QA CJIS Cafeteria Solicitation 1.6.26.pdf

Page Number Question Answer

Please provide the current on-site population by building (e.g., CJIS Main, BTC, and any other populated buildings) and by typical work shift (day, evening, overnight). If available, include any anticipated staffing changes over the initial contract term that may materially impact cafeteria demand.

Average Staffing Distribution (Mon–Fri, 24‑hour period) CJIS Main: 1,694 average staff BTC: 758 average staff Other populated buildings: 76 average staff

What percentage of the approximately 3,700 personnel are typically on campus each day versus teleworking or off-site, and how does this vary by day of week (Monday–Friday) and on weekends?

A majority of staff are on campus. Telework and off‑site work are very limited, if permitted at all. Staffing levels decline after 5 p.m. and on weekends, although personnel remain on site during those periods.

For each building (CJIS Main, BTC, and others as applicable), please provide actual or average daily headcount present by day of week for the following dayparts: 6:00 a.m.–10:30 a.m., 10:30 a.m.–2:00 p.m., 2:00 p.m.–6:00 p.m., and 6:00 p.m.–6:00 a.m.

The following reflects the average weekday headcount of individuals entering CJIS Main, broken down by time period:

5:30 a.m. – 10:30 a.m.: 1,503.5

10:30 a.m. – 2:00 p.m.: 58.8

2:00 p.m. – 6:00 p.m.: 71.9

6:00 p.m. – 5:30 a.m.: 59.8

The following reflects the average weekday headcount of individuals entering the BTC, by time period:

5:30 a.m. – 10:30 a.m.: 532.0

10:30 a.m. – 2:00 p.m.: 85.8

2:00 p.m. – 6:00 p.m.: 42.5

6:00 p.m. – 5:30 a.m.: 79.4

These averages represent Monday through Friday activity and include data only through midnight on Friday.

Weekend entry data are not available for either location..

For each of the above dayparts, please provide both the potential population on campus and the average number of actual cafeteria patrons (or transactions), so that we can understand the missed-shift ratio by daypart.

Potential population is answered in Question 1 and Question 4.

Please provide any available data on actual sales or transaction counts by hour of day (or in comparable time bands) for weekdays outside core meal periods, weeknights, weekends, and Federal holidays.

No available data

Are there particular days of the week, specific weeks, or times of year when campus occupancy and cafeteria demand are historically very low (for example, holiday weeks or major training cycles)?

Yes, often Holidays can make occupancy low.

Under the current contract, are there any regular or seasonal reductions in hours, station closures, or modified service levels during low-demand periods? If so, please describe the current practice.

No, unless the facility is closed by Presidential Executive Order.

N/A

If available, please provide aggregate demographic information for the campus population (for example, approximate age distribution and income bands or pay grades) that may help inform menu design and pricing sensitivity.

Age distribution 19-65+, with 47% of staff under age 45. Forty-four percent of salaries range under $75,000 and 30% under $100,000.

Beyond the current service windows and non-meal grab-and-go coverage described in the RFP, what minimum operating hours for hot food and coffee service at CJIS Main and BTC does the Government consider mandatory?

The minimum operating hours for hot food and coffee service are those already defined in the solicitation.

Beyond the service windows and non‑meal grab‑and‑go coverage specified in the RFP, the Government does not prescribe additional mandatory hours.

To what extent is the Government open to alternative service patterns (for example, limited hot stations in late afternoon/evening with enhanced grab-and-go) if they better match actual demand while maintaining reasonable access for staff across all shifts?

The Government is open to evaluating alternative service patterns if and when they become relevant. Any such adjustments would be considered during contract performance based on actual demand and operational needs.

During the 8:00 p.m.–6:00 a.m. period, does the Government expect any hot food service, or is a high-quality grab-and-go program with access to microwaves and appropriate equipment sufficient to meet expectations?

High quality grab-and-go program

Please provide the current scope of services provided at peak lunch service hours of 10:45 a.m. to 2:00 p.m. for both locations - Entrees? Grill? Full Service Deli? Salad Bar? Other?

Entrees, Grill, Full Service Deli, Salad Bar, and Other

Please provide the current scope of services provided at peak dinner service hours of 5:30 p..m. to 8:00 p.m. for both locations - Entrees? Grill? Full Service Deli? Salad Bar? Other?

Currently, a grab‑and‑go program is in place; however, under the new contract, this will change as the solicitation requires the addition of dinner service hours.

Will the Government consider establishing a defined process and criteria for temporary reductions or expansions of hours or days of service (for example, based on measured volume thresholds) during the term of the contract?

We will address that matter if and when it becomes applicable.

Please provide historical cafeteria sales broken down by major category (such as hot entrée lines, grill, deli and salad bar, grab-and-go, beverage and coffee bar, and catering) for at least the past 12–24 months, if available.

Data unavailable

If available, please indicate how historical sales are distributed between the CJIS Main cafeteria and the BTC cafeteria.

