J.16 Quest+Ans - Consolidated.pdf

Questions Template

Senate Food and Related Services

RFP AOCSSB26R0002

Reference Page, Section, Paragraph

Offeror’s Question Government’s Response Question Resulted in RFP Change

L.3.1 What does the bid package include? Review L.3 VOLUMES AND ORGANIZATION No J.12 Are we supposed to include a menu for each location? Yes. Per Section J.12 and the technical requirements in Section L, offerors are required to provide sample menus for each dining location identified in the SOW.

No

Does the price quote include either fixed price or per year? The price proposal must be submitted as a fixed-price offer. Offerors must provide specific pricing for each year (base period and all option years) as required by the pricing schedules in Section B.

No

Section B.4 Gross Receipts

Please provide current and historical annual gross receipts by venue and service line for the most recent three full fiscal years, plus year-to-date FY2026, including separate detail for retail, catering, vending, rebates, incentives, discounts, returns, and any other income included in gross receipts.

***WE DID NOT INCLUDE A HISTORICAL

SALES DATA SECTION IN J.***

No

Section C.3 Operating Hours / Table 1

Please provide actual historical hours of operation by venue and daypart for the most recent twelve months, including all in-session, out-of-session, recess, holiday, weekend, and extended-session variations.

***WE DID NOT INCLUDE A HISTORICAL

OPERATING HOURS SECTION J.

No

Section C.4.8 Catering Services / Attachment J.4 Recurring Senate Events

Please provide annual historical catering volume for the most recent three years, including total events, revenue, average attendance, menu mix, service style, labor requirements, butler counts, and identification of the highest-volume event types beyond the seven Traditional Senate Events.

***WE DID NOT INCLUDE A HISTORICAL

CATERING VOLUME SECTION J. 2025 Event Count: 2,082 Gross Event revenue: $6.2M

No

Section B.5.1 Food Service Structure – Fixed Fee Plus Commission Schedule

Please clarify whether the commission percentage is to be applied to total gross receipts inclusive of all revenue categories identified in Section B.4, and whether any exclusions from gross receipts are permitted for purposes of commission calculation.

The commission percentage applies to Total Gross Receipts from all revenue categories defined in Section B.4 (including retail, catering, and vending). No exclusions are permitted unless specifically authorized in writing by the Contracting Officer.

No

Section C.5.9 Equipment / Attachment J.5 Government Furnished Property

Please identify any government-furnished equipment currently out of service, in need of major repair, at end of useful life, or expected to require replacement within the first twenty-four months of contract performance.

The AOC maintains Government Furnished Property (GFP) in accordance with standard lifecycle management. A specific list of equipment currently identified for repair or scheduled for replacement within the first 24 months of the contract will be issued as a supplemental disclosure to Attachment J.5. Offerors should assume all equipment not identified in this disclosure is in functional condition at the time of award.

Section C.5.9 Equipment / Attachment J.5 Government Furnished Property

Please confirm which small wares, loose equipment, décor, coffee equipment, and other customer-facing items are currently contractor-owned rather than government-furnished, and whether any such items may be purchased by or transferred to the successor contractor.

A list of Government Furnished Property (GFP) is provided in Attachment J.5, which includes major kitchen assets such as walk-ins, ovens, fryers, and dishwashing systems across the Capitol and Dirksen locations. Small wares (china, utensils), loose décor, and branded coffee equipment are contractor-owned. While the successor is not required to purchase these items from the incumbent, private negotiations for the transfer of contractor-owned property are permitted.

No

Attachment J.9 Point of Sale Requirements / Section C.5

Please clarify the current point-of-sale and ordering ecosystem in use today by venue, including badge pay, kiosk ordering, mobile ordering, self-checkout, cashierless capability, catering software, kitchen display systems, and digital menu boards.

The requirements for the successor’s POS and ordering ecosystem are detailed in Attachment J.9, which mandates a common platform for cashierless transactions, mobile ordering, and digital menu boards. The current ecosystem varies by venue: the Senate Cafeterias and Refectory utilize traditional cashier-operated POS terminals with integrated credit card capabilities. Kiosk and mobile ordering are currently limited, and the successor is expected to modernize these functions as part of the required technology phase-in described in Section C.5.

No

Attachment J.9 Point of Sale Requirements / Section C.5

Please provide current transaction volumes by ordering/payment channel, including cashier, self-checkout, mobile ordering, kiosk ordering, online ordering, and cashierless transactions, by venue where available.

