9594CS22Q0063 - 7-20-22.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

RSC220014 35

9594CS22Q0063

William E. Hall, william.hall@csosa.gov 202-220-5717

Net 30

See Section F Same as Block 9

Court Services and Offender Supervision Agency Office of Financial Management 800 N. Capitol St., NW, Seventh Floor Washington, DC 20002-4260

See Continuation Pages

N/A

722310

$41.5 M

07/20/2022

08/17/2022

12:00 PM EST

Court Services and Offender Supervision Agency Office of Procurement 800 N. Capitol St., NW, Suite 7066 Washington, DC 20002-4260

Re-entry and Sanctions Center Foodservices

9594CS22Q0063

Continuation of SF1449

Blocks 19 through 24 Continued:

Item No. Schedule of Supplies/Services Quanity Unit

Unit Price

Not-to-Exceed Amount

0001 RSC Food Services TBD

Item No.

Schedule of Supplies/Services Quanity Unit Unit Price

Not-to-Exceed Amount

1001 RSC Food Services TBD

Base Period: Twelve months following Award

Option Period 1: Twelve months following the exercise of Option Period 1

TBD Total Base and All Option Periods Not-to-Exceed Amount See Attachment J-1: Pricing Tables for individual CLIN components.

Block 25 Accounting and Appropriation Data:

To be Completed at Award

SECTION B – SUPPLIES OR SERVICES

B.1 Services. Contractor shall provide services in accordance with the Statement of Work (Section C).

B.2 Contract Type. This is a Firm Fixed Price purchase order with unit rates and a Not-to-Exceed price associated with each Contract Line Item Number (CLIN).

B.3 Contract Funding. The Contractor is not authorized to exceed the obligated value on this purchase order. Per Section F.1, this purchase order has a base period of twelve months and one 12-month option period.

B.4 North American Industry Classification System (NAICS) and Small Business Size Standard. The NAICS Code for this acquisition is 722310 Food Service Contractors and the small business size standard is $41.5 million.

B.5 Invoicing. This is a Firm Fixed Price (FFP) purchase order based on the pricing contained in Attachment J-1, Pricing Tables. The Contractor is expected to provide the level of services identified in Section C, on a daily basis, and invoice monthly, in accordance with the invoicing guidance contained in Section G.3, only for those services actually provided.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Re-entry and Sanctions Center Food Service

C.1 Agency Mission. The Court Services and Offender Supervision Agency (CSOSA) is an independent, executive branch Federal Agency, established under Section 11232 of the National

Re-entry and Sanctions Center Food Services

Capital Revitalization and Self- Government Improvement Act of 1997. The Act effectuated the reorganization and transition of functions relating to pretrial services, parole, adult probation, and offender supervision in the District of Columbia to a Federal arena. The mission of the CSOSA is to increase public safety, prevent crime, reduce recidivism, and support the fair administration of justice in close collaboration with the community.

C.2 Background. The Re-entry and Sanctions Center (RSC) is a residential facility that provides intensive assessments and reintegration programming for high-risk offenders and defendants with extensive substance abuse histories who are under the supervision of the CSOSA. Defendants or offenders referred to the RSC receive evaluation, counseling, treatment readiness, and referral services to other treatment facilities.

C.3 Scope of Work.

C.3.1 The Contractor shall prepare and deliver three nutritionally balanced meals and one evening snack for each resident on a daily basis. All meals and evening snacks shall adhere to the guidelines of the United States Department of Agriculture (USDA) and the DC Department of Health, except where specifically modified by this purchase order.

C.3.2 The Contractor shall purchase, maintain, and provide all food supplies, materials, and transportation required to perform this requirement including, but not limited to, insulated food transporting carts, reusable and disposable supplies, disposable trays, plates, and cups, individually wrapped eating utensils, napkins, individually packaged condiments, individually packed beverages; and when necessary, serving utensils.

C.3.3 The Contractor shall be responsible for the off-site preparation of meals and snacks; the transportation of all food and related items to the RSC, and the delivery of all food and related items (Breakfast, Lunch and Dinner) to the four residential units within the RSC. Snacks and bag meals will be delivered to the RSC Basement Food Receiving Area. (Note: CSOSA will identify the specific point of delivery within the RSC at the time of contract award).

C.4 Tasks.

C.4.1 Task 1 - Menu Planning and Review.

C.4.1.1 The Contractor shall furnish CSOSA with planned cycle menus for the Healthy Heart, Therapeutic, and Special diets on a quarterly basis. Fifteen business days before the performance start date of the purchase order, and no later than the fifteenth day of the month preceding the beginning of each new quarter thereafter, the Contractor shall submit the quarterly menus to the COR. Each menu should contain a listing of the items that will be served for each daily meal and evening snack, to include the nutritional analysis required in C.4.1.3 below. Additionally, each menu should include at least 2 hot meals per day. The Contractor shall submit any proposed changes/substitutions to the cycle menus no later than five business days before a proposed change will take effect. Within three business days of receipt of a proposed change, CSOSA will review and notify the Contractor of the menu change acceptance or rejection. CSOSA recognizes that there may be circumstances beyond the Contractor’s control when an immediate menu item change/substitution becomes necessary, and in those instances the Contractor shall provide immediate notification to the COR of the menu change/substitution along with the reason for the menu change/substitution.

