Addendum 1 259999B003 final for issuance.pdf

OREGON MILITARY DEPARTMENT

JOINT FORCE HEADQUARTERS, OREGON NATIONAL GUARD

INSTALLATIONS DIVISION

1776 MILITIA WAY

P.O. BOX 14350

SALEM, OREGON 97309-5047

February 11, 2025

Installations Division

SUBJECT: Addendum 1 to RFP 259999B003 Camp Rilea Food Services

TO ALL PROSPECTIVE PROPOSERS AND ALL OTHERS CONCERNED

1. The changes, clarifications, omissions, additions, and alterations in, on, and to the proposal information and specifications shall apply to the proposals submitted for and to the project indicated above. Except as modified by this Addendum, all of the terms and provisions of the Request for Proposals (“RFP”) for the above listed project remain in full force and effect. This Addendum Number 1 supersedes all previous instructions pertaining to the items listed:

CHANGES TO RFP

2. Changes to RFP: The following changes are made to the RFP. (Where applicable, additions are indicated with bold and underlined and deletions are indicated by strikethroughs).

The following are formal responses to questions received during the open RFI period ending February 11, 2025 at

10am

a. Please provide the name of the previous contractor

RESPONSE: Requested information has been uploaded to OregonBuys

b. Request a copy of the last contract agreement

RESPONSE: Requested information has been uploaded to OregonBuys

c. What was the total amount invoiced by the previous contractor for October 2023 thru September 2024?

RESPONSE: Last year DFAC contracts billed $658,587.00. Note: this was with a long service interruption. For the time period of Oct 2022 – Sept 2023 the DFAC billed $788,413 which is more inline with estimates over the past 5 years

d. Request pictures of the Main DFAC Building 7210 and the refenced Starships (Bldg. 7023-7028)

RESPONSE: Pictures have been uploaded to OregonBuys

e. We ask the photos show Serving stations, Kitchen prep & storage areas. checker / cashier stations, dining & dish room along with all storage areas.

RESPONSE: Pictures have been uploaded to OregonBuys

f. Is there a Mangers office area and will we be supplied with Phone & internet services?

RESPONSE: There is a manager’s office, pictures have been included. We currently do not have phone or internet in the DFAC and while there is a plan to have guest level Wi-Fi access the contractors have been responsible for their own business internet and phone services.

g. What are the Standard Meal services times for DFAC #7210, for Breakfast, lunch & Dinner?

RESPONSE: Times are dictated by contractor and time slots are requested by unit. Breakfast times typically run 0600-1000, lunch 1100-1500 and Dinner 1600-1900 in 1-hour increments based on unit size and contractor capabilities we suggest 60 minutes/unit.

h. Please provide during the previous 12-month period (Oct 2024 back to Sept 2023) How many meal services were required in the Starship buildings?

RESPONSE: No meals were requested in the Starships

i. The RFP out lines some equipment available for service use at the Starship building. However, equipment in the outline, did not show a portable steamtable or Chafing dishes in order to serve hot meals. Please expand on meal service expectations and if there are equipment elements provided by the

State to provide hot meals.

RESPONSE: DFAC kitchens are supplied with all equipment necessary to serve hot meals, this includes steam tables. Pictures have been provided.

j. Please confirm that this contract will not apply any Reciprocal preferences during evaluation scoring.

RESPONSE: OMD will not be utilizing reciprocal preferences.

k. If requested, is there the availability to temporarily house contractor team members on the campus?

RESPONSE: SOP allows for 14 consecutive days with a break period before another 14 days stay.

Normal non-DOD rates would apply, rank restricted housing rules, rate sheet is published on our website.

l. Please confirm process required with local board of health. Will we be required to apply for a food establishment restaurant license? If, yes please supply us with the local BOH contact information.

RESPONSE: Clatsop County Public Health services can be reached at 503-325-8500. You will need a food license and pass annual inspections. Your staff will need valid State of Oregon Food Handlers certificates.

m. Requesting a copy of the last local board of health inspection.

RESPONSE: The most recent available to OMD has been uploaded to OregonBuys

n. We understand that the agencies & various groups registered for services at the campus will be invoiced by the contractor at the contract rate for meals provided. How about the Camp Rilea, Staff members.

Will they pay the contracted meal rates?

RESPONSE: All food service transactions are contracted, no money exchanges hands for meals. Staff members do not eat at DFAC.

o. Understanding that this RFP is aggressively moving forward to secure and have a new contractor in place in 30 days or so. During the virtual pre- proposal conference, you confirmed that at present there is no contractor or employees in the DFACS. The understanding is to have a contract in place and work through a transition period that will ensure the start of any services is clearly defined. For the period of

April thru September 2025, we request a copy of the tentative agencies or groups, with estimated head counts that have reserved sessions at the campus.

RESPONSE: Currently we have 91 units reserved or in process, with over 9,000 troops. Most units are

Oregon National Guard units, we also will have several Police and SWAT groups, Wild Land Fire, and several ROTC and JROTC units.

p. Service ware / Smallware’s – Is the Contractor responsible for Pots, Pans, kitchen & service utensils.

Guest plates, bowls, cups & utensils? Please provide an inventory of current items that will be provided for use by the contractor

RESPONSE: OMD will be replacing all smallware and service items based on contractors preferences and recommendations. OMD is currently working on a budget for these purchases.

q. Repairs & Maintenance- please confirm that the Campus will take care of all equipment repairs and preventive maintenance as outlined by the manufacturers.

RESPONSE: OMD will be responsible for equipment repair and regular scheduled maintenance with the understanding that DFAC Contractor will report the need for any repair or work immediately to

Food Services manager. It will be the responsibility of the DFAC contractor to follow prescribed cleaning and handling procedures to prevent damage and ensure equipment is in good condition.

r. Who is responsible for the following items;

Monthly Grease traps cleaning

RESPONSE: Removal of grease and used oil from kitchen to storage facility is handled by DFAC

Contractor. Removal of grease from containers in storage area outside of DFAC is covered by Owner

These four items are handled by Owner

1. Bi- Annual Exhaust Hood cleaning & Fireproofing

2. Annual Ansul system and any portable extinguishers

3. Monthly Pest & Rodent services

4. Snow removal at entrance, and around DFAC

s. Vehicle / Transportation – Does the campus supply a Vehicle to be used in transporting food to the various building or is this the responsibility of the contractor?

RESPONSE: No, this is the responsibility of the contractor.

t. Disposables / To go products – Will Styrofoam products be permitted?

RESPONSE: No, as of Jan 1, 2023, Oregon prohibited food vendors from using Styrofoam to-go or takeout containers.

3. This addendum must be acknowledged and submitted for this project. By acknowledging this addendum on RFP

Attachment A, Representations, Attestations, and Certifications, subsection four (4), the proposer agrees they have read and understood the above mentioned changes and have incorporated those changes into their proposal.

PROTEST OF ANY CHANGES TO THE RFP MADE BY THIS ADDENDUM MUST BE SUBMITTED IN

WRITTEN FORM VIA EMAIL TO THE SINGLE POINT OF CONTACT LISTED IN THE RFP BY 10:00

am ON FEBRUARY 12, 2025 AT 10AM

Sam Goff Sam Goff - CPPB

Procurement & Contract Specialist