WE DO NOT CURRENTLY HAVE THIS

INFORMATION. Currently, the majority of transactions are processed via traditional cashier-operated terminals. Data for mobile, kiosk, and online ordering is not available.

No

J.25 The CBA is expiring September 30, 2026. In order to ensure an apples to apples comparison, do you prefer bidders continue to use existing wage rates.

To ensure a consistent evaluation, bidders must use the wage rates in J.25, Appendix A (expiring September 30, 2026) as their baseline. For periods after expiration, bidders are responsible for projecting reasonable escalations based on market analysis and anticipated labor negotiations, while remaining compliant with the Service Contract Act.

No

C.1.2 Background Page 1, Para 2

Are we able to propose adding outlets not listed in the SOW? (i.e.

the former American Grill)

You can only propose on outlets referenced in the

SOW

No

Section B Food Services Pricing and Services Schedule B.5 Gross Receipts Page 1, Para 1

What fees do you anticipate will be included in the definition of “Gross Receipts.” Would Gross Receipts include any proposed fixed fee?

Gross Receipts include all revenue generated from food and beverage operations, including retail, catering, and vending. Gross Receipts do NOT include the Contractor’s proposed Fixed Management Fee. The commission percentage is applied only to the revenue collected from customers and clients for services rendered.

No

General Is there any construction or renovation planned in the term that we should factor in to build our financial model?

At this time, there are no construction or renovation projects planned during the contract term that will impact operations. Bidders should base their financial models on the facilities in their current state.

C.4.4 SDB-RE Currently the coffee shop operates 7:00 AM – 4:30 PM M-F. Is The government is open to various 24/7 models for No

Food Service Units & Services the intent to convert this to a 24/7 market? If yes, please clarify who holds responsibility for modifying and outfitting the current coffee shop to a 24/7 model. We anticipate this would require the need for potential data lines and additional F&B service equipment to accommodate this modification.

the coffee shop, including a full conversion or a 'hybrid' model (staffed hours with an unattended after-hours market). The Contractor is responsible for the design, outfitting, and equipment, including any security gates or automated checkout technology. The government will provide power and data access points, but final installation within the unit is the Contractor's responsibility.

J.19 What POS is current in use? The current POS provider is MM Hayes. No J.19 Who will own the POS system? The Contractor will own and maintain the Point of

Sale (POS) system. The Contractor is responsible for all costs associated with hardware, software licensing, installation, and ongoing technical support for the duration of the contract.

No

J.19 Has there been a recent investment in POS? There has been no recent government investment in the current Point of Sale (POS) hardware or software. The existing system is utilized in its current state. Per Attachment J.9, the successor contractor is responsible for providing and funding a complete technology refresh to meet the modernization requirements, including mobile ordering and cashierless capabilities at the start of the performance period.

No

J.19 Are all locations Cashless? No, not all locations are currently cashless. No J.19 1. What is the current badge-pay functionality at POS and what expectations does the client have for future-state?

a. Are faculty cards physical, digital, both?

b. For physical cards, do they use bar code reader, magstripe (swipe), RFID (tap)?

The current POS system does not accept the Senate badge as a form of payment. While Attachment J.9 outlines a requirement for modern, integrated payment capabilities (including mobile and contactless options), there is no existing badge-pay functionality that requires a transition or 'bridge' from the current provider.

No

J.19 1. Please elaborate on the need for workplace app integration?

The requirement for workplace app integration is intended to support mobile ordering, remote 'order-ahead' capabilities, and digital payment options.

This integration is essential for reducing congestion at physical points of sale during peak periods and providing a modern, efficient service model. The Contractor is responsible for the development, deployment, and security of this platform.

No

RFP schedule b.5.1a

Is it possible to gather estimated revenue per location? REPEAT QUESTION COVERED ABOVE No

C.4.9 Vending Can you share the last 12–24 months of revenue by machine and/or location? Any revenue reports would be very helpful for vending.

REPEAT QUESTION COVERED ABOVE No

RFP SECTION

L -Page 6, Section 2: Technical Approach

RFP instructs to organize Vol-1/Section 2. Technical Approach by Venue, with four parts under each Venue. Part 3-Factor 1 (b) states, “Complete Attachment J.14 - Market Basket and Price & Portion Guide.” Please clarify the following:

Q(a) Should Offerors replicate venue-specific Market Basket and Price & Portion Guide data/tabs from J.14 in the Technical

(a) Offerors should not replicate the full Market Basket data within the Technical Approach narrative. Instead, include a summary or high-level reference in the narrative and refer to the complete Attachment J.14. Attachment J.14 is a standalone requirement and is exempt from

Approach narrative proposal for each venue under Part 3/Factor 1? Is MB/PPG data exempt from the 75-page page limit set for Vol-1/Section 2?

