Amendment No. 2 in PDF to March 2026 Published-in-SAM.gov Catering Solicitation.pdf

Amendment No. 2

To

DOT’s Published-in-SAM.gov SUPERSEDING

Catering Solicitation No. 693JK426R500001

For

The DOT Secretary’s 58th Annual Awards Ceremony

This Amendment No. 2 provides the following answers to the following questions which were posed to DOT by prospective offeror-companies as a result the Pre-Proposal-DOT-Walkthrough conducted on March 17th, 2026:

1. Question: What sizes are the tables and how many in each location?

1.Answer: Four 6 foot rectangular tables in the small reception area. 22 6 foot rectangular tables in the main reception area. Ten 8 foot round tables with 120 inch table cloths.

2. Question: Who provides the table skirts?

2.Answer:DOT will provide the skirts.

3. Question: Will the food and beverages be set up at different stations? This question is for both reception areas.

3.Answer: Yes, there will be separate stations for food and beverages.

4. Question: For both receptions, will hot foods be passed or on the buffet?

4.Answer:Passed hors d'oeuvres are for the large reception only.

5. Question: What are the heating restrictions?

5.Answer:

In order to meet the mission and objectives of the Secretary’s Awards Ceremony while managing the risk of potential fire hazards, the following Fire Safety Procedures for Sterno Chafing Fuels at the U.S. DOT HQ must be followed:

• Approved Fuel: Only ethanol gel chafing fuel cans are approved. Ethanol fuel is non-toxic, burns cleanly, and produces minimal smoke and odor.

• Table Linens: Only linen tablecloths are allowed on tables with chafing dishes. Plastic or paper tablecloths are strictly prohibited.

• Clearance: Ensure combustible items, such as plates or napkins, are kept at least 3 feet away from chafing fuel cans.

• Ignition: Carefully ignite the fuel can with a long-reach butane lighter only after the can has been securely placed inside the holder under the chafing dish.

• Extinguishing: Use a metal spoon, spatula, fuel can lid, fuel can snuffer, or ceramic dish to extinguish fuel cans by cutting off the oxygen supply. Never use water or blow on the fuel can to extinguish it.

• Disposal: Allow the fuel can to cool completely before handling. Used fuel cans must have the lids replaced and must be removed from the U.S. DOT HQ facility by the catering contractor for proper disposal. Chafing fuel cans are not to be thrown into the U.S. DOT HQ trash cans or dumpsters.

• Monitoring: Catering contractor staff must be present to monitor the chafing fuel at all times once ignited.

• Stationary Use: Never move or relocate a chafing station while a fuel can is lit.

• Fire Suppression: A minimum of two ABC-type fire extinguishers must be located within 10 feet of the chafing stations.

• Emergency Reporting: Call 911 and DOT HQ Security at 202-366-0333 or 202-366-

0337 to report any fire.

• A group of the contractor’s staff who will be present during the event that must attend a fire extinguisher training with DOT Facilities staff.

6. Question: Are flowers needed for the small reception?

6. Anwer: Yes.

7. Question: Can we leave our vehicle in the loading dock?

7.Answer: The catering vehicle and driver information must be provided at least five business days prior.

8. Question: Will we need an escort from the loading dock?

8. Yes. An escort is required at all times while inside the DOT building.

9.Question: What is the height of the loading dock?

9.Answer: 42 inches from the ground

10.Question:Will a Certificate of Insurance needed for the DOT loading dock?

10. Answer Part A: Based on separate and un-related procurements recently processed by DOT contracting officer James Mowery, it is his understanding that the following Insurance clause should be added, and, therefore, is hereby added, to the subject Solicitation:

INSURANCE

a. Pursuant to the clause “Insurance – Work on a Government Installation (FAR

52.228-5)", “The Contractor will be required to present evidence to show insurance coverage". The Contractor warrants that insurance coverage (currently in force) exists in the following areas and in the amount not less than those specified below:

Type of Insurance Per Person Property Per Accident

Comprehensive $500,000 $50,000 $500,000

General Liability $500,000 $50,000 $500,000

Workmen’s Compensation

$100,000 $50,000 $500,000

The Contractor shall comply with Workers Compensation and Employer’s Liability requirements.