BTC Cafeteria – November 2025 7:00 a.m. – 10:45 a.m.: 29.09%

11:00 a.m. – 2:00 p.m.: 65.83%

2:00 p.m. – 6:00 a.m.: 4.45%

CJIS Main Cafeteria – November 2025 7:00 a.m. – 10:45 a.m.: 35.31%

11:00 a.m. – 2:00 p.m.: 60.55%

2:00 p.m. – 6:00 a.m.: 1.19%

These figures represent the distribution of sales activity by time period and are provided for general context only.

Please provide any historical data on catering revenue and activity (for example, average number of events per month, typical event size, and average check) so that we may appropriately size catering labor and menu offerings.

Data unavailable

Are cafeteria sales subject to state or local sales tax, and if so, how are those taxes currently handled under the existing arrangement (for example, included in menu prices or added at point of sale)?

State sales taxes apply to eligible purchases and are added at the point of sale, ensuring compliance with state revenue requirements and consistent pricing practices.

Are there any mandatory fees or assessments (such as specific credit card processing arrangements or campus service fees) that the contractor should explicitly account for in pricing and financial planning?

No mandatory fees or assessments are imposed.

Please confirm that under this solicitation there are no commissions, revenue shares, rent charges, or other payments due from the cafeteria contractor to the FBI or another Government entity, beyond the obligations stated in the RFP.

Confirmed

Has the FBI considered any alternative or hybrid commercial structures in addition to the no-cost, full P&L risk model (for example, cost-incentive or award-fee components, limited subsidies, or revenue-share arrangements)?

No

Will the Government consider an alternate pricing or contract structure in addition to a compliant base offer, or must all proposals strictly follow the no-cost model as written?

Proposals must adhere strictly to the no‑cost model as specified in the RFP.

N/A

The RFP notes a desire that cafeteria prices not exceed vending prices. Are there specific vending price benchmarks or rules the FBI expects (for example, that comparable cafeteria items must be priced lower than or equal to vending items)?

If soda or other items comparable to vending machine products are sold in the cafeteria, they must not be priced lower than the corresponding items in the vending machines

Could the Government please provide current vending product lists and price schedules so that offerors can accurately align cafeteria pricing with vending pricing expectations?

The Government does not consider vending product lists or pricing necessary for proposal preparation and will not release this information during the solicitation phase. Upon award, the successful contractor will be provided the relevant vending pricing details to ensure compliance with the requirement that cafeteria prices for comparable items are not lower than vending machine prices.

Beyond the formal process in the RFP for price and portion changes, does the Government have any target frequency or tolerance for price adjustments (for example, annual CPI-based reviews or only in response to major commodity changes)?

Vendor shall submit all price changes in writing to the Contracting Officer for approval and, upon approval, post them in the cafeteria for customer notification.

Will the Government consider including pre-defined price adjustment mechanisms (such as indexing to an agreed market basket or CPI) as part of the contractor’s proposed pricing policy?

Vendor shall submit all price changes in writing to the Contracting Officer for approval and, upon approval, post them in the cafeteria for customer notification.

Is the current vending contract managed directly through the West Virginia State Licensing Agency (SLA) or through another entity, and what is the expected relationship between the cafeteria contractor and the vending program?

SLA. The vending and cafeteria are two separate entities.

How does the FBI envision coordination between the cafeteria contractor and the vending program with respect to product mix, pricing alignment, and promotions?

The vending and cafeteria are two separate entities. The only pricing requirement is that cafeteria prices for comparable items must not be priced below those offered in the vending machines.”

Has the West Virginia SLA been formally consulted regarding this cafeteria solicitation, and, if so, can you share whether the FBI anticipates an SLA-led model with a commercial subcontractor or a direct award to a commercial prime contractor?

The Randolph‑Sheppard Act establishes a priority for award of this contract.

If an SLA-led model is anticipated, will commercial firms be permitted to propose as subcontractors to the SLA, and how should such arrangements be reflected in proposals and pricing?

Commercial firms may participate as subcontractors under an SLA‑led model.

Can the Government provide any recent condition assessments or age profiles for major Government-furnished equipment (such as ranges, ovens, dish machines, and refrigeration) at each cafeteria location?

Equipment at CJIS Main is 4–5 years old, while equipment at BTC is approximately 8 years old. The Government conducts continuous monitoring and maintenance of all equipment.

Are there any planned capital upgrades, replacements, or renovations to the CJIS Main or BTC cafeteria facilities or kitchens in the next three to five years that could affect layout, capacity, or service continuity?

No

Are there any minimum specifications, brand standards, or quantity expectations for contractor-furnished smallwares, disposables, and serviceware (for example, china versus disposables or additional sustainability certifications beyond those listed in the RFP)?

No

Approximately how often are cafeteria spaces used for non-food events such as meetings or assemblies, and at what times of day does this typically occur?

Cafeteria spaces are not used for large meetings or assemblies.

