Exhibit 01 - Proposal Preparation & Submission Instructions.pdf

November 5, 2019 Page 1

Solicitation Number: 2PMB-2020-002

1. General

The instructions below provide guidance for the preparation and submission of proposals. Their purpose is to establish requirements for the format and content of proposals so that proposals are complete, contain all essential information, and can be evaluated equally.

2. Submission and Content of Proposals For the purpose of this solicitation, four (4) identical sets of the technical proposal shall be submitted by each Offeror to the Building Manager listed below, prior to closing time for receipt of proposals, with one additional set being sent by email to: Kathleen.Rumell@gsa.gov (total of five sets). The solicitation number shall be prominently written on the outside of the envelope containing the proposal and on the memo section of the email submission.

a. The proposal package must be received by no later than

12:00 Noon, Wednesday, December 4, 2019 at the following address:

Attn: U.S. General Services Administration

Building Manager’s Office

Leo W. O’Brien Federal Building

1 Clinton Square, Lower Level

Albany, New York, NY 12207 Attn: Mark Gillepsie, Building Manager

Proposals received after the hour and date specified above will be considered late submissions and will be handled in accordance with FAR 52.215-1, Instructions to Offerors - Commercial

Items (JAN 2004).

Hand-carried proposal packages must be received in accordance with the requirements stated in the paragraphs above. The term "hand-carried" includes special delivery and express mail carriers. Late hand-carried proposal packages will be handled with the FAR clause cited above.

3. Technical Proposal Guidelines For the purpose of this solicitation, GSA will accept only one (1) technical proposal from each

Offeror. Firms or individuals having qualifications to perform the required services in this solicitation should submit four (4) sets of their technical proposal, each with original signatures, plus the email submission.

Awards may be made without discussions. Therefore, Offeror’s are requested to initially submit proposals to the Government on the most favorable terms from a technical standpoint.

EXHIBIT 1,

PROPOSAL PREPARATION / SUBMISSION INSTRUCTIONS

CAFETERIA OPERATOR SOLICITATION

LEO W. O’BRIEN FEDERAL BUILDING, 1 Clinton Square, Lower Level, Albany, NY mailto:Kathleen.Rumell@gsa.gov

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In order to receive maximum consideration in the technical evaluation process, each offeror proposal will be evaluated and scored based upon their responsiveness to the four (4) evaluation factors listed in section four (4) below. Offeror’s must address all four evaluation factors to obtain maximum consideration in the technical evaluation.

Expensive, elaborate submittals are neither required nor encouraged. Only brochures and literature pertinent to the nature of work under this solicitation should be submitted if they are logically incorporated into the body of the proposal. Brochures and company literature used in advertising or promoting the company, or corporation investment profiles and prospectuses are discouraged.

Your proposal shall be no longer than twenty-five (25) pages in length and each page shall be numbered starting with the cover page as page 1. Proposals will only be evaluated up to the twenty-five (25) page limit.

4. Information to be Included in Technical Proposals/Evaluation Factors

A. Factor: Experience

Description: This factor considers the experience in providing food service in a facility of comparable size and type under a similar contract and similar financial arrangements. Describe your experience within the last five (5) years.

Standard for Evaluation: The standard is met when:

The offeror has five (5) years’ experience in the food service industry. This experience can be as a corporation, or the documented experience of individuals.

The offeror has at least one (1) comparable profit and loss contract (Government agency or private sector) currently in effect for at least one year.

The offeror has a present annual sales volume sufficient to establish operational credibility for the proposed contract (minimum gross annual sales volume of $250,000).

The offeror includes resumes for (1) the proposed on-site Food Service Manager who will have overall responsibility for staffing and contract administration and (2) the on-site head chef (any changes after award must be approved by the CM and CO).

