Amendment 4 Attachment 1 Questions and Answers 7272026.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- RFP #6923G226R000002 USMMA FOOD SERVICES
- Solicitation number
- 6923G226R000002
About this file
This file is a Master Industry Question Log containing 52 vendor questions and corresponding Government responses regarding RFP 6923G226R000002 for food services at the U.S. Merchant Marine Academy (USMMA).
The Q&A document clarifies key contract requirements including: the contractor must provide all food, personnel, supervision, management, materials, supplies, and equipment necessary to perform food services; this is an unrestricted competition with no small business preference, though only large businesses must submit a Small Business Subcontracting Plan under the Randolph-Sheppard Act; the contractor is responsible for estimating labor hours, proposing wage rates, and providing all employee benefits; linens are laundered off-site by the contractor; and meals are served using reusable dining serviceware. The Government clarifies its responsibilities: equipment repairs are Government-provided; non-Midshipmen meal rates are Government-established; the Government authorizes facility access and enforces Academy policies regarding Midshipmen conduct and dining privileges; and overnight accommodations for contractor personnel during emergencies are not provided. Critical operational details address catering (billed separately for non-required events), meal service frequency (seven days per week per Academy schedule), meal count adjustments (based on operational needs without a fixed schedule), and concession operations (contractor determines payment methods; Government provides event schedules as available). Contractor capital investments are not required; any proposed improvements require prior Contracting Officer approval. Past performance submissions must include contract information, relevance narrative, Government point of contact information, and completed past performance questionnaires directly emailed by the reference contact prior to proposal deadline.
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Master Question Log
MASTER INDUSTRY QUESTION AND GOVERNMENT RESPONSE LOG
| Attachment -1 - Questions and Answers | ||||
| RFP 6923G226R000002 | ||||
| Column1 | Vendor Questions | Solicitation Reference | Government Response | Column2 |
| 1 | Does this RFP for food services at USMMA require the contractor to procure food (in addition to labor and management), or is the RFP for labor only? | RFP Section A; PWS §3.3; Technical Exhibit 1 | The contractor shall provide all food, personnel, supervision, management, materials, supplies, equipment (unless Government-furnished), and other resources and incidental services necessary to perform the requirements of this Performance Work Statement in accordance with the terms and conditions of the contract. See Amendment 4-updated PWS, Pg 2, 2.0 OBJECTIVES | |
| 2 | The RFP document #10 indicates the bid is unrestricted however attachment 5 includes the Small Business Subcontracting Plan. Is it a requirement to be a Small Business Enterprise? | Section L; Attachment 5 | Offerors are advised that this procurement is subject to the Randolph-Sheppard Act priority. The priority will be applied in accordance with the terms of the solicitation and applicable law. Only Large businesses required to submit Small business subcontracting Plan. Small businesses do not required to submit a Small Business Subconracting Plan. | |
| 3 | Is preference given to small business enterprise? | PWS / RFP (TBD) | No. This is a full and open competition based on Randolph Shephard priority. | |
| 4 | Are table clothes used for family style meals? | PWS / RFP (TBD) | Tablecloths are used for family-style meals during special meals. The meals will be specified in advance of the service. See Amendment 4- updated PWS, Pg 19, 6.12 SPECIAL EVENTS | |
| 5 | Are linens laundered onsite? | PWS / RFP (TBD) | Contracter is responsible for the laundry service of the linen which is done off-site. PWS Section 2 (Concession), Page 30 and any other occasion linen requested. | |
| 6 | Please provide the current employee roster with positions, hours scheduled, number of days scheduled per week and wages. | PWS / RFP (TBD) | It is the resposibilty of the offeror to estimate the labor hours and propose the wage determination per PWS Section F, Page 8, Soliciation Section L.5 attachment 1 Vol. 1, Page 33, Section J, attachment 3 | |
| 7 | Are employees represented by a union? | PWS / RFP (TBD) | No. | |
| 8 | If yes, please provide the current CBA and seniority list. | PWS / RFP (TBD) | None. | |
| 9 | How many employees take medical? | PWS / RFP (TBD) | Contractor is solely responsible of employee benefits. | |
| 10 | # on family vs single? | PWS / RFP (TBD) | Contractor is solely responsible of employee benefits. | |
| 11 | How many employees take dental? | PWS / RFP (TBD) | Contractor is solely responsible of employee benefits. | |
| 12 | # on family vs single? | PWS / RFP (TBD) | Contractor is solely responsible of employee benefits. | |
| 13 | Is a vehicle required? | PWS / RFP (TBD) | No | |
