Amendment No. 2 - Walk Through and Technical Questions - RFI Q & A.pdf.pdf

Date: August 17, 2021

AMENDMENT # 2-Solicitation 2PMB-2021-01

THEODORE ROOSEVELT COURTHOUSE, 225 CADMAN PLAZA EAST, 3rd Floor, BROOKLYN, NEW YORK 11202-1818

The General Services Administration (GSA), received questions and provided responses, to questions asked by potential bidders, regarding solicitation requirements and the kitchen space.

The questions were raised during the August 10. 2021 kitchen space walk through that was conducted, or were sent in as Technical Questions, up until 8/12/21.

The questions asked and responses provided, all relate to the public solicitation for a License, for the Cafeteria opportunity located at the: THEODORE ROOSEVELT COURTHOUSE, 225

CADMAN PLAZA EAST, 3rd Floor, BROOKLYN, NEW YORK 11202-1818, with a proposed License start date on or about October 1, 2021.

Note: “Q” indicates the question GSA received, and “A” indicates the GSA response(s) to the question.

I. Questions Received and Responses Provided During the August 10, 2021 Cafeteria

Space Walk Through.

1. Q. What is the estimated building occupancy number (tenant and visitor), projected for

October 2021?

A. 300-400 daily occupants projected, with numbers changing as conditions and occupancy levels revise.

2. Q. What was the average building occupancy number (tenant and visitor), during normal, non COVID-19 operational periods?

A. Approximately 2,000 occupants and 250 naturalizations daily are what we estimated these numbers were.

3. Q. What was the last day of cafeteria operation, for the most recent operation?

A. July 2020 (answered approximately March 2020 actually July 2020.

4. Q. How many jury meals are expected weekly?

A. Possibly 30 Jury meals, but number depends on how many trials are held in the building, jury pools needed for the trials, and the number can fluctuate.

5. Q. How many judges are in the building and how many Courtrooms?

A. There are 32 judges and the same number of Courtrooms, but that does not mean there will be a jury in each Courtroom.

6. Q. What tenants occupy this building?

A. The Federal District Court, Pre-Trial, FEMA, US Marshalls Service, CSO, Task

Force, Fedcap, GSA, Next door (271 Cadman Plaza) has bankruptcy court, USAO, FPS. groups, US Postal Service, occasionally

NYPD and Brooklyn North. 271 Cadman Plaza, GSA Northeast and Caribbean Region

U.S. General Services Administration

Facilities Management Division

Public Building Services

Region 2

Tel: 212-620-4623 Cell: 646-430-2794 www.gsa.gov has no in-building café’ or cafeteria, and several tenants who may use this cafeteria also.

7. Q. What does the solicitation SOW mean by “Phases”? Are we to pick a phase to operate in?

A. The solicitation asks you to present your planned operation for all three described phases: grab and go, light grill and full cafeteria, all with a micromart operation and

Phase II & III, with Jury Meal and work day catering included and possible other catering opportunities.

The phased operation was specifically designed to address COVID-19 impacts and to allow for food service flexibility, to meet expanding and possibly contracting occupancy and CDC, local or Federal requirements that may impact the level and type of service permitted. All changes between the Phase levels of service, is with the GSA approval. It is projected that the initial service level will be a Phase II service in October 2021, but that is subject to the conditions which exist at that time.

All three levels of service proposed, should be provided for in the submitted proposal.

8. Q. Is the proposal limited to the 25 pages listed in the solicitation?

A. The actual description of your planned operation and how you meet the criteria categories your proposal will be judged on, is limited to the 25 page maximum provided in the solicitation. However, any exhibits and attachments to the described proposal, do NOT count, when counting the 25 page proposal page count. Exhibit and Attachment pages are not limited. Examples of possible exhibits: Micromart machine specifications or brochures, Internet customer order and payment system specifications, menu sample descriptions, etc.

9. Q. Is there any food restriction in place, for food purchased from outside of the building?

A. This has a two part answer.

1) Anyone may purchase their individual food items outside of the building, but the table space within the cafeteria is reserved for eating food purchased in the cafeteria. Food may also be delivered into the building, but not for jury meals/snacks or Work Day catering events (unless the operator’s right to this business has been revoked).

The adjoining public seating area, often used during Immigration ceremonies, is not restricted to cafeteria purchased food only, but cafeteria purchased food may be eaten there and on the outside terrace, when these areas are not otherwise utilized.