C.4.1.2 The Contractor shall ensure that all menus are approved by a registered dietician who is licensed by a State, the District of Columbia, the Commonwealth of Puerto Rico, or a Territory of the United States.

C.4.1.3 The Contractor shall provide an analysis of the nutritional value associated with the meals provided each day, as a daily summary. The Contractor may use an industry standard software package (i.e., Nutritionist Pro or NutriGenie) to conduct this analyses.

C.4.2 Task 2 - Food Service Operation. The Contractor shall follow the food operations requirements set forth in District of Columbia Municipal Regulations (DCMR) Title 25-A, as applicable to the Contractor’s food service operation. If the Contractor’s food service operation is not located in the District of Columbia, the Contractor shall ensure that its food service operation follows the local regulations applicable to this type of food service operation, but still meets or exceeds the DCMR Title 25-A regulations.

C.4.3 Task 3 - Meal Requirements.

C.4.3.1 Nutritional Value. The three meals and one snack served every day shall meet 100 percent of the daily United States Recommended Daily Value nutritional requirements for adults.

a. The Contractor shall limit the sodium content of all meals to a maximum of 2300 milligrams daily, unless otherwise specified.

b. The Contractor shall limit saturated fats to less than 10 percent of calories served per day.

c. The Contract shall insure that at least half of the grains served daily are whole grains.

d. The meals provided under this purchase order shall meet the following daily standards, unless otherwise specified:

i. Approximately 2,200 to 3,000 calories on an average daily basis (or an average of 600- 800 per meal and 400-600 per snack).

ii. Percent distribution of calories is to be as follows:

A. Protein 10% - 35% B. Carbohydrates 45% - 65% C. Fat 20% - 35%

C.4.3.2 The meals provided under this purchase order shall meet the following standards, unless otherwise specified:

a. At least half of the grains served daily shall be whole grains.

b. No pork, pork derivatives, or pork products shall be used in any meals.

c. All menu substitutions shall be equivalent in nutritional value and from the same food group of the approved menu item. All menu substitutions shall be in accordance with Section C.4.1.1 above.

d. One extra Heart Healthy meal shall be delivered with each meal order for continuous quality improvement/sampling purposes.

C.4.3.3 Meal Types.

C.4.3.3.1 Heart Healthy (Regular Meal). The Heart Healthy (Regular Meal) is the meal served to all residents who are not on a Special or Therapeutic Diet meal. The Heart Healthy (Regular Meal) consists of three nutritionally balanced meals and one snack daily.

C.4.3.3.2 Special Diet Meals.

C.4.3.3.2.1 Special Diet meals are Heart Healthy meals modified to comply with special food preferences due to allergies, religious, or other practices. This may include vegan, semi-lacto, pepsco, or other varieties of vegetarianism. Special Diet meals may also include special content requirements or restrictions to address food allergies. These Special Diet meals do not require a physician’s prescription or order, however, CSOSA will provide a written request for each Special Diet meal on the daily meal Order Ticket.

C.4.3.3.2.2 The Contractor’s Dietician shall develop all Special Diet meals.

C.4.3.3.2.3 The Contractor shall ensure that all Special Diet meals are labeled for the appropriate residential unit(s) and type of special diet. For example, the label should reflect:

Unit 4: Special Diet – Vegan

C.4.3.3.3 Therapeutic Diet Meals.

C.4.3.3.3.1Therapeutic Diet meals are Heart Healthy meals modified to comply with special food requirements that are prescribed by a physician or physician assistant.

Typical therapeutic diet menus may include specific requirements for liquid, soft, bland, diabetic, reduced fat, reduced cholesterol, reduced sodium, mechanical soft (dental soft), etc., or combinations of these.

C.4.3.3.3.2 The Contractor’s Dietician shall develop all Therapeutic Diet meals.

C.4.3.3.3.3 Due to the medical nature of a Therapeutic Diet meal, the Contractor shall ensure that a compliant Therapeutic Diet meal is delivered within 24 hours of receipt of a Therapeutic Diet Meal Order Ticket.

C.4.3.3.3.4 The Contractor shall ensure that all Therapeutic Diet meals are labeled for the appropriate residential unit(s), type of prescribed diet, and a listing of the menu items provided for each meal. For example, the label should reflect

Unit 3: Therapeutic Diet – Liquid (Chicken Broth, Jello, Coffee, Gatorade)

C.4.3.3.4 Evening Snack. The evening snack shall include beverage and food items that are included in the daily nutritional value requirements. The evening snack may consist of, but not be limited to, a meat sandwich (non-pork), a non-meat sandwich, the appropriate condiments (e.g., mayonnaise, mustard, jelly, etc.), and fruit, etc. The evening snacks shall be delivered at the same time as the dinner meal.

C.4.3.3.5 Bagged Meals.

