CJIS Cafeteria RFC Responses (1.28.2021).pdf

FBI CJIS Cafeteria / Food Service

RFC Responses 01/28/2021

RFP# 15F06721R0000064 1

Number RFP Section Page Offeror Question Government Response

1 General General

I am hoping to find out if there is an incumbent contractor currently performing these services, if similar services have been performed in the past, or if this is a new requirement.

The incumbent is Taher.

2 General General If this is a follow-on requirement, could you please provide the previous contract or task order number?

DJF-15-1200-K-0010658

C.5.28.4

I.5

Is the requirement subject to the Service Contract Act? Yes. Refer to Section C.5.28.4 and Section I.5

4 General General Do individual patrons and students pay for their meals or does the government offer subsidies?

Yes, patrons pay for meal/food.

5 C.8.1 15 Are the facilities inspected by the local Health Department? Yes on a quarterly basis.

6 G.5 25 The statement of work addresses invoicing by the contractor to the government. What are the costs that the contractor is invoicing for?

Invoicing will be for the Incentive Fee.

7 C.7.1 12

Wage determination attached to this requirement lists food service worker at 9.65 per hour. If the Federal Minimum Wage goes to

15.00 per hour soon, how will the value of this contract change and at what stage in the procurement?

This is a zero cost firm fixed effort. The awarded Contractor is responsible to comply with DOL wage determination rates.

8 General General Will the contactor be responsible for paying the government a percentage of sales?

No.

9 General General Will the contractor be responsible for paying the government any rents?

No.

10 General General Who is responsible for cleaning any exhaust hoods?

General everyday cleaning shall be the responsibility of the awarded

Contractor. However, the Government has an independent contract for required cleaning of the exhaust hoods.

11 General General Is the contractor responsible for the purchase of all foods?

Yes. Any food offered by this contract shall be purchased/prepared by the awarded Contractor or its sub-contractors.

12 General General Is there an anticipated site visit?

No. Please see video posted with RFI at www.BETA-SAM.gov announcement 2021-0100-0002.

13 C.2 4-5 Table 2.2 on page 5 of the RFP doc shows monthly and annual sales history. Are these figures for the CJIS Café ony?

No. Figures include CJIS Main and BTC.

14 C.2 4-5 These sales figures are net of sales tax? Gross Sales

15 C.2 4-5 Can we get a breakdown of the sales history by CJIS Café, BTC Café, Coffee Bar, and Mini Mart?

No. This level of information is not required by the existing contract.

16 General General Is this bid a RSA Priority? Please see 34 CFR § 395.33

17 E 22

In section L.9.5, The Standard Form of Contract, can you please clarify if we need to include Section E as the services required do not appear to be in conjunction with an Alliant Contract?

First paragraph is not valid for this effort. No change to RFP.

18 A 2 Can you please confirm if Form SF1449 needs to be returned with our proposal?

Signed SF 1449 shall be returned with Proposal submission.

C.2

F.1

4-5

The RFP states March 15, 2021, as the base period of performance.

Given that the CJIS Main Cafeteria's renovation's anticipated completion date is March 31, 2021, can you provide the timeline for the transition period along with the anticipated date of full food service operation in the cafeteria?

The Government has provided the CJIS Main Cafeteria renovation anticipated completion date (March 31, 2021). Proposals shall contain a Transition Plan for full food service operation for CJIS Main and BTC cafeterias, with contract award anticipated date of March

15, 2021.

20 F.1 23

Will there be a different transition timeline, and start date for the cafeteria in BTC, as our understanding is that this space is not being renovated?

See response to Question 19.

21 L.5 60

Under L5 REQUIREMENTS FOR FORMAT, It states proposals shall be submitted in loose-leaf binders no larger than 3 inches thick at the thickest point. In L8 Proposal Delivery Instructions, it says all proposals shall be electronically submitted by 10 a.m. Friday, February 19, 2021, to the following email addresses. Do you want both hard copies and electronic copies, and if you do want binders, where should they be delivered?

Proposals shall be submitted in accordance with Section L8

(electronically). Hard copy proposals will not be accepted. No change to RFP.

22 C.12.6 20

It is understood that this contract is a Zero Cost, Firm Fixed Price, Incentive-Based contract, as defined in section L.2. Given that understanding, how and when would a contractor request reimbursement for administrative expenses as described in C.12.6:

All administrative expenses are the responsibility of the Contractor and are not billable to the Government.

