Atach 1 - Base Elizabeth City Food Services Draft PWS.pdf

Performance Work Statement (PWS) for Full Food Services at U.S. Coast Guard Base Elizabeth City, Elizabeth City, NC

1.0 INTRODUCTION

The Contractor shall furnish all food, personnel, management, supervision, materials, supplies, transportation and other items or services (except as stated herein) necessary to provide full food service, in accordance with all terms and conditions in the contract. The services shall be performed at the U.S. Coast Guard Base, Elizabeth City, NC. Contractor tasks shall include, but are not limited to, the following: Dining Facility Management; cooking; food preparation, stocking, serving, and replenishing; cleaning facilities, equipment, and utensils; preparing vegetables and fruits for the salad bar; bussing tables in specified dining areas; performing cashier services; maintaining quality control; and ensuring minor operator maintenance food service equipment.

2.0 BACKGROUND

2.1 The Dining Facility at Base Elizabeth City consists of one dining hall with one area small area with a removable partition for special events. These facilities are dedicated to providing full meal service and meeting the nutritional needs of Coast Guard personnel at Base Elizabeth City. Requirements will also consist of boxed meals, lunches, dinners for consumption by Aviation Survival Technician (AST) Students and other members away from the Dining Facility in support of missions. These meals are priced at the regular rate of the contract and are generally ordered in lieu of the “eat in” meal. In addition to box lunches, to go plates (9 inch by 9 inch, 3 compartment container with cover), salad to go containers (6 inch by 6 inch, 1 compartment container with cover) and plastic wear (minimum fork, spoons, knife and napkin) will be provided for all members not wanting to eat their meal in the galley. Meal supplement boxes will also be provided for AST students as described in Technical Exhibit 1. The historical information about the number and types of meals (Breakfast, Lunch and Dinner) served at the Coast Guard Dining Facility (CGDF), as well as the population (numbers of meals served) is found in Technical Exhibit 2.

2.2. The primary customers at the facility are military students, although other personnel, dependents and guests may dine in the facility at their expense. The contract also includes some special events that are listed later in this Performance Work Statement (PWS). ID card holders may sponsor non-ID card holders. If the ID card holder is sponsoring more than one non-ID card holder, they will need permission from the COR or the Base Elizabeth City Comptroller, XO or CO. The non-ID card holders will be charged the higher meal rate.

2.3. Base Elizabeth City Hours of Operation. This table sets forth normal meal hours;

however, on occasion, they may be subject to change because of mission, training, schedules, operational, contingency and special events, etc. Meals will remain set up and food on the line for 15 minutes after the serving time ends to insure there are no stragglers.

a. Students & Instructors:

Weekdays Monday - Friday Saturday, Sunday & Holidays

Breakfast 0630-0745 0700-0830

Lunch 1115-1200 1000-1230 (Brunch)

DRAFT

Dinner 1645-1745 1630-1730

b. All others:

Weekdays Monday - Friday Saturday, Sunday & Holidays

Breakfast 0630-0745 0700-0830

Lunch 1200-1245 1000-1230 (Brunch)

Dinner 1645-1745 1630-1730

2.4. Definitions.

Contracting Officer (KO). An individual designated in writing by the Coast Guard having the authority to enter into, administer, or terminate contracts and make related determinations and findings.

Contracting Officer Representative (COR). An individual designated in writing by the Contracting Officer who will furnish the Contractor with technical directions within the scope of the contract.

Performance Requirements Summary (PRS). Alternate term for Performance Work Statement. Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance and that the Contractor meets standards.

Quality Assurance (QA). Those actions taken by the Government to assure services meet the requirements of the Performance Work Statement (PWS).

Quality Assurance Evaluator (QAE). A Government employee responsible for surveillance of Contractor performance.

Quality Control (QC). Those actions taken by the Contractor to control the performance of services so that they meet the requirements of the PWS.

Basic Allowance for Subsistence (BAS). A monetary allowance paid to military personnel in place of subsistence-in-kind (SIK).

Food Handlers. Food service personnel, who work where unsealed food or drink is handled, processed, prepared or served, and who touch food and food contact surfaces in any way, except as a consumer or purchaser. Excluded are food service managers, cashier and delivery persons who do not handle unwrapped food or touch food contact surfaces.

Full Food Service. The food service required under this contract includes as a minimum:

providing foodstuffs and necessary supplies, preparing, serving and cleaning up after meals;

maintaining equipment and all other aspects set forth herein concerned with operating a Coast Guard Dining Facility.

Major Maintenance. The non-operator maintenance and repair of equipment including the restoration or replacement of parts, as necessitated by wear and tear, damage, failure of parts, or the like.

Menu. Menu Requirements specifies the menu choices (except leftovers) including, but not limited to meats, starches, vegetables, speed-line items, salads, desserts, soups, to be served each meal during the menu cycle. Menus are required to include the caloric values of menu items. The recipes for preparation of each item are drafted by the contract personnel and approved by the COR.

Meal Serving Hours. Hours designated by the Government when the dining facility is open for service.

Minor Maintenance. Operator care and maintenance. Normal operator care of equipment, which is recommended by the manufacturer. It is limited to cleaning, oiling, greasing, tightening of nuts and bolts, and other preventive maintenance actions.