| 14 | Please provide the current menus for buffet, cafeteria, family style and Team Movement. | PWS; Section L.5.3 | Contractor shall provide nutricious, healthy, menus in accordance with PWS and PWS Section Technial Exhibit 1,Page 21, Performance Requirement Summary. | |
| 15 | Is there a minimum daily calorie count requirement? | PWS / RFP (TBD) | See response to question #14. | |
| 16 | Are catering meals billed outside the meal rate? | PWS / RFP (TBD) | Yes. Catering, special events, and guest meals that are outside the standard Midshipmen meal program are billed separately when applicable. There is no additional charge for Midshipmen participating in required Academy events covered under the contract. Guest meals and other non-Midshipmen catering functions are separately billable in accordance with the appoved Midshipmen per day rates. PWS, Pg 19, 6.12 SPECIAL EVENTS | |
| 17 | Who is responsible for the initial starting inventory for smallwares? | PWS; Government-Furnished Equipment | Contractor. PWS Part 4, Section 6.1. Page 12 | |
| 18 | Who is responsible for replacement smallwares? | PWS; Government-Furnished Equipment | Contractor. See response to question #17 | |
| 19 | Who is responsible for equipment repair? | PWS; Government-Furnished Equipment | Government. | |
| 20 | Please provide the preventative maintenance plan and annual equipment repair spend. | PWS; Government-Furnished Equipment | Responsibility of Contractor to provide preventive management plan after 30 days of contract award. Government cannot share existing plan. See attached revised PWS. Deliverable Preventive Plan Exhibit 2, Page 25 | |
| 21 | What is the annual revenue at the Seafarer Café? | PWS | Government cannot disclose. | |
| 22 | What are the hours of the Seafarer Café? | PWS | PWS Technical Exhibit 3, §5 Operating Hours Pg. 31 States that special events include at a minimum all home football games (approximately five (5) per year), Graduation Weekend, Parents Weekend, and Homecoming Weekend, but this is not the total number of sporting events requiring concessions. | |
| 23 | Are midshipmen allowed to eat meals at the Seafarer Café in place of meals in Delano? | PWS | Midshipmen have the option to pay for additional meals at the Seafarer. PWS, Pg 27, TECHNICAL EXHIBIT 3, CONCESSIONS | |
| 24 | Please provide a full year P&L for the Seafarer Café. | PWS | Government cannot disclose. | |
| 25 | Which forms of tender are received at the Seafarer Café? | PWS | It is the resposibilty of the Contractor to determine the types of tender received at the Seafarer. | |
| 26 | How many sporting events require concessions annually? | PWS / RFP (TBD) | The solicitation does not establish a guaranteed annual number of sporting events requiring concession services. Offerors should base their proposals on the requirements set forth in PWS, Technical Exhibit 3. Game schedules and Government-Furnished Property (GFP) to be utilized under the contract will be provided by the COR after award. The Academy will furnish event schedules as they become available during contract performance. | |
| 27 | What is the average annual revenue for concession? | PWS / RFP (TBD) | Revenue for concession is determined by Contractor pricing. | |
| 28 | Which forms of tender are received at the concessions? | PWS / RFP (TBD) | It is the resposibilty of the Contractor to determine the types of tender received at the Concession. | |
| 29 | Is alcohol served anywhere on the premise? | PWS / RFP (TBD) | The Government may furnish wine for service during the annual Battle Standard Dinner upon prior approval of the Superintendent or the Superintendent's designated representative. The wine shall be procured and furnished by the Government. Upon Government direction, the Contractor shall provide service of the Government-furnished wine during the event in accordance with all applicable federal, state, and local laws, Academy policies, and responsible beverage service practices. The Contractor shall not procure, provide, or serve alcoholic beverages for any other event unless specifically authorized in writing by the Government. PWS, Pg 19, 6.12 SPECIAL EVENTS, Battle Standard Dinner | |
| 30 | Are meals in Topside Dining Room billed as part of the sliding scale or outside the meal rate? | PWS / RFP (TBD) | Attachment 1 PWS pg. 17 Sec. 6.10 Topside Dining Room - States that Midshipmen dining in the Topside Dining Room are served at no additional cost, while guests pay the Midshipmen meal rate. Pg. 19 Sec 6.12 Special Events - Confirms that midshipmen attending academy special events incur no addtional charge, while guests pay the cost of the meal | |
| 31 | What costs are billed outside the meal rate? | PWS / RFP (TBD) | Yes. Catering, special events, and guest meals that are outside the standard Midshipmen meal program are billed separately when applicable. There is no additional charge for Midshipmen participating in required Academy events covered under the contract. Guest meals and other non-Midshipmen catering functions are separately billable in accordance with the contract pricing schedule and Government-approved rates for Midshipmen rates. PWS Section 3.2, 6.9, 6.10, and 6.12 (Pages 2, 16–19) | |
