2.4.1 70B03C26Q00000100 Q&A v.1.2.pdf

Southern Border Food Services IDIQ 70B03C26R00000100 Questions & Answers

Q1. Are designated staging areas and/or dining areas available at each location for meal assembly, staging, and distribution?

A1. Available staging areas vary by location. Contractors shall not assume dedicated space will be available at every station.

Q2. Can CBP provide facility addresses, site maps, approved delivery access points, gates, traffic routes, vehicle restrictions, gate access restrictions, escort requirements, delivery windows, and parking limitations for all listed stations and locations identified in Appendix 1?

A2. Facility addresses are provided in the solicitation. All other access procedures will be provided to the successful contactor prior to performance of the Task Order.

Q3. Can CBP provide historical daily or monthly meal ordering data for the previous 36 months, broken down by facility and region, including average, low, and peak volumes by meal period and age group?

A3. Historical meal data fluctuated significantly in the past 4 years. Offerors shall prepare proposals based on the estimated quantities identified in the solicitation.

Q4. Can CBP provide the historical breakdown of special meal requirements (e.g., Vegetarian, Gluten- Free, Pork-Free, Pork By-Product-Free, medical diets, religious diets, allergy accommodations) by location?

A4. Historical special meal data is not available for release. Contractors shall be capable of providing special meals in accordance with the solicitation requirements when requested.

Q5. What is the expected ordering schedule and required lead time for routine, surge, emergency, after-hours/late-arrival, and in-flight meal orders? Will special menu counts be provided as part of the order schedule?

A5. Breakfast, lunch, and dinners during regular business hours. After hours would be in the later evening, during outside of regular business hours.

Q6. Will contractor and subcontractor personnel require secure-area access badges at all facilities? If yes, what is the badging process and anticipated timeline?

A6. No, contractors/subcontractors will not require secure area access badges for all facilities. Contractors will be escorted by USBP personnel.

Q7. What is the expected meal distribution method at each facility (e.g., direct handout, table staging, pod/cell delivery)?

A7. All locations will require meals to be provided directly to the individuals at each site.

Q8. How many contractor personnel are expected or permitted onsite during each meal service?

A8. Contractors shall provide sufficient personnel to meet all performance requirements. Onsite personnel may be limited by facility safety and security considerations.

Q9. What percentage of meals historically require hot holding beyond one hour?

A9. USBP does not maintain this information. Contractors shall comply with all applicable food safety and temperature requirements specified in the solicitation.

Q10. Are power connections, potable water, and handwashing stations available for contractor use at each location, or must the contractor provide these?

A10. On-site electricity and water has not been necessary historically; however, contractors should not assume utilities will be available unless specifically authorized.

Q11. Are there designated trash collection areas at each facility, or should the contractor assume all trash must be removed offsite immediately after each meal service?

A11. Each location has available trash collection areas and the contractor should assume that all trash be removed or properly disposed of.

Q12. Will contractor personnel have access to restrooms during meal service at each location?

A12. Restrooms are available for use at each location.

Q13. Can multiple menu cycles be used across regions, provided all menus meet the SOW nutritional, dietary, and age-category requirements?

A13. Yes, multiple menu cycles may be used across regions, provided all menus meet the nutritional, dietary, and age-category requirements specified in the SOW.

Q14. Once awarded, are menu changes or meal substitutions permitted due to supply chain shortages, provided the substituted meals meet all SOW nutritional, dietary, temperature, and food safety requirements? If yes, what is the process for submitting and receiving approval for those changes?

A14. Yes, menu changes or substitutions are permitted due to supply chain shortages, provided all SOW requirements are met. The contractor must submit the proposed changes to the Contracting Officer for review and approval prior to implementation.

Q15. Please clarify what constitutes “Other Services” related to meal delivery, serving, clean-up, and associated Task Order requirements.

A15. "Other Services" may include, but are not limited to, meal serving, clean-up, trash removal, emergency/surge meal support, and any additional services specified in individual Task Orders that are directly related to meal delivery and distribution.

Q16. Please define what constitutes “derogatory information” for purposes of contractor background checks, personnel removal, and continued eligibility to work under the contract.

A16. Derogatory information will be evaluated in accordance with applicable CBP security policies. Final determinations regarding facility access remain at CBPs discretion.

Q17. Please confirm whether all costs must be included in the fully burdened fixed unit price per meal, or whether any items may be separately priced at the Task Order level.

A17. All costs must be included in the fully burdened fixed unit price per meal unless otherwise specified in the Task Order. Any exceptions or separately priced items must be clearly identified and approved by the Contracting Officer.

Q18. Please confirm the invoicing and payment process for task orders issued under this IDIQ, including invoicing frequency, IPP submission requirements, Prompt Payment timing, onsite acceptance/sign-off after each meal service, and required backup documentation such as meal counts, delivery tickets, acceptance signatures, special meal counts, and rejected/replaced meals.

A18. Invoices must be submitted electronically via the Invoice Processing Platform (IPP) in accordance with the contract’s invoicing instructions. Invoicing frequency will be specified in each Task Order.

Prompt Payment Act requirements apply. Backup documentation, such as meal counts, delivery tickets, acceptance signatures, and records of special or rejected meals, must be retained and submitted as required by the contract and Task Order.

Q19. Please confirm what offerors should enter in SF1449 Blocks 23 and 24, since pricing is submitted separately through Attachment 3 Regional Pricing Sheets.

A19. Offerors should indicate “See Attachment 3 – Regional Pricing Sheets” in SF1449 Blocks 23 and 24.

Q20. Please confirm whether offerors must submit pricing for all four regions, or whether offerors may propose on selected regions only.