2) The License provides that the cafeteria operator is “entitled to all on site Work

Day catering and jury meal snacks and service orders”, “unless (the operator is) unable to provide the level (or quality) of these food services required”, in which case this entitlement may be revoked. The operator has the opportunity for consideration for weekend and evening catering, but this is not an entitlement

10. Q. Who pays the operator for Jury snack and meal costs and for the catering events?

A. The Courts (or other Tenants or invited Tenant Event entities), contract for and pay the operator for these costs. The operator negotiates a price directly, invoices and tracks its billing and receivables until paid. It was recommended the operator diligently follow up on receivables and track open invoices with the Court or Tenant billing representative. GSA is not involved in billing and payment transactions.

A. Expect and budget for at least 60 days in payment delay from the Courts. A “Big

Trial” usually means about 18 jurors. It is possible to have 10 trials going at once, or none.

A. The Court may have a “cap” on cost for a jury meal. GSA did ask what that cap might presently be and was advised it is not available for disclosure. Those in attendance were recommended to review Ex.2 A-C, which provides sample meal descriptions, evaluate the approximate costs for the sample meals, and presume a similar cost for their proposed meal options, in lieu of a current spending “cap” figure, which Is not available

11. Q/A. All attendees were reminded that an online system of food ordering and payment was suggested, to permit expedited pick up of pre-paid orders, and easier reach to the

271 Cadman Tenant’s. A completely “cashless” operation is not feasible, as some members of the public do not have charge cards, or a method of payment that does not include cash. Cash and non cash methods of processing payment should be provided.

11. Q. It was asked if food delivery by the operator was possible.

A. The operator is responsible to deliver jury meals and snacks to the appropriate jury room or location. The operator may elect to deliver to the 271 Cadman tenants or other tenants within 225 Cadman, but this is not a requirement. and no tipping or delivery fees are allowed.

A. All attendees were reminded to be actively registered in SAM.gov, to be able to receive full consideration for award, and to remain active, if awarded the opportunity.

Neither the License award nor payments, can be made to an entity that is not actively registered in SAM.gov.

12. Q. What are the costs to the operator for operating within the Café’ space and is rent charged?

A. No rent, use fee or utilities (Heat/A/C/Electric) are charged by GSA. The operator is responsible for its own labor, insurance, health and safety uniform and equipment supplies, food and supply, training, its equipment maintenance, servicing and repairs, and other operational, staff, supply and licensing costs.

13. Q. What type of training is provided?

A. The operator provides training to its staff, at least monthly, and guides are attached as exhibits. The operator is responsible to have at least one on site manager who is certified as a Food Protection Manager, under the Food Code, and one additional certified back up manager available. Employees should have Food Handler’s certifications as required by State and local authorities.

14. Q. Is the cafeteria subject to NYC Dept. of Health inspections?

A. GSA conducts its own inspections by the Building Manager and the FOH (Federal

Occupational Health Agency), and may refuse NYC requests to inspect on Federal property.

15. Q. Who is responsible for equipment maintenance and repairs?

A. The operator is responsible for daily cleaning, grease and trash removal, sanitizing, etc., for all equipment used, as well as the tables, display areas and other daily use areas, as well as non public preparation and work spaces. The operator is responsible to maintain and repair any equipment they provide. GSA is responsible to repair and maintain any equipment it provides for the operator to use. GSA cleans the public areas of the cafeteria, floors, etc.

16. Q. Must the bidder have specific education or training or is a demonstration of past performance sufficient?

A. Under Ex.1, Rating Factor B: “Past Performance, Education And Training”, the operator is to describe any of these areas it has experience in, which may include all categories, one category or a combination. Past relevant operation descriptions, Health Department reports, Recommendation from relevant industry personnel, On the job or institutional training in food related specialties, SAM.gov ratings, and any other description to support how the bidder qualifies under this rating area, should be described/listed. Attachments and Exhibits do not count as part of the 25 page proposal page limit. A degree in any discipline, is not required, but specific training in food services, may augment the operator’s factors in this category.

17. Q. What is the location and anticipated operational hours of the Micromart portion of the service?

A. The Micromart service area is to be available to meet extended hour food service demands, as well as periods of low occupancy when no other fresh food service may be available. It is intended that the Micromart area be available 24/7 and projected that this will increase sales for the operator, by servicing in building evening and weekend contractors and tenant employees, who would not otherwise have access to fresh food options. There is some possibility that this would be closed during the

Randolph Sheppard stand’s operating hours, if offerings present a direct conflict to the stand’s operation. This is intended to pick up the after hour, weekend and low occupancy level periods of food service demand.

A. An area adjacent to the public seating area and front of the cafeteria, was identified for the micromart area. Walls, locking retractable gates, or another means of securing the main cafeteria area from the 24/7 micromart area, will be installed by GSA, to permit public access to this area, while securing the main cafeteria area from after hour access.

A. The cafeteria operating hours are 7 AM to 2:30 PM, with time available before or after, for set up, preparation and clean-up.

18. Q. Does GSA assist with marketing and can the operator place its signage around the building?

A. GSA must approve any signage posted, as well as where it is to be located. GSA does assist with tenant email notices of menu and special offerings and may assist with other marketing ideas the operator asks GSA to review, approve and/or assist with. GSA encourages use of cafeteria by tenants and guest and can include references to the cafeteria in its monthly tenant bulletin.

19. Q. What other food options are available in the building?

A. There is a Randolph Sheppard operated blind stand in the lobby and dry and cold

(beverage) vending machines on the 1st and 2nd floors in the Jury area

A. The Randolph Sheppard program turned down this phased food service and

Micromart service opportunity.

20. Q/A. GSA provided COVID-19 enhancements: Serving line plexiglass barriers installed. Hand sanitizing pumps installed in space.

21. Q/A. All kitchen equipment was turned on and is being tested for functionality and calibration to proper heating and cooling temperatures, prior to License start date.

22. Q/A. All present kitchen equipment, cooking pots and pans and cooking equipment, is

GSA owned and available for use by the operator. Operator is responsible to supply any other equipment or supplies needed to operate effectively, and to adhere to all

Food Code and related health and safety requirements.

23. Q. Does the government provide a cafeteria purchase subsidy to the federal employees?

A. No.

24. All attendees were reminded to adhere to the Solicitation provided requirements and timelines.

II. Technical Questions Received and Responses Provided Through August 12, 2021.

1. Q. What are the proposed Business Hours of the Micro-Mart?

A. The Micromart service area is to be available to meet extended hour food service demands, as well as periods of low occupancy when no other fresh food service may be available. It is intended that the Micromart area be available 24/7 and projected that this will increase sales for the operator, by servicing in building evening and weekend contractors and tenant employees, who would not otherwise have access to fresh food options. There is some possibility that this would be closed during the

Randolph Sheppard stand’s operating hours, if offerings present a direct conflict to the stand’s operation. This is intended to pick up the after hour, weekend and low occupancy level periods of food service demand.

A. An area adjacent to the public seating area and front of the cafeteria, was identified for the Micromart area. Walls, locking retractable gates, or another means of securing the main cafeteria area from the 24/7 Micromart area, will be installed by GSA, to permit public access to this area, while securing the main cafeteria area from after hour access.

A. The cafeteria operating hours are 7 AM to 2:30 PM, with time available before or after, for set up, preparation and clean-up.

2. Q. Would GSA be able to offer me a parking space since I am commuting?

A. No. Not offered in the solicitation.

3. Q. Knowing there is no subsidy Can we start with a full Micro market with plenty of food options and then open the café when there is more population in the building?

A. No. The PRIMARY focus of the solicitation is for the service of fresh food options, up to full cafeteria service (as occupancy level and requirements permit). The

Micromart piece is to supplement the fresh food, on site prepared, services, and expand the service reach to the after hour, weekend and lowered occupancy emergency periods.

4. Q. Can you please share the current pricing on the Jury meal, I know this gets negotiated?

A. No. There is no current in building operation that is servicing Jury meal needs. GSA was not able to obtain projected Tenant budgets for future Jury meals. Please review the sample Jury meals provided in SOW Exhibit 2 A-C, as a suggested guideline to price points.

5. Q. Will the location also be providing an internet line or do we need to have one brought in?

A. Verizon is the Internet provider who has a demark, or service to the building. It is up to the vendor to arrange for whatever Internet, Cable, Telephone, or other electronic services they may want. The cable pull through and plan of service and all access needs, must be coordinated through and approved by the GSA Building Management team, with Tenant needs considered.

6. Q. Do you have an estimate of how many catering events occurred for 2019 prior to

COVID-19 ?

A. No. Catering events are contracted for directly between the vendor and the tenants, number of events fluctuates and GSA is not provided with event estimates.

7. Q. Prior to COVID-19 how many people were in the building?

A. Our estimate for pre- COVID-19 occupancy numbers is that it was approximately

2,000 occupants and 250 naturalizations daily.

8. Q. How much catering is there available for the weekend?

A. Unknown number and unable to provide a projection for future numbers.

9. Q. Is the opening date of 10-1-21 flexible based on equipment for the Micro Market to be built by the manufacturers?

A. 10-1-21 is the preferred opening date, subject to employee clearance processing. The

Micromart machinery may arrive at a later time period and that portion of the service can commence at a later date. On site freshly prepared food services should be able to commence by October 1, 2021.