C.4.3.3.5.1 Upon request, the Contractor shall prepare bagged meals for those residents who will be outside of the facility during a mealtime, or who are otherwise unavailable during mealtime.

C.4.3.3.5.2 Bagged meals shall be included as part of the daily nutritional value requirements. The Contractor shall ensure that bagged meals are equivalent in portion size to the replaced meal.

C.4.3.3.5.3 The COR shall furnish the Contractor the number of bagged meals required for each day by 4:00 pm of the day before the meal is to be served.

C.4.3.3.5.4 All bagged meals shall be delivered with the breakfast meal unless otherwise specified.

C.4.3.3.5 The bagged meal must be appropriately sealed to ensure that hygienic standards are maintained.

C.4.3.3.6 All bagged meals must include a beverage and separately wrapped utensils and condiments, as necessary.

C.4.3.3.6 Nutritional Supplements. At the direction of the COR, the Contractor shall provide up to three daily servings of nutritional supplements (e.g., Ensure, Sustacal, etc.)

in place of, or in addition to, meals and snacks. This also includes Lactaid Milk.

C.4.3.3.7 Holiday Meal Requirements. For the designated holidays of Thanksgiving and Christmas, the Contractor shall provide a traditional hot U.S. holiday dinner menu.

C.4.4 - Task 4 Meal Ordering.

C.4.4.1 Order Forms and Delivery Tickets. The Contractor shall supply the meal order forms for the Government’s use. The COR will fax or email the meal count to the Contractor when changes are necessary. The meal order form should include at a minimum the following:

(1) Ticket number;

(2) Date and time of delivery;

(3) Order number;

(4) Meal type;

(5) Food items served;

(6) Quantity delivered;

(7) Unit Price;

(8) Extended amount;

(9) Carrier operator’s name;

(10) Name and signature of Government representative receiving the items; and

(11) Food temperatures at the time of delivery.

C.4.4.2 The delivery ticket shall contain, at a minimum, the same information as the order form. The Contractor shall utilize a delivery ticket to record each delivery. One copy of the delivery ticket shall be left with the Government with each meal delivery

C.4.4.3 Under no circumstances shall a discrepancy in the information be corrected without written approval from the COR.

C.4.5 Task 5 - Meal Transportation and Delivery.

C.4.5.1 Transportation.

C.4.5.1.1 The Contractor shall transport hot meals in accordance with Federal, State and local laws and regulations for the transportation of prepared meals. The Contractor shall ensure temperature of a minimum of 140 degrees Fahrenheit is maintained from the time of preparation to the time of human consumption for hot food items. The Contractor shall ensure that the transporting containers are industry approved for use in delivering meals.

C.4.5.1.2 The Contractor shall transport cold meals and milk-based products in accordance Federal, State and local laws and regulations for the transportation of prepared meals. The Contractor shall ensure temperatures of a maximum of 40 degrees Fahrenheit is maintained from time of preparation to the time of consumption for cold food items. The Contractor shall ensure that the transporting containers are industry approved for use in delivering cold meal items

C.4.5.1.3 All drivers shall be properly licensed and insured and all vehicles shall be sanitary and comply with required health and vehicle regulations in the jurisdiction in which they are licensed.

C.4.5.1.4 The preparation, packaging, and transportation of all foods will be closely supervised by the Contractor and monitored by RSC staff to assure that all safety and sanitation standards are met.

C.4.5.2 Delivery.

C.4.5.2.1 The Contractor shall furnish CSOSA with a written protocol for ensuring that all meals will be delivered and served at the proper temperatures and in a manner that makes them palatable and safe for consumption (140 degrees Fahrenheit or above for hot food, 40 degrees Fahrenheit or below for cold food), visibly pleasing, seasonably appropriate; and complete with condiments (e.g., margarine, jelly, syrup, salad dressing, sugar, salt, pepper, ketchup, mayonnaise, mustard, sugar substitutes, salt substitutes, etc.) and cutlery (i.e., spoon, fork, knife).

C.4.5.2.2 Upon arrival on the first delivery unit, an appropriately trained and certified RSC staff member shall test the temperature of each delivered food item in the presence of the Contractor’s representative to ensure adherence to the standards contained herein.

All temperatures shall be recorded on the meal delivery ticket. The point at which the temperature is taken shall be deemed the point of delivery for this purchase order. The RSC staff member shall also verify the type and quantity of meals received; and any menu substitutions or omissions, noting any discrepancies on the meal delivery ticket.

After verifying the temperatures and meal contents, the RSC staff members shall indicate the Government’s acceptance of the delivery by initialing the meal delivery ticket. In the event that meal temperatures or delivery contents fail to meet the standards contained herein, the delivery shall be considered rejected. The Contractor shall replace any meal that is 15 degrees above or below the temperatures defined in C.4.5.2.1, or is otherwise spoiled or not palatable, within one hour of receiving notification from

CSOSA.

C.4.5.2.3 To eliminate delays during the delivery process, the Contractor’s driver shall phone the RSC’s Security desk on (202) 442-1100 or (202) 442-1101 to notify them of his/her approximate arrival time. The driver shall proceed to the rear of the RSC building and ring the Air-phone Intercom system to alert the RSC’s security staff member of his/her arrival.