| 32 | How many service days are there for meals in Delano? | PWS / RFP (TBD) | Delano Hall meal service is required seven (7) days per week in accordance with the meal schedule set forth in PWS §§ 6.16 and 6.17. The solicitation does not establish or guarantee a fixed annual number of meal service days. Meal service requirements are based on the Academy's operating schedule and may be adjusted by the Government as provided in the Performance Work Statement. | |
| 33 | How many service days are there for Team Movement? | PWS | The solicitation does not establish or guarantee a fixed annual number of Team Movement service days. Team Movement meal requirements are based on approved Academy activities and operational needs. Team Movement meals will be ordered by the Government in accordance with the procedures set forth in the Performance Work Statement. Offerors shall base their proposals on the requirements of the solicitation. PWS -Pgs 16-17 team movement food request//pg. 21 Establishes the normal meal service schedule but does not establish a fixed number of Team Movement days | |
| 34 | How many days annually is the Academy fully closed (no meal service)? | PWS / RFP (TBD) | The solicitation does not establish or guarantee a fixed annual number of Academy closure days with no meal service. The Academy normally operates seven (7) days per week, including Federal holidays. Meal service is only suspended when Government facilities are closed due to local or national emergencies, administrative closings, or other Government-directed facility closures. Offerors should base their proposals on the requirements of the Performance Work Statement. | |
| 35 | How often are meal counts adjusted (daily, weekly, monthly, by trimester, other)? | PWS; Performance Requirements | Meal counts are adjusted as operational requirements dictate and are based on Academy schedules, attendance, and mission requirements. The solicitation does not establish a fixed adjustment frequency (e.g., daily, weekly, monthly, or by trimester). The Government will provide projected meal counts and updates as they become available in accordance with the Performance Work Statement. Meal counts are adjusted as required by changes in the Academy population rather than on a fixed schedule. Significant adjustments typically occur at the beginning of each trimester and throughout the academic year as midshipmen depart for and return from Sea Year, graduate, or otherwise change enrollment status. The Government will provide updated projected head counts as soon as practicable. The Academy's annual midshipman population is generally expected to range from 750 to 950, with actual enrollment varying from year to year. PWS Pg 2, 3.2 Services to be Performed. |
| 36 | Are meals in Delano served on reusable serviceware or disposables? | PWS / RFP (TBD) | Normally served using reusable dining serviceware |
| 37 | Are meals on Team Movement served on reusable serviceware or disposables? | PWS | Normally served using reusable dining serviceware |
| 38 | Is a capital investment permissible? | PWS / RFP (TBD) | Contractor-funded capital investments or permanent improvements to Government property are not required under this solicitation. Any proposed capital improvement or permanent alteration to Government property must receive prior written approval from the Contracting Officer and shall not obligate the Government to reimburse the contractor unless expressly provided for elsewhere in the contract. Capital investments are not instructed, and any permanent improvements require prior written Contracting Officer approval. |
| 39 | How is the meal price established for non-midshipmen dining at Kings Point? | Section B; Pricing Sheet | The non-Midshipmen meal price is established by the Government. Offerors shall use the pricing requirements set forth in Section B and the Pricing Schedule when preparing their proposals. The solicitation does not require offerors to independently establish or propose non-Midshipmen meal rates. Offerors proposed price per Midshipmen per day rate in section B of this requirement and also in the pricing sheet nwill be utilized for the non-Midshipmen meal. |
| 40 | How is the cost per meal for non-midshipmen dining in Delano Hall for breakfast, lunch, brunch, or dinner determined? | PWS / RFP (TBD) | The non-Midshipmen meal rates for breakfast, lunch, brunch, and dinner are established by the Government and are not required to be proposed by offerors. Offerors shall prepare their proposals in accordance with Section B (Pricing Schedule) and the requirements of the solicitation. It will be same as the price per Midhipmen per day rate. |
| 41 | Who is responsible for reporting and escorting non-midshipmen into Delano Hall for meals? | PWS / RFP (TBD) | The Government is responsible for authorizing and coordinating access for non-Midshipmen dining in Delano Hall. The contractor is responsible for providing food service to authorized patrons but is not responsible for reporting, sponsoring, or escorting non-Midshipmen into the dining facility. Access control and escort requirements, if applicable, will be administered by the Government in accordance with Academy security procedures. PWS, Pg 15, 6.7.1 GENERAL INFORMATION |