Potentially Hazardous Foods. Any perishable food, which consists in whole or part of dairy products, eggs, meat, poultry, fish, or shellfish. These foods require time/temperature control for safety to limit pathogenic microorganism growth or toxin formation.

Progressive Food Preparation (Batch Cookery). The preparation of food items at selective time intervals during the entire meal period as the food is consumed. The objective is to match the flow of patrons through the serving lines so the freshly prepared, high quality food is always provided. It avoids long holding periods to preclude loss of flavor, color, texture, and nutritional value. Some exceptions to this procedure are most soups, gravies, meat sauces, and other sauce type items, which do not deteriorate in flavor when held throughout the serving period, and baked or prepared desserts.

Subsistence in Kind (SIK). Meals furnished to enlisted personnel at Government expense, in lieu of money.

Recyclables. Materials that can be reused or converted into another product, including, but not limited to, paper, cardboard, metal cans, glass bottles and certain plastic products. Tin, bi-metal and aluminum cans, uncontaminated paper and cardboard, Type 1 and 2 plastic.

Serving Line. This term refers to the location and equipment used in dining facilities to serve food cafeteria style. It includes, but is not limited to equipment such as hot food counters, salad bars, beverage dispensers, and ice cream freezers.

Unit (the). Coast Guard Base Elizabeth City.

Work Request. A written request submitted to the COR for (1) repairs to current facilities, or (2) repair and maintenance of major equipment.

3.0 SCOPE

The objective of this effort is to acquire full food and housekeeping services to assist ATC Mobile in accomplishing its mission. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractor Quality Control Plan and the Government Quality Assurance Plan providing for the highest level of service delivery performance critical to mission success. The Contractor shall use the Publications identified in Paragraph 4.0, Applicable Documents, herein, as well as the approved Quality Control Plan to accomplish the following full food and housekeeping service functions/tasks generated for this effort, which may not be all inclusive:

a. Menu Requirements

b. Food Preparation and Service

c. Special Meal Service and Meal Times

d. Meal Sales Accountability

e. Sale of Food Stuffs and Supplies

f. Housekeeping

g. Contractor Logistics

h. Deliveries

i. Personnel Requirements/Qualifications

j. Quality Control Requirements

k. Correct Accounting Procedures

4.0 APPLICABLE DOCUMENTS, PUBLICATIONS AND FORMS

The contractor shall comply with all federal, state and local laws, regulations, requirements, instructions and directives; and, all industry standards/references pertaining to the services required herein and to the conduct and qualifications of personnel in performance of this contract. In addition, the contractor shall comply with the Government and Coast Guard Regulations, Technical Exhibits (TE) and attachments listed in the table below applicable to the performance of the contract and to contractor personnel. The Government, upon request by the Contractor, will provide all publications listed. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. The Government will also provide the forms listed which are needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

Publication Number Title

CGTTP 4-11.12 (series)

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

COMDTINST M4061.5 (series) Food Service Manual

COMDTPUB P4061.4 Food Service Practical Handbook

NAVSUP Publication 7 Armed Forces Recipe Service (AFRS); website http://www.quartermaster.army.mil/jccoe/publications/recipes/cov er.pdf

Most Recent Professional Cooking, Wayne Gisslen, John Wiley and Sons

Facilities Layouts

Available for reviewing and may be obtained only upon request, via e-mail.

COMDTINST M5100.47 (series) CG Safety and Environmental Health Manual

5.0 TECHNICAL REQUIREMENTS

5.1 Food Service Operation Requirements.

a. Normal Hours: The normal operating hours are listed herein (see Section 2.3. of the PWS).

During the designated serving hours, any authorized patrons who enter shall be offered a complete menu choice. Breakdown action to remove food from the serving area shall not start until 15 minutes after the end of the posted meal hours to allow all patrons adequate time for seconds.

b. Holiday Food Service and Other Special Meals. Extended hours may be necessary. Special holiday schedules during Thanksgiving, Christmas Season and other special occasions will be made available to the Contractor at least ten (10) working days in advance of the occasion.

Upon the request of the COR, the Contractor may be requested to provide food service requirements for special meals and events sometimes outside of normal meal service times.

Also, as a special food service requirement, the Contractor shall provide food service personnel to support unit functions. A historical list of such events is provided in the table below for informational purposes. All of these events will be served as the normal meal but with specific menu items to reflect the holiday or event with the exception of Change of Command Receptions, this will be negotiated in a separate contract.

Event Frequency Location Number of Meals

Comment

Thanksgiving Day Dinner Annually CGDF Varies Cafeteria Style with Special Setting

Christmas Day Dinner Annually CGDF Varies Cafeteria Style with Special Setting

Special Ethnic Event Recognition (Black History Month etc.)