C.4.5.2.4 The RSC Security staff member shall conduct a routine security screening using a hand-held metal detector and the driver will be escorted at all times to and from each residential unit by a member of the RSC Security Staff and/or RSC Staff, the escort will remain with the driver until the driver departs the facility.

C.4.5.2.4 The Contractor’s driver shall comply with the requirements of Section H.13 Contractor COVID-19 Related Requirements before entering the RSC facility.

C.4.6 Task 6 - Continuity of Operations Plan (COOP). The Contractor shall prepare and submit a COOP to the Contracting Officer within 15 business days of purchase order award.

The COOP shall include details on how the Contractor will continue to provide the services required under this purchase order under emergency circumstances such as inclement weather, lack of water, lack of electricity, lack of qualified personnel, insufficient quantity of food items, transportation problems, etc., or the closing of its facility, for whatever reason.

C.5 Staffing Requirements. Contractor employees must be U.S. citizens or be lawfully permitted to reside in the United States and have possession of a valid work permit.

C.5.1 Program Manager. The Contractor shall assign a Program Manager to serve as the primary point of contact to CSOSA in the performance of this purchase order. The Program Manager shall have the authority to fully represent the Contractor in all contractual and technical matters.

C.5.2 Dietician Requirement. The Contractor shall work with a qualified, credentialed, licensed Dietician in the performance of this purchase order. The Dietician shall:

(a) Possess a current, full, and unrestricted license to perform dietician/nutritionist services for a State, the District of Columbia, the Commonwealth of Puerto Rico, or Territory of the United States; and

(b) The Dietician shall develop cycle menus for all meals for each diet type, including therapeutic, heart healthy (regular), and special.

(c) The Dietician shall assess and evaluate the nutritional value of food provided under this purchase order.

C.5.3 Transportation and Delivery Staff Requirements. The Contractor shall ensure that the individual(s) assigned to transport food and related items under this purchase order possess a valid driver’s license with the appropriate endorsements for the classes of vehicles used to transport the food and related items. Additionally, the Contractor shall ensure that all transportation staff assigned to perform under this purchase order are tested annually for Tuberculosis using Purified Protein Derivative (PPD) tuberculin test. In the event that a member of the Contractor’s transportation staff is not able to take a tuberculin test, the Contractor shall submit annual chest x-ray results demonstrating asymptomatic clearance by a medical doctor.

Any and all replacement or interim personnel delivering food to the RSC must have been tested prior to delivering food to the RSC. The Government strongly encourages the Contractor to require all of its staff to maintain current immunizations (i.e., influenza, hepatitis, tetanus, etc.).

The Contractor shall remove from performance under this purchase any of its staff members that are found or suspected to be suffering from a communicable disease, disorder, or respiratory problem.

C.6 Regulatory Standards.

C.6.1 The Contractor shall provide all services in compliance with the appropriate local licensing and regulatory body governing the food service industry for the jurisdiction in which it operates. The Contractor shall provide CSOSA with copies of all survey/evaluation reports issued by any regulatory body and shall keep CSOSA updated regarding any deficiencies cited and corrective action plans undertaken to ensure compliance with the appropriate standards.

C.6.2 The Contractor is responsible for maintaining all health codes and standards of sanitation and safety in the storage, handling, preparation, transportation and delivery of food as enacted by the U.S. Department of Agriculture and state or local regulations.

C.6.3 The Contractor, at its own expense, shall maintain all federal, state, and local licenses and permits required for the operation of food services provided herein.

C.6.4 To ensure compliance with the terms and conditions of this purchase order, the Contractor shall participate in quarterly program review meetings to discuss general purchase order operations. The Contractor shall ensure the presence of the Program Manager at these meetings who is capable of discussing and making commitments related to both administrative and operational aspects of this purchase order.

C.6.5 At no time shall the Contractor’s staff make contact with any of the RSC residents. The Contractor staff shall address any concerns or problems concerning residents immediately to the RSC Program Director, Shift Supervisor(s) or Contracting Officer Representative (COR).

C.6.6 Upon award, the Contractor shall designate a primary and alternate point of contact to communicate with the Contracting Officer and COR regarding this purchase order. The Contractor shall refrain from discussing specific purchase order performance issues with anyone other than the Contracting Officer and/or COR.

C.7 Reporting Requirements. The Contractor shall prepare and submit the following reports to the Contracting Officer with one copy for the COR:

C.7.1 Monthly Activity Report. The Contractor shall furnish a Monthly Activity report to CSOSA with the submission of each invoice. These reports are short status reports, to inform

CSOSA of significant events, problems, and changes associated with the delivery of services.

The report must contain a summary of the number of resident meals served per day by unit, along with changes or substitutions to the written menu.

C.7.2 Menus. The Contractor shall furnish the proposed quarterly cycle menus, and the analyses required by Section C.4.1 Task 1, to the COR.