In addition to the above insurance coverage, the Contractor shall maintain Property

Damage Insurance, which will fully replace all Government property damaged, lost stolen or destroyed by the Contractor during the Performance of the contract.

b. The Comprehensive General Liability policy shall contain a provision worded ad follows:

“The Insurance Company waives any right of subrogation against the United States of

America, which may arise by reason of any payment under policy.”

c. The contractor shall file with the Contracting Officer within three (3) days after award of the contract, a certification of insurance evidencing the above coverage.

d. The contractor shall file with the Contracting Officer within five (5) days after receipt, notice of cancellation of or reductions below the above cited amounts any insurance coverage related to this requirement.

e. The Contractor warrants that such insurance coverage for all subcontractors, who will work at the site does or will exist before each subcontractor personnel enter the

Government premises.

10. Answer, Part B: Notwithstanding any thing to the contrary expressed or implied in the

Insurance clause which is added to the subject Solicitation by Answer 10, Part B set forth above, this Solicitation’s resulting contract-awardee-company (Purchase-Order-Awardee-company), shall bear full and sole financial responsibility for timely delivering to DOT, in good condition, all food and all beverages and other items required for the contractor’s successful Catering of the

June 2026 DOT Secretary’s Awards Ceremony in full compliance with the terms and conditions set forth in the subject Catering Solicitation. Nothing in “10 Answer, Part A”, nor in “10

Answer, Part B”, prohibits the subject Solicitation’s Purchase-Order-awardee-company from obtaining, for itself, insurance-coverage-dollar-limits GREATER than the insurance-coverage-dollar-amounts set forth in “10 Answer, Part A” above.

11.Question: How will the entry be set up?

11.Answer: Staff may use the 4th Street entrance (across from Harris Teeter and next to the

DOT Loading Dock). They will show their real ID to the guards, obtain a visitors badge and wait for their escort. The driver and assistant will enter the loading dock and then proceed to the 4th

St. entrance to obtain a visitor’s badge.

12.Question: Does food need to go through security?

12.Answer: Yes.

13.Question: What is the buffet setup?

13.Answer: The buffet will be in the middle of the space to allow for four lines.

14.Question: Is there access to power?

14.Answer: Yes. There is power access in the middle of the floor and on each column on both sides of the atrium.

15.Question: Can heating lamps be used?

15.Answer: Yes, standard 120 volts.

16.Question: Do the flowers need to be fresh?

16. Answer: YES.

17.Question: Can we see the space once awarded the contract?

17.Answer: Yes. A date and time will be scheduled with the COR for a walkthrough. In addition a layout/floorplan will be provided.

18. Question: Please confirm that documentation is needed showing all non-managerial food service and kitchen staff working at the event have valid food handler or equivalent certifications issued by a government authority.

18.Answer: The needed Catering and food-serving and kitchen-working and food-handling licenses and certifications-----which are specified in DOT's published-in-SAM.gov

SUPERSEDING Solicitation 693JK426R500001 and in that Solicitation's published-in-

SAM.gov Amendment No. 1---- are hereby CLARIFIED and AMENDED by DOT's here confirming that those requirements shall apply not only to contractor-staff-members working AT

DOT's June 2026 Catering-EVENT, but ALSO to any and to all contractor-staff-members who do NOT work at the actual DOT Catering EVENT but who do participate or contribute, in any way, in the obtaining and / or cooking and / or preparing and / or transporting of food and / or beverages TO that DOT Catering-event.

This Amendment No. 2 provides no further information or clarifications regarding the subject

Solicitation.

James H. Mowery III

Contracting Officer

DOT / OST / M-63

March 19, 2026