Q(b) Can the Market Basket data for combined venues be inserted once and cross-referenced for the second venue?

2. Q(c) Are Offerors required to submit Market Basket/Attachment J.14 separately as a completed Excel Workbook in addition to the Venue-specific tabs inserted within the Vol.1/Section 2-Technical Approach proposal?

the 75-page limit for Volume 1, Section 2.

(b) Yes. If the Market Basket data is identical for multiple venues, Offerors may insert the data once and clearly cross-reference it for subsequent venues to ensure clarity and consistency. An error was found in the spreadsheet and has been corrected. All market basket items will automatically be referenced in the PPG.

(c) Yes. Offerors must submit Attachment J.14 as a completed, functional Excel workbook.

RFP SECTION

L -Page 6, Section 2: Technical Approach

RFP instructs to organize Vol-1/Section 2. Technical Approach by venue, with four parts under each venue. However, Part 3- Factor 1 (c) states, “Submit a sample SDR Menu in a similar format to Attachment J.12 - SDR Sample Menu. Offerors shall include the Market Basket items in attachment J.14 - Market Basket and Price & Portion Guide from the “SDR - Basket” sheet.”

Q(d) Please clarify/confirm that “Factor 1” requirements specific to SDR (Sample SDR Menu, Market Basket, PPG) apply only to the Capitol/S-110 Senate Dining Room (SDR) venue.

Confirmed. The requirements for the Sample SDR Menu and the specific SDR Market Basket/Price & Portion Guide (as referenced in Part 3-Factor 1(c)) apply strictly to the Senate Dining Room (SDR) venue located in the Capitol (S-110). These specific requirements do not apply to the retail cafes or coffee shop venues.

No

RFP SECTION

L -Page 6, Section 2: Technical Approach

Instructions for Volume 1, Section 2-Part 3-Factor 1 (b) states, “Include price schedules, pricing policies, and descriptions.”

RFP also states that “This document should not include or reference any aspect of the Offeror’s Volume 2 proposal.”

Q(e) Please provide clarification/confirmation that price schedules, pricing policies, and descriptions are NOT to be provided in Part Volume 1, Section 2-Part 3-Factor 1.

Clarification: Volume 1 (Technical) must include the 'Market Basket' and 'Price & Portion Guide' (Attachment J.14), which detail the proposed retail prices charged to customers. Volume 2 (Financial) must contain the offeror’s business model, including commissions, management fees, and profit/loss projections. Offerors must ensure that Volume 1 contains only retail pricing information and contains no references to the broader financial bid or cost structures found in Volume 2.

No

RFP SECTION

L -Page 6, Section 2: Technical Approach

RFP instructs to organize Vol-1/Section 2. Technical Approach by Venue, with four parts under each Venue. However, several elements of Factor 1 and Factor 2 apply to the proposed program as a whole (not venue-specific).

Q(f) Please clarify whether Factor 1/Factor 2 elements that apply uniformly across Offerors’ program as a whole (not specific to a single ‘venue’) can be described once in the proposal and cross-referenced in the subsequent sections/venues where applicable:

-Quality Assurance Plan -Ability to Adapt to an Ever-Changing Environment … Emergency Preparedness -Substance Abuse Policy and/or Drug Free Workplace Policy -Equal Opportunity Policy -Compliance with AOC and Senate Standards -Mission Statement

Yes. Offerors may describe program-wide elements, such as Quality Assurance, Emergency Preparedness, Substance Abuse Policies, Equal Opportunity Policies, and Mission Statements, once in a 'Program-Wide' or 'General' section of Volume 1. These elements may then be clearly cross-referenced in the venue-specific sections to avoid redundancy and maximize the 75-page limit for technical narratives.

No

RFP Section B Schedule b.5.1a

Is it possible to gather clarity as to the AOC wishes on a commission versus management fee?

The government is seeking the most advantageous financial return while ensuring high-quality service and modernization. While the RFP allows for flexibility, the government typically prefers a

Commission-based (P&L) model for retail venues.

However, Offerors are encouraged to propose the business model, whether commission, management fee, or a hybrid that they believe best supports the operational requirements and capital investments outlined in the solicitation. All financial proposals must be clearly detailed in Volume 2.