C.7.3 Incident Report. The Contractor shall verbally report any and all significant problems to the COR and Contracting Officer (CO) immediately. A detailed written incident report shall be prepared no later than 24 hours after an incident occurred and will be attached to the monthly progress activity reports.

C.7.4 Inspection reports, audits or reviews from Federal, State, and local regulatory officials. The Contractor shall provide to the COR within two business days of receipt, any and all Inspection Reports, audits or reviews from Federal, State, and local regulatory bodies. Any inspections reports, audits or reviews that that jeopardize the Contractor’s ability to perform shall be reported in accordance with Section C.7.3 above.

C.8 Re-Entry and Sanctions Center Security.

C.8.1 The Contractor agrees to adhere to all regulations prescribed by CSOSA with regard to the safety and security of the RSC facility, staff, and residents.

C.8.2 Contractor staff assigned to this purchase order for food delivery will be escorted at all times by the RSC Security Officers and/or RSC Personnel.

C.9 Contractor Quality Control (QC) Plan. The Contractor shall develop, and provide to the CO within 30 days of purchase order award, a QC Plan that identifies what actions, processes, procedures, inspections, reviews, and responsibility assignments the Contractor will utilize to ensure that the Contractor’s performance complies with all of the requirements of this purchase order. The CO shall have ten business days to review the QC Plan and provide requested or required changes to the Contractor. The Contractor will then have five business days to incorporate the CO’s required/requested changes and return a final QC Plan to the CO. The Contractor’s QC Plan shall be reviewed and updated as required, but no less than annually.

C.10 Inspections, Compliance and Audit. CSOSA through the CO, COR, or other CSOSA components shall conduct inspections and audits (hereafter “audit”) to verify the personnel, operations, programs and the related non-financial books, records, accounts and information (including electronic data) of Contractor, comply with the provisions of this purchase order, or to assess the efficacy of any goods or services delivered pursuant to this purchase order. Contractor and its personnel shall cooperate fully with all audits.

C.10.1 Frequency of Audits. Audits shall occur at least once a year at the discretion of CSOSA. CSOSA retains the right to conduct audits more frequently if concerns about performance of the purchase order or the quality of the provided goods or services arise.

CSOSA also retains the right to forgo an audit at its discretion and consistent with the CSOSA’s policies and practices, or any applicable laws or regulations. Notwithstanding the foregoing, CSOSA and its representatives shall have the right to audit the Contractor at any time without notice and in addition to any annual audit, if there are concerns about fraud, waste, abuse, or mismanagement under the purchase order, or CSOSA has reason to believe that services procured through this purchase order are not being performed or are not meeting CSOSA’s standards and expectations.

C.10.2 Personnel, Books and Records. Contractor shall keep full, true and accurate books, records, accounts and information (including electronic data) concerning services provided pursuant to this purchase order. Contractor shall comply with all reasonable requests of CSOSA or its representatives and provide access to all personnel, books, records, accounts and information (in whatever form, including electronic data) necessary for the audit, which may include, but not be limited to:

a. Handbooks, manuals, policies and guidance for staff.

b. Staff position descriptions.

c. Organizational charts.

d. Resumes, credentials, licenses and certifications of personnel.

e. Agreements with external vendors or sub-contractors for services provided pursuant to the purchase order.

f. Proof of accreditation and compliance with industry standards, as applicable.

g. Proof of liability and other insurance.

h. Inspection Reports, as applicable (e.g., OSHA, Elevator Safety, etc.).

i. Invoices and supporting documentation.

C.10.3 Timing of Audits. Audits may be announced or unannounced at CSOSA’s discretion and shall take place during Contractor’s normal business hours. CSOSA and its representatives shall take reasonable steps to avoid disrupting the business of the Contractor during an audit.

C.10.4 Audit Reports. Reports of the results of an audit are the property of CSOSA, but may be shared with Contractor at CSOSA’s discretion. If deficiencies are observed during an audit, the CO shall issue a Corrective Action Report (CAR) to Contractor within five business days of being provided with deficiency information. The CAR shall identify the specific deficiencies and the timeframe in which the Contractor shall take corrective action. Within five business days of receiving the CAR, the Contractor shall develop and send to the CO for approval, a written plan of action with milestones (POAM) to correct the deficiencies within the timeframe designated by the CO. The Contractor shall provide proof of remediation in writing to the CO for each deficiency identified in the CAR. The Contractor may be subject to further audit by CSOSA to ensure that the corrective action taken is sufficient to prevent the reoccurrence of the deficiency.

C.10.5 Scope of Audit. CSOSA expects 100% compliance by Contractor with the terms of this purchase order. The scope of the audit shall include, but is not limited to, the Statement of Work and other applicable sections of this purchase order; criteria identified in Contractor’s QAP;

standards issued by any accrediting or oversight body; standards issued by any licensing or certifying body; Contractor’s policies; and all applicable laws and regulations.