23 C.2 4-5 Is it possible to break out the revenues by the two cafeterias CJIS

Main and BTC

See Section C.1 for estimated population and Section C.2 for gross sales.

24 General General What is the availability for a physical site visit prior to response submittal?

See response to Question 12.

25 C.4.2 6

Will the contractor have the ability to adjust service levels based on site population on any given day above and beyond the COVID period of 2021?

See Section C.4.1

26 General General Will the contractor have the ability to operate a 24/7 market within the parameters of the cafeterias?

Offerors are encouraged to propose innovative solutions that satisfy and are in compliance with the RFP requirements.

27 C.4.2 6 Is the catering exclusive to the site contractor? See Section C.4.2

C.1

C.2

4-5 Can you provide the catering revenue for each location for 2019? See Sections C.1. and C.2

RFP# 15F06721R0000064 2

Number RFP Section Page Offeror Question Government Response

29 C.7.1.5 13 Please further explain the intent of C.7.2.1 - “The staffing plan shall include retention rate of cafeteria staff for the past 36 months.”

Offeror's Staffing Plan shall provide staff turnover rates for the past

36 months.

30 L.5 60

Section L.5 indicates the government seeks proposals to be submitted in loose-leaf binders no larger than 3 inches thick. While section L.8 requires the proposal to be transmitted electronically.

Please clarify intent.

See response to question 21.

31 General General Can the government provide a PDF footprint of each area of service?

If available, Please see Attachments:

Attachment RFC1 - CJIS Main Kitchen Drawing.pdf

Attachment RFC2 - BTC Kitchen Drawing.pdf 32 General General Please provide corresponding major equipment specifications. Specifications will be provided after award.

33 General General Will small business proposals serve as an advantage in the evaluation process?

No

34 General General

Has the Performance Work Statement Biobased Initiative

Requirement changed from the previous contract to this contract?

What percentage of compliance to this initiative has been obtained during the existing contract?

No

The Contractor is required to comply with FAR 52.223-2..

35 General General

Is internet service provided by the government? If not, is there a list of approved providers that the contractor is allowed to contract with in order to obtain internet service? If so, can this list be provided?

A network POP will be provided.

36 General General Is there an early termination provision for the Contractor and if so, what are the terms and conditions related to this?

No

37 C.7.1.2 13

The PWS mentions in several areas that resumes should be provided for Key Personnel as part of the Contractors Proposal. In the event that individuals have not been identified for each Key Personnel

Position or they have not accepted the offer of the contractor to transition into this position, is it acceptable to provide resumes that do not identify an individual, but rather identify the knowledge, experience and other requirements that the Contractor would use as minimum hiring requirements?

No

38 C.2 4-5

Page 5, Table 2.1 Do the average percentage of personnel present during current cafeteria service hours reflect the current situation during COVID? If not, can the government provide adjustments to the current figures?

Can the government please provide an explanation of how these percentages were determined?

See Section C.1

The Government has internal procedures which collect attendance.

39 C.2 4-5

Table 2.2 – Sales: Please provide a specific definition for “Gross

Sales”. i.e. are the reported sales after sales taxes are paid. (net of tax) but not net of food and related expenses.

Gross sales is a metric for the total sales, unadjusted for the costs related to generating those sales.

40 General General What is the combined Sales Tax Rate? (State, County, City) 7% 41 C.2 4-5 Can you please provide historical customer counts? See Table 2.1 - Personnel

C.4.1

General

C.2

C.2

General

4-5

4-5

Are the required Hours of Operation for the Coffee Shop different than the food service requirement in this section?

Was there an onsite Coffee Shop in the previous contract?

If so, were the Coffee Shop sales included in the historical sales figures as provided in the PWS, Table 2.2?

Did the population or scope of work or services change from 2016 to

2017 and/or in 2017 to 2018 as there is a fairly significant increase in sales from $1.2M to $1.5M and $1.5M to $1.8M respectively? If not, what does the government attribute the increase during those periods to?

The integrated coffee bar is a new requirement for the CJIS Main.

Offerors are encouraged to propose innovative solutions that satisfy and are in compliance with the RFP requirements for the CJIS Main integrated coffee bar.

No

N/A

Slight increase in onsite personnel, in addition to innovative and quality offerings at a reasonable price

43 General General Was there a Dinner Service Requirement in the past contract? If so, are those sales included in Table 2.2?