As required CGDF Varies Appropriate special menus, but normal meal service

Change of Command Reception

Every 2 or 3 years

CGDF 400 Buffet Style (privately contracted with patrons)

Boy Scouts, Other Groups or 501 (c) 3 organizations

Approx. 10 times a year

CGDF 15 to 175 Regular food service

Special luncheons As required CGDF 10 to 50 Cafeteria or buffet service as required for groups in Eagles & Anchors

c. Change of Hours: On occasion, the COR may change the meal times because of mission, training, schedules, operational contingency, special events, etc., without additional cost to the Government. The COR may extend the meal 30 minutes with one (01) hour notice or the COR may extend the meal one (01) hour by giving the Contractor notice 24 hours in advance of such change. Special and emergency situations (i.e., accident, civil disturbances, weather warnings, alerts, etc.) may necessitate that the dining facility operate on an extended basis of up to 24 hours per day. The Contractor shall provide these services when ordered by the Contracting Officer. If this order is provided verbally, a written order setting forth the effort required, will be provided as soon as possible thereafter.

d. Temporary Relocation. In the event of major repair to the interior of the building, or unforeseen/unusual mission’s requirements, the Contractor may be required to temporarily reduce the level of its operation and relocate to another on-base/off-base location, which will be determined by Base Elizabeth City command. The Contractor will be given thirty (30) days notice of any planned relocation via the COR, if the incident permits. Any food services requirements beyond the capability of the Contractor may be performed or acquired by the Government when mission accomplishment is endangered.

e. Permits and Licenses. The Contractor is responsible for obtaining all permits and Licenses required to perform this contract as listed below:

• State or Local Business License (if applicable)

• Food Handler’s Health Cards

• Any other as required by regulations or laws

f. Safety Rules and Regulations. In performing the services required hereunder, the Contractor shall conform to all safety rules and regulations applicable to the building and facilities that are in effect during the time of performance of this contract. The Contractor shall take such other precautions as may be reasonably required hereunder to assume accident free performance.

All accidents, however, which may arise out of or in connection with the performance of services required, and which result in injury, death or property damage, shall be reported, in writing, to the Contracting Officer, within 24 hours after the accident occurs. Reports shall give full details of the accident involved, including statements of witnesses. If any claim is made by a third party against the Contractor as a result of any accident that occurs in connection with performance of this contract, the Contractor shall promptly report the facts, in writing, to the Contracting Officer.

g. Conservation of Utilities. The Government as appropriate shall provide gas, electricity, water, sewage, heating, fuel and refuse collection to operate the Dining Facility. The Coast Guard will determine the schedule for refuse collection. The Contractor shall comply with all applicable Coast Guard and unit energy conservation policies and regulations. In the event the Government determines that the Contractor is using an excessive amount of utility service, (beyond that normally used for this size and type of facility), the Contracting Officer will notify the Contractor in writing of such determination. The Contractor shall respond in writing within three (3) days, demonstrating to the satisfaction of the Contracting Officer why such excessive use was beyond the control of the Contractor, or if due to the fault or negligence of the Contractor, that the circumstances which caused the excessive use were corrected. If the Contracting Officer determines that the excessive use of utilities was due to the fault or negligence of the Contractor, a deduction from the contract price may be made.

5.2 Plan of Operation. The Contractor shall submit a Plan of Operation with the contractor’s proposal for all services covering the operation to the COR for approval. The plan shall describe how the Contractor will provide full food services to the U. S. Coast Guard and addresses the following areas:

• Direction and Supervision of Food Services required by Contract Menu Planning

• Ordering of Food Products and Supplies

• Labor Practices (Hiring and Firing)

• Accounting and Billing Procedures

• Management Availability (Full-Time/On-site and Corporate)

• Preparation, Cooking and serving of Foodstuffs from Kitchen to Consumer

• Supervision of Dining Rooms while in operation (Cleaning Equipment, Replenishment of Items, etc.)

• Operation of Dish rooms (Never Unattended While in Operation)

• Sanitation, Maintenance and Repair of Facility

• Cashier and ID Checker Procedures to include Credit Cards

• Maintenance and Cleaning Schedule and assurances that sanitation will meet requirements outline in the PWS and Food Service Practical Handbook.

• Employee Sanitation Training Plan (ServSafe)

• Obtaining Additional Personnel for Special Functions

• Planned Management and Staffing Schedules

• Plan to Ensure Refrigerator and Freezer Logs are Properly Kept

• Credit Card Acceptance Plan

5.3 Menu Requirements. Using the Required & Frequent Meal Items (Technical Exhibit 3) and the Armed Forces Recipe Service, Professional Cooking, Coast Guard Portal Recipe corner or any approved source for healthy food cooking as guidance, the Contractor shall develop two six-week cycle menus (Spring/Summer and Fall/Winter) to reflect healthy foods. The Contractor shall submit to the COR for approval, a new six-week cycle menu no later than the 15th day of each month. The Contractor shall not change the menu without approval of the COR, except for emergency situations (i.e., hurricane, snowstorm, mechanical failure etc.). Subsistence shortages will not be accepted as valid excuses for substitutions. Food Variety is a very important part of this contract. Variety and creativity will be considered in menu approval.

a. Entrees, Lunch and Dinner. A choice of two (2) different mainline entrées, one main entrée must be a Healthy Choice Entrée will be offered for lunch and dinner seven days per week with the exception of the brunch meal. This is in addition to the speedline. Grilled chicken breast will be offered at lunch daily along with regular menu items. Patrons are entitled to a full portion of each entrée on the menu. Casserole type dishes must have a minimum of five (5) ounces of meat or seafood per portion, and only one casserole dish entrée may be on the menu per calendar day at lunch or dinner. The recipes will be adjusted to accommodate for larger portions of meat, chicken, pork, and sea food. Meat includes fowl, beef, pork, and veal.