When dining areas are used for non-food events, will the contractor receive advance notice and will any adjustments be made if such use materially impacts sales, seating capacity, or labor requirements for setup and reset?

Cafeteria spaces are not utilized for large meetings or assemblies.

What is the typical timeline (average and maximum) for obtaining required clearances for foodservice employees working in the cafeterias and for vendor delivery drivers under the LAR and related processes?

Some cafeteria contractors hold Facility Access Approvals (FAAs), which permit unescorted access, while others hold Limited Escorted Access Requests (LARs). LARs may take up to five business days, unless information is identified, which requires additional review time. FAAs typically require six months to one year to complete. Contractors are often initially cleared under a LAR and subsequently granted an FAA. An FAA is required for any staff member who needs to leave and re‑enter the building to remove trash, dispose of grease, or retrieve items from the loading dock.

May newly hired staff begin training or limited duties in non-secure areas while clearances are pending, or must all clearances be fully granted prior to any on-site work?

Cafeteria spaces are located within a Controlled Unclassified Area and do not require clearances. Employees may be granted escorted access under a Limited Escorted Access Request (LAR), permitting entry into the building and cafeteria areas only. Access to other areas may require a Facility Access Approval (FAA). An FAA is required for any staff member who needs to leave and re‑enter the building to remove trash, dispose of grease, or retrieve items from the loading dock.

N/A

Are there incumbent employees currently working under the existing cafeteria contract, and does the Government have any specific expectations or preferences regarding employment offers to those incumbents by the incoming contractor?

Staffing decisions are at the discretion of the contractor, provided performance requirements are met.

N/A

Will the FBI facilitate communication or introductions with the incumbent contractor and, if appropriate, provide aggregate staffing information to support a smooth transition?

There will be a transition period

Beyond the requirement to ensure food access 365 days per year, are there any minimum staffing expectations for nights, weekends, and holidays (for example, a manager on site during all hours or a minimum number of staff for overnight grab-and-go support)?

No

Does the FBI have any preferred or restricted national brands for the integrated coffee bar and the BTC self-service coffee bar, or are offeror-developed concepts acceptable if they meet quality and variety expectations?

Contractor‑developed concepts are acceptable provided they meet the quality, variety, and performance expectations outlined in the solicitation.

In addition to posting menus on internal sites, what communication channels (such as digital signage, email, or internal portals) are available and approved for promoting cafeteria offerings, wellness programs, and value or loyalty promotions?

The menu is posted on the internal site and distributed through weekly email announcements that include a direct link. The Contractor shall provide and utilize appropriate media or technology to display nutritional information for customers regarding all products served.

Does the FBI have a preferred or maximum transition-in period (for example, 30, 45, or 60 days) from notice of award to full operational responsibility for both cafeterias and associated services?

A 30‑day transition period has been incorporated into the schedule.

Are there any calendar constraints, blackout dates, or major events we should consider when proposing our transition schedule and staffing ramp-up?

Federal Holidays listed in RFP

If an incentive award fee plan is implemented, what performance metrics and relative weights does the Government currently envision (for example, customer satisfaction, health inspection results, sales or utilization targets, and reporting timeliness)?

Should the Government elect to implement an incentive award fee, the associated incentive fee plan will be issued accordingly.

Is there any preliminary target range or structure for a potential incentive award fee (for example, a percentage of annual sales or a fixed dollar range tied to performance tiers)?

Should the Government elect to implement an incentive award fee, the associated incentive fee plan will be issued accordingly.

Per the solicitation, is there a set aside associated with it or is it full and open?

In accordance with the Randolph Sheppard Act, priority for operation of cafeterias on Federal property is afforded to blind vendors licensed by State agencies. Therefore, this solicitation will first be evaluated under Randolph Sheppard requirements. If the Act does not apply, the requirement will proceed as a full and open competition consistent with the Federal Acquisition Regulation (FAR).

Are there any vending services such as bottles, energy drinks, etc in the cafeteria?

Vending services can be put in the cafeteria, but the prices cannot be lower than the existing vending machines throughout the building. Vending machines in the breakrooms throughout the building and cafeteria services are separate.

Are there any Union employees? No Does this follow the Service Contract Act? Yes

Does the Department of Health do inspections?

Yes, usually twice a year for inspections. There is an internal safety team through CJIS that does random walkthroughs as well.

Who owns the coffee equipment? Starbucks is FBI owned and the coffee pots/machines without Starbucks labels belong to the vendor.

Are there services provided for the cleaning of hoods? Yes, this is contracted out.

Is grease removal provided? Yes, CJIS has a contract for the container of grease to be removed once a month.

Is there a way to account for a decrease in people due to vacations, etc., to avoid overproducing foods as well as an influx of people to have enough food?

Facilities will contact vendor in advance in regards to any events, trainings, caterings, etc. that might increase or decrease the amount of patrons using the cafeteria.

The exisiting Starbucks, what are expected hours of operation?

The minimum operating hours for Starbucks is during the service hours for the cafeteria.