B. Factor: Past Performance

Description: This factor considers the past performance of the offeror in providing food services as indicated by the survey of references submitted in the offeror's proposal. The survey is conducted with clients of the offeror, and may include a review of Health Department survey reports. The Government will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement under consideration. The evaluation will be a subjective assessment of how well each offeror has satisfied its customers in the past.

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References other than those identified by the offeror may be contacted by the Government. All information received will be used in the evaluation of the offeror’s past performance.

Offeror’s shall provide a minimum of three (3) current references from most recent jobs including current telephone numbers, names, addresses and email. These contacts must be reachable by email.

Standard for Evaluation: The standard is met when the survey report indicates satisfaction with:

a. How is the quality of food?

b. What quality of service does the vendor provide?

c. Does the menu provide variety?

d. Are healthy and nutritious menu options offered?

e. Are the menu items reasonable priced?

f. Does the vendor perform preventive maintenance and is the work done routinely?

g. Is the vendor responsive to complaints?

In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.

C. Factor: Operation Description

Description: This factor considers the offeror’s submission of a detailed proposal for a new, improved, and innovative approach to an existing cafeteria concept. It also considers investment commitments, marketing, customer service, and health and safety programs. The factor also includes menu prices and portions, complete menu cycles, variety, and healthy alternatives.

The offeror shall submit a detailed financial breakdown of the investment commitment.

(Proposed total amounts to include food service equipment, installation, décor, etc., subject to GSA approval).

The offeror shall submit a proposed contribution to the Government Facilities

Improvement Account (GFIA). The contribution is based on the percentage of net sales which the Vendor determines to be fair and reasonable.

During the first year of the contract, all financial consideration is waived. After the first year the food service operation will be reviewed by the Property Manager and Concessions

Officer to determine its viability.

The offeror shall submit a written Quality Control Plan. The plan shall include, at a minimum: (1) An Inspection plan and checklist detailing method, forms, and frequency of inspections to ensure the operation is meeting quality and health standards; (2) Hazard

Analysis Critical Control Point (HACCP) plan: (3) A training program to ensure that

Vendor employees are meeting all food industry standards under this contract.

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The offeror shall submit the most recent food service inspection report received from either the Federal Occupational Health, General Services Administration, State or County

Health Department.

The offeror shall submit a complete menu of standard and daily specials, prices, calorie count/nutritional value and portion size using industry standards of measurement.

The menu should include, but not be limited to the following:

o High, medium, and low cost variety o Healthy alternatives o Seasonal changes throughout the year o Ethnic food options

D. Factor: Oral Presentation/Food Sampling Presentation- MAY be scheduled after proposal submission is completed, at the option of the Government. If scheduled, to be assigned time/date during the week of December 17 th

, 2019.

Description: This factor considers the offeror’s and staff oral presentation to test their understanding of the requirements and their capability of performing the services. This factor is not intended to be a question and answer period. No question will be asked by the selection panel and no questions will be asked by the offeror or team / staff. The offeror may be asked to respond to standard questions. Food samplings are to be pre-prepared and brought to the sampling presentation. No on-site food preparation will be available.

The offeror’s oral presentation team is comprised of actual personnel and management team members who will perform and oversee the services.

The offeror described their vision for the theme, atmosphere and delivery of food service that will be presented to the customer (i.e. healthy or comfort food themes, urban or relaxed atmosphere, self-service, buffet or table delivery).

The team clearly demonstrates understanding of all phases of a healthy and sustainable food and beverage operation.

The team demonstrates understanding of their responsibilities, including serving customers with special dietary needs.

The team demonstrates understanding of their responsibilities.

The team demonstrates understanding of industry standard/commercial preventive maintenance practices.

The team demonstrates understanding of health, safety, sanitation issues including maintaining food quality control.

The team emphasizes the value and importance of customer service including handling customer complaints.

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A tasty and nutritious sampling of proposed food selections is found to be acceptable and palatable.

The Offeror may, and is encouraged to provide a food sampling of their cooking skills, including presentation and nutritional breakdown.