C.11 Post-Award Meeting. The COR will schedule a post-award meeting between the Contractor and CSOSA within ten business days following purchase order award. The purpose of this meeting will be to review the performance requirements of the purchase order, agree on the roles and responsibilities of CSOSA and the Contractor under the purchase order, and any other issues either party may want to discuss. The Contractor shall develop a Transition Schedule that demonstrates the Contractor’s ability to begin service by the Effective Date of the purchase order, and shall provide the schedule to the COR at the Post-Award meeting. The Contractor shall prepare a meeting report that details who was in attendance at the meeting, what discussions took place, and what agreements were reached. A copy of the report shall be provided to the COR within ten business days following the meeting.

SECTION D - PACKAGING AND MARKING

D.1 MEAL PACKAGING AND MARKING REQUIREMENTS

D.1.1 Hot meals shall be served pre-plated on individual trays with overlay made of non-toxic material.

The Contractor shall use portion control devices in plating the meals to ensure that the meal portions are consistent with the amounts identified on the menu. The overlay shall have an airtight closure to ensure proper sanitation. All containers shall have the capacity to withstand temperatures of a minimum of 140 degrees Fahrenheit or 204 degrees centigrade.

D.1.2 Cold meals containers shall be made of nontoxic materials (plastic or paper board wedge, sealed by polystyrene film) and the overlay shall be airtight to ensure proper sanitation and have the capacity of maintaining meals per standard regulations. The Contractor shall use portion control devices in plating the meals to ensure that the meal portions are consistent with the amounts identified on the menu.

D.1.3 Fresh fruits, bread products, pastries, cereals and other single served food components shall be individually packaged in plastic or paper board wedge and sealed with polystyrene film.

D.1.4 All condiments and eating utensils shall be individually or combined packaged in plastic or paper board wedge and sealed with polystyrene film.

D.1.5 Food labeling shall consist of the following information: meal type, item identity; date of production; quantity of units per carton.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection will be in accordance with Section C.11, FAR 52.212-4(a) and the terms and conditions in this Section E.

E.2 Inspection and Acceptance. The CSOSA COR shall be responsible for performing the inspection of all services rendered under this purchase order and for recommending acceptance of replacement/correction of services or materials that fail to meet the purchase order requirements to the CSOSA Contracting Officer.

E.3 General. Inspection of meals furnished hereunder shall be performed at the RSC by the COR or a member of the RSC staff.

SECTION F - DELIVERIES AND PERFORMANCE

F.1 Period of Performance. The period of performance of this purchase order is as follows:

Specific dates to be added at award.

Base Period: 12 months from date of award Option Period 1: 12 months from the effective date of Option Period 1

F.2 Time of Delivery. Time of delivery is crucial to performance of this purchase order. Meals must be provided in accordance with the following times:

Breakfast 6:30 a.m.

Bag Meal 6:30 a.m. (as requested) Lunch 11:30 a.m.

Dinner 4:30 p.m.

Snack 4:30 p.m.

Any deviation from the delivery requirements by the Contractor may be allowed only upon advance written agreement from the Contracting Officer.

F.3 Place of Performance. The Contractor will deliver meals under this purchase order to the CSOSA Re-entry and Sanctions Center (RSC) located at 1900 Massachusetts Avenue, SE, Washington, DC 20003.

F.4 Notice to the Government of Delays. In the event the Contractor encounters, or anticipates encountering, difficulty in meeting performance requirements, or in complying with the purchase order delivery schedule or completion date, or whether the Contractor has knowledge that any actual or potential situation is delaying, or threatens to delay, the timely performance of this purchase order, the Contractor shall immediately, within one business day, notify the Contracting Officer and the COR, in writing, giving pertinent details; provided, however, that this notification shall be informational only in character, and that this provision shall not be construed as a waiver by CSOSA of any delivery schedule or date, or any rights or remedies provided by law or under this purchase order.

F.5 Emergencies. In the event of unforeseen emergency circumstances, such as natural disasters, acts of God, or any other major business interruptions, the Contractor shall immediately notify the COR of the following:

a. The impossibility of on-time delivery;

b. The circumstances precluding delivery; and,

c. Provide a statement of whether or not succeeding deliveries shall be affected.

F.6 Deliverables.

F.5.1 Required Reports. The Contractor shall provide the following reports to CSOSA in accordance with the terms of this purchase order:

Reporting Schedule of Delivery

Quarterly Menus (Section C.4.1 Task 1) 15 business days before the start of performance, 5 days prior to any proposed changes, immediately when unanticipated change/substitutions occur

Continuity of Operations Plan (COOP) (Section C.4.6, Task 6)

Within 15 business days of purchase order award

Monthly Activity Report (Section C.7.1)

Monthly with invoice for payment

Incident Report (Section C.7.3) Verbal notification followed with a written report within 24-hours of the incident

Inspections Reports, audits or reviews from Federal, State, and local regulator officials (Section C.7.4)

Within 2 business days after the Contractor receives the report, audit or review.

Transition Schedule (Section C.11) Provide to COR at Post-Award meeting Proof of Insurance (Section H.8) Within 15 business days of purchase order award

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Contracting Officer’s Representative

G.1.1 A Contracting Officer’s Representative (COR) for this purchase order will be appointed by the Contracting Officer upon award and a copy of the COR Appointment Letter will be provided to the Contractor.