Is it possible for an extension to be granted to this RFP due date? Proposals are due May 20th. No extension will be granted.

No

RFP J.25 Can we please be provided a number of how many full/part time employees are a part of the existing CBA

As of the date of this solicitation, there are approximately 85 full-time and 30 part-time employees covered under the Collective Bargaining Agreement (CBA) with UNITE HERE Local 23. This headcount is subject to seasonal fluctuations and operational needs. The successor contractor is required to comply with all Right of First Refusal requirements as outlined in the RFP.

RFP Section B.2

– Scope of Services

Can the Government provide additional detail on any current or planned competing food service operations within Senate facilities?

The government does not currently have plans to authorize additional competing food service operations within the Senate office buildings.

No

RFP Section B.4

– Gross Receipts

Please clarify whether gross receipts include: (a) sales tax, (b) third-party delivery revenues and associated fees, and (c) manufacturer rebates and incentives.

(a) Sales Tax: Sales are generally not subject to state or local sales tax on federal property for these contracted operations; however, if any tax is collected, it is excluded from Gross Receipts.

(b) Third-Party Delivery: Gross Receipts include the total menu price of all items sold via third-party platforms. Associated delivery fees or service charges paid to the third party may be excluded, but the base revenue must be reported.

(c) Rebates and Incentives: Manufacturer rebates, volume discounts, and promotional incentives are not included in Gross Receipts, but must be disclosed in the monthly financial statements as a reduction to the Cost of Goods Sold (COGS).

No

RFP Section B.5.1 – Food Service Structure

How will the Government evaluate proposals that include a fixed fee versus those that do not? Is there a preferred balance between commission percentage and fixed fee, or will proposals be evaluated based solely on total financial return to the Government?

Proposals will be evaluated based on Best Value, considering the total projected financial return to the Government, the realism of proposed costs, and the level of capital investment. The Government has no predetermined preference for a specific fee structure; however, offerors should propose a model that aligns with the operational goals of the Senate and provides clear incentives for service excellence and participation.

No

RFP Section B.6

– Capital Investments

Can the Government provide any facility condition assessments or equipment inventories, including age and condition of equipment, for the locations included in this requirement?

The Government will provide a high-level inventory of major Government-Furnished Property (GFP) as an amendment to this solicitation. The successor contractor will be responsible for an independent inventory audit and condition assessment upon contract award as part of the transition phase.

RFP Section B.7.1 – Price Adjustments

In the event the Contractor submits a request for a price adjustment due to extraordinary circumstances, can the Government clarify the expected timeframe for review and approval of such requests?

The Government will make every effort to review and provide a determination on price adjustment requests within 30 to 45 calendar days of receipt of a complete and substantiated proposal. The Contractor must provide comprehensive market data and justification to support any request based on extraordinary circumstances.

No

RFP Section C (Operations) / Attachment J.5 –

GFE

The SOW deliverables include ongoing reporting of equipment status and maintenance issues; however, Attachment J.5 does not include equipment age or condition. Can the Government clarify responsibility for maintenance, repair, and replacement of Government Furnished Equipment (GFE), including whether the Contractor is responsible for preventive maintenance, major repairs, and/or capital replacement?

The Government acknowledges that Attachment J.5 provides a list of inventory without age or condition data. As such, the Contractor is responsible for preventive maintenance and minor repairs (defined as repairs under $1,000 per occurrence) to ensure the continuous operation of these assets. The Government remains responsible for major repairs and capital replacement necessitated by normal wear and tear.

No

RFP Section C – Operations (General Requirements)

Can the Government provide historical gross receipts by location and by line of business (e.g., SDR, cafeteria, retail, coffee, vending, catering) for the past three (3) to five (5) years?

REPEAT QUESTION COVERED ABOVE No

RFP Section C – Operations Requirements

Please provide the required hours of operation for each location, including SDR, cafeteria, retail, coffee, and vending support.

While Section C outlines the general requirement to support the Congressional calendar, the specific baseline hours for each venue are provided below for proposal uniformity. These hours are subject to adjustment by the COTR based on legislative session needs.

***GO OFF OF CURRENT HOURS???***

Schedule B.5.1a is comprised of two separate and nondependent requirements

The Monthly Fixed Fee (Optional) columns is strictly related to the requirements outlined in the SOW. If the fixed dollar amount is proposed and accepted, then regardless of the revenue/profit generated, this proposed and accepted amount will be paid to the Contractor. If the Contractor is required to provide services outside of the SOW and the services fall within the parameters outlined in B.5.1 then the Government will consider an adjustment to the Monthly Fixed Fee.

