Solicitation Questions answered April 17.pdf

Solicitation 70Z08424QDL930005 Amendment A00002

Questions and Answers:

Q1. Who is the current contractor?

A1: Selrico Services Inc.

Q2. Please provide a copy of the current contract.

A2: Please submit a FOIA request to the USCG FOIA Office for a copy of the current contract.

Q3. We received a Wage Determination; however, it is our understanding that there is a CBA (Collective

Bargaining Agreement) in place. If this is correct, then please provide a copy of the current CBA.

Regarding the Full Food Service employees, please provide a list of the employees’ Job Classifications and the employees’ original date of hire.

A3: Please see attached for a copy of the current CBA. We cannot disclose current contractor employees’

Job Classifications and the employees’ original date of hire.

Q4. TE1 -Historical Meal counts – We understand the facility has been undergoing renovations. We see a significant decrease in meals served in Fiscal Year 2022 vs 2023. Can we anticipate meal counts increasing to similar levels identified in 2022 once the renovations have been completed?

A4: Yes, due to it being a new contract and the increased cost of eating out here in CA recently, more patrons may be returning to dining at the Galley.

Q5. Please confirm (except for coffee markers) that all the other beverage units, such as soda & juice dispensers, are supplied by the contractor and not the government.

A5: Yes

Q6. PWS 7.8 Distinguished Visitors Events – Please provide over the past 18 months, how many of these services were completed.

A6: 0

Q7. The PWS references reservists twice a year. Please provide which months or weeks that these sessions typically take place and historically how many reservists at each session.

A7: Could vary but April 2024 and November 2024 this year. These are the Mandatory weekends that all personnel must show up. Then there is 1 weekend a month that they are required.

Q8. Technical Exhibit 4 – Government supplied equipment - We did not see any furnishing supplied for the contractors’ office. Please confirm that the contractor will be required to supply the desk & file cabinet etc.

A8: Desk, File cabinet, and safe will be provided. All other equipment is up to the vendor.

Q9. During a Transition period, will a new contractor be provided with an onsite area to begin the pre-opening (transition) process?

A9: Yes, there is an office they can use separate from Galley. About 100 yards away.

Q10. In the PWS it requests phase-in plan with proposal submission, but it is not listed in the RFQ instructions, can you confirm we are required to submit with the proposal submission?

A10: A draft phase-in plan will be required as a proposal submission in the solicitation. A final phase-in plan shall be submitted to the Contracting Officer for review and approval 10 days after contract award.

Q11. If phase-in plan is required can you confirm in what volume it should be placed in.

A11: Please include the phase-in plan in Volume I-Technical Factor 3: Management Plan.

Q12. Can you share the current menu prices?

A12: CG standard meal rate breakfast $2.85 Lunch $5.70

CG Full Meal rate breakfast $4.85 Lunch $9.70

The Coast Guard Standard Meal Rate must be charged to: a. Active-Duty Uniformed Service personnel in receipt of a subsistence allowance or meal portion of per diem (or both). b. USCG Reservists and other military Reserve Component (RC) members on inactive duty orders. c. USCG Federal civilian employees

(Appropriated Fund and NonAppropriated Fund Activity (NAFA)). d. USCG Auxiliarists on reimbursable orders or assigned to official duty in writing. e. Dependents of Active Duty members E-1 through E-4. f.

Members and chaperones of Non-Profit Youth Groups.

The Coast Guard Full Meal Rate must be charged to: a. Non-Federal civilians (i.e. State, Local, Tribal and

Territory Partners). b. USCG Reservists and other RC members not on orders. c. USCG Auxiliarists not assigned to official duty or not on orders. d. Non-USCG federal civilian employees. e. Dependents of active duty members E-5 and above. f. Uniformed Service retirees. g. Contractors authorized by CO/OIC to subsist in the CGDF. h. All others not listed in the CGSMR or CGFMR and authorized by CO/OIC to subsist in the CGDF. NOTE: In cases where an approved CGDF patrons’ meal charge category is unclear, CGFMR will be charged.

Q13. Are there new stations to be added upon completion of renovation?

A13: No

Q14. Are action stations new to the scope?

A14: No

Q15. The historical headcount has changed significantly since FY 2018 and FY 2019. Can you please confirm what is the expected headcount for FY 2024 and going forward? Is there headcount data for the remaining FY 2023?

A15: Expectations are for the headcount to trend back to the FY 2018 and FY2019 level due to it being a new contract/vendor and patrons wanting to try out something new.

Q16. Is there historical data of food costs?

A16: Not on the Governments side of the house. That is left up to the vendor to track trends.

Q17. Aside from the historical headcount, what is the expected headcount for the new contract and what should we base our staff on?

A17: Averaging about 800 a month for breakfast and 1200 a month for lunch.

Q18. Do you expect any fluctuation of headcount, given the fixed unit price?

A18: Headcount may fluctuate as would be the case with any new vendor. Patrons will be interested to try out a new company. Given that food in town has increased recently in CA, the fixed meal price would also attract patrons who are looking to save money.