A20. The Government anticipates awarding one contract, and it is recommended to include all sectors in your proposal. A proposal that only addresses one sector would not meet the requirements and would likely be deemed non-responsive.

Q21. Please confirm whether after-hours meals, late-arrival meals, emergency meals, and surge meals will use the same fixed unit prices, or whether separate pricing may apply.

A21. Pricing shall be in accordance with the contract schedule listed in the solicitation.

Q22. Please confirm whether delivery distance, remote locations, multiple delivery points, or multiple daily deliveries will be separately addressed at the Task Order level or must be included in the meal unit price.

A22. All costs necessary to perform contract requirements shall be included in the proposed unit price.

Q23. Please confirm whether Task Orders will identify one delivery location per facility or may require multiple drop points within the same facility.

A23. The TO will list one delivery location for each USBP station.

Q24. Please confirm whether in-flight meals require the same beverage choices and hot meal requirements as standard meals, or whether they may be shelf-stable/cold meals due to transport conditions.

A24. In-flight meals do not require the same standard as meals due to the transportation time frame.

Shelf-stable/cold meals are recommended due to long transportation times.

Q25. Please confirm whether beverages are included in each meal unit price, including milk, water, and juice at each meal.

A25. Yes, beverages (milk, water, and juice) must be included in the meal unit price for each meal, as specified in the SOW.

Q26. Please confirm where the applicable DOL Service Contract Labor Standards Wage Determinations are provided for each region/location, as the solicitation references attached wage determinations, but they do not appear to be included in the solicitation package reviewed by the offeror.

A26. Unfortunately, this is not something that UWBP will be providing. It is up to each offeror to capture this information based on the requirements listed within the solicitation.

Q27. Are snacks required in addition to the three daily meals? If yes, how many snacks per detainee per day?

A27. No. Snacks are addressed in the SOW. Snacks are primarily family units and juveniles, on an as-needed basis, or upon arrival at the facility.

Q28. What is the evaluation method for this solicitation (Lowest Price Technically Acceptable, Best Value Tradeoff, or other)?

A28. The evaluation method for this solicitation is Best Value Tradeoff, as described in the solicitation.

Q29. Will all task orders be issued on a per-meal fixed unit price basis?

A29. Yes, task orders will be issued on a per-meal fixed unit price based on the contractor’s proposal.

Q30. Are Economic Price Adjustments (EPA) permitted for food, fuel, and labor cost increases during the ordering period?

A30. No. Economic Price Adjustments are not permitted unless specifically provided for in the solicitation.

Q31. May offerors propose separate surge or emergency-response pricing?

A31. No. Offerors shall propose pricing in accordance with the solicitation.

Q32. Is there a guaranteed minimum dollar value or meal volume per task order?

A32. The contract includes a minimum guarantee of $15,000 over the life of the contract. There is no guaranteed minimum per task order unless specified in the individual Task Order.

Q33. Is there any guaranteed minimum annual revenue or meal volume under the IDIQ beyond the stated $15,000 minimum guarantee?

A33. No, there is no guaranteed minimum annual revenue or meal volume beyond the $15,000 minimum guarantee for the contract.

Q34. How are daily meal quantities determined? Are they based solely on daily orders from CBP, or is the contractor expected to forecast independently? What is the typical advance notice provided before production must begin?

A34. Contractors are not expected to forecast meals on their own. Daily meals are ordered 3-4 hours before the beginning of the day to cover each meal service. For example, meals have been historically ordered at 04:00 AM and are delivered by Breakfast.

Q35. How is meal accountability handled? Specifically: Is the contractor paid for meals ordered, delivered, or only for meals actually consumed?

A35. CBP orders meals daily early in the morning (~04:00 AM) to cover detainees for the remainder of the day. CBP includes +/- 10 extra meals to cover any additional detainees that arrive later in the day.

Q36. If CBP orders 3,000 meals for a facility but only 2,500 are consumed: Is the contractor paid for all 3,000 meals? How are excess meals handled (reallocation to another facility, return, or discard)? Is there a minimum bracket quantity required based on the pricing sheets?

A36. CBP calculates daily meals early in the morning to cover the detainees for the remainder of the day.

CBP pays for all meals requested/ordered for each day. CBP factors in extra meals to cover any additional detainees that arrive later in the day. Any excess is discarded.

Q37. Can CBP clarify whether meals are expected to be prepared on-site at CBP/USBP facilities, off-site at contractor facilities, or both; whether the contractor must staff and operate anyon-site CBP kitchen infrastructure; and what, if any, Government-furnished facilities, equipment, or storage assets will be available?

A37. The SOW outlines that the Contractor shall prepare the meals offsite, timely deliver the meals to the location, distribute/serve the meals to the detainee population once on location, and provide for clean-up and breakdown of the meal’s distribution area when complete.

Q38. For pricing and risk modeling, can CBP provide or confirm historical/forecasted average daily headcounts by sector and age group, anticipated surge ranges and duration, and whether a single unit price per meal will apply across all menu and dietary categories or if separate CLINs/pricing lines by region and diet are intended?

A38. We are unable to provide historical data. Offerors shall prepare proposals based on the estimated quantities, CLIN structure, and pricing schedule provided in the solicitation.

Q39. Is this Southern Border Food Services IDIQ a recompete of the current CBP/USBP food services work or a new requirement; what transition timeline or phased transition plan is expected for assuming services at existing facilities; and will incumbent performance metrics or lessons learned be shared to guide offerors’ staffing and quality control plans?

A39. This IDIQ is a re-compete of the current IDIQ. An initial TO under the new IDIQ will be awarded with the IDIQ, with further TOs being awarded as their periods of performance expire. Performance metrics or source selection-sensitive information will not be provided. Offerors are responsible for creating proposal that demonstrates their ability to successfully perform the required services.