| 42 | Who will monitor midshipmen to ensure they are not using personal beverage containers larger than 20 ounces to remove beverages from Delano Hall? | PWS / RFP (TBD) | The Government is responsible for establishing and enforcing Academy policies governing Midshipmen conduct, including any restrictions on personal beverage containers. The contractor is responsible for providing food service in accordance with the contract and is not responsible for monitoring or enforcing Midshipmen compliance with Academy policies. PWS, Pg 15, 6.12 GENERAL INFORMATION |
| 43 | Who will monitor midshipmen who choose to take meals to go to ensure they do not consume a full meal in the dining hall and then take an additional meal out? | PWS / RFP (TBD) | The Government is responsible for establishing and enforcing Academy policies governing Midshipmen dining privileges and meal consumption. The contractor shall provide food service in accordance with the Performance Work Statement but is not responsible for monitoring or enforcing whether Midshipmen consume a meal in the dining facility and subsequently remove an additional meal. Any enforcement of Academy dining policies will be administered by the Government. PWS, Pg 15, 6.12 GENERAL INFORMATION |
| 44 | If meals are permitted to be taken out of the dining facility, what process will be used to document that the food was maintained at safe temperatures, protecting the contractor from liability in the event of a foodborne illness? | PWS / RFP (TBD) | The contractor shall prepare, hold, and serve food in accordance with all applicable federal, state, local, and contract food safety and sanitation requirements until the meal is transferred to the authorized recipient. Once an authorized patron accepts possession of a take-out meal, responsibility for maintaining appropriate holding temperatures and handling the food transfers to the patron. The solicitation does not require the contractor to document post-service food temperatures for individual take-out meals. |
| 45 | What is the minimum advance notice the contractor will receive regarding changes to scheduled mealtimes? | PWS / RFP (TBD) | The solicitation does not establish a minimum advance notice period for changes to scheduled meal times. The Government will provide notice of schedule changes as far in advance as practicable based on operational and mission requirements. Offerors shall base their proposals on the flexibility required by the Performance Work Statement. |
| 46 | During weather emergencies, such as hurricanes or snowstorms, will the Academy provide overnight accommodation for essential contractor personnel to ensure adequate staffing to support meal service for the midshipmen? | PWS | The PWS does not provide for Government-furnished overnight accommodations for contractor personnel during weather emergencies. The contractor is responsible for staffing and continuity of operations necessary to meet the contract requirements. PWS, Pg 8, 3.23 Mission Essential Reporting |
| 47 | What is the minimum advance notice the contractor will receive for projected meal headcounts? | PWS; Performance Requirements | The Government will provide the Contractor with projected midshipman head counts as soon as practicable. The number of midshipmen assigned to or returning from Sea Year is subject to change. The Government cannot guarantee a minimum advance notification period. The Contractor shall be prepared to adjust operations based on the most current Government-provided head counts. PWS, Pg 2, 3.2 Services to be Performed. |
| 48 | How is the price for non-midshipmen eating on the Kings Pointer (the training ship that sails a few times during the year) established? | PWS / RFP (TBD) | See response to question #39. |
| 49 | Will the contractor be notified when government-furnished equipment has exceeded its expected service life or is due for replacement? | PWS; Government-Furnished Equipment | Yes. |
| 50 | Pricing sheet – what is the discount for and can the 3% be adjusted | Section B; Pricing Sheet | In the Pricing sheet, offerors are requested to provide any discount and clearly identify and calculate the discount in the Pricing sheet. |
| 51 | Please confirm whether an offeror may submit an available CPARS report for a recent and relevant Government contract as acceptable supporting past performance documentation when a government representative is unavailable or unable to return the requested past performance information before the proposal deadline. | Section L; Past Performance Requirements | As a part of the Evaluation Factor two- Past Performance, all offerors must provide an example relevant to the requirement and their POC of the referenced example must email the filled Past Performance questionniares prior to the close of the RFP directly to the Contracting Officer in accordance with the solicitation. May submit a copy of the CPARS as a part of the Past Performance. |
| 52 | We understand offerors are required to provide contract information, relevance narrative, and Government point of contact information for the submitted past performance reference. | Section L; Past Performance Requirements | Yes. As a part of Evaluation Factor two -Past Performance. Also must offeror's reference from the example POC must email directly filled Past Performance questionnaires prior to the close of the RFP. |
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