The Government confirms that the Monthly Fixed Fee is a distinct and independent requirement from the commission-based model. If proposed and accepted, this fee is guaranteed for all services defined in the SOW, regardless of the Contractor’s revenue or profit. Should the Government require services outside the current SOW that fall within the parameters of Section B.5.1, the Government will consider an equitable adjustment to the Monthly Fixed Fee to account for the expanded scope.

No

Please provide historic sales history (gross revenue) for each food venue.

REPEAT QUESTION COVERED ABOVE No

Please provide the number of annual catered events for the last 3 years and a breakdown of the types of events (breakfast buffets, grab and go, seated lunch, buffets, receptions, etc.)

REPEAT QUESTION COVERED ABOVE

Please provide current menus and pricing for Catering services. https://racafes.compass-usa.com/USSenate/Pages/Catering.aspx?lid=a1

What technology is currently used to reserve event spaces and is this operated by the Contractor?

The reservation and scheduling of all Senate event spaces are managed exclusively by the Senate and the Architect of the Capitol (AOC).

The Contractor is not responsible for operating

No https://racafes.compass-usa.com/USSenate/Pages/Catering.aspx?lid=a1 https://racafes.compass-usa.com/USSenate/Pages/Catering.aspx?lid=a1 the reservation technology or managing the booking of these spaces.

Please provide an inventory of Audio Visual Equipment provided by the AOC. Is the Contractor required to provide Audio Visual services as part of catered events?

All Audio Visual (AV) equipment and associated technical support services are provided and managed exclusively by the Senate and the Architect of the Capitol (AOC). The Contractor is not required to provide AV equipment or technical services as part of catered events.

No

B.2 and C.4.8.3

Please clarify the statement that “These services and contracts are not exclusive.” in Section B.2 and Section C.4.8.3 that states “The Contractor is the exclusive vendor for Senate Member Sponsored Events, and the preferred vendor for all other catered events.” Please provide a breakdown of the annual number of Senate Member Sponsored Events vs. other events and a percentage of catering revenue associated with these Senate Member Sponsored Events.

The statement in Section B.2 refers to the Government's overall right to contract with other entities for food services across the AOC jurisdiction if necessary. However, per Section C.4.8.3, the Contractor is the exclusive provider for all Senate Member Sponsored Events within the Senate Office Buildings. For all other events (e.g., non-member organizations or outside groups), the Contractor is the preferred vendor, meaning customers are encouraged to use the Contractor but may utilize outside catering if desired.

Historical data indicates approximately 60-70% of annual catering events are Senate Member Sponsored.

No

C.5.11 Please provide age of Government Furnished Equipment that the Contractor is responsible for providing preventative maintenance on. Please also confirm that the repair and replacement of the GFE is the responsibility of the AOC and not the Contractor.

The Government acknowledges that specific age data for each item in Attachment J.5 is not currently available.

The Government confirms that capital replacement and major repairs of GFE remain the responsibility of the AOC, provided the equipment has been maintained according to manufacturer standards. The Contractor is responsible for preventive maintenance and minor repairs (defined as those under the $1,000 threshold) to ensure the continued operation of the equipment during the contract term.

No

J.7 Does the Contractor need to identify specific individuals for Key Personnel in the Proposal since the period of performance does not commence until December 2027?

Offerors are required to identify specific individuals for all Key Personnel positions identified in Attachment J.7 and must provide a resume and letter of intent for each. The Government recognizes that the period of performance begins in December 2027;

therefore, if an identified individual becomes unavailable prior to contract start, the Contractor must propose a replacement who meets or exceeds the qualifications outlined in Attachment J.7 for Government approval.

No

J.25 The CBA is through September 30, 2026. Is the current contractor going to negotiate a new CBA prior to the start of the new contract and if so, will the AOC entertain an

The negotiation of a successor CBA (for the period beginning October 1, 2026) is a matter between the incumbent contractor and the adjustment based on the new CBA terms beyond December 2027?

authorized collective bargaining unit. The Government expects that any newly negotiated CBA terms will be incorporated into this solicitation via an amendment as soon as they are available.

L.2 Given that Questions are due May 1 and potential bidders will need time to review responses, will the AOC consider a longer response time beyond May 20, 2026 to ensure sufficient time to assemble a thorough and quality proposal?

Proposals are due May 20th. No extension will be granted.