Yes

44 C.4.1 6 Are both Dining Services (BTC and CJIS) required to serve a dinner meal?

See Section C.4.1

45 C.4.1 6 Are the Required Hours of Operation the same in the PWS as in the previous contract?

Yes

46 C.4.1 6 Is the Dinner menu/service offerings scaled back compared to lunch? See Section C.4.1

C.4.1

C.4.2

It is stated that the Hours of Operation may be increased upon approval by the CO. Is it reasonable to assume that they may also be decreased upon approval by the CO as well?

Section C.4.1 and Section C.4.2

48 C.4.2 6

C.4.2 Catering Services: Were Catering Sales by current contractor included in the historical sales figures provided in the PWS, Table

2.2?

Yes

RFP# 15F06721R0000064 3

Number RFP Section Page Offeror Question Government Response

49 C.4.2 6 Can Annual Catering Dollars Spent with the onsite contractor be provided along with the number of catering events?

No

50 C.4.2 6 Is there an approved catering vendors list that can be provided? No

51 C.5.4 7

C.5.4 Operations: Is the operation 100% served on disposable plates/utensils or are customers offered the option of china/flatware?

The normal service is disposable plates/utensils, however china/flatware is an option.

52 C.7.1.1 12

C.7 Staffing: Has the requirement for Key Personnel (Executive Chef, etc.) changed in this PWS compared to the previous contract? If so, what is the difference if any in the requirements?

No

53 C.8.1 15

C.8.1, INCENTIVE page 15: Food Prices (with consideration to volume pricing). Can you please explain what consideration will be given to pricing as it relates to volume or provide an example of this will be measured? Is this related to the contractors ability to purchase product or to sell product?

Incentive evaluation will be based on innovative offerings by the

Contractor. Examples can include discount for repeat customers, BOGO, loyalty discounts, etc.

54 C.9.3 16

C.9.3 Please provide further details of what the Government’s expectations are related to the Contractor’s Pricing Policy Plan to include details of the topics & purpose?

See Section M.4.4.4

55 General General C.11 Facilities: Does the Government provide Hood Cleaning

Services?

See response to Question 10

Attachment J1

Sample Menu Price

Template

N/A

The Sample Menu Price Template does not provide some information that may be needed in order for an accurate comparison to be made between Contractor’s Proposed Prices. For example, Hamburger is described as 1 serving, however there is not a detail to describe the portion weight of the beef, nor the ratio of Protein to

Fat. One contractor may provide pricing for a 2 ounce burger whereas another may provide pricing for an 8 ounce burger.

Different quality standards apply as well and should be taken into account. Please provide the quality and size expectation standards for each item?

Please see C.9.3

57 L.5 60

L.5 Page 60 Requirements for Format & L.8 Page 61This section states that Proposals Should be submitted in loose-leaf binders.

However, Section L.8 and the Solicitation Posting on Beta.SAM state that the proposals are to be submitted electronically by 10 AM, Friday February 19th. Please clarify as to which is the correct method of submission and the time zone for submission deadline.

Additionally, section L.20 refers to retention and disposition of unsuccessful proposals and the language contained therein indicates that one soft copy of each proposal will be retained. Please clarify if more than one copy of a proposal is to be sent as part of the proposal submission process.

See response to Question 21.

Attachment J3

Incentive Fee Plan Attachment 1

Customer Service: Performance Standards for Customer Service, which is 30% of the incentive fee are based on the Contractor

Meeting 30% or better customer participation (adjusted yearly as needed) of the CJIS population (adjusted quarterly as needed).

Please provide additional information as to how the CJIS Population is determined and measured. For example, is there a Daily Badge

Scan Log that is produced where the CJIS Population is determined from?

The Government has interal procedures which collect attendance.

Attachment J3

Incentive Fee Plan Attachment 1

Additionally, please provide the criteria that the government will consider when adjusting the Customer Participation Percentage annually as needed.

See RFP Section C.1

Attachment J3

Incentive Fee Plan Attachment 1

Management of Food Services: The required Services (Tasks) reads as follows: Keep food prices competitive to an average of at least

10% to surrounding food establishments that have comparable services and food.

Question: Will the COR take into consideration that the Contractor may have a higher payroll burden due to Attachment J2 –

Department of Labor Wage Determination Rates & Executive Orders as compared to other surrounding food establishments that may have comparable services and food and as a result the contractor may need to charge higher prices for products in comparison?

Please see C.9.3