Seafood includes shrimp, lobster, crab, fish, oyster, and scallops. The Contractor shall ensure that all entrees listed as grilled or fried are prepared as close to meal times as possible or will be grilled or fried to order. No entrees listed as fried shall be baked in the oven unless authorized by the COR. Any entree deemed unsuitable for any reason may be deleted from the menu at the COR’s discretion.

b. Lunch and Dinner Requirements. In addition to the requirements set forth in Technical Exhibit 3 the following items are required: All items not specifically specified as constant shall be rotated on a frequent basis to ensure customers have a perception of change and variety, meaning that with each cycle menu change, the lunch meals will become the evening meal with the exception of premium meals. Hot foods must be prepared progressively. At least three (03) Quality Ice Cream choices will be offered at each meal (ex. Strawberry Shortcake Popsicle, Ice Cream Sandwiches, Drumstick, Push-up Pop, etc). This will be better quality than freeze pops and ice cream cups. One (01) dessert shall be served warm at least once per week, on a work day, at the lunch meal during fall/winter cycle menus. A variety of fresh baked or premade cakes and pies, at a minimum of two options total, will be available each lunch meal (not including ice cream options). One premium dessert (cheesecakes, carrot cake, tiramisu, chocolate brownie cake, Danishes etc. shall be presented in replacement of one type of cake, cookie or pie on premium meal days. The Contractor shall not use the same deserts more than twice a week, excluding ice cream selection. Serving size will be dictated by the directions on the packaging or recipe card. These serving sizes will be adhered to. Soup and full salad bar will be provided for every lunch, brunch and dinner meal.

c. Breakfast. Breakfast meals shall be offered in accordance with Technical Exhibit 4 and approved menu by the COR. Hot foods shall be prepared progressively. Specialty items such as breakfast burritos, breakfast casseroles, fresh baked large cinnamon rolls, breakfast sandwiches, quiches, among other items, may be included in the breakfast menu. Any approved menu, may be changed or substituted with the advance approval of the COR. Standard, calibrated dispensers are an acceptable form of providing juices. Donuts and/or danishes will also be provided Tuesdays and Thursdays.

d. Speedline. The speedline during weekday lunch meals will have one daily sandwich and one side option. Sandwiches will rotated daily and if possible be made to order. Sides may include, but are not limited to, fries, onion rings, tater tots, wedges, etc. During evening and weekend meals, the speedline menu will be more robust and will provide a more made to order menu.

See Technical Exhibit 5.

e. Special Dietary Requirements. From time to time, a customer may have dietary requirements that must be met. These include but are not limited to, Vegetarian, Halal, Kosher and Vegan diets. When a customer with special dietary restrictions will he eating at the galley for any longer than one (01) day, the Chef Manager, COR and Member with dietary restrictions will work together to develop a plan to meet that member’s needs.

f. Taco and Potato Bar. When tacos, burritos, enchiladas and baked potatoes are served, the appropriate side items will be provided. For tacos, burritos and enchiladas, this will at minimum be sour cream, shredded cheese, shredded lettuce, diced tomato and salsa. For baked potatoes the minimum will be sour cream, butter, shredded cheese and bacon bits.

g. Premium Meals. Premium Meals will be served every Thursday at the lunch meal. Four (05) premium meals per menu cycle will be steak meals. These steak meals will consist of Prime Cuts of beef (USDA Grade A) (Sirloin, Tenderloin, Ribeye and T-Bone) when these steaks are served, they will have a minimum As Purchased (AP) weight of 12 oz. Steak meals may be substituted for a carving station of Prime Rib or Steamship Round with COR approval. Each steak meal will have a non-fried potato side such as baked potato, twice baked potato, mashed potatoes, etc. One (01) premium meal per menu cycle, will be a high end seafood meal. This meal will consist of King Crab Legs, Snow Crab Legs or Lobster Tails, one fried seafood option such as shrimp, scallops, clam strips etc. and one baked fish option. On these days, one mainline entrée will be non-seafood. On premium seafood days, patrons can get small portions of all three seafood options or larger portions of one or two items.

h. Salad Bar. The salad bar will remain fully stocked during all meals. The salad bar will have every slot filled with a variety of items common to salads. There will be a minimum of two types of lettuce mixes. Examples are Romaine, Iceberg, Spinach, Spring Mix, etc. Salad types will be rotated for variety. At least six (06) dressings will be offered with at least two (02) low calorie options in addition to basic olive oil and balsamic vinegar. Additionally on prepared salad such as potato salad, pasta salad, cole slaw, etc. will be offered at each meal.

i. Rescue Swimmer Box Meals. Rescue swimmer students will be provided meal supplements in accordance with Technical Exhibit 1.

j. Servings and Seconds. All patrons will be authorized seconds. Rescue Swimmer students will be authorized two portions on their initial pass through the serving line. Seconds will be permitted on Premium meal days within 15 minutes of closing time provided there are adequate portions remaining on the serving line.

k. Menu Publicity. The Contractor shall post and maintain the current menu at the entrance to the Galley. A speedline menu will be placed on the serving line during Dinner, Weekend and Holiday Meals. Meal prices shall be prominently displayed at the cash register. The posted menu shall include the calorie and fat per serving. Further, on each serving line item the contractor shall provide a laminated card identifying each menu item and portion size in volume measurements.

l. Leftovers. As per the CGTTP 4-11.12A, Food Safety and Sanitation Program Tactics, Techniques, and Procedures (TTP).