G.1.2 The COR is responsible for the technical aspects of the purchase order and serves as the liaison with the Contractor. The COR is responsible for the final inspection and acceptance of all work performed and such other responsibilities as may be specified in this purchase order.

G.1.3 The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the purchase order price, terms or conditions.

Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the express written prior authorization of the Contacting Officer.

G.2 Contracting Officer

G.2.1 The Contracting Officer (CO) is the only person authorized to approve changes to any of the terms and conditions of this purchase order. In the event the Contractor effects any changes at the direction of any person other than the CO, the changes will be considered to have been made without authority and no adjustment will be made in the purchase order price to cover any increase in costs incurred as a result thereof. The CO shall be the only individual authorized to accept nonconforming work, waive any requirement of the purchase order, or to modify any term or condition of this purchase order. The CO is the only individual who can legally obligate government funds. No cost chargeable to the proposed purchase order can be incurred before receipt of a fully executed purchase order, which includes any subsequent purchase order modifications or other specific written authorization from the CO.

G.2.2 The Contractor shall not comply with any order, direction or request of government personnel unless it is issued in writing and signed by the CO, or is pursuant to specific authority otherwise included as a part of this purchase order. No order, statement, or conduct of government personnel, other than the CO, who visit the Contractor’s facilities or in any other manner communicate with Contractor personnel during the performance of this purchase order shall constitute a change under the terms for changes included in FAR 52.212-4 of this purchase order.

G.2.3 The procuring and administering CO for this purchase order is:

Elijah Anderson Office of Procurement Court Services and Offender Supervision Agency (CSOSA) 800 North Capitol St., NW Washington, D.C. 20002-4260 Email Address: Elijah.Anderson@csosa.gov

G.3 Electronic Invoicing and Payment Requirements – Invoice Processing Platform

G.3.1 Payment requests must be submitted electronically through the U.S. Department of Treasury’s Invoice Processing Platform (IPP) system using the “Bill to Agency” of Interior Business Center – FMD.

G.3.2 Definitions.

G.3.2.1 “Contract” as used throughout this clause means the type of contract identified in Section B.3.

G.3.2.2 “Payment request” means any request for contract financing payment or invoice payment by the Contractor.

G.3.3 To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause FAR 52.212-4, Contract Terms and Conditions – Commercial Items, included in commercial item contracts.

G.3.4 IPP Registration. The IPP website address is: https://www.ipp.gov. The Contractor must use the IPP website to register, access, and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve normally within 3-5 business days of the contract award date. Assistance with enrollment may be obtained by contacting the IPP Production Helpdesk via email at IPPCustomerSupport@fiscal.treasury.gov or by phone at (866) 973-3131.

G.3.5 Payment Request/Invoice Submission.

G.3.5.1 Invoices shall be submitted in IPP with a unique invoice number and no more than once a month, unless otherwise authorized under this contract.

G.3.5.2 The payment request/invoice submission must identify the specific Contract Line Item Number (CLIN) for which the contractor is seeking payment under the contract.

G.3.5.3 In addition to providing the information required by IPP, the contractor shall include in IPP as an attachment(s) to the specific payment request/invoice amount the following information for each CLIN;

a. For supplies, provide the description, unit of measure, quantity, unit price, extended total price of the supplies invoiced and date of shipment or delivery.

b. For services:

mailto:Elijah.Anderson@csosa.gov https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

(1) Provide a description of services performed, e.g., labor category, hours worked by date, hourly rate, and amount billed by labor category, and total invoice amount.

(2) For labor hour CLINS, as authorized by FAR 52.212-4, section (i) Payments, the contractor shall substantiate each payment request/invoice submitted by including individual daily job timecards for each person (on-site and off-site) performing any work under this contract.

G.3.6 CSOSA is bound by the Prompt Payment Act (5 CFR Part 1315) to reimburse contractors on the 30th calendar day after a proper and valid invoice is officially received by the Agency.

G.3.6.1 Invoices submitted in IPP to incorrect or without required or valid attachment information are not considered proper.

G.3.6.2 Improper or invalid IPP invoices shall be disputed / rejected by CSOSA in their entirety. If the invoice is disputed / rejected by CSOSA, the CO or COR appointed to the contract will notify the contractor in writing of the dispute within seven (7) days of the CSOSA invoice official receipt date (the received date stamped on the invoice by OFM). CSOSA’s written dispute / rejection notification will identify the specific invoice items and amounts being disputed, reason the items or amounts are disputed, a reference to the specific terms of the contract which supports the government’s dispute and a request for an immediate explanation and / or corrected invoice. In addition, the invoice will be rejected by CSOSA in IPP. The Contractor shall re-submit corrected invoices in IPP, with required attachments, using a new, unique invoice number.

G.3.6.3 Properly disputed invoice amounts are not subject to late payment interest computations during the period of dispute. Per FAR Part 32 the Contracting Officer has the final authority to approve payment of an invoice.

G.3.7 The Contractor should review IPP to determine the current status of a submitted invoice.

