glove system or bio-based gloves are optional use by incident personnel. It is mandatory to provide them, but not mandatory for use. |
| D.1.4 (e)(j) |
| 5 |
| References in this section are for minimum seating for 150 personnel, however the rest of the document references 200 personnel, can you clarify if covered seating for 200 or 250 personnel is required. |
| 33A |
| Covered seating should be provided for 250 people when providing seating under tents. |
| D.1.4 (k) |
| 6 |
| C.5.1 (C3) page 29 states the required minimum for seating is 200. The section cited states 250 as the minimum for seating. Which number is correct? |
| D.1.4 9(r) |
| 6 |
| Is the minimum 1,000 gallons of gray water storage for each piece of equipment producing gray water, or the total for all gray water producing equipment? |
| 35A |
| The minimum is 1,000 gallons capacity combined regardless of how it is divided to achieve 1,000 gallons. An additional 400 gallon capacity is required for the hand wash . |
| D.1.6 (a)(3)(iv) |
| 12 |
| Plastic pallets are no longer allowed in the sack lunch trailer? Are plastic pallets allowed anywhere? |
| 36A |
| Wood pallets are not acceptable in the refrigeration area. Wood pallets are allowed in the distributor’s trailer, as long as wood pallets are not the operational "required" refrigerated trailer. Plastic pallets and shelving are acceptable and required in the refrigeration area. |
| D.1 (a)(6) Potable Water Tank Storage |
| 62 |
| Can the 1000g of grey water be split between the kitchen and Handwash unit (i.e. 600gal tank attached to kitchen and 400gal tank attached to the handwash unit for a total of 1000g grey water capacity?) Alternatively, can you have two 500gal tanks that are connected for a total of 1000g grey capacity? |
| 37A |
| Yes. Needs to add to 1,000 gallons total. |
| D.1.7 (b) (1) |
| 14 |
| New requirement. 4 oz nonmeat protein for breakfast available on request or required on every plate? |
| 39A |
| The language for non-meat protein will be changed to “vegetarian option” to clarify. It is required on vegetarian requested plates. |
| D.1.7 (2) (iii) |
| 14 |
| Hot can non-meat protein only provide when specifically ordered by FUDL? |
| 40A |
| No. Non-meat protein is served with all dinner meals. |
| D.1.7.(4) (i) |
| 15 |
| Added Cream cheese PC every day? |
| 41A |
| Yes. On breakfast bar want cream cheese every day. |
The government wants the vegetarian option to be as close to the meat option as possible.
For breakfast the vegetarian non-meat will not count eggs as non-meat because everyone gets eggs. Protein will be 4 ounces. Hot can is different as there is more weight in it.
| D.1.7.(5) |
| 15 |
| Explain off-site lunch options available in new contract? |
| 42A |
| Off-site lunches will result in a deduction as listed in the deduction table. |
| D.1.7.(5) (iv) |
| 16 |
| Separate vegetable toppings added in addition to vegetable pack already spec’d? |
| D.1.7 (6)(i) |
| 18 |
| Is the supplied table for protein rotation given as an example or a requirement? What is the process to make changes to this suggested rotation? |
| 44A |
| It is a requirement to serve food of this type within seven (7) days. The order within the seven (7) can be switched around; however, these seven (7) proteins must be served within the first seven (7) days. |
Question: Can the pork chop and pork loin be swapped because the pork loin is frozen. You can switch anything within the seven days (7); but remember you must serve a beef steak once per 7 days.
The government will adjust the title to the chart to reflect verbiage similar to: “During this week you can serve…”
| D.1.7.(6) (i) |
| 18 |
| Menu protein options fixed to this new schedule? |
| 45A |
| The order of the options is not fixed; however, the food types are fixed. |
| D.1.7.(6) (A) (ii) |
| 19 |
| Please clarify Vegetarian Entrée protein oz size (when ordered) |
| D.1.6(c) 24 hr service bar (1)(ii) |
| 21 |
| Please clarify. Our coffee makers are in trailers but accessed from an outside door, so is that in compliance? |
| 47A |
| Yes. They are in compliance. |
D.1.7 (6)(d)
Please clarify whether you’re asking for 6oz or 8oz of starch for dinner?
| 48A |
| Meat is measured by weight, but a starch is measured by volume. |
| 23 |
| Define Chocolate milk as it’s required? |
| 49A |
| Comes from the dairy as chocolate milk. |
| 26 |
| 50# weight paper bags? 35# inadequate? |
| 50A |
| A 50# weight paper bag is being required due to its durability. However, it the caterers develop something else that makes sense, please notify the CO or COR so that it can be considered for the solicitation. |
| Exhibit D.1. |
| 29 |
| Please review and explain all deduction categories on this grid. |
| 51A |
| Deduction categories can be found in exhibit D.1 |
Who has the final authority to approve a deduction requested by an FDUL due to a performance issues?
| 52A |
| The FDUL is not making the final decision. It is up to the LOGS Chief, COR and CO. |
| D.5 Exhibit D.5B |
| 48 |
| Page 48 should be this exhibit but is not there. |
| D.7 |
| 51 |
| The Shift Provision Menu needs to be corrected. It doesn't list "Secondary Entree" or "Dried/Pureed Fruit" |
Is the use of freeze-dried fruit permitted?
| 55A |
| No. Fresh fruit and vegetables are needed. |
General
If a MFSU has additional kitchen equipment in production at time of proposal can a leased piece of equipment that meets all inspections/requirements be used in place of the equipment in production as long as a lease agreement and VIN/unit information is confirmed and provided to the CO?
| 56A |
| The lease needs to be for the length of the contract and secured prior to proposal submittal. |
General
What will the Submission Requirements be for new Offerors?
| 57A |
| This is a new requirement with a period of performance from 2025 to 2030. All offerors must submit a proposal. |
| 58 |
| N/A |
| "Pre-solicitation" conference held in Boise, ID at the National Interagency Fire Center (NIFC) on Wednesday, July 31, 2024 from 9a-5p |
| N/A |
| Are attendees required to ‘RSVP’ prior to attending this meeting on 07/31? |
If so, where and how should one RSVP?
| 59 |
| N/A |
| “MS Teams will be available as well for those unable due to current fire assignments, etc.” |
| N/A |
| Where can one access this MS Teams link? |
| 59A |
| MS Teams can be accessed through the calendar invitation. |
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