5.4 Food Supply Requirements. The contractor shall be responsible for providing all food expendable supplies, and other items for food preparation, serving and cleaning up. All food items used shall meet the minimum standards set forth below:

• Beef (USDA Grade A) Choice

• Veal (USDA Grade A) Choice

• Lamb (USDA Grade A) Choice

• Pork (USDA Grade A) US Number 1

• Poultry (USDA Grade) Number 1

• Seafood (except shellfish) (USDA Grade A) Grade A

• Shellfish USPHS standard

• Fresh Fruit (U.S. Inspected) Grade #1

• Fresh Vegetables (U.S. Inspected) Grade#1

• Preserved/Canned Fruits (USDA) US No 1

• Preserved/Canned Vegetables (USDA) Extra/STD

• Frozen Vegetable (US Grade) No 1/A

• Dairy Products (US Grade) Grade A

• Eggs (USDA Grade) Grade A Large

• Turkey, breast, boneless skin on, raw, frozen USDA 1

• Beef Ground (max 20% fat 80% lean, Minimum) USDA Choice

• Sliced Cheese: US Grade A

•• American processed cheese

• • Sliced (not cheese food)

• Peanut Butter, smooth, chunky :

•• Grade texture A

•• Type A

5.5 Serving.

a. Serving Lines. The Contractor will provide two (2) serving lines in the Galley, mainline and speedline. Serving lines shall be set up and fully staffed by the scheduled opening time but not more than 15 minutes prior to the opening time. Maintain serving lines throughout meal period.

The contractor will ensure that all menu items are available through the entire meal. Serving lines will remain setup until 15 minutes after the established serving times to allow for seconds.

The contractor will periodically check throughout the meal period to replenish the serving line.

The daily Speedline menu shall consist of standard and optional items per Technical Exhibit 5.

b. Meals to Go. The Contractor will provide clamshell type containers, plastic utensils, small sauce cups with lids or single serving package condiments/dressings and hot/cold cups with lids to all patrons to take meals as “to go”. An 8 inch or 9 inch, three compartment clamshell container will be provided for line items and a 5 to 6 inch clamshell container will be provided for salad bar items. “To go” meals will be provided to the patrons at the regular meal rates.

c. Food Portions. The portion sizes specified in this contract are intentionally large in order to serve hearty portions of multiple items to personnel undergoing vigorous daylong activity. Serve food in accordance with Technical Exhibit 6, unless patrons request smaller quantities. Any patron may receive addition serving(s) upon request. This does not constitute an additional meal and shall not be included in the meal count.

d. Patron Flow Rates. Employ sufficient personnel to ensure that all patrons are served during the meal times

e. Serving Meats. Only qualified food service personnel shall be assigned to carve meats such as roast beef, ham, and turkey on the serving line as it is served.

f. Tableware Availability. Tableware (utensils, dishes, glasses, trays, etc.) and table appointments (napkins, sugar, salt, pepper, etc.) shall be replenished so that they are available to all patrons without waiting. Napkins, Salt, Pepper and Hot Sauce will be available for every meal on all tables. For Steak meals, both A-1 and Heinz 57 steak sauce will be placed on every table and replenished as needed.

g. Spot Cleaning. To avoid safety issues, food or beverages spilled on floors, counters, or elsewhere in the serving and/or dining areas, shall be cleaned up immediately.

h. Serving Line Closure.

Food shall remain on the serving line 15 minutes after the posted meal period ends for all meals, to allow for seconds. After such time has expired, all food shall be removed, and discarded or covered, labeled and put in property storage immediately unless disposal of leftovers is appropriate.

i. Replenishment. Missing menu items are not acceptable. On the off chance that the Contractor does run out of a menu items, it should be documented on a Contractor Discrepancy Report at the COR’s discretion. In this event, suitable back-ups will be Fried Veal, Fried Chicken Breast, Chicken Cordon Bleu, Chicken Kiev, Pre-made Meatball with appropriate sauce, or other quickly prepared dishes approved in advance by the COR. The same back-up will not be used more than twice per five (05) week menu cycle. Contractor shall replenish all foods within a timeframe of 1 minute or less. Beverages and condiments shall be replenished within 3 minutes to ensure availability to all patrons throughout the meals. Also, replenish tableware (utensils, dishes, glasses, trays, etc.) and table appointments (napkins, sugar, salt, pepper, etc.) as necessary during meals to ensure continuous service to patrons.

j. Form Preparation. The Contractor shall prepare a CG Form 4901, “Meal Sign In Sheet,” which summarizes the number of each type of meal served daily and reflects monies collected for meals sold. The COR will verify these records daily or on the day following a weekend or holiday; however, the COR may verify cash collected at any time.