Contractor inquiries concerning an invoice payment may be made to the CSOSA Office of Financial Management (OFM) thirty (30) calendar days after a proper invoice has been submitted.

The contractor may make payment inquires to by calling OFM, Ms. Rolanda White, at 202-220- 5464 or emailing OFM at rolanda.white@csosa.gov .

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 Personnel Security. The Contractor agrees to adhere to all regulations prescribed by CSOSA in regards to the safety and security of RSC staff and residents.

H.2 Government-Furnished Property (GFP). Government-Furnished Property (GFP) will not be provided to the Contractor.

H.3 Unforeseen Closures, Work Stoppage and Government Closures. Uncontrollable or unforeseeable circumstances such as, acts of God or the public enemy, acts of the Government in its sovereign or contractual capacity, fire, floods, epidemics, quarantine restrictions, inclement weather or special Federal or ceremonial events, may cause the Government to close. Under such circumstances, the Contractor will be required to follow the directions of the COR or CO.

mailto:rolanda.white@csosa.gov

H.4 Review of Announcements or Publishing. Neither the Contractor, nor any affiliate, subsidiary, consultant, subcontractor, nor personnel thereof, shall make public releases of information or any matter pertaining to this purchase order, including, but not limited to, advertising in any medium, or presentation before technical, scientific, or industry groups, without the prior written approval of the CO. The provisions of this clause shall survive the expiration of this purchase order.

H.5 Contractor Personnel Conduct. Contractor personnel entering the RSC shall comply with all applicable government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting the CSOSA RSC.

H.6 Period of Claim. Notwithstanding the claim period stated in FAR 52.212-4(d), Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the Contractor agrees to submit any claim related to this purchase order within 12 months after accrual of the claim.

H.7 Independent Contractor Status.

H.7.1 Contractor is an independent contractor, and neither Contractor nor Contractor's employees or purchase order personnel are, or shall be deemed, Government's employees. In its capacity as an independent contractor, Contractor agrees and represents, and the Government agrees, as follows:

H.7.1.1 Contractor has the right to control and direct the means, manner, and method in which to perform services required by CSOSA through this Purchase order.

H.7.1.2 Contractor has the right to hire assistants as subcontractors to provide the services required by this purchase order provided Contractor notifies the Government in writing of the need to hire subcontractors, and receives the expressed written permission from the Government before hiring any subcontractor under this purchase order.

H.7.1.3 The services required by this purchase order shall be performed by Contractor, Contractor's employees, purchase order personnel or subcontractors, and the Government shall not hire, supervise, or pay any assistants or subcontractors to help Contractor.

H.7.2 The CO, COR and Contractor shall meet as deemed appropriate by all three parties to discuss program issues, purchase order deliverables, resident issues, contractual/financial expenditures etc.

H.8 Insurance.

H.8.1 Contractor, at its sole expense, shall procure and maintain, during the entire period of performance under this purchase order, the types of insurance specified below and shall immediately notify CSOSA if any insurance policy lapses or changes. Within 15 days of purchase order award and at the beginning of each subsequent option period, the Contractor shall have its insurance broker or insurance company submit a Certificate of Insurance to the Contracting Officer giving evidence of the required coverage prior to commencing performance under this purchase order. In no event shall any work be performed until the required Certificates of Insurance signed by an authorized representative of the insurer(s) have been provided to, and accepted by, the Contracting Officer. All insurance shall be written with financially responsible companies authorized to do business in the District of Columbia or in the jurisdiction where the work is to be performed and have an A.M. Best Company rating of A- / VII or higher. The Contractor shall require all of its approved subcontractors to carry the same insurance required herein. All required policies shall contain a waiver of subrogation provision in favor of the Government of the United States and/or CSOSA. The Government shall be included in all policies required hereunder to be maintained by the Contractor and its approved subcontractors (except for workers’ compensation and professional liability insurance) as an additional insured for claims against CSOSA or The United States relating to this purchase order, with the understanding that any affirmative obligation imposed upon the insured Contractor or its approved subcontractors (including without limitation the liability to pay premiums) shall be the sole obligation of the Contractor or its approved subcontractors, and not the additional insured.

H.8.2 The following insurance coverage and minimum amounts are required to be maintained by the Contractor in the performance of all work including in this purchase order.

H.8.2.1 Workers’ Compensation. The Contractor shall provide Workers’ Compensation insurance in accordance with the statutory mandates of the District of Columbia, or the jurisdiction in which any work ordered under the purchase order is performed.

H.8.2.2 Employers Liability. $500,000.00.

H.8.2.3 General Liability. $1,000,000.00 per occurrence and $1,000,000.00 aggregate.

H.8.2.4 Property Liability. $100,000.00.

H.8.2.5 Employer Practices Liability. $1,000,000.00 per occurrence and $1,000,000.00 aggregate.

H.8.2.6 Automobile Liability. $200,000 per person and $500,000 per occurrence.

H.9. Indemnification.

H.9.1 The Contractor agrees for itself, its employees, and subcontractors to save, defend, hold harmless and indemnify the Government and all of its elected and appointed officials, officers, current and former employees, agents, departments,…