Amend_001_Solicitation_Q_A_-_final_0001.pdf

Questions Regarding Haskel Indian Nations University Solicitation#140A2324R0058, Food Management Services

1. Please provide the list of attendees for the Tuesday, May 28th pre-bid conference.

Representatives from Little Band Government Contracting

2. Please provide a copy of current Eagles Nest Menu.

At this time Eagles Nest is not currently open and will not open until SP25 (estimate only)

Sample Menu

Hamburger

Cheeseburger

Beyond Burger ***

Grilled Chicken Sandwich

Crispy (Regular and Spicy) Chicken Sandwich

Chicken Strips

Grilled Cheese Sandwich

Philly Cheesesteak

Hotdogs

Brats

Beyond Brats***

Pizza

*** denotes vegan options

Appetizers and Sides

Chicken Wings

Fried Ravioli

Mozzarella Sticks

Onion Rings

French fries

3. Please provide a copy of Eagles Nest selling prices.

At this time Eagles Nest is not currently open and will not open until SP25 (estimate only).

Pricing will be at the discretion of Contractor but can be revised by Haskell.

4. Please provide a copy of the current catering guide.

There is not a current catering guide.

5. Regarding Section 2: General Requirements; We are requesting a copy of the 2023/2024 University

Academic Calendar and the 2024/2025 University Academic Calendar.

See attached 5 year academic calendar https://haskell.edu/wp-content/uploads/2024/02/FS-5yr-

Academic-Calendar-11.6.23-2.pdf

6. Please provide the current cost of the Semester meal plan for a student.

$245.00 for students on a meal plan for Fall & Spring Semesters, $125 Summer Semester

7. What is the current cash rate for Breakfast – Brunch - Lunch – Dinner?

The current price for meals at Curtis Hall is $5.00 for Haskell employees and students who are not on meal plans. $12.00 for non-Haskell personnel.

8. How many students were on the meal plan; Fall semester 2023 and Spring semester 2024?

FA23 - 830 with 2 Off-Campus Meal Plan

SP24 - 616 with 1 Off-Campus Meal Plan

9. During Semester Breaks, or limited-service periods; will both the Curtis Hall Dining Center & Eagles

Nest be required to be in operation?

No, only Curtis Hall will be open during breaks and limited-service periods.

Attachment No. 1 - Q&As https://haskell.edu/wp-content/uploads/2024/02/FS-5yr-Academic-Calendar-11.6.23-2.pdf https://haskell.edu/wp-content/uploads/2024/02/FS-5yr-Academic-Calendar-11.6.23-2.pdf

10. Regarding Section 3 – Contractor & Federal Personnel,

a. 3.29 Physical exams, a TB test with negative result is required. What additional tests will be required during the exam?

Only a TB test will be required. However, I will refer you to the Kansas Food Code Chapter 2

Management and Personnel https://www.agriculture.ks.gov/divisions-programs/food-safety-and-lodging/laws-code-for-food-safety-lodging

11. BIA – Employee Clearance. We understand that part of the deliverables is a list of our employees 14 days after an award is made. How long will it take before the initial results are available?

Once awarded, Haskell will initiate the background clearance process with BIA and awardee. A clearance will be needed for each contract employee, this process could take 2-8 weeks or longer.

12. When will our employees be able to start work? As an example, can they start while the review process is underway, can they start with an initial positive report?

Employees can start once background investigation has been received with favorable screening from BIA.

13. Regarding 3.3.2 -Current Staff,

a. How many of the current Cooks or Food service workers are scheduled at the Eagles Nest?

There are no employees working at Eagle’s Nest

14. Regarding the Student Work program: will the contractor, or the University be paying the students?

The contractor will be paying the students hired at University listed rate of minimum of $15 per hour.

15. Our understanding is that there are currently eleven (11) HINU dining service employees & these employees will be retained and continue to be paid by the University. As a HINU dining service employee retires, or resigns, we will back fill – hire a new employee to replace the departed employee.

a. Are the current Haskell Govt workers in a union? If so, please provide details such as a copy of their Union Collective Bargaining Agreement.

Yes, but contractor will not be responsible for the supervision of federal employees.

b. Please Clarify the chain of command regarding the HINU dining service employees. As an example, will the HINU dining service employees report directly to our management team, or will they report to the COR (Contract Officer’s Representative)?

A work leader will be in the facility to work with the Dining Facility Manager (Contractor). The work leader will report any employee issues to the dining services supervisor.

16. Regarding projecting future costs of operating the contract. We need your assistance in identifying when the current HINU dining service employees will be retiring, so that we can factor into our costs the timing of when we will need to add extra employees onto our payroll.

Government retirement is unknown by Haskell until employee notifies supervisor.

17. Regarding 6.3 Contractors Responsibilities – “Maintain Daily Meal Couts” - Will the University provide the POS units that will also be able to Scan meal tickets?

POS for cash collection will be provided by the contractor. The University will provide a system to swipe student IDs for meal plan participants.