5.6 Emergency Situations/Evacuation.

a. Emergency Situations. On an infrequent basis, the Contractor shall provide meals away from the CGDF upon request of the COR. Normally, 24-hour notification of these meals will be provided to the Contractor; however, in emergency situations, the Contractor shall provide these meals upon one-hour notice from the COR. Emergency situations include operational missions, alerts, operational exercises, and natural disasters or simulated emergency exercises. All locations are on the Coast Guard Grounds. In the event of an emergency, the Coast Guard has the option to buy the Contractor’s current inventory of perishable/nonperishable food. This will be billed as a separate line item on the invoice and shall be billed at the actual cost of the food.

b. Boxed Meals. Boxed meals shall be provided upon request of the Aviation Technical Training Center personnel, any duty crew or for Sick-in-Quarters (SIQ) students, in accordance with Technical Exhibit 7. Normally, a 12-hour notice will be provided by the COR; however, the Contractor shall be prepared to have these types of meals available upon 1-hour notice. Boxed meals shall be charged at the appropriate box meal rate based on the quantity ordered in accordance with the contract schedule of services but SIQ meals will be charged the normal meal rate.

c. Emergency Evacuation Rations. The Contractor upon notification from the Coast Guard shall provide emergency evacuation rations to each recruit during emergency evacuation of the Coast Guard Training Facility. The contractor shall provide two meat and cheese or two peanut butter and jelly sandwiches, a single serve 8 oz of low fat milk, and 4 oz of breakfast juice for breakfast. The Contractor will also provide (2) six ounce bottles of water per meal for lunch and dinner. The Coast Guard will give (48) hours’ notice of evacuation plans.

d. Hurricane Requirements. From June 1st to November 30th, the contractor will be required to have seven (07) days of stores onboard. This is intended to ensure food service is not interrupted during storms. During hurricanes, it may also be required for contractor employees to stay on base. In this case, Base Elizabeth City will provide double occupancy barracks rooms for employees required to stay on board.

5.7 Cashier Services.

The Contractor shall staff a cashier position to perform cashier duties for each meal. The cashier shall be able to verbally communicate with all personnel to effectively perform his/her duties. A copy of current cashier instructions shall be maintained at the cashier station (see Deliverables herein). These instructions shall include specific meal charges for each category of customer who is authorized to eat in the dining facility. The Contractor shall ensure that correct meal charges are collected. Based on historical information and current trends, amounts to be charged for meals and classes of authorized patrons will be established and provided by the Government. Cashier stations shall not be left unattended during meal service times.

a. Evaluation Forms. Government provided forms for customer satisfaction evaluation shall be maintained near the cashier station in view of patrons.

b. Head Counting Procedures. Cashiers shall admit only authorized patrons, obtaining signatures, collect payment for meals, make change and accept credit cards. They shall use CG Form 4901, “Meal Sign In Sheet,” to record the number of each type meal served daily and reflect monies collected for meals sold. They shall maintain required accountability for cash receipts, cash collected, credit card purchases and meals furnished to Subsistence - In - Kind (SIK) personnel (such as enlisted personnel and Auxiliarists in uniform while performing official duties for the Coast Guard). The COR or other designated Government representative shall verify the correctness of CG Form 4901 in relation to cash collections. CG Form 4901 shall be submitted daily or on the day following a weekend or holiday. Technical Exhibit 8

5.8 Sanitation Requirements.

a. Personal Hygiene. The Contractor shall ensure that all employees meet the personal hygiene requirements as set forth in Section D: Personnel Inspections and Personal Hygiene, of the Food Safety and Sanitation Program TTP, including, but not limited to the following:

• Wash hands upon reporting for work, immediately after visiting or cleaning a lavatory, after smoking, after eating, and before and after handling food.

• Remove wristwatches, bracelets, and rings (except wedding bands) before and during food preparation and serving.

• Keep fingernails clean, without polish, and cut short so that they do not extend beyond the end of fingers.

• No smoking or tobacco use in any form, except during break period in designated areas.

Smoking is not permitted in Coast Guard buildings.

• Hair restraints (hats, caps, or hairnets) shall be worn to prevent loose hair from falling into food or onto food contact surfaces.

b. Daily Health Examinations. Personnel with any health problem shall not be permitted to work in any capacity where there is a possibility of food or food contact surface contamination with pathogenic organisms or transmittal of disease agents to other personnel.

c. Foodborne Disease Tests. During actual or suspected foodborne disease outbreaks, the Contractor shall make facilities, equipment and employees available for testing and questioning by medical and other investigative personnel. Contractor personnel refusing to submit to testing or questioning shall not be permitted to work in the Dining Facility. When a foodborne disease outbreak is suspected, food shall not be discarded until directed by the COR.

d. Food Preparation Sanitation. All food will be procured, stored, thawed and prepared in accordance with ServSafe and Coast Guard Policy. At no point will food be thawed or prepared directly in a sink. Food will be thawed in accordance with best practices in refrigerated conditions and the running water method will only be used as a last resort. When the running water method is used, food will be placed in a pot or perforated pan under running water and will never come in contact with the surface of the sink.

5.9. Warewashing Equipment. The Contractor shall drain and clean all types of warewashing equipment after each use. Dishwashing machines shall have the curtains, spray arms, trays, and other removable parts removed, cleaned, and air-dried. The removable parts and interior surfaces shall be free of foreign matter and smudges. Exterior surfaces shall be wiped clean after each meal. Lime deposits shall be removed on a schedule established in the Contractor’s cleaning and housekeeping plan.