Q19. Will the CBA be published for this contract?

A19: Yes. Please see attached.

Q20. Due to the current construction of the facility and current meal counts listed as 0, how many meals do you want us to price the full food service requirements of the quote for? The meal count is the basis for all pricing and is the most important factor to consider in formulating a price.

A20: The historical meal data in technical exhibit 1 is the most up to date for when the Galley was fully operational. With the current mobile kitchen, the numbers don’t reflect the historical data accurately.

Q21. What is the anticipated opening date for the Galley?

A21: June/July 1st, 2024

Q22. Page 7 of 42, paragraph (Licenses and Permits) asks the contractor to obtain all required licenses and permits by federal, state and local agencies. Does this include a San Diego County Health Permit?

A22: No

Q23. Is the contractor responsible for refrigeration maintenance and repair?

A23: Negative. Only reporting to the COR if there is an issue.

Q24. Operational Questions:

• What is the daily meal production capacity of this facility? A: Depends on the amount of staffing used.

• How many meals are served per day? A: See Q and A #17.

• What are the peak meal times? A: 6:45-7am breakfast 11:00-11:45 lunch.

• How do you handle special dietary requirements (e.g., allergies, religious restrictions)?

A: Case by case basis with the patron if it’s a reasonable accommodation.

• What food safety protocols are in place? A: Serve safe certification and those outlined in

Food Safety and Sanitation Program Tactics, Techniques, and Procedures (TTP) CGTTP 4-

11.12C.

• What is the current average headcount for Breakfast and Lunch? A: 21 breakfast 30 lunch.

These current numbers are based off operations in the mobile kitchen. It does not accurately reflect numbers during full operation in Galley. See historical data in Exb 1 for those.

Q25. Menu and Food Quality:

• Can you provide an overview of the menu rotation? A: 6-week rotating cycle. Can vary based on the season as well.

• How often do you update the menu? A: Weekly for make changes to the 6-week cycle.

• What efforts are made to ensure nutritional balance in the meals? A: Utilization of some of the manuals listed in section 5.2 and USDA recommended guidelines.

• How do you source fresh ingredients? A: Commercial vendors (US Food).

• Are there any regional or cultural specialties offered? A: Yes (during black history month, Asian pacific islander month, etc).

• How many Action Stations are required? A: one.

Q26. Facility Logistics:

• When will the construction project be completed? A: See Q and A #21.

• What equipment is used for cooking and serving? A: See government furnished property (Exb

4).

• How do you manage food storage and inventory? A: See section 7.4

• Is there a backup power supply in case of emergencies? A: Building is on a back-up generator supply.

• Who is responsible for POS station? Contractor or Government? A: Contractor.

Q27. Staff and Training:

• What is the staff-to-diner ratio during peak hours? A: Approximately 1 to 5

• How are food service personnel trained? A: Execution is up to the contractor, but guidelines are listed in section 6.3.3 of the PWS.

• Do you have culinary specialists or dietitians on staff? A: No.

• How do you handle staff rotations and leave schedules? A: Up to contractor and on-site manager.

Q28. Customer Experience:

• How do you collect feedback from diners? A: Comment cards, word of mouth.

• What steps are taken to address complaints or concerns? A: Discussion with patron if acceptable, then escalated to the COR if needed.

• How do you promote a positive dining atmosphere? A: TV on during meal hours, plenty of natural light.

• Sustainability and Waste Management: A: Trash bin and separate recycling dumpster.

• What initiatives are in place to reduce food waste? A: Careful menu planning utilization of leftovers.

• Are there efforts to promote environmentally friendly practices? TA: he Contractor shall comply with the provision at FAR 52.223-1, Bio-based Product Certification. The Contractor shall comply with the clause at FAR 52.223-2; Affirmative Procurement of Bio-based

Products under Service and Construction Contracts.

Q29. Should the contractor include the food cost in the monthly fixed-priced number?

A29: Yes

Q30. What is the process if the headcount exceeds the forecasted headcount?

A30: Contact Contracting Officer

Q31. Is the current scope of work the same as the rebid scope of work?

A31: Section 5.2 was updated

Q32. What website should the contractor reference to get the meal rates?

A32: Microsoft Word - BAS (uscg.mil)

Q33. How many customers take to go meals per day?

A33: Roughly 25 per day

Q34. Is the Government responsible for replenishing tableware?

A34: Yes

Q35. Will the due date be extended?

A35: Quotation due date has been extended from 18 April 2024 to 22 April 2024.

Q36. Can you explain how the US Coast Guard manages cash collected onsite versus operational cost in terms of payment to the contractor?

A36: The vendor manages all cash on their own. They submit a standard monthly invoice minus the amount of cash/credit they take in for meals sold.

Q37. Is it allowable to charge a management fee as part of the proposed cost?

A37: The contractor shall determine what costs are allowable or unallowable in a proposal.

https://www.dcms.uscg.mil/Portals/10/CG-1/PPC/MAS/BAS-Daily%20Meal%20Rates.pdf?ver=ROcI-gOPe6_BGUXtKMf4Xw%3D%3D