18. Regarding Attachment NO 3 – Student Meal counts January 17 thru Feb 22, 2024.

https://www.agriculture.ks.gov/divisions-programs/food-safety-and-lodging/laws-code-for-food-safety-lodging https://www.agriculture.ks.gov/divisions-programs/food-safety-and-lodging/laws-code-for-food-safety-lodging

a. Please provide weekly meal counts for July 1, 2023, thru Dec 31, 2024, by each meal period

(Breakfast, Brunch, Lunch & Dinner)

Here are the headcount numbers for January 23 through March 8. We are looking for the 2023 numbers. We do not have a number for December 2024; we are only to June 2024.

1/23-1/27 1/28-2/3 2/4-2/10 2/11-2/17 2/18-2/24 1/23-3/8

Breakfast 424 521 486 384 347 3517

Lunch 1388 1784 1632 1404 1017 11406

Dinner 1056 1611 1407 1121 819 9065

Brunch 137 326 282 224 362 1649

Supper 185 397 423 311 406 2108

# Reference

(RFP, PWS,

Attachment, etc.)

Discussion Question/Comment

1 Page 5, Para

No. 6, Section B.1

The Food Service Management Company

(Contractor), with federal employees and its own employees, shall be required to operate and manage HINU's Government owned cafeteria and food service program.

How many federal employees (with duty positions, if possible) will assist the contractor in operating and managing

HINU's government- owned cafeteria and food service program?

Answer: Eleven personnel work in the

Dining Facility: One Cook Work Leader, Five Cooks, and Five Food Services Workers.

2 ATCH No. 1, Section 1, Para

1.2

The Contractor shall provide all personnel, supplies (to include food), transportation, tools, materials, supervision, and other items necessary to accomplish the general requirements, specific tasks and to meet mandatory performance standard as stated in this PWS.

Does this statement include student workers as employees? ie. Does the contractor pay the student workers? If yes, how many hours does HINU pay annually for?

Answer: The Contractor will hire student workers on a part-time basis. The total number of hours for Work Study in 2023 was only $8300 (4 Student Workers). I would assume this was due to management hiring

FS Student Workers. Amount form 10/23-

05/24 is $29,350 (9 Student Workers).

3 Page 5, Para

No.

20, Section B, B.5 & PWS, Page 10, Para

6.3.2

The Department of the Interior (DOI), Bureau of Indian Education (BIE), Division of

Acquisitions anticipates awarding an Indefinite

Delivery – Indefinite Quantity (IDIQ) contract with Firm Fixed Price (FFP) CLINs for Food

Management Services at HINU as a result of this opportunity.

*Catering, special meal services or arrangements may be requested by the COR

14 days prior to the event. I.E., ceremonies, There is no available pricing for additional events in the Price Schedule.

How will the government pay the contractor for catering and special events? Will this be funded separately from the Firm-Fixed Price portion of the contract?

Answer: Pricing for special events will be set by the Contractor and COR. The major events, formal lunches or dinners, hosted affairs (sit-down dinners), etc. Services required include delivery, set-up and pick-up in a timely manner. Waiters will be provided as needed by the contractor.

contractor will be solely responsible for catering on campus. Government-sponsored events will be paid to the contractor from the government. Haskell hosts community-sponsored events, and the pricing will be between the contractor and the event host. The event will be paid for by the event host.

4 Page 6, Para

No. 7, Section 3.3

The dining facility currently has a small staff for the operations of dining services. It is the

Contractor's responsibility to fill any positions of need to complete the daily operations of the dining facility, to include the On-Site

Manager.

Will contractor take over the incumbent staff or will staff remain employed by the university i.e. Federal

Government?

Answer: The current Staff will remain employed by the government. The contractor is responsible for hiring any additional staff. If current staff are no longer employed at the dining facility, the contractor will be responsible for replacing the employees.

5 Page 11, PWS, Para

No. 6.3.3

Weekly Meal Plan: Recommended minimum menu specifications for a cafeteria serving (3) meals a day. The weekly menu will be made known to the students by working with the

HINU IT department to show the menu on the campus monitors.

Will a standard menu example be required for submission?

Answer: A weekly menu will be turned into the COR. The COR will then post the campus menu.See below sample.

6 PWS Page 9, Para

13, Section 6.3, Sub

Section 6.3.1

Paying customers such as non-meal plan students, staff and faculty, other Federal employees, and visitors on campus for HINU purposes/interests.

Will Staff meals, visitor meals be priced out per task order or are these meals already accounted for in the daily headcount projection?

Answer: Kitchen staff have their meals deducted from their paychecks. Employees and Students (not on a plan) will pay $5.00 per meal. The remaining food costs will be incorporated into the contract. All non-

Haskell employees will pay a standard rate.

Currently, the Standard rate is set at

$12.00 per meal. Any Request to change the standard meal rate will be submitted to the COR and brought to the President of the University for approval.