5.10 Linen and Uniform Storage. The Contractor shall store clean tablecloths, towels, wipe cloths, and uniforms in a clean place. If not protected from contamination by physical confines of the storage facility, plastic or other appropriate covering shall be used. Soiled articles shall be stored in non-absorbent containers or washable laundry bags.

5.11 Garbage and Recyclables. The Contractor is responsible for ensuring full garbage and recyclables will be removed from the dish washing room and other areas in the food service facility and transported to the trash dumpster as often as needed. The Contractor shall accomplish the following:

a. Use separate containers to sort garbage from recyclables. These containers shall be kept covered except for those actively being used in food preparation areas. When filled, the containers shall be removed to the proper storage area for pickup. These areas, including floors and walls, around trash container storage, compactors, and dumpsters shall be kept clean, sanitary, and orderly and shall be cleaned after each garbage removal. Garbage cans will be thoroughly cleaned inside and outside before returned to point of use.

b. Do not store unprotected plastic or paper bags or baled units containing garbage outside.

Loading areas shall not be used to store refuse, empty jars or cans, or equipment.

5.12 Housekeeping. The Contractor shall furnish housekeeping services in the dining facility as outlined in Technical Exhibit 9. The Contractor shall furnish all equipment and supplies necessary to perform these services. The level of cleaning shall produce a clean, extremely high level of performance to the COR and Medical inspectors. Weather, traffic or other conditions may demand additional cleaning by the Contractor to ensure that facilities and equipment are clean, neat, and sanitary.

a. On a daily basis, the Contractor shall ensure that litter is removed from around the CGDF and the loading dock. Also, the Contractor shall clean all bathrooms and locker rooms in the dining facility after each meal. The Contractor shall remove ice and/or snow from the front steps of the CGDF and the sidewalks up to 50 feet away from the CGDF. The Government facilities contractor shall provide salt.

b. The Contractor shall perform other housekeeping tasks including: replacing light bulbs, rearranging furniture after meals and for special events, caring for inside plants, dusting vertical blinds, washing windows and entry doors inside and outside to keep them clean, and like housekeeping functions.

c. The Contractor may provide appropriate seasonal and Holiday decorations throughout the facility and on tables in the Permanent Party area. Seasonal decorations shall be displayed with each of the four Seasons. Non-sectarian, non-religious Holiday decorations shall be displayed 10 days before the following Holidays: Martin Luther King Day, Valentine’s Day, Memorial Day, Fourth of July, Coast Guard Day, Halloween, Thanksgiving, and Christmas.

5.13 Waste Management. The Contractor shall assist the government by complying with the base-recycling program. This may require segregating reusable/recyclable waste materials by type. The government shall retain ownership of all reusable waste materials. Non-reusable waste materials (garbage) will be removed from the facility by a government-approved method.

The cost and disposal of Non-reusable waste materials, such as fat/oil, will be the sole responsibility of the Contractor. The removal of fat/oil will be scheduled to ensure that holding drums/tanks are emptied in a timely manner.

5.14 Major and Minor Maintenance Responsibilities of the Contractor. The Contractor shall be responsible for the following.

a. The Contractor shall perform minor maintenance (operator care and maintenance) on all food service equipment, as recommended by the manufacturer. Minor maintenance includes cleaning, adjusting, sharpening blades, oiling and greasing of equipment, tightening of nuts and bolts, and other user maintenance recommended by the manufacturer. Minor maintenance also includes replacing equipment considered consumable, and any equipment that is easily removed and can be broken or misplaced.

b. The Contractor shall inform the COR for all work requests for major equipment maintenance.

5.15 Administrative Requirements.

a. The Contractor shall prepare all reports and other deliverables as required by this contract, as described in Section 6, Deliverables, of the PWS.

b. All cash collected is the responsibility of the Contractor. A daily record thereof will be maintained on CG Form 4901, “Meal Sign-In Sheet,” a copy of which shall be available to the COR for verification. In verifying the Form 4901, the COR may count all funds collected. The amount of money collected from patrons and credit card purchases will be deducted monthly from the contract payment due to the Contractor.

c. The Contractor shall comply with the requirements for displaying posters and signs furnished by the Government. The subject matter may include health and sanitation measures, Commandant Policy statements, fire prevention, safety, non-smoking areas, meal hours and meal charges.

d. The Contractor shall reply to all correspondence and complaints relating to the food service function within five (5) business days. Complaint responses shall be furnished to the COR.

e. The Contractor shall provide input to budgets, operational plans, disaster preparedness plans, or other studies as requested by the Contracting Officer or the COR. Contractor will also provide food invoices, food cost data, food orders or other information upon request by the KO or COR.

f. The Contractor shall provide Safeguards to prevent employees taking excessive amounts of food home and over charging the Coast Guard for inventory.

g. The Contractor shall provide and maintain a cleaning accountability checklist and cleanliness will be monitored by periodic spot checks by the COR and weekly inspections by medical staff.

5.16 Contractor Furnished Items. The contractor shall furnish all necessary supplies, material and equipment of the size and type customarily used in work of this kind, needed for the performance of the work (Food Preparation and Services) except for those items or services specifically stated as Government-furnished herein.

a. Subsistence and Expendable Supplies. The Contractor shall provide all food and other items for food preparation and expendable supplies necessary for food preparation. The quality of all foodstuffs used in the dining facility must meet or exceed the standards found in Professional Cooking, as well as the Armed Forces Recipe Service in line with commercially acceptable standards. All cleaning materials furnished by the Contractor shall equal or exceed commercially acceptable standards. This list includes, but is not limited to the following:

• Dish Washing Compound, Machine Type TI Chlorinated or Type I Non-Chlorinated

• Dish Washing Rinse Additive

• General Purpose Detergent

• Scale Removing Compound

• Liquid Hand Dish Washing Compound (for pots and pans)

• Hand Dish Washing Compound (for pots and pans)

• Floor Finish

• Chlorinated Scouring Powder

• Non-chlorinated Scouring Powder

• Wax Remover

• Glass Cleaner

• Stainless Steel Polish

• To go plates, cups, flatware, etc.

• Paper plates, cups, flatware, etc.

• Napkins for tables

• Paper Towels for galley and restroom

• Toilet Paper

b. The Contractor has the option to use the standard recipes as indicated in Professional Cooking or the Armed Forces Recipe Service, and Healthy cooking referenced herein, in conjunction with the menu requirement attached. The recipes shall be adjusted so the ingredients cover the larger portions The Contractor shall submit recipes from additional sources differing from those listed above to the COR for review and approval before use.

c. Contractor shall adhere to progressive food preparation standards. Short order breakfast items shall be cooked to order; items may be prepared in advance only to the extent necessary to ensure the required patron flow. Short order items such as hamburgers, hot dogs and French fries, may be prepared in advance only to the extent necessary to ensure the required patron flow through the serving line.

d. The Contractor operation shall furnish the necessary linen (kitchen towels, napkins and tablecloths) as listed to perform contract functions. The Contractor shall be responsible for providing accountability for and maintenance of the linen supply. Tablecloths shall be changed so as to maintain a neat, clean appearance and only used for special occasions.

e. The Contractor may, with the written permission of the COR, install equipment, fixtures and furnishings in the dining facility. These must be marked to identify Contractor ownership. They must be readily removable and all installation, maintenance and removal costs are the sole responsibility of the Contractor. Upon removal of Contractor-owned equipment, the Contractor must restore, at its own expense, the affected portion of the facility to its original condition.

f. The Contractor shall provide commercial telephone service for its own use at its own expense.

g. The Coast Guard will provide pest control from a separate contractor.

5.17. Government Furnished Property, Equipment and Services. The Government will provide, without cost to the Contractor, the facilities, fixtures, equipment and services listed below.

a. The Government will furnish the facilities and designated areas thereof described in Technical Exhibit 10. The Contractor is required to sign for custody of all Government furnished property and equipment and will be held responsible for its accountability. These facilities have been inspected for compliance with the Occupational Safety and Health Act (OSHA). Prior to any modification of the facilities by the Contractor, the Contractor shall notify the COR and provide documentation describing in detail the modification to be performed. No alterations to the facilities shall be made without specific written permission from the Contracting Officer. The Contractor shall return the facilities to the Government in the same condition as received, except for normal wear and tear and approved modifications. The Contractor may only use the facility in performance of this contract; however, the Government may use the dining area for appropriate command functions.

b. Upon 48-hour notice to the Contractor, the Government is authorized to use any facilities or Government furnished equipment under Contractor control. Also, the Government shall retain office space sufficient for contract administration at the Dining Facility.

c. The Government will provide the equipment listed in Technical Exhibit 11 in “as is” condition. The Government may replace equipment when it is no longer usable for its intended purpose due to fair wear and tear. The Government will make determination of suitability for use. The Government will provide preventive maintenance of major equipment. The Contractor, with approval of the COR, may install additional equipment at their expense.

d. The COR, and a representative of Base Elizabeth City’s Property Section shall jointly conduct an initial inventory of all Government-furnished equipment listed in Technical Exhibit 11. The Contractor shall sign a receipt for all equipment provided by the Government. The Contractor, the COR, and Base Elizabeth City’s Property representative shall jointly determine and record the working order and condition of all equipment. Items or equipment missing or not in working order shall be recorded (Form DHS 4220.43, Contractor Report of Government Property). The Government may replace missing items and repair all items not in working order. The unit Property Officer will give disposition instructions for items beyond economical repair. The Contractor and Government representatives shall certify their agreement on working order and defectives. If the Contractor participates in the inventory but does not agree with the Government’s determination as to the working order of the equipment, this failure of the Contractor to agree on condition of the equipment shall be treated as a dispute pursuant to the clause of this contract entitled “Commercial Items Terms and Conditions – Disputes.”

NOTE: The Contractor shall be liable for loss or damage to the Government furnished facilities and/or equipment herein due to negligence.

e. The Contractor shall designate a custodian to receive and account for Government-furnished property and equipment.

f. The Contractor shall submit requests for additional or replacement equipment through the COR. The request shall include the reason for the replacement. The Government shall provide only equipment determined by the COR to be necessary in the performance of contract.

g. At the end of each performance period, an annual joint equipment inventory with the COR and the Contractor Manager shall be held no later than December 15th of each performance period.