Attch 2 SOO FAS Reception 11-23-22.doc

Solicitation 12314423Q0009

Statement of Objectives 2022 FAS & APHIS Holiday Reception 11/23/2022

SCOPE OF WORK

To provide catering for the 2022 United States Department of Agriculture’s Foreign Agricultural Service (FAS) and Animal and Plant Health Inspection Service (APHIS) Holiday Reception.

BACKGROUND

The Administrators of FAS and APHIS are co-hosting a reception for embassy counselors and attaches, cooperators, and other key implementing partners and stakeholders to thank them for their engagement with U.S. agriculture.

DESCRIPTION OF SERVICES

The caterer shall provide the following:

a. Four fixed (static) buffet station(s) with U.S. cuisine.

b. A display featuring American grown fresh fruit and cheeses.

c. A seafood display including items such as shrimp and salmon.

d. A carving station featuring beef, lamb, and turkey.

e. At least one gluten free item on each of the static buffet stations (clearly marked as gluten free).

f. At least vegetarian item on each of the static buffet stations.

g. Hand passed hors d’oeuvres and stationary hors d’oeuvres.

h. Venetian dessert table.

i. Food should be sourced from the United States when possible highlighting Geographic Indications (GIs) and common names[1] with signage, for example Nebraska Beef in Peppercorn Sauce served with Baby Butter Roasted Idaho Potatoes or 100% Pure California Olive Oil and bread or BelGioioso Gorgonzola handcrafted in Wisconsin

j. Printed cards identifying all items including food allergens.

k. Waitstaff passing food and/or beverages.

l. Ice for all beverages.

m. A decorative punch bowl filled with a quality non-alcoholic punch.

n. Bottled water and an assortment of sodas and juices.

o. Usual reception supplies & equipment: linens, glassware (including wine and beer glasses), flatware, plates, etc.

p. Heavy-duty plastic or other material to protect the carpet and furniture where the back-up food is kept.

q. An explanation regarding how the caterer will prepare the food and ensure that it is fresh. Will the caterer require the use of a large portable kitchen/truck, etc.?

r. Two bartenders for two separate bar stations.

s. Floral arrangements and holiday themed decorations for buffet and dessert tables and stations. Featured theme: Winter Wonderland.

t. Containers to pack and provide all leftovers to the party contracting the catering services.

u. Pictures showing events catered previously.

v. Standard 4x6 tables will be provided by the USDA; additional tables other than 4x6 will be provided by the Contractor.

Note:

USDA/FAS will provide the beer and wine for the event.

Menu and Number of guests: Contractor will provide a suggested menu for the event. Provide separate cost estimates for the recommended menu for 200 guests. The Government has a maximum budget of $20,000.00 for this event. USDA will monitor the RSVPs and provide a final head count to the caterer within 24 to 48 hours of the event.

Task/Deliverables/Project Management: The successful caterer will meet 2 to 3 days prior to the event with USDA organizers to conduct a walk thru of the facility to determine the desired layout.

1. Pre-planning (December 12 to December 15, 2022)

a. The successful caterer will meet 2 to 3 days prior to the event with USDA organizers.

b. Food and decoration preparation for the reception.

2. Event Schedule (December 15, 2022):

The suggested schedule is shown below:

1:30 - 5:30 p.m.

Deliver equipment, and set-up buffet and beverage stations.

5:30 - 7:30 p.m.

Monitor buffet and replenish as needed.

7:30 - 8:30 p.m.

Begin to close-out the reception and clean-up.

Security and Parking Procedures:

a.

USDA/Foreign Agricultural Service/Communications and Executive Support will arrange parking for the truck and staff vehicles.

b.

The successful bidder must provide the following information: make, model and plate number of all vehicles, and names of catering staff working the event.

PERIOD OF PERFORMANCE

Monday, December 12 thru Thursday, December 15, 2022. The actual reception will be held on Thursday, December 15, 2022, from 5:30 p.m. to approximately 7:30 p.m.

PLACE OF PERFORMANCE

U.S. Department of Agriculture

Jamie L. Whitten Building – Whitten Patio 1400 Jefferson Drive, S.W. (between 12th Street and 14th Street) Washington, DC 20250

PROPOSALS MUST INCLUDE:

· A technical proposal

· A separate price quote must detail costs for food, equipment/rental costs, staffing numbers/duties and costs, and delivery charges.

EVALUATION OF QUOTES

The Government anticipates award of a firm-fixed price purchase order from this request for quote. Award will be based on the Offeror whose submission offers the lowest priced technically acceptable quote to the Government.

Technical Evaluation Factors:

· Contractor must be registered in SAM.GOV and have a unique entity identifier (UEI).

· Contractor must be a small business.

· Contractor must normally service Washington DC area.

· Contractor must have prior experience supporting similar events at Federal Government facilities. Provide at least one event that you have supported at a Federal Government Facility.

· Contractor must submit a technical proposal that satisfies the requirements described in this statement of objectives.

Price Evaluation Factor

· Contractor must submit a separate Firm Fixed Price quote. Price quote must detail costs for food, equipment/rental costs, staffing numbers/duties and costs, and delivery charges.

Quotes are due on Tuesday, November 29, 2022, at 5:00 PM eastern. Please submit quotes by email to Emil Abraham, emil.abraham@USDA.gov. Please follow-up your email with a phone call to Emil Abraham, 307-421-6964, to ensure that your quote was received by the Government.

[1] Common Meat Products: Black Forest ham, Genoa salami, Mortadella

Common Cheeses:

Cheddar (New York and Vermont both have good selections of 12 or 24 months aged)

Brie and Camembert: Cowgirl Creamery has good selections. May feature baked brie.

Fontina, Asiago, Gorgonzola, or Oregonzola: BelGioioso has good selections for these.

Tommes or Tarentaise (Vermont): Spring Book Farm in Vermont or Twig Farm Tomme. Also in a similar style there is Grayson from Meadow Creek Dairy in Virginia.