43ADG-S3815 - Questions and Answers.docx

RFP 43ADG-S3815

NEVADA OFFICE OF THE MILITARY/

BATTLE BORN YOUTH CHALLENGE ACADEMY (BBYCA)

FOOD DELIVERY AND PREPARATION SERVICES FOR THE BBYCA

QUESTIONS AND ANSWERS

1. 1. Section Reference: Scope of Work / Program Schedule Please clarify the expected annual operating days and confirm the accurate duration of each program cycle. The scope references each cycle as approximately 155 days per year from January to June and July to December, while another section states there are two 22-week programs each year. Please confirm whether holidays or breaks are excluded from meal service requirements and whether any on-site food service staff may remain on premises during the break between cycles.

Each Class Jan-Jun/Jul/Dec are between 153-154 days minus 4 days for home pass when cadets leave the facility. The math should be cooking staff present when cadets are present which would be 148 days Normally, June 12th to July 12th Break and December 12th to January 12th Break this fluctuates based on Day Zero start.

2. Section Reference: Scope of Work / Meal Volume The RFP states that food service will prepare approximately 35,000 meals annually. Based on the projected cadet populations and three meals per day, our calculations appear to differ. Please confirm the anticipated annual meal volume that should be used for proposal pricing purposes. Is it 35,000 or 70,000 annual meals. Please provide the expected annual meal count.

Cadets arrive on day Zero plan for 65-70 cadets which over time will reduce based on average attrition 25% at the end of the cycle be at approximately 53 cadets.

3. Section Reference: Scope of Work / Population and Meal Counts The scope identifies a goal population of approximately 50 male students and 20 female students per cycle, along with an estimated staff of 50. Please confirm whether there is a minimum guaranteed count for the cadet population.

Minimum required for graduation is 50 cadets in total, however, we expect that to grow over time. 50 is the lowest number of cadets.

In addition, please confirm whether the scope of work includes staff meals in addition to cadet meals and whether staff meals are required year-round or only during active program days.

Staff meals are not included only cadet meals.

Please explain the staff meal expectations, if any, and how cost should be presented.

Staff will not be provided with meals .

4. Section Reference: Scope of Work / Sack Lunch Requirements Please clarify the anticipated frequency of increased sack lunch requests and the maximum volume vendors should plan for during the contract term.

Plan for sack lunches are every Saturday during the 148 days unless coordinated prior.

5.

2. Section Reference: Scope of Work / Beverage Requirements Please clarify whether beverages are required for all lunch meals or only for sack lunches, and please confirm whether beverages are included within the established daily cadet rate. Is fortified fruit drink an acceptable drink to serve at dinner? Is milk required at the breakfast meal?

Beverages are as follows per day, fortified juice or milk dependent of allergy (lactose) for breakfast. Lunch is water the cadets have with them. Dinner is an electrolyte drink (Gatorade or suitable drink)

3. Section Reference: Scope of Work / Menu Standards The scope states that menus should consist of approximately 80% scratch-made items and 20% processed items. Does this requirement pertain to entrees only? As most foods/products contain some type of processing - please clarify what is meant by processed.

Entrees and side dishes as best to fit the caloric intake per day per cadet. The vendor should attempt to provide the 20% processed as best as possible.

4. Section Reference: Mandatory Minimum Requirements / Pricing Terms Please confirm whether pricing submitted in the proposal must remain fixed for the entire contract term. The RFP indicates it must remain the same however, the cost sheet indicates "Inflation rate increase per year must not exceed 2.4%."

The inflation rate indicates that costs could increase over time.

5. Section Reference: Scope of Work / Population Assumptions Please clarify whether cadet population fluctuates during each cycle and/or if the county is guaranteeing 70 cadets. Please confirm the basis of billing (actual, enrolled, or minimum guarantee).

The Academy (not county) minimum cadet population is 50 however as stated based on average attrition rates it would start with a cadet population of maximum of 70 cadets and reduce as the cycle progresses.

6. Section Reference: Scope of Work / Kitchen Equipment and Facilities Please confirm what existing kitchen equipment and smallwares will be provided by the County and clarify responsibility for maintenance, repair, replacement, and any required capital investment.

Kitchen equipment and facilities are maintained by the State on site facilities maintenance crew, small wares and serving trays are provided by the Academy (not county).

7. Section Reference: Scope of Work / Staffing Requirements Please confirm the staffing level required. The RFP indicates a minimum of 4 staff while section 6.1.6 of the RFP indicates a requirement of 3 full-time staff.

Optimum would be 4 full-time staff (1 supervisor cook and 3 cooks) however 3 ful-ltime staff is acceptable (3 cooks on a rotation basis to cover 148 days, 3 meals a day per cadet).

8. Section Reference: Scope of Work / Special Diets Please provide the estimated number or percentage of special diet meals vendors should anticipate and confirm whether these meals are included within the base daily rate.

Assumption for special diets should calculated by the current cadets present. The number will fluctuate per class.

9. Section Reference: Scope of Work / Federal Meal Programs Please confirm whether participation in any federal meal programs, including NSLP, SBP, or ASCS, is required or optional. * Regarding Scope of Work; 3.3.1 The possible participation in National School Lunch Program (NSLP), School Breakfast Program (SBP), and the After School Care Snack Program (ASCS). Please clarify if the Academy requires the menus and the snacks to meet the National School Breakfast and Lunch and Afterschool Snack requirements. If the academy chooses not to participate in the National School meals program can the county clarify what beverage are required during breakfast, lunch and dinner? How many snacks per day are required? The

Academy is not enrolled in any of these programs yet. TBD

10. Section Reference: Meal Service Operations Please provide meal service times.

Breakfast 0645-0720 Lunch 1230-1310 Dinner 1800-1840

11. Section Reference: Program Schedule Please clarify required service if any between cycles.

Restock and clean Kitchen area

12. Section Reference: Staffing / Housing Please confirm housing will be available for food service staff at no cost to the staff and confirm whether staff will have the opportunity to remain on-site during break periods between program cycles. Housing is available.

Yes, Any food service staff will be required to pass a FBI/Fingerprint background check (as required by the Youth Challenge National Guard Bureau) Other training required to work at the Youth Challenge program includes Acclimations/Foundations/abbreviated Right/Response training. Food Service staff will be allowed to stay between breaks. No family, no pets, rooms are periodically inspected by the Program director and facility maintenance staff, as a State facility it is Alcohol/Tabacco free, no firearms are permitted. At no cost to the vendor.

13. Please confirm the dedicated dietician does not have to be on-site and remote support regarding all areas of menus and diets, meets the requirements?

No, however the menus will be reviewed and approved by a vendor supplied dietician as per the RFP

14. Please confirm cadets are served in cafeteria.

Yes

15. Please confirm interest in micro markets, staff dining or other retail options.

The Academy is always looking at other options however that would be a separate or addendum to the RFP submission

16. Please note there are four different questions in Question 1.

Noted and answered

17. This is a continuation of Question 12 - noting if adherence to NSLP is a requirement, there will be a calorie maximum offered of 600 calories for breakfast and 850 calories for lunch in order to meet these requirements. Is this a county requirement?

The Academy is currently not part of the NSLP. However, we do require a 3000 calorie per day menu per cadet

18. Section 6 Evaluation speaks to Small Business Vendor. Please explain what the county is looking for as it relates to small business vendors - what is the expectation for the vendor in order to fulfil this requirement.

Only if the vendor is a state approved vendor and a qualified small business (not required).

19. Section Reference: Scope of Work / Program Schedule Please clarify the expected annual operating days and confirm the accurate duration of each program cycle. The scope references each cycle as approximately 155 days per year from January to June and July to December, while another section states there are two 22-week programs each year. Please confirm whether holidays or breaks are excluded from meal service requirements and whether any on-site food service staff may remain on premises during the break between cycles.

Answered above

20. Section Reference: Scope of Work / Meal Volume The RFP states that food service will prepare approximately 35,000 meals annually. Based on the projected cadet populations and three meals per day, our calculations appear to differ. Please confirm the anticipated annual meal volume that should be used for proposal pricing purposes. Is it 35,000 or 70,000 annual meals. Please provide the expected annual meal count.

Numbers stated above will fluctuate based on cadets on site

21. Section Reference: Scope of Work / Population and Meal Counts The scope identifies a goal population of approximately 50 male students and 20 female students per cycle, along with an estimated staff of 50. Please confirm whether there is a minimum guaranteed count for the cadet population. In addition, please confirm whether the scope of work includes staff meals in addition to cadet meals and whether staff meals are required year-round or only during active program days. Please explain the staff meal expectations, if any, and how cost should be presented.

No Staff meal provided by the Vendor, minimum cadet count answered above.

22. Section Reference: Scope of Work / Sack Lunch Requirements Please clarify the anticipated frequency of increased sack lunch requests and the maximum volume vendors should plan for during the contract term.

Answered above.

23. Section 4.5.1 of the Standard Terms and Conditions document states that either party may terminate unilaterally without cause, but the sample contract states that only the State may terminate unilaterally without cause. Can you clarify Contractor's termination for convenience rights?

Standard State interrogatories in refence to “Contract Termination” will be on the final contract and normally a mutual consent item and a minimum time frame stipulated in the “Notice” portion of a contract.

24. Is it possible to get an answer on the NSLP right away?

No, In process and working this issue

25. The RFP states a four-year term from October 1, 2026 through September 30, 2030, but the Standard Terms and Conditions (page 11, section 4.18) states that the Purchasing Division may enter into a contract for not more than two (2) years. Can BBYCA clarify the terms of the contract please.

This would be a Purchasing or State Contracting question. This RFP is stated to be in place for 4 years. And possibly earlier than October 2026.

The contract will be for a four-year term from October 1, 2026 through September 30, 2030.

26. The RFP states: * Two cycles per year at 155 days each (310 days total) * Also references two 22-week programs (302 days) * Annual meals estimated at 35,000 Can the county provide clarification on the official number of operating days per year and as noted above the annual meals the vendor is expected to provide.

147-148 day cycles Jan/Jun and Jul/Dec plan for 296 days

27. If staff meals are required, please provide the number of staff who will receive meals on a daily basis.

No Staff meals are required

28. Can the county provide a current menu?

This is required by the Vendor as stated in the RFP.