Attch 2 Statement of Work FAS Holiday Reception Final.pdf

U.S. Department of Agriculture (USDA)

Foreign Agricultural Service (FAS)

2023 Catering Service for FAS/Animal and Plant Health Inspection Service (APHIS) Holiday

Reception

Statement of Work

BACKGROUND:

The Administrators of FAS and APHIS are co-hosting a reception for embassy counselors and attachés, cooperators, and other key implementing partners and stakeholders to thank them for their engagement with U.S. agriculture. The reception will take place at U.S. Department of Agriculture’s complex on the

Whitten Patio.

CONTRACTOR REQUIREMENTS:

Technical Requirements / Tasks:

As a part of this contract, the following requirements are needed from the catering company:

The caterer shall provide the following:

1. Several fixed (static) buffet station(s) with U.S. cuisine.

2. A display featuring American grown fresh fruit and cheeses.

3. A seafood display including items such as shrimp and salmon.

4. At least one gluten free item on each of the static buffet stations (clearly marked as gluten free).

5. Hand passed hors d’oeuvres and stationary hors d’oeuvres.

6. Venetian dessert table.

7. Food should be sourced from the United States when possible highlighting Geographic

Indications (GIs) and common names[1] with signage, for example Nebraska Beef in

Peppercorn Sauce served with Baby Butter Roasted Idaho Potatoes or 100% Pure California

Olive Oil and bread or BelGioioso Gorgonzola handcrafted in Wisconsin.

8. Printed cards identifying all items including food allergens.

9. Waitstaff passing food.

10. Ice for all beverages.

[1] Common Meat Products: Black Forest ham, Genoa salami, Mortadella

Common Cheeses:

• Cheddar (New York and Vermont both have good selections of 12 or 24 months aged)

• Brie and Camembert: Cowgirl Creamery has good selections. May feature baked brie.

• Fontina, Asiago, Gorgonzola, or Oregonzola: BelGioioso has good selections for these.

• Tommes or Tarentaise (Vermont): Spring Book Farm in Vermont or Twig Farm Tomme. Also in a similar style there is Grayson from Meadow Creek Dairy in Virginia.

11. A punch bowl filled with a quality non-alcoholic punch.

12. Bottled water and an assortment of sodas and juices.

13. Usual reception supplies & equipment: linens, glassware (including wine and beer glasses), flatware, plates, etc.

14. Heavy-duty plastic or other material to protect the carpet and furniture where the back-up food is kept.

15. An explanation regarding how the caterer will prepare the food and ensure that it is fresh. Will the caterer require the use of a large portable kitchen/truck, etc.?

16. Two bartenders for two separate bar stations.

17. Floral arrangements and holiday themed decorations for buffet and dessert tables and stations. Featured theme: Winter Solstice featuring mistletoe, holly, and ivy along with conifers.

18. Containers to pack and provide all leftovers to the party contracting the catering services.

19. Pictures showing events catered previously.

20. Standard 4x6 tables will be provided by the USDA; additional tables other than

4x6 will be provided by the Contractor.

21. Contractor is responsible for cleanup.

GOVERNMENT FUNRISHED:

USDA/FAS will provide the beer and wine for the event.

Menu and Number of guests: Contract will provide a suggested menu for the event as a part of your proposal. Provide separate cost estimates for the recommended menu for 250, 275, and 300 guests. USDA will monitor the RSVPs and provide a final head count to the caterer within 48 hours of the event.

DELIVERABLE SCHEDULE:

Item

No.

Deliverable

Description

Delivery Format

Due

1. Contractor Walk

Through To determine the desired layout.

In-person event Within 2-5 days prior to the event

2. Food and

Decoration

Preparation

Contractor will arrive at location to begin setup

In-person event December 14,

3. Make, Model, and License Plate numbers of

Vehicle information will be needed so the

Email to

Yvette.wedderburn@usda.gov

December 11, contractor’s vehicles contractor can park on the premises.

4. Final Menu

Final menu for the event should be submitted and approved.

Email to

Yvette.wedderburn@usda.gov

December 1,

5. Approval of contractor write-ups on food/geographic locations/any other signage

Submit pictures of signage for food displays.

Email to

Yvette.wedderburn@usda.gov

December 4, PERIOD OF PERFORMANCE:

The Period of Performance is December 11-15, 2023. The reception will be held on Thursday, December 14, 2023, from 5:30 p.m. to approximately 7:30 p.m.

PLACE OF PERFORMANCE:

U.S. Department of Agriculture

Jamie L. Whitten Building – Whitten Patio

1400 Jefferson Drive, S.W. (between 12th Street and 14th Street)

Washington, DC 20250

SCHEDULE:

The tentative schedule is shown below:

1:00 - 5:30 p.m. Deliver equipment and decorations, and set-up buffet and beverage stations.

5:30 - 7:30 p.m. Monitor buffet and replenish as needed.

7:30 - 8:30 p.m. Begin to close-out the reception and clean-up.

*USDA will provide a final schedule by date of walk through.

SECURITY AND PARKING PROCEDURES:

a. USDA/Foreign Agricultural Service/Communications and Executive Support will arrange parking for the truck and staff vehicles.

b. Make, model and plate number of all vehicles